Loading...
HomeMy WebLinkAbout10-11-2017 CC MinutesOn Lf SEBAST�N HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, OCTOBER 11, 2017 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor McPartlan called the regular City Council meeting to order at 6:00 p.m. 2. Pastor Dave Daniel, Sebastian Church of God gave the invocation. 3. A moment of silence was held for former Mayor Walter Barnes. 4. The Pledge of Allegiance was recited. 5. Roll Call: Mayor Bob McPartlan Vice Mayor Andrea Coy Council Member Ed Dodd Council Member Jim Hill Council Member Linda Kinchen City Staff Present: City Manager Joe Griffin Interim City Attorney Cynthia Hall City Clerk Jeanette Williams Administrative Services Director Ken Killgore Asst. Admin. Services Director Cindy Watson Airport Director Scott Baker Community Development Director Lisa Frazier Procurement Manager Randy Moyer Police Commander John Blackledge Electronic Records and Information Manager Barbara Brooke -Reese AGENDA MODIFICATIONS Modifications and additions require unanimous vote of City Council members There was no objection to Vice Mayor Coy's request to pull consent agenda items D and E. 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. 17.151 A. Proclamation - National Arts and Humanities Month — October 2017 — Accepted by Barbara Hoffman, Cultural Alliance of Indian River County Mayor McPartlan read and presented the proclamation to Ms. Hoffman who reminded the public that given the recent events, the arts bring communities together. Regular City Council Meeting October 11, 2017 Page Two 17.152 B. Mayor McPartlan read and presented the proclamation to Dr. Katie Knall. He briefly highlighted the need for vocational training. 17.111 C. Hurricane Irma Debriefing by Bart Gaetiens, External Affairs Manager, FPL With the assistance of a PowerPoint presentation, Mr. Gaetjens described the extensive measures that FPL took to prepare for Hurricane Irma noting the storm knocked out power to 90% of FPL's customers. (See PPT attached.) He said the number one reason for losing power were the trees that fell onto the lines. He spoke of the need for tree maintenance as well as planting the right tree in the right place. He said the residents have FPL's commitment that they will be there for them. He thanked the customers, community leaders, elected officials, and first responders for their help and patience. Council Members thanked FPL for responding positively given the severity of the storm. Brief Announcements Mayor McPartlan reported that one of Sebastian's finest police officers was recently shot but should be fine and asked everyone to keep him in their prayers. 8. 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 — 9/18/17 Special Meeting/Budget Hearing B. Approval of Minutes — 9/27/17 Budget Hearing/Regular Meeting 17.153 C. Approve Submerged Land Lease Renewal — Board of Trustees File No. 311537314 — Twin Piers and Authorize Mayor to Execute Appropriate Documents (Transmittal, Lease) 17.099 D. Approve Extension of Senior Activity Center Lease and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Leases) 17.043 E. Approve Extension of Sebastian River Art Club Lease and Authorize the City Manager to Execute Appropriate Documents (Transmittal, Leases) 17.154 F. Approve Extension of Fine Arts and Music Festival Agreement and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Agreements) 17.001 G. Approve Extension of Clambake Foundation Agreement and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Agreements) 2 Regular City Council Meeting October 11, 2017 Page Three 17.155 H. Approve Road Closure for HALO Rescue 5K Run on January 6, 2018 from 6:00 a.m. to 11:00 a.m. (Transmittal, Route, Application, Receipt, Correspondence) 17.156 I. Approve Alcoholic Beverages for Barnes Event at the Community Center on October 21, 2017 from 11:00 a.m. to 3:00 p.m. — D.O.B. Verified (Transmittal, Application, Receipt) 17.157 J. Approve Overnight Boat Parking at Kayak Launch in Riverview Park for Hiram's Haul Race on October 28-29, 2017 (Transmittal, Application, Letter) MOTION by Mr. Dodd and SECOND by Vice Mayor Coy to approve consent agenda items A -C and F -J. ROLL CALL: Vice Mayor Coy — Aye Mr. Dodd —Aye Mr. Hill —Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Motion carried 5-0. Items 7 D & E Vice Mayor Coy said there were scrivener's errors in both contracts and each Council Member had been provided corrected copies. She also stated she was going to recuse herself from item D since she is the president of the Senior Activity Center. MOTION by Mayor McPartlan and SECOND by Mr. Dodd to approve consent agenda item 7D. ROLL CALL: Mr. Dodd — Aye Mr. Hill —Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Vice Mayor Coy — Recused Motion carried 4-0. MOTION by Mayor McPartlan and SECOND by Mr. Dodd to approve consent agenda item 7E. ROLL CALL: Mr. Hill — Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Vice Mayor Coy — Aye Mr. Dodd — Aye Motion carried 5-0. 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. 17.092 A. Construction Board (Transmittal, Application, Ad, List) L Interview, Unless Waived, Submit Nominations for One Expired Regular Member, Concerned Citizen Position — Term to Expire 9/30/2020 The City Clerk announced Ms. Carbano was interested in serving again and was the only applicant. Regular City Council Meeting October 11, 2017 Page Four MOTION by Vice Mayor Coy and SECOND by Mayor McPartlan to reappoint Jean Carbano to another term passed with a unanimous voice vote of 5-0. Vice Mayor Coy said at the MPO meeting earlier in the day, the MPO endorsed the City's request to make a cutout on US Hwy 1 by the Shady Rest Mobile Home Park and she asked the Community Development Director to monitor the progress. Vice Mayor Coy also said the MPO endorsed a roundabout at the intersection of 66°i Avenue and CR510 that will improve traffic and accommodate future growth. She asked that the roundabout be monitored as well. 10. PUBLIC HEARINGS - None 11. 17.129 A. Approve Work Authorization #2 with Infrastructure Consulting and Engineering (ICE) for the Civil Engineering of the Shade Hangar Project at the Sebastian Municipal Airport in the Amount of $26.385 and Authorize the City Manager to Execute Appropriate Documents (Transmittal, R-17-22. Ex. A & B. CSA#1) The City Manager said the shade hangar project is part of the approved CIP budget and he requested approval. MOTION by Mr. Hill and SECOND by Mayor McPartlan to approve work authorization #2 with ICE for the engineering of the shade hangars. ROLL CALL: Ms. Kinchen — Aye Mayor McPartlan — Aye Vice Mayor Coy — Aye Mr. Dodd —Aye Mr. Hill—Aye Motion carried 5-0. 17.035 B. City Manager to Execute Appropriate Documents (Transmittal, R-17-23, R-17-27. Bid Tab, Letter, Agreement) The City Manager said the bid closed in mid-July; Dickerson Florida was the low bidder and he requested approval. MOTION by Mayor McPartlan and SECOND by Mr. Dodd to approve the construction services agreement with Dickerson Florida for Taxiways D and E. ROLL CALL: Mayor McPartlan — Aye Vice Mayor Coy — Aye Mr. Dodd — Aye Mr. Hill —Aye Ms. Kinchen —Aye Motion carried 5-0. Regular City Council Meeting October 11, 2017 Page Five 17.035 C. Approve Work Authorization #3 with Infrastructure Consulting and Engineering (ICE) The City Manager said ICE would manage the construction of Taxiways D and E and he requested approval. MOTION by Vice Mayor Coy and SECOND by Ms. Kinchen to approve work authorization #3 with ICE for the construction management of Taxiways D and E. Regular City Council Meeting October 11, 2017 Page Five ROLL CALL: Vice Mayor Coy— Aye Mr. Dodd —Aye Mr. Hill —Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Motion carried 5-0. 17.084 D. Approve CSA #1 to Dredging and Marine Consultants (DMC) in the Amount of $58.880 to Develop Engineering Specifications for the Southern Drainage System and Authorize the City Manager to Execute Appropriate Documents (Transmittal. Proposal, CSA#1) The City Manager said he was directed to search out a company in case a bulkhead repair was needed at the Elkcam, George Street, Schumann Drive canals; Dredging and Marine Consultants responded to the bid and he requested approval. Mr. Dodd asked if DMC would obtain the SJRWMD permit for the entire system. The City Manager said this would be a representative of permit approval for the work to be done. MOTION by Mr. Dodd and SECOND by Mayor McPartlan to approve the development of engineering specs by DMC for bulkhead repair. Mr. Hill noted this is a proactive step to make sure the City is protected. ROLL CALL: Mr. Dodd — Aye Mr. Hill —Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Vice Mayor Coy — Aye Motion carried 5-0. 17.023 E. Draft Policy) The City Manager explained this was a result of the savings staff realized by changing health insurance carriers; Council discussed utilizing the money for employee benefits and staff proceeded with a policy. Regular City Council Meeting October 11, 2017 Page Six The Administrative Services Director said there was a savings of $74,985 and during negotiations, the bargaining unit asked for a way to reward a performing or underpaid employee; this policy sets priorities to look at adjustments four times a year for a merit or salary increase. He said staff plans to use the money prudently and if there is leftover, staff hopes to carry it forward to the next fiscal year. Mr. Hill said he fully supports additional benefits for outstanding employees and educational benefits. He asked if this was to be budgeted annually. The City Manager said since the money was earmarked for employee benefits, he thought it should stay as an employee benefit. He said there are some critical cases where salaries have been a detriment to recruiting people. Mr. Hill asked if it is used as a recruiting tool, will there be adjustments in the budget process and will there not have to be adjustments to all employees. He said the bargaining units bargain salaries/benefits in good faith and this additional tool could be a chip used by bargaining units in the future. He said they need to be competitive and very careful in passing something like this. He said if this is to continue next year, maybe the money should be used if there is an increase in the health care. He would favor passing this as a one-off, and during next year's budgeting process or negotiating, they make sure they are competitive; but if it is continued every year, there should be an additional line item to offset health insurance increases. Ms. Kinchen noted employees could receive raises four times a year. The Administrative Services Director said this would only happen for employees who excel and there will be documentation. The City Manager said the raises would mostly benefit the 'rank and file' employees in addition to cases of recruitment. Mr. Dodd said he had the same concerns as Mr. Hill; noting salary is a function of human resources and to take a pot of funds to reward employees is countering salary administration and will increase future budgets. He said if there is an employee in the top of their salary range and they go above and beyond, then it's time for human resources to develop a new job description and range. He said if the money is used for salary administration, it automatically becomes available next year; he would prefer to move the money to salary administration in the budget. As it is, this would be okay for bonuses but not to raise salaries. Market rate adjustments, compression issues and individual increases are not bonuses; they are permanent. Mayor McPartlan said these are to be one-time events that are not guaranteed to happen. Vice Mayor Coy said this is way to reward exceptional, 'above and beyond' employees; she hopes there will be a carry-over. Mr. Hill said a market rate adjustment to a pay grade and dealing with compression issues does not reward exceptional work; he didn't disagree with rewarding employees; and using the money for recruiting when someone isn't an employee yet, is not a bonus. Regular City Council Meeting October 11, 2017 Page Seven He agreed they should figure this out; he agreed with lump sum bonuses and that money should be put aside for educational issues but this is a way to adjust the salaries of the individuals working for the City. Discussion followed on removing the market rate adjustment, compression issues, recruiting difficulties and individual increases from the policy. MOTION by Mayor McPartlan and SECOND by Vice Mayor Coy to approve the policy striking the market rate adjustment, compression issues, and recruiting difficulty benefits. ROLL CALL: Ms. Kinchen — Aye Mayor McPartlan — Aye Vice Mayor Coy — Aye Mr. Dodd —Aye Mr. Hill—Aye Motion carried 5-0. 12. PUBLIC INPUT New information or requests to city council not otherwise on the prepared agenda Faye Campagna, 163 Kildare Drive, said she has talked to a lot of her neighbors through the new Neighborhood Watch program and has learned there are problems with the ditch maintenance and some upgrades that could be done. She offered to help obtain grant money to address the culverts and ditches. The City Manager advised that the City budgets $300,000 a year for four cuts a year. Mayor McPartlan offered to look at the Kildare Drive culvert. 13. NEW BUSINESS 17.023 A. Resolution No. R-17-37 Amending Financial Policies to Establish a Minimum Balance (Transmittal, R-17-37, Policv) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AMENDING FINANCIAL POLICIES TO MODIFY THE SECTION ON FUND BALANCE POLICIES; ESTABLISHING A MINIMUM BALANCE OF THREE AND ONE-HALF MILLION DOLLARS; ADDING A MANNER FOR RESTORING IT TO THE TARGET BALANCE; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. The Administrative Services Director said he has come up with language that should the reserve become less than $3.5M, restoration back to $5M would begin by allocating no less than 25% of the projected shortage. Mr. Dodd said he was in favor of this; it established a floor and mechanism to restore the reserve. MOTION by Mr. Dodd and SECOND by Mr. Hill to approve Resolution No. R-17-37. Mr. Hill said they have created a floor; it was stated that if it gets down to $3M, then additional $500K would have to be budgeted for the next four years to get back to $5M. Mr. Hill did not favor restoration back to $51M but to the $3.5M floor. Regular City Council Meeting October 11, 2017 Page Eight Mr. Dodd said he agreed, the floor should be $3.51M. He AMENDED his motion that the City should restore to the minimum balance by allocating no less than 25% of the projected shortage each succeeding fiscal year. Mr. Hill SECONDED the AMENDMENT. Vice Mayor Coy said she was against dropping the reserve to $3.5 and not paying back Hurricane Matthew and Irma expenses. Mr. Dodd said he would not support raising taxes to $5M but he would to $3.5M; the whole concept is to restore the reserve back $3.5M. Mr. Hill said if the reserve gets below $3.5M, a motion of three people could adjust the amount; future council Members could let it fall. The resolution is saying if it continues to go down, there is a $3.5M target. The Interim City Attorney noted there was a motion and an amendment and they should vote on the amendment first and then the primary motion. Mr. Hill WITHDREW his SECOND to both the motion and amendment; he said he would not support something that would require a tax increase of $500K a year to get from $3,490,000 back to $5M. The Interim City Attorney advised there wasn't anything to vote on at this point. MOTION by Vice Mayor Coy to make $5M the floor. The Interim City Attorney cited the resolution using $5M floor where appropriate. Mr. Hill stated the Vice Mayor's motion eliminated the resolution because it provided a method to restore the target balance. Vice Mayor Coy WITHDREW her motion. MOTION by Ms. Kinchen and SECOND by Mayor McPartlan to deny Resolution R-17-37 as presented. ROLL CALL: Mr. Dodd — Nay Mr. Hill —Aye Ms. Kinchen —Aye Mayor McPartlan — Aye Vice Mayor Coy—Aye Motion carried 5-0. 17.158 B. The City Manager reported this is a budgeted CIP item and he recommended approval. The Electronic Records Manager explained the software upgrade is needed to continue the increased electronic storage of the City's records that the public utilizes and will provide additional workflow features for staff. MOTION by Ms. Kinchen and SECOND by Mayor McPartlan to approve the purchase of Laserfiche Avante software. Regular City Council Meeting October 11, 2017 Page Nine ROLL CALL: Mr. Hill — Aye Mayor McPartlan — Aye Mr. Dodd — Aye Motion carried 5-0. 14. CITY ATTORNEY MATTERS - None 15. CITY MANAGER MATTERS Ms. Kinchen —Aye Vice Mayor Coy — Aye The City Manager reported the vegetative and construction debris collection has been completed for Hurricane Irma. He thanked the Mayor for his intercession with the State regarding the alcohol issues at the Golf Course. 16. CITY CLERK MATTERS - None 17. CITY COUNCIL MATTERS Mr. Hill clarified that he voted to deny Resolution No. R-17-37 which would have required a major tax hike to get back to a ceiling number for the reserve. Mr. Hill reflected that the City lost an icon with the passing of former Mayor Walter Barnes who bought leadership that made a sea of change for the City and was responsible for many of the benefits that they are enjoying today. He noted that he will be greatly missed. Ms. Kinchen thanked the Assistant Administrative Services Director for her work on the benefits policy and asked her to revise the position steps and job descriptions to recruit the people the City needs to hire. Vice Mayor Coy reminded homeowners to look at their trees to prepare for the next storm event given the fact that one tree can take out the power for an entire neighborhood. Mayor McPartlan reported that during the past week, the Department of Children and Families processed over 22,000 disaster food stamp applications at the Indian River County Fairgrounds which will put back $8M into the economy. 18. Being no further business, Mayor McPartlan adjourned the regular City Council meeting at 7:49 p.m. Approved at the October 25, 17 Regular City Council Meeting Mayor adti-McP-adian• . A . ST.., "I W26 vette WlliamaL W FORM 813 MEMORANDUM OF VOTING CONFLICT FOR COUNTY, MUNICIPAL, AND OTHER LOCAL PUBLIC OFFICERS LAST NAME—FIRST NAME—MIDDLE NAME NAME OF BOARD, COUNCIL, COMMISSION, AUTHORITY, OR COMMITTEE Coy, Andrea B. Sebastian City Council MAILING ADDRESS THE BOARD, COUNCIL, COMMISSION, AUTHORITY OR COMMITTEE ON 1225 Main Street WHICH I SERVE ISA UNIT OF: Wf CITY ❑ COUNTY ❑ OTHER LOCAL AGENCY cnY COUNTY NAME OF POLITICAL SUBDIVISION: City of Sebastian Sebastian, FL 32958 Indian River DATE ON WHICH VOTE OCCURRED 10/11/17 MY POSITION IS: Of ELECTIVE ❑ APPOINTIVE WHO MUST FILE FORM 8B This form is for use by any person serving at the county, city, or other local level of government on an appointed or elected board, council, commission, authority, or committee. It applies to members of advisory and non -advisory bodies who are presented with a voting conflict of interest under Section 112.3143, Florida Statutes. Your responsibilities under the law when faced with voting on a measure in which you have a conflict of interest will vary greatly depending on whether you hold an elective or appointive position. For this reason, please pay close attention to the instructions on this form before completing and filing the form. INSTRUCTIONS FOR COMPLIANCE WITH SECTION 112.3143, FLORIDA STATUTES A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which would inure to his or her special private gain or loss. Each elected or appointed local officer also MUST ABSTAIN from knowingly voting on a measure which would inure to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent, subsidiary, or sibling organization of a principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies (CRAs) under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from voting in that capacity. For purposes of this law, a "relative" includes only the officer's father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A "business associate" means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, coowner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). ELECTED OFFICERS: In addition to abstaining from voting in the situations described above, you must disclose the conflict: PRIOR TO THE VOTE BEING TAKEN by publicly stating to the assembly the nature of your interest in the measure on which you are abstaining from voting; and WITHIN 15 DAYS AFTER THE VOTE OCCURS by completing and filing this form with the person responsible for recording the minutes of the meeting, who should incorporate the form in the minutes. APPOINTED OFFICERS: Although you must abstain from voting in the situations described above, you are not prohibited by Section 112.3143 from otherwise participating in these matters. However, you must disclose the nature of the conflict before making any attempt to influence the decision, whether orally or in writing and whether made by you or at your direction. IF YOU INTEND TO MAKE ANY ATTEMPT TO INFLUENCE THE DECISION PRIOR TO THE MEETING AT WHICH THE VOTE WILL BE TAKEN: You must complete and file this form (before making any attempt to influence the decision) with the person responsible for recording the minutes of the meeting, who will incorporate the form in the minutes. (Continued on page 2) CE FORM Be - EFF. 11/2013 PAGE 1 Adopted by reference in Rule 34-7.010(1)(Q, F.A.C. APPOINTED OFFICERS (continued) • A copy of the form must be provided immediately to the other members of the agency. • The form must be read publicly at the next meeting after the form is filed. IF YOU MAKE NO ATTEMPT TO INFLUENCE THE DECISION EXCEPT BY DISCUSSION AT THE MEETING: • You must disclose orally the nature of your conflict in the measure before participating. • You must complete the forth and file it within 15 days after the vote occurs with the person responsible for recording the minutes of the meeting, who must incorporate the forth in the minutes. A copy of the forth must be provided immediately to the other members of the agency, and the form must be read publicly at the next meeting after the form is filed. DISCLOSURE OF LOCAL OFFICER'S INTEREST Andrea B. Coy , hereby disclose that on October 11 20 17 (a) A measure came or will come before my agency which (check one or more) inured to my special private gain or loss; inured to the special gain or loss of my business associate, inured to the special gain or loss of inured to the special gain or loss of whom I am retained; or inured to the special gain or loss of is the parent subsidiary, or sibling organization or subsidiary of a principal which has retained me. y , which (b) The measure before my agency and the nature ofmyconflicting interest in the measure is as follows: 0c c-'c�.EC Q Ir A'A" J \ - P L�C. S- Cl- 'e,- SCS CIC 5 If disclosure of specific information would violate confidentiality or privilege pursuant to law or rules governing attorneys, a public officer, who is also an attorney, may comply with the disclosure requirements of this section by disclosing the nature of the interest in such a way as to provide the public with notice of the conflict. IO//i%ol7 Date Filed Signature NOTICE: UNDER PROVISIONS OF FLORIDA STATUTES §112.317, A FAILURE TO MAKE ANY REQUIRED DISCLOSURE CONSTITUTES GROUNDS FOR AND MAY BE PUNISHED BY ONE OR MORE OF THE FOLLOWING: IMPEACHMENT, REMOVAL OR SUSPENSION FROM OFFICE OR EMPLOYMENT, DEMOTION, REDUCTION IN SALARY, REPRIMAND, OR A CIVIL PENALTY NOT TO EXCEED $10,000. CE FORM 8B - EFF. 11/2013 PAGE 2 Adopted by reference in Rule 34-7.010(1)(0, F.A.C.