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HomeMy WebLinkAbout01-13-2016 MinutesCCFF ores HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL AND COMMUNITY REDEVELOPMENT AGENGY (CRA) REGULAR MEETING MINUTES WEDNESDAY, JANUARY 13, 2016 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Gillmor called the Regular City Council Meeting to order at 6:00 p.m. 2. Invocation was given by Reverend Dave Newhart, St. Elizabeth's Episcopal Church. 3. The Pledge of Allegiance was led by Mayor Gillmor. 4. ROLL CALL Citv Council Members Present: Mayor Richard Gillmor Vice Mayor Jerome Adams Council Member Andrea Coy Council Member Bob McPartlan Citv Council Members Absent: Council Member Hill (excused) Citv Staff Present: City Manager, Joe Griffin City Clerk, Sally Maio Attorney, Robert Ginsburg Administrative Services Director, Ken Killgore City Engineer, Frank Watanabe Police Chief, Michelle Morris 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. 16.001 A. Proclamation — Children's Week — AcceDted by Jacki Jackson. CEO. Early Learninq Coalition Mayor Gillmor read and presented the proclamation to Jacki Jackson, CEO, Early Learning Coalition, who briefly addressed the audience in regard to the importance of early learning for all children, stated they serve 600 children from poorer working families in Indian River County with grant funding to provide quality pre-school. Regular City Council/CRA Meeting January 13, 2016 Page Two 16.002 B. Proclamation — National School Choice Week — January 24 - Accepted by Dr. Martha McAdams, Sebastian Charter JHS Mayor Gillmor read and presented the proclamation to Marvel Nolan, Vice Principal, Sebastian Charter Junior High School, who addressed the importance of educational choices for all children. 16.003 C. Proclamation — Dr. Martin Luther Kino Jr. Birthdav Observance - January 18, 2016 — Acceoted by Vice Mavor Jerome Adams Mayor Gillmor read and presented the proclamation to Vice Mayor Adams, who addressed the important work of Dr. Martin Luther King, Jr. and said if everyone were to treat one another the way they want to be treated it would solve so many problems in our Country. New Pelli Award for Police Chief Morris. Sebastian PD and Volunteers Mayor Gillmor read an email received from Space Coast Honor Flight and presented a "Pelli" award to Chief Morris, Sebastian Police Officer Carlin Parker, Commander John Blackledge, and Police Volunteers John Lacenere and Paul Roughsedge (who could not be at the meeting) for their assistance to Veterans while attending monthly Space Coast Honor Flight luncheons at Captain Hiram's. Chief Morris thanked the Mayor and Council and encouraged people to come and see the Veterans walk into their monthly luncheon assisted by Police Officers and volunteers. 16.004 D. Sebastian Clambake Foundation — Presentation of Proceeds Checks to Recipients Anjani Cirillo, Sebastian Clambake Foundation, with the assistance of the Clambake Board members Dot Judah and Wayne Snow, explained the process for selecting recipients of the proceeds of the annual Clambake Festival, thanked Police Officers and the approximately 600 volunteers, and presented checks to recipients. $8K was presented to the Sebastian River High School crew, who said funds will be used for a second boathouse at C54 canal. The rowing coach said they are bringing in college and US Olympic rowing teams for rowing practice to their facility, and introduced former and current high school rowers Buddy and Kenneth, who also expressed their appreciation. $12K was presented to the Elks Club, which will be used to finish a pavilion behind their building and installation of a handicapped accessible sidewalk. $20K was presented to the American Legion, which will assist with new restrooms to be constructed once their sewer connection project is completed. 16.005 E. CNG Presentation by Jim Havhurst Jim Hayhurst, J.R. Leonard Construction Company, CNG Services Group, Gas Power Services, gave a Power Point presentation on CNG systems, (see presentation attached). Discussion followed regarding slow and fast fill systems, whether slow fill would work for the City, and were a facility were made available to the public it would have to be slow fill. Regular City Council/CRA Meeting January 13, 2016 Page Three Ms. Coy asked for a hard copy of the Power Point presentation. Discussion continued on the different types of compressors available, how compressors are powered, cost savings from outfitting vehicles for CNG, the fact that ethanol in gas has lowered mpg on vehicles and CNG provides better mileage, though the opposite is true for diesel, and that 80% of all refuse trucks currently on order are CNG. Mayor Gillmor thanked Mr. Hayhurst for his presentation and Mr. Hayhurst said he was available if they needed any further assistance with CNG. F. Brief Announcements • 1116115& 1116116— Sebastian Fine Art and Music Festival — IR Drive/Riverview Park Area • 1/18116 — City Hall Closed for Dr. Martin Luther King Jr. Day • 1/21/16 through 1124/16 — Fellsmere Frog Leg Festival Mayor Gillmor read the above listed announcements, and Mr. McPartlan announced the Sebastian Citizens Academy which will begin January 21' for six weeks and said people can pick up applications in City Hall or by visiting the Police Department website www. se bastia n od. o ro. RECESS COUNCIL MEETING/CONVENE AS COMMUNITY REDEVELOPMENT AGENCY A. Call to Order and Roll Call Mayor Gillmor called the CRA meeting to order and the City Clerk called the roll Present: Mayor Richard Gillmor, Vice Mayor Jerome Adams, Council Member Andrea Coy and Council Member Bob McPartlan Absent: Council Member Jim Hill (excused) B. ADDroval of 10/14/15 CRA Minutes Excerot w/in Council Minutes (Paoe) MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve the CRA minutes carried on a voice vote of 4-0 (Hill absent) C. ADorove Wastewater Hook -UD Grant ADDlication of $5.000 to Allen Prooerties LLC — Wendv's. 1625 US Hiohwav One (Transmittal. ADDlication. Deed. Tax Receipt, Construction Plan. Budaet Account Summary) The City Manager presented the request for approval of the septic to sewer hookup grant application from Wendy's. MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve the grant. Roll Call: Ayes: Gillmor, Adams, Coy, McPartlan Nays: None Absent: Hill Passed: 4-0 Regular City Council/CRA Meeting January 13, 2016 Page Four D. Award CRA LandscaDe Services Aareement to Ameron (Transmittal. 15-12 Statement of Qualifications. Conlon Bid. Ameron Bid. Aareement) The City Manager said for too long we have experienced ups and downs in landscape services in the CRA, through no fault of City workers with vacations or people out sick, resulting in non-standard services especially at Riverview Park, which also extends to pest control issues. He said he and the City Engineer went out for a solicitation of qualifications, and got two responses by the November 25'" deadline. He said they were interviewed and asked to submit a cost bid, and following review, staff selected Ameron to supply landscape services in the CRA district for $156,450 per year. He recommended approval of the agreement and authorization for him to execute. MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve and authorize the City Manager to execute the contract. In response to Mayor Gillmor regarding the difference between RFP and RFQ, the City Engineer said generally when you go out for general contract services you base it on a bid price, and typically go for the lowest bid, and that is usually what we do with an RFP request for proposal. He said when you go after professional services, typically like engineering or architectural services, you have to go through competitive bidding under State CCNA law, however, when you go after other professional services that are not under that umbrella like and engineer or architect, you want to hire based on best qualifications, and most cities send out a request for statement of qualifications with no numbers, rank them based on qualifications and then select based on price. He said because they were looking at a high profile area, they wanted a more professional company. In response to Mr. McPartlan, he confirmed that the process was appropriately advertised. In response to Mr. Adams, the City Manager said the cost from the Conlon proposal was $161,754, and that Conlon was going to do a month long cleanup for an extra $8,000. He said staff made the distinction on qualifications, wanted to be sure we had a company responsive to us, uniformed properly, trucks clean and marked, cleanliness, friendliness and attention to detail and Ameron's price fell into line. The City Manager also responded to Vice Mayor Adams question about whether it may have been cheaper using City staff, stating that he, the City Engineer and Administrative Services Administrator ran the numbers and after looking at all factors, fixed and variable costs, and the fact that there are people locked into parks who can't be transferred to stormwater and roads and drainage, this was the only viable option. He said he wanted to make sure we had a professional company we could hold accountable where we have escape clauses, and we can have more control as to quality of work in the CRA. He said this is a three year contract with two one year automatic extensions. Ms. Coy said this is an excellent choice since Ameron has been around for a long time, have an excellent reputation, and already provide us good service in pest control. She asked about the address 706 South Easy Street from the other proposer and whether it was a residence. The City Manager said he did not pick up on that. Roll Call: Ayes: Coy, McPartlan, Gillmor, Adams Nays: None Absent: Hill Passed: 4-0 E. Mayor Gillmor adjourned the CRA Meeting at 7:17 p.m. Regular City Council/CRA Meeting January13, 2016 Page Five 8. RECONVENE CITY COUNCIL MEETING Mayor Gillmor reconvened the City Council meeting at 7:17 pm. All members were present with the exception of Mr. Hill who had an excused absence. 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. A. Approval of Minutes — December 16, 2015 Regular Meeting 16.006 B. Voluntary Early Retirement Program — Approve Addition (Transmittal, Financials) 16.007 C. Approve Sebastian River Youth Football and Cheerleading Association (Sharks) BSSC Lease Agreement (Transmittal, Old and New Leases, Little League Lease) 16.008 D. Approve Fiscal Year 2016-2017 Budget Calendar (Transmittal, Draft Calendar) MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve. Roll Call: Ayes: McPartlan, Gillmor, Adams, Coy Nays: None Absent: Hill Passed: 4-0 10. i?,MMITTEE REPORTS & APPOINTMENTS committee reports and Council Member regional committee reports. No public input or action except for City committee member nominations and appointments under this heading. Mayor Gillmor reported on the first Indian River Lagoon Council meeting held in our Chambers on January 8, 2016, noting all of them were very impressed and pleased with our City staff and facilities. He said during the meeting Doug Bournique spoke about a St. Johns meeting held in Palatka the day before, where they looked at two water farming areas, both in our area and which would take the overflow that dumps into the St. Sebastian River. He said they had approved them and this will bring maybe one to two million dollars into our County, water farming will start and it might not have happened had the Indian River Council not come into being. Ms. Coy asked about the reserved parking spaces at the City Hall complex for the Lagoon Council, noting that between the college and senior center activities are those reserved spots necessary, because when the lot is full they sit there empty when other people need them. Mayor Gillmor said they are going to be hiring staff and they will be there every day. Ms. Coy said other agency's staff works there every day and do not have reserved spots in the lot. Mayor Gillmor responded it had not come from him, nor does it have anything to do with meetings, but was done as a courtesy by the City Manager because it is going to be the home of the Indian River Lagoon Council. The City Manager said it was not the Mayor's call, but his to make them feel at home and special. Ms. Coy responded said she wanted them to feel special and Mayor Gillmor asked how are they going to feel when we wipe that out. Mr. McPartlan thought three spaces was a lot. Mayor Gillmor said we will put it on an agenda and we'll vote on it. Regular City Council/CRA Meeting January 13, 2016 Page Six 11. PUBLIC HEARINGS - None 12. UNFINISHED BUSINESS 16.009 A. Unmanned Aircraft Svstems WAS) — Drones — Consider Future Reaulation - (Transmittal. UAS FAQs. News Article 1/2/16 Christopher Burns. Drone Ordinance/Resolution Examoles) The City Manager said Vice Mayor Adams had asked that a discussion of unmanned aircraft systems or drones be started, said there has been a lot of noise about drones, FAA registration regulation for drones of .55 lbs or above, and cited the materials provided in the agenda packets, noting an article about any regulation imposed locally that may be preempted by federal regulation and examples of municipal ordinances and resolutions. Mr. Adams thanked him and said FAA regulates 400 feet and above but was concerned with the airspace below 400 feet to protect privacy, our citizens and airport space, but not to hinder police force if they are needed for crime fighting purposes. Ms. Coy agreed with his concerns but noted FAA would not allow us to regulate model airplanes. The City Manager said he did know the significance of 400 feet, cited the issue of enforcement which could be sticky situation if council chooses an ordinance, and the potential problems for the Police Department and FAA since their closest office is in Orlando. Mr. McPartlan asked if we have a drone problem. Mayor Gillmor said he thought we do, that someone told him one came over his pool, that remote planes are flown in a particular place near the County pool, and in an area north of the airport. He said drones can carry cameras and we need to come up with ordinance to protect privacy of people. He said if we have an ordinance it will be hard to enforce but most people will comply and it should be crafted to be something that works and exempt police to use in their work. Mr. Adams said at least if the City has something on books people will be aware and there would be consequences. Ms. Coy said she can see issues down the road. Mr. Adams said it will be difficult to enforce but knowledge that there are consequences will deter people from using the in an improper manner. Mr. McPartlan said this seems silly to him, that drones are not flying all over and kids are using them with no bad intent, and asked why we are doing this when FAA can override whatever we do. Mr. Adams said his primary reason was concern for airport safety, and not for residents only. Mr. McPartlan said you can't operate them near the airport, and asked if we should we prohibit hoverboards too because they are blowing up, stating we can't have ordinances for everything. The City Attorney confirmed you cannot operate them within four or five miles of an airport. Police Chief Morris said it is a problem in the neighborhoods. They are being called in for with neighbors using drones, said it is against the law for them to be near the airport or planes, said they do not encourage anyone causing damage to other people's property. She said it would behoove us to look at an ordinance until the State comes up with laws to regulate them. The City Manager said there are planes operating under 400 feet. Regular City Council/CRA Meeting January 13, 2016 Page Seven Mayor Gillmor said it looks like there is enough consensus to put this on an agenda and have the City Attorney come up with an ordinance. Al Manzi, Holden Avenue, suggested making them register a drone like you do a dog and not operate outside of their property without a permit. 13. PUBLIC INPUT New information or requests to city council not otherwise on the prepared agenda Al Manzi, Holden Avenue, Sebastian, asked if Collier Creek Estates got taken off City services because when they request town services they get no response, citing requests submitted for pothole repairs and recent repairs where holes were filled with dry rock instead of being patched. He also cited a request to remove Brazilian peppers from the sign at the Englar entranceway. The City Manager said this is one reason staff came to Council in October with the City Engineer assessment of roads and Council made appropriations for roads and canceled some projects. He said as to using coquina in holes and no cold patch, if it is wet we can't use cold patch because it comes right back up, and while it is true that an asphalt truck is on our wish list, we actually wait until we have enough potholes and do them all at once. He said cold patch is temporary and the asphalt plant we use has been shut down. He reminded Mr. Manzi to call the city help line 581-0111 with any issues or call him at his office at 388-8200. Ben Hocker, Sebastian, said there are concerns expressed about the need for filling holes that occur alongside the sidewalk at the bulkhead at the Yacht Club and are concerned the bulkhead is failing and it might be something to look into. He said it is possible that a subdivision homeowners' contract may require that they are responsible for pavement and asked if Collier Creek street maintenance was turned over to the City. Bruce Zingman, reported on Shop with a Cop at Walmart, noting he saw police officers giving their own funds if a child ran over the $100, and then read a letter from Friends of Sebastian River to the City stating the City was the recipient of their 2015 Environmental award and invited the Mayor to attend the January 26, 2016 awards ceremony at 7:30 pm at the North County Library and then invited all members of Council. Dave Wortmann reported on the status of the memorial walkway brick program at the Veterans' Memorial at Riverview Park and cited funds raised and named the recipients of $3500 — By the River, Food Pantry, VFW Post 10210, Eagles for Children of Veterans Christmas party. He thanked, on behalf of their committee, all those who donated funds to the program and gave contact information to purchase bricks as www.veteransmemorialbricks.ora or email Davidwortmann(cDcomcast.net or call 954-818- 7405 He thanked the Council for allowing the program and Walmart for supplying flags, and the American Legion, VFW and Elks for their support. Regular City Council/CRA Meeting January13, 2016 Page Eight 14. NEW BUSINESS 16.008 A. Resolution No. R-16-01 — Accepting Quarterly Financial Report and Adootina 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. The Administrative Services Director briefly outlined the a quarter amendment which has been reviewed by the Budget Committee. In response to Mr. Adams, Mr. Killgore said the remaining balance is used to fund the emergency equipment account. Mr. McPartlan cited that volunteers gave 2500 man hours over the last quarter and thanked them for their time and the fantastic job they do. MOTION by Mr. McPartlan and SECOND by Mayor Gillmor to approve R-16-01. Roll Call: Ayes: McPartlan, Gillmor, Adams, Coy Nays: None Absent: Hill Passed: 4-0 15. CITY ATTORNEY MATTERS — None 16. CITY MANAGER MATTERS — None 17. CITY CLERK MATTERS — None 18. CITY COUNCIL MATTERS A. Mavor Richard Gillmor - None B. Vice Mavor Jerome Adams Vice Mayor Adams said Main Street looks nice and asked when the center line will be striped. The City Engineer said because a double yellow line takes up to 1 Yz feet it, will not be striped and that reflectors have been installed. Mr. Adams asked if there are going to be arrows at the turn onto Fleming from Main because it looks like you are supposed to turn right. The City Engineer said staff is looking at that and can do it ourselves. C. Council Member Andrea Cov Ms. Coy thanked everyone for Shop with a Cop, and could not be involved this year; asked if we could talk about the sign ordinance at the next meeting or no later than the first meeting in February, noting we became lax with signs when the economy tanked to give businesses a break, and now it is like we don't even have an ordinance, and her reason is we cannot fairly implement political sign rules, if we are allowing others to violate sign laws. She asked the City Manager to put that on an agenda. She reported that today at the Chamber Board meeting, she asked if they would like to participate or get input and they are dealing with it through the Chamber system and come up with suggestions and many of them agreed there is an issue and needs to be addressed. Regular City Council/CRA Meeting January 13, 2016 Page Nine Ms. Coy said she had talked to the City Manager and wants to sit down with the Art Club and the quilters over in the old council chambers building because there is no lease for the building but rather a verbal agreement, and there needs to be a lease structure going. She said she asked the City Manager to get a meeting for her to sit down with the Art Club and bring it back to Council. D. Council Member Jim Hill - Absent E. Council Member Bob McPartlan Mr. McPartlan said there are companies advertising painted house numbers on driveways and asked if it was a scam. Chief Morris said they don't know if it is a scam, but it does not comply with city code putting numbers on a residence, nor do they have City permission to paint our curbs. She said the Police Department has put information out on their Facebook page, and the PD does not look on driveways for house numbers and it is against the law to put advertisements on mailboxes. Mr. McPartlan said the City needs three more at -large Charter Review Committee members and people can contact the Clerk's office; said we need more foster parents and 4Kids is having training on January 30`h or people can contact him at 772-708-2900 for information; announced the January 23 final for Treasure Coast has talent and Fort Pierce Central High School; and announced the January 29 Point in Time official count of homeless in our area, noting there are 400 children homeless on the Treasure Coast and there are Veterans homeless and they need an accurate count. He advised to contact him if they know of any to let them know. Ms. Coy said today at the Chamber it came up that we have a significant number of homeless this year on US 1 behind Walmart and in the office buildings along US 1. Mr. McPartlan also talked about other methods of outreach to the homeless, including the HOPE family center. 19. Being no further business, Mayor Gillmor adjourned the Regular Meeting at 8:18 p.m. Approved at the January 6 Regular City Council Meeting. By:rd H 11 Richa. mor, Mayor ATTES . ` Sally A. MaY� it y lerk 0 ova . - _^ tir-- M��o� Compressed Natural Gas ® Fleet Fueling Specialists Bringing CNG Solutions to the City of Sebastian "Our Strategic Affiliates" j SIMPKINS ENERGY Innovative provider of CNG Fuels C1 � n Cities Honda Space Coast Coalition 71 OW RACR Technology Finance LLC 0 G imagination at work J. R. 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