HomeMy WebLinkAbout01-13-2016 CC Agenda
SEBASTIAN CITY COUNCIL
REGULAR MEETING
AGENDA
WEDNESDAY, JANUARY 13, 2016 - 6:00 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 – Reverend Dave Newhart, St. Elizabeth’s Episcopal Church
3. PLEDGE OF ALLEGIANCE – Led by Mayor Gillmor
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.
16.001 A. Proclamation – Children’s Week – Accepted by Jacki Jackson, CEO, Early Learning
5 Coalition
16.002 B. Proclamation – National School Choice Week – January 24 - Accepted by Dr. Martha
6 McAdams, Sebastian Charter JHS
16.003 C. Proclamation – Dr. Martin Luther King Jr. Birthday Observance - January 18, 2016 –
7 Accepted by Vice Mayor Jerome Adams
16.004 D. Sebastian Clambake Foundation – Presentation of Proceeds Checks to Recipients
16.005 E. CNG Presentation by Jim Hayhurst, Business Development Director, ACF Power
F. Brief Announcements
• 1/16/15 & 1/16/16 – Sebastian Fine Art and Music Festival – IR Drive/Riverview Park Area
• 1/18/16 – City Hall Closed for Dr. Martin Luther King Jr. Day
• 1/21/16 through 1/24/16 – Fellsmere Frog Leg Festival
7. RECESS COUNCIL MEETING/CONVENE AS COMMUNITY REDEVELOPMENT AGENCY
A. Call to Order and Roll Call
8-9 B. Approval of 10/14/15 CRA Minutes Excerpt w/in Council Minutes (Page)
10-22 C. Approve Wastewater Hook-Up Grant Application of $5,000 to Allen Properties LLC –
Wendy’s, 1625 US Highway One (Transmittal, Application, Deed, Tax Receipt,
Construction Plan, Budget Account Summary)
23-72 D. Award CRA Landscape Services Agreement to Ameron (Transmittal, 15-12
Statement of Qualifications, Conlon Bid, Ameron Bid, Agreement)
E. Adjourn CRA Meeting
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8. RECONVENE CITY COUNCIL MEETING
9. 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.
73-83 A. Approval of Minutes – December 16, 2015 Regular Meeting
16.006 B. Voluntary Early Retirement Program – Approve Addition (Transmittal, Financials)
84-85
16.007 C. Approve Sebastian River Youth Football and Cheerleading Association (Sharks)
86-102 BSSC Lease Agreement (Transmittal, Old and New Leases, Little League Lease)
16.008 D. Approve Fiscal Year 2016-2017 Budget Calendar (Transmittal, Draft Calendar)
103-104
10. 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.
11. PUBLIC HEARINGS - None
12. UNFINISHED BUSINESS
16.009 A. Unmanned Aircraft Systems (UAS) – Drones – Consider Future Regulation –
105-120 (Transmittal, UAS FAQs, News Article 1/2/16 Christopher Burns, Drone
Ordinance/Resolution Examples)
13. PUBLIC INPUT
New information or requests to city council not otherwise on the prepared agenda
14. NEW BUSINESS
16.008 A. Resolution No. R-16-01 – Accepting Quarterly Financial Report and Adopting
121-140 Necessary Amendments to the FY 2014-2015 Quarterly Report (Transmittal, R-16-
01, Exhibit A, Quarterly Financial Report for Quarter Ended 9/30/15)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA AMENDING THE
BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2014 AND ENDING SEPTEMBER 30, 2015 AS
PROVIDED FOR IN EXHIBIT “A”; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE
DATE.
15. CITY ATTORNEY MATTERS
16. CITY MANAGER MATTERS
17. CITY CLERK MATTERS
18. CITY COUNCIL MATTERS
A. Mayor Richard Gillmor
B. Vice Mayor Jerome Adams
C. Council Member Andrea Coy
D. Council Member Jim Hill
E. Council Member Bob McPartlan
19. ADJOURN (All meetings shall adjourn at 9:30 p.m. unless extended for up to one half hour by a majority vote
of City Council)
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HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT
MEETINGS.
All City Council Meetings are aired live on Comcast Channel 25, ATT UVerse Channel 99 and streamed on City of
Sebastian Website www.cityofsebastian.org.
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:
1/27/16 Regular City Council Meeting 6:00 pm
2/10/16 Regular City Council Meeting 6:00 pm
2/24/16 Regular City Council Meeting 6:00 pm
3/9/16 Regular City Council Meeting 6:00 pm canceled for early voting
3/23/16 Regular City Council Meeting 6:00 pm
4/13/16 Regular City Council Meeting 6:00 pm
4/27/16 Regular City Council Meeting 6:00 pm
5/11/16 Regular City Council Meeting 6:00 pm
5/25/16 Regular City Council Meeting 6:00 pm
6/8/16 Regular City Council Meeting 6:00 pm
6/22/16 Regular City Council Meeting 6:00 pm
7/13/16 Regular City Council Meeting 6:00 pm
7/27/16 Regular City Council Meeting 6:00 pm
8/10/16 Regular City Council Meeting 6:00 pm
8/24/16 Regular City Council Meeting 6:00 pm canceled for early voting
9/14/16 Regular City Council Meeting 6:00 pm
9/28/16 Regular City Council Meeting 6:00 pm
10/12/16 Regular City Council Meeting 6:00 pm
10/26/16 Regular City Council Meeting 6:00 pm canceled for early voting
11/9/16 Regular City Council Meeting 6:00 pm rescheduled to 11/16/16 for election results
11/16/16 Regular City Council Meeting 6:00 pm
11/23/16 Regular City Council Meeting canceled for holiday
12/14/16 Regular City Council Meeting 6:00 pm
12/28/16 Regular City Council Meeting 6:00 pm
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PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION R-15-10
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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PROCLAMATION
Children’s Week
January 24 – January 29, 2016
WHEREAS, the 21st Annual Children’s Week celebrating Parents and
Children will take place in Tallahassee from January 24 to January 29, 2016, bringing
thousands of parents, children, professionals, policy makers, and community leaders
together to share valuable knowledge and information about children's issues across
the state and in our capitol city; and
WHEREAS, the purpose of Children's Week is to create a shared vision of
the State of Florida's commitment to its children and families and to engage a long-
term process to develop and implement strategies; and
WHEREAS, the Children’s Week Committee has teamed up with statewide
businesses and non-profit organizations, including the Early Learning Coalition of
Indian River, Martin and Okeechobee Counties, Camelot Community Care, Devereux
CBC, Guardian ad Litem, and other local organizations to expand the network of
community involvement on a wide array of children and family issues at the local level.
NOW, THEREFORE, I, Richard H. Gillmor, Mayor of the City of Sebastian,
on behalf of the Sebastian City Council, do hereby proclaim January 24 – January 29,
2016 as “CHILDREN’S WEEK” in Sebastian, Florida.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of
the City of Sebastian, Florida to be affixed this 13th day of January, 2016.
_____________________________
Richard H. Gillmor, Mayor
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PROCLAMATION
SCHOOL CHOICE WEEK
JANUARY 24-30, 2016
WHEREAS, all children should have access to the highest quality education possible
and the City of Sebastian recognizes the important role that an effective education plays in
preparing all students to be successful adults and to the economic vitality of a community; and
WHEREAS, the City of Sebastian is home to high quality public and non-public schools,
with high quality professionals in all types of settings, from which parents can choose for their
children, and this educational variety not only helps to diversify our economy, but also
enhances the vibrancy of our community; and
WHEREAS, School Choice Week is celebrated across the Country by millions of
students, parents, educators, schools and organizations to raise awareness of the need for
effective educational options.
NOW, THEREFORE, by virtue of the authority vested in me as Mayor of the City of
Sebastian, Florida, and on behalf of the Sebastian City Council, I hereby recognize January
24-30, 2016 as School Choice Week in Sebastian, and call the observance to the attention of
our citizens.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of
Sebastian to be affixed this 13th day of January 2016.
City of Sebastian, Florida
_______________________________
Richard H. Gillmor, Mayor
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PROCLAMATION
DR. MARTIN LUTHER KING JR. BIRTHDAY
JANUARY 18, 2016
WHEREAS, At a time of deep division over 50 years ago, a booming voice for justice rang out
across the National Mall, reverberated around our country, and sent ripples throughout the world. Speaking
to thousands upon thousands rallying for jobs and freedom, the Reverend Dr. Martin Luther King, Jr.,
delivered his "I Have a Dream" speech, challenging America to take up the worthy task of perfecting our
Union.
WHEREAS, throughout the 1950s and 1960s thousands of men and women took up Dr. King’s
struggle for justice and equality, braving unimaginable violence and for their courage and sacrifice they
earned our country’s everlasting gratitude.
WHEREAS, January 18, 2016, marks the observance of the Federal Holiday established by Public
Law No. 93-144 to honor the birthday of Dr. Martin Luther King, Jr.; and
WHEREAS, in Dr. King’s words "we are caught in an inescapable network of mutuality, tied in a
single garment of destiny. Whatever affects one directly, affects all indirectly." In keeping with Dr. King's
example, let us embrace the belief that our destiny is shared, accept our obligations to each other and to
future generations, and strengthen the bonds that hold together the most diverse Nation on earth.
WHEREAS, this day honoring Dr. King should serve as a time to remind all Americans of what he
accomplished for our country and to continue his dream of peace, love and justice for all humankind
through service to others; and
NOW, THEREFORE, by virtue of the authority vested in me as Mayor of the City of Sebastian,
Florida, and on behalf of the Sebastian City Council, I do hereby urge all citizens of Sebastian to honor Dr.
Martin Luther King Junior’s long term struggle for justice and equality in America, by continuing his Call to
Service and render service to others with appropriate civic, community, and service projects.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Sebastian
to be affixed this 13th day of January 2016.
City of Sebastian, Florida
_______________________________
Richard H. Gillmor, Mayor
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SEBASTIAN CITY COUNCIL
REGULAR MEETING
MINUTES
WEDNESDAY, DECEMBER 16, 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 Jerome Adams.
3. The Pledge of Allegiance was led by Council Member McPartlan.
4. ROLL CALL
ROLL CALL
City Council Members Present:
Mayor Richard Gillmor
Vice Mayor Jerome Adams
Council Member Jim Hill
Council Member Bob McPartlan
City Council Members Absent:
Council Member Andrea Coy - excused
City Staff Present:
City Manager, Joe Griffin
City Clerk, Sally Maio
Attorney, Robert Ginsburg
Building Director, Wayne Eseltine
City Engineer, Frank Watanabe
Human Resources Manager, Cynthia Watson
Deputy Police Chief, Greg Witt
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.
15.189 A. Proclamation – Dylan Keith West, Boy Scout Troop 500 - Eagle Scout Rank
Mayor Gillmor read and presented the proclamation to Dylan Keith West and
congratulated him on his achievement.
15.024 B. Certificate of Appreciation to Bruce Hoffman for Citizens Budget Review Advisory
Board Service
Mayor Gillmor presented the certificate of appreciation to Mr. Hoffman and thanked
him for his service. Mr. Hoffman thanked the City Council for the opportunity and
Administrative Services Director, Ken Killgore for his support to the Board.
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Regular City Council Meeting
December 16, 2015
Page Two
15.028 C. Clear Village Resident Complaint Line - Presentation by Building Official Wayne
Eseltine
Building Official, Wayne Eseltine, presented a brief training on use of the new Clear Village
database software which can be utilized via the City website for citizen complaints for
various issues such as flooding, drainage, streets, sidewalks, etc. and soon Building
Department permitting, licensing, and inspections. He said once received a Public Works
clerical provides the request to the department head and responds to the sender. He noted
that the citizen line 581-0111 is still active. He said he hopes to come back and demonstrate
building department searches. Mr. Hill congratulated him and said this is the way to do
business. Mr. Eseltine noted Indian River County uses this system.
Mr. Adams said this is a great idea, great site and beneficial to citizens. He suggested for
the complaint section, perhaps they could alphabetize the selections to make them easier
for people to find. He suggested for business license tax, staff could still collect the name
and contact information on-line and ask them to come in. Mr. Eseltine said collecting email
addresses for business license taxes will save the City money for renewals and for now they
will require someone to come in and talk to staff for home based businesses.
D. Brief Announcements
• Friday, December 18th – Shop with a Cop – Starts from City Hall on to Walmart
• Saturday, December 19th – Art Club Show in Riverview Park 10 am to 4 pm
• Thursday and Friday, December 24th & 25th – City Hall closed
• Friday, January 1st – City Hall Closed
• Saturday, January 2nd – Craft Club Show in Riverview Park – 10 am to 3 pm
• Friday, January 8th – Sebastian Chamber Concert in Riverview Park – 5:30 to 8 pm
• Saturday and Sunday, January 16th and 17th – Fine Art and Music Festival along Indian
River Drive near Riverview Park
• Thursday through Sunday, January 21st – 24th – Fellsmere Frog Leg Festival
Mayor Gillmor read the above listed announcements and announced the Rotary Club
Shrimpfest in Fellsmere on February 27 and 28; and said he had been asked to announce a
request for prayers for Sebastian resident, five year old Jackson Hunter, who is battling an
illness.
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.
A. Approval of Minutes – November 18, 2015 Regular Meeting
15.190 B. Approve Resolution No. R-15-41 – FDOT Joint Participation Agreement Funding in
the Amount of $57,600 for Purchase and Installation of Airport Automated Weather
Observation System (AWOS – Project No. 439078-1-94) for a Total Cost of $72,000
(Transmittal, FDOT JPA, R-15-41)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY
MANAGER TO EXECUTE A PUBLIC TRANSPORTATION JOINT PARTICIPATION AGREEMENT WITH THE
FDOT TO PROVIDE FUNDING FOR THE PURCHASE AND INSTALLATION OF AN AUTOMATED WEATHER
OBSERVATION SYSTEM AT THE SEBASTIAN MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT;
PROVIDING FOR EFFECTIVE DATE.
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Regular City Council Meeting
December 16, 2015
Page Three
15.191 C. Approve Resolution No. R-15-42 – Supporting HB 579 and SB 840 Regulating
Florida Municipal Power Agency (Transmittal, R-15-42)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, SUPPORTING
FLORIDA HOUSE BILL 579 AND SENATE BILL 840 REGULATING MUNICIPAL POWER;
PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE.
15.192 D. Approve Expenditure of PD Forfeiture Fund in Amount of $2,000 to Executive
Roundtable of Indian River County (501(c)(3) Charitable Organization in Accordance
with FS 932.7055 (5) (b) (Transmittal, Police Chief Morris Letter of Commitment, FS
932.7055 (5) (b))
15.193 E. Approve Expenditure of PD Forfeiture Fund in Amount of $1,000 to Treasure Coast
Crime Stoppers in Accordance with FS 932.7055 (5) (b) (Transmittal, Police Chief
Morris Certification)
MOTION by Mr. McPartlan and SECOND by Mr. Adams to approve the consent agenda.
Roll Call: Ayes: Gillmor, Adams, Hill, McPartlan Nays: None Absent: Coy Passed: 4-0
8. COMMITTEE REPORTS & APPOINTMENTS
15.181 A. Charter Review Committee
(Transmittal, Applications, Ad, Articles)
i. Each Member of Council Appoints Two Members
ii. Appoint Five At-Large Members (Only One Applicant)
Mr. Hill announced his appointees Albert Iovino and Sergio Mota. The others had previously
provided them as set out below.
Gillmor – Dan Dragonetti & Mike Baran
Adams – Matthew Sims & Dick Krull
Coy – Beth Mitchell & Louise Kautenburg
Hill – Sergio Mota and Albert Iovino
McPartlan – Carolyn Sartain-Anderson & Mike Frank
The City Clerk noted there were two at-large applications from Bruce Hoffman and Frederick
Jones but Council will need five, and her staff will continue advertising and bring back more
in January, and anyone interested can call Deputy Clerk, Jeanette Williams at 388-8215.
Mr. Hill nominated Frederick Jones and Bruce Hoffman for two at-large members and Mayor
Gillmor seconded the nomination. It was Council consensus to appoint them.
15.114 B. Planning and Zoning Commission
(Transmittal, Applications, Ad, List)
i. Interview Unless Waived, Submit Nominations for One Unexpired Alternate
Member with a Term to Expire January 1, 2017
There were two applications from Robert Hughan and Victoria Flaherty for one unexpired
alternate position.Mr. Hill nominated Robert Houghan and Mayor Gillmor seconded the
nomination. There were no other nominations and Mr. Houghan was appointed.
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December 16, 2015
Page Four
9. PUBLIC HEARINGS (Legislative)
15.188 A. Second Reading and Public Hearing of Ordinance No. O-15-09 - Authorizing Upright
Markers in Unit 3 of the Cemetery (Transmittal, O-15-09)
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AMENDING
SECTION 34-18 (A) (3) b. OF CHAPTER 34 OF THE CODE OF ORDINANCES PERTAINING TO THE
CITY CEMETERY; PROVIDING FOR ALLOWANCE OF UPRIGHT MARKERS IN UNIT THREE OF
THE CEMETERY; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND
PROVIDING FOR AN EFFECTIVE DATE.
Mayor Gillmor opened the public hearing and the City Attorney read the ordinance by title.
MOTION by Mr. Hill and SECOND by Mr. McPartlan to adopt O-15-03.
Roll Call: Ayes: Adams, Hill, McPartlan, Gillmor Nays: None Absent: Coy Passed: 4-0
10. UNFINISHED BUSINESS
15.194 A. Award Contract for Construction of Golf Course Storage Building to Kerns
Construction in the Amount of $507,986.53 and Authorize City Manager to Execute
(Transmittal, Kerns Proposal and Contract, Bid Tabulation, Kerns Price Form &
Change Order)
The City Manager reported that staff had closed the bid for the Golf Course storage building
on November 12th, and of five submittals, Kerns Construction was the lowest at $544,670,
and during negotiations with Kerns on issues regarding the FPL installation and their
support of that, and other questions he had to be sure those things were included in their
bid, and Kerns adjusted their bid down to $507,986.53. He recommended approval.
MOTION by Mr. Hill and SECOND by Mr. McPartlan to approve with discussion.
The City Manager said there was a Kerns’ representative here tonight.
Mr. Hill said he had no problem approving because the location and the price looked good,
but had a question on the design, and asked who designed.
The City Manager said C & S Construction designed the building, it was originally bid as a
design/build and it was based on the Airport Maintenance and Storage building, awarded to
C & S Construction, but there were problems with the contract regarding timing and
permitting, so he came to Council for approval to mutually dissolve the contract, paid for the
design and used that design going forward.
Mr. Hill said he has visited hundreds of golf course storage facilities which also serve as the
maintenance facility for a golf course, where they do repairs and maintenance on vehicles
and there is nothing in this design that shows the superintendent’s office, or a breakroom for
employees to eat lunch. He said there needs to be more work done on the design and may
require additional funds, and again said he had never seen a facility where employees don’t
have place to sit down and have lunch. He suggested staff go and look at any other
functioning golf maintenance facilities and see what makes them click.
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The City Manager said there is an office for the superintendent at the old building and there
is an adjoining break area where employees have lunch. He said he did visit Sandridge Golf
Course and this will be a better and newer facility. He said we have provided that storage of
equipment storage is protected, there will be a break area, an air conditioned office for the
superintendent and restroom facilities.
Mr. Hill asked if the marked AC storage is where the superintendent’s office is located and
the City Manager said yes. Mr. Hill noted there is no locker room which should be looked
into, and said just because we paid for it doesn’t make it a perfect design.
Mayor Gillmor said it may not be too expensive to enlarge that office. Mr. Hill said it is
lacking a breakroom and locker room. Mayor Gillmor noted there is only one unisex
bathroom and we have men and women there, and though we don’t want to turn into a taj
mahal, there should be facilities. Mr. Hill said there is no parts room. Mr. Hill asked are we
going to approve this design or put it into the hands of the City Manager and builder to come
up with some sort of solution.
The City Manager cited design plan sheet A-102 which shows the office and restroom area
on the northeast corner of the building, and on the west side there is an area with two
pedestrian doors one on the north and south, with no rollup doors, and what he hears
Council saying is give me a more professional super office and more professional restroom
and breakroom area, and this is an area they could do that and wall it off north to south.
Mr. Hill asked just do him a favor and visit other facilities prior to building, but was okay
approving as is but be should be aware as council that this may come back with slight
changes.
Dan Lushwick, Kerns Construction, approached the podium and Mayor Gillmor said when
looking at the bids, the steel building costs stood out to him (page 164), and asked how it is
that Kerns bid is so much lower than the other bids. Mr. Lushwick said the design was
based on existing buildings, but their steel building is only the building, not the drywall, or
the electrical, or the concrete and those costs are set out elsewhere in the bid. Mr. Lushwick
said Kerns is currently in negotiations for the building itself with Dean Building in Naples,
Florida, and after tonight, if approved we can say here is your letter of intent.
Mayor Gillmor said Kerns is currently doing restrooms on the golf course, citing the
qualifications sheet on packet page 127, and asked what the Billy John Senior ballfields
was. Mr. Lushwick said it was a $1.5M project for the Seminole Tribe of Florida, where they
demolished the existing ballfields, noting the new dugouts were steel, and said they have
done steel buildings before.
Mr. Adams asked staff if there are design modifications, would that go out to bid again. The
City Manager said Kerns could do that if we could generate an internal design by the City
Engineer. He said if things go favorably tonight, we could get contracts signed, get a notice
to proceed next week and they could start prior to the first of the year.
Andrea Ring, member of Disabilities Advisory Committee, asked if this need handicapped
access bathrooms. The City Engineer said they have to be ADA wheelchair accessible.
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Damian Gilliams, 1623 US 1, asked what account was paying for this. The City Manager
said there are three funding sources, with a City match from Airport, noted this was
combined with the Airport East project and the building was to be built first, as a design/build
with C & S Construction but it did not work out. He said funding was from the City, FAA and
FDOT, citing an 80/20 grant from FAA, with airport match of approximately $200K from DST.
Mr. Gilliams questioned whether any Golf Course funds were used for the project, and the
City Manager said that was correct. Mr. Gilliams said recently DST funds for roads were also
used for golf course irrigation and those funds should go back to DST. He said staff did a
great job allocating money for the roads, but the CAFR shows that the golf course is a
concern and when the golf course is being subsidized it needs to be looked at.
Roll Call: Ayes: Hill, McPartlan, Gillmor, Adams Nays: None Absent: Coy 4-0
15.184 B. Voluntary Early Retirement Program (Transmittal, Early Retirement Financials, Draft
VER Agreement and Release)
The City Manager said on November 18th, Council agreed that staff should move forward
on the Voluntary Early Retirement program, 27 employees were identified that met the
criteria, eleven people had signed a form affirming their intent to take the offer, and recently
one individual employee came to him after the agenda went to press and he has included
that request. He cited packet page 170 with the first year net cost in the amount of $237,085
and cost savings in the second year in the amount of $401,000 and if Council decides to
include this person he is committed to recommending he also be included in which case the
net cost would be $231,202 and out year savings of $406,941. He recommended approval
of the program, cited the draft agreement in the packet, and said if approved, he would
begin working on it tomorrow. He said the last day for most of the employees would be
January 1st.
Mayor Gillmor asked if two motions are needed, one for what is in the packet and one for
the additional person.
The City Attorney said one motion would be sufficient and it can be included in the motion.
MOTION by Mr. Adams and SECOND by Mr. Hill to accept the Voluntary Early Retirement
Program to include the additional person.
Mr. McPartlan asked why the cost went down in adding the additional person. The City
Manager said because there would be no replacement for that person until October 1st.
Mr. McPartlan said he received a phone call today that indicated employees were being
forced to retire, and it was his understanding that when this came up weeks ago it was
voluntary and all the documents in regard to this issue state voluntary. The City Manager
said that is correct, that they had gone the extra mile to make sure people understand that
this is voluntary and emphasized over and over, and he had counseled department heads to
make sure that no one was being talked into it or talked out of it.
Damian Gilliams said the last time this proposal was in place was when Mr. Minner was City
Manager, the economy was bad and we were looking for savings, and he did not see that
happening today.
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He said he sees City revenues increasing, that when you put something like this into play
there needs to be a review of the last time, and it is unusual to do a buyout when the
economy is good, said we are hiring and there has to be a freeze in hiring. He said we are
setting a precedent and that is not a good thing because we are raising taxes and flush with
cash, and not a good message to the community. He advised they do their homework and
said if they are going to be doing buyouts there will have to be a savings.
Mr. Hill said he had spoken to several employees of the City, some who are going to be
taking the buyout who are long term employees, said their loss will change the makeup of
the City, and he does not do this without feeling the loss of good people for the City.
Roll Call: Ayes: McPartlan, Gillmor, Adams, Hill Nays: None Absent: Coy Passed: 4-0
11. PUBLIC INPUT
New information or requests to city council not otherwise on the prepared agenda
Bruce Zingman, SPOA Parade Chair, thanked everyone who came out for the parade,
Council, Police Department volunteers, the City Manager, the Grinch and Sally and
Jeanette, the GFWC Junior Women’s Club, Sebastian Property Owners, Chamber of
Commerce, and City Parks Division.
Brian Frazier, new Sebastian resident, on W illiamson Avenue, said he purchased his home
which was a new construction, thinking he could park his 19 foot boat in his driveway, and
received a code enforcement notice that it had to be parked on the side of the house. He
said because the house is built higher than grade for septic purposes he did not have
sufficient area to put the boat on the side, and asked Council to revisit and tweak the
ordinance prohibiting parking boats in driveways. He said the wheels on his trailer are 9’4”
the trailer uprights make it wider than that, and the trailer wheels would be on the edge of
the concrete pad if he installed one. He said Code Enforcement was working with him.
Mr. Hill said he stores his boat in a storage facility because he has the same situation. Mr.
Frazier said he is trying to avoid that since his time is limited to use his boat because of his
job.
Mayor Gillmor asked the City Manager if there are some instances where there are conflicts
they can come for a variance. The City Manager said that is correct but even if a variance
was granted for a little bit of the nose of the boat, he wasn’t sure he had room to safely do
that.
Mr. Hill said Mr. Frazier clearly wants to leave the boat in the driveway, is the same issue
every boat owner has, and again said he has a boat and cannot leave it at his house.
Mr. Frazier said there is no way he can get the whole boat behind the front edge of his
house. Mayor Gillmor said there may be a way we can work with him, maybe do something
with a variance. The City Manager said if he can get part of the boat behind the front line
perhaps a variance could help with a portion sticking out. The City Manager invited Mr.
Frazier to contact him tomorrow to get it started.
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Damien Gilliams said the last time he checked we are a fishing village, spending money on
a fish house with taxpayer money, and suggested Mr. Frazier get a petition going to allow
boats in front of homes or put it on a ballot and let people decide; congratulated Mayor
Gillmor and Mr. McPartlan on their re-election, and expressed concern for the revenue for
business license taxes subsidizing the Building Department, because they seem to be doing
very well since they are lending money to other departments, said he had spoken to the City
Manager who agreed that needed to be looked at. He said business tax receipt revenues
need to go back to the business community that pays into the account.
Mayor Gillmor said that would just be a matter of moving someone out, but the money is not
going to come back to the business community.
Mr. Gilliams again said take those funds and put them back into businesses, make repairs to
roads, stormwater and landscaping. He said businesses are suffering, and CRA funds are
being use for septic systems, landscaping and signage. He said this was a temporary fix to
prop up the Building Department. He thanked the City Manager and City Engineer for
allocating money for roads, and stepping up took guts. He said the Golf Course needs to
pay back DST funds used for irrigation for road improvements.
Mr. Hill said a lot was said that the City Manager said and asked if there was a need to
respond. The City Manager said he talked to Mr. Gilliams about the subject about six weeks
ago and did not necessarily agree with him, and was not something he was going to
support. He said we put enough money into the business community with the CRA, the FSL
and sewer grants, and other numerous things we do for business. He noted that Mr. Gilliams
said during the discussion of early retirement how good the economy is and now says how
many vacancies there are which indicates a bad economy, and asked, which is it. He said
we have a good financial structure and yes we did come back for a reallocation for roads
and Council reallocated the money.
Mayor Gillmor said when Sandridge installed irrigation they borrowed money to do it, and
that projects like this irrigation will go 20 or 25 years, and not with money you have laying
around in a cash account. He said the Golf Course is solvent and has added 29 new
members since October.
The City Manager said the Golf Course is a City recreational asset and there are many
projects going on there now to keep that facility up because we want to make sure it is top
notch and we can move forward and have the revenue stream we are enjoying.
12. NEW BUSINESS
15.195 A. Discuss City and County Septic/Sewer Issues – Requested by Mayor Gillmor
(Transmittal, CRA Wastewater Hook-Up Program)
Mayor Gillmor said he wanted a discussion on the CRA hookup grants funded in the amount
of $100K annually. He noted Mr. Gilliams has taken a $5K grant for the hookup, noted there
are some businesses in the riverfront that are not hooked up to County sewer. He said that
when Hiram’s was digging footers for the foundation for their new motel building, there was
water coming down from the sand ridge and if a septic tank goes in there it is going to the
Lagoon.
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He said he wanted to talk about sewer hookups and approach Indian River County to see if
we can’t piggyback on the Vero Beach step program to existing sewer pipes. Mr. Hill asked
if State law had to be changed to allow this and Mayor Gillmor responded he spoke to
Representative Mayfield, she put a bill in and it did not pass, but ultimately the Health
Department gave permission for the system. He said the step program, instead of costing
$20K would cost about $9K to $10K to put in an additional small tank which the effluent
goes into with a grinder pump and then pumps it out to sewer.
Mr. Hill said we are paying people to connect to the sewer system, and Mayor Gillmor said
we are helping them but not paying the total cost. Mr. Hill cited $50K to the American
Legion/VFW. He said it would be good to potentially re-engage the County to get sewer
extended along the riverfront, because septic is the biggest part of the pollution in the
Lagoon, so getting the septic out of the ground at the right place he is all for.
Mayor Gillmor said we are not the beneficiary as far as the sewer franchise but the County is
and they have $35 to $45M laying around in their utility funds gratis.
Mr. Hill said sewer is not a way for the County to make money but provide a service for
citizens who pay for it. Mayor Gillmor said it would be a benefit to them to have more people
hook up.
Mr. Hill said he would suggest anything on the east side of the RR tracks should be
considered.
Mayor Gillmor talked to IRL Council Director, Duane DeFreese, who is inviting the County to
come to the Indian River Lagoon Council meeting in Sebastian in January to talk about the
step program. He said he thought the program has merit, and in areas where there is no
new development there is not much incentive to hook up to sewer. He said Brian Lapointe
has a lot of data on septic tanks and now that the Keys are sewered the water clarity is
wonderful. He asked that we put this on an agenda and ask Indian River County to come up
with a share into this, since this is an area of critical concern and maybe throw in funds for
hookup grants.
Mr. Adams agreed with everything he said, and added we can talk to the County and ask if
they could put in more money, also lobby the State to see if they are willing to put up some
money for the step system funding or sewer hookups.
Mr. McPartlan said we have a new County Administrator who is a finance guy so maybe he
can make some numbers work, and the City Manager and City Engineer can go down there
and speak on our behalf.
Mayor Gillmor said it sounds like we have consensus to get on an agenda.
Damien Gilliams said it is a problem, he applied for the CRA funding and when you start
doing the numbers, a $5K grant for a $25K project is not doable. He said Commissioner
Wesley Davis told him they had $42M in their utility fund, and he asked why they have that
amount of funds. He said we need to talk to Representative Mayfield and Senator Negron,
get everyone involved and fix this. He said he would probably pass on the $5K grant and
stay on septic and he did not want to do that, suggesting we need to apply for grants.
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13. CITY ATTORNEY MATTERS – None
14. CITY MANAGER MATTERS
The City Manager reported that Main Street paving is complete, striping will take place and
we can wrap up the project.
15. CITY CLERK MATTERS
The City Clerk said when the early retirement program was introduced by the City Manager,
she was one of the 27 employees cited who met criteria, Council discussed it on November
18th, and there seemed to be some feeling it would be okay to provide it to her, since her
contract has a provision that states she is entitled to any special benefits or increases
provided to all other regular full-time employees. She said though she did not like to ask for
things and giving up something is easier, she requested Council’s consideration of a portion
or all of the benefit provided to other full time employees.
She said she is going to retire in the last week of March 2016. She said she was asked if
she was interested at the meeting and did not want to answer at that time because she did
not want it to have any adverse impact on what the City Manager was proposing for his
employees, and now that has been approved. She said she had memos to provide to each
of them (see attached) and copies for the press because this is her official retirement from
the City. She said she would like three months because she has to give thirty days’ notice in
accordance with her contract and has two new recent hires, Records Clerk and PT
Technical Assistant, starting after the first of the year.
Mayor Gillmor said he wanted to put this on the next meeting agenda, and Mr. Hill asked
since he will be absent from the January 13th meeting, the item be on the January 27th
agenda.
She wished them a Merry Christmas and Happy New Year.
16. CITY COUNCIL MATTERS
A. Council Member Bob McPartlan
Mr. McPartlan said we have a fantastic and pro-active Police Department and said one of
the finest officers he had ever engaged was Sergeant Steve Marcinik who contacted him
that week about a homeless woman with a one and a three year old child, stating he went
above and beyond by getting them a hotel room comp, and the next day he was able to get
her into temporary housing. He said Sgt. Marcinik was one of the finest community officers,
as are all of our community officers and City employees who engage citizens, and he is
proud to work with them.
B. Mayor Richard Gillmor
Mayor Gillmor wished everyone a Merry Christmas and Happy New Year and thanked all
employees and charter officers. He said the Clerk makes Council all look like stars and
thanked her.
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C. Vice Mayor Jerome Adams
Vice Mayor Adams discussed drones, said he spoke to the City Manager and there have
been no incidents at our airport so far, and asked if there is anything we can do to protect
our airspace and aircraft or look at any rules FAA may have that may benefit us. Mayor
Gillmor said maybe we should put an ordinance together that would restrict the use of them,
noting there is an area used for flying model airplanes, and ought to address it before it
becomes an issue. The City Manager said the FAA will start registration in February for
drones and model airplanes, will check into it and report back. He wished everyone a Merry
Christmas and Happy New Year.
D. Council Member Andrea Coy - Absent
E. Council Member Jim Hill
Mr. Hill wished everyone a Merry Christmas and Happy New Year.
17. Being no further business, Mayor Gillmor adjourned the Regular Meeting at 7:44 p.m.
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