HomeMy WebLinkAbout01-27-2016 CRA Agenda w Council8. RECESS CITY COUNCIL MEETING/CONVENE AS COMMUNITY REDEVELOPMENT
AGENCY
A. Call to Order and Roll Call
B. CRA Items
63-64 i. Approval of 1/13/16 Minutes (Excerpt of 1/13/16 Council/CRA minutes)
Presentation by Rob Bolton — Step Program Power Point (no backup)
65-78 iii. Consider Construction of Mooring Field (Transmittal, Boat Mooring Field
Assessment, City Engineer Power Point Presentation)
C. Adjourn CRA Meeting
9. CONVENE AS BOARD OF ADJUSTMENT
A. Call to Order and Roll Call
79-81 B. Approval of Minutes - Excerpt of 11/18/15 (Excerpt of Council/BOA minutes)
82-104 C. Quasi -Judicial Hearing on Request from Brian Frazier, 851 Williamson Avenue
Variance Requested from Section 54-2-7.13(b)(4) of the Sebastian Land Development
Code to allow a boat to be parked in the driveway in front of the house, whereas the
Code requires the boat to be located behind the front building line, and in no event less
than 25 feet from the front house line, or be located wholly within a carport or garage.
• Mayor opens hearing
• Attorney reads 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
D. Adjourn Board of Adjustment Meeting
10. RECONVENE AS CITY COUNCIL
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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
• 1118116- City Hall Closed for Dr. Martin Luther King Jr. Day
• 1/21/16 through 1/24/16 - Fellsmere Frog Leg Festival
Mayor Gillmor read the above listed announcements, and Mr. McPartlan announced the
Sebastian Citizens Academy which will begin January 21st for six weeks and said people
can pick up applications in City Hall or by visiting the Police Department website
www.sebastianpd.org.
7. 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. Approval of 10/14/15 CRA Minutes Excerpt w/in Council Minutes (Page)
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. Approve Wastewater Hook -UD 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)
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
to
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 25th 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 their 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.
I I`, Roll Call: Ayes: Coy, McPartlan, Gillmor, Adams Nays: None Absent: Hill Passed: 4-0
Iv' E. Mayor Gillmor adjourned the CRA Meeting at 7:17 p.m.
0
CITY OF VERO BEACH
Septic Tank Effluent Pump (STEP) System
City of Sebastian City Council Meeting
January 27, 2016
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Introduction
•Robert J. Bolton, P.E; “Rob”
•Director of Water and Wastewater for the City
of Vero Beach;
•Have worked for municipal government for 25
years (Vero Beach – 16 years; Palm Bay – 9
years);
•Father owned a Septic System business that I
worked for when I was young.
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Locations of Septic Tanks in
Indian River County
(hyperlink)
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What do we know about Septic Systems?
Conventional Septic System
Average level of nitrogen removal (28%);
Level of phosphorus removal (57%);
Contains elevated levels of bacteria (E. coli, salmonella, etc.);
Contains viruses.
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What are areas of concern for Septic
Systems?
Density (lot size);
Proximity to lagoon;
Elevation of the water table;
Distance from the septic tank to the
water’s edge;
Year house was built;
Flow direction of ground water;
Irrigation systems that use shallow
wells.
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What are we trying to accomplish?
•Stop nutrients from entering the
water table and ultimately the
Indian River Lagoon;
•Affordably connect septic systems
to the sewer system by breaking
the septic system cycle;
•Maintain growth in our community
(no septic system moratoriums).
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How can a STEP System accomplish this?
•Nutrients no longer enter the water table through the drain field (except during emergencies) but, instead, are pumped to a wastewater treatment plant; •STEP System cost is comparable to a drain field replacement; •STEP System is the only sewer system that can be installed during new home construction and later connected when the 2” STEP System mains are installed in an area.
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Communities with STEP Systems
City of Vero Beach, FL
Hillsborough County (1,200)
City of Palm Bay, FL
City of Port St. Lucie, FL
Charlotte County Utilities, FL
City of Olympia, WA
City of Camas, WA
Clark Regional Wastewater District, WA
Washington County, AL
South Alabama Utilities, AL (3,000+)
Fulton County, AL
Grand Bay, AL
Pearl County, MS
Bethel Heights, AR
Mt. Union, IA
Truesdale, IA
Amesville, OH
Elkton, OR
Victoria, PEI
Diamond Lake, WA
Lacey, WA
Starbuck, WA
Yelm, WA
Consolidated Utility District of TN (4,000+)
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Why a STEP System?
Non mandatory (Vero Beach);
Competitive pricing with septic
system replacement;
Lowest upfront cost for availability;
Minimal construction effort;
Low maintenance.
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•The total cost, including availability and connection costs, of a Hybrid STEP System is approximately 1/2 the price of a conventional gravity sewer or a vacuum style sewer system; •The availability cost of a Hybrid STEP System (i.e. installation of mains, valves, etc. in City Right-of-Ways) that is normally fronted by a local governments is less than 1/10th the cost of a conventional gravity sewer or a vacuum style system. This lower cost for availability may allow Local Governments to make sewer available to more residents quicker; •Collection lines for a Hybrid STEP System are normally 2” up to 4” therefore they can be installed using directional drilling techniques instead of open cutting the ground. The drilling of these lines causes less disruption therefore residents and businesses can continue their normal affairs with minimal interruption. In addition, tree canopy and heavily landscaped areas are virtually untouched; •Installation time for a Hybrid STEP System is less than 1/4 the time required for a conventional gravity sewer or a vacuum style system;
“Talking Points” of a Hybrid Septic Tank Effluent Pump (STEP) System
A Hybrid STEP System is a sewerage collection system that uses a septic tank to contain and
treat solids, a pump station to remove the clear effluent, and a drain field to act as a backup to
the pump station for disposal of the effluent during power outages.
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“Talking Points” of a Hybrid Septic Tank Effluent Pump (STEP) System
(continued)
•Hybrid STEP Systems are compatible with existing On-Site Sewage Treatment and
Disposal Systems (otherwise known as Septic Systems) and normally will just attach to
these systems;
•Pumps and collection lines of a Hybrid STEP System require less maintenance because
the effluent is relatively free of grease, oil, and solids;
•In some cases, the Septic System drain field is left in-place as a backup during
prolonged power outages that can occur during hurricane season. When a drain field
is not left in place, the STEP System will have a larger holding tank that will provide
capacity for approximately 3 days;
•The Water and Sewer Utility of a Local Government typically maintains the Hybrid
STEP System and controls the pump-out frequency of the septic tank;
•Local Governments may eliminate more than 99% of the nitrogen and phosphorus rich
septic system effluent that is now being discharged to groundwater by installing
Hybrid STEP Systems;
•Groundwater carrying pollutants from Septic Systems will no longer flow to the Indian
River Lagoon. 12 of 44
What did Vero Beach do?
•Funded the installation of the 2” mains through the Water and Sewer Enterprise
Fund (1 million dollars);
•Created an incentive program to entice homeowners to connect early (total of
$3,390 credits available);
•Provided a mechanism for property owners to finance equipment and impact fee
costs over 10 years;
•Implemented a mandatory pump out and inspection program for existing septic
systems;
•Applied for, and received, grants from the St. Johns River Water Management
District for STEP System installation ($539,000);
•Got to work installing 2” mains.
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Directional Drilling 2” Mains
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2” Main Installed
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Double Service Connection
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Typical Connection at Street
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Type 1A Installation
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Existing Septic Tank
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Type 1A Tying Into Drain Field
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Type 1B Install
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Type 1B Tying Into Existing Tank
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Pump and Filter System
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Type 3A Installation
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Tying Into the House
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Installing 500 Gallon Pump Tank
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Testing Pump System
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Residential Electrical Panel
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LOW (1a) HIGH (3a)
STEP Equipment $2,425 $3,745
Installation of STEP $2,300 $2,500
Electrical Connection $ 600 $ 600
Electrical Permit $ 80 $ 80
Plumbing Permit $ 80 Subtotal $5,405 $7,005
Service Line (1”) $ 500
Availability Cost (2” Main) $ 600
Impact Fee $2,290 Grand Total* $8,795 $10,395
3 Bedroom House Estimate for STEP System
* Additional costs may occur depending upon plumbing layout.
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STEP System progress since April
The City has 8 Basins (areas) that will have the STEP System installed (approximately 1,500 parcels);
4 Basins have been designed and permitted for construction (900 parcels);
STEP mains are available to 278 parcels;
20 parcels are connected;
36 parcels have applications pending;
The City has not notified any homeowners that they can connect to the system. Connections have been made because of septic system failures and building construction with the incentives offered;
Construction is behind schedule as indicated above do to constant starts and stops to address failing septic systems;
City has hired a company to help with installation of 2” mains;
City will notify homeowners after a Basin is complete to avoid additional work slow downs;
City has an interactive map on it’s website, LINK, to help homeowners and real estate agents with the STEP System progress;
Currently working on an APP!
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Free STEP System Sales Force
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Is participation mandatory?
No. However, upon septic tank failure, the IRC Health Dept. will not issue a permit for repairs. You will
be required to connect to the STEP System at such time.
Who is responsible for maintenance of the STEP System?
The City is responsible for the maintenance of the STEP System including all force mains, valves,
service lines, check valves pumps, filters electrical, control panels, alarm systems, and monitoring
devices. The City will also be responsible for periodic pump-outs and maintenance of the new tank.
The homeowner is responsible for costs associated with the STEP System and any necessary
connection charges in place at the time of connection. Property owners are responsible for the power
supply to the pump control panel, the cost of the power to operate the panel and pump, and any
negligence that causes damage to the System.
How much does the STEP System cost?
The cost of the STEP System is approximately $10,000 before applying the STEP UP and Save Credit
(SUSC) which is as follows:
$2,290 if signed up within 12 months of notification from City;
$1,100 Wastewater Utility Extension Credit if signed up within 12 months and pay “cash” with an
option to finance for 10 years at no interest in lieu of $1,100 credit;
Requires connection within 12 months of signing application. Otherwise, credits and/or financing
are null and void.
STEP System Frequently Asked Questions (FAQs)
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How much are the monthly sewer and electric bills?
The minimum bill for sewer is $19.89/monthly and the maximum bill is $55.79/monthly. The average is
$38/monthly. The electric cost will be .50 cents to $1/monthly.
Why are the incentives for only one year and not forever?
The City authorized the incentive program to entice homeowners to connect to the STEP System early.
While homeowners that connect early will receive an incentive, they will also spend money earlier than
necessary, and will incur a monthly sewer bill. Those homeowners that choose not to connect will not
spend money early and will not have a monthly sewer bill, therefore, the incentives are only offered for
one year.
How often do I have to have my existing septic tank pumped out?
Per City Ordinance 2014-21, commencing 1/1/16, pump outs must occur on a regular frequency not to
exceed every five (5) years. Additionally, owners shall have a licensed septic tank contractor perform an
inspection of the private disposal system. For each inspection, the septic tank contractor completes an
inspection report which was included in your mailing.
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QUESTIONS?
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End of Presentation
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M',
SEBASTIAN
HOME PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY
TRANSMITTAL FORM
CRA MEETING DATE: 27 January 2016
AGENDA ITEM TITLE: Mooring Field
RECOMMENDATION: Consider construction of Mooring Field
BACKGROUND: Definition: A mooring refers to any permanent structure to
which a vessel may be secured. Examples include quays, wharfs, jetties, piers, anchor buoys, and
mooring buoys. A boat is secured to a mooring to forestall free movement of the vessel on the
water. An anchor mooring fixes a vessel's position relative to a point on the bottom of a
waterway without connecting the vessel to shore.
Since 2007, there has been active discussion regarding the
deployment of a Mooring Field within the City's waterways. In November 2013, a Mooring
Field Assessment was completed at the instructions of the then City Manager. That assessment
identified a location east of Captain Hiram's that could moor up to 17 vessels. No action was
taken on the matter and no presentation to Council was made recommending construction of the
Field.
In an effort to resurrect the discussion, Tom Collins has
requested that the City Manager present to Council the Mooring Field Assessment. Mr. Collins
will make a presentation in support of the establishment of the `Field.'
If Agenda Item Requires Expenditure of Funds: Requires Expenditure of Funds: N//Aj
Administrative Services Department/CFO Review:
ATTACHMENTS:
City Manager Authorization:
Date: 20 January 2016
1. Boat Mooring Field Assessment
2. City Engineer PowerPoint
Boat Mooring Field
Assessment
HOME OF PELICAN ISLAND
November 14, 2013
Prepared by:
ISI_ NEED—SCHAFFER
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29256 20" Street • Vero Beach, Fl. 32960 • phone 772-770-4707 • fax 772-770-4640 • www.neel-schaffer.com
City of Sebastian
Mooring Report — November 14, 2013
Technical Memorandum
Cid of Sebastian Boat Mooring Assessment
This assessment on a boat mooring field for the Indian River Lagoon across from
Captain Hiram's Pier was to review and identify the permit and application process for
implementation of a boat mooring field by the City of Sebastian.
The following is information regarding construction a Boat Mooring Field in the Indian
River Lagoon.
1. Application
a. Joint Application completed on the web.
b. FDEP receives Application for review. At the same time FDEP sends
Application to Florida Fish and Wildlife as well as other agencies —
(Endangered species, etc.)
i. Contact Information: Benny Luedike, Port St. Lucie, 561-681-6646
c. Army Corps of Engineers (Cocoa Permitting) receives Application; At the
same time the Corps sends it to Federal Fish and Wildlife and other
agencies — (Endangered species, etc.)
d. Application Fee: The fee will either be based on area or # of vessels —
Depends if uplands or not and less than 40 acres
L 10-29 vessels - $2,110.00
ii. 30 — 49 vessels - $4,210.00
iii. 50+ - $5,610.00
e. Supplemental Information
i. Vicinity Map
ii. Plan View Drawing
iii. Cross sectional Drawing
iv. Need to detail the length, width and height of proposed project
v. May need additional information — example: exact mooring
locations; type, height, etc.
vi. All drawings must be on 8 Y2" X 11" sheets
vii. Must clearly show project dimensions
viii. XY Coordinates
ix. Submerged Aquatic Vegetation Survey
x. Listed Species information
f. It is a Joint Permit with the Army Corps of Engineers and DEP.
i. Army Corps of Engineers, Cocoa Permitting Section, 400 High
Point Drive, Suite 600, Cocoa, FL 32926
ii. Phone: 321-504-3771
2. Construction guidelines of the Application will not be a State Programmatic
General Permit (SPGP), meaning that the Army Corps will let you work through
them and they will issue documentation through the Corps.
a. Mooring Project will need Federal Authorization
2 ISI.. NEEL—SCHAFFER
Solu[lon• you can bulld upon
City of Sebastian
Mooring Report — November 14, 2013
3. Surveys will have to be conducted.
a. Resource Survey Report
b. Seagrass Survey Report
c. Submerged Resource Land Survey — Go beyond the area defined. Go to
surrounding areas as well.
4. Channel Area —There is a channel in the area —The channel would have to be
identified.
5. Lease — A lease from the State will be needed. Sovereign Submerged Lands —
State owns the sediment.
a. Fee: Depends on either square footage ($/ft2 ) or % of Revenue (Could be
6%).
6. Aquatic Preserve — means any and all of those areas which are exceptional
areas of sovereignty lands and the associated water body so designated in Part
II of Chapter 258, Florida Statutes, including all sovereignty lands, title to which is
vested in the Board, and such other lands as the Board may acquire or approve
for inclusion by the Legislature. These areas also include the water column over
such lands, which have been set aside to be maintained in an essentially natural
or existing condition of indigenous flora and fauna and their supporting habitat
and the natural scenic qualities and amenities.
7. DEP wasn't sure if an "Avoidance Demonstration" would be needed.
8. Endangered Species
Johnson's seagrass doesn't appear to be any critical habitats in the Sebastian
area. There were some "smalltooth sawfish" sightings between 1968 and 2004
and "Right whale" sightings between 2003-2004. The Army Corp of Engineers
will use the Manatee Key 2013 Edition for Manatee Areas. I haven't found
enough information out regarding the manatee. This could be designated as an
"Important Manatee Area" (IMA).
The Indian River Lagoon is America's most diverse estuary. There are more
than 400 species of fish, 260 species of mollusks and 479 species of shrimp and
crabs.
DEP Contact: Benny Lyedike — Benny. Lyedike(a.dep.state.fl.us; 561-681-6646;
West Palm Beach
IIS NEEL—SCHAFFER