HomeMy WebLinkAbout10-28-2015 CC MinutesIR 1*
SEBAS-D,AN
HOME OF PELICAN ISLAND
SEBASTIAN CITY COUNCIL
MINUTES
REGULAR MEETING
WEDNESDAY, OCTOBER 28, 2015 - 6:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
1. Mayor Gillmor called the Regular Meeting to order at 6:00 p.m.
2. Invocation was given by Vice Mayor Adams.
3. The Pledge of Allegiance was led by Council Member Coy.
4. ROLL CALL
City Council/CRA Members Present:
Mayor Richard Gillmor
Vice Mayor Jerome Adams
Council Member Andrea Coy
Council Member Jim Hill
Council Member Bob McPartlan
City Staff Present:
City Manager, Joe Griffin
City Attorney, Robert Ginsburg
City Clerk, Sally Maio
Administrative Services Director, Ken Killgore
City Engineer, Frank Watanabe
Police Commander, John Blackledge
5. AGENDA MODIFICATIONS
None.
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.
15.166 A. Proclamation — National Hunger and Homelessness Awareness Week — Accepted by
Homeless Family Center, Camp Haven, St. Vincent DePaul, Harvest Food &
Outreach. VNA, Women's Refuge, Salvation Army and Epic Missions
Mayor Gillmor read and presented the proclamation to Timothy Brooks, Director, Homeless
Family Center, Cindy Hejlik and Nancy Johnson. Mr. Brooks and Ms. Heljik cited the great
need in the local area, and described the services they provide to the hungry and homeless.
15.167 B. Presentation of Government Finance Officers Association Certificate of Achievement
for Excellence in Financial Reporting for Fiscal Year 2014 to Administrative Services
Director Ken Killgore
Mayor Gillmor read a brief description of the GFOA Award program and awarded the
Certificate of Achievement to Administrative Services Director, Ken Killgore, who
commended his staff for the work they do.
Regular City Council Meeting
October 28, 2015
Page Two
C. Brief Announcements
Thursday, October 29, 2015 - Sebastian River HS Homecoming Parade 4 pm - Indian River Drive
from Main Street to Riverview Park for Pep Rally - 4 pm
• Saturday, October 31, 2015 - Sebastian River Middle School 5K Run Indian River Drive start
Riverview Park
• Saturday, October 31, 2015- City Halloween Costume Contest in Riverview Park East Side 10 am
• Friday through Sunday, November 6-8 - Sebastian Clambake Festival in Riverview Park
• Captain Hiram's River Challenge - November 22, 2015
Mayor Gillmor read the above listed announcements.
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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.
A. Approval of Minutes - October 14, 2015 Regular Meeting
15.040 B. Accept Florida Inland Navigation District (FIND) Waterway Assistance Grant for
Working Waterfront Phase 2 and Authorize City Manager to Execute (Transmittal, R-
15-08, Agreement)
15.168 C. Approve Purchase of Two Building Department Vehicles - One 2016 Chevy Equinox
and One Nissan Frontier KC from Alan Jay Fleet Sales, Sebring Florida through
Florida Sheriffs Association Bid # 15-23-0904 in the Total Amount of $48,029.25
(Transmittal, Vendor Quotes, FSA Award)
15.169 D. Approve Purchase of One Stormwater Division Vehicle - One Chevrolet 2016 2500
HD Double Cab from Alan Jay Fleet Sales, Sebring Florida through Florida Sheriffs
Association Bid # 15-23-0904 in the Total Amount of $28,027.25 (Transmittal,
Vendor Quote, FSA Award)
15.170 E. Approve Purchase of Two 2016 Chevrolet Equinox Police Admin/Detective Units and
Two 2015 Chevrolet Caprice Patrol Units from Alan Jay Fleet Sales, Sebring Florida
Admin/Detective Units through Florida Sheriffs Association Bid # 15-23-0904 in the
Total Amount of $55,259.50 and Patrol Units from State of Florida Contract
#25100000-15-1 in the Total Amount of $65,304.92 with Some of Balance of
Budgeted Funds to be Utilized for Additional Required Vehicle Equipment
(Transmittal, Vendor Quotes, FSA and State of FL Awards)
15.171 F. Award Vehicle Repair Services to the Following Vendors: Diesel Power Pro & Auto
Repair, Sebastian; Velde Ford, Vero Beach; St. Lucie Battery & Tire, Sebastian;
DeCosta Auto & Diesel Repair, Sebastian; Vinne's Family Auto Repair, Sebastian
(RFP 15-10 Price Proposal Sheet, RFP 15-10)
15.172 G. Approve Purchase of Two Electric Law Enforcement Vehicles from Law Enforcement
Trust Fund in the Total Amount of $14,976.00 (Transmittal, Picture, Vendor Quotes,
Chief Certification Letter, FS 932.7055)
Regular City Council Meeting
October 28, 2015
Page Three
15.173 H. Approve Resolution No. R-15-37 — Partial Abandonment of Rear Easement — 608
Layport Drive (Transmittal, R-15-37, Site Map, Survey, Staff Report, Application)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, VACATING A
PORTION OF A CERTAIN EASEMENT ON LOT 2, BLOCK 104, SEBASTIAN HIGHLANDS UNIT 2;
PROVIDING FOR CONFLICTS HEREWITH; PROVIDING FOR RECORDING; PROVIDING FOR
EFFECTIVE DATE.
15.174 I. Approve Resolution No. R-15-38 — Partial Abandonment of Easement of Rear
Easement — 601 Albatross Terrace (Transmittal, R-15-37, Site Map, Survey, Staff
Report, Application)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, VACATING A
PORTION OF A CERTAIN EASEMENT ON LOT 10, BLOCK 264, SEBASTIAN HIGHLANDS UNIT 10;
PROVIDING FOR CONFLICTS HEREWITH; PROVIDING FOR RECORDING; PROVIDING FOR
EFFECTIVE DATE.
Vice Mayor Adams noted that item B needed correction to change a reference to 2016 to
2015 (in the transmittal but does not affect the grant agreement).
MOTION by Ms. Coy and SECOND by Mr. Adams to approve the consent agenda.
Roll Call: Ayes: Gillmor, Adams, Coy, Hill, McPartlan Nays: None Passed: 5-0
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.
15.018 A. Natural Resources Board
I. Interview, Unless Waived, Submit Nominations to Fill One Alternate Member
Position with Term to Expire July 1, 2017 (Transmittal, Application, Ad, List)
Mr. Hill moved to appoint Ms. Tunker. Vicki Tunker was the sole applicant, therefore it was
the consensus of Council to appoint her to the alternate position to expire 2/1/2017.
Other Committee Reports
Mayor Gillmor reported on the October 26, 2015 meeting of the Indian River County Lagoon
Coalition, at which Mayors of Fellsmere, Sebastian and Vero Beach sit as members, and
attended by the new Executive Director of the Indian River Lagoon Council, Duane
DeFreese, PhD. He said Dr. DeFreese has a lot on his plate as control of the Lagoon
National Estuary Program is transferred by St. Johns River Water Management District to
IRL Council, and discussed formation of an IRL Management team. He said at the meeting,
each of the three cities presented their highest priority project, and all three were passed on
to the IRL Council ranked with Vero Beach's stormwater project first, followed by Fellsmere's
stormwater Lake and then Sebastian. He said he had conferred with the City Engineer and
the outflow storm pipe adjacent to Captain Hiram's was chosen as Sebastian's top priority.
PUBLIC HEARINGS - None
Regular City Council Meeting
October 28, 2015
Page Four
10. UNFINISHED BUSINESS
15.175 A. Approve All Way Stop for Engler Street and Schumann Drive Intersection
(Transmittal. Traffic Analysis)
The City Engineer gave a presentation explaining the prescribed methods of MTTD
compliance criteria used to determine the need for an all way stop, which originated from a
citizen complaint before City Council at a previous meeting. He said in accordance with test
results, his discretion as City Engineer, and factors including the intersection being a school
pedestrian zone, he recommended installation of the all way stops. He cited methods to be
utilized to inform drivers using flags, stamping STOP on roads which will eventually fade.
Mayor Gillmor said it is great the way this came together in less than one month from a
citizen complaint to Council, and he said he had seen stop signs with solar flashing lights
near Dallas and asked if we could use something like that here. The City Engineer said he
could look into it.
Ms. Coy noted that with the new Go -Line route 5, two buses will meet at that intersection,
and this will make it safer at the bus stop.
The City Engineer noted Schumann sidewalk repairs are in the budget this year.
MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve.
Roll Call: Ayes: Adams, Coy, Hill, McPartlan, Gillmor Nays: None Passed: 5-0
15.064 B. Fleming/Main Street Construction Change Orders — Approve Chance Order 5A and
Authorize City Manager to Execute (Transmittal. Chance Orders/Invoices, PP
Presentation)
The City Manager recapped his explanation set out in the transmittal, citing the origins of
this change order as the Fleming Street paving project, followed by the City Engineer's
street analysis indicating that Main Street was in dire need of repair with fairly serious
damage, so staff approached Council and received approval to do an overlay of Main Street
with the change order process. He continued that an idea to widen Main Street came up and
he again approached Council to add the widening by change order and it was approved. He
said information came up about damaged mailboxes so he executed another change order
to have the contractor move mailboxes on the south side of Main and then again to
reconfigure the triangle to alleviate safety concerns, both under his spending authority of
under $15,000. He said the Fleming Project morphed into the Fleming/Main Street Project,
after heavy rains they stopped the Main Street project, and after subsequent investigation, it
was discovered that the Main Street base had failures and there were failing pipe crossings
which had partially collapsed and need to be replaced. He said he was asking them to
approve another change order for an additional $142,109.00, to put a new base down on
Main and cure the pipe problem. He said in retrospect he should have managed this better,
maybe rebid the project and would do it differently in the future, and requested approval of
the change order to complete the project.
Mayor Gillmor asked the City Engineer if they went into the road bed on the Fleming Street
project or was it just an overlay. The City Engineer responded that the Fleming Street
Regular City Council Meeting
October 28, 2015
Page Five
project was a reconstruction project, where you tear out the old base and structure beneath
the asphalt and build it back up again. He said because Sebastian has large water content
you have to use a cement treated base which makes it more solid and then you pave on top
of that. He said the asphalt price back then was still very low. He said he had a Power Point
presentation.
Mayor Gillmor asked him to clarify that what was done on Fleming is what they are planning
to do on Main, and the City Engineer said partially and reiterated he would give the PP to
show what their plans are. He said Main started out as a Main Street overlay, then became
a widening, and now is a base repair, noting the project started as the Fleming Street
project, which had a few problems but is now a project that everybody likes and enjoys, and
there are four change orders which the City Manager addressed. He gave kudos to the
Mayor who brought the triangle concerns to his attention. He said in June/July they were
pretty much ready to go and then the rains came, described the proposed reconfiguration of
the triangle, cited new issues discovered along the edges of the north side of Main when
doing his paving assessment, as well as large base failures which created pot holes which
held the water in and started major base failure. He showed photos from three weeks ago
that showed the road has deteriorated from when we started three months ago to today. He
said this is one of several other streets we will be looking at this coming year, noting there is
a short time of window where if you don't get it paved and seal it you are going to start
having major base failures, and it goes from being a $100K overlay to $300K to $500K to
$11M reconstruction cost.
The City Engineer said with Main there is half a road that we need to redo. He said the total
net will be about $319K as a new project, said just to be safe he did an engineering cost
analysis and came up with $350K so it is still below that estimate and is a reasonable price.
He said it makes sense to continue on with the project because it is half done and we are
still getting complaints about why the road is not done.
Mr. Hill said he agrees 100% with what the City Manager said and agrees we need to move
forward with the construction of the road, but was very concerned we are changing the
scope of a project through the change order process and we need to be sure going forward
that these types of things don't happen, because when you double the scope of a project,
you are not competitively building major projects in the City. He said he will support 100%
but this type of malfunction on a project of this size is quite a deal and we should try to avoid
in the future.
Mayor Gillmor said his concern is as long as it was equitable with what we spent on Fleming
which is about 25% longer than Main, maybe 20% longer. The City Engineer said Fleming is
actually a lot wider and we needed a lot wider road, noting they are 13 foot lanes and on
Main we are barely making ten foot lanes for a total of 20 feet wide, so there is a big
difference in the amount of asphalt we put in on Fleming where they put in 3 inches of
asphalt and this is only 1 '/2 inches.
Mayor Gillmor asked then why is this coming in at the same price if we are doing 30% or
maybe 40% less than we did for Fleming. The City Engineer said because we are only doing
part of the roadway, and doing the whole roadway is more equitable, and you should really
be doing the whole road, and it should have gone out as a whole new road project. He said
they thought the road was in fair shape and it was, three months later with the rain season,
we had all these damages, and that is why it is good to do a yearly street assessment. He
E
Regular City Council Meeting
October 28, 2015
Page Six
cited roads that were in great shape last year that are in bad shape now, so we have to do
some major patch repairs just to keep them alive. He said it is critical that we catch them
early on before they become huge base problems.
The City Manager said staff has already started the discussion with regard to how much
additional paving we might have to do that we didn't budget for, so they are in the process of
looking at other projects to see what could be redirected for paving. He said it has gotten to
critical mass, citing the wakeup call from Main Street, exacerbated by the rainy season.
Ms. Coy said while driving around during the rain, she saw it pooling in places on the road
where it had never pooled before, seemed to be bigger and deeper areas, and said one of
the issues is the St. Augustine grass that is growing along the road and creating a barrier
not allowing the water to run to the swales, and there are some things we need to look in the
future to prevent that water from sitting, because once it does it causes erosion.
MOTION by Mr. Hill and SECOND by Mayor Gillmor to approve Change Order 5A Main
Street reconstruction.
Roll Call: Ayes: Coy, Hill, McPartlan, Gillmor, Adams Nays: None Passed: 5-0
11. PUBLIC INPUT - None
12. NEW BUSINESS - None
13. CITY ATTORNEY MATTERS - None
14. CITY MANAGER MATTERS - None
15. CITY CLERK MATTERS - None
16. CITY COUNCIL MATTERS
A. Council Member Coy
Ms. Coy announced a program at Sebastian River Medical Center for lung cancer
screenings for smokers/ex-smokers by CT scan with approval of a person's primary doctor.
B. Council Member Hill
Mr. Hill noted that Tuesday, November 3rd was election day, and wished the best of luck to
his fellow Council members who are running, Ms. Coy, Mr. McPartlan and Mayor Gillmor.
C. Council Member McPartlan - None
D. Mayor Gillmor -None
E. Vice Mayor Adams - None
17. Being no further business, Mayor Gillmor adjourned the Regular Meeting at 6:40 p.m.
Ap MedaMNrt=8y Council Meeting.��. ATTEST.
Sally A. MP o, MMC, City Clerk
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