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HomeMy WebLinkAbout01-10-2018 CC AgendaCM Cf SE13ASTIAV HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING AGENDA WEDNESDAY, JANUARY 10, 2018 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL AGENDA ITEMS MAYBE 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 — Pastor Grant Foster, Riverside Church 3. PLEDGE OF ALLEGIANCE — Led by Council Member Dodd 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. 18.001 A. Presentation by Dr. Henry Fischer — Zero Lot Line Impacts 18.002 B. Announcement by Dr. Graham Cox -- Transforming Landscapes for Sustainable P9 5 Future, January 19 & 20, 2018 at the Emerson Center Brief Announcements 1/12/18 — Concert in the Park — Penny Creek Bank — 5:30 to 8 pm 1/13/18 — Sebastian River Art Club Show -- 10 am to 4 pm — Riverview Park 1/15/18 - City Hall Closed for Dr. Martin Luther King Jr. Day 1/18/18 to 1/21118 — Fellsmere Frog Leg Festival 1120/18 & 1/21/18 - Sebastian Fine Art and Music Festival — IR Drive/Riverview Park Area 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. pgs 8-13 A. Approval of Minutes — December 13, 2017 Regular Meeting 17.022/18.003 B. Resolution No. R-18-02 —Accepting 4th Quarter Financial Report and Adopting pgs 14-35 Amendments to the FY2016/2017 Annual Budget (Transmittal, R-18-02) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. 1 of 266 17.144118.004 C. Resolution No. R-18-03 - Final Plat —Sebastian Medical Suites Commercial Subdivision pgs 36-53 (Transmittal, R-18-03, Final Plat, Application) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, APPROVING THE FINAL PLAT FOR A COMMERCIAL SUBDIVISION KNOWN AS SEBASTIAN MEDICAL SUITES, BEING A REPLAT OF A PORTION OF WAUREGAN SUBDIVISION; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. 8. COMMITTEE REPORTS & APPOINTMENTS City committee reports and Council Member regional committee reports. No public input or action except for City committee member nominations and appointments under this heading. 18.005 A. Police Pension Board of Trustees pgs 54-57 (Transmittal, Application, Roster) i. Confirm Appointment of Fifth Member, Paul Williamson 18.006 B. Planning and Zonina Commission pgs 58-62 (Transmittal, Application, Roster) 1. Interview, Unless Waived, and Submit Nominations for One Unexpired, Alternate Member 9. PUBLIC HEARINGS Procedures for legislative public hearings: • Mayor opens hearing • Attorney reads ordinance or resolution • Staff presentation • Public input ■ Staff summation • Mayor closes hearing • Council deliberation and action 17.029/18.007 A. First Readinq and Public Hearing of Ordinance No. 0-18-01 Relating to Medical pgs 63-82 Mariivana (Transmittal, AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, RELATING TO MEDICAL MARIJUANA TREATMENT CENTERS; RESCINDING ORDINANCE 0-17-01; AMENDING THE LAND DEVELOPMENT CODE ARTICLE XXII (LANGUAGE AND DEFINITIONS); AMENDING ARTICLE V (ZONING DISTRICT REGULATIONS); PROVIDING FOR SEVERABILITY, CONFLICT, CODIFICATION, AND AN EFFECTIVE DATE. (PJ Ad 12/24117) 10. UNFINISHED BUSINESS 17.136/18.008 A. City Attorney Search (Transmittal) pg 83 11. PUBLIC INPUT New information or requests to City Council not otherwise on the prepared agenda 12. NEW BUSINESS 18.009 A. City Manager Resignation/Retirement — 9 May 2018 (Transmittal, Letter, Solicitation, pgs 84-222 Proposals, Agreement) 2 of 266 18.010 B. Resolution No. R-18-01 FDOT JPA for Airport Securitv Cameras and Gate Access pgs 223-254 Uggrades (Transmittal, JPA, R-18-01) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A JOINT PARTICIPATION AGREEMENT (JPA) WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) TO FUND THE COST OF REPLACEMENT SECURITY CAMERAS, RECORDING EQUIPMENT, VIDEO MONITORING SOFTWARE AND ADDED GATE ACCESS AT SEBASTIAN MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR EFFECTIVE DATE. 18.011 C. Approve Municipal Election Agreement between the Indian River County Supervisor pgs 255-266 of Elections and City of Sebastian for Calendar Year 2018 and Consider Rescheduling/Cancelling of City Meetings to Accommodate Early Voting in Chambers (Transmittal, Agreement) 13. CITY ATTORNEY MATTERS 14. CITY MANAGER MATTERS 15. CITY CLERK MATTERS 16. CITY COUNCIL MATTERS A. Vice Mayor Kinchen B. Council Member Dodd C. Council Member lovino D. Council Member McPartlan E. Mayor Jim Hill 17. 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) 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 Meetina Dates: January 24, 2018 Regular City Council & CRA Meeting February 14, 2018 Regular City Council February 28, 2018 Regular City Council March 14, 2018 Regular City Council March 28, 2018 Regular City Council 3 of 266 PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION R-15-10 Reqular Citv Council Meetinqs Public inout 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 Meetinqs. 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. Appealinq 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 Headinq on Aqenda 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. 4 of 266 LEARN TO ENHANCE YOUR YARD WITH NATIVE PLANTS I KAk14SFORM1rgU LAIrIDSCAPE�' FOR A SUSTAINA13LE FU'T'URE JANUARY 19 & 209 2018 AT THE EMERSON CENTER ✓ 1590 27TH AVENUE VERO BEACH, FL 32960 ti CONFERENCE JANUARY 19, 2018 SCHEDULE 5:30PM Registration $25 per person ♦ Students only $10 Dr. Douglas Tallamy, Keynote Speaker will present a talk based on his book, 6:OOPM Bringing Nature Home and How You Can Sustain Wildlife with Native Plants, Department of Entomology and Wildlife Ecology, University of Delaware, Newark, DE. A wine and beer reception will follow. JANUARY 20, 2018 8:OOAM Registration 9:00AM Dr. Edie Widder - "Health of the Indian River Lagoon," CEO & Senior Scientist, Ocean Research & Conservation Association, Ft. Pierce, FL Steve Turnipseed, Transformation of a Turfgrass Lawn into a Native Plant 9:45AM Landscape," President of the Villages Chapter of the Native Plant Society, The Villages, FL 10:30AM Break 10:45AM Tod Winston, "Plant It and They Will Come," Program Manager, Plants for Birds, National Audubon Society Dr. Juanita N. Baker, "Why should we attract the birds? What habitats do they 11:30PM need in our yards?" Pelican Island Audubon Society, Professor Emeritus, Florida Institute of Technology 12:OOPM Box Lunch 12:45PM Dr. Zak Gezon, 'Pollinators in a changing climate," Conservation Program Manager, Walt Disney Company 1:30PM Robin Pelensky, "Lagoon Gardens to save the Lagoon," Landscape Architect, Surlaterre Landscape Architecture 2:15PM Break 2:30PM Nickie Munroe, "What is Florida Friendly Landscaping?," Indian River County Environmental Horticulture Agent 3:15PM Jacob E. Ensor, "Changing HOA Rules to comply with State Statutes," Ross Earle Bonan & Ensor, P.A. 4:OOPM Summary: What can we do to improve the lagoon and our plants and animals? REGISTER ONLINE AT SPONSORS $1,500 -Florida Power& Light • Grand Harbor Audubon Society •National Estuary Program / EPA • Sunrise Rotary Club $1,000 •Environmental Learning Center -Dr. Richard Sakai $500 Friends of the Carr Refuge -Garden Club of IRC •Ken Gonyo • The Law Office of George Glenn • Indian River Neighborhood Association Marine Resources Council $250 -Brevard Indian River Lagoon Coalition • Conradina Chapter - Florida Native Plant Society • Friends of St. Sebastian River Steve Goff Frances Graves -Indian River Land Trust •Mandala Village & Resort NationalAudubon Society •Native Plant Horticulture Foundation -Pelican Island Preservation Society -Dr. John Orcutt -St. Johns Riverkeeper •Save the Manatee Club • Sierra Club - Turtle Coast Group • Marie Stiefel WWW. PELICAN ISLANDAUDUBON.ORG FOR MORE INFORMATION PHONE: 772-567-3520 1 EMAIL: PIAUDUBON @YAHCg:�,Fn(R&1 Cr YOF SE LAN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL & COMMUNITY REDEVELOPMENT AGENCY REGULAR MEETING MINUTES WEDNESDAY, DECEMBER 13, 2017 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor Hill called the regular meeting to order at 6:00 p.m. 2. Pastor Will Finnin of the Sebastian United Methodist Church gave the invocation. 3. The Pledge of Allegiance was led by Vice Mayor Kinchen. 4. ROLL CALL Mayor Jim Hill Vice Mayor Linda Kinchen Council Member Ed Dodd Council Member Albert lovino Council Member Bob McPartlan Citv Staff Present City Manager Joe Griffin Interim City Attorney Cynthia Hall City Clerk Jeanette Williams Community Development Director Lisa Frazier Administrative Services Director Ken Killgore Asst. Administrative Services Director Cindy Watson Procurement Manager Randy Moyer Police Chief Michelle Morris 5. AGENDA MODIFICATIONS Modifications and additions require unanimous vote of City Council members There was no objection to the City Manager's request to add the presentation of an award from the Indian River Lagoon Council under Item #6 and Mr. Dodd's request to pull Item 9B. 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS Brief Announcements Sebastian River Art Club Show in Riverview Park — Dec. 16 from 10 am to 4 pm Sebastian Craft Club Show in Riverview Park — Jan. 6 from 10 am to 3 pm Mayor Hill announced the upcoming events and Vice Mayor Kinchen added that the Sebastian Police Department would be hosting a family movie night in Riverview Park on December 21 at 6:00 p.m. and the movie would be The Polar Express. 6 of 266 Regular City Council & CRA Meeting December 13, 2017 Page Two Added A. Indian River Laaoon Council Award The Community Development Director displayed a mounted photo and said the Indian River Lagoon Council wanted to formally express their gratitude to Council for providing office and meeting space for the Lagoon Council. The photo was taken on Indian River Drive across from Little Mud Creek by David Fischer of St. Lucie County. 7. Recess Citv Council Meetina and Convene as Communitv Redevelopment Aaencv A. Chairman Hill called the CRA meeting to order at 6:06 p.m. Vice Chairperson Kinchen, Mr. Dodd, Mr. lovino, Mr. McPartlan, and Chairman Hill were present. B. ADprove Minutes — November 22, 2017 CRA Meetina MOTION by Mr. Dodd and SECOND by Vice Chairperson Kinchen to approve the November 22, 2017 CRA minutes passed with a voice vote of 5-0. C. Approve Facade, Sian and Landscape Grant — Pareidolia Brewina Co., 712 Cleveland Street (Transmittal, Proaram Summarv, Application) The Community Development Director said the Pareidolia Brewing Co. has relocated their existing business and is requesting assistance with their sign. Staff recommended approval. MOTION by Vice Chairperson Kinchen and SECOND by Mr. McPartlan to approve the Fagade, Sign and Landscape Grant to Pareidolia Brewing Co. Damien Gilliams, 1623 US Hwy 1, said there will be product manufacturing in a non -permitted zoning area. He asked if it is an authorized use before the Agency approved the grant. ROLL CALL: Mr. Dodd - aye Mr. lovino - aye Mr. McPartlan - aye Mr. Hill - aye Vice Chairperson Kinchen - aye Motion carried 5-0. D. Approve Septic -to -Sewer Grant — Marine Bank & Trust Comoanv, 1020 U.S. Hiahwav 1 (Transmittal, Application, Deed, Tax Receipt, Plan) The Community Development Director reported the Bank would like to convert their septic system and recommended approval. MOTION by Mr. Dodd and SECOND by Mr. McPartlan to approve the grant award to the Marine Bank and Trust Company. ROLL CALL: Mr. lovino - aye Mr. McPartlan — aye Mr. Dodd - aye Chairman Hill — aye Vice Chairperson Kinchen — aye Mr. Dodd - aye Motion carried 5-0. E. Chairman Hill adjourned the CRA meeting at 6:11 p.m. 8. Adiourn Communitv Redevelopment Aaencv Meetina and Reconvene as Citv Council 7 of 269 Regular City Council & CRA Meeting December 13, 2017 Page Three Mayor Hill reconvened the City Council meeting at 6:11 p.m. and all Council Members were present. 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 — November 22, 2017 Regular Meeting 17.178 B. Enforcement of Traffic Laws on Private Property and Authorize the Chief of Police to Execute Appropriate Agreements (Transmittal, F.S.316.006, F.S.316.123) 17.179 C. Approve Alcoholic Beverages for Quispe Event at Community Center on December 16, 2017 from 4:00 p.m. to 10:00 p.m. — DOB Verified (Transmittal, Application, Receipt) 17.180 D. Approve Alcoholic Beverages for Gomez Event at Community Center on January 27, 2018 from 3:00 p.m. to 9:00 p.m. — DOB Verified (Transmittal, Application, Receipt) MOTION by Mr. McPartlan and Vice Mayor Kinchen to approve Consent Agenda Items A, C, and D. ROLL CALL: Council Member McPartlan — aye Mayor Hill —aye Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Motion carried 5-0. Item 9B Mr. Dodd asked if there would be additional costs to the City and how would we capture reimbursement. The Police Chief said that she did not expect additional costs unless extensive time was requested. She noted the Department does have an extra duty policy to cover security at homeowners meetings and things of that nature. She said this was to enforce the traffic laws where there are some issues. The Police Chief explained in communities with a lower speed limit, studies would be completed to determine which limit would be feasible; all of the agreements would be reviewed by the City Attorney; and the City would be able to verify speed limit signs under FDOT rules. MOTION by Mr. Dodd and SECOND by Mr. McPartlan to approve Consent Agenda Item 9B. ROLL CALL: Mayor Hill —aye Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Council Member McPartlan — aye Motion carried 5-0. Regular City Council & CRA Meeting December 13, 2017 Page Four 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. 17.014 A. Citizens Budaet Review Advisory Board (Transmittal, Applications, Ad, Roster) i. Interview, Unless Waived, Submit Nominations for Two At -Large Positions The City Clerk said both incumbents were interested in serving again; and Mr. Hoffman was available to interview. The Interim City Attorney advised that Council Member lovino would still need to make his appointment. Mr. McPartlan nominated Mr. Hall and Mr. Hoffman for the at -large positions. There were no further nominations. It was Council's consensus that Mr. Hall and Mr. Hoffman will serve again until November 2018. 17.181 B. Parks and Recreation Advisory Committee (Transmittal, Applications, Ad, Roster) i. Interview, Unless Waived, Submit Nominations for One, Unexpired Reaular Member Position The City Clerk announced that Mr. Sunnycalb would like to move up to the regular member position and applicant, Mr. McKinniss, was interested in serving. Mayor Hill nominated Mr. McKinniss and Mr. Dodd nominated Mr. Sunnycalb to the regular member position. ROLL CALL: Vice Mayor Kinchen — McKinniss Council Member Dodd — Sunnycalb Council Member lovino — McKinniss Council Member McPartlan - McKinniss Mayor Hill — McKinniss Jay McKinnis will serve as the regular member on the Parks and Recreation Advisory Committee. 11. PUBLIC HEARINGS - None 12. UNFINISHED BUSINESS 17.136 A. Citv Attornev Search (Transmittal, Rankina, Aareement) The City Manager reported that he has vetted Council's top four candidates (Clifford Repperger, Cynthia Hall, Philp Sherwin, James Stokes) and asked for direction. It was the consensus of Council to bring in the four candidates at once and interview them individually in separate rooms sometime during the first week of January. Damien Gilliams cited the advertisement requiring applicants should be certified in government law with five years of experience which some of their choices were not. Mayor Hill noted he was impressed with qualified candidates that have come forward. 9 of 269 Regular City Council & CRA Meeting December 13, 2017 Page Five 13. PUBLIC INPUT New information or requests to city council not otherwise on the prepared agenda Bruce Zingman thanked the City Council for greeting Santa after the Parade. He also thanked the Veterans' Honor Guard, the Police Department, Indian River Fire Prevention, Sherriff's Department, Public Works, Community Police Volunteers, GFWC Senior and Junior Woman's Club of Sebastian, the Sebastian Area Chamber of Commerce, volunteers, and those that watched the wonderful Holiday Parade. Mayor Hill thanked him for organizing the Parade and making Sebastian such a special community. Mark Bondi, 997 George Street, distributed a flyer for an upcoming conference called Transforming Landscapes for a Sustainable Future to be held January 19 in Vero Beach. He said the Pelican Island Audubon Society may be working with the Natural Resources Board in the future for those who may want to attend the conference. There was no objection from Council to place the flyer on Channel 25. Carl Kelly said he was very dissatisfied with the response from the Public Works Department as there has been standing water in front of his neighbor, Vern Barnes' home at 121 Arcadia Drive, for 22 months; recently someone came to take pictures but they did not communicate with his neighbor. He said about five years ago, a taper was installed on the swale but now the water runs toward the house. He has been told the driveway pipe is clogged but he can blow air through the pipe. He asked that the City communicate what is going to happen regarding the standing water. Damien Gilliams said he has requested a drainage master plan and be proactive instead of responding to residents one at a time. The City Manager said he has spoken to Mr. Barnes twice and informed him that his driveway pipes are clogged; the employee he spoke of taking pictures was working on an unrelated project. Mayor Hill said he would take a look at Mr. Barnes' swale. Mr. lovino said since the last Council meeting, he has spoken to the City Manager about changes currently underway to combat the citywide drainage problem. 14. NEW BUSINESS 17.166 A. Stormwater Policv (Transmittal, Policv, LDC 54-3-10.5, FY17/18 Assessment) The City Manager said this policy was to address the aging driveway pipes which are the property owner's responsibility but there is only 20-30% participation in keeping the pipes open which impacts the roads. His plan is to pave the deteriorated roads throughout the City in block sections and follow that with stormwater corrections. He said once the City has improved the driveway pipe and swale, the homeowner would be expected to maintain the drainage improvements. He asked Council to approve this policy. 10 of 269 Regular City Council & CRA Meeting December 13, 2017 Page Six 6:52 pm 17.166 17.182 MOTION by Mr. McPartlan and SECOND by Vice Mayor Kinchen to approve the stormwater policy. Mr. Dodd asked to display the chart on page 91 of the agenda packet to show the public the paving schedule of the streets. (See attached) The City Manager pointed out the first street scheduled is Indian River Drive that was a separate line item in the budget and part of the planned citywide improvements. Vern Barnes, 121 Arcadia, asked for help with the standing water in his yard previously described by Mr. Kelly. James Clifton, 817 Cain Street, asked if the property owners would have the opportunity to opt out of the maintenance because as an example, he does not own the proper equipment to maintain the quarter round installed in his yard and being that is a part of an overall system he didn't think it should be the responsibility of property owner. He said he would rather have grass than maintain the quarter round. Mr. Clifton said the policy is punitive to the property owners of the City. Mayor Hill said the policy is stating that if the City makes repairs to a swale or pipe, the cost of any future repair would be revert back to the property owner. Mr. Dodd said the paving plan should be communicated to the public. ROLL CALL: Council Member Dodd — aye Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — aye Vice Mayor Kinchen — aye Motion carried 5-0. B. Award Florida Site Contracting the Construction Services Agreement for Drivewav Pipe Replacement and Authorize the Citv Manager to Execute Appropriate Documents (Transmittal, Analvsis, Agreement) The City Manager explained the driveways in then if need be, the swales corrected; an( approval. one City block would be addressed at a time; then the street paved. He recommended ROLL CALL: Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — aye Vice Mayor Kinchen — aye Council Member Dodd - aye Motion carried 5-0. C. Award Continuing Services Agreement (CSA#7) to MBV Enciineerina in the Amount of $32,250 for Indian River Drive Improvements (Transmittal, CSA #7) The City Manager stated as part of the citywide drainage improvements, this agreement would address the repairs needed on Indian River Drive and recommended approval. MOTION by Mr. McPartlan and SECOND by Vice Mayor Kinchen to approve the continuing services agreement with MBV Engineering to improve Indian River Drive. 11 of 269 Regular City Council & CRA Meeting December 13, 2017 Page Seven Mayor Hill asked if interviews would be conducted regarding the need for the speed humps, cross walks and signs with lights along Indian River Drive. The City Manager stated the agreement was to address the drainage but he would pass along his concerns as they begin work. ROLL CALL: Council Member McPartlan — aye Mayor Hill — aye Vice Mayor Kinchen — aye Council Member Dodd - aye Council Member lovino - aye Motion carried 5-0. 17.183 D. Award Bid and Three Year Contract to Creative Pvrotechnics for 4th of July Fireworks Disr)lav in the Amount of $25,000 Per Year (Transmittal, Contracts, Bid) The City Manager said the current contract expired, it was put out to bid and the incumbent vendor was the only response. He recommended approval. MOTION by Mr. Dodd and SECOND by Mr. McPartlan to award the three year contract for the 4th of July Fireworks Display to Creative Pyrotechnics. The Interim City Attorney advised that the workers' compensation exemption certificate would only cover the owner but no other employees and proof of coverage for employees may be sought given the nature of the work. FRIENDLY AMENDMENT by Mr. Dodd and SECOND by Mr. McPartlan to approve the contract conditional upon proof of workers' compensation. Mr. lovino asked about the increase in price and the City Manager explained that he expected an increase, he was happy with this past display and was more than happy with their quality of the work and it was prudent to approve the contract. Mayor Hill said the City used to receive donations to offset the cost and asked if that could happen again. The City Manager explained the former City Attorney did not feel that the display should be acquired by donations but he had asked the Community Development Department to seek future donations. Mayor Hill said the solicitation of potential donations show the City's pride. ROLL CALL: Mayor Hill —aye Council Member Dodd — aye Council Member McPartlan - aye Motion carried 5-0. 15. CITY ATTORNEY MATTERS - None 16. CITY MANAGER MATTERS Vice Mayor Kinchen — aye Council Member lovino - aye The City Manager reported that Chamber of Commerce's Light Up Night went very well and the holiday parade was well attended. He thanked the City employees and Police Department and participants for ensuring the success of the events. 17. CITY CLERK MATTERS - None 12 of 2669 Regular City Council & CRA Meeting December 13, 2017 Page Eight 18. CITY COUNCIL MATTERS A. Mayor Hill wished everyone a Merry Christmas and Happy Hanukkah. He also thanked staff for a great year and looked forward to 2018. B. Vice Mayor Kinchen wished everyone a safe and happy holiday. C. Council Member Dodd also wished everyone a Merry Christmas and to be safe and secure if they will be traveling. D. Council Member lovino reminded the public that Shop with a Cop would take place Wednesday, December 20 at Walmart and thanked everyone that participated in the Salvation Army's Red Kettle Campaign. He wished everyone a Merry Christmas, Happy New Year, and Happy Hanukkah. E. Council Member McPartlan complimented staff for the successful Pearl Harbor Day Ceremony, Light Up Night and parade. He wished everyone a Merry Christmas and Happy New Year. 19. Being no further business, Mayor Hill adjourned the Regular City Council meeting at 7:12 p.m. Approved at the January 10, 2018 Regular City Council Meeting. Mayor Jim Hill ATTEST: Jeanette Williams, MMC — City Clerk 13 of 268 Cif SEWTIAN ;C&�� HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: 10 January 2018 AGENDA ITEM TITLE: Resolution Accepting 4`" Quarter Financial Report and Adopting Amendments to the FY 16117 Annual Budget. RECOMMENDATION: Approve R-18-02. BACKGROUND: Pursuant to City financial policies, budget reviews and any necessary adjustments are presented to the City Council quarterly. A capital project status report, investment report, report on General Fund Reserves and accomplishments are also included. City Council had previously approved several adjustments during the quarter to allocate funds to various projects. Formal approval by the City Council is being requested on the use of balances in the Equipment and Facilities Renewal and Replacement Reserve to fund repair and replacement items during the quarter. The City Manager has discretion to proceed with these purchases from the Reserve and request formal approval with the next Quarterly Financial Report. These adjustments included repairs to the Golf Course Clubhouse (restrooms, hallway and door repairs) that were in addition to allocations that were approved from DST and State funding for renovations. In accordance with the authority given by the Annual Budget Resolution, the City Manager has approved other budget transfers between accounts within Departments and made adjustments necessary to "implement programs, projects and expenditures authorized by the City Council." The City Manager's adjustments included budget changes to reallocate funds to/from expenditure accounts and capital projects as necessary during the quarter. All the above adjustments are summarized in Exhibit "A" that is an attachment to the Resolution. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Total Cost: As per Exhibit "A" of Resolution Amount of Appropriation Required: As per Exhibit "A" of Resolution Administrative Services Department/CFO Review:— ` ATTACHMENTS: City Manager Authorization: Date: 3 January 2018 1. R-18-02 and Exhibit "A" 2. FYI 6/17 Q4 Financial Report 14 of 266 RESOLUTION NO. R-18-02 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2016 AND ENDING SEPTEMBER 30, 2017 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on September 30, 2017 indicated that certain budget adjustments needed formal approval by the City Council; and WHEREAS, the City Council and City Manager have previously approved any other necessary adjustments in accordance with the Annual Budget Resolution; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, THAT: Section 1. The budget of the City of Sebastian, Indian River County, Florida for the Fiscal Year beginning October 1, 2016 and ending September 30, 2017 be formally amended as necessary, a summary of such amendments being attached hereto and more particularly identified as Exhibit "A", the revised appropriations, if any, are set out therein and are hereby made to maintain and carry on the government of the City of Sebastian, Indian River County, Florida. Section 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed. Section 3. This Resolution shall become effective immediately upon its adoption. It was moved for adoption by Councilmember . The motion was seconded by Councilmember and, upon being put to a vote, the vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Councilmember Bob McPartlan Councilmember Ed Dodd Councilmember Albert Iovino The Mayor thereupon declared this Resolution duly passed and adopted this 10`h day of January 2018. ATTEST: Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA Mayor Jim Hill Approved as to form and content for reliance by the City of Sebastian only: Cynthia V. Hall Interim City Attorney 15 of 266 EXHIBIT "A" of RESOLUTION R-18-02 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED SEPTEMBER 30, 2017 Additional Chances Submitted for Citv Council Aooroval: Amounts Adjustment from Equipment & Facilities Reserve to replace Riverview Park Playground. $ 33,000 Adjustment from Equipment & Facilities Reserve to replace Pro Shop Air Conditioner. $ 5,950 Adjustment from Equipment & Facilities Reserve to replace truck for the Airport. $ 22,514 Adjustment from Equipment & Facilities Reserve to replace air conditioner unit in the Airport Vault. $ 9,427 Adjustment from Equipment & Facilities Reserve to repair restrooms, hallway and doors. $ 71,583 16 of 266 Amounts Changes Authorized by City Manager: Adjustment to record acquisition of vehicle for Police Department via a final judgement of forfeiture. $ 1,230 Adjustment between Parks Division accounts to record Dog Park water fountain. $ 2,723 Adjustment to create Oyster Pointe Baffle Box Project from Working Waterfront Phase 3 Project. $ 164,500 Adjustment between Community Development accounts to cover new Chamber of Commerce sign. $ 10,899 Adjustment to record Grant revenue received to purchase bulletproof vest. $ 6,708 Adjustment to record State Shared Revenue contributed to the Police Pension Plan. $ 168,628 Adjustment between City Manager accounts to cover additional dues and memberships. $ 231 Adjustment between Community Development accounts to properly code expenditures. $ 9,700 Adjustment to Rebuilding Greens Project within spending funded by $700,000 Building Fund Loan. $ 96,454 Adjustment to close the Friendship Park Improvements Project. (Pickle Ball budgeted in FY2018.) $ 232,769 Adjustment to Administrative Services accounts to properly code expenditures. $ 25,410 Adjustment to Cemetery Division accounts to properly code expenditures. $ 2,669 Adjustment between Parks Division accounts to properly record expenditures. $ 32,900 Adjustment to fund Columbariums from Trust Fund and use DST Funds for Police Evidence Building. $ 49,134 Adjustment between Audio Visual accounts to allocate monies for Laserfiche training. $ 450 Adjustment to record a Safety Grant by the Insurance Carrier to purchase 3 AED units and supplies. $ 4,999 Adjustment between Police accounts to properly code expenditures. $ 3,750 Adjustment to record recovery of cost of demolishing a condemned structure. $ 5,200 Adjustment to fund Oyster Bags at Working Waterfront Project from a $24,000 IRLC Grant and the Indic $ 47,928 River Lagoon Project. Adjustment to close the Presidential Streets Project. $ 32,198 Adjustment to close Tulip Street Project. $ 2,660 Adjustment to record $35,576 DEP Grant and to close Working Waterfront Drainage Project. $ 48,426 Adjustment to record JAG Grants for the purchase of Police equipment. $ 8,141 Adjustments to reduce Payroll Automation $4,704 and close Paint City Hall $2,027, Computer Upgrades $42,500, Audio Visual Equipment $8,536, Road Crossing Pipes $50,000, Pipe Slip -lining $ 142,617 $31,461, Stonecrop Drainage Design $309 and Rebuild Greens $3,080 for funds not used by year-end. Adjustment to create a Project for the Chamber of Commerce Sign. $ 10,899 Adjustment to cancel the Working Waterfront Phase 3 Project. (Deferred in CIP to FY2019.) $ 235,500 Adjustment to close the Hangar C Project. $ 17,084 Adjustment to fund Cart Path Repair Project within spending funded by $700,000 Building Fund Loan. $ 68,592 Chances Approved by City Council: Amounts Adjustmentto Grantfor Tulip Street for Amendment 2 June 14, 2017. $ 38,197 Adjustment to use $50,000 DST Funds and $50,000 Grant for Restaurant Upgrades July 26, 2017. $ 100,000 Adjustment to use another $135,000 DST Funds toward Restaurant Renovations August 23, 2017. $ 135,000 Additional Chances Submitted for Citv Council Aooroval: Amounts Adjustment from Equipment & Facilities Reserve to replace Riverview Park Playground. $ 33,000 Adjustment from Equipment & Facilities Reserve to replace Pro Shop Air Conditioner. $ 5,950 Adjustment from Equipment & Facilities Reserve to replace truck for the Airport. $ 22,514 Adjustment from Equipment & Facilities Reserve to replace air conditioner unit in the Airport Vault. $ 9,427 Adjustment from Equipment & Facilities Reserve to repair restrooms, hallway and doors. $ 71,583 16 of 266 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY OVERVIEW THE FOURTH QUARTER FOR GENERAL FUND ENDED WITH 98% OF BUDGETED REVENUES RECEIVED AND DEPARTMENTS SPENDING 95% OF AMOUNTS ALLOCATED. THE R&R RESERVE WAS REDUCED BY NECESSARY EXPENDITURES (INCLUDING RESTAURANT) TO AN AVAILABLE REMAINING BALANCE OF $29,800. GOLF COURSE REVENUES WERE AFFECTED BY CLOSING 9 HOLES DURING THE RECONSTRUCTION OF THE GREENS. REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES, AS THESE ARE NOT BEING MATCHED WITH AIRPORT FUNDS. BUILDING FUND REVENUES REMAIN AT HIGH LEVELS BUT WERE SLIGHTLY LESS THAN LAST YEAR. GENERAL FUND The graph below and left compares General Fund Revenues, Expenditures and Total Cash Reserves at the end of the 0 quarter to the end of the prior fiscal year. Recoveries from Hurricanes have not yet been fully adjusted. The graph below and right compares the 4'h quarter of this year to the 4'h quarter of the prior 2 years. Revenues exceeded expenditures and will be used to restore the Renewal and Replacement Reserve to the $275,000 maximum balance. 14,000,000 12,000,000 10,000,000 8,000,000 6,000,000 4,000,000 2,000,000 0 Reserves 5,526,674 1 5,786,622 14,0a0,01a Revenues Expended 19'3,'2016 11,742,247 11,568 292 19f3f�''2017 12,088,928 11,828,980 Reserves 5,526,674 1 5,786,622 14,0a0,01a 12,000,000 10,000,000 0,000,000 4,000,000 2,000.000 0 � -2,000,000 Revenues Epended +!-Reserves I1913C12015 11,198,671 11226,157 127,486) 101Jal2016 11,742247 11,568,292 173,955 l09l3011017 12,088,928 11,828,980 259,948 The graph below and left shows collections through the 4't' quarter of the three main sources of General Fund Revenue and of those three as a total. Those three sources and property taxes are 71 % of budgeted revenue. Although $119,972 more was received from those three sources through the 4'h quarter of this year, as compared to the same period last year, we received $36,040 less than budgeted. The graph below and right shows the percentage of budgeted expenditures by department at the end of the quarter. In total, departments expended 95% of amounts budgeted. 5,000,000 4,50,000 4,000,000 / 3,500,000 f 3,000,000 2,500,000 i 2,000,000 1,500,000 1,000,000 50,000 4 QV 2015 41h Qtr 2016 2017 Budget 2017 Actual IeEl C*Randne NELdre lth TA e4 -m Saks Tai aTedsarth 'rhm 100.0% 75.0% 50.0% 25.0% OR% d�N G��9 d�ti3 a�xs X15 �xy9 $peP Erge��' Q�+ �p ti' 1 OJO, Pagel of 3 17 of 266 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT EXECUTIVE SUMMARY (CONTINUED) SPECIAL REVENUE FUNDS AND CAPITAL PROJECTS Special Revenue Funds provide most of the monies needed for capital projects. The graph below and left shows collections the current year compared to the past two years and the current annual budget and collections for Local Option Gas Taxes (LOGT), Discretionary Sales Tax (DST) and Stormwater Fees. We had an increase in DST collections, while the others were about the same. The graph below and right shows totals budgeted for capital projects, as compared to amounts spent through the 4t°' quarter of this year. It reflects large unexpended amounts for the Football Field Restrooms, Club House Restaurant, Septic -Sewer Grants and Oyster Point Drainage Projects. 3,500,000 3,000,000 2,500,000 240Q400 / 1,9,000 1,OOQ00(I r 504,000 LOGT F OST Slona0ee NWNS Izh4tr N 076WA IM17W DEBT SERVICE FUNDS AND LONG-TERM DEBT $6,000,000 $5,000,000 $4,000,000 $3,000,00D $2,000,000 $1,000,000 ills o X00 q0 G apt F��a vol e�. 661`1 �tQna 9 01a° o ,Pos° ,q c� a�e��ela aa�g0 �pP �?a15�0 d o`� The City's long-term debt includes the Stormwater Revenue Bank Note ($1,912,000 outstanding, maturing 5/01122). The City refunded the previously issued bonds with a Bank Note on December 18, 2013. The City also has a Bank Note for Street Repaving ($1,052,000 outstanding, maturing 12/01/22). The Bank Loan on Golf Carts was paid off on 09/06/17 and replaced with a capital lease that was approved by the City Council on June 28, 2017. The City is in compliance with requirements on all these obligations. GOLF COURSE The graph below and left compares Golf Course Revenues, Expenses and Reserves through the end of this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses through the end of this year to the end of the prior two years. The increase in negative Reserves is due to the large amount of capital improvements financed by loans from the Building Department. 3,000,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 (500,000) (1,0001000) (1,544,040) - -. ReveNes 1913012016 2,117,130 IMM017 1,563,740 FA Expended 2,775,751 1,396,213 Reserees (1,495,926) 1 (1,478,399) 1 3,400,000 2,500,000 2,000,000 1,500,000 1,000,000 500,000 / (500,000) {1,000,000} RevenLea Expended +I. Reserves f 11913 O15 1,334,428 1274,166 60,262 1193012016 2,117,130 2,775,751 {6581621} 1002017 1,563,740 1,946,213 (382,4731 1 Page 2 of 3 18 of 266 AIRPORT The graph below and left compares Airport Revenues, Expenses and Reserves through the end of this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses through this year to the prior two years at this same time, plus the impact to Reserves. Capital expenses on Gates ($12,000), Swoop Pond ($6,020) and Wind Sock ($4,826) caused expenses to exceed revenues in FY2017. 600,000 400,000 200,000 (200,000) (400,000) (640,000) ($00,x) 19'3012016 f W3012017 BUILDING 409,476 411,371 (770,636) 600000 500,000 400,000 300,000 200,000 100,000 0 (100,000) Revenues JOW30315 477,691 JOW30316 517,343 JOW30017 409,476 Aw Expended +I.Resmes I 424,341 53,350 555,473 (38,130) 471,377 (61,901) The graph below and left compares Building Department Revenues, Expenses and Reserves through the end of this year to the end of the prior fiscal year. The graph below and right compares Revenues and Expenses through this year to the prior two years, plus the positive or negative impact to Reserves. 1,300,000 808000 300000 (200,000) 193012416 1930317 815,300 702,630 1,087:608 786,994 598,766 1,275,836 900,000 800,004 700,000 600,000 500,000 42,000 300,000 200,000 / 100,000 0 Revenues 10301015 717,270 103071016 615,300 169'3012017 786,994 691,634 702,630 598,766 35,636 112,670 188,226 Page 3 of 3 19 of 266 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GENERAL FUND TAXES -6,747,713.28 -7,178,016.00 -7,546,774.01 -7,785,255.29 -7,871,032.00 99% LICENSES & PERMITS -138,562.87 -147,218.23 -136,614.26 -135,899.23 -139,500.00 97% INTERGVT'L REVENUE -2,363,935.70 -2,515,809.77 -2,654,804.99 -2,807,990.42 -2,710,767.00 104% CHARGES FOR SERVICE -375,125.28 -320,953.80 -326,773.66 -312,759.64 -321,102.00 97% FINES AND FORFEITS -52,239.15 -60,685.29 -72,009.68 -70,411.10 -55,000.00 128% MISC. REVENUE -247,747.05 -257,681.61 -328,119.61 -313,043.23 -312,278.00 100% TRANSFERS IN -630,748.00 -718,306.00 -677,150.60 -663,569.00 -663,569.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -318,963.00 0% GENERAL FUND REVENUE -10,556,071.33 -11,198,670.70 -11,742,246.81 -12,088,927.91 -12,392,211.00 98% CITY COUNCIL 49,939.28 50,522.35 48,719.52 53,750.96 53,889.00 100% CITY MANAGER 264,715.45 257,181.01 287,768.63 267,924.98 270,461.00 99% CITY CLERK 282,115.78 343,529.92 353,079.53 180,697.73 188,919.00 96% LEGAL 102,958.45 103,869.65 94,682.00 68,346.44 101,720.00 67% ADMINISTRATIVE SERVICES 555,310.57 558,458.95 550,158.51 571,114.89 573,857.00 100% M.I.S. DIVISION 143,139.13 184,978.63 199,227.08 165,193.25 233,201.00 71% AUDIO VISUAL 0.00 0.00 163,252.96 107,121.26 121,939.00 88% POLICE DEPARTMENT 4,614,694.85 4,700,070.98 5,006,600.08 5,167,241.70 5,069,102.00 102% ENGINEERING 0.00 0.00 0.00 604,499.51 610,345.00 99% PUBLIC WORKS 3,312,372.86 3,711,008.83 3,406,025.10 2,936,388.52 3,256,997.00 90% COMMUNITY DEVELOPMENT 248,945.54 213,731.43 253,528.88 214,587.49 256,830.00 84% NON -DEPARTMENTAL 698,964.43 1,102,805.02 1,205,249.38 1,492,113.12 1,654,951.00 90% GENERAL FUND EXPENDITURES 10,273,156.34 11,226,156.77 11,568,291.67 11,828,979.85 12,392,211.00 95% LOCAL OPTION GAS TAX TAXES -555,934.25 -633,095.83 -646,132.08 -674,778.08 -665,600.00 101% INTERGVT'L REVENUE -9,758.00 -10,050.00 -10,352.00 -12,532.00 -12,532.00 100% MISC. REVENUE -2,918.31 -239.45 -1,792.39 -947.47 -97.00 977% TRANSFERS IN 0.00 -207,000.00 -200,000.00 -200,000.00 -200,000.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -222,346.00 0% LOGT FUND REVENUE -568,610.56 -850,385.28 -858,276.47 -888,257.55 -1,100,575.00 81% OPERATING EXPENSES 205,872.69 220,332.92 214,567.87 120,827.57 180,249.00 67% DEBT SERVICE 242,740.90 242,783.29 242,748.10 14,267.50 14,268.00 100% GRANTS AND AIDS 0.00 0.00 444,255.40 242,635.30 242,635.00 100% TRANSFERS OUT 228.80 136,742.10 0.00 663,423.25 663,423.00 100% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 N/A LOGT FUND EXPENDITURES 448,842.39 599,858.31 901,571.37 1,041,153.62 1,100,575.00 95% DISCRETIONARY SALES TAX TAXES -2,738,405.05 -2,916,092.42 -3,052,153.22 -3,207,904.68 -3,004,788.00 107% MISC. REVENUE -22,836.70 -29,239.63 -28,448.97 -15,463.05 -27,418.00 56% FROM FUND BALANCES 0.00 0.00 0.00 0.O0 -2,352,410.00 0% DST FUND REVENUE -2,761,241.75 -2,945,332.05 -3,080,602.19 -3,223,367.73 -5,384,616.00 60% OPERATING EXPENSES 0.00 0.00 0.00 3,750.00 0.00 N/A TRANSFERS OUT 2,472,550.18 3,534,495.65 2,785,072.78 3,309,345.77 4,127,210.00 80% TO FUND BALANCES 0.00 0.00 0.00 0.00 1,257,406.00 0% DST FUND EXPENDITURES 2,472,550.18 3,534,495.65 2,785,072.78 3,313,095.77 5,384,616.00 62% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -27,182.22 -37,891.69 -39,019.14 -41,757.59 -37,322.00 112% TRANSFERS IN -272,060.44 -296,420.10 -349,624.18 -342,240.96 -343,707.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -270,955.00 0% RRD REVENUE -299,242.66 -334,311.79 -388,643.32 -383,998.55 -651,984.00 59% OPERATING EXPENSES 146,992.57 134,396.84 253,927.54 71,807.59 137,087.00 52% CAPITAL OUTLAY O.OG 26,095.86 15,083.90 0.00 0.00 N/A GRANTS AND AIDS 0.00 29,717.60 79,696.15 0.00 86,726.00 0% TRANSFERS OUT 327,132.56 74,352.00 28,611.68 229,495.57 418,729.00 55% TO FUND BALANCES 0.00 0.00 0.00 0.00 9,442.00 0% RRD EXPENDITURES 474,125.13 264,562.30 377,319.27 301,303.16 651,9a.(JDOt 2b(: t6% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4TH QTR 4TH QTR 4TH QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING IN LIEU OF FUND MISC. REVENUE -18,219.12 -70,013.88 -26,487.45 -25,413.57 -19,837.00 128% FROM FUND BALANCES 0.00 0.00 0.00 0.00 .58,495.00 0% PARKING IN LIEU OF REVENUE -18,219.12 -20,013.88 -26,487.45 -25,413.57 -78,332.00 32% OPERATING EXPENSES 0.00 0.00 61.60 0.00 0.00 N/A CAPITAL OUTLAY 29,321.50 2,800.00 0.00 44,703.00 44,703.00 100% TRANSFERS OUT 0.00 0.00 0.00 13,792.00 13,792.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 19,837.00 0% PARKING IN LIEU OF EXPENDITURES 29,321.50 2,800.00 61.60 58,495.00 78,332.00 75% RECREATION IMPACT FEE FUND MISC. REVENUE .170,154.19 -137,176.65 -168,152.56 -111,587.38 -137,312.00 81% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -95,230.00 0% REC. IMPACT FEE REVENUE -170,154.19 -137,176.65 -168,152.56 -111,587.38 -232,542.00 48% OPERATING EXPENSES O.OD 8,200.00 0.00 14,774.00 0.00 N/A CAPITAL OUTLAY 0.00 0.00 14,874.50 0.00 0.00 N/A TRANSFERS OUT 123,409.79 101,759.35 17,524.00 46,454.64 232,542.00 20% TO FUND BALANCE 0.00 0.00 0.00 0.00 0.00 N/A REC. IMPACT FEE EXPENDITURES 123,409.79 109,959.35 32,398.50 61,228.64 232,542.00 26% STORMWATER UTILITY FUND MISC. REVENUE -986,955.63 -988,635.86 -994,456.28 -1,002,136.12 -996,875.00 101% TRANSFERS IN 0.00 0.00 -100,000.00 -100,000.00 -100,000.00 100% FROM FUND BALANCES 0.00 0.00 0.00 -121,199.00 0% STORMWATER REVENUE -986,955.63 -988,635.86 -1,094,456.28 -1,702,136.12 -1,218,074.00 90% OPERATING EXPENSES 47,395.69 143,214.45 50,699.07 12,015.15 20,000.00 60% TRANSFERS OUT 989,065.06 799,607.85 769,499.49 1,198,073.88 1,198,074.00 100% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 N/A STORMWATER EXPENDITURES 1,036,460.75 942,822.30 820,198.56 1,210,089.03 1,218,074.00 99% LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS -1,900.00 -2,350.00 .1,048.33 -26,431.00 -1,000.00 2643% MISC. REVENUE -7,403.88 -246.39 -27,743.61 -2,100.00 -1,375.00 153% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 N/A FORFEITURES FUND REVENUE -9,303.88 -2,596.39 -28,791.94 -28,531.00 -2,375.00 1201% OPERATING EXPENSES 12,286.31 14,268.73 5,647.86 2,475.61 0.00 N/A CAPITAL OUTLAY 11,000.00 0.00 15,158.69 10,523.50 1,230.00 856% GRANTS AND AIDS 0.00 3,000.00 3,000.00 3,000.00 0.00 N/A TO FUND BALANCES 0.00 0.00 0.00 0.00 1,145.00 0% FORFEITURES FUND EXPENDITURES 23,286.31 17,268.73 23,806.55 15,999.11 2,375.00 674% DST DEBT SERVICE FUND MISC. REVENUE -40,444.03 -822.47 -914.74 336.69 -1,591.00 -21% FROM FUND BALANCE 0.00 0.00 0.00 -354,853.76 -352,927.00 101% TRANSFERS IN -935,293.04 -1,027,125.00 -867,111.96 0.00 -356,036.00 0% DST DEBT SERVICE REVENUE -975,737.07 -1,027,947.47 -868,026.70 -354,517.07 -710,554.00 50% OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 N/A DEBT SERVICE 2,013,840.20 1,029,306.50 1,028,624.80 354,517.90 710,554.00 50% DST DEBT SERVICE EXPENDITURES 2,013,840.20 1,029,306.50 1,028,624.80 354,517.90 710,554.00 50% STORMWATER DEBT SERVICE FUND MISC. REVENUE -39,285.34 -558.09 -918.42 -1,316.08 -112.00 1175% TRANSFERS IN -408,360.00 -401,736.98 -401,141.04 -402,963.00 -402,963.00 100% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -57.00 0% STORMWATER DEBT REVENUE -447,645.34 -402,295.07 -402,059.46 -404,279.08 -403,132.00 100% DEBT SERVICE 463,413.09 403,588.60 400,499.00 402,357.50 403,132.00 100% TO FUND BALANCES 0.00 0,00 0.00 0.00 0.00 N/A STORMWATER DEBT EXPENDITURES 463,413.09 403,588.60 400,499.00 402,357.50 403,132.40of 266)0% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 4TH QTR 4TH QTR 4TH QTR ACTUALS ACTUALS ACTUALS 2016/2017 2016/2017 2016/2017 4TH QTR ANNUAL PERCENT ACTUALS BUDGET OF BUDGET GOLF COURSE FUND INTRGOVERNMENTAL REVENUE 0.00 0.00 0.00 0.00 -50,000.00 0% CHARGES FOR SERVICE -1,184,747.88 -1,257,158.78 -1,044,300.49 -985,744.12 -1,298,500.00 76% MISC. REVENUE -485,102.26 -77,269.44 -91,671.67 -150,950.91 -40,460.00 373% TRANSFERS IN 0.00 0.00 -981,158.00 -427,044.84 -556,514.00 77% GOLF COURSE FUND REVENUE -1,669,850.14 -1,334,428.22 -2,117,130.16 -1,563,739.87 -1,945,474.00 80% ADMINISTRATION PERSONAL SERVICES 225,169.79 249,570.89 273,207.00 272,220.92 278,734.00 98% OPERATING EXPENSES 416,500.53 341,242.96 410,009.21 349,078.80 365,018.00 96% CAPITAL OUTLAY 518,144.59 S,899.00 1,409,110.40 567,588.85 538,277.00 105% TRANSFERS OUT 0.00 0.00 0.00 0.00 5,527.00 0% TO FUND BALANCES 0.00 0.00 0.00 0.00 33,939.00 N/A ADMINISTRATION 1,159,814.91 596,712.85 2,092,326.61 1,188,888.57 1,221,495.00 97% MAINTENANCE OPERATING EXPENSES 569,189.35 570,897.67 578,949.62 572,528.73 560,126.00 102% CAPITAL OUTLAY -46,076.00 0.00 0,00 0.00 0.00 N/A DEBT SERVICE 1,269.06 -123.97 0.00 0.00 0.00 N/A MAINTENANCE 524,382.41 570,773.70 578,949.62 572,528.73 560,126.00 102% GOLF COURSE CARTS PERSONAL SERVICES 78,300.17 95,327.18 92,368.95 85,335.97 103,547.00 82% OPERATING EXPENSES 5,376.39 2,024.66 4,833.25 4,680.85 2,900.00 161% CAPITAL OUTLAY 0.00 0.00 0.00 89,408.00 0.00 N/A DEBT SERVICE 9,817.06 9,297.92 7,272.27 5,370.49 57,406.00 9% GOLF COURSE CARTS 93,493.62 106,649.76 104,474.47 184,795.31 163,853.00 113% GOLF COURSE FUND EXPENSE 1,777,690.94 1,274,136.31 2,775,750.70 1,946,212.61 1,945,474.00 100% AIRPORT FUND CHARGES FOR SERVICE -13,327.20 -8,913.87 -20,176.12 -18,302.18 -18,750.00 98% MISC. REVENUE -457,525.70 -468,777.10 -497,167.18 -308,206.83 -417,331.00 74% TRANSFERS IN 0.00 0.00 0.00 -82,967.44 -28,040.00 296% AIRPORT REVENUE -470,852.90 -477,690.97 -517,343.30 -409,476.45 -464,121.00 88% PERSONAL SERVICES 81,490.23 117,126.56 141,689.20 216,083.96 203,827.00 106% OPERATING EXPENSES 255,875.65 235,734.97 280,471.96 240,466.66 184,249.00 131% CAPITAL OUTLAY 927.97 2,078.00 63,936.16 4,826.25 27,340.00 18% DEBT SERVICE 19,425,00 19,401.00 19,376.00 24,500.00 24,500.00 100% TRANSFERS OUT 0.00 50,000.00 50,000.00 10,000.00 10,000.00 100% TO FUND BALANCE 0.00 0.00 0.00 0.00 14,205.00 0% ADMINISTRATION 357,718.85 424,340.53 555,473.32 495,876.87 464,121.00 107% ECONOMIC DEVELOPMENT OPERATING EXPENSES 19,527.00 10,035,48 13,584.98 0.00 0.00 N/A ECONOMIC DEVELOPMENT 19,527.00 10,035.48 13,584.98 0.00 0.00 N/A AIRPORT EXPENSE 377,245.85 434,376.01 569,058.30 495,876.87 464,121.00 107% BUILDING FUND LICENSES & PERMITS -674,729.20 -691,083.32 -782,501.73 -724,375.39 -727,800.00 100% CHARGES FOR SERVICE .13,169.40 -13,063.71 -12,635.85 -11,322.28 -12,600.00 90% FINES AND FORFEITS -10,977.00 -6,474.86 -6,502.35 -4,866.00 -4,000.00 122% MISC. REVENUE -3,320.60 -6,647.81 -13,660.26 -16,886.67 -11,476.00 147% TRANSFERS IN 0.00 0.00 0.00 -29,544.00 -29,544.00 100% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -218,845.00 0% BUILDING REVENUES -702,196.20 -717,269.70 -81.5,300-19 -786,994.34 -1,004,265.00 78% PERSONAL SERVICES 377,563.66 428,474.55 428,667.31 454,375.22 454,131.00 100% OPERATING EXPENSES 87,859.49 100,488.08 104,140.68 117,477.45 129,670.00 91% CAPITAL OUTLAY 4,395.00 29,368143 65,736.25 0.00 0.00 N/A TRANSFERS OUT 65,109.96 123,303.00 104,085.96 26,913.00 383,845.00 7% TO FUND BALANCES 0.00 0.00 0.00 0.00 36,619.00 0% BUILDING EXPENSE 534,928.11 681,634.06 702,630.20 598,765.67 1,004,24.400 261060% CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2017 23 of 266 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4th QTR 4th QTR 4th QTR ANNUAL PERCENT ACTUALS ACTUAL ACTUAL ACTUAL BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 22,722.72 22,747.13 22,821.49 22,729.31 22,764.00 100% OPERATING EXPENSES 27,216.56 27,775.22 25,898.03 31,021.65 31,125.00 100% TOTALS 49,939.28 50,522.35 48,719.52 53,750.96 53,889.00 100°x6 CITY MANAGER PER50NAL SERVICES 258,428.74 250,296.36 277,444.59 261,054.74 264,306.00 99% OPERATING EXPENSES 4,208.76 6,884.65 10,324.04 6,870.24 6,155.00 112% CAPITAL OUTLAY 2,077.95 0.00 0.00 0.00 0.00 N/A TOTALS 264,715.45 257,181.01 287,768.63 267,924.98 270,461.00 99% CITY CLERK PERSONAL SERVICES 226,343.81 287,661.84 287,489.64 150,152.33 152,739.00 98% OPERATING EXPENSES 52,802.01 41,270.37 65,589.89 30,545.40 36,180.00 84% CAPITAL OUTLAY 2,969.96 14,597,71 0.00 0.00 0.00 N/A TOTALS 282,115.78 343,529.92 353,079.53 180,697.73 188,919.00 96% LEGAL OPERATING EXPENSES 102,958.45 103,869.65 94,682.00 68,346.44 101,720.00 67% TOTALS 102,958.45 103,869.65 94,682.00 68,346.44 101,720.00 67% ADMINISTRATIVE SERVICES PERSONAL SERVICES 464,034.68 480,509.59 452,107.90 461,830.44 464,648.00 99% OPERATING EXPENSES 89,756.02 77,949.36 98,050.61 105,234.45 105,159.00 100% CAPITAL OUTLAY 1,519.87 0.00 0.00 4,050.00 4,050.00 100% TOTALS 555,310.57 558,458.95 550,158.51 571,114.89 573,857,00 100% M.I.S. DIVISION PERSONAL SERVICES 115,440.50 121,978.70 130,874.64 113,737.28 142,681.00 80% OPERATING EXPENSES 27,698.63 32,471.30 68,352.44 51,455.97 90,520.00 57% CAPITAL OUTLAY 0.00 30,528.63 0.00 0.00 0.00 N/A TOTALS 143,139.13 184,978.63 199,227.08 165,193.25 233,201.00 71% AUDIO VISUAL PERSONAL SERVICES 0.00 0.00 102,068.78 92,766.78 105,362.00 88% OPERATING EXPENSES 0.00 0.00 25,365.03 14,354.48 16,577.00 87% CAPITAL OUTLAY 0.00 0.00 35,819.15 0.00 0.00 N/A TOTALS 0.00 0.00 163,252.96 107,121.26 121,939.00 88% POLICE ADMINISTRATION PERSONAL SERVICES 682,404.30 770,837.41 873,843.67 883,813.77 867,961.00 102% OPERATING EXPENSES 92,290.13 114,750.31 122,937.29 120,668.60 143,562.D0 84% CAPITAL OUTLAY 12,500.00 3,700.00 23,302.61 0.00 0.00 N/A TOTALS 787,194.43 889,287,72 1,020,083.57 1,004,482.37 1,011,523.00 99% POLICE PATROL PERSONAL SERVICES 2,162,610.75 2,135,684.38 2,238,074.07 2,382,211.78 2,303,075.00 103% OPERATING EXPENSES 236,267.30 219,761,15 211,527.70 270,954.06 300,968.00 90% CAPITAL OUTLAY 10,464.70 17,306.75 8,241.00 19,372.80 17,548.00 110% TOTALS 2,409,342.75 2,372,752.28 2,457,842.77 2,672,538.64 2,621,591.00 102% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 148,218.95 153,223.82 162,772.10 149,565.89 148,113.00 101% OPERATING EXPENSES 22,522.25 14,626.79 15,944,75 15,138.06 18,386.00 82% TOTALS 170,741.20 167,850.61 178,716.85 164,703.95 166,499.00 99% POLICE INVESTIGATIONS PERSONAL SERVICES 628,633.25 622,918.41 669,523.48 603,082.70 560,888.00 108% OPERATING EXPENSES 102,518.27 105,415.60 125,100.40 106,216.72 121,240.00 88% CAPITAL OUTLAY 0.00 0.00 15,444.18 5,188.16 6,000.00 86% TOTALS 731,151.52 728,334.01 810,068.06 714,487.58 688,128.00 104% 23 of 266 POLICE COMMUNICATIONS PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS ENGINEERING PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS ROADS AND DRAINAGE PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS STORMWATER UTILITY DIVISION PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS CENTRAL GARAGE PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS FACILITIES MAINTENANCE PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS PARK5/RECREATION PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS CEMETERY PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS COMMUNITY DEVELOPMENT PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TOTALS NON -DEPARTMENTAL PERSONAL SERVICES OPERATING EXPENSES CAPITAL OUTLAY TRANSFERS OUT TO FUND BALANCES TOTALS 156,028.16 186,513.81 202,532.69 184,642.47 209,148.00 25,045.06 22,666.08 26,331.08 27,228.20 28,965.00 1,565.00 2,786.00 28,524.99 2,334,99 2,335.00 182,638.22 211,965.89 257,388.76 214,205.66 240,448.00 139,339.89 143,605.92 101,865.18 94,487.05 96,677.00 93,796.94 147,260.86 159,783.93 225,941.26 211,894,00 10,639.22 15,397.97 6,986.00 108,472.68 108,662.00 243,776.05 306,264.75 268,635.11 428,900.99 417,233.00 651,473.23 660,978.30 615,126.36 531,236.85 530,775.00 237,323.18 224,214.65 234,660.75 394,222.92 406,257.00 35,199.55 51,824.29 37,874.92 10,880.00 10,880.00 923,995.96 937,017.24 887,662.03 936,339.77 947,912.00 146, 63 7.57 155,229,57 146, 746.7 2 140, 3 64.64 120, 310.00 37,607.18 33,427.14 30,318.22 26,011.40 27,506.00 10,118.34 0.00 3,300.00 0.00 0.00 194, 363.09 188,656.71 180,3 64.94 166,376.04 147,816.00 217,865.20 188,832.07 235,558.82 180,910.10 217,404.00 31,080.34 24,899.36 17,970.06 33,677.39 39,426.00 0.00 0.00 0.00 0.00 0.00 248,945.54 213,731.43 253,528.88 214,587.49 256,830.00 141,821.12 131,047.75 230,284.00 284,765.30 270,000.00 557,143.31 625,417.44 631,265.38 611,345.09 623,047.00 0.00 0.00 0.00 1,765.00 1,765.00 0.00 346,339.83 343,700.00 594,237.73 574,365.00 0.00 0.00 0.00 0.00 185,774.00 698,964.43 1,1D2, 805.02 1,205,249.38 1,492,113.12 1,654,951.00 88% 94% 100% 89% 98% 107% 100% 103% 100% 97% 100% 99% 117% 95% N/A 113% 83% 85% N/A 84% 105% 98% 100% 103% 0% 90% TOTAL GENERAL FUND 10,273,156.34 11,226,156.77 11,568,291.67 11,828,979.85 12,392,211.00 95% 24 of 266 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 9/30/2017 2013/2014 2014/2015 2015/2016 2016/2017 2016/2017 2016/2017 4TH QTR 4th QTR 4th QTR 4th QTR ANNUAL PERCENT ACTUALS ACTUAL ACTUAL ACTUAL BUDGET OF BUDGET 503,610.17 503,013.64 531,446.20 600,680.55 567,085.00 106% 12,654.78 8,849.94 8,442.63 10,348.61 14,276.00 72% 0.00 29,982.78 0.00 0.00 0.00 N/A 516,264,95 541,846.36 539,888.83 611,029.16 581,361.00 105% 0.00 0.00 0.00 300,441.09 301,435.00 100% 0.00 0.00 0.00 239,137.92 244,981.00 98% 0.00 0.00 0.00 64,920.50 63,929.00 102% 0100 0.00 0.00 604,499.51 610,345.00 99% 564,601.96 590,308.87 631,615.62 392,581.39 477,678.00 82% 196,989.97 121,191.92 83,688.14 72,499.71 114,040.00 64% 105,695.13 134,086.03 29,106.61 3,639.35 3,639.00 100% 867,287.06 845,586.82 744,410.37 468,720.45 595,357.00 79% 416,003.99 565,754.22 615,511.81 344,650.74 353,061.00 98% 479,488.38 609,807.30 448,749.18 377,194.87 555,170.00 68% 4,820.11 45,955.90 3,302.90 0.00 0100 N/A 900,312.48 1,221,517.42 1,067,563.89 721,845.61 908,231.00 79% 156,028.16 186,513.81 202,532.69 184,642.47 209,148.00 25,045.06 22,666.08 26,331.08 27,228.20 28,965.00 1,565.00 2,786.00 28,524.99 2,334,99 2,335.00 182,638.22 211,965.89 257,388.76 214,205.66 240,448.00 139,339.89 143,605.92 101,865.18 94,487.05 96,677.00 93,796.94 147,260.86 159,783.93 225,941.26 211,894,00 10,639.22 15,397.97 6,986.00 108,472.68 108,662.00 243,776.05 306,264.75 268,635.11 428,900.99 417,233.00 651,473.23 660,978.30 615,126.36 531,236.85 530,775.00 237,323.18 224,214.65 234,660.75 394,222.92 406,257.00 35,199.55 51,824.29 37,874.92 10,880.00 10,880.00 923,995.96 937,017.24 887,662.03 936,339.77 947,912.00 146, 63 7.57 155,229,57 146, 746.7 2 140, 3 64.64 120, 310.00 37,607.18 33,427.14 30,318.22 26,011.40 27,506.00 10,118.34 0.00 3,300.00 0.00 0.00 194, 363.09 188,656.71 180,3 64.94 166,376.04 147,816.00 217,865.20 188,832.07 235,558.82 180,910.10 217,404.00 31,080.34 24,899.36 17,970.06 33,677.39 39,426.00 0.00 0.00 0.00 0.00 0.00 248,945.54 213,731.43 253,528.88 214,587.49 256,830.00 141,821.12 131,047.75 230,284.00 284,765.30 270,000.00 557,143.31 625,417.44 631,265.38 611,345.09 623,047.00 0.00 0.00 0.00 1,765.00 1,765.00 0.00 346,339.83 343,700.00 594,237.73 574,365.00 0.00 0.00 0.00 0.00 185,774.00 698,964.43 1,1D2, 805.02 1,205,249.38 1,492,113.12 1,654,951.00 88% 94% 100% 89% 98% 107% 100% 103% 100% 97% 100% 99% 117% 95% N/A 113% 83% 85% N/A 84% 105% 98% 100% 103% 0% 90% TOTAL GENERAL FUND 10,273,156.34 11,226,156.77 11,568,291.67 11,828,979.85 12,392,211.00 95% 24 of 266 CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF SEPT 30, 20]7 Project Budget Share Project Expenditures Fund% Number Description Budeet Sources fin Thousands of Sl Budget To Date Encumbrances Remaining FV2012 A1231 Presidential Streets (CLOSED) DST/CRA/GRANT 524/325/90 S 938,823 S 938,823 S 5 FY2013 A1351 Main Street Access Road (CLOSED) DSTIGRANT 40911,181 S 1,589,986 $ 1,589,986 S S FY2014 A14l I Computer Overhaul (CLOSED) DST 263 263,039 263,039 A1434 Tulip Drive (CLOSED) DSTIGRANT 199/99 298,023 298,023 A1451 AP Hangar(CLOSED) DSTIGRANT 34211,366 1,707,919 1,707,919 TOTAL 5 2,268,981 S 2,168,981 S $ FY2015 A 1515 Diesel Fuel Tank Software (CLOSED) DST 25 24,887 24,887 A1518 Clear Village Soitwarc GFIBLDG 20141 61,012 43,729 17,283 A1521 Community Center Parking RIF 52 52,000 11,013 6,021 34,966 A1531 Police Station Parking (CLOSED) DST 29 29,397 29,397 - - A1532 CavCorp Paddag(CLOSED) DSTICRAIPILOlRIF 441200114/15 273,198 273,198 A1540 Golf Course Irrigation (CLOSED) DST/BLDG DEPT 600/291 890,515 890,515 - A1562 Indian River Lagoon GF/SW 76800 276,072 28,899 - 247,173 TOTAL $ 1,607,081 S 1,301,638 S 23,304 S 282,139 FY2016 A 1601 Armadillo Purchase (CLOSED) SW 163 162,887 162,887 - - A 1602 Patch Truck (CLOSED) DST 156 156,252 156,252 A1603 Payroll Automation OF 6 6,100 6,100 A1606 Dispatch Consoles (CLOSED) DST 63 63,390 63,390 - A 1610 Network Improvements (CLOSED) DST 25 24,521 24,521 - - Ai61 I Police Evidence Garage DST 461 461,411 246,578 195,567 19,266 A1613 Police RoofRepair(CLOSED) DST 73 73,156 73,156 - - A1614 Paint City Hall (CLOSED) DST 39 38,932 38,932 A1616 Columbariums(CLOSED) CCF 49/70 119,134 119,134 A1620 Working Waterfront Drainage (CLOSED) DST/GRANTS 30/26/36 91,574 91,574 Ai621 Working Waterfront Phase 2A DSTIGRANT 218189 306,535 73,425 235,017 (1,907) A1630 Brush Coat Bikepath(CLOSED) LOGT 44 44,077 44,077 - A1632 Street Repaving (CLOSED) DSTILOGT 5421154 695,423 695,423 A1641 GolfCourse Parking Lot Lights(CLOSED) BLDG DEPT 31 31,157 31,157 - A1655 Taxiway C,D,E, Design DSTIGRANT 131249 262,200 256,180 6,270 (250) A1656 AP Master Plan Update DSTIGRANT 26/265 291,000 188,325 103,475 (800) TOTAL $ 2,827,749 S 2,265,011 S 540,329 S 22,410 FY2017 A1701 Chamber Sign OF 11 10,899 5,449 - 5,450 A1711 Audio Visual Equipment (CLOSED) DST 41 41,464 41,464 - *1712 Network Upgrades (CLOSED) DST 27 27,493 27,493 - *1713 MIS Servers DST 35 35,000 19,998 - 15,002 *1714 Police Vehicles & Equip DST 388 390,750 316,500 75,407 (1.157) *1715 Dump Trucks (CLOSED) GFIDSTISW 24/60/150 233,508 233,508 - *1717 Backhoe (CLOSED) DST 84 101,669 101,669 A 1718 Properly Purchase - 190 Sebastian Blvd (CLOSED) DST 71 71,462 71,462 A 1720 Working Waterfront Phase 3 (CLOSED) DSTIGRANT 0 - *1721 Riverview Park Fencing (CLOSED) RIF 0 - - A 1722 Friendship Park Improvements (CLOSED) RIF 17 17,231 17,231 - A 1724 BSSC Football Field Restrootns RIF/Donation 13011 131,000 4,500 - 126,500 A1725 Comprehensive Plan Parks & Recreation RIF 20 19,600 - 19,600 - A 1726 Riverview Park Playground OF 33 33,000 - 31,697 1,303 A1730 Street Reconstruction (CLOSED) GF/DST 1331130 263,470 263,470 - A1731 Street Repaving (CLOSED) LOOT 663 663,423 663,423 A1740 Rebuild Greens (CLOSED) BLDG DEPT 175 274,708 274,708 - - A1741 Clubhouse Reconstruction BLDG/Grant 185!50 235,000 53,740 31,117 150,143 A1742 GC Cart Path Ropairs 13LDG DEPT 69 68,592 21,697 35,743 11,152 A1750 AWOS111-T System DSTIGRANT 21185 106,000 653 104,985 362 A1760 Road CrossinglSideyardPipes (CLOSED) SW 0 - - - A1761 Pipe Sliplining(CLOSED) SW 140 108,539 108,539 - A 1762 Septic to Sewer Grants CRA/GRANT 2301100 330,000 60,766 269,234 A1763 Stonecrop Drainage (CLOSED) DST 22 22,309 22,309 - - A1764 Oyster Pointe Drainage DST 164 164,500 - 14,500 150,000 A1765 Oyster Hags @ Working Waterfront SW/GRANT 24124 47,928 1,500 1,000 45,428 TOTAL S 31397,545 5 2,310,079 S 314,049 S 773,417 TOTAL ALL BUDGETED PROJECTS S 12,630,165 S 10,674,518 $ 877,681 S 1,077,966 A1710 Hurricane Mathew Expenses GF/FEMAISTATE 12.5%175.0%112.5% - 1,409,929 417,454 (1,827,383) A1719 Hurricane Irma Expenses GF(FEMAISTATE 12.5%175,0%712.5% - 11,866 19,950 (31,816) GRAND TOTAL $ 12,630,165 $ 12,096,313 $ 1,315,08s $ (781,133) 25 of 266 REPORT ON GENERAL FUND CASH RESERVES FOR THE QUARTER ENDED SEPTEMBER 30, 2017 General Fund Cash Reserves are maintained to minimize the impact on the City's operations of unforeseen or emergency events, such as natural disasters, significant revenue shortfalls or unanticipated expenditures. Should there be an event(s) causing City-wide damages of 30% or more, it is preferable to have a reserve balance of at least $5 million dollars. Some of this balance was previously committed to funding unanticipated repairs and replacements from surpluses added during FY2013, FY2014 and FY2016. Nothing was set aside for FY2015 due to a shortfall of $80,738. On March 8, 2017, the City Council established a maximum balance of $275,000 and the "R&R Reserve" was adjusted to that amount. Unaudited figures from FY2017 appear to support an increase of up to $259,948 but an increase of only $245,200 is needed to bring the "R&R" to the $275,000 maximum. General Fund Reserves Available for Emergencies Equipment and Facilities Repair and Replacement Reserve 09/30/13 Per Audited Financial Statements $5,065,242 09/30/13 Initial Assignment of FY2012-13 Surplus $467,286 $467,286 09/30/14 Changes to Assigned Reserves 19,789 06/30/14 Replace 3 Mowers & Dump Truck -96,915 370,371 09/30/14 Surplus for FY2013-14 263,874 09/10/14 Replace Excavator -28,056 342,315 09/30/14 Per Audited Financial Statements $5,348,905 09/18/14 Replace Police Authentication System -4,343 337,972 011/14115 Audit Fee for new GASB -2,000 09/30/14 Assignment of FY2013-14 Surplus +263,874 601,846 01128//5 Building Department Software -19,800 10/06/14 Repairs for Sinkhole at Rolling Hill Ditch -18,554 583,292 05/13/15 Seawall Engineering Assessment -50,000 10/10/14 Repairs to Pedestrian Bridge -30,215 553,077 09/30/15 S50K Airport Advance Repaid 50,000 11/07/14 Ditch Work - Barber, Caravan & Crowberry -9,598 543,479 09/30/15 Changes to Assigned Rescrves 40,106 12/10/14 Replace Bucket Truck -94,641 448,838 09/30/15 Surplus for FY2014-15 -80,738 06/24/15 Repairs to City Garage Roof -8,651 440,187 09/30/15 Per Audited Financial Statements $5,286,473 06/24/15 Pipe Repair-Conlidge/Indian River Drive -14,980 425,207 09/30/16 $50K Repayment of Airport Advance 50,000 06/24/15 Sidewalk Repairs at Barber Street Bridge -1.926 423,281 09/30/16 Changes to Assigned Reserves 31,368 08/26/15 Community Center/Yacht Club Pumps/Wells -5,140 418,141 09/30/16 Surplus for FY2015-16 158,834 08/26/15 Cemetery Irrigation due to lighting strike -387 417,754 09/30/16 Per Audited Financial Statements " $5,526,675 08/26/15 Repairs to Main Street Dock 4,500 416,254 01/27/17 2016 Senior Center Restrooms Project -34,107 07/15/15 Communications Dispatch Console -29,983 386,271 09/30/17 Surplus for FY2016-17 259,948 07/24/15 Repairs to Tennis Court Fencing -850 385,421 09/30/17 Less Equipment and Facilities Repair -275,000 07/24/15 Repairs to Police Department generator -1,000 384,42.1 10/01/17 Payroll and Playground Unfinished 49,200 07/30/15 Replace Parks mower -10,525 373,896 Projects Carried Over Per Unaudited Financial Records $5,428,316 08/06/15 City Hall/Community Center air conditioners -13,281 360,615 Pending Payments due for Hurricane Matthew 09/30/15 Assignment of FY2014-15 Surplus 0 360,615 On Docks and Debris Pickup ** •1,448,227 12/31/15 Contract for CRA Landscaping Services -10,600 350,015 Net Available for Emergencies $3,980,089 12/31/15 Replacement of benches/trash receptacles -7,495 342,520 12/31/15 Repairs to Cemetery office building -6,250 336,270 02/16/16 Cart Barn electrical repairs -24,600 311,670 03/03/16 Replacement Roller -14,450 297,220 05/19/16 Post -Hole Diggers -2,944 294,276 06/02/16 Cemetery Replacement Pump -3,300 290,976 * Within this amount is $40,000 received from Waste Management, 06/14/16 City Council Air Conditioner -32,247 258,729 ** A large portion of this is expected to be recovered from FEMA 08/17/16 Paint Airport Maintenance Building Columns -2,800 255,929 and the State but as much as $220,000 of the "City Share" is 09130/16 Assignment of FY2015-16 Surplus +158,834 414,763 expected to permanently reduce the Net Available for Emergencies. 01/04/17 Replace Badge Printer -1,765 412,998 01/04/17 Replace Tennis Court Roller -3,757 409,241 01/20/17 Repair Airport Air Conditioner -700 408,541 01/20/17 Replace Airport Wind Sock and Pale 4,826 403,715 02/08/17 Replace Construction Inspector Vehicle -33,495 370,220 02/15/17 Replace Paint Sprayer Trailer -699 369,521 03/08/17 Adjustment to $275,000 Maximum -94,521 275,000 03/15/17 Replace Public Works Boat Motor -3,639 271,361 03/15/17 Airport Hanger A and Police Air Conditioners -47,810 223,551 03/16/17 Golf Course Ball Washers -1,907 221,644 04/27/17 Playground Components and well -18,871 202,773 05/15/17 Replace a Police Air Conditioner -28,605 174,168 05/25/17 Repair bine at Golf Pump Station -1,894 172,274 08/15/17 Revamp Riverview Park Big -Kid Playground -33,000 139,274 08/31/17 Replace Pro Shop Air Conditioner -5,950 133,324 09/05/17 Replace Airport Pickup Truck -22,514 110,810 09/14/17 Replace Air Conditioner at the Airport Vault -9,427 101,383 09/30/17 Clubhouse Restroom, Hallway & Doors -71,583 29,800 09/30/17 Assignment of FY2016-17 Surplus +245,200 275,000 26 of 266 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED SEPTEMBER 30, 201.7 At September 30, 2017, the total of the City's cash and investments were $9,460,419.42. Of this, $5,283,823.53 was held in an interest bearing checking account at Seacoast National Bank, $3,672,353.93 was invested with the State Board of Administration and $504,241.96 is deposited with Florida Trust, which invest in short-term bonds. The City did not purchase any new securities during the quarter and does not hold any direct investments in government securities. Average returns for the quarter have been 1.33%, 1.44% and 1.25%, respectfully. SEACOAST NATIONAL BANK STATE BOARD OF ADMINISTRATION (SBA) CURRENT CURRENT CASH BALANCE ALLOCATION BALANCE PERCENT INVESTMENT ALLOCATION BALANCE. PERCENT Grneral Fund S 2,824,102.61 53 45%. General Fund S 1,335,976,97 36,38% Local Option Gas Tax Fund 21,464.80 4.19% Local Option (its Tax Fund - 0.017% Discretionary Sales Tax Fund 1,206,720.65 22,84% Discretionary Sales Tax Fund 802,009.13 21.84% Riverfront Redevelopment Fund 452,204.50 8.56%, Riverfront Redevelopment Fund 96,178,09 2.67% Parking In-Lieu-OfFund - 0,00°/ Parking In -Lieu -Of Fund 39,648,56 L09% Recreation Impact Fee Fund 758,338.21 1435% Recreation Impact Fee Fund 196,034,20 5,34% Stormwater Utility Fund 347,532.21 6,561/6 Stormwater Utility Fund - 0.001A Law Enforcement Forfeiture Fund 14,553.56 0,28% Law Enforcement Forfeiture Fund 34,615,25 0.94% Discretionary Sales Tax, Debt Service Fund (1,924.38) -0.04%. Discretionary Sales Tax, Debt Service Fund - 0.00°% Stonnwater Series 2003 Debt Service Fund 170,146.75 3,22% Stormwater Series 2003 Debt Service Fund 0.00% Capital Projects Fund (1,345,059.99) -25.461/. Capital Projects Fund - 0.00% Capital Improvements Fund (68,894.25) -169% Capital Improvements Fund - 0-001/n Transportation Fund (9,870.01) -0.19%, Transportation Fund - 0.00°/s Stormwater Projects Fund 148,27495 281% Stormwater Projects Fund - 0.017% Golf Coursc Fund (481,034.58) -9 10°% Golf Course Fund - 0.0090 Airport Fund (786,562.83) -14,89% Airport Fund - 0.003'. Airport Projects Fund 1,029,778.27 1949% Airport Projects Fund - 0.00% Building Department Fund 749,492.78 1418% Building Department Fund 116,815,66 3.18% Cemetery Trust Fund 67,630.38 1,28°/ Cemetery Trust Fund 975,125,87 26.55% Performance Deposits Fund 6,930.00 0.13% Performance Deposits Fund 73,7%0D 2.01% Total Bank Balance S 5,283,823.53 Itr0.001% Total SBA Balance S 3,672.353.93 300.00"/. 27 of 266 CT' OF SE13ASTM HOME OF PELICAN ISLAND To: Mayor and City Council Thru: Joe Griffin, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: January 10, 2018 Re: 4" Quarter Accomplishments Fiscal Year 2017 Enclosed please find the 40` Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended September 30, 2017. CITY CLERK Leeislative SUDDort Matters • City Clerk prepared agenda, attended/recorded seven Regular City Council meetings to include four CRA meetings • Completed follow up of approved Council matters -- contracts, letters, emails, scanned to LF and indexed • Three resolutions adopted by Council • Six proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, City staff, and press • Coordinated attendance of clergy for Council meeting invocations • Two documents recorded with the Clerk of Court • Four CRA advertisements placed with TCPalm • Prepared FLC conference travel reimbursement for five Members Records Manaeement Proaram • Responded to 47 public records requests • 18 bags, 26 boxes and 1 - 96 gallon bin of paper records that met retention along with duplicate and OSA records were destroyed by shredding vendor • Five subdivision records were scanned utilizing Laserfiche for permanent and long term records • Seven boxes of capital project transfer files were scanned into Laserfiche for permanent and long term records + Transferred and documented seven bid records, 12 Finance boxes and 88 contracts for storage • Documented and destroyed two months of customer complaint electronic records and three years of electronic CITYSEB records that met retention • Prepared two payment and performance bonds for release • Part-time employee scanned purchase orders into Laserfiche • Updated emergency manual and attended hurricane management meetings • Prepared and protected records prior to Hurricane Irma Election Matters • Received three Sebastian Citizens Speak Out PAC Waiver of Reports • Qualified four candidates for the November 7, 2017 Election • Submitted draft ballot to Supervisor Swan • Processed withdrawal of one candidate Citv Board Matters • Noticed vacancies, prepared three board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages and posted on O:drive • Records Clerk prepared agenda, attended/recorded two Veterans Advisory Committee Meetings • Records Clerk published all scanned board packets to City website, Laserfiche and provided them to press and Council Personnel/Educational Matters • Records Clerk attended two project management meetings • City Clerk and Records Clerk attended four emergency hurricane preparation meetings 28 of 266 Cemetery Matters • Certificates of Interment Rights issued for 6 locations for a total of $7,500 • Scanned all cemetery records as sold or amended for permanent retention • Records Clerk created a template for finding a loved one to be displayed at the cemetery • Records Clerk set up files for the new columbarium Community Matters • Responded to or forwarded CITYSEB emails to appropriate departments. • Records Clerk entered Indian River Lagoon Calendar Photo Contest and won honorable mention • City Clerk and Records Clerk published articles for the Pelican News • Records Clerk photographed all the City buildings and parks prior to Hurricane Irma ADMINISTRATIVE SERVICES • Prepared 3`a Quarter 2017 Budget Amendment and made presentations to the Budget Review Board and City Council. • Updated the Budget Review Board on the Operating Budget and Capital Improvement Program. • Worked with the State and FEMA in pursuit of reimbursements for Hurricane Matthew. • Worked with FEMA to compile reimbursement documents for Hurricane Irma. • Provided administrative support to the Police Pension Board. • Worked with the auditors to conduct a preliminary review of our purchasing and accounting processes. • Staff implemented the new automated payroll system. • Handled normal processing of payroll, accounts payable and cashiering. • Maintained listing of current capital projects and held frequent meetings with project managers to monitor progress. • Coordinated the quarterly employee investment meetings with the ICMA representative. • Monitored and completed required grant paperwork on Airport and other grants. • Monitored and approved payments on major contracts. • Worked on review and revision of City personnel policies. • Recruited, interviewed and hired replacements for vacant positions. • Worked on review and updating of records on contracts and agreements. • Worked on review and updating of the purchasing procedures. POLICE DEPARTMENT Administration • Continued review of agency policies as per accreditation standards. • Flawless review for the 5a' accreditation assessment putting us at excelsior status (received award November 1"). • Interviewed for 2 part-time and 2 full time police officer positions, hired 2 part-timers and I full time officer. Currently completing the process of hiring 1 full time police officer. • Attended 10 special event meetings with city staff and participated in the City's July 4th celebration. • Administration attended 6 Council meetings. • Attended over 60 Law Enforcement related meetings and 25 public meetings and/or speaking engagements. • Administrative personnel attended over 100 hours of training. • Continued to collect statistical data to include: personnel, community, crime, etc. • Continued Community Outreach Program focusing on enriching our relationship with our citizens hosting 5 events. • Hired 1911 operator and 1 crime analyst/accreditation manager. • Reorganized adding a sergeant to investigations to include promoting a sergeant in patrol. School Resource Officer July August September Totals School Checks 6 24 24 54 DARE Classes Taught 0 0 6 6 Other Classes Taught 0 0 12 12 RUOK Checks 4 4 12 20 Other School Functions 0 2 3 5 Reports 9 7 3 19 Crossing Guard Contacts 8 30 30 68 Mentor Lunches 4 4 0 8 Patrol Hours 9 8 11 28 Community Event Hours 7 2 2 11 Hours on Christmas in July 40 0 0 40 29 of 266 Volunteers • The Community Service Volunteers worked a total of 2,583 hours during this quarter. • 54 bank deposit details were made. This service is done for City Hall so employees do not have to leave assigned duties. + 14 traffic control detail was assigned. These consist of directing traffic at city events, road closures, etc. • 1,297 house watches/close patrols were completed. • 65 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 153 business checks were made. These business checks are conducted to help patrol officers keep an eye on the business community which helps reduce crime. • 54 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 102 Airport checks were made. The visibility helps to deter crime. • 80 special details were assigned. • 0 miscellaneous assists for law enforcement personnel. • 113 paper runs, i.e.: State Attorney's Office, Sheriff's Office, etc. The volunteers pick up and deliver packages such as council packages, State Attorney paperwork, and miscellaneous items as needed. • Assisted with traffic control on 5 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. • 57 citizen contacts. • 482 miscellaneous jobs. • 1,013 hours of Escorts were completed. Road Patrol and Snecial Operations • Officers were dispatched to 7745 calls for service, and self -initiated 1548 events. • 76 adult and 10 by juvenile arrests were made. • Officers issued 145 citations, 7 parking citations and 510 written warnings. • Officers completed 639 offense reports and II 30 crash reports. The significant out -of -the -ordinary activity for Road Patrol this quarter involved weather related issues with heavy rains and high winds from the hurricane. Several of the officers went above and beyond providing services to the citizens, including an officer providing his personal generator to an elderly citizen who was without power. We covered a significant number of Extra -Duty Details and events to include the 4'h of July, Sebastian HS Homecoming Parade, traffic control for the Sebastian Blvd road construction and Sebastian Sharks Football League play-off games. Inyestieations July August September Totals Subpoenas 7 8 5 20 Arrests 3 6 6 15 Warrants 7 2 6 15 Training/Meeting Hours 19 49 76 144 Follow -Ups 64 73 76 213 Active Cases 38 48 41 127 Assigned Cases 14 34 20 68 Cleared Cases 7 9 16 32 Inactive Cases 6 4 13 23 Supplements 18 26 38 82 Communitv Policine & Crime Prevention Officer • Approximately 30 hours meeting with civic groups, multi -agency committees, and homeowner associations. These include groups like the Chamber of Commerce, Exchange Club, and Park Place homeowners association as well as participating in events such as Honor Flights. + Approximately 14 hours assisting road patrol duties to handle calls for service and covering shift shortages. • Approximately 40 hours dedicated to road patrol duties during Hurricane Irma. • Approximately 4 hours planning and teaching classes to the community related to safety and security. • Approximately 5 hours promoting the Sebastian Police Department through various media including radio, print, and electronics. r Approximately 60 hours as an instructor training new hires for high liability qualifications. + Approximately 32 hours as an instructor for department training. • Approximately 20 hours participating in city events such as the 4 1 of July and Grill Out Night. • Approximately 8 hours assisting other sections of the police department with events utilizing the community outreach trailer. These events include Christmas in July, back to school activities, and spirit days. • Approximately 18 hours participating in community outreach events utilizing the community outreach trailer. + Approximately 4 hours of bike patrol. • Approximately 4 hours of community problem oriented policing. This activity is responding to various neighborhood issues and helping with crime prevention. 30 of 266 • Numerous hours invested in the planning, facilitating and participation with Community Night Out. • Approximately 10 hours of maintenance on the Community Outreach Trailer. • Approximately 4 hours of maintenance on T3 and patrol bikes. • Numerous hours invested in the planning an organizing of the C.O.P.E. Unit's mission and goals. K-9 UNIT — July through September Arrests (Misdemeanors) 2 Arrests (Felonies) 3 Training Hours 320 Narcotic Searches 3 Activity Usages 13 K-9 Demos 2 In House Training Hours 48 Agencies Assisted: Indian River County, Brevard County and Fellsmere PD Marine Patrol The Marine Unit (boat) engine was replaced during this quarter, impacting patrol time. Several Officers have completed operator training and are available for a more rapid response in emergencies. We conducted 52 hours of boat patrol time with an officer and approximately 30 hours of patrol time with a police volunteer. The Marine Unit surveyed the riverfront and City jurisdiction of the water ways. the day following Hurricane Irma. The SRT conducted tactical waterborne training on September 19'`. Communications Division PUBLIC WORKS DEPARTMENT Roads Division • Patch Truck: o Water Crest Road crossing (3 tons) o Blossom Road Crossing (3 tons) o Filling w/edge of road and potholes 1.5 a Potholes: Cold patch City wide (3 Pallets) • Total : 7.5 Tons Cutback R.O.W. • Abbott- Periwinkle —Addie • Main .- Quarry -Perch • Midvale -George -Barber • Tuxedo 4 31 of 266 July August September Totals Calls for Service 1651 1604 1838 5093 Officer Initiated Calls 1383 1519 1495 4397 Code Enforcement Initiated Calls 469 836 433 1738 Volunteer Initiated Calls 545 551 364 1460 Calls Entered into CAD 4213 4640 4307 13160 911 Calls Received 777 758 897 2432 911 Calls Transferred Out 328 344 399 1071 Administrative Calls Received 2242 1866 2485 6593 Administrative Calls Transferred 1552 1226 1714 4492 Outgoing Administrative Calls 1121 827 1190 3138 Training/Meeting Hours 20 0 0 20 Crime Scene/Evidence July August September Totals Property Received 98 82 56 236 Property Processed 49 29 23 101 Property Sent to Lab 38 14 9 61 Property Returned 41 10 7 58 Property Disposed 284 321 152 757 Cars Impounded 1 0 0 1 Videos Burned 26 17 17 60 Supplements Written 8 14 9 31 Training Hours 38 30 12 80 Call Outs 4 0 6 10 PUBLIC WORKS DEPARTMENT Roads Division • Patch Truck: o Water Crest Road crossing (3 tons) o Blossom Road Crossing (3 tons) o Filling w/edge of road and potholes 1.5 a Potholes: Cold patch City wide (3 Pallets) • Total : 7.5 Tons Cutback R.O.W. • Abbott- Periwinkle —Addie • Main .- Quarry -Perch • Midvale -George -Barber • Tuxedo 4 31 of 266 Sienaee and Installation • Sign Creation 142 • Decals created 29 • Pavement markings 400 ft. • Signs installed 120 • Signs straighten 300+ • Stop bars 400 ft. • Traffic data/studies 1 Special Proiects • Inspections Pier Reconstruction • MOT Special Events • Maintain shop/supplies On going • Speed bumps 1 set on Benedictine Tern • Delineators 6 installed on Barber Curve New Assignment -Special Proiect • Replacing outdated signage Ongoing Hurricane debris monitoring and sign replacement straightening Cutback R.O.W. • Abbott- Periwinkle —Addie • Main .- Quarry -Perch • Midvale -George -Barber • Tuxedo Hurricane Prep- Clean -Up • 9-11-2017 • 9-29-2017 Stormwater Division Vac Truck • Driveway Pipes: Coply (15 Pipes) — Fig St. (17 Pipes)- Shakespeare (2 pipes) • Seahouse (4 Pipes) • PD Catch Basin (1 Cubic yard) • Road Crossing Pipe (1 cubic yard) • Armadillo clean-up (8 cubic yards) Total : 28.5 Cubic Yards Drivewav Removal • Yacht Club Armadillo Work •Coply: • Midvale: • Cownie: • Belfast: • Abbott: • Total : 2180 LN Feet. Golf Course • Trimming Trees Cutting cart path and removing it and chipping of debris (946 ft.) • Sod (100 Pallets) Parks Division • Prepare park for 41 of July Event and clean-up after event • Close roads, set barricades • Fixed water fountain • Remove all tree stumps • Capped off Irrigation Line/Evidence Building • Installed Volleyball court light pole • Reinstalled fence door tennis court • Repair: Football fence, Dog Signs, fence • Installation: 2 doggie bag station, signs, benches, Memorial Bricks, 2 basketball nets • Special Events: Delivered tables & Chairs/ Mr. Ginsburg service, picked up tables & chairs 32 of 266 5 • Hurricane prep for Irma • Continue maintains on all of the parks and medians, mowing edging, weed eating , trimming hedges, pulling weeds , emptying and picking up trash. Recreation • The Recreation Division — Continued city run programs. Cemetery • Burials : 7 • Cremains:4 + Enhancements: Tru- Green, plants, mulched Gazebo + Markers installed • Pick up items destroyed from weather + New Columbarium completed (partly corners) + Marked out for diggers • Weed/eating , edging, mowing, mulch, painted benches • Picking up debris (hurricane Irma) maint. Facilities Maintenance • Perform daily maintenance, cleaning and repairs, all City buildings • Monthly AC maintenance, filters, coil cleaning and condensates lines • Maintain City fountains and flags • Maintain, repair lift stations • Police Dept. Replace Roof Top Unit #4 • Police Dept. Quotes and arrangements for roof top unit #I • City Hall: Balcony repair City Hall • City Hall: Painting of City Hall (McDine Painting) • City Hall: Replace all smoke detectors (Complete Electric) + Airport Vault Building: Install Mini split AIC unit (Arnold) • Riverview Park: Prep and paint steel uprights of park pavilions + Riverview Park: Retaining wall repair • Splash Pad: Repairs and daily monitoring of Splash Pad Water Park • Press box: Repairs and prep for paint • Skate Park: Gutter replacement • Assist in Strom Prep and clean-up Fleet Maintenance • The Fleet Management Staff completed 355 repair work orders, 24 preventive maintenance services 23 service calls and I 1 road trips to pick up parts. • In addition to in-house vehicle/equipment work orders, 20 vehicle and equipment repairs were scheduled and completed by outside vendors. • Took delivery of the following units: o (1) 225 HP Honda outboard engine (PD 1008) • Completed the prep (lights, rack, graphics, etc.) on the following units: o (1) 225 HP Honda outboard engine o (2) Ford Explorers Patrol Units • Completed the sale of Equipment: 34 Equipment/Items/Vehicles through GOV. Deals -$47,000.O06 Total for year/$82,154.76 • 26 Items through Council approved private sales -$46,000.00 net. Total for the year -$46,000.00 • Fuel Cost as of Octoberl2, 2017 is as follows: o $1.8078 per gallon of gasoline, decrease of 8 % over the past 90 days o $2.0430 per gallon of diesel fuel, decrease of 1.3% over the past 90 days 33 of 266 6 AIRPORT • Design of Taxiway C is complete • Hangar C construction is complete • Airport Master Plan- Draft Elements 1-5 and Draft Airport Layout Plan are complete • Airport Master Plan is 60% complete • Taxiway D & E Construction bids received: Apparent low bidder is Dickerson Ff. Inc. • Airport/GC Restaurant awarded $50,000 grant for improvements • AirpordGC Restaurant restroom renovation started by LH Tanner Construction • Extensive storm preparation resulted in minimum damage done to Airport (Airport was operational the day following Hurricane Irma) • 80% Funding grant received from FDOT for the construction of Shade Hangers GOLF COURSE I. Revenue 16-17 15-16 Difference+/ - Total Revenue $154,147 $147,725 +56,422 YTD Tot. Rev. $1,148,377 $1,121,060 +$27,317 Total Rounds 3,849 7,475 -3,626 YTD Tot. Rds. 37,310 43,141 -5,831 Green Fee S 12,131 $35,462 -$23,331 Cart Fee $38,645 $86,872 -$48,227 Annual Member $0 $0 0 Ann. Mem. YTD $84,413 $83,208 +$1,205 USGA Hdcp. $20 $20 0 Diset. Card $0 $0 0 YTD Dis. Cd. 527,634 $26,498 +$1,136 Driving Range $3,204 $5,421 -$2,217 YTD Dr. Rge. 534,466 $32,810 +$1,656 Club Rental $87 5427 -$340 Club Storage $5 $15 -$10 Golf Shop Retail $5,251 $12,315 -$7,064 YTD Shop Retail $43,930 $58,462 414,712 PGA Pro Lesson $0 $280 -$280 YTD Lesson $2,476 $2,536 460 Restaurant Rent $5,449 $6,426 4977 YTD Rest. Rent $26,999 $28473 -$1,474 Comments: 4`h quarter total rounds, green fees, cart fees & golf shop sales down mainly due to green re -grassing project, which only enabled golf course to offer 9 holes throughout the summer. Total revenue was slightly increased however, due to the sale of Yamaha golf carts ($89,356). • Charity, Corporate and special Golf Tournaments for 4's quarter was not scheduled, due to greens re -grassing project. • Charity, Corporate and Special Golf Tournaments scheduled for I" quarter (17-18) include Italian -American Club of Sebastian, Central Baptist Church, Palm Bay Golf Association, Sebastian Tiki Bar benefiting Breast Cancer Research, 2017 Sebastian Amateur, Sebastian Rotary and The Building Officials Golf Tournament. • Champion Turf Company re -grassed all greens with Champion Ultra Dwarf putting turf. Project operated extremely smooth and the newly -grown in turf immediately began receiving rave reviews from our patrons. • Parking lot lighting project completed, installed 7 decorative light poles. • While each nine was closed for the green re -grassing project, several other projects were completed which included extensive cart path repair (@ 1,000 feet on each nine), Brazilian pepper removal, plantings of desirable trees and shrubs and extensive aerification of fairways and rough areas. • New Restaurant lease offered to new vendor (Wesley Campbell / owner of Mo -Bay Grill), extensive work began to remodel entire restaurant, beverage shack and clubhouse hallway. • Golf Course clubhouse restrooms renovated. • Entered into new purchase of 80 Club Car golf carts and sold 2014 Yamaha golf cart fleet, which provide over $89,000 in revenue for the golf course. 34 of 266 BUILDING DEPARTMENT • In the fourth quarter of this fiscal year, a total of 43 new single-family homes were issued building permits. Single family residential permitting has increased again by 7 since the third quarter and by 17 since the second quarter of this fiscal year. Other permits of significance include 1 new manufactured home, 4 new commercial buildings, 1 commercial addition, b commercial alterations, 1 commercial build out, 2 residential additions and 9 residential alterations. In all, 1,018 building permits were issued in the fourth quarter, overall a 10% decrease in total permits were reported since the third quarter. For the most part construction activity has remained steady while residential permitting activity steadily increases. • Total number of inspections for the third quarter was 3,410 for an average of 59 inspections per working day. The number of inspections this quarter has remained steady with previously reported totals. • The number of Certificates of Occupancy issued for the third quarter included 22 new single family residences, 0 new manufactured homes, 4 commercial certificates of occupancy I commercial temporary certificate of occupancy and 1 commercial certificate of completion. • The following lists the Business Tax Receipt activity for the fourth quarter: New Businesses -19, Renewals -703, Transfers -]2, Duplicates -0, Home Based Businesses -253, Commercial Businesses -402, Insurance Companies -100 and Solicitor Registrations -0. In addition, there have been 41 requests from lien/title companies for permit records on properties within the city. • The building department remains extremely busy. Business Tax Receipt renewal activity is particularly busy this time of year with renewals. Staff processed roughly 1,450 businesses during this period. Staff also processes contractor license renewals at this time of year • The building department remains vigilant to enforce our building code and licensing laws. 35 of 266 MIF CSEBASTI r HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: 10 January 2018 Agenda Item Title: Final Plat - Sebastian Medical Suites Commercial Subdivision Recommendation: Approve Resolution R-18-03 Background: Commercial Property Owners - Sebastian Medical Suites, LLC, Health Systems of Indian River, Inc., and PNC Bank - have filed an application for final plat approval for Sebastian Medical Suites Commercial Subdivision, an 8.91 acre, three - lot commercial subdivision. The land being platted is located between Walmart (south) and St. Sebastian Catholic Church (north). Staff has verified that the final plat is in accordance with the preliminary plat approved by Council via Resolution R-17-25 on 27 September 2017. A final inspection was completed on the required subdivision improvements, i.e. parking re - striping, grading, landscaping, and drive aisle extension. The Interim City Attorney has reviewed the plat dedications. Additionally, all engineering, and surveying details have been satisfied in accordance with Florida Statutes, as reviewed by Mr. David Jones, P.S.M., consulting City surveyor. If Agenda Item Requires Expenditure of Funds: N/A Administrative Services Department/CFO Review: -� 4 . _� 4r Attachments: 1. Resolution R-18-03 2. Final Plat 3, Application City Manager Authorization: Date: 4 January 2018 36 of 266 RESOLUTION NO. R-18-03 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, APPROVING THE FINAL PLAT FOR A COMMERCIAL SUBDIVISION MOWN AS SEBASTIAN MEDICAL SUITES, BEING A REPLAT OF A PORTION OF WAUREGAN SUBDIVISION; PROVIDING FOR CONFLICTS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Sebastian Medical Suites, LLC, Health Systems of Indian River, Inc., and PNC Bank, successor in interest to RBC Bank (USA), N.A., have filed an application for approval of a final plat for a commercial subdivision known as Sebastian Medical Suites; and WHEREAS, the Final plat complies with applicable State and City codes and regulations. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEBASTIAN, as follows: Section 1. FINAL PLAT APPROVAL. The City Council of the City of Sebastian, Florida does hereby approve the final plat for Sebastian Medical Suites Commercial Subdivision, prepared March 2017 by Charles H. Blanchard, PSM, and signed and embossed with his official seal on December 20, 2017. Section 2. CONFLICT. All resolutions or parts of resolutions in conflict herewith are hereby repealed. Section 3. EFFECTIVE DATE. This Resolution shall take effect immediately upon its adoption. The foregoing Resolution was moved for adoption by Councilmember The motion was seconded by Councilmember and, upon being put into a vote, the vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Councilmember Ed Dodd Councilmember Albert lovino Councilmember Bob McPartlan The Mayor thereupon declared this Resolution duly passed and adopted this loth day of January, 2018. 37 of 266 ATTEST: Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA Jim Hill, Mayor Approved as to form and content for reliance by the City of Sebastian only: Cynthia Hall, Interim City Attorney 38 of 266 2 CERTIFICATE OF DEDICATION COUNTY OF INDIAN RIVER STATE OF FLORIDA KNOW ALL MEN BY THESE PRESENTS, THAT HEALTH SYSTEMS OF INDIAN RIVER, ING-, A FLORIDA NOT FOR PROFIT, SEBASTIAN MEDICAL SUITES, LLC_, A FLORIDA LIMITED LIABILITY COMPANY, AND PNC BANK, NATIONAL ASSOCIATION,SUCCESSOR IN INTEREST TO RBC BANK (USA), FEE SIMPLE OWNERS OF THE LAND DESCRIBED AND PLATTED HEREIN, AS SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION, BEING IN THE MUNICIPAL BOUNDARIES OF THE CITY OF SEBASTIAN, FLORIDA, HAVE CAUSED SAID LANDS TO BE SURVEYED AND PLATTED AS SHOWN HEREON AND DO HEREBY DEDICATE AS FOLLOWS: 1) ACCESS EASEMENTS THE ACCESS EASEMENTS SHOWN ON THIS PLAT ARE HEREBY DECLARED TO BE ANO SHALL REMAIN PRIVATE. THESE EASEMENTS ARE OEDfCATED FOR THE USE AND BENEFIT OF THE OWNERS OF THIS SUBDIVISION, FOR THE CONSTRUCTION AND MAINTENANCE OF PAVED DRIVEWAYS FOR INGRESS AND EGRESS AND SHALL BE THE PERPETUAL MAINTENANCE OBLIGATION OF THE SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC., WITHOUT RECOURSE TO T14£ CITY OF SEBASTIAN OR ANY OTHER PUBLIC AGENCY, ALL PUBLIC AUTHORITIES, INCLUDING BUT NOT LIMITED TO POLICE, FIRE, AMBULANCE, MOSQUITO CONTROL DISTRICT AND UTILITY PROVIDERS SHALL HAVE THE RIGHT TO USE THE DRIVEWAYS AND EASEMENTS IN THE COURSE OF PERFORMING THEIR RESPECTIVE DUTIES, THE CITY OF SEBASTIAN, FLORIDA. SHALL HAVE NO RESPONSIBILITY, DUTY OR LIABILITY WHATSOEVER REGARDING SUCH DRIVEWAYS. 2) UTILITY EASEMENTS THE UTILITY EASEMENTS AS SHOWN AS SHOWN ON THIS PLAT ARE DEDICATED IN PERPETUITY TO THE CITY OF SESASTPAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA FOR THE CONSTRUCTION, INSTALLATION, MAINTENANCE AND OPERATION OF UTILITIES BY ANY UTILITY PROVIDER, INCLUDING CABLE TELEVISION SERVICEST IN COMPLIANCE WITH SUCH ORDINANCES AND REGULATIONS AS MAY BE ADOPTED FROM TIME TO TIME BY CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, FRONT YARD UTILITY EASEMENTS ARE SUBJECT TO THE RIGHT OF EACH LOT TO HAVE A DRIVEWAY FOR INGRESS AND EGRESS AS APPROVED BY THE CITY OF SEBASTIAN. 3) DRAINAGE EASEMENTS THE DRAINAGE EASEMENTS AS SHOWN ON THIS PLAT ARE DEDICATED IN PERPETUITY TO SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC. FOR CONSTRUCTION AND MAINTENANCE OF DRAINAGE FACILITIES AND SHALL BE THE PERPETUAL MAINTENANCE OBLIGATION OF SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC. THE INDIAN RIVER COUNTY MOSQUITO CONTROL DISTRICT HAS THE RIGHT OF ENTRY UPON THIS TRACT FOR THE LIMITED PURPOSE OF INSPECTION, PREVENTION, OR TREATMENT OF MOSQUITO INFESTATIONS, AS ALLOWED BY LAW. THE CITY OF SEBASTIAN HAS THE RIGHT OF ENTRY UPON THIS TRACT FOR THE LIMITED PURPOSE OF INSPECTION AND ENFORCEMENT OF THE MAINTENANCE AND FUNCTION OF THE STORMWATER SYSTEM. 4) ACCESS. DRAINAGE AND UTILITY EASEMENTS THE ACCESS, DRAINAGE AND UTILITY EASEMENTS AS SHOWN ON THIS PLAT ARE DEDICATED IN PERPETUITY TO SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC., FOR THE FOLLOWING PURPOSES; DRAINAGE EASEMENTS FOR DRAINAGE AND STORMWATER MANAGEMENT FACILITIES; ACCESS EASEMENT FOR THE CONSTRUCTION AND MAINTENANCE OF A PAVED DRIVEWAY FOR INGRESS AND EGRESS; AND THE UTILITY EASEMENT IS ALSO DEDICATED TO THE CITY OF SEBASTIAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INUTAN RIVER COUNTY, FLORIDA FOR THE CONSTRUCTION, INSTALLATION, MAINTENANCE AND OPERATION OF UTILITIES BY ANY UTILITY PROVIDER, INCLUDING CABLE TELEVISION SERVICES, PROVIDED HOWEVER, NO SUCH CONSTRUCTION, INSTALLATION, MAINTENANCE AND OPERATION OF CABLE TELEVISION SERVICES SHALL INTERFERE WITH THE FACILITIES AND SERVICES OF AN ELECTRIC, TELEPHONE, GAS OR OTHER PUBLIC UTILITY, AND IT SHALL BE SOLELY RESPONSIBLE FOR DAMAGES. SUCH CONSTRUCTION, INSTALLATION. MAINTENANCE AND OPERATION OF CABLE TELEVISION SERVICES AND SHALL COMPLY WITH THE NATIONAL ELECTRICAL SAFETY CODE AS ADOPTED BY THE FLORIDA PUBLIC SERVICE COMMISSION. ALL UTILITIES SHALL BE IN COMPLIANCE WITH SUCH ORDINANCES AND REGULATIONS AS MAY BE ADOPTED FROM TIME TO TIME BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA, UTILITY AND URAINAGE EASEMENTS ARE SUBJECT TO THE RIGHT OF EACH LOT TO HAVE A DRIVEWAY FOR INGRESS AND EGRESS AS APPROVED BY THE CITY OF SEBASTIAN. 5) STORMWAIMANAfMENT EASEMENTS THE STORMWATEjt EASE ENTS AS SHOWN ON THIS PLAT ARE DEDICATED IN PERPETUITY TO SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC. FOR CONSTRUCTION AND MAINTENANCE OF STORMWATER FACILITIES AND SHALL BE THE PERPETUAL MAINTENANCE OBLIGATION OF SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC. THE INDIAN RIVER COUNTY MOSQUITO CONTROL DISTRICT HAS THE RIGHT OF ENTRY UPON THIS TRACT FOR THE LIMITED PURPOSE OF INSPECTION, PREVENTION, OR TREATMENT OF MOSQUITO INFESTATIONS, AS ALLOWED BY LAW. THE CITY OF SEBASTIAN HAS THE RIGHT OF ENTRY UPON THIS TRACT FOR THE LIMITED PURPOSE OF INSPECTION AND ENFORCEMENT OF THE MAINTENANCE AND FUNCTION OF THE STORMWATER SYSTEM. 6) INGRESS. EGRESS. UTILITY AND DRAINAGE EASEMENTS EASEMENTS AS SHOWN ON THIS PLAT E THE INGRESS, EGRESS, UTILITY AND DRAINAGE ARE DEDICATED IN PERPETUITY TO SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATtON, INC., FOR THE FOLLOWING PURPOSES: INGRESS, EGRESS EASEMENT FOR THE CONSTRUCTION AND MAINTENANCE OF A PAVED DRIVEWAY FOR INGRESS AND EGRESS; DRAINAGE EASEMENTS FOR DRAINAGE AND STORMWATER MANAGEMENT FACILITIES; AND THE UTILITY EASEMENTS ARE ALSO DEDICATED TO THE CITY OF SEBASTIAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA FOR THE CONSTRUCTION, INSTALLATION, MAINTENANCE AND OPERATION OF UTILITIES BY ANY UTILITY PROVIDER, INCLUDING CABLE TELEVISION SERVICES, PROVIDED HOWEVER, NO SUCH CONSTRUCTION, INSTALLATION, MAINTENANCE AND OPERATION OF CABLE TELEVISION SERVICES SHALL INTERFERE WITH THE FACILITIES AND SERVICES OF AN ELECTRIC, TELEPHONE, GAS OR OTHER PUBLIC UTILITY, AND IT SHALL BE SOLELY RESPONSIBLE FOR DAMAGES. SUCH CONSTRUCTION, INSTALLATION. MAINTENANCE AND OPERATION OF CABLE TELEVISION SERVICES AND SHALL COMPLY WITH THE NATIONAL ELECTRICAL SAFETY CODE AS ADOPTED BY THE FLORIDA PUBLIC SERVICE COMMISSION, ALL UTILITIES SHALL BE IN COMPLIANCE WITH SUCH ORDINANCES AND REGULATIONS AS MAY BE ADOPTED FROM TIME TO TIME BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA AND THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA. UTILITY AND DRAINAGE EASEMENTS ARE SUBJECT TO THE RIGHT OF EACH LOT TO HAVE A DRIVEWAY FOR INGRESS AND EGRESS AS APPROVED BY THE CITY OF SEBASTIAN. SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION A PLAT OF A PORTION OF SECTION 30, FLEMING GRANT - CITY OF SEBASTIAN, INDIAN RIVER SHEET TABLE OF CONTENTS COUNTY, FLORIDA. BEING A REPLAT OF A PORTION OF PLAT OF WAUREGAN SUBDIVISION, AS IN SHEET# SHEET DESCRIPTION PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE 1 COVER SHEET OFFICE OF THE CIRCUIT COURT OF ST. LUCIE COUNTY, FLORIDA, AS SHOWN IN PLAT BOOK 1, 2 3 COVER, CONTINUED OVERALL PLAT BOUNDARY PAGES 178 AND 179, 4 PLAT DETAIL, EAST DATE OF PREPARATION 5 PLAT DETAIL, WEST \ \\ y MAP SHEET KEY PAht'7L Ek G rmmly to axon a svxaFPA cb n € �� fAIPIr W WASH CO We AgU9' i 7ff 0' PAIL!ifp! _- PARM Z. PAAD7 V J0Z1c1fflX 710 SOT 3 Jawrmrammzta �, � l �•-----_--- F -----..r� SHEET --- SHEET4 r SHI d saz Aa I,' i LOT2 DoT � EET 3 4.`.a Ac, ` R ON qn �sEgrvw 12'I!-1lA,4TS1rNES CAST IP DNN IN m , PAPM &kXMll0ffWdM2IJ 20lIIHG Cq J \ \ hum lem 6YXJYlY PA,4Cf7 & jawtumazwrwo NOT TO IN WITNESS WHEREOF, SEBASTIAN MEDICAL SUITES, LLC_, A FLORIDA LIMITED LIABILITY COMPANY, HAS CAUSED THESE PRESENTS TO BE SIGNED BY ITS MANAGER THIS—� DAY OF 2018. SEBASTIAN MEDICAL SUITEST LLC., A FLORIDA LIMITED UABILITY COMPANY P&S IV, LLC, A FLORIDA LIMITED LIABILITY COMPANY SOLE MEMBER + WITNESS: jj %6161 � PRINTED NAME FE,,uha V. i7n,V a rte. WITNESS:. �..b BY: M � PRINTED NAME:: aagq, _T. 56!am DONALD C. PROCTOR, SR., ITS MANAGER IN WITNESS WHEREOF, HEALTH SYSTEMS OF INDIAN RIVER, INC., A FLORIDA NOT FOR PROFIT CORPORATION, HAS CAUSED THESE PRESENTS TO BE SIGNED BY ITS PRESIDENT THIS DAY OF ern hI=17. HEALTH SYSTEMS OF INDIAN RIVER, INC., A FLORIDA NOT FOR PROFIT CORPORATION WITNESS: PRINTEDNAME: WITNESS: BY:' PRINTED NAME:w i JE FyY L. BU51, PRESIDENT IN WITNESS WHEREOF, PNC BANK, NATIONAL ASSOCIATION, SUCCESSOR BY MERGER TO RBC BANK (USA), HAS CAUSED THESE PRESENTS TO BE SIGNED BY ITS REGIONAL PROPERTY MANAGER, WITH FULL AUTHORITY FROM ITS BOARD OF DIRECTORS, THIS ;9, DAY OF-TanLU , 2018. PNC BANK, A NATIONAL ASSOCIATION, SUCCESSOR IN INTEREST TO RBG BANK (USA) 1� WITNESS:,_, PRINTED NA /h/c%+ae'�-� lrp,e,9 WITNES - BY PRINTED NAME: dAaz,vry 3EeA+Ar ANDREW HOYT. VICE PRESIDENT REGIONAL PROPERTY MANAGER ACKNOWLEDGMENT AS TO CERTIFICATE OF DEDICATION COUNTY OF INDIAN RIVER STATE OF FLORIDA THE FOfj;GOING INST UUMENT WAS ACKNOWLEDGED BEFORE ME THIS � DAY OF 2018, BY DONALD C. PROCTOR, SR., MANAGER OF P&S IV, LLC, A F ORIDA LIMITED LIABILITY COMPANY, SOLE MEMBER OF SEBASTIAN MEDICAL SUITES, LLC, A FLORIDA LIMITED LIABILITY COMPANY, WHO EXECUTED SAME ON BEHALF OF ANO TY OF SAID ENTITY AND WHO IS �2SONALLY KNO OR HAS PRODUCED A IUENIIr1CAIlu/7y NOTARY PUBLIC• I P!� COMMISSION#:-Ri7r`atf _ PRINTED NAME l S! MY COMMISSION EXPIRES: aaxu� y — SEAL: [ wmrmaxaesrH s>rm�s�.e,mxm aanen.,,xd.,w�oue..p,. ACKNOWLEDGMENT AS TO CER'FIFMTE DEDICATION OF DEDI N COUNTY OF INDIAN RIVER STATE OF FLORIDA THE FORGOING INSTRUMENT WAS ACKNOWLEUGED BEFORE ME THIS ��YIAY OF, 2017, BY JEFFREY L. SUSI, AS PRESIDENT OF HEALTH SYSTEMS OF INDIAN RIVER, INC A FLORIDA NOT FOR PROFIT CORPORATION, WHO EXECUTED SAME ON BEHALF OA WITH THE AUTHORITY OF SAID ENTITY AND WHO IS ERSONALLY KNOWN TO M7 DOR HAS PRODUCED S IDENTIFICATION, NOTARY PUBLIC: COMMISSION#: fE9b3131� ,/ o PRINTED NAME r,7f& A. llw- IIG� MY COMMISSION EXPIPFS p `uy�pAdIIR9Rly SEAL: wR�wweua� xvae+uq.nn eesxue.wa.. �tj�(Q VyLd`(1C��JTfyCTO CERTIFICATE OF DEDICATION STATE OF FLORIDA THE FOREGOING INSTRUMENT WAS ACKNOWLEDGED BEFORE ME THIS '2 DAY OF 2018, BY ANDREW HOYT, AS VICE PRESIDENT, REGIONAL PROPERTY MANAGER OF PNC BANK, A NATIONAL ASSOCIATION, SUCCESSOR IN INTEREST TO RSC BANK (USA), WHO EXECUTED SAME ON BEHALF OF AND WITH THE AUTHORITY OF SAID ENTITYAND WHO IS PERSONALLY KNO-NM TO ME OR HAS PRODUCED AS IDENTIFICATION. NOTARY PUBLIC: f� COMMISSION #: __6 0!O PRINTED NAME Cvnvnf a / N�¢i MY COMMISSION EXPIRES: ,-P q,aN. No SFAL: NDTMYPIIxxx BAM W FLIXM \ ,em HOUST f EAL H, CLERK OF THE P.S.M. CIRCUIT COURT PCA 7'800K PAGE DOCKET NO. LEGAL DESCRIPTION SEE SHEET 2, CERTIFICATE OF APPROVAL BY THE CITY COUNCIL THIS IS TO CERTIFY THAT ON THIS PLAT WAS APPROVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, AND THAT THE UTILITY EASEMENTS AS SHOWN HEREON HAVE BEEN ACCEPTED AND ACKNOWLEDGED. MAYOR JIM HILL CONSULTING CITY ENGINEER AARON BOWIES, P.E. CITY CLERK: JEANETTE WILLIAMS, GMC INTERIM CITY ATTORNEY: CYNTHIA V. HALL SURVEYOR'S CERTIFICATE KNOW ALL MEN BY THESE PRESENTS, THAT THE UNDERSIGNED, BEING A PROFESSIONAL SURVEYOR AND MAPPER, LICENSED BY THE STATE OF FLORIDA, DOES HEREBY CERTIFY THAT ON HE COMPLETED THE SURVEY OF THE LANDS AS SHOWN IN THIS PLAT, THAT THE PLAT WAS PREPARED UNDER HIS DIRECTION AND SUPERVISION AND THAT THE PLAT COMPLIES WITH ALL THE SURVEY REQUIREMENTS OF PART I, CHAPTER 177, FLORIDA STATUTES AS AMENDED; THAT SAID PLAT IS A CORRECT REPRESENTATION OF THE LANDS THEREIN DESCRIBED AND PLATTED OR SUBDIVIDED; THAT PERMANENT REFERENCE MONUMENTS AND P.C.P.S HAVE BEEN SET. LOT CORNERS WILL BE SET AS SHOWN THEREON WITHIN ONE YEAR OF RECORDATION OF THIS PLAT AND AN AFFIDAVIT RECORDED WHEN SET AS REQUIRED BY CHAPTER 177, FLORIDA STATUTES, AS AMENDED; AND THAT SAID LAND IS LOCATED WITHIN THE MUNICIPAL BOUNDARIES OF THE CITY OF SEBASTIAN, FLORIDA. TIES TO GOVERNMENT CORNERS AND TO INDIAN RIVER COUNTY HORIZONTAL CONTROL NETWORK MONUMENTS CONFORM TO FGCC THIRD ORDER CLASS 1 STANDARDS. DATE 12.70-17 CHARLES H. BLANCHARD, PSM FLORIDA CERTIFICATE NO. 5755 MERIDIAN LAND SURVEYORS 1717 INDIAN RIVER BOULEVARD SUITE 201, VERO BEACH, FLORIDA 32960 STATE OF FLORIDA CERTIFICATE OF AUTHORIZATION NO, 1,.B 6905 CITY SURVEYOR'S CERTIFICATE THIS PLAT OF SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION HAS BEEN REVIEWED BY THE UNDERSIGNED PROFESSIONAL SURVEYOR AND MAPPER EMPLOYED BY THE CITY OF SEBASTIAN, WHO HEREBY CERTIFIES THAT THIS PLAT CONFORMS TO THE RE UIREMENT 4 5 OF PART 1 CHAPTER 177 FLORIDA STATUTES AND SUBDIVISIONS AND PLATTING, AND ARTICLE XIX OF CHAPTER IV OF THE CITY OF SEBASTIAN LAND DEVELOPMENT CODE, AND THAT SAID LAND IS LOCATED IN THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLO%RI�DA.�/n 5/t1� /_-�'.w% /' DATE ��3II PJ DAVID M. JONES��. 3909 ACCEPTANCEOFUTILITY EASEMENTS BY INDIAN RIVER COUNTY THIS IS TO CERTIFY THAT ON JANUARY 9, 2018,THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, ACCEPTED THE DEDICATIO OF THE UTILITY EASEMENTS CONTAINED ON THIS PLAT, BY DATE PETER D. O'BRYAN, CHAIRMAN ATTEST: JEFFREY R. SMITH, CLERK OF COURT AND COMPTROLLER ON, BY: DEPUTY CLERK - PREPARED BY: CHARLES H BLANCHARD, PSM#5755 \�SEAl.�/ \� -SEALS _SEAL—" DATE OF PREPARATION EAL SEAL- CLERK CLERK TO THE BOARD OF CITY OF CITY OF SEBASTIAN CHARLES COUNTY COMMISSIONERS OF SEBASTIAN SURVEYOR AND MAPPER BLANCHARD, INDIAN RIVER COUNTY, FLORIDA EMAIL: LB69050DELLSOUTH.NET ACKNOWLEDGMENT AS TO CERTIFICATE OF DEDICATION COUNTY OF INDIAN RIVER STATE OF FLORIDA THE FOfj;GOING INST UUMENT WAS ACKNOWLEDGED BEFORE ME THIS � DAY OF 2018, BY DONALD C. PROCTOR, SR., MANAGER OF P&S IV, LLC, A F ORIDA LIMITED LIABILITY COMPANY, SOLE MEMBER OF SEBASTIAN MEDICAL SUITES, LLC, A FLORIDA LIMITED LIABILITY COMPANY, WHO EXECUTED SAME ON BEHALF OF ANO TY OF SAID ENTITY AND WHO IS �2SONALLY KNO OR HAS PRODUCED A IUENIIr1CAIlu/7y NOTARY PUBLIC• I P!� COMMISSION#:-Ri7r`atf _ PRINTED NAME l S! MY COMMISSION EXPIRES: aaxu� y — SEAL: [ wmrmaxaesrH s>rm�s�.e,mxm aanen.,,xd.,w�oue..p,. ACKNOWLEDGMENT AS TO CER'FIFMTE DEDICATION OF DEDI N COUNTY OF INDIAN RIVER STATE OF FLORIDA THE FORGOING INSTRUMENT WAS ACKNOWLEUGED BEFORE ME THIS ��YIAY OF, 2017, BY JEFFREY L. SUSI, AS PRESIDENT OF HEALTH SYSTEMS OF INDIAN RIVER, INC A FLORIDA NOT FOR PROFIT CORPORATION, WHO EXECUTED SAME ON BEHALF OA WITH THE AUTHORITY OF SAID ENTITY AND WHO IS ERSONALLY KNOWN TO M7 DOR HAS PRODUCED S IDENTIFICATION, NOTARY PUBLIC: COMMISSION#: fE9b3131� ,/ o PRINTED NAME r,7f& A. llw- IIG� MY COMMISSION EXPIPFS p `uy�pAdIIR9Rly SEAL: wR�wweua� xvae+uq.nn eesxue.wa.. �tj�(Q VyLd`(1C��JTfyCTO CERTIFICATE OF DEDICATION STATE OF FLORIDA THE FOREGOING INSTRUMENT WAS ACKNOWLEDGED BEFORE ME THIS '2 DAY OF 2018, BY ANDREW HOYT, AS VICE PRESIDENT, REGIONAL PROPERTY MANAGER OF PNC BANK, A NATIONAL ASSOCIATION, SUCCESSOR IN INTEREST TO RSC BANK (USA), WHO EXECUTED SAME ON BEHALF OF AND WITH THE AUTHORITY OF SAID ENTITYAND WHO IS PERSONALLY KNO-NM TO ME OR HAS PRODUCED AS IDENTIFICATION. NOTARY PUBLIC: f� COMMISSION #: __6 0!O PRINTED NAME Cvnvnf a / N�¢i MY COMMISSION EXPIRES: ,-P q,aN. No SFAL: NDTMYPIIxxx BAM W FLIXM \ ,em HOUST f EAL H, CLERK OF THE P.S.M. CIRCUIT COURT PCA 7'800K PAGE DOCKET NO. LEGAL DESCRIPTION SEE SHEET 2, CERTIFICATE OF APPROVAL BY THE CITY COUNCIL THIS IS TO CERTIFY THAT ON THIS PLAT WAS APPROVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, AND THAT THE UTILITY EASEMENTS AS SHOWN HEREON HAVE BEEN ACCEPTED AND ACKNOWLEDGED. MAYOR JIM HILL CONSULTING CITY ENGINEER AARON BOWIES, P.E. CITY CLERK: JEANETTE WILLIAMS, GMC INTERIM CITY ATTORNEY: CYNTHIA V. HALL SURVEYOR'S CERTIFICATE KNOW ALL MEN BY THESE PRESENTS, THAT THE UNDERSIGNED, BEING A PROFESSIONAL SURVEYOR AND MAPPER, LICENSED BY THE STATE OF FLORIDA, DOES HEREBY CERTIFY THAT ON HE COMPLETED THE SURVEY OF THE LANDS AS SHOWN IN THIS PLAT, THAT THE PLAT WAS PREPARED UNDER HIS DIRECTION AND SUPERVISION AND THAT THE PLAT COMPLIES WITH ALL THE SURVEY REQUIREMENTS OF PART I, CHAPTER 177, FLORIDA STATUTES AS AMENDED; THAT SAID PLAT IS A CORRECT REPRESENTATION OF THE LANDS THEREIN DESCRIBED AND PLATTED OR SUBDIVIDED; THAT PERMANENT REFERENCE MONUMENTS AND P.C.P.S HAVE BEEN SET. LOT CORNERS WILL BE SET AS SHOWN THEREON WITHIN ONE YEAR OF RECORDATION OF THIS PLAT AND AN AFFIDAVIT RECORDED WHEN SET AS REQUIRED BY CHAPTER 177, FLORIDA STATUTES, AS AMENDED; AND THAT SAID LAND IS LOCATED WITHIN THE MUNICIPAL BOUNDARIES OF THE CITY OF SEBASTIAN, FLORIDA. TIES TO GOVERNMENT CORNERS AND TO INDIAN RIVER COUNTY HORIZONTAL CONTROL NETWORK MONUMENTS CONFORM TO FGCC THIRD ORDER CLASS 1 STANDARDS. DATE 12.70-17 CHARLES H. BLANCHARD, PSM FLORIDA CERTIFICATE NO. 5755 MERIDIAN LAND SURVEYORS 1717 INDIAN RIVER BOULEVARD SUITE 201, VERO BEACH, FLORIDA 32960 STATE OF FLORIDA CERTIFICATE OF AUTHORIZATION NO, 1,.B 6905 CITY SURVEYOR'S CERTIFICATE THIS PLAT OF SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION HAS BEEN REVIEWED BY THE UNDERSIGNED PROFESSIONAL SURVEYOR AND MAPPER EMPLOYED BY THE CITY OF SEBASTIAN, WHO HEREBY CERTIFIES THAT THIS PLAT CONFORMS TO THE RE UIREMENT 4 5 OF PART 1 CHAPTER 177 FLORIDA STATUTES AND SUBDIVISIONS AND PLATTING, AND ARTICLE XIX OF CHAPTER IV OF THE CITY OF SEBASTIAN LAND DEVELOPMENT CODE, AND THAT SAID LAND IS LOCATED IN THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLO%RI�DA.�/n 5/t1� /_-�'.w% /' DATE ��3II PJ DAVID M. JONES��. 3909 ACCEPTANCEOFUTILITY EASEMENTS BY INDIAN RIVER COUNTY THIS IS TO CERTIFY THAT ON JANUARY 9, 2018,THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, ACCEPTED THE DEDICATIO OF THE UTILITY EASEMENTS CONTAINED ON THIS PLAT, BY DATE PETER D. O'BRYAN, CHAIRMAN ATTEST: JEFFREY R. SMITH, CLERK OF COURT AND COMPTROLLER ON, BY: DEPUTY CLERK - PREPARED BY: CHARLES H BLANCHARD, PSM#5755 MERIDIAN LANC SURVEYORS 6905 DATE OF PREPARATION MARCH 2017 SCHULKE MERBITTLE, & STODDARD, INC. DIBIA SHEET AN LANA SIffiVEYC1FIB 1717 INDIAN RIVER BLVD, SUITE 201 VERO BEACH, FL. 32960 LB06905 PHONE; 772-794-1213, FAX: 772.794-1096 [� EMAIL: LB69050DELLSOUTH.NET r SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION ACCEPTANCE OF DEDICATIONS SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS ASSOCIATION, INC., A FLORIDA NOT FOR PROFIT CORPORATION, HEREBY ACCEPTS THE DEDICATION OF DRAINAGE EASEMENTS; ACCESS, DRAINAGE AND UTILITY EASEMENTS; STORMWATER MANAGEMENT EASEMENT; AND INGRESS, EGRESS, UTILITY AND DRAINAGE EASEMENT, AND PAVED DRIVEWAYS CONTAINED ON THIS PLAT AND ACCEPTS THE MAINTENANCE RESPONSIBILITY FOR SAME. SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS 1ATION, INC. WITNESS; PRINTEDNAME' - By Cj�iS `�,�f�� WITNESS JEAEY L SUSI, PRESIDENT PRINTED NAME: COUNTY LE.Q W R ACCEPTANCE OF DEDICATIONS STATE OF FLORIDA jVT EFO EGOING WAS ACKNOWLEDGED BEFORE ME THIS I DAY OF Ems,, 2017 BY JEFFREY L. SUSI, THE PRESIDENT OF SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS ASSOCIATION, INC., A FLORIDA NOT FOR PROFIT CORPORATION'18:10_E2(EIED-ON-BEH 1�LF AND WITH THE AUTHORITY OF OF SAID ENTITY AND IS EITHERSON I Y KNOWnI TO ME.bR RAS PRODUCED /> AS IDENTIFICATION. NOTARY PUBLI/.(t �- COMMISSION #: X962 /:5 / PRINTED NAME �YOF4_. n�E MY COMMISSION EXPIRES; 3144-A cox. u.xwer SEAL: f�r'��� rrrmwn,sw�ia�mw 9040 ND NOR# STATE OF FLORIDA I, JEFFREY R. SMITH, CLERK OF CIRCUIT COURTAND COMPTROLLER OF INDIAN RIVER COUNTY, FLORIDA, DO HEREBY CERTIFY THAT I HAVE EXAMINED THIS PLAT OF SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION, AND THAT IT COMPLIES WITH ALL THE REQUIREMENTS OF CHAPTER 177 FLORIDA STATUTES, AS AMENDED, THIS PLAT FILED FOR RECORD THIS DAY OF , 2018 AND RECORDED ON PAGE OF PIAT BOOK _ IN THE OFFICE OF THE CLERK OF CIRCUIT COURT OF INDIAN RIVER COUNTY, FLORIDA. BY DATE DEPUTY CLERK OF CIRCUIT COURT INDIAN RIVER COUNTY, FLORIDA CERTIFICATE OF TITLE THE LANDS AS DESCRIBED AND SHOWN ON THIS PLAT ARE IN THE NAME OF, AND APPARENT RECORD TITLE IS HELD BY HEALTH SYSTEMS OF INDIAN RIVER, INC-, A FLORIDA NOT FOR PROFIT CORPORATION, SEBASTIAN MEDICAL SUITES, LLC., A FLORIDA LIMITED LIABILITY COMPANY, AND PNC BANK, NATIONAL ASSOCIATION, SUCCESSOR IN INTEREST TO RBC BANK (USA). ALL TAXES HAVE BEEN PAID ON SAID PROPERTY AS REQUIRED BY SECTION 197.192, FLORIDA STATUTES, AS AMENDED; THE FOLLOWING MORTGAGES, LIENS, OR OTHER ENCUMBRANCES AGAINST THE LANDS AS DESCRIBED AND SHOWN ON THIS PLAT ARE: MORTGAGE IN FAVOR OF PNC BANK, NATIONALASSOCIATION, RECORDED IN OFFICIAL RECORDS BOOK 2808, PAGE 2040 MORTGAGE IN FAVOR OF PNC BANK, NATIONAL ASSOCIATION, RECORDED IN OFFICIAL RECORDS BOOK 2207, PAGE 2694 DRAINAGE EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2136, PAGE 359 (EXHIBI "C") STORMWATER MANAGEMENT EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2136, PAGE 366 (EXHIBR"C") MGRESS, EGRESS, UTILITY AND DRAINAGE EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2095, PAGE 1171 (EXHIBIT -C-) UTILITY EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2236, PAGE 2026 UTILITY EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2236, PAGE 2623 DRAINAGE EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 2361, PAGE 1098 UTILITY EASEMENT, RECORDED IN OFFICIAL RECORDS BOOK 837, PAGE 1485 ALL REFERENCES TO OFFICIAL RECORD BOOKS AND PAGES ARE TO THE OFFICIAL RECORDS OF INDIAN RIVER COUNTY, FLORIDA. BY. 1 9'_'z WILLIAM J. STEWART, $Q. FLORIDA BAR N0.125039 A PLAT OF A PORTION OF SECTION 30, FLEMING GRANT - CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA. BEING A REPLAT OF A PORTION OF PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT COURT OF ST. LUCIE COUNTY, FLORIDA, AS SHOWN IN PLAT BOOK 1, PAGES 178 AND 179. LEGAL DESCRIPTION - PROVIDED A PARCEL OF LAND LYING fN THAT PART OF LOTS 22 AND 23, AND THAT PART OF BLOCKS 55, 56, 57, AND 58, AND PARTS OF ABANDONED RIGHTS OF WAY OF SPRUCE STREET, BREVARD AVENUE, CHESNUTT STREET AND WAUREGAN AVENUE, AS SHOWN ON PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT COURT OF ST.LUCIE COUNTY, FLORIDA AS SHOWN IN PLAT BOOK i PAGES 178 AND 179, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: COMMENCING AT THE NORTHEAST CORNER OF THAT PORTION OF LOT 22, LYING WEST OF U S HIGHWAY N. 1 RUN SOUTH 36°49'44" EAST, 214.65 FEET TO THE POINT OF BEGINNING; FROM THE POINT OF BEGINNING, CONTINUE SOUTH 36°4944" EAST ALONG SAID RIGHT OF WAY FOR A DISTANCE OF 344.88; FEET THENCE RUN SOUTH 45°23'35" WEST, 1081.50 FEET TO THE EAST RIGHT OF WAY LINE OF THE FLORIDA EAST COAST RAILROAD; THENCE RUN NORTH 53"35'55" WEST, 347.69 FEET ALONG SAID RIGHT OF WAY; THENCE NORTH 45'28'46' EAST, 625.48 FEET TO THE CENTERLINE OF ABANDONED WAUREGAN AVENUE, THENCE NORTH 45°21'33" EAST, 558.02 FEET TO THE POINT OF BEGINNING. SAID LANDS NOW SITUATE IN INDIAN RIVER COUNTY, LEGAL DESCRIPTION - BY SURVEYOR A PARCEL OF LAND LYING IN THAT PART OF LOTS 22 AND 23, AND THAT PART OF BLOCKS 55, 56, 57, AND 58, AND PARTS OF ABANDONED RIGHTS OF WAY OF SPRUCE STREET, BREVARD AVENUE, CHESNUTT STREET AND WAUREGAN AVENUE, AS SHOWN ON PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT COURT OF ST.LUCIE COUNTY, FLORIDA AS SHOWN IN PLAT BOOK 1 PAGES 178 AND 179, BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: COMMENCING AT THE NORTHEAST CORNER OF THAT PORTION OF LOT 22, LYING WEST OF U S HIGHWAY N. 1 RUN SOUTH 36°4964" EAST, 214.65 FEET TO THE POINT OF BEGINNING; FROM THE POINT OF BEGINNING, CONTINUE SOUTH 36'40'64° EAST ALONG SAID RIGHT OF WAY FOR A DISTANCE OF 344.66; FEETTHENCE RUN SOUTH 45"23'38" WEST, 1681.39 FEET TO THE EAST RIGHT OF WAY LINE OF THE FLORIDA EAST COAST RAILROAD; THENCE RUN NORTH 53°38'23" WEST, 347.67 FEET ALONG SAID RIGHT OF WAY; THENCE NORTH 45'28'48" EAST. 1183.61 FEET TO THE POINT OF BEGINNING, SAID LANDS NOW SITUATE IN INDIAN RIVER COUNTY, FLORIDA. MORTGAGEE'S CONSENT COUNTY OF INDIAN RIVER STATE OF FLORIDA THE UNDERSIGNED HEREBY CERTIFIES THAT IT IS THE HOLDER OF A MORTGAGE UPON A PART OF THE PROPERTY DESCRIBED HEREON AND DOES HEREBY JOIN IN AND CONSENT TO THE DEDICATION OF THE LAND DESCRIBED IN SAID DEDICATION BY THE OWNERS THEREOF AND AGREES THAT ITS MORTGAGE, LIENS OR OTHER ENCUMBRANCES RECORDED IN OFFICIAL RECORDS BOOK 2808, PAGE 2040, AND OFFICIAL RECORDS BOOK 2207, PAGE 2064, OF THE PUBLIC RECORDS OF INDIAN RIVER COUNTY, STATE OF FLORIDA SHALL BE SUBORDINATED TO THE DEDICATION SHOWN HEREON. THE UNDERSIGNED DOES HEREBY JOIN IN AND CONSENT TO THE DECLARATION OF -COVENANTS, CONDITIONS AND RESTRICTIONS FOR SEBASTIAN MEDICAL SUITES COMMERCIA' SUBDIVISION (COLLECTIVELY REFERRED TO AS "DECLARATIONS") AND AGREES THAT ITS MORTGAGE, LIENS OR OTHER ENCUMBRANCES AS REFERENCED HEREIN ABOVE SHALL BE SUBORDINATED TO THE DECLARATIONS. IN WITNESS WHEREOF, PWC BANK HAS CAUSED THE PRESENTS TO BE SIGNED BY ITS VICE Pfi691D ENT HEREON BY AND WITH THE AUTHORITY OF ITS BOARD OF DIRECTORS THIS_. DAY OF 41xd , 2918. ' PNC BANK, NATIONAL ASSOCIATION, SUCCESSOR BY MERGER TO RBC BANK (USA) WITNESS: �' PRINTED NAME: I']YI' Cl BY: !� WITNESS: / DODGLASS &AILOR, VICE PRESIDENT PRINTED NAME: Gcw ACKNOWL�p�Jy�F,NT TO MORTGAGEE'S CONSENT COUNTY OF IPjP ,��j LAVER STATE OF FLORIDA THE FOREGOING MORTGAGEE'S CONSENT WAS ACKNOWLEDGED BEFORE ME THIS DAY OF 2018 BY _ 9066LAis BAILOR VICEPJLES1pEI4Y OF PNC BANK, A NATIONAASOCIATION ON BEHALF OF THE CORPORATION. �E IS PERSONALLY KNOWN TO ME OR HAS PRODUCED _1 TRIM I iNgRP AS1DENTIFICATION. NOTARY PUBLIC: pp PRINT NAME: R Iffi ( AIJ(PL.. COMMISSION NO..)� „D OL'I EXPIRATION DAT£: e. & SEAL: rrcueesgptrcawi� "! o?BsdalM1e Ap}e,blrl6.,Yn PAGE DOCKET NO. NOTICE: NO CONSTRUCTION, TREES OR SHRUBS WILL BE PLACED IN UTILITY EASEMENTS WITHOUT CITY APPROVAL AND THE CONSENT OF THE SEBASTIAN MEDICAL SUITES PARK PROPERTY OWNERS' ASSOCIATION, INC.. ROUTINE MAINTENANCE (E.G. MOWING ETC.) OF EASEMENTS SHALL BE THE RESPONSIBILITY OF THE LOTIPROPERTY OWNER(S). THIS PLAT, AS RECORDED IN FTS GRAPHICAL FORM, IS THE OFFICIAL DEPICTION OF THE SUBDIVIDED LANUS DESCRIBED HEREIN AND WILL IN NO CIRCUMSTANCES BE SUPPLANTED IN AUTHORITY BY ANY OTHER GRAPHIC OR DIGITAL FORM OF THE PLAT. THERE MAY BE ADDITIONAL RESTRICTIONS THAT ARE NOT RECORDED ON THIS PLAT THAT MAY BE FOUND IN THE PUBLIC RECORDS OF THIS COUNTY. PROPERTY OWNERS ARE PROHIBITED FROM PLANTING ANY CARIBBEAN FRUIT FLY AND ASIAN CITRUS PSYLUD (CITRUS GREENING) HOST PLANTS AS SPECIFIED HEREIN AND ARE REQUIRED TO REMOVE THE SAME IF ANY EXIST: CATTLEY GUAVA, COMMON GUAVA, LOQUAT, ROSE APPLE, SURINAM CHERRY, CHINESE BOX ORANGE, AND ORANGE JASMINE. COVENANTS, RESTRICTIONS OR RESERVATIONS AFFECTING THE OWNERSHIP OR USE OF THE PROPERTY SHOWN IN THIS PLAT ARE FILED IN OFFICIAL RECORD BOOK 2081, PAGE 1256, OF THE PUBLIC RECORDS OF INDIAN RIVER COUNTY, FLORIDA. SURVEYOR'S NOTES 1. THE PARCEL OF LAND SHOWN HEREON 15 LOCATED IN ZONE "X", AS PER FLOOD INSURANCE RATE MAP 12061 C01 03 H, DATED DECEMBER 4, 2012. 2. THE HORIZONTAL COORDINATES AND BEARINGS SHOWN HEREON ARE BASED ON THE STATE PLANE COORDINATE SYSTEM, FLORIDA EAST ZONE (901), NAD 83 (NGS ADJUSTMENT OF 1990) AND ARE BASED ON INDIAN RIVER COUNTY HORIZONTAL CONTROL NETWORK MONUMENT GPS 150 AND GPS 26 R. 3. TIES TO GOVERNMENT CORNERS AND INDIAN RIVER COUNTY HORIZONTAL CONTROL NETWORK MONUMENTS CONFORM TO FGCC THIRD ORDER CLASS I STANDARDS. 4, THE BENCHMARKS SHOWN HERE ON ARE BASED ON NGS MONUMENT 0401 (ELEVATION 21.94' NAVD 19BB) AND ARE RELATIVE TO THE NORTH AMERICAN VERTICAL DATUM OF 1988. 5. PERMANENT REFERENCE MONUMENTS SET ARE 4" X 4" CONCRETE MONUMENTS WITH MAG NAIL AND BRASS DISC STAMPED PRM LB 6905. B. LOT CORNER MARKERS AS SHOWN ARE PROPOSED TO BE SET IN CONFORMANCE WITH CHAPTER 177.091 (9), FLORIDA STATUTES. CORNER MARKERS SET BY MERIDIAN LAND SURVEYORS ARE 578" IRON ROD WITH ORANGE CAP STAMPED HSE&S LE6905, MAA SHEET KEY - ��SHEST5� SHEET4 SHEET3 {BB A2 , r HOUSTON, SCHULKE, BITTLE, &STODDARD, INC. Df6fA SHEi'Ei' PREPARED BY: CHARLES H. MERIDIAN BLANC PSM#5755 l MERIDIAN LAND MERIDIAN LAND e&*WEYORB 1717 INDIAN RTVER BLVD, SUITE 201 2 SURVEYORS 8905 DATE OF PREPARATION: VERO BEACH, FL. 32960 LB#6965 PHONE: 772.794-1213, FAX: 772-794-1096 a E MARCH 2017 HMAIL. LB6905QHP.T.I OUTICNET 4% of 266 l SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION STCRMWAIER 1,411 MENI EASEMENT y. 20 •, �_5457848'!Y_ 15.t13� _ 54578'4B"W 190.3_0'_ oR.O. 2136. PACE 3s6(fxlrerr"c") 1 ry ti ti - I !� F ' 24'1675S - - - - I j easmENr E4'a(Dvr I I EA EIIUIr 24 'Aorr I I I l N457ALOT 3 $A� i 1z' rz' f s' rz' I I 1 0.99 ACT, 1 46:70 I— j E7 �AfflN EASEMENT I I z I C.R.B 2.761 PAGE 1096 ;�� m [� \ \(` IBI rc jIIII w Il I 2 I z y I x I ! I AresuutravlFo UNE cam RNA r /- . .� �, --- k, ✓— I_--------- I— a—I--I--L 767. / 1 1 I I _ _ L i fa' 0R,N Aal & UVEY-AS&Wi7Vr o _ — � I � ia' ulurrr ea�FNr � x.ro' ( LOT 1 1 I v + — — — — — — — ^ N452848T 254.99' S 32 AC hl I NA67B48i _ JE¢$x5'�"E _ 190. J0, _ ~'N4578'�E _ 18670'_ M• INGRESS, DRESS, UPUTY AND ORA(N4GE EASEMENT �' 0 -.IO UALf7YE.65E_ ORE 2095, PAGE 1171(EXHr91T"C) 7REN!' 2 � CA A PLAT OF A PORTION OF SECTION 30, FLEMING GRANT - CITY OF SEBASTIAN, INDIAN RIVER COUNTY, ---- - MERIDIAN _ _ _ � ti ---- �-----`--- o-r, C:Tf, V 9.R.6. 2361, PAGE 1fJ98 . --`�- 1 IifXNI&r"C-) PLA T BOOK SURVEYORS 6905 FLORIDA. BEING A REPLAT OF A PORTION OF PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, XI C1 rn of 1 L��--- _ _C �NA578'48O.4J2' / / I15.Ig1 PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT LOT ---- —� PAGE ABBREVIATIONS: COURT OF ST. LUCIE COUNTY, FLORIDA, AS SHOWN IN PLAT BOOK 1, PAGES 178 AND 179. N 4.58 AC. — CA -CENTRAL ANGLE OF CURVE R - RADIUS OF CURVE DOCKET NO. L - LENGTH OF CURVE CH --CHORD OF CURVE, DIRECTION AND LENGTH MONUMENTLEGEND RfW - RIGHT-OF-WAY CL - CENTERLINE (ALL MONUMENT LABELS ARE AS FOLLOWS, UNLESS SEC. -SECTION OTHERWISE NOTED) O.R.B.-OFFICIAL DECORD BOOK If Q SET PERMANENT REFERENCE MONUMENT (PRM) POC P.B. - PLAT BOOK PERMANENT REFERENCE MONUMENT (PRM) GRAPHIC SCALE NOOMOfT CORNER LOT 2C ! O,A.-OVERALL a PERMANENT CONTROL POINT {PCP} a o su TOWN DF WAUREOAN LYING I CM - CONCRETE MONUMENT p PARCEL CORNER MARKER I ! W S7' OF U.S. HIGHWAY 7 PRM - PERMANENT REFERENCE MONUMENT (SEE SURVEYOR'S NOTES FOR FULL DESCRIPTION f _f es I FOUND J- IRON PIPF(NO CAP) D PCP - PERMANENT CONTROL POINT OF SET PRMS AND CORNER MARKERS} I IN FEET I 'I' DRAINAGE EASAifNi 7 �-g R.C.F. - PUBLIC RECORDS OF INDIAN RIVER P.R.I.R.C.F. I inch = 19 rL oO.R.B. 21J&, PACE 353(fXNlBf1°C") COUNTY FLORIDA K,5 STGRMIYA TFR MANAG fhIEN1 EASEMENT P.RS,LC,F. - PUBLIC RECORDS OF ST, LUCIE NOTE: O.R 8. 2136, PAGE W6(EXNI8IT"C) a fNGRESi EGRESS R1 COUNTY FLORIDA THIS SHEET DEPICTS LOT DIMENSIONS. 0770TY Wa DRAINAGE:ASEmrw P.O.C. - POINT OF CURVATURE EASEMENT DIMENSIONS ARE 09.8 2095, PAGE H71(EKWGU"C 1 fLV = 1 P.R.C. - POINT OF REVERSE CURVATURE RADIAL ENTENTIONALLY OMITTED. SEE SHEETS 41 L+Tr EASEMENT I tki G.R.O.oRs22x6, Pace 2026 26 (R)- (NR) - NOT RADIAL AND 5 FOR DIMENSIONS DETAIL OF u�((rr ASEu EASEMENTS. G.R,5, 2236• PGE 202J "tl'- d 1 ( ) - MEASURFD I (P)-PLATTEDI GfAAlDMR4R&1R170/81SNCY'JafrsE NORTHEAST DRAINAGE EASEMENT I �o ' ORAL 2361, PACE 1086! CORNER L7 aIOCFSEC1rPAUA6EAA'f SECTION 36, 011111rE4SE41E1111 C] BLOCK 55 PLAT OF WAUP,EGAN ON FLEMING GRANT PLAT BOOK 1, PAGES 178 AND 179 I PARCE4 ID 30382100001000000021.0 TOWNSHIP 30 SOUTH, G.R.N. 07, PACE 1465 RANGE 38 EAST } I BREVAR0 AVENUE P.R.S. L.C.F. NOT PART OF 7H15 PLAT CERTIFIED CORNER 1 (A4A1{DOMED) I BLOCK 5E WA ,ReECAN AYE UE ANooNEo 19'R4AWAfXEA.St�lfh'T Lor 22 1 400 1 6 N38 RECORD1193654 �SIOUPIDARY N45 28 48 E I ` TING `E1,111� r;1�rrs 7 79071' -- 7183.51' EXIS rNc OWNACE EASEMENT N457U'48"i - o O.R.B. 21.16, PAGF d59(ENNf817"C"J ---------------� 37491' y" N4578'48 - --` j I $k]SRn`G 9RA!NACE EASEMENT 55,(73 0.75 / t 11 o.R.B.z1.16,FACE JSa(ExRferrc'1 l —-------.�_L�— s9' 7S2' ���1i N4578 11`1 34 V 1272026.25 ---— 1�—----------- --------- j E82J756.04 STCRMWAIER 1,411 MENI EASEMENT y. 20 •, �_5457848'!Y_ 15.t13� _ 54578'4B"W 190.3_0'_ oR.O. 2136. PACE 3s6(fxlrerr"c") 1 ry ti ti - I !� F ' 24'1675S - - - - I j easmENr E4'a(Dvr I I EA EIIUIr 24 'Aorr I I I l N457ALOT 3 $A� i 1z' rz' f s' rz' I I 1 0.99 ACT, 1 46:70 I— j E7 �AfflN EASEMENT I I z I C.R.B 2.761 PAGE 1096 ;�� m [� \ \(` IBI rc jIIII w Il I 2 I z y I x I ! I AresuutravlFo UNE cam RNA r /- . .� �, --- k, ✓— I_--------- I— a—I--I--L 767. / 1 1 I I _ _ L i fa' 0R,N Aal & UVEY-AS&Wi7Vr o _ — � I � ia' ulurrr ea�FNr � x.ro' ( LOT 1 1 I v + — — — — — — — ^ N452848T 254.99' S 32 AC hl I NA67B48i _ JE¢$x5'�"E _ 190. J0, _ ~'N4578'�E _ 18670'_ M• INGRESS, DRESS, UPUTY AND ORA(N4GE EASEMENT �' 0 -.IO UALf7YE.65E_ ORE 2095, PAGE 1171(EXHr91T"C) 7REN!' 2 � CA - h I 10RAWACE EASEMENT � �II'�T F ---- - MERIDIAN _ _ _ � ti ---- �-----`--- o-r, C:Tf, V 9.R.6. 2361, PAGE 1fJ98 . --`�- 1 IifXNI&r"C-) SURVEYORS 6905 1717 MDEAN RIVER BLVD, SUITE 201 XI C1 rn of 1 L��--- _ _C �NA578'48O.4J2' / / I15.Ig1 u LOT ---- —� EMAIL: LB6905(a7BELLSOUTH.NET A A {� ALlSS+ r01 N 4.58 AC. — / a , m 1 J — — — — ' rsr vrj�lYl to, unurr T, EASEMENT Z a ono } \EASEMENT \ I I \\ Lamhl Gn£1 I ! h\I� -- `-� -I - �tTr-------------------------._--_ — --------- 10U' 54573 iBRY 4959J' - - - - - - lO' b1H1rY FASEMENT �� N } ro' 0 +Tv EASfufNT U.R.B. 2236, PAGE 202J $fif 46' - - - 545°2338"W 1081.39' 1 BLOCK 58 9REVM1RO AVENUE 1 (AEIANOCIIED) 1 BLOCK 57 WA RECAN M1 UE I 4 �AaallooN'EID WAL—MART Lor zs 11 PLAT OF WAUREGAN ON FLEMING GRANT PARCELID 1 PLAT BOOK 1, PAGES 178 AND 179 I I 3038 1000000023.3 1 I P. R. B.LC,F. NOTTPART PART OF THIS PLAT I 4���tiAO• N o MAP SHEET KEY a h 7�\ 'll ILI LOOT3 o ac. l SHEET 5--__-1L� SHEET 4 Lir, �SHEET3 3 AC. 2 `�I' 4Lar.98 AC. 1 �`� i EAST 1 CORNER SECTION 1, TOWNSHIP 31 SOUTH, RANGE 38 EAST CERTIFIED CORNER RECORD1187138 120' O's - N 1271749.62 E 823961,99 GPS 26R N:1268719.7� E:826975.00 IR.0.W.1 I i Q aWp �7]GPS 150 N:1271105.22 E:825904.90 1 HOUSTON, SCHULKE BITTLE, & STODDARD, INC. D1BIA SHEF PREPARED BY: CHARLES H_ MERIDIAN BLANC L 755 MERIDIAN LAND I—•4Nb >3URVEYPRa SURVEYORS 6905 1717 MDEAN RIVER BLVD, SUITE 201 DATE OF PREPARATION: VERO BEACIT, FL. 32960 LB#6905 PHONE: 772-794-1213, FAX: 772-794-1096 MARCH 2017 EMAIL: LB6905(a7BELLSOUTH.NET A A r ABBREVIATIONS: CA - CENTRAL ANGLE OF CURVE R. - RADIUS OF CURVE L - LENGTH OF CURVE CH. -- CHORD OF CURVE, DIRECTION AND LENGTH R/W - RIGHT-OF-WAY CL - CENTERUNE SEC - SECTION P.B. - PLAT BOOK O.R.B. - OFFICIAL RECORD BOOK D.A. - OVERALL SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION A PLAT OF A PORTION OF SECTION 30, FLEMING GRANT - CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA. BEING A REPLAT OF A PORTION OF PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT COURT OF ST. LUCIE COUNTY, FLORIDA, AS SHOWN IN PLAT BOOK 1, PAGES 178 AND 179. MAP SHEET KEY PRM - PERMANENT REFERENCE MONUMENT PCP - PERMANENT CONTROL POINT POC - POINT OF COMMENCEMENT MONUMENT LEGEND MONUMENTS ARE WHAT ARE DESCRIBED BELOW GRAPHIC SCALE POB -POINT OF BEGINNING UNLESS OTHERWISE NOTED } P.R,LR.C.F. - PUBLIC RECORDS OF INDIAN INSET PERMANENT REFERENCE MONUMENT (PRM) LAND 9URVEYOF� RIVER COUNTY FLORIDA ETFOUND PERMANENT REFERENCE MONUMENT (PRM) r I.R.F.C.W.D. -INDIAN RIVER FARMS WATER o PERMANENT CONTROL POINT (PCP) �or3 e o,WAC. f ON rear } n. CONTROL DISTRICT O PARCEL CORNER MARKER i SHEET53, SHEET 4 PLA T ?// PA GE 'O s r r NO. NORTHEAST CORNER LOT 22, TOWN OF WAUREGAN L nlVG WEST OF U.S. HIGH WA Y I Fo DRAINAGE EASEMENT g 1 O.R.B. 2136, PAGE 359(EXH)BIT"C") Lq n + (R) - RADIAL MFOUND: PARCEL CORNER MARKER - I awssarSFORMWATER MANAGEMENT FI'�,i�fENT —1 l SHEET 3 _ 2136, PAGE J66(EXHIBIT C"} ry {NR) NOT RADIAL qc (SEE SURVEYOR'S NOTES FOR rFULL 3.32 AC. LOT 2 Sone INGRESS. EGRESS O.R.R.. RUTY AND DRAINAGE EASEMENT (M) - MEASURED DESCRIPTION OF SET PRMS AND CORNER \, ^ GERALOfYIFARBi ITO(olsNOA)OFTHE R4, (P) - PLATTED MARKERS} _ - , _ „ „ . DIOCESEOFFRLMBF.ACH O.R.B. 2095, PAGE 1171(EXHIBIrC) 1 ° PLAT OF WAUREGAN ON FLEMING GRANT I I "� I PARCEL. IQ UTILITY EASEMENT o ,o PLAT BOOK i, PAGES 178 AND 179 30382700007000000027.0 O. R. B. 2236, PAGE 2026 va. S452849JY 77.59(0,4) NOT PART OF THIS PLAT UTILITY EASEMENT r&98 Mpd F wAYn3naiDO�AiEoTCE 10' ORAINAGE EASEMENT O R.B. 2236, PACE E202JASEMENT Ui � 1 aLaCK 5s Lor 22 DRAINAGE EASEMENT CONNECTING Eh15PNG FASENENIS 0. R. B. 2161, PAGE 1098 PQB i RA CE EASEMENT S4 178 48'14f 1E!) 5457929 {s�aJ 799.73' r0 POS 2J61/1098 OVERALL f! RR 7361 PAr.F InaR(rYyfRT" .'t N45° 8'48'F 1183.&1(CA) 808.70 TO A4ATCHL.INE r– u45� °E 25423' BOUNDARY N457848E EXISTING DRAINAGE EASEMENT0.75) � — — — -`O— 5443112 N457848E 25499' l N4528'48°F Uka 2136, PACE 359 EXHTBIT C 68,i.19(OA) 37Q94RI MATCWVr —, 5.9' SA52848"W 177.63' > Sj 8.00' POs f — — — — — — — — — — — — — — I STORMWAIER MANAGEMENT EASEMENT y 54578'48W _ 15J13' _ _-� 5457848"W 190.30'_ O.R.R. 2136, PACE 366(EXN181T"C -�- ) -1---� ---- -_L- ------ ' f� I _ z4' ACCEss za' ACCESS 24' ALL'FS5 '€�1N48112IL 46.54' I I I EASEMENT 24 AGCESSEASEMENT EASDVENT I I1 !f f Cp fI EASEMENT11,22 I ` LOT 3 (fJ N4578'48 F_ - 112' 12' 1 1 1 i 0.99 AC. Nt 46.70'1 I I o I � =j• P > IN I I z l y 1 2 1 tip, J 1 m Z y I 1 M9NUMENTED LINE OF REFERENCE --_ _- _t 10' DRAINAGE &UTILITY EASEMENT a ~ — — I — Nasi 0 UALITY EASEMfNT o > sl' 4 j % I r Na57B'48� 124.99' 30' Q POB N457848 E 254.99' ,! woo c r N4578'48E� _ N457848 E _ 190.3(J' y N452B4B'E 186.70' tom.. INGRESS, ECRESS, UTILITY AND DRAINAGE EASEMENT I � )vas'ZL 50.07 (_25.59' � �� ti _- — - i F � � o.R.e. zo9s, PAGE 117r(Exxr81T°c') Nv W I I h —I -TI 1 52 55 3 — ti 54438b9 7{ S517J�74 � � Ia7a4MiY 21dJlr — — — — $ N Z Lj NA5t13Q5E 119' 23' — 167.77'— — / " I 2S' 57.77' 1L{q j 1 ` ~ —��r ti 4 3 1 J 1' — N457848 E 7D5.32 EXISTING DRAINAGE ' 1 i 14 15 I 1 LOT 2 q = S43Y1504"W N5q¢���� , 1 EASEMENT O.RB. 2351, ,� E- -1lo� 4.58 AC. o� U rOA) //jg¢% PAGE i098(fXNl81iC'} oI / / aft 0VTI� y 157:60' TO MATCHUNE �� 10' UTILITY a EASEMENT z UTILITY EASEM�B -Io;-u- ALITY \1 yq I \ 1 r, I r O.R.R. 2136, PAGE 2026 ' o \E;S£MFNT p� " I U S1Ly3 �3 60' I 1 N\i Ni751' I \ y\ {\ 5D�p56�E 60' 1p� 1:a'� �`• 7zo' U.S. N)GwaY �I— — 7' — — — — — — — — - y s?e3 \ �— —1l ` ` I `I — ' u�i�-sasr,—E�u— — —-Pesr�a23—�rrs�1 _ — — — — — — – — R. 0. W. I 174.27' TO MATGYILINE 10 UTILITY EASEMENT ` og_ IV I S45°23'38"W NA573'38E(M) 1081.39'(OA) 1283' UTILITY EASEMENT I BLOCK 57 WAU+ `ABANDONEDREGAN) UE LOT 23 AVE WAL-MART O.R.B. 2236, PAGE 1023 I PLAT OF WAUREGAN ON FLEMING GRANT PARCEL ID 1 PLAT BOOK 1, PAGES 178 AND 179 30382100001000000023.3 P. R. S. L. C. F. NOT PART OF THIS PLAT EASEMENT GEOMETRY SHEET HOUSTON, SCHULKE. 81TTLE, & STODDARD, €NC- 01BIA SHEE' PREPARED BY: CHARLES H. MERIDIAN BLANCHPSM MERIDIAN LAND LAND MERIDIAN LAND 9URVEYOF� SURVEYORS 8905 1717 INDIAN RFa R BLVD, SUITE 201 4 DATE OF PREPARATION: VERO BRACH, FL. 32960 LBO -6905 PHONE! 772-794-IZ13, PpX:77Z-794104fi - (y MARCH 2017 EMAU,: LE69050DELLSOUT 124E3' C SEBASTIAN MEDICAL SUITES COMMERCIAL SUBDIVISION A PLAT OF A PORTION OF SECTION 30, FLEMING GRANT - CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA. BEING A REPLAT OF A PORTION OF PLAT OF WAUREGAN SUBDIVISION, AS IN PLAT BOOK 1, PAGE 75, PUBLIC RECORDS OF BREVARD COUNTY, FLORIDA, RE -FILED IN THE OFFICE OF THE CIRCUIT COURT OF ST. LUCIE COUNTY, FLORIDA, AS SHOWN IN PLAT BOOK 1, PAGES 178 AND 179. GRAPHIC SCALE I I IN FEET I a ,nmh = 20 rt V0/;R MONUMENT LEGEND MONUMENTS ARE WHAT ARE DESCRIBED BELOW UNLESS OTHERWfSE NOTED INSET PERMANENT REFERENCE MONUMENT (PRM) I]FOUNO PERMANENT REFERENCE MONUMENT (PRM) *PERMANENT CONTROL POINT (PCP) *PARCEL CORNER MARKER NFOUND: PARCEL CORNER MARKER (SEE SURVEYOR'S NOTES FOR FULL DESCRIPTION OF SET PRMS AND CORNER MARKERS) PLA T BOOK PAGE DOCKET NO. ABBREVIATIONS: CA. - CENTRAL ANGLE OF CURVE R. - RADIUS OF CURVE L. - LENGTH OF CURVE CH. - CHORD OF CURVE, DIRECTION AND LENGTH R/W - RIGHT-OF-WAY CL - CENTERLINE SEC - SECTION O.R.B.- OFHCiAL RECORD BOOK P. B, - PLAT BOCK O.A. - OVERALL PRM - PERMANENT REFERENCE MONUMENT PCP -PERMANENT CONTROL POINT POC - POINT OF COMMENCEMENT POE- POINT OF BEGINNING P.R.I.R,C.F. - PUBLIC RECORDS OF INDIAN RIVER COUNTY FLORIDA I.R.F,C.WA. - INDIAN RIVER FARMS WATER CONTROL DISTRICT (R) - RADIAL (NR) - NOT RADIAL (M) - MEASURED (P) - PLATTED MAP SHEET KEY a.W AG. SHEETS� I L--- I SHEET4 iSHEET3 -- UIT s8�5o' Poo HOUSTON, SGHUL�KE/� BITTLE, & STODDARD, INC. DIB1A SHEE' NOR THEA 5T CORNER LOT 22, MERIDIAN BLANCHARD,PSM#5755LAND MERlYIAN LAND TOWN OF WAUR£GAIV L YING (NEST SURVEYORS 1717 INDIAN RIVER BLVD, SLIT ..291 VERO BEACH, FL. 32960 LB#6905 646.98' ^ OF U.S. HIGHWA Y 7 PHONE: 772-7941213, FAX: 772-794-1096 MARCH 2017 z 20' 017UTY EASEMENT w 2 OAR 8,77, PACE 1465 PLAT OF WAUREG� ON FLEMING GRANT cfwvoaran�aawrq wlo�nft 1NQ(.fSfQ`PgW961CR f i PLAT BOOK 1, i�AGE6 178 AND 179 °p } P.R SLC. F, PARCEL 16 w POB BLOCI( 55 VFNLJ 20'PORPON OF DRAlNACE EASEMENRREVAR❑ AVENUE T 30382100001000000021.0 NOT PART OF THIS PLAT (ARANO ps O.R.B. 2136, PAGE 359(EXH6T"C") N45 28 48 E i 183.61 %OW '3749f TO MATCHI.JAIE _l , _ _ —. — _ _ N457848'E — _ 6&3.19(OAjJJ2.25' TO AIATCNL/N£ 061TO MATCHLIN£ P08 4 20' ` 10' PORTION OF DRAINAGE EASEMENT' 1 O.R.B. 2136, PAGE 359(EXNfBIr"C") J' "'x a M ' �- o 2 a1 sCaUN i— Z N K l 'cs om m y CIO c A I 07] a 15 } 7I m LOT 1 w41. 3.32 AC. uJ Z v 0 1 Q m M1 + 74.91(OA) ` 2JJ2' TO MAMINE n I z1 I IUD' 1` I 45�ZJ79"W b5. 10' UTILITY EASLYENT -256.47' TO MATmuff- 545°2338"W 1081.39'(OA) 32;.65' TO MATCHLINE PLOCK 56 BREVARD AVENUE (ABANDONED) WAL—MAP,T 1 PLAT OF WAUREGAN ON FLEMING GRANT PARCEL ID PLAT BOOK 1, PAGES 178 AND 179 30382100001000009023.3 NOT PART OF THIS PLAT I GRAPHIC SCALE I I IN FEET I a ,nmh = 20 rt V0/;R MONUMENT LEGEND MONUMENTS ARE WHAT ARE DESCRIBED BELOW UNLESS OTHERWfSE NOTED INSET PERMANENT REFERENCE MONUMENT (PRM) I]FOUNO PERMANENT REFERENCE MONUMENT (PRM) *PERMANENT CONTROL POINT (PCP) *PARCEL CORNER MARKER NFOUND: PARCEL CORNER MARKER (SEE SURVEYOR'S NOTES FOR FULL DESCRIPTION OF SET PRMS AND CORNER MARKERS) PLA T BOOK PAGE DOCKET NO. ABBREVIATIONS: CA. - CENTRAL ANGLE OF CURVE R. - RADIUS OF CURVE L. - LENGTH OF CURVE CH. - CHORD OF CURVE, DIRECTION AND LENGTH R/W - RIGHT-OF-WAY CL - CENTERLINE SEC - SECTION O.R.B.- OFHCiAL RECORD BOOK P. B, - PLAT BOCK O.A. - OVERALL PRM - PERMANENT REFERENCE MONUMENT PCP -PERMANENT CONTROL POINT POC - POINT OF COMMENCEMENT POE- POINT OF BEGINNING P.R.I.R,C.F. - PUBLIC RECORDS OF INDIAN RIVER COUNTY FLORIDA I.R.F,C.WA. - INDIAN RIVER FARMS WATER CONTROL DISTRICT (R) - RADIAL (NR) - NOT RADIAL (M) - MEASURED (P) - PLATTED MAP SHEET KEY a.W AG. SHEETS� I L--- I SHEET4 iSHEET3 -- UIT EASEMENT GEOMETRY SHEET HOUSTON, SGHUL�KE/� BITTLE, & STODDARD, INC. DIB1A SHEE' PREPARED BY'. CHARLES H. MERIDIAN BLANCHARD,PSM#5755LAND MERlYIAN LAND e L� SuRVEYORB ® )fr SURVEYORS 1717 INDIAN RIVER BLVD, SLIT ..291 VERO BEACH, FL. 32960 LB#6905 DATE OF PREPARATION: ION: PHONE: 772-7941213, FAX: 772-794-1096 MARCH 2017 EMAIL: L66905%16ELLSOUTH.NET 1 � f Permit Application No. Ste_ TSN City of Sebastian HOME OF nijcm 7kND Development Order Application Applicant (If not owner, written authorization (notarized) from owner is required) _ Name: Sebastian Medical Suites, LLC Address: 2050 US Highway 1, Suite 200, Vero Beach, FL 32960 Phone Number; ( 772 ) 234 - 8164 FAX Number: ( 772 ) 234 - 2576 E -Mail dproctor@proctorcc.com Owner (If different from applicant) Name: See attached list of owners Address.- Phone ddress: Phone Number: ( ) - FAX Number: ( ) - E -Mail: Title of permit or action requested: Final Plat PLEASE COMPLETE ONLY THOSE SECTIONS WHICH ARE NECESSARY FOR THE PERMIT OR ACTION THAT YOU ARE REQUESTING. COPIES OF ALL MAPS, SURVEYS, DRAWINGS, ETC. SHALL BE ATTACHED AND 8-112" BY 11" COPIES OF ANY ATTACHMENTS SHALL BE INCLUDED. ATTACH THE APPROPRIATE SUPPLEMETAL INFORMATION FORM. A. Project Name (if applicable): Sebastian Medical Suites Commercial Subdivision B. Site Information Address: 13035 US Highway 1 and 801 Wellness Way Lot: Block: Unit: Subdivision: See attached legal description i Indian River County Parcel #: 30382100015000000000.1 / 30382100015000100001.0130382100015000100002.0 land 30382100001000000022.6 Zoning Classification: Future Land Use: CR and Riverfront Overlay District RMU Existing Use: Proposed Use: Medical Office and Business and Professional Office C. Detailed description of proposed activity and purpose of the requested permit or action (attach extra sheets if necessarv): Subdivide 3 non-residential lots DATE RECEIVED: FEE PAID: $SDD,� RECEIVED BY: 44 of 266 Permit Appfcation No. D. Project Personnel: Agent: Name: Joseph W. Schulke, P.E. - Schulke, Bittle & Stoddard, LLC Address 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number: ( 772 ) 770 - 9622 FAX Number: ( 772 ) 770 -9496 E -Mail: jschulke@sbsengineers.com Attorney: Name: William J. Stewart, of Counsel - Rossway, Swan, Tierney, Barry, Lacey & Oliver, P.L. Address 2101 Indian River Blvd, Suite 200, Vero Beach, FL 32960 Phone Number: (772 ) 231 - 4440 ext. 206 FAX Number: ( 772 ) 231 - 4430 E -Mail: wstewart@rosswayswan.com Engineer: Name: Joseph W. Schulke, P.E. - Schulke, Bittle & Stoddard, LLC Address 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number( 772) 770 - 9622 FAX Number: ( 772 ) 770 - 9496 E -Mail: jschulke@sbsengineers.com Surveyor: Name: Charles Blanchard - Meridian Land Surveyors, Inc, Address 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number: (772 ) 794 - 1213 FAX Number: ( 772 ) 794 - 1096 E -Mail: ris5755@bellsouth.net -in r -'A _r.c _ ID !' ** f'�]C C: , BEING FIRST DULY SWORN, DEPOSE AND SAY THAT: _IAM THE OWNER �I AM THE LEGAL REPRESENTATIVE OF THE OWNER OF THE PROPERTY DI~SCRIBE6 WHICH IS THE SUBJECT MATTER OF THIS APPLICATION, AND THAT ALL THE ATION, MAPS, DATA AND/OR SKETCHES PROVIDED IN THIS APPL2CATiON ARE ACCURATE AND TRUE TO THE BEST O MY KN WLE GE AND BELIEF. as to Lot 2 �r SIGNATURE�riald Proctor, Sr. , DATE Manager—� D I ** Donald C. Proctor, Sr., 5WORN_TQ_ANDSUBSCRIBED BEFORE ME BY UL3�1.�"�-�C� C , 1 rc:,C_`�u fManager of P&S iIV , LLC, a �WHO IS PERSONALLY KNOWN TO MEJOR PRODUCED LAS IDENTIFICATION, THIS _71 DAY OF P ��.MS�Ci1 2Q�. Florida limited liability n � company, Sole Member of NOTARY'S SIGNATURE C ��X _ Sebastian Medical Suites, LLC PRINTED NAME OF NOTARY a Florida limited liability COMMISSION No./ExPIRATION.n��r company SEAL: I W COWASSiON II FFOW818 ': EXPIRES: Jww 5, 2018 OS'' NB°i"d TM NoWyVmW*T1Wrs 45 of 266 Permit Application No. The following is required for all comprehensive plan amendments, zoning amendments (including rezoning), site plans, conditional use permits, special use permits, variances, exceptions, and appeals. as to Lot 2 ]ME, _ THE OWNER(S) / /1, THE LEGAL REPRESENTATIVE OF THE OWNER(S) OF THE PROPERTY DESCRiBEE/VVHICH IS THE SUBJECT OF THIS APPLICATION, HEREBY AUTHORIZE EACH AND EVERY MEMBER OF THE City Staff and Boards BOARD/COMMISSION OF THE CITY OF SEBASTIAN TO PHYSICALLY ENTER UPON THE PROPERTY AND VIEW THE PROPERTY IN CONNECTION WITH MY/OUR PENDING APPLICATION. IME HEREBY WAIVE ANY OBJECTION OR DEFENSE 1/WE MAY HAVE, DUE TO THE QUASI-JUDICIAL NATURE OF THE PROCEEDINGS, RESULTING FROM ANY BOARD/COMMISSION MEMBER ENTERING OR VIEWING THE PROPERTY, INCLUDING ANY CLAIM OR ASSERTION THAT MY/OUR PROCEDURAL OR SUBSTANTIVE DUE PROCESS RIGHTS UNDER THE FLORIDA CONSTITUTION OR THE UNITED STATES CONSTITUTION WERE VIOLATED BY SUCH ENTERING OR VIEWING. THIS WAIVER AND CONSENT IS BE SIGNED 8 ME/US VOLUNTARILY AND NOT AS A RESULT OF ANY COERCION APPLIED, OR PROMISES MADE, BY ANY EMPLOY A T, C TRACTOR OR OFFICIAL OF THE CITY OF SEBASTIAN. SIGNATUREDonald C. Proctor, 5r.* )ATE I Sworn to and subscribed before me byfer�r���.( ho is person fa ry known to me?or produced as identification, thi�y of November 20 17 Notary's Signature Printed Name of Notary Commission No./Expirations Seal: l�';? cATHERmr: A. EMRICK MY COMMISSION # FF 089819 EXPIRES: June 5, 2018 Bonded 7hru Notary PublicUndafwriten I *Donald C. Proctor, Sr., Manager of P&S 1V, LLC, A Florida limited liability company, Sole Member of Sebastian Medical Suites, LLC, a Florida limited liability company 46 of 266 Permit Application No. D. Project Personnel: Agent: Name: Joseph W. Schulke, P.E. - Schulke, Bittle & Stoddard, LLC Address 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number: ( 772 ) 770 - 9622 FAX Number: ( 772 ) 770 -9496 E -Mail: jschulke@sbsengineers.com F Attorney: - - - Name: -- William J. Stewart, of Counsel - Rossway, Swan, Tierney, Barry, Lacey & Oliver, P.L. Address -- 2101 Indian River Blvd, Suite 200, Vero Beach, FL 32960 Phone Number: (772 ) 231 - 4440 ext. 206 FAX Number: ( 772 } 231 - 4430 E-Mail.- wstewart@rosswayswan.com Engineer: Name: - Joseph W. Schulke, P.E. - Schulke, Bittle & Stoddard. LLC it Address - - 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number:( 772) 770 - 9622 FAX Number: ( 772) 770 - 9496 1 E -Mail: jschulke@sbsengineers.com Surveyor: Name: Charles Blanchard -Meridian Land Surveyors, Inc. !I Address 1717 Indian River Blvd, Suite 201. Vero Beach, FL 32960 Phone Number: (772 ) 794 - 1213 FAX Number: ( 772 ) 794 - 1096 I E -Mail: ris5755@bellsouth.net Presidd/nt of the Owner I, Jeffrey L. Susi BEING FIRST DULY SWORN, DEPOSE AND SAY THAT: X I AM THE OWNER _ I AM THE LEGAL REPRESENTATIVE OF THE OWNER OF THE PROPERTY DESCRIBE& WHICH IS THE SUBJECT MATTER OF THIS APPLICATION, AND THAT ALL THE INFORMATION, MAPS, DATA AND/OR SKETCHES PROVIDED IN THIS APPLICATION ARE CC MATE AND T U TO THE B ST OF MY NOWLEDGEAND BELIEF. *as to Lot 1 Heap ,.stem o1 1indiat ver, �nc. BY: M� 11 /•�`i // -i SIGN Key President DATE SWORN TO AND SUBSCRIBED BEFORE ME BY Jeffrey L. Susi WHO IS PERSONALLY KNOWN TOME OR PRODUCED AS IDENTIFICATION, THIS DAY OF full'), NOTARY'S SIGNATURE PRINTED NAME OF NOTARYL_ s. L 1c, COMMISSION NO.IEXPIRATION ,�±� SEAL: I LISA LICITRA n Notary Pubk - State of Florida '- COMMi53100 P FF 945577 { My COMM, EXPIres Apr 12, 2020 47 of 266 �°� ��� BMW IN wrtarw ltlotary Asstt. Permit Application No. The following is required for all comprehensive pian amendments, zoning amendments (including rezoning), site plans, conditional use permits, special use permits, variances, President of the exceptions, and appeals. as to Lot 1 I/WE, X THE/OWNER(S) / —THE LEGAL REPRESENTATIVE OF THE OWNER(S) OF THE PROPERTY DESCRIBEd WHICH IS THE SUBJECT OF THIS APPLICATION, HEREBY AUTHORIZE EACH AND EVERY MEMBER OF THE City Staff and Boards BOARD/COMMISSION OF THE CITY OF SEBASTIAN TO PHYSICALLY ENTER UPON THE PROPERTY AND VIEW THE PROPERTY IN CONNECTION WITH MY/OUR PENDING APPLICATION. I/WE HEREBY WAIVE ANY OBJECTION OR DEFENSE IIWE MAY HAVE, DUE TO THE QUASI-JUDICIAL NATURE OF THE PROCEEDINGS, RESULTING FROM ANY BOARD/COMMISSION MEMBER ENTERING OR VIEWING THE PROPERTY, INCLUDING ANY CLAIM OR ASSERTION THAT MY/OUR PROCEDURAL OR SUBSTANTIVE DUE PROCESS RIGHTS UNDER THE FLORIDA CONSTITUTION OR THE UNITED STATES CONSTITUTION WERE VIOLATED BY SUCH ENTERING OR VIEWING. TH IS WAIVER AND CONSENT 1S BEING SIGNED BY MENUS VOLUNTARILY AND NOT AS A RESULT OF ANY COERCION APPLIED, OR HeI �13 g`Nf ( Yt�#2FiNT, (TRACTOR OR OFFICIAL OF THE CITY OF SEBASTIAN. BY: E ffrey L. Susi, President DATE Sworn to and subscribed before me by Jeffrey L. Susi who is personally known to me or produced as identification, this ,L day of l �rlCk Notary's Signature Gcv �- Printed Name of Notary ,'� "i L__ I'C t r� Commission No./Expiration _7 /; -;L_e; Seal: LISA LICITRA ^v t'uDlk • state 01 Florida��-- aloe i FF 945577 4= Nalvr Pc, ,iic - State of Floud= Ps Apr 12, 2020 • ' = Commission # FF 945577 . NntuyAssn. �V p Vf Camm. ExpireaApr 12, 2020 •a�+� �� "' ? ded through 1491IM l Nolary Assn. ,,. 48 of 266 Permit Application No. D. Project Personnel: f Agent: I Name: Joseph W. Schulke, P.E. - Schulke, Bittle & Stoddard, LLC Address 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number: ( 772 ) 770 - 9622 FAX Number: (772 ) 770 -9496 E -Mail jschulke@sbsengineers.com Attorney - Name: - William J. Stewart, of Counsel - Rossway, Swan, Tierney, Barry, Lacey & Oliver, P.L. f Address f 2101 Indian River Blvd, Suite 200, Vero Beach, FL 32960 Phone Number: (772 ) 231 - 4440 ext. 206 FAX Number: ( 772) 231 - 4430 j E -Mail: — wstewart@rosswayswan.com Engineer: - Name: Joseph W. Schulke, P.E. -Schulke, Bittle &Stoddard, LLC Address - 3717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number:( 772) 770 - 9622 FAX Number. ( 772) 770- 9496 IE -Mail: jschulke@sbsengineers.com Surveyor: - Name: Charles Blanchard - Meridian Land Surveyors, Inc. Address - - 1717 Indian River Blvd, Suite 201, Vero Beach, FL 32960 Phone Number: (772 ) 794 - 9293 FAX Number: ( 772) 794- 1096 E -Mail: rls5755@bellsouth.net *as to Lot 3 I Andrew Hoyt , BEING FIRST DULY SWORN, DEPOSE AND SAY THAT: _ 1 AM THE OWNER X I AM THE LEGAL REPRESENTATIVE OF THE OWNER OF THE PROPERTY DESCRIBEr7'`WH2,H IS THE SUBJECT MATTER OF THIS APPLICATI AND THAT ALL THE INFORMATION, MAPS, DATA AND/OR SKETCHES PROVIDED IN THIS APPLICATION ARE PACCU E AND `TaR�, T T E BEST OF MY KNOWLEDGE AND BELIEF. AXKj A, sociation, su.bbessor—Dy—merger to � �g ank (USA) GliN� �� l�V z ` NATGREAndrew Hoyt, Vice President DATE �G-1 Weona]. Property Manager CORN TO AND SUBSCRIBED BEFORE ME BY Andrew Hdvt . Vice President WHO I5 EEUONALLY KNQWNr,TO ME OR PRODUCED AS IDENTIFICATION, THIS -2 DAYOF I4 4r )InCC 20j-7 NOTARY'S SIGNATURE Ct h-JI/J 1f PRINTED NAME OF NOTARY (!��41�;c� � A,;)PI COMMISSION NO./EXPIRATION SEAL: I+R Cynthia S. Noel NOTARY PUBLIC z STATE OF FLORIDA Comm* GGD61005 H Expires 1/27/2021 49 of 266 Permit Application No. The following is required for all comprehensive plan amendments, zoning amendments (including rezoning), site plans, conditional use permits, special use permits, variances, exceptions, and appeals. as to Lot 3 IME, _ THE OWNER(S) / X THE LEGAL REPRESENTATIVE OF THE OWNER(S) OF THE PROPERTY DESCRIBE WHICH IS THE SUBJECT OF THIS APPLICATION, HEREBY AUTHORIZE EACH AND EVERY MEMBER OF THE City Staff and Boards BOARD/COMMISSION OF THE CITY OF SEBASTIAN TO PHYSICALLY ENTER UPON THE PROPERTY AND VIEW THE PROPERTY IN CONNECTION WITH MY/OUR PENDING APPLICATION. I/WE HEREBY WAIVE ANY OBJECTION OR DEFENSE I/WE MAY HAVE, DUE TO THE QUASI-JUDICIAL NATURE OF THE PROCEEDINGS, RESULTING FROM ANY BOARD/COMMISSION MEMBER ENTERING OR VIEWING THE PROPERTY, INCLUDING ANY CLAIM OR ASSERTION THAT MY/OUR PROCEDURAL OR SUBSTANTIVE DUE PROCESS RIGHTS UNDER THE FLORIDA CONSTITUTION OR THE UNITED STATES CONSTITUTION WERE VIOLATED BY SUCH ENTERING OR VIEWING. THIS WAIVE D CONSENT IS BEING SIGNED BY ME/US VOLUNTARILY AND NOT AS A RESULT OF ANY COERCION APPLIED, OR PR�p,�I BY ANY E tP OYEE, AGENT, CONTRACTOR ORO FICIAL OF THE CI F S BA TIA PNC V--% atio � ociation, successor—by-merger an�c 3SA) SIGNATURE 'Andrew oyt, Vice President DATE i,egional Property Manager Sworn to and subscribed before me by Andrew Hoyt, Vice President who is ersonall n�to me or produced as identification, this day of NO Veal 4aL r' 20 . Notary's Signature �1i n'l�'G !) Printed Name of Notary Nr)r I Commission No./Expiration Seal: 'jutr Cynthia S. Noel NOTARY PUBLIC _ STATE OF FLORIDA , Comm# GG0610o5 ts� Expires 1/27/2021 50 of 266 Owner as to Lot 1: Health Systems of Indian River, Inc., a Florida corporation Owner as to Lot 2: SEBASTIAN MEDICAL SUITES, LLC, a Florida limited liability company By: P&S 1V, LLC, a Florida limited liability company Its: Sole Member By: Donald C. Proctor, Sr., its Manager Owner as to Lot 3: PNC BANK, successor in interest to RBC BANK (USA), a National Association 51 of 266 M� Permit Application No. QST" Supplemental Information Final Plat Approval NOME OF TEUCAN ISLAND V1. The following information is required on all final plats: V a. Name of subdivision. V b. Title Block. J/� c. Legal Description. V d. Index Sheet. J e. The final plat shall comply with Chapter 177, Florida Statutes, and shall show all lengths of arcs together with central angles, radii, and points of curvature. J_ f. Scale. g. North arrow on every sheet. Bearing or azimuth reference shall be clearly s stated on the face or first page of the plat. v h. The point of beginning shall be boldly shown. Ji. All intersecting street right-of-ways shall be joined by the long cord of minimum radius of twenty-five feet and all dimensions shown. V j. All adjoining property shall be identified by a subdivision title, plat book and page or, if unplatted, the land shall be so designated. V k. If the proposed plat borders upon any public water bodies, delineate the mean high water fine. V I. Permanent reference markers shall be shown. J m. In the upper right hand corner, provide a three-inch by five -inch space to be used by the Clerk of the Circuit Court for recording information. Vn. The plat shall be accurate within 0.01 foot and shall be tied accurately to all township, range, and section lines. Jo. On the cover sheet or first page show a vicinity sketch. J p. Lots and blocks shall be numbered or lettered. Vq. The plat shall contain the name of each street shown. V r. All right-of-way and easement widths and dimensions shall be shown on the plat. 52 of 266 v 2. Attached the following: V a. Six copies of the final plat. (Two sets must be sealed.) NIA b Three sealed sets of as -built plans. Permit Application No. 53 of 266 arra SEL77-�TMN HOME OF PELICAN IS LAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: 10 January 2018 AGENDA ITEM TITLE: Appointment of Paul Williamson to the Sebastian Police Officers Pension Board as the fifth member. RECOMMENDATION: Approve Appointment BACKGROUND: As a ministerial duty, and in accordance with City Code Section 58-48(a), the City Council appoints a member of the Police Officers Pension Board. In the instant case, the fifth member of the Board was chosen by a majority of the four Pension Board members. The Pension Board members acted to appoint Paul Williamson as the fifth member at their quarterly Board Meeting on 12 December 2017. Paul Williamson has been serving as one of the two City resident members but was forced to resign since he moved outside City limits. Paul is very interested in remaining on the Pension Board and the current members were unanimous in thinking the Board would be best served with Mr. Williamson's continued service. To enable this, Ken Killgore is resigning as the fifth member of the Board but will continue to attend meetings and provide administrative support to this important Board. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: NIA Administrative Services Department/CFO Review: /� [C35-" ATTACHMENTS: 1. Code Section 58-48(a) Board of Trustees 2. Resignation of Paul Williamson 3. Resignation of Ken Killgore City Manager Authorization: Date: 3 January 2018 54 of 266 • Sec. 5848. - Board of trustees. (a) The sole and exclusive administration of and responsibility for the proper operation of the system and for making effective the provisions of this ordinance is hereby vested in a board of trustees. The board is hereby designated as the plan administrator. The board shall consist of five trustees, two of whom, unless otherwise prohibited by law, shall be legal residents of the city, who shall be appointed by the Sebastian City Council, and two of whom shall be members of the system, who shall be elected by a majority of the police officers who are members of the system. The fifth trustee shall be chosen by a majority of the previous four trustees as provided for herein, and such person's name shall be submitted to the Sebastian City Council. Upon receipt of the fifth person's name, the Sebastian City Council shall, as a ministerial duty, appoint such person to the board as its fifth trustee. The fifth trustee shall have the same rights as each of the other four trustees appointed or elected as herein provided and shall serve a four-year term unless he sooner vacates the office. Each resident trustee shall serve as trustee for a period of four years, unless he sooner vacates the office or is sooner replaced by the Sebastian City Council at whose pleasure he shall serve. Each member trustee shall serve as trustee for a period of four years, unless he sooner leaves the employment of the city as a police officer or otherwise vacates his office as trustee, whereupon a successor shall be chosen in the same manner as the departing trustee. Each trustee may succeed himself in office. DROP participants can be elected as but not vote for elected trustees. The board shall establish and administer the nominating and election procedures for each election. The board shall meet at least quarterly each year. The board shall be a legal entity with, in addition to other powers and responsibilities contained herein, the power to bring and defend lawsuits of every kind, nature, and description. (b) The trustees shall, by a majority vote, elect a chairman and a secretary. The secretary of the board shall keep a complete minute book of the actions, proceedings, or hearings of the board. The trustees shall not receive any compensation as such, but may receive expenses and per diem as provided by law. (c) Each trustee shall be entitled to one vote on the board. Three affirntative votes shall be necessary for any decision by the trustees at any meeting of the board. A trustee shall abstain from voting as the result of a conflict of interest and shall comply with the provisions of F. S. § 112.3143. (d) The board shall engage such actuarial, accounting, legal, and other services as shall be required to transact the business of the system. The compensation of all persons engaged by the board and all other expenses of the board necessary for the operation of the system shall be paid from the fund at such rates and in such amounts as the board shall agree. In the event the board chooses to use the city's legal counsel, actuary or other professional, technical or other advisors, it shall do so only under terms and conditions acceptable to the board. (e) The duties and responsibilities of the board shall include, but not necessarily be limited to, the following: (1) To construe the provisions of the system and determine all questions arising thereunder. (2) To detennine all questions relating to eligibility and membership. (3) To determine and certify the amount of all retirement allowances or other benefits hereunder. (4) To establish uniform rules and procedures to be followed for administrative purposes, benefit applications and all matters required to administer the system. (5) To distribute to members, at regular intervals, information concerning the system. (6) To receive and process all applications for benefits. (7) To authorize all payments whatsoever from the fund, and to notify the disbursing agent, in writing, of approved benefit payments and other expenditures arising through operation of the system and fund. (8) To have performed actuarial studies and valuations, at least as often as required by law, and make recommendations regarding any and all changes in the provisions of the system. (9) To perform such other duties as are required to prudently administer the system. (Ord. No. 0-15-01, § I(Att.), 2-25-15; Ord. No. 0-17-03, § 2, 8-23-17 55 of 266 Kenneth Killqore From: Paul Williamson<paul@paulwilliamsonandcompany.com> Sent: Wednesday, December 13, 2017 2:31 PM To: Kenneth Killgore Cc: Rich Snell; Jason Gillette; vicarschristine@gmail.com; Cynthia Watson Subject: Resignation Hello Ken, As I mentioned at the board meeting yesterday, effective today I can no longer serve on the board as a resident of the City of Sebastian as I am moving to Roseland Road about a mile outside of the limits. If it can be worked out, it would be my pleasure to continue to serve in the position of the non-resident slot. Thank you, Paul Paul Williamson, CFP@, RICP@, AIF® Paul Williamson & Company, Inc. 1515 Indian River Blvd., Suite A241 Vero Beach, FL 32960 Tel: (772) 492-8894 Fax: (772) 492-8895 Email: Paul@PaulWilliamsonandComr)anv.com www.PaulWilliamsonandComDanv.com Securities and Advisory Services offered through Commonwealth Financial Network", Member FINRA/SIPC, A Registered Investment Adviser. Fixed insurance products and services offered through CES Insurance Agency. 1 56 of 266 M LT SE • HOME OF PELICAN ISLAND City of Sebastian Police Pension Board 1225 Main Street Sebastian, Florida 32958 As I mentioned at the last Pension Board meeting, I am resigning as the Fifth Board Member. This will be effective with the proposed appointment of Paul Williamson as the new Fifth Board Member at the January 10, 2018 City Council Meeting. I will continue serving as the Board's Administrative Assistant. Best regards, Ken Killgore Administrative Services Director City of Sebastian cc: Joe Griffin, City Manager 57 of 266 On OF SE BAST HOME OF PELICAN ISLAND COUNCIL MEETING DATE: AGENDA ITEM TITLE: RECOMMENDATION CITY COUNCIL AGENDA TRANSMITTAL January 10, 2018 Planning and Zoning Commission - Fill one unexpired, alternate member position Interview, unless waived, submit nominations for one unexpired member position with a term to expire January 1, 2020 BACKGROUND: In response to my advertisement, I have received an application from Mr. Charles Mauti. There were no other applications received. ATTACHMENTS: Application, Ad, List Clerk Authorization: W-VI�J Date: 1/Z// 9 58 of 266 on or 5FBAS,TbN" H0ME OF PELICAN ISLAND VOLUNTEER BOARD AND COMMITTEE APPLICATION This application form is a public record under Chapter 119, Florida Statutes, and is open to public inspection. In accordance with FS 119.07 Exemptions, individuals employed or retired from certain professions relating to law enforcement may request that their physical address and phone number remain confidential. Unless requested, that information will be available and not redacted. Per Section 2-170, all Board and Committee members must be City residents unless otherwise specified in the enacting ordinance or resolution. Board and Committee terms are three years unless otherwise specified in the enacting ordinance or resolution. You may reapply for succeeding terms upon term expiration. Name: Cf1�49145 Aflotj ��(ns' A-�1c�Ye.ss p, �.r_,'' a 7�a/:�-9 Se�aa t►a+'r- ��- 3ati7�' Address: �ri�CVC94.4 'JIVO4 City: 1f6jd1r;1_4.1 State: /;Z l Zip: Telephone: ( %%A ) o?°S - yyyj E -Mail Address: OP,1�� V-17 Co� Employer: W 7_,_A" City: W/o State: /,�y Zip: � n - Business Telephone: am interested in serving on the following boards)/committee(s): 1St Choice: R*A6 .119 iZ W14 cl 2"a Choice: I CHARTER REVIEW COMMITTEE (serves only six months, every five years — next meeting in 2016) CITIZENS BUDGET REVIEW ADVISORY BOARD (temporary) CONSTRUCTION BOARD* (permanent) DISABILITIES ADVISORY COMMITTEE (temporary) NATURAL RESOURCES BOARD (permanent) PLANNING AND ZONING COMMISSION* ** (permanent) POLICE RETIREMENT BOARD OF TRUSTEES* PARKS AND RECREATION ADVISORY COMMITTEE (permanent) VETERANS' ADVISORY BOARD (temporary) *Filing of financial disclosure is required following appointment ' 'Must be resident one year prior to application. 59 of 266 Please summarize special skills, qualifications, or education you have acquired for this appointment: (Your resume, professional certifications or designations may be attached.) ItFTIZdI� 13ylrC�IJJ4 ���lS Ort�ti.�,tr , "ea �%EJ4KS IAI /6r` r�o�S%i[vUic,t� �S Lys, SjsCiA� �o.✓S4l%lit/% % /,(%fVXMA/Ge leo. E' �i/%Q/I.✓a•/S ` e l_ ��.✓i�l � I�1.�r►/n�+�ls moi'//�wT,�/s Why do you want to serve on this board? r .3E,1 iF %i- r!y El. eow G « .- Al gptsrrr i oo TA C- %/. Do you presently serve on another City Board or Committee? A(o If yes, please list: V//.4 Have you previously served on any other City Board or Committee? 4//0+ If yes, please list: dJl I will represent the best interests of the entire City while serving as a board member. I hereby waive and release any and all rights for claims for damages and injuries I may suffer while performing or after performing volunteer services for the City of Sebastian. I give permission for the City of Sebastian to use my photograph for publicity purposes (unless requesting exemption). If required for this board, I consent to the annual filing of the Statement of Financial Interests. httD://www.ethics.state.fl.us/ethics/forms.html If appointed, I acknowledge that it is my obligation and duty to comply with the following: Code of Ethics for Public Officials (Florida Statutes, Chapter 112, Partill) and Florida Sunshine Law (Florida Statutes, Chapter285) Statutes may be reviewed at htto://www.fIsenate.eov/statutes I understand I must contact the City Clerk's office to request reappointment prior to expiration or to be considered for another board. I hereby certify that all the statements made on this application are true and correct. understand that any false state meyits or omissions from this application may be cause for my application not to be considered. — Signature of Applicani': V / Date: Date Received by City Cler 's Office iL 5/11 by: dtJ J 60 of 266 llT1' t�F E BASTLNN HOME Of PELICAN ISLAND November 27, 2017 Contact: City Clerk's Office 388-8215 PRESS RELEASE PLANNING AND ZONING COMMISSION The City of Sebastian is seeking applicants to fill an unexpired alternate position on the Planning and Zoning Commission. Term to expire 11112020. This is a volunteer position. Applicants must have been a City resident one year prior to application. This Commission meets on the first and third Thursday of each Month at 6:00 p.m. in the Council Chambers, 1225 Main Street, Sebastian. Applications are available in the City Clerk's office, City Hall, 1225 Main Street, Sebastian, between the hours of 8:00 a.m. to 4:30 p.m. or at www.citvofsebastian.oro and will be accepted through December 22, 2017. 61 of 266 PLANNING & ZONING COMMISSION 3 -YEAR TERMS MEETS 1 ST AND 3RD THURSDAY OF EACH MONTH - 6:00 P.M. MEMBER NAME AND APPOINTMENT HISTORY CURRENT STATUS ADDRESS Robert Hughan 1244 Larkspur Street Sebastian, FL 32958 rhughan @bellsouth.net (305) 498-2947 Rick Carter 237 Main Street Sebastian, FL 32958 focussys(o)com cast. net 918-4600 Tahir (Bash) Qizilbash 103 Barbara Court Sebastian, FL 32958 Bash. oes(agmall .com 581-0775 Louise Kautenburg - Chair 973 Oswego Avenue Sebastian, FL 32958 Louisekl cnr iuno.com- 696-3716 David Reyes — Vice Chair 458 Oak Street Sebastian, FL 32958 Jdr5347 cD..att.net 453-6157 Joel Roth 1984 E. Lakeview Drive Sebastian, FL 32958 ioelroth()msn.com 589-6894 Al Alvarez 492 Quarry Lane Sebastian, FL 32958 alalvarez(cr).aol.com 532-8767 [MOST RECENT HISTORY FIRST] Took McManus' regular member position Term to expire 11/1/2020 1112017 Reappointed alt member 2122117 Took Kautenburg's unexpired alternate member position 12/16/15 Reappointed 3122117 Term to expire 4/1/2020 Took Cardinale's expired regular member position 4127111 Took Durr's unexpired alt member position 219111 Reappointed 3126114 Reappointed 5110117 Term to expire 5!112020 Reappointed 3126114 Took Paul's expired regular member position 4/27111 Reappointed 2122117 Term to expire 2/1/2020 Took Durr's unexpired regular member position 10/14/15 Reappointed 118114 Took Hennessey's unexpired alternate member position 3114112 Reappointed 6124115 Term to expire 6/1/2018 Reappointed 6113112 Took Simmons unexpired regular member position 311111 Took Neuberger's unexpired alternate member position 7114110 Reappointed 4127116 Term to expire 5/1/2019 Reappointed 4124113 Reappointed 5112/10 Took Buchanan's unexpired regular member position 1127110 Took Dodd's expired regular member Term to expire 11/1/2019 position 12/14/16 Took McManus' unexpired alternate member position 11/19/14 Vacant Alternate Member Term to expire 1/1/2020 16 Bill Simmons - Alternate Took Alvarez's expired alternate member Term to expire 11/1/2019 509 Drawdy Way position 12/14/16 Sebastian, FL 32958 62 of 266 Bsimmons4l CcDcomcast.net (270) 314-3554 revised 11.28.11 L'M LV SEAT -I HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: 10 January 2018 Agenda Item Title: Ordinance 0-18-01 — Medical Marijuana Dispensaries Recommendation: Hold first reading and public hearing for Ordinance 0-18-01. If approved, set second reading and public hearing for 14 February 2018. Background: At its 26 April 2017 meeting, Council adopted Ordinance 0-17-01 which permitted Medical Marijuana Treatment Centers (MMTC) into certain zoning districts and created applicable conditional use criteria. In June 2017, the State enacted medical marijuana regulations addressing cultivation, manufacturing, registries, etc. while also limiting local control of treatment centers. The new regulations stipulate that if a governmental jurisdiction chooses to allow MMTC's within their boundaries, they must not enact ordinances more restrictive than those in place for pharmacies. The City regulates pharmacies as commercial retail. Therefore, the establishment of the criteria in Ordinance 0-17-01 is in non-compliance with the new state laws. Proposed Ordinance 0-18-01 seeks to rescind Ordinance 0-17-01, institute the same definitions that are used in the state law, and list medical marijuana dispensaries as permitted uses in all zoning categories where pharmacies are allowed. While staff was examining the LDC, it was discovered that we did not have a definition for commercial retail, and as such, the new proposed ordinance is providing one to be added to our Land Use Classification section. The Planning and Zoning Commission held a public hearing on 7 December 2017 and supported unanimously a recommendation to City Council that the ordinance be passed. By state law, an amendment to the land development code which changes the actual list of permitted, conditional or prohibited uses within a zoning category requires two advertised public hearings by the governing body. If Agenda Item Reauires Expenditure of Funds: NIA Administrative Services Department/CFO review:i��-t-� J Attachments: 1. Ordinance 0-18-01 2. Ordinance 0-17-01 - to be rescinded 3. Florida Dept. of Health update City Manager Authorization: Date: 4 January 2018 63 of 266 ORDINANCE 0-18-01 AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, RELATING TO MEDICAL MARIJUANA TREATMENT CENTERS; RESCINDING ORDINANCE 0-17-01; AMENDING THE LAND DEVELOPMENT CODE ARTICLE XXII (LANGUAGE AND DEFINITIONS); AMENDING ARTICLE V (ZONING DISTRICT REGULATIONS); PROVIDING FOR SEVERABILITY, CONFLICT, CODIFICATION, AND AN EFFECTIVE DATE. WHEREAS, on November 8, 2016, voters in Florida adopted an amendment to the Florida Constitution entitled "Use of Marijuana for Debilitating Medical Conditions" (in the City of Sebastian the amendment passed with 71 % of the vote); and WHEREAS, the City Council has determined that it is in the best interests of and would serve to promote and protect the public health, safety, and welfare to allow the location and operation of licensed medical marijuana treatment centers in the City; and WHEREAS, the City Council has the responsibility and authority pursuant to the City's home rule powers to determine uses that are suited for particular zoning categories and land use categories within the City; and WHEREAS, on April 26, 2017, the City Council adopted Ordinance No. 0-17-01, which amended the city's Land Development Code to provide regulations for the location and operation of medical marijuana treatment centers as conditional uses in the city; and WHEREAS, Florida Senate Bill 8A was approved by the governor on June 23, 2017, published as Chapter 2017-232, Laws of Florida, and, in part, severely preempts local control over the zoning of medical marijuana treatment centers and limits municipal regulation of medical marijuana dispensaries; and WHEREAS, Florida General Law Ch. 2017-232 provides limited municipal regulation authority for a municipality that permits dispensing facilities including: 1. A municipality may not place specific limits by ordinance on the number of dispensing facilities located within the municipality; 2. A municipality may not enact ordinances for permitting or for determining the location of dispensing facilities which are more restrictive than its ordinances permitting or determining the locations for pharmacies; 3. A municipality may not charge a license or permit fee in an amount greater than the fee charged to pharmacies; 4. A municipality may not locate a dispensing facility within five hundred (500) feet of a public or private elementary, middle or secondary school; 5. A municipality may not impose additional restrictions on signage beyond those regulations imposed by Chapter 2017-232; 6. Dispensing facilities must still comply with the Florida Building Code, the Florida Fire Prevention Code, or any local amendments to these Codes; and 64 of 266 WHEREAS, given the very limited options available to local governments, the City Council hereby finds that it is necessary to rescind the previously adopted Ordinance 0-17- 01, and that the Iand development regulations of this ordinance reasonably balance the needs of patients seeking medical products with the legitimate public interests in mitigating and limiting the potential negative secondary land use effects of medical marijuana dispensaries; and WHEREAS, the City Council finds the adoption of this Ordinance is in the public interest by serving to promote and protect the public health, safety, and welfare and otherwise serves a municipal purpose. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, that: Section 1. Ordinance 0-17-01, relating to Medical Marijuana Treatment Centers; amending the Land Development Code Article XXII (Language and Definitions); amending Article V (Zoning District Regulations); and amending Article VI (Conditional Use Criteria), previously adopted by City Council on April 26, 2017, is hereby rescinded in its entirety. Section 2. Article XXII, Language and Definitions, of the Land Development Code of the City of Sebastian, is hereby amended to read as follows: Sec. 54-5-22.2. - Definition of terms. Marijuana. All parts of any plant of the genus Cannabis, whether growing or not; the seeds thereof; the resin extracted from any part of the plant; and every compound, manufacture, salt, derivative, mixture, or preparation of the plant or its seeds or resin, including low - THC cannabis, which are dispensed from a medical marijuana treatment center for medical use by a qualified patient (F.S. Section 381.986(1)(0). Medical marijuana treatment centers (MMTC). An entity, registered with the Department of Health that acquires, cultivates, possesses, processes, transfers, transports, sells, distributes, dispenses, or administers marijuana products containing marijuana, or related supplies to qualifying patients or their caregivers. Accordingly, MMTC's may open and operate dispensing facilities, which are separate and apart from the cultivation, processing, and delivery operations. (Art. X, & 29, Fla. Const.) 2 65 of 266 Sec. 54-5-22.3. — Land use classification. (c) Commercial activities Commercial Retail. Establishments where the principal use is the selling or renting of goods or merchandise to the general public for personal or household consumption thereby serving the day-to-day commercial needs of a community, including the rendering of services incidental to the sale of such goods. Establishments include convenience stores, supermarkets, pharmacies, department stores, florists, gift shops, thrift and resale stores, automotive supply stores, and similar retail sales and services. This definition shall not include adult bookstores, or other adult establishments. Medical Marijuana dispensaries. A property or building used exclusively for the storage, sale or dispensing of marijuana products in accordance with Florida law by a Florida approved dispensing organization or Medical Marijuana Treatment Center (as those terms are defined by Florida Law). Section 3. Article V, Zoning District Regulations, of the Land Development Code of the City of Sebastian, is hereby amended to read as follows: Sec. 54-2-5.3.1. - Commercial -512 District (C-512). (b) Uses permitted: Cultural or civic facilities Churches Administrative services, public and private Clubs and lodges, public and private Business and professional offices, excluding drive-through facilities Medical services Commercial retail; < 5,000 sq. ft. Medical Marijuana dispensaries Home occupations Plant nurseries k, 66 of 266 Commercial amusements, enclosed Restaurants, excluding drive-through facilities Trade and skilled services Residential uses accessory to permitted uses Accessory uses to permitted uses Sec. 54-2-5.3.2. — Commercial Limited District (CL). (b) Permitted arses: Business and professional offices, excluding drive-through facilities Cultural or civic facilities Medical services Commercial retail < 5,000 sq. ft. Medical Marijuana dispensaries Home occupations Parking garages Churches Administrative services, public and private Clubs and lodges, public and private All uses permitted within the RM -8 Zoning District Accessory uses to permitted uses Sec. 54-2-5.3.3. - Commercial General District (CG). (b) Permitted uses: Cultural or civic facilities Churches Parking garages Clubs and lodges, public and private Business and professional offices, excluding drive-through facilities Medical services 4 67 of 266 Commercial retail ;Ite, 20,000 sq. ft. Medical Marijuana dispensaries Plant nurseries Gasoline sales, retail Restaurants, excluding drive-through facilities Trade and skilled services Hotels and motels Vehicular sales and related services Administrative services, public and private Accessory uses to permitted uses Home occupations All uses permitted within the RM -8 Zoning District See. 54-2-5.4. - Commercial Riverfront (CR). {b} Permitted uses: Cultural or civic facilities Clubs and lodges, public and private Medical services Gasoline sales, retail Wet or dry storage of boats Trade and skilled services Marine power sales and service Hotels and motels Bait and tackle shops Accessory uses to permitted uses Educational institutions, marine related Administrative services, public and private Business and professional offices, excluding drive-through facilities Commercial retail < 10,000 sq. ft. Medical Marijuana dispensaries 5 68 of 266 Restaurants, excluding drive-through facilities Bars and loun-es Home occupations Marinas Marine fuel sales Boat sales and rentals Fish markets and packing facilities Yacht clubs All uses permitted in the RM -4 Zoning District Sec. 54-2-5.5. - Commercial Waterfront Residential District (CWR). (b) Permitted uses: Single-family dwellings Duplex dwellings Multiple -family dwellings up to 8 units per acre Timeshare facilities Cultural or civic facilities Clubs and lodges, public and private Commercial retail < 5,000 sq. ft. Medical Marijuana dispensaries Foster care/group homes with < 6 residents Boat sales or rental Bait and tackle shops Fish markets/packing facilities Yacht clubs Restaurants excluding drive-through facilities Bars and lounges Trade and skilled services, marine -related only Marinas Marina fuel sales 6 69 of 266 Marine power sales and service Home occupations Accessory uses to permitted uses See. 54-2-5.6. - Industrial District (IN). (b) Permitted use.: Utilities, public and private Business and professional offices with or without drive-through facilities Gasoline sales Crematory Commercial retail with < 5,000 sq. ft. Medical Marijuana dispensaries Commercial amusements, enclosed Storage facilities Plant nurseries Restaurants with or without drive-through facilities Trades and skilled services, including marine -related Wholesale trades and services Farmer's market Fish markets and packing facilities Veterinary services Industrial activities Parking garages Parking lots without buildings on the lot Clubs and lodges, public and private Schools, public and private Educational institutions, marine related Administrative services, public and private Vehicular sales and related services Accessory watchman facilities 7 70 of 266 Medical services Vehicular services and inaintenance Marine power sales and service Wet/dry storage of boats Accessory uses to permitted uses Section 4. Severability. In the event a court of competent jurisdiction shall determine that any part of this Ordinance is invalid, the remainder of the Ordinance shall not be affected and it shall be presumed that the City Council of the City of Sebastian did not intend to enact such invalid provision. It shall fiuther be assumed that the City Council would have enacted the remainder of this Ordinance without said invalid provision, thereby causing said remainder to remain in full force and effect. Section 5. Repeal of Laws in Conflict. All ordinances or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict. Section 6. Codification. The sections of the ordinance shall be codified within part of the City Land Development Code and may be renumbered or re -lettered to accomplish such, and the word "ordinance" may be changed to "section," "division," or any other appropriate word. Section 7. Effective Date. This Ordinance shall become effective immediately upon its adoption by the City Council. The foregoing Ordinance was moved for adoption by Councilmember . The motion was seconded by Councilmember and, upon being put to a vote, the vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Councilmember Ed Dodd Councilmember Albert lovino Councilmember Bob McPartlan The Mayor thereupon declared this Ordinance duly passed and adopted this day of , 2018. 8 71 of 266 ATTEST: Jeanette Williams, MMC City Cleric CITY OF SEBASTIAN, FLORIDA Jima Hili, Mayor Approved as to form and legality for reliance by the City of Sebastian only: City Attorney Note: Words stricken shall be deleted; words underlined constitute the proposed amendment; remaining provisions continue in effect. 72 of 266 Ordinance to be Rescinded ORDINANCE 0-17-01 AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, RELATING TO MEDICAL IARIJUANA TREATMENT CENTERS; AIVIENDING THE LAND DEVELOPMENT CODE ARTICLE XXII (LANGUAGE AND DEFILNITIONS); AMENDI_NG ARTICLE VI (CONDITIONAL USE CRITERIA); AMENDING ARTICLE V (ZONING DISTRICT REGULATIONS); PROVIDING FOR SEVERABILITY, CONFLICT, CODIFICATION, AND AN EFFECTIVE DATE. WHEREAS, on November S, 2016, voters in Florida adopted an amendment to the Florida Constitution entitled "Use of Marijuana for Debilitating Medical Conditions" (in the City of Sebastian the amendment passed with 71 % of the vote); and WHEREAS, the City Council has determined that it is in the best interests of and would serve to promote and protect the public health, safety, and welfare to regulate the location and operation of medical marijuana treatment centers in the City; and WHEREAS, the City Council has the responsibility and authority pursuant to the City's home rule powers to determine uses that are suited for particular zoning categories and land use categories within the City; and WHEREAS, the City Council has determined that given the potential impact from medical marijuana treatment centers on the surrounding area, said treatment centers should be allowed within specific zoning districts as a conditional use; and WHEREAS, the City Council has determined that it is advisable and in the public interest to consider location, site and operational requirements, and other standards in regard to the location and operation of medical marijuana treatment centers as a conditional use; and WHEREAS, the City Council finds the adoption of this Ordinance is in the public interest by serving to promote and protect the public health, safety, and welfare and otherwise serves a municipal purpose. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, that: Section 1. That Article XXII. Language and Definitions, of the Land Development Code of the City of Sebastian, is hereby amended to read as follows: Sec. 54-5-22.2. - Definition of terms. 73 of 266 Alariivana. i'vlariivana shall mean cannabis as defined in Section 893.02(3). Florida o Statutes. The term shall include "low -THC cannabis." as defined in Section 381.986(1)(b). Florida Statutes. c m Aferlical marihuana treatment canters. A facility. operated by a person authorized by law -v and holdina all necessary licenses and permits from the State of Florida in accordance with (D local and state laws. that possesses or dispenses marijuana. products containing marijuana. •} related medical marijuana and/or medical supplies, or educational materials to aualifvim tr patients or their personal caregivers for medical use. This definition excludes anv cultivation or processing (including development of related products such as food. tinctures. aerosols. oils. or ointments) of marijuana. Section 2. That Article VI, Conditional Use Criteria, of the Land Development Code of the City of Sebastian, is hereby amended to read as follows: Sec. 54-2-6.4. - Specific criteria for approving a conditional use. In addition to satisfaction of the general provisions cited above, a conditional use shall be permitted only upon a finding that the proposed conditional use complies with the requirements for the respective conditional use as specified below: (2 7) .Aledical marijuana treatment centers: a. Applicable zoning districts. Medical marijuana treatment centers shall be permitted as a conditional use in the following zoning districts: C-512. CG. CR. CWR, and 1N. b. Conditional use criteria. Medical marijuana treatment centers will be allowed provided the following conditions are met: U 1. No site shall be located closer than a 500 -foot radius to anv other medical marijuana treatment center. m W 2. The medical marijuana treatment center and the sale of related products shall be •� the only use of the unit. LU 3. Consumption of medical marijuana is prohibited on the premises cohere the treatment center is located. Appropriate sianau-e shall be reauired. 4.Business activity may be conducted at the treatment center only between the — hours of 7:00 a.m. and 7:00 p.m., seven days per week. - - - Section 3. That Article V, Zoning District Regulations, of the Land Development Code of the City of Sebastian, is hereby amended to read as follows: 74 of 266 Sec. 54-2-5.3.1. - Commercial -512 District (C-312). X (c) Conditional uses: Child care services Nursing homes Revised to "dispensaries" Medical mari.ivana treatment centers Protective and emergency services, public Utilities, public and private Parks and recreation, public Gasoline sales, retail Veterinary services Commercial retail with > 5,000 sq. ft. Accessory uses to conditional uses Sec. 54-2-3.3,3. - Commercial General District (CG). (c) Conditional uses: Bars and lounges Commercial retail > 20,000 sq. ft. Business and professional offices with drive-through facilities Farmer's market Funeral homes Pawn shops Nursing homes Medical mariivana treatment centers Child care services Utilities, public and private Parks and recreation, public Protective and emergency services, public Restaurants with drive-through facilities 3 75 of 266 Vehicular service and maintenance Veterinary services Wholesale trades and services Commercial amusements, enclsed Accessory uses to conditional uses Mini -storage See. 54-2-5.4. - Commercial Riverfront (CR). (c) Conditional uses. Utilities, public and private Protective and emergency services, public Commercial retail > 10,000 sq. ft. Child care services Churches Plant nurseries Funeral homes Accessory uses to conditional uses Parks and recreation, public Lvurslna homes Medical mariluana treatment centers Commercial amusements, enclosed Restaurants. with drive-through facilities Farmer's markets Parking lots without buildings on the lot Veterinary services Business and professional offices with drive-through facilities Vehicular service and maintenance Sec. 54-2-5.5. - Commercial Waterfront Residential District (CNVR). 4 76 of 266 (c) Conditional uses: Model homes Educational institutions, marine related Commercial retail > 5,000 sq. ft. Business & professional offices, excluding drive-through facilities Medical mariivana treatment centers Utilities, public and private Foster care/group homes with > 6 residents Parks and recreation, public Hotels and motels Parkinglots without a building on the lot Protective and emergency services, public Bed and breakfast Wet or dry storage of boats Accessory uses to conditional uses See. 54-2-5.6. - Industrial District (IN). (c) Conditional uses: Commercial retail with > 5,000 sq. ft. Hotels and motels Medical mariivana treatment centers Mini -storage Protective and emergency services, public Parks and recreation, public Commercial amusements, unenclosed Adult entertainment establishment Flea markets Accessory uses to conditional uses 5 77 of 266 Section 4. Severability. In the event a court of competent jurisdiction shall determine that any part of this Ordinance is invalid, the remainder of the Ordinance shall not be affected and it shall be presumed that the City Council of the City of Sebastian did not intend to enact such invalid provision. It shall further be assumed that the City Council would have enacted the remainder of this Ordinance without said invalid provision, thereby causing said remainder to remain in full force and effect. Section S. Repeal of Laws in Conflict. All ordinances or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict. Section 6. Codification. The sections of the ordinance shall be codified within part of the City Land Development Code and may be renumbered or re -lettered to accomplish such, and the word "ordinance" may be changed to "section," "division," or any other appropriate word. Section 7. Effective Date. This Ordinance shall become effective immediately upon its adoption by the City Council. The foregoing Ordinance was moved for adoption by Councilmember Hill . The motion was seconded by Councilmember rov and, upon being put to a vote, the vote was as follows: Mayor Bob McPartlan ave Vice Mayor Andrea Coy aye Councilmember Ed Dodd aye Councilmember Jim Hill aye Councilmember Linda Kinchen aYe The Mayor thereupon declared this Ordinance duly passed and adopted this _ 76rh day of April , 2017. ATTEST: ! etteG'ifI iams, MMC City Cierk _ CITY OF SFBASTIAI�0 A By. ��� ✓� Mayor Bob McPartlan 6 78 of 266 Approved as to form and legality for reliance by the City of Sebastian only: Robert A. Ginsburg Y City Attorney Note: Words stricken shall be deleted; words underlined constitute the proposed amendment; remaining provisions continue in effect. 79 of 266 HICK NOR ; Mffl]f V IF' MIF, A IIr,I 131 HEALTH celesie Amp. MD. MPH. sur-j,1ni al 5n ;crca S4,m�ial H FloridaHealth.gov n LA' _" 3lfl 31 E3v MY. Bin V 01. Iallaftessee, livida 323,9-32x5.840-215-1651 WEEKLY UPDATE — December 29, 2017 The Florida Department of Health's (DOH) top priority is the health and safety of Florida's families. Through the DOH Office of Medical Marijuana Use (OMMU), we are working diligently every day to implement the many requirements in Amendment 2 and those set by the Florida Legislature in Senate Bill 8A and are dedicated to ensuring patients have safe access to low -THC cannabis and medical marijuana. We remain committed to moving this process forward, and will do so in an expedient and thoughtful manner. To keep the public informed of the latest updates, DOH will issue a weekly update on this issue. OMMU by the Numbers Patients in the Registry: 63,896* Qualified Physicians: 883 Approved Medical Marijuana Treatment Centers: 13 Approved Retail Dispensing Locations: 25 Implementation Updates Processing Time for Complete Paper Application: 30 days Processing Time for Complete online Application: 20 days Approved ID Card Applications: 42,724* Applications in Processing: 4,000 Low THC cannabis and medical marijuana has been and continues to be available for qualified patients. Patients may search for qualified ordering physicians using the new search tool on the OMMU Patients Page. Patients and caregivers may fill their orders at any of the 25 dispensing locations, or via delivery from approved MMTCs below. During the 2017 Special Legislative Session, the Florida Legislature passed Senate Bill 8-A which included many changes to creating physician certifications for qualifying patients. Updates have been made to the Medical Marijuana Use Registry as required by 381.986, F.S. Updated user guides are available at: httr)://www.floridahealth.gov/programs-and-services/office-of-medical- mariivana-use/medical-mariivana-use-registry/index.html • Physicians who previously qualified as an ordering physician, but who had not taken the new Florida Medical Association and Florida Osteopathic Medical Association course titled Florido *Note, not all patients entered into the medical marijuana use registry apply for medical marijuana use identification cards. 80 of 266 Physician Medical Marijuana Course by the statutory deadline of December 26, 2017 are no longer qualified and do not have access to the OMMU Registry. This has resulted in a reduction of qualified ordering physicians. • DOH has created a new OMMU site for physicians. The site offers many resources for physicians who are authorized to order low -THC cannabis and medical marijuana in Florida. The site is located at www.flhealthsource.gov/ommu • On December 20, 2017, the department published Rule 64ER17-8. the Renewal Application Requirements for MMTCs. The rule was effective upon publication. Medical Marijuana Treatment Centers Name Dispensing Locations Tallahassee, Tampa, Clearwater, Pensacola, Miami, Edgewater, Lady Trulieve Lake, Jacksonville, Orlando, St. Petersburg, Bradenton, Fort Myers, Gainesville, delivery Surterra Therapeutics Pensacola, Tallahassee, Tampa, North Port, delivery Curaleaf Miami, Kendall, delivery Knox Medical Tallahassee, Gainesville, Orlando, Jacksonville, Lake Worth, St. Petersburg, delivery Aphria Dispensing via delivery The Green Solution Dispensing via delivery GrowHealthy Dispensing via delivery 3 Boys Farm N/A Loop's Nursery & Greenhouses, Inc. Cultivation Authorization only Plants of Ruskin, Inc. Cultivation Authorization only Sunbulb Company, Inc. Cultivation Authorization only Treadwell Nursery Cultivation Authorization only Keith St. Germain Nursery Farms N/A Legal Updates The implementation of Amendment 2 and Senate Bill 8A continues to be frequently litigated. While some of these lawsuits have little impact on our progress, others — particularly those regarding the constitutionality of the law we are tasked with executing — have significant impact on DOH's ability to implement certain requirements of Senate Bill SA. Home Grow Redner v. DOH, et. al., 13th Judicial Circuit Case No. 17 -CA -5677 Smoking Ban People United for Medical Marijuana v. DOH, et. al., 2d Judicial Circuit Case No. 2017 -CA -1394 Hearing has been set for January 25, 2015. Constitutionality of Black Smith v. DOH, 2d Judicial Circuit Case No. 2017—CA-001972 Farmers Provision Hearing took place on December 28, 2017. Judge Dodson granted the 381.986(8)(a)2 F.S. injunction. 81 of 266 Constitutionality of Citrus Tropiflora, LLC v. DOH, 2d Judicial Circuit Case No. 2016 -CA -1330 Farmers Provision Awoiting injunction hearing to be scheduled. 381.986(8)(a)3 F.S. Application Process Bill's Nursery, Inc. v. DOH, 2d Judicial Circuit Case No. 2017 -CA -002411 MMTC Licensure Nature's Way v. DOH Case No. 17-5801 Constitutionality of Rules Florigrown LLC v. DOH Case No, 2017 -CA -002549 General Background Information Medical Marijuana ID Card Application Process: Once a patient has been diagnosed by a qualified ordering physician and entered into the Medical Marijuana Use Registry, they can immediately begin the identification card application process. The department encourages applicants to complete the process online as this decreases processing time. Patients receive an email from OMMU once their email is added to the registry by their qualified ordering physician which directs them to the application. Once an application is reviewed and approved, patients receive an approval email which can be used to fill an order at an approved MMTC while they await their physical card. Medical Marijuana Use Registry: All orders for medical marijuana are recorded and dispensed via the Medical Marijuana Use Registry. The Medical Marijuana Use Registry is accessible online, with real time information to ordering physicians, law enforcement and medical marijuana treatment center staff. Patients and caregivers may also access the Medical Marijuana Use Registry to submit a Medical Marijuana Use Registry Identification Card application, and check the status of their application.. Medical Marijuana Treatment Centers: Approved medical marijuana treatment centers are the only businesses allowed to grow, process, or sell medical marijuana in Florida. Each medical marijuana treatment center must receive authorization at three stages, (1) cultivation authorization, (2) processing authorization, and (3) dispensing authorization, prior to dispensing low -THC cannabis or medical marijuana. Medical marijuana cannot be mailed. For more information visit www.flhealth.gov/ommu 82 of 266 Cn i SEw , � HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: AGENDA ITEM TITLE RECOMMENDATION: 10 January 2018 City Attorney Search Direct Staff BACKGROUND: At the 13 December 2017 Council meeting, the City Manager was directed to set the time and date for City Attorney candidate interviews. Those interviews were to be held individually by each Councilmember in City Hall. Interviews are to be conducted starting at 3PM on 8 January 2018. After review of the resumes and applications, City Council ranked the candidates. The candidates with four (4) or three (3) `votes' were selected by Council to advance to the interview phase of the process. Those candidates are: 1. Clifford R. Repperger, Jr. 2. Cynthia V. Hall 3. Philip Sherwin 4. James D. Stokes Adequate notice was given to each candidate as to the date/time of individual interviews. Administrative Services Department/CFO Review: -1 1 J City Manager Authorization: Date: 3 January 2018 83 of 266 M�If SEBAST'V HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: 10 January 2018 Agenda Item Title: City Manager Resignation/Retirement — 9 May 2018 Recommendation: Accept Resignation. Direct Staff on Selection Process. Backeround: The City Manager's last performance evaluation was in the Spring of 2017. At the conclusion of the individual evaluations, the City Manager informed Councilmembers that `sometime' in 2018 the Manager would set a retirement date. Post Mr. Iovino's election in November 2017, the City Manager informed Councilmember lovino of those same plans. Attachment 1 is a resignation letter that the Manager respectfully tenders to the City Council. Contractual requirements provide for a 60 day notice. The Manager is proposing a departure date of 9 May 2018 to adequately assist in the search process and to effect a stable transition. There are three (3) possible scenarios for selection of a new City Manager: 1. Direct appointment by Council; 2. External search conducted by the City's HR Department (current City Attorney search model); and, 3. External search conducted by a professional search firm. The last City Manager search was conducted four (4) years ago by the International City/County Management Association (ICMA) "Range Riders" (now identified as the Senior Advisor Program). Inquiries have been made as to the availability of the `Senior Advisor Program' conducting a search for the City. The Manager has been informed that the Senior Advisor Program service will not be available (Attachment 2). Certain attachments are included to assist Council. Attachment 3 is a representative announcement that the City's HR Manager may use if it is Council's choice to conduct an external search utilizing the City's HR assets. Attachment 4, 5, 6 and 7 are proposals by professional search firms. Due to the size of individual proposals, full copies are available in the City Clerk's office. Attachment 8 is the current agreement between the City of Sebastian and Joseph F. Griffin. Attachments: 1. Retirement/Resignation Letter effective 9 May 2018 2. E-mail; Wingo/Griffin — 2 January 2018 3. City Manager Solicitation 4. Proposal — Slavin Management Consultants 5. Proposal — Colin Baenziger & Associates b. Proposal — The Mercer Group, Inc. 7. Proposal — Strategic Government Resources 8. City Manager Employment Agreement — Sebastian/Griffin City Manager Authorization: Date: 2 January 2018 r 84 of 266 M 0- SEBAST'I HOME OF PELICAN ISLAND OFFICE OF THE CITY MANAGER 1225 MAIN STREET — SEBASTIAN, FL 32958 PHONE 772-388-8200 — FAX 772-581-0149 tp-riflinCacitvokebastian.ore: --- www.6wofscbastian.orR 10 January 2018 Sebastian City Council 1225 Main Street Sebastian, FL 32958 Mayor Hill, Vice -Mayor Kinchen and Councilmembers: It is with deep regret that I submit to you my resignation as the Sebastian City Manager, effective 9 May 2018. I tender this resignation to pursue family responsibilities and other interests that retirement may allow. Section VII of the Employment Agreement between The City of Sebastian and Joseph F. Griffin provides that I may tenninate the agreement "...upon furnishing the City sixty (60) days written notice." I am proposing 9 May 2018 as my last day as your City Manager in order to expedite the completion/oversight of certain projects, to facilitate the selection of a new City Manager, and to provide an adequate consistent transition. It is with a profound sense of gratitude, and humility, that I thank you for allowing me to be Sebastian's City Manager. The City Manager position has given me the great opportunity to work with dedicated and motivated individuals — our City employees. I greatly appreciate the support I have received from Council, our employees, and Sebastian's citizens. Because of my tenure with the City of Sebastian, I have made many friends. I shall miss you all. Joe Griffin City Manager 85 of 266 Joseph Griffin From: Oel Wingo <oelwingo@gmail.com> Sent: Tuesday, January 02, 2018 10:00 AM To: Joseph Griffin Cc: Craig M. Hunter; Dan Kleman; Kurt Bressner; Mark E. Durbin; Richard M. Kelton; Robert LaSala; William Neron; Casey Cook; Lynn Tipton; Russell Carol Subject: City of Sebastian The ICMA Senior Advisor organization is a volunteer organization composed of retired professional City Managers. Our primary goals are to: "1.1. Provide confidential guidance, career, ethics and employment counsel or advice to members when requested by the member. 1.1. Assist members -in -transition (MTs) with guidance, resources and direction as they seek a new public sector position. " Senior Advisors may also be available to assist local governments with placement services "as an exception" not a rule to the extent that the local government meets certain criteria. Pursuant to our discussion, it appears that the City of Sebastian does not meet the established placement services criteria for Senior Advisor assistance; in that, the City exceeds our maximum population limits and has the both the monetary and administrative resources necessary to hire a professional firm. We believe that hiring a knowledgeable professional firm is in the best interests of the City and its citizens to ensure a committed search that will find a professional City Manager who is a good fit for the City. Best of luck in your retirement. Please do not hesitate to call if you have additional questions or concerns. Del Wingo, Ph.D. , ICMA-CM 86 of 266 ICMA and Florida City and County FC • Management Association's Senior Advisor Program Senior Advisors (formerly Range Riders) are retired city and county managers with lengthy experience and who are respected within the public management field. The FCCMA Board of Directors and the Executive Director of the International City/ County Management Association (ICMA) jointly appoint Senior Advisors. As volunteers, Senior Advisors provide, at no cost: ► Career and employment counsel to members; ► Guidance and counsel to r'nembers regarding ethics questions or concerns: ► Assistance to cities and counties with the managerial form of government: ► Assistance to cities and counties that are considering adopting the managerial form of government; ► Assistance to civic groups regarding the managerial form of government; and ► Assistance to members -in -transition (MITs) with guidance and direction as they seek new opportunities in public administration. Upon request by the governing board of municipal jurisdictions under 20,000 population or counties under 75.000 population, limited CAO search services are available. Upon verification of a manager/administrator vacancy, subject to availability, the Senior Advisors will provide guidance and assistance. Services may include: outlining to elected officials the placement process based on ICMA guidelines, determining qualifications, compensation and position requirements, assisting local staff with position advertisements, reviewing and recommending semi-finalist candidates based on position standards established by the governing body, and providing assistance to the jurisdiction during the interview phase of the placement process. The governing board shall select finalists for interviews. Background searches on candidates are not included in the services and should be conducted through qualified individuals or firms retained by the city or county. Senior Advisors are not "consultants," but serve as colleagues and counselors. To obtain further information about the Senior Advisor program and its services, please contact: Florida City and County Management Association Senior Advisor Program P.O. Box 1757, Tallahassee, FL 32302 Casey Cook, FCCMA Executive Director FCCMA Senior Advisors 0EL WINGO, Ph.D. Coordinator* Reddick • (386) 299-8755 oellwingo@gmaii.com KURT BRESSNER, ICMA-CM Vero Beach • (561) 436-2328 kbressner@gmail.com MARK DURBIN Kissimmee • (321) 624-6071 mdurbin@cfl.rr.com CRAIG M. HUNTER St. Petersburg • (727) 698-4341 chunt@tompaboy.rr.com RICHARD M. KELTON, ICMA-CM Deland • (386) 951-4780 rmkelton@cfl.rrcom DANIEL A. KLEMAN Port St. Lucie • (904) 652-3772 danklemon@comcast.net ROBERTS. LASALA, ICMA-CM Dunedin • (408) 306-3909 Rlasalal@gmail.com BILL NERON Fruitland Park - (352) 326-5453 bneron@comcast.net SAMUEL H. HALTER, EMERITUS, ICMA-CM Tampa • (813) 281-2176 Sornih39@gmail.com RICHARD A. WILLIAMS, EMERITUS Sarasota • (941) 309-3371 Rawjayhawk2@aol.com 'Please contact the coordinator to discuss which Senior Advisor can best meet your needs. 87 of 266 C11Y OF SEISASTL 77"t - HOME OF PELICAN ISLAND CITY MANAGER Salary Range: DO4 and Experience The City of Sebastian, Florida is a scenic waterfront community, located in Indian County approximately midway through the east coast of the Florida Peninsula (between Melbourne and Vero Beach) in an area known as the Treasure Coast. It is recognized as the "Home of the Pelican Island," the first designated wildlife refuge in the United States, a Millennium City, and a Tree City USA. A complete position profile is available at the City's website at: httD:llwww.citvofsebastian.ora The City has a population of approximately 24,000 living in an area of approximately 14.6 miles. The City provides a wide range of services including general government administration, police protection, the construction and maintenance of local roads, public works, recreational and cultural activities, a golf course, a general aviation airport, and a building department to enforce building codes. For fiscal year 17118, the City's total budget is $26.8M, of which $12.OM is for General Fund operations. Additionally, the City of Sebastian has a Community Redevelopment Agency (CRA). The position of City Manager is established by the Charter of the City of Sebastian. The City Manager is responsible for providing the City Council with an annual fiscal plan of operation and for carrying out the policies and plans of the City Council. The City Manager is appointed by, reports to, and serves at the pleasure of the five members of the City Council. The City Manager attends all City Council meetings, and reports on a regular basis to the City Council regarding matters of policy determination. The City of Sebastian is seeking an energetic innovative candidate for a full-time City Manager's position. The successful candidate will have a Master's Degree in Public Administration/Business Administration and have five to seven years of increasingly responsible experience in the field of Public Administration, preferably as a City or County Manager, or assistant. A Bachelor's Degree in Public/Business Administration with significant combination of training and experience may be acceptable. Sebastian's next City Manager must have interpersonal and consensus building skills and a successful track record in project development, financial management, and budgeting. Team building and intergovernmental relations are a plus. The City Manager must be able to provide recommendations to Council on a wide variety of local issues including developing and implementing long-term strategic plans for the City. The City of Sebastian offers a comprehensive benefit package that includes: vacation; sick; discretionary leave; 401A plan; health/dentallvision plans; and, life/long term disability insurance. A fully completed and signed City of Sebastian's Application for Employment must be submitted along with a cover letter, resume and salary requirements to: Cynthia Watson, Human Resources Manager, City of Sebastian, 1225 Main Street, Sebastian, Florida, 32958, or by email to cwatson@cityofsebastian.org as a PDF file. Electronic submissions are preferred. Applications can be found atwww.citvofsebastian.ora. Completed application packages must be received no later than Friday, 16 February 2018 at 4:30 pm. Incomplete application packages will not be accepted. All application packages are subject to public disclosure pursuant to Florida's Public Records Law. Applications, cover letters, and resumes received by the City of Sebastian become a public record, The Citv of Sebastian is an Eaual O000rtunity Emolover/Drug Free Workolace with a commitment to Affirmative Action 1,34ne i�I�:1 CITY OF SEBASTIAN, FLORIDA Executive Search Services City Manager Prepared by Robert E. Slavin on December 27, 2017 SIAVIN r CONSULTANTS 3040 Holcomb Bridge Rd. Suite A-1 s Norcross, Georgia 30071 • (770) 449.4656 • FAX (770) 478-0848 • E -mall: slavin[d_bellsouth.net www.slavin.com With affiliates in Burlington (NC),Cincinnati, Dallas, Hartford, Dunedin, Los Angeles, Mackinac Island and Mesa 89 of 266 SLAVINiOtA.ffNT December 27, 2017 r. () `S t' i F% N r S Mr. Joe Griffin City Manager City of Sebastian 1225 Main Street Sebastian, Florida 32958 % jgriffin(a,citvofsebastian.orq Re: City of Sebastian Florida - City Manager Recruitment Services Dear Mr. Griffin: Slavin Management Consultants (SMC) is pleased to submit this proposal to conduct an executive search for the next City Manager of Sebastian. The purpose of this project is to help the City Council develop and agree to a comprehensive position profile for City Manager and then to identify, recruit and present outstanding candidates who meet these criteria. Once the profile has been developed and approved by the City Council, we will have no difficulty identifying quality prospective candidates and becoming immediately productive. It is normal for a City Manager search to take between sixty and ninety days to complete. As a high quality, independent management consulting firm, Slavin Management Consultants is most capable and interested in providing these services to the City. This proposal commits the highest level of our firm's resources. I will manage and serve as the primary consultant for this critical project. I am the owner and president of SMC and am among the most experienced recruiters of governmental managers in the nation. I have a strong and proven commitment to providing exceptional recruitment services to public agencies and have received many accolades supporting this work. I have the authority to bind the corporation. Mr. Stephen Cottrell and Mr. David Krings will assist with the project. Both are highly experienced former local government executives and management consultants. Public sector and not-for-profit executive search work accounts for more than 95% of SMC's recruitment activities. SMC has recruited many executives for the Florida public agencies and for others in all regions of the nation. Our Florida experience in indicated on page 1 of this proposal. We are very familiar with Florida's public meetings and open records laws. We are able to recruit well-qualified candidates for our Florida clients who would otherwise not have applied for fear of premature publicity. We also comply with both the letter and intent of Florida's laws. Our proposed process includes a minimum of three presentations to the City Council and up to three meetings with individual Council members. SMC is a national firm, strategically based in Norcross, Georgia for easy access to Atlanta's Hartsfield - Jackson International Airport - the world's busiest airport. We have affiliates in Burlington, NC; Cincinnati, OH; Dallas, TX, Hartford, CT; Dunedin, FL; Los Angeles, CA; Mackinac Island, FL and Mesa, AZ. Thank you for the opportunity to submit this proposal. We look forward to working with Sebastian on this highly challenging and very important assignment. If you have questions concerning this proposal, please contact me at (770) 449-4656. Very truly yours, _ SLAVIN MANAGEMENT CONSULTANTS Robert E. Slavin, President 90 of 266 TABLE OF CONTENTS Cover Letter EXECUTIVE SUMMARY.............................................................. 1 SMG Contact Information....................................................... 2 RECENT CHIEF EXECUTIVE SEARCHES ................................................ 3 PROJECT SUMMARY................................................................ 6 Develop the Recruitment Profile .................................................. 6 Identify Qualified Candidates..................................................... 6 Evaluate Prospective Candidates ................................................. 6 Preliminary Screening and Progress Report .................................. 6 Selection and Employment...................................................... 7 In-depth Screening and Final Report ........................................ 7 Establish Evaluation Criteria ..................................................... 8 Follow-up.................................................................... 8 Reporting ................................ . ............................ .. . 8 Deliverables................................................... 8 Project Schedule.............................................................. 8 Guarantees .............. .................................................... 9 QUALIFICATIONS AND STAFFING .................................................... 10 A. Firm Qualifications..................................................... 10 B. Staffing...................................................... Robert E. Slavin, President ........................................ 10 Stephen J. Cottrell SMC Florida Regional Manager ..................... 11 David Krings, ICMA-CM, SMC Regional Manager ...................... 12 FEE STR U CTU RE.................................................................. 13 Professional Fees............................................................ 13 Expenses................................................................... 14 AGREEMENT FOR SERVICES........................................................ 15 EXHIBITS Sample Recruitment Profile Pro Forma Invoice Clients References EEO Statement Minority and Female Placements Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 91 of 266 EXECUTIVE SUMMARY The City of Sebastian, Florida is located in Indian River County approximately midway through the east coast of the Florida Peninsula (between Melbourne and Vero Beach) in an area known as the Treasure Coast. It is recognized as the Home of Pelican Island, the first designated wildlife refuge in the United States, a Millennium City, and a Tree City USA. It was first incorporated as the Town of Sebastian in 1924. In the late 1950s General Development Corporation purchased the land from the Mackle family of Miami and began the development of a planned community that is now the City of Sebastian. Sebastian has a population of 23,137 living in an area of approximately 14.6 square miles. The City is empowered to levy a property tax on both real and personal property located within its boundaries. It also is empowered by state statute to extend its corporate limits by annexation, which it has done from time to time The City of Sebastian is a Florida municipal corporation with a five -member City Council. Council members serve a two-year term. Annual elections are held on the first Tuesday following the first Monday in November and two members are elected in even -numbered years and three members are elected in odd -numbered years. Elections are non-partisan and at -large. Mayor and Vice Mayor are elected from among the members of every newly seated Council at a Special meeting following the election each year. The City has operated under a Council -City Manager form of government since 1989. It provides a wide range of services including general government administration, police protection, the construction and maintenance of local roads, public works, recreational and cultural activities, a golf course, a general aviation airport, and a building department to enforce building codes. Slavin Management Consultants (SMC) has completed many city/county manager searches over the years. We have significant local government recruitment experience in Florida and all regions of the United States. This experience includes extensive experience working for Florida local governments. The best prospects are typically happily employed and not responding to advertisements. Our Florida local government search clients include the following jurisdictions: Atlantic Beach Hollywood Broward County Homestead Boca Raton Jacksonville Beach Boynton Beach Jupiter Charlotte County Lake County Clearwater Lake Worth Clermont Lee County Coral Springs Miami Davie Miami -Dade County Deerfield Beach Manatee County Delray Beach Martin County Destin Miramar Dunedin Mount Dora Escambia County Neptune Beach Fort Lauderdale North Miami Beach Fort Myers Okeechobee County Gainesville Orange County Ormond Beach Panama City Palm Beach County Palm Beach Gardens Pinellas County Pensacola Plantation Pompano Beach Polk County Santa Rosa County Sarasota Seminole County Sunrise Titusville Volusia County West Palm Beach Winter Park We use a "critical path" search process which allows our clients to focus attention on the selection process rather than on identifying, recruiting, screening and evaluating candidates. We understand that each client's need for key executives is different and that there is no "best" person for all situations. The best prospects are typically happily employed and not responding to advertisements. These people need to be found and encouraged to become candidates. They are understandably reluctant to apply for positions when their interest could become a matter of public information prior to being assured that Sebastian is interested in their candidacy. Our approach to this assignment will reflect the unique qualities of Sebastian. It will honor the interests of candidates to the extent possible under Florida law, Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management ConsuIlanIs f 92 of 266 Florida's strong public disclosure laws have a direct impact on governmental recruitment in the State. We work within the letter and the intent of these laws and still are able to recruit exceptional candidates for our Florida clients who would not apply directly for fear of premature public disclosure of their interest. This proposal provides an indexed and easily usable document for the City to assess the qualifications of Slavin Management Consultants to handle this critical work. We constructed the Fee Structure to illustrate the professional time and cost of each major phase of the project. Exhibits include a sample invoice, a client list, references, our EEO/AA statement and a listing of women and minorities who we have helped place. In considering our proposal we point out several factors about our firm and our approach that will be of significant benefit to the City: • We are results oriented. Once the recruitment profile is approved, we "lock" into the criteria established and carefully identify, recruit and evaluate candidates who meet your criteria. We do not simply bring forward candidates whom we may already know. • Our key staff members have extensive experience in conducting executive searches for the public sector throughout the nation. • We are committed to complete client satisfaction. Our successful placement -oriented approach will ensure that the project work is practical, realistic, timely and that it has the full commitment and support of the City Council so that a successful placement will be facilitated. • We use discount airfares and leverage trips between clients whenever possible to reduce expenses to our clients. • We are leaders in the field of executive search in the public sector and our methodologies are state-of-the-art. We can address all aspects of your assignment. • Every search that we have conducted has resulted in a selection from our recommended group of candidates. Our experience includes large and small organizations, and chief executives and subordinate level positions. More than 95% of our placements have remained in our client's positions for more than five years. • Our style is interactive, that is, we strive to build a partnership with our clients. • We are experts in EEO/AA recruitment. SMC Contact Information Robert E. Slavin, President Slavin Management Consultants 3040 Holcomb Bridge Road, Suite #A-1 Norcross, Georgia 30071 Phone: (770) 449-4656 Fax: (770) 416-0848 email: slavin(&bellsouth.net web site: www,slavinweb.com Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Cansultants 2 93 of 266 RECENT CHIEF EXECUTIVE SEARCHES CLIENT POP MONTHI SEARCH STILL STAFF Contact Information YEAR FOR EMPLOYED ASSIGNED p (Mgr/Asst) Adams County, 451.574 0912013 County Yes Slavinl Mr. Bryan Ostler CO Manager Wenbert (720) 523-6071 Bostler@adcogov_org Aiken, SC 30,000 0312015 City Manager Yes Slavin/ Mayor Fred Cavanaugh Patton 803-642.7654 Alleghany 13,000 0412016 County Yes Slavin Mr. Stephen Bennett County, VA Administrator (540) 663-6600 sbennetingco.alleghany.va.us Aurora, CO 314.000 0712010 CAy Manager Yes Slavinl Mr. Kin Shuman Wenbert (303) 739-7225 Kshuman@auroragov.orq Bay City, MI 35,000 0312014 City Manager Yes Slavin Lori Dufresne Commission President Phone: (989) 245-6869 Email: Idufresne(b baycilym i.org Branson, MO 6,000 0412013 City Yes Slavin William Malinen Administrator (4 17) 337-8548 wmalinenMbransonmo.gov Corpus Christi, 285,000 0812011 City Manager Yes Slavin/ Mayor Nelda Martinez TX Wenbert (361)826-3100 ne Id a m(-ia. cc to xas.co m Cary, NC 95,000 0112009 Town Yes Slavin Renee Poole Manager Director - Human Resources (919) 469-4373 renee.000le(a� town ofeary.o rq Dunwoody, GA 40,000 0912014 City Manager Yes Slavin! Mayor Ken Wright Trager (678) 382-6700 ken.wfght@d a nwoodyga.gov Franklin, TN 59,000 1012008 City Yes Slavin Mayor Ken Moore Administrator (615) 791-3217 ken.moore@franklintn gov Fridley, MN 27,800 0612013 City Yes Slavin/ Mayor Scott Lund Manager Krings 763-572-3500 Georgetown, 10,000 0212013 City Yes Slavin Mayor Jack M,. Scoville, Jr. SC Administrator (843) 545.4001 Glynn County, 78,000 0612010 County Yes Slavin Mr. Alan Ours GA Administrator (912) 554-7401 aours d)glenncountvga.qov Greenville, NC 84,500 1112012 City Manager Yes Slavin Mayor Allen Thomas (252) 329-4419 amlhomasngreenvillenc.gov Golden, CO 16,900 0612015 Oily Manager Yes Slavin/ Ms. Teresa Reilly, SPHR Krings (303) 384-8017 treilly(a)cilvofgolden net Gulf Shores, 9,000 0612013 City Yes Slavin Mayor Robert Craft AL Administrator (251) 968-1124 mavor@¢ulfshoresai.gov Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 3 94 of 266 CLIENT POP MONTH/ SEARCH STILL STAFF Contact Information YEAR FOR EMPLOYEE] ASSIGNED 7 (MgrlAsst) Hardeeville, 5,000 2016 City Manager Current Slavin Ms. Lori Pomarico, City Clerk SC Phone: (843) 784-2231 ipomanco(ocdyofhardeeville_com Independence, 9,800 0512010 City Manager Yes Slavin Ms. Kelly Passauer KS (620) 332-2506 citymgr@comgen,com Iowa City, IA 63,000 0912010 City Manager No, left in Slavin! Ms, Marian Karr 2016 to take Wenbert (319) 356-5041 another marian-karr@ Iowa-city.org Position Kansas City, 158,000 0312014 County Yes Slavin Mayor Mark Holland KS/ Wyandotte Manager Phone: 913-573-5010 County mayorhouand@wycokck.org La Plata, MD 7,000 0412007 Town Yes Slavin Ms. Paddy Mudd Manager (301) 934-4804 pmudd(@ lownoflaplata.orq Longmont, CO 87,500 0212012 City Manager Yes Slavinl Mr. Harold Dominguez, City Wenbert Manager (303) 651-8601 horald.dominguez@longmontcol orado.gov Loveland, OH 12,200 07/14 City Manager Yes Slavin Mayor Linda Cox lKrings (513) 683.0150 Icoxa LovelandOH.com Mansfield, MA 23,500 1012009 Town Yes Slavin! Mr. Kevin Moran Manager Frank (508) 251-7372 selectmen @ m a n sfie Id m a.com Mount Dora, FL 12,500 04115 City Manager No Slavin Ms. Gwen Johns City Clerk Ph: (352) 735-7126 ioh nso(i?citvofmountdora.com Myrtle Beach, 30,000 12114 City Manager Yes Slavin Mayor John Rhodes SC (843) 9113-1000 jrhodes(c?citvofm yrtlebeach ,com Newark, DE 29,000 0812012 City Manager Yes Slavin! Mayor Vance Funk Frank (302) 368-2561 x12 vence3@funklawoffices.com Norwich, CT 36,000 10/2007 City Manager Yes Frankl Mr. Alan Bergren Slavin (850) 823-3751 ahbboss@yahoo.com Oak Park, IL 51,878 0112013 Village Yes Slavin Ms. Cara Pavlicek Manager (708) 358-5770 cpavlicek@oak-park.us Peoria County, 182,800 06/2011 County No Slavinl Chair Andrew Rand IL Administrator Krings (309) 672-6056 arand(d peoridcounty.orq Plantation, FL 85,000 05115 Chief Adm Yes Slavin Mayor Diane Veltri Bendekovic Officer City of Plantation (954) 797-2200 dbendekovic@plantalion.org Portage, M1 47,000 1212014 City Manager Yes Slavinl Mr. Rob Boulls Krings Director of Employee Relations (269) 329-4402 bouljsr aC,, portagemi.gov Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 4 95 of 266 CLIENT POP MONTHI SEARCH STILL STAFF Contact Information YEAR FOR EMPLOYED ASSIGNED 7 (Mgr/Asst) Prince William 293,000 0112010 County Yes Slavin) Ms. Melissa Peacor County, VA Executive Frank (703) 792-6720 m peacor@ pwcgov.org Rock Hill, SC 67,400 0912010 City Manager Yes Slavin Mr. Doug Echols (803)329-7011 cbel l0i1ci.rock-h ills o. u s Seminole 425,000 05/2011 County No Stavin Commissioner Bob Dallari County, FL Manager 8 Phone: (407) 665-7215 County fmacdonaldgerninolecou.nlyfl.9 Attorney ov Snellville, GA 18,200 0612012 City Manager Yes Slavin Mayor Tom Wilts (770) 985-3544 twitts@sneINille.org Saint Joseph, 76,107 04/2011 City Manager Yes Slavin Mayor Bit[ Falkner MO (816) 271-4640 bfalkner(p ci.st-ioseph.me.us Suwanee, GA 15,000 0712007 City Manager Yes Slavin! Ms. Elvlra Rogers Trager (770) 945-8996 erogers(osuwanee.com Tazewell 135,000 0312012 County No Slavin! Chair David Zimmerman County, IL Administrator Left in 2014 Krings (309) 477-2272 dzimmerman@lazewell.com Tipp City, OH 10,000 09114 City Manager Yes Slavin/ Mayor Pat Hale Krings (937) 669-8477 halep@tippcity.nel Urbandale, IA 38,000 0412009 City Manager Yes Slavin! Mayor Bob Andeweg Wenbert (515)283-3100 bandeweq Purbandale-orq Valdez, AK 4,000 0912015 City Manager Yes Slavin! Ms. Sheri Pierce, MMC Wenbert City Clerk 907-834-3408 soierce(d) vi.valdez.ak.us Venice. FL 21,500 0312012 City Manager Yes Slavin Alan Bullock Adm Sery Dir (941) 486-2625 abulloc1,5 ci.ven ice.fl.us Volusia 443,000 0112006 County Yes Slavin Mr. James Dinneen County. FL Manager (386) 636-5920 idinneenAco.volusia,fl.us Wichita, KS 350,000 1112008 City Manager Yes Slavin! Mayor Jeff Longwell Wenbert (316)268-4331 JLongwel1Pw1chita.gov Windham, CT 24,000 0612009 Town Yes Slavin! Mayor Ernest Eldridge Manager Frank (860)465-3000 ee'dridgou(l,windharn cum Winston- 186,000 0712006 City Manager Yes Slavin Mayor Allen Joines Salem, NC (336) 727-2058 alien i@cayofws.orq Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 5 96 of 266 PROJECT SUMMARY We recommend a five-step process as follows: • Develop job qualifications and requirements for the City Manager position - the Recruitment Profile. • Identify and recruit qualified candidates. s Evaluate prospective candidates. • Make recommendations, help in selection and facilitate employment. • Establish evaluation criteria and follow-up. Each step of this process is described below. A. Develop the Recruitment Profile We will meet with the City Council members individually and collectively and with staff (if the City Council wishes) to learn the City's needs, focus and requirements such as experience, education and training as well as preferred management style and personal traits. In developing the recruitment profile, we will spend a considerable amount of time at the beginning of the process in Sebastian to gather additional information about the City and to ascertain, the unique challenges of the job and the general environment within which the position functions. Once we have gained the necessary information, we will prepare a draft recruitment profile and review it with the City Council to arrive at a general agreement regarding the specifications for the position. The final profile will include information about the region, the City of Sebastian, the City government, major issues to be faced, the position and the selection criteria established by the City Council, B. Identify Qualified Candidates We will first review our database to find those candidates whom we may already know and/or already have on file who may meet your specifications. Although the above process is valuable, we will rely most heavily on our own contacts in related fields, on industry appropriate internet sites and on our own experience. In other words, through "networking," we will conduct a professional search for the best - qualified candidates and invite them to apply for the position. In this effort, we utilize appropriate professional organizations, our established contacts, and our knowledge of quality jurisdictions and their employees. We will prepare classified advertisements and develop a targeted advertising program utilizing professional publications, websites social media. We will acknowledge all resumes received and thoroughly screen all potential candidates. C. Evaluate Prospective Candidates Preliminary Screening and Progress Report Criteria for the preliminary screening will be contained in the approved recruitment profile. They may include such items as education, technical knowledge, experience, accomplishments, management style, personal traits, etc. Screening of candidates against those criteria will be based on data contained in the resume and other data provided by the candidates and on our knowledge of the organizations in which they work. At this stage, each must meet the minimum qualifications specified in the recruitment profile. We request that all candidates provide us, in writing, substantial information about their accomplishments and their management style and philosophy. This information is verified and, at the City's option, may be further tested by having the finalists respond to a supplemental questionnaire and/or complete management and leadership style inventories. We interpret these instruments for the City as well. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 6 97 of 266 We will meet with the City Council to provide a progress report on a number of semifinalist candidates. These individuals will be top prospects who clearly meet the City's specifications for the position. With guidance from the City Council, we will narrow the semifinalist candidate group on the basis of refined criteria. During this meeting we will determine City's expectations relative to interview questions that we will write as well as the candidate rating and scoring processes which will be included in our final report. D. Selection and Employment !n-depth Screening and Final Report At this point, we will interview those semifinalist candidates whom the City has the greatest interest in. Proper "fit" is as important as technical ability. We assess both. In order to better assess candidates' management style and interpersonal characteristics, we personally interview each in his or her present work environment. We will closely examine each candidate's experience, qualifications, achievements, management style and interpersonal skills in view of the selection criteria and our professional expertise in evaluating the quality of such qualifications, skills and achievements. We conduct in-depth background checks on those individuals who continue to demonstrate their overall suitability for the position, included are detailed and extensive reference checks which cover a minimum period of ten years. In conducting these, it is our practice to speak directly to individuals who are now or have been in positions to evaluate the candidate's job performance. We ask each candidate to provide us with a large number of references. We then network these references to other persons who know the candidate. in this way, we thoroughly evaluate each candidate. These references and evaluations are combined to provide frank and objective appraisals of the top candidates. As part of our evaluation process we conduct credit checks and verify undergraduate and graduate college degrees. We also conduct criminal history, civil court records and driving record checks. At the City's option, we can arrange for assessment centers and/or psychological (or similar) testing of the candidates. (These optional items will result in extra cost.) We will then meet with the City Council to present a group of well-qualified finalist candidates for interviews in Sebastian. These final candidates will not be ranked because, at this point, they will all be qualified and it will then be a matter of chemistry between the candidates and the City Council that shouEd produce the final selection decision. Our final report will be presented in a meeting with the City Council. This written report is a comprehensive document. It contains our candidate recommendations, details about the search, interview tips, interview questions, candidate evaluation forms and information about legal vs, illegal inquiries. The report also includes the candidate interview schedule as well as our recommendations relative to timing, sequencing, location, setting, format, and conduct of interviews. The report contains comprehensive information about each recommended candidate. This includes educational and experience information, an evaluation of the candidate's experience relative to the criteria established by the City, a summary of reference comments and a statement of accomplishments and management style prepared by the candidate. Present compensation is also provided for each recommended candidate. We will provide information about trends in employment, employment contracts and agreements, relocation expenses, perquisites, appropriate roles for spouses, receptions, etc. We arrange schedules for top candidate interviews with the City and we will coordinate the entire process. We will properly handle any and all media relations. Unless otherwise directed, it is our standard practice to tell all media that we are working on behalf of Sebastian and that any public statement should come from the City directly. Under no conditions will we release information to the media unless specifically directed by the City to do so. We will notify all unsuccessful candidates of the final decision reached. Finally, will continue to work for the City until a suitable candidate is recruited and hired by the City. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 7 98 of 266 E. Establish Evaluation Criteria Once the new City Manager has been on board for 30 days or so, we will conduct a session with the City Council and with the new City Manager to establish mutual performance criteria and goals for the position. F. Follow-up We will follow-up with the City and the new City Manager during the first year and assist in making any adjustments that may be necessary. G. Reportinq We will keep the City informed, involved in decisions and involved in the search process. We will provide frequent progress reports to the City Council. H. Deliverables Deliverables include the recruitment profile (draft and final), the advertisement (draft and final), the progress report (presented in person), the final report with interview tips, interview schedule, interview questions, candidate resumes, candidate evaluations, candidate writing samples, rating sheets, ranking forms, tabulation forms and appropriate/inappropriate question list and negotiated employment agreement between the City and the selected candidate. SMC is an equal opportunity employer and recruiter, and will not discriminate against any employee or applicant for employment because of race, religion, creed, color, sex, disability or national origin. 1. Project Schedule The search process normally takes between sixty (60) and ninety (90) days to complete and typically follows the following pattern: Approximately twelve to fifteen semifinalist candidates are presented to the City Council at the progress meetings (45 - 50 days after the Council approves the recruitment profile). Generally, about five finalist candidates are presented for interviews with the City Council. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 8 99 of 266 DAYS STEPS 1-30 I 30-45 1 45-60 160-360 1. Develop Search Process, Recruitment Profile and Advertising Program for City Council Approval ✓ 2. Identify Qualified Candidates, Review Data Base, Network, Receive and Review Resumes ✓ ✓ 3. Screen & Evaluate Prospective Candidates ✓ 4. Progress Meeting and Report ✓ 5. Interview and Evaluate Prospective Candidates ✓ ✓ 6. Submit Final Report and Recommendations, Assist ✓ in Selection, Facilitate Employment 7. Establish Evaluation Criteria and Follow-up ✓ Approximately twelve to fifteen semifinalist candidates are presented to the City Council at the progress meetings (45 - 50 days after the Council approves the recruitment profile). Generally, about five finalist candidates are presented for interviews with the City Council. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 8 99 of 266 J. Guarantees We provide a comprehensive set of assurances and guarantees to out executive recruitment clients that include: We are committed to excellence. We guarantee the highest quality of work and its success in your environment. To accomplish this, we will continue to work with the City until the City Council is satisfied with the candidates and a satisfactory candidate is selected and accepts employment. We guarantee our work and will redo the search if the position is vacated, for any reason, within two years of the employment date of a candidate selected by the City through our efforts. We will never actively recruit any candidate who we have placed nor will we actively recruit any employee from a client organization for at least two years from the completion date of an assignment. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 9 100 of 266 QUALIFICATIONS AND STAFFING This section presents our qualifications to conduct projects of this type and describes the staff to be assigned to the search. A. Firm Qualifications SMG is an independent management consulting firm formed in 1998 and incorporated in the State of Georgia. We operate nationwide from our home office near Atlanta, Georgia. The principal and only stock holder of the firm is Robert E. Slavin. Mr. Slavin has extensive experience as a local government executive and as a management consultant. We have affiliates in Burlington, NC; Cincinnati, OH; Dallas, TX, Hartford, CT, Dunedin, FL; Los Angeles, CA; Mackinac Island, MI and Mesa, AZ. The company provides exceptionally high-quality consulting services to state and local governments, health care providers, transit authorities, utilities, special districts, and private sector clients. Specialty practice areas include executive recruitment, pay and classification, performance appraisal systems, and organization development and training. Our key consultants have conducted successful assignments for hundreds of public sector organizations nationally and offer many references as testimony of our work. This important engagement will be personally conducted by Mr. Robert E. Slavin. Mr. Slavin has conducted or assisted in the conduct of more than 850 successful executive searches throughout his career. Members of the proposed search team have conducted executive searches for Slavin Management Consultants as well as for others before joining the firm. All are professional public human resources practitioners with significant direct management experience. All are long-term, active members of a variety of professional organizations and stay abreast of new and changing laws, developments and trends by regularly attending specialized workshops, seminars and annual conferences. B. Staffing Robert E. Slavin, President Mr. Slavin will manage and serve as the lead consultant for this project. He is a pioneer in public sector and nonprofit executive search. He is among the best known and respected professional recruiters in the business. He is a frequent speaker before professional groups and he has written several articles for professional journals concerning governmental management. By special invitation, Mr. Slavin assisted the United States Office of Personnel Management to define and set up the Sensor Executive Service for the Federal Government. Mr. Slavin began his local government career in 1967. His experience includes twelve years working directly for local governments and it includes seven years as a principal consultant with the government search practice of Korn/Ferry International, the largest private sector search firm in the world. He headed the local government search practices for Mercer/Slavin, Incorporated, Mercer, Slavin & Nevins and Slavin, Nevins and Associates, Inc. Mr. Slavin now heads the executive search practice for Slavin Management Consultants. Clients include state and local governments, nonprofit and private sector businesses all over the United States. His experience includes search assignments for the 1984 Los Angeles Olympic's Organizing Committee, Mr. Slavin's experience and qualifications include organizational analysis, classification and compensation studies, and assessment centers and human resource's systems studies. Before being invited to join Korn/Ferry International, Mr. Slavin served as Assistant City Manager/Director of Human Resources for the City of Beverly Hills, California. While at Beverly Hills, Mr. Slavin conducted many executive level recruitment assignments involving nationwide search and placement. Before joining the City of Beverly Hills, Mr. Slavin was the Assistant Personnel Director for the City of San Leandro, California. Before San Leandro, Mr. Slavin was on the personnel staff of Santa Clara County, California. His assignments included recruitment, classification and selection for the County's Health Department, Prepared for THE CITY OF SEBASTIAN, FLORIDA by Stavin Management consultants 10 101 of 266 Medical Center, Transportation Agency, Sheriff's Office, Superintendent of Schools, Fire Marshall, Assessor's Office, Library System and County Recorder's Office. Mr. Slavin received his Bachelor of Science degree in Pofitical Science from the University of Santa Clara, and has completed the graduate course work for a Master's degree in Public Administration at California State University at Hayward. He is a Certified Professional Consultant to Management by the National Bureau of Certified Consultants. Organizations • International City/County Management Association • International Personnel Management Association • Government Finance Officers Association • iPMA - Human Reiations Commission • IPMA - Publications Review Committee • Society for Human Resources Management • Certified Management Consultant (National Bureau of Certified Consultants) • National Forum for Black Public Administrators • Southern California Public Labor Relations Council • Southern California Municipal Assistants • Bay Area Salary Survey Committee Stephen J. Cottrell SMC Florida Regional Manager Mr, Cottrell's career in state and local government agencies spans more than three decades. After serving in the United States Air Force, Steve began a career in government as a legislative intern in the Florida Legislature. He served as a legislative analyst for the Florida Advisory Council for Intergovernmental Relations and research associate at the Florida Atlantic Florida International University's Joint Center for Environmental and Urban Problems, where he was mentored by the late Dr. John DeGrove. His first municipal government experience was as a management analyst for the City of Tallahassee's Office of Management and Budget, where in addition to assisting various departments with the preparation of their annual operating budgets, he prepared the city-wide annual capital improvement budget and five year capital improvement plans.. He has served as assistant city manager for the City of Sebastian, Florida and town manager of Belleair, Florida and Windsor, Vermont. He also held interim city manager positions in both Indian Rocks Beach and Fruitland Park, Florida. While serving as assistant manager and manager, he performed the duties of budget director, personnel administrator, IT manager, and public works/utility director. Public works and utility management, in particular, the initiation and implementation of facility construction, infrastructure repairs and replacements, and other capital investments, were a principal focus during his years as a manager. He oversaw the construction of fire stations, a library expansion, a 911 emergency operation center, transportation and utility expansion projects, and the resolution of landfill and wastewater treatment plant consent orders. Steve is an advocate of electric and telecommunication municipalization, and a proponent of local government initiatives that enhance local resilience, improve local environmental resources in ways that lead to greater sustainability and economic self-sufficiency. He has received recognition for twenty-five years of management service by the International City Manger's Association; and twenty years of service by the Florida City and County Management Association. He has been a credentialed city manager for the majority of those years. Steve has served on the boards of both the FCCMA and the Vermont League of Cities and Towns. He is currently a member of both the ICMA and FCCMA. In both Sebastian and Windsor, VT he was a member of Rotary International. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 11 102 of 266 He obtained a bachelor's degree from California State University, and a Master's Degree in Public Administration from Florida State University. David Krings, ICMA-CM, SMC Regional Manager Mr. Krings has 35 years experience at the top levels of state, county, and municipal governments. He is internationally recognized as a state and local government management practitioner and consultant. Mr. Krings has been on the professional staff of governors in both Wisconsin and Arkansas. He served as the County Administrator in Peoria County, (Peoria) Illinois and Hamilton County, (Cincinnati) Ohio. Both Hamilton County and Peoria County received national recognition for innovative, quality management during Mr. Krings' tenure. Mr. Krings also served as the Assistant Executive Director for Ramsey County (St. Paul) Minnesota, Mr. Krings has a M.A. in Public Policy and Administration from the University of Wisconsin -Madison and a BA from Carroll College (Waukesha, Wisconsin). He has also studied at schools in Denmark and Mexico. In 2005 Mr. Krings began his encore career, still in public service, but in a much broader capacity than in prior years. He is the part-time Administrator of Lockland, Ohio. He served as the part-time Advisor to the Mayor in Newtown, Ohio. He has had scores of consulting engagements with local jurisdictions and not - for -profits (largely through TechSolve, a not-for-profit consulting firm). He has been certified as a local government expert in litigation involving local governments. He has been on an advisory board of a company providing inmate telephone services (DC Telesystems). In 2009 he associated with the firm Good Energy to consult with local governments in the provision of cost saving electricity purchasing. He is also a managing consultant for Slavin Management Consultants. Highlights from Mr. Krings' 13 years as Hamilton County Administrator include: • Responsible for $2.3 billion budget; • Oversaw more than $1 billion in development of Cincinnati riverfront including construction of a new NFL football stadium and a MLB baseball park; • Developed small, minority, and female business development program; • Governing Magazine and Syracuse University gave Hamilton County fourth highest grade among America's large urban counties for overall management; • Gold Seal for Good E -Governance from National Academy of Public Administration; • Top rated web site from National Association of Counties; • Numerous Government Finance Officers Association of United States and Canada awards for Distinguished Budget Presentation; and • ICMA Center for Performance Measurement Certificate of Distinction; Organizations (Current and Past) • ICMA—Past President and Board Member • National Association of County Administrators (NACA)—Past President and Board Member • First person to be President of both ICMA and NACA • Recipient of American Society for Public Administration chapter Good Government Award • Adjunct professor for University of Cincinnati and faculty member of University of Illinois, Community Information and Education Service Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 12 103 of 266 FEE STRUCTURE Professional Fees Our fees are based on a rate schedule that reflects the experience of the individual assigned. We use a flat fee rate schedule. Therefore, there are no project limitations based on annual salary. For this assignment we are proposing to use only consultants who have specific experience on similar assignments for other clients. We will use senior consultants where appropriate and to reduce the overall cost. We will use staff consultants when feasible. The foNowing tables show the level of involvement by project step and cost. STEPS 1. Project Planning/Develop Position ProMelPrepare Advertising 2. Identify & Recruit Candidate/ Acknowledge Resumes 3. Preliminary Candidate Screening 4. Progress Report to City Council/ Reduce Candidate Pool 5. In-depth Candidate Evaluation (Includes on-site consultant interviews with semifinalist candidates) 6. Arrange for & Schedule Final Interviews 7. Prepare Final Report with Interview Questions and Selection Criteria 8. Present Final Report and Attend Interviews 9. Assist in Employee Selection 10. Negotiate Employment Agreement 11, Establish Performance Goals 12. Follow-up TOTAL HOURS TOTAL PROFESSIONAL FEE PROJECT COSTS ASSIGNED HOURS (Approximate) Project I Consultant I Total Manager 32 32 34 34 35 35 16 16 4 4 12 12 8 8 38 38 18 18 4 4 8 8 16 16 12 12 2 2 4 4 6 6 4 4 172 81 252 RATE (Hrl 75 75 35 75 35 75 35 75 35 75 75 35 75 75 75 No Charge No Charge FEES $2,400 $2,550 $1,225 $1,200 $140 $900 $280 $2,850 $630 $300 $600 $560 $900 $150 $300 $0 $0 $14,985 Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management ConsuIla nts 13 104 of 266 Expenses Consultant Travel Costs: The client pays direct cost for all necessary consultant travel using coach or, when available, lower air rates, corporate hotel rates at moderately priced properties (Holiday Inn or equivalent), rental cars, using the corporate discount and normal meals. Client controls these costs in the following ways: (1) when appropriate, consultants will accomplish multiple purposes when traveling and will allocate costs to multiple clients; (2) the client pre -approves all work plans including all consultant (and candidate) travel. Office Costs Include: Telephone ($350 flat fee, billed in two installments), FAX, postage, messenger, copier, and clerical costs. Office Costs Include: Telephone ($350 flat fee, billed in two installments), FAX, postage, messenger, copier, and clerical costs. Average Advertising Costs: Normally about $2,000. Client controls these costs because the advertising program will be approved by the City prior to implementation. Expenses for the executive search project described in this proposal will not exceed 55% of the professional fee ($8,241.75). Therefore, the total not -to -exceed cost to the City for the proposed work will be no more than $23,226.75. The cost for final candidates to travel to Sebastian for interviews is not covered by this proposal. Such costs are typically paid by the City on a reimbursement basis, directly to the candidates, and controlled through the City's prior approval of the finalist candidates. These costs vary depending on candidate location, espousal involvement, time required for candidates to be in Sebastian, etc. For budgeting purposes, an average cost of between $450.00 and $650.00 per candidate would be appropriate. About five candidates are normally recommended for interviews. Should the City's needs result in additional project scope that significantly increases costs, it may be necessary to increase the expense budget for the project. Your liability to Slavin Management Consultants for services rendered under this agreement will not exceed the agreed upon price unless an increase is authorized by you in writing. We will submit monthly invoices for fees and expenses. It is our practice to bill 30% at the start of the searches, 30% at the end of thirty days, 30% at the end of sixty days, and the remaining 10% shortly after the time the new City Manager accepts employment with the City. Each invoice will be payable upon receipt for professional services. Expenses will be billed in addition and shown as a separate figure. Attached is a pro -forma invoice showing the level of accounting detail we will provide. Expenses will be billed in addition and shown as a separate figure. Attached is a pro -forma invoice showing the level of accounting detail we will provide. We will comply with all applicable laws, rules, and regulations of federal, state, and local government entities. Our ability to carry out the work required will be heavily dependent upon our experience in providing similar services to others, and we expect to continue such work in the future. We will, to the degree possible, preserve the confidential nature of any information received from you or developed during the work in accordance with our professional standards. We assure you that we will devote our best efforts to carrying out the engagements. The results obtained, our recommendations, and any written material provided by us will represent our bestjudgment based on the information available to us. Our liability, if any, will not be greater than the amount paid to us for the services rendered. This proposal constitutes the agreement between us. It cannot be modified except in writing by both parties. Our agreement will be interpreted according to the laws of the State of Florida. Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 14 105 of 266 AGREEMENT FOR SERVICES This proposal is presented for Slavin Management Consultants by: SIGNATURE: NAME: Robert E. Slavin TITLE: President DATE: December 27, 2017 This proposal is accepted for the City of Sebastian, Florida by: SIGNATURE: NAME: TITLE: DATE: Prepared for THE CITY OF SEBASTIAN, FLORIDA by Slavin Management Consultants 15 106 of 266 COLIN BAENZIGER(0ASSOCIATES EXECUTIVE RECRUITING MOF BAS_T�N HOME OF PELICAN ISLAND PROPOSAL TO PROVIDE EXECUTIVE SEARCH SERVICES FOR CITY MANAGER FOR SEBASTIAN, FL Colin Baenziger & Associates Project Manager and Contact Person: Colin Baenziger (561) 707-3537 Colin Baenziger & Associates 2055 South Atlantic Avenue • Suite 504 Daytona Beach Shores, FL 32118 e-mail: Colin(4 cb-asso.coni Fax: (888) 635-2430 ..Sewing Our Clients with a Personal Toack... 107 of 266 PROPOSAL TO PROVIDE EXECUTIVE SEARCH FIRM SERVICES TABLE OF CONTENTS SECTION PAGE LETTER OF INTEREST I. QUALIFICATIONS AND EXPERIENCE OF THE FIRM 1 The Firm Technical Capabilities and Organizational Structure Completion of Projects within Budget Completion of Projects on Schedule Diversity Prior Names and Litigation Insurance Overall Executive Search Experience [I. PROPOSED WORK PLAN 19 Search Methodology The City's Obligations III. PROPOSED PROJECT STAFF 25 Project Team and Involvement Resumes of Key Staff IV. FEE AND WARRANTY 31 V. PROJECT SCHEDULE 33 VI. REFERENCES 35 VOLUME II APPENDIX A: ALL GOVERNMENTAL SEARCH ASSIGNMENTS A-1 APPENDIX B: SAMPLE RECRUITMENT BROCHURE B-1 APPENDIX C: SAMPLE CANDIDATE REPORT C-1 APPENDIX D: SAMPLE SURVEY D-1 APPENDIX E: RESOLUTION OF ST. JOHNS COUNTY, FL E-1 APPENDIX F: COMMENTS ON CB&A'S VETTING PROCESS F-1 108 of 266 CoL[N BAENZ[GEROAssoc[Alr[ s EXECUTIVE RECRUITINt; December 27, 2017 The Honorable Mayor Jim Hill, Vice Mayor Linda Kinchen, and Council Members Ed Dodd, And Bob McPartlan ATTN: Mr. Joe Griffin, City Manager City of Sebastian 1225 Main Street Sebastian, FL 32958 The Honorable Mayor Hill, Vice Mayor Kinchen, and Council Members Dodd, and McPartlan: Colin Baenziger & Associates (CB&A) would like to take this opportunity to submit a proposal to assist in finding your next City Manager. While selecting key personnel is never easy, CB&A has developed a problem -free process that has been tested nationwide and found to be extremely effective. While CB&A is a municipal recruiting firm which has conducted assignments across the country, our home base is Florida. In fact, we have been selected to perform 102 of the last 144 recruitments where a Florida city or county has chosen to use a recruiter to find its City or County Manager 1 Administrator. We pride ourselves on providing not just high-quality results, but, equally important, providing a great deal of personal attention to each of our local government clients. To conduct a proper recruitment, we feel the project manager must do more than just drop by occasionally. He/she must get to know the appropriate government officials and the community firsthand. That effort takes time, but it is the only way to ensure the candidates we recommend are well qualified and a good fat for your community. As a result, we only take a few clients at a time and focus on getting the job done properly. Further, we routinely complete our work in sixty to ninety days. This timeframe includes preparation of recruitment and advertising materials, candidate outreach, candidate screening, finalist interviewing, and manager selection. We also offer the best warranty in the industry. Not only do we offer unparalleled service at a reasonable price, we focus on finding just the right people for your organization. We say people, and not person, because our goal is to bring you five finalists who are so good that you will have a difficult time choosing among them. The proof is in the fact that six of our local government clients have passed resolutions thanking us for our outstanding efforts in finding their key staff. We do not know how often you have passed a resolution thanking a consulting firm for its efforts, but we have rarely seen it happen. Our goal, in fact, would be for you to be our next client to pass such a resolution. DAYTONA BEACH SHORES, FL REDMOND, WA 109 of 266 COLIN BAENZiG1R(PAsSOCIATES EXECUTIVE: RECRUITING Some of our Florida searches include City Managers for Aventura, Cooper City, Dania Beach, Destin, Fort Myers, Fruitland Park, Gainesville, Hallandale Beach, Key Biscayne, Madeira Beach, Melbourne, Miramar, Mount Dora, Ocala, Orange City, Palm Beach Gardens, Palm Coast, St. Pete Beach, Stuart, Tavares, and Treasure Island, and West Melbourne. Nationally we have found City Managers for Ankeny, IA; Bellevue, WA; Fayetteville, NC; Portland, ME; Roanoke, VA; Scottsdale, AZ; Tacoma, WA; and Winchester, VA. We have also sought the Borough Manager for Matanuska- Susitna Borough, Alaska (a county the size of West Virginia), County Managers for Brevard County, FL; Clackamas County, OR; Clay County, FL; El Paso County, TX; James City County, VA; Polk County, IA; St. Lucie County, FL; St. Johns County, FL; and Union County, NC. Some of our current searches include the City Manager for Groveland, FL, City Administrator for Lake Forest Park, WA, an Economic Development Director for Roanoke, VA, a Parks and Recreation Director for Cape Coral, FL, a Chief Labor Negotiator for Orlando, FL, Revenue Director for Savannah, GA, and a Fire Chief for St. Lucie County Fire District, FL. Those authorized to bind the company are myself, Colin Baenziger, and Lynelle Klein, Vice President for Operations. We look forward to formally presenting our credentials and working with you in the near future. If you have any questions, please feel free to contact me at (5b 1) 707-3537. Sincerely, 0 Colin Baenziger Principal 1 Owner ...Serving Otrr Clients with a Personal Touch... DAYTONA BEACH SHORES, FL REDMOND, WA 110 of 266 L Qualifications and Experience of the Firm The Firm, Its Philosophy, & Its Experience Colin Baenziger & Associates (CB&A) is a nationally recognized executive recruiting firm established in I997 and owned and operated by Colin Baenziger. We are a sole proprietorship headquartered in Volusia County, FL with offices in Redmond, WA and Salt Lake City, UT. As a sole proprietorship, we are not registered with any states as a corporation, foreign or otherwise. Although our primary focus is executive search, we are often involved in operational reviews of governmental operations. Our consultants live in other areas of the country and converge wherever the client's needs exist. We develop an operational plan prior to arrival and our team of experts quickly studies the issues, identifies problems and opportunities, performs the necessary analysis, develops solutions, prepares reports and action plans, and completes the assignment. The client receives prompt, professional service, and its needs are effectively addressed. We are available for follow-up work; however, our goal is to provide the client with solutions that its existing staff can implement without additional outside assistance. Colin Baenziger & Associates' outstanding reputation is derived from our commitment to timeliness and quality. Our work is not done until you are satisfied. That means we go the extra mile and, at times, expend more effort and energy than originally anticipated in our fee or in our action plan. We do not ask the client for additional fees. Rather, we accept these situations as part of our cost of doing business. We believe that once a contract is signed we have an obligation to fulfill its requirements excellently and within the budgeted amount. Since beginning our search practice in 1998, we have conducted searches and other related work for clients in thirty-two states. Overall our staff has performed over 170 City, County, and Special District Manager searches and approximately 300 local government searches. The basic approach we have presented herein is the approach we have used in each of our searches. It has been refined over the years to the point where it is problem -free. Technical Capabilities acid Organizational Structure Colin Baenziger & Associates has developed its business model over the past 19 years. The model has proven to be extremely effective in every state where we have applied it and for every type of position for which we have searched. In fact, we are often called when a government has a particularly difficult position to fill or where one of our competitors has failed. Overall, we utilize approximately eighteen people. Most staff members are independent contractors and are given assignments on a task order basis. Consequently, we can pay well while having a great deal of flexibility without the overhead of many firms. In addition to Mr. Baenziger, other senior staff members are former City and/or County Managers or elected officials. As a result, we understand multiple perspectives and have been very successful in identifying the right candidates for our clients. CB&A's other staff are all competent researchers and writers and most have been with us for a long time. -I- 111 of 266 L Qualifications and Experience of the Firm (continued) Colin Baenziger Sadie Lowry Owner & Principal Senior Editor Rick Conner Lynelle Klein David Collier Vice President VP 1 Operations Senior Vice President Internet Specialists (8) Senior Research Associates (8) Completion of Projects within Budget Colin Baenziger & Associates is proud of its record of completing searches within budget. When we quote a price to the client, that price is what the client will pay, no matter how difficult the search is or what unforeseen circumstances may develop. We have never asked a search client for additional fees, even when we were entitled to do so. Completion of'Projects on Schedule Colin Baenziger & Associates routinely completes its assignments in sixty to ninety days. Further, since CB&A began performing recruitments, it has never missed a project milestone. Diversity CB&A has extensive contacts with individuals and organizations representing women and minorities. We are thus able to identify and bring a diverse group of finalists to the City. The proof is that from the beginning of 2009, 32% of our placements have been females and/or minorities with the high in any given year being 47% and the low being 13%. Prior Names and Litigation Colin Baenziger & Associates has always operated under its current name and has never been involved in any litigation, except to testify as an expert witness on behalf of one of the parties. Our -2- 112 of 266 L Qualifications and Experience of the Firm (continued) performance has never been questioned nor have we or any of our clients been involved in any legal action as a result of our work. Insurance To protect our clients, Colin Baenziger & Associates maintains the following insurance coverages: (1) general liability insurance of $1 million combined single limit per occurrence for bodily injury, personal injury, and property damages, (2) automobile liability insurance of $1 million per accident, and (3) professional liability insurance of $1 million per occurrence. As a small firm, predominantly utilizing independent contractors, we are not typically subject to the requirements for workers compensation and employer liability insurance. If required by the client, and if it is available to us, we will obtain these two coverages prior to contract execution. Overall Executive Search Experience CB&A started its executive search business in 1998 from scratch. As a single father, he needed to stay nearby and so his goal was to become Florida's preeminent recruiter. In 2007 with his children mature, he branched out into other states. His fnrn has now worked in 32 states, from Maine to California and Florida to Alaska. See the map below. We have served clients in the states highlighed in blue. A complete list of our searches can be supplied upon request. -3- 113 of 266 L Qualifications and Experience of the Ficin (continued) -4- 114 of 266 0 N 07 L Qualifications and Experience of the FirIll (conlinuect) -5- 2017 City County Manager Searches Completed Agency Size: Number of Position Client Population Placement Employees I City Manager Auburn, AL 58,582 James Buston 788 2 City Manager Aventura, FL 37,724 Susan Grant 182 FT 1 16 PT 3 City Manager Burien, WA 50,500 Brian Wilson 63 FT / 8 PT 4 City Manager Carnation, WA 1,873 Amy Arrington 12 5 City Manager Doraville, GA 10,896 Regina Williams -Gates 97 FT / 14 PT 6 City Manager Fairborn, OH 33,452 Robert Anderson 250 7 City Manager Parkland, FL 28,200 Robert Payton 80 FT 174 PT 8 City Manager Petersburg, VA 32,123 Aretha Ferrell 511 9 City Manager Roanoke, VA 98,465 Bob Cowell 1,700 10 City Manager Stuart, FL 16,462 David Ross 282 11 City Manager Tacoma, WA 205,200 Elizabeth Pauli 2,100 12 City Manager Treasure Island, FL 6,783 Garrison Brumback 99 I3 City Manager Winter Haven, FL 36,500 Michael Herr 486 -5- rn 0 N 07 M L (Qualifications and Experience of the Firfn (confinuett) -6- 2017 City I County Manager Searches Completed (continued) Client Contact Name Title Phone Email I Auburn, AL Bill I lam Mayor (334) 559-8804 bbam@auburnalabama.org auburnalabama.org 2 Aventura, FL Enid Weisman Mayor (305) 466-8900 eweisman@cityofaventura.com 3 Burien, WA Lucy Krakowiak Mayor (206) 244-1952 lucyk@burienwa.gov 4 Carnation, WA Jim Berger Mayor (425) 333-4192 jim.berger@carnationwa.gov 5 Doraville, GA Donna Pittman Mayor (770) 451-8745 donna.pittmanpdoravillega.us 6 Fairborn, OH Dan Kirkpatrick Mayor (937) 673-4178 dan.kirkpatrick@ci.fairborn.oh.us 7 Parkland, FL Christine Hunschofsky Mayor (954) 993-3009 chunscliofsky @,,cityofparkland.org 8 Petersburg, VA Samuel Parham Mayor (804) 586-5528 sparham@petersburg-va.org 9 Roanoke, VA Sherman Lea Mayor (540) 853-2444 sherman.lea@roanokeva.gov 10 Stuart, FL Troy McDonald Mayor (772) 2885300 TMcdonald@ci.stuart.fl.us I 1 Tacoma, WA Marilyn Strickland Mayor (253) 468-2518 marilyn.strickland(a-)cityoftacoma.org 12 Treasure Island, FL Robert "Bob" Minning Mayor (727) 415-8883 rminnijlg cr mytreasureisland.org 13 Winter Haven, FL Steven Hunnicutt Mayor (863) 289-9971 smhLinn icutt amywinterhaven.com -6- 0 N L Qualifications and Experience of'tlhe Firm (continued) Agency Size: Number Positron Client Population Placement of Employees I City Manager Cocoa Beach, FL 11,200 James McKnight 250 2 City Manager Covington, VA 5,961 Richard Douglas 100 3 City Manager Danville, VA 42,900 Ken Larking 1,100 4 Chief Administrator EI Paso, County, TX 827,700 Betsy Keller 480 under the Administrator 5 City Manager Fort Myers, FL 70,918 Saeed Kazemi 944 6 City Administrator Fort Smith, AR 87,350 Carl Geffkin 937 7 City Manager Gainesville, FL 117,000 Anthony Lyons 1,300 8 City Manager Mountlake Terrace 20,200 Scott Hugill 150 9 City Manager Norwich, CT 40,500 John Salomone 430 10 City Manager Orange City, FL 11,600 Dale Arrington 100 I I City Manager Port St. Lucie, FL 178,590 Russ Blackburn 1,000 12 City Administrator Prosser, WA 5,845 David Stockdale 50 13 City Manager Savannah, GA 144,350 Roberto Hernandez 2,610 14 Township Manager Springettsbury Township, PA 26,700 Benjamin Marchant 100 -7- L Qualifications and Experience of the Finn (continueco -8- 2016 City / County Manager Searches Completed (continued) Client Contact Name rl'itic Phone Email I Cocoa Beach, FL Laurie Kalaghchy City Clerk (321) 868-3235 Ikalaghchy@cityofcocoabeach.com 2 Covington, VA Thomas Sibold Mayor (540) 958-8983 tomsibold(cz�,yahoo.com 3 Danville, VA Sherman Saunders Mayor (434) 489-8738 sherman.saunders@danvilleva.gov 4 EI Paso County, TX Carlos Leon Commissioner (915) 546-2014 mmejiapepcounty.com 5 Fort Myers, FL Randall Henderson Mayor (239) 321-7020 gpack@cityftmyers.com 6 Fort Smith, AR Sandy Sanders Mayor (479) 784-2204 Mayor@fortsmithar.gov 7 Gainesville, FL Todd Chase Council Member (352) 514-0168 chasetn@cityofgainesville.org 8 Mountlake Terrace, WA Rick Ryan Mayor Pro Tem (206) 940-0108 RRyan@ci.mlt.wa.us 9 Norwich, CT Deberey Hinchey Mayor (860) 823-3743 DHinchey@cityofnorwich.org 10 Orange City, FL Tom Laputka Mayor (386) 775-5403 tlaputka@ourorangecity.com 1 1 Port St. Lucie, FL Greg Orevae Mayor (772) 342-6072 mavorPdtvofasl.com 12 Prosser, WA Randy Taylor Mayor (509) 875-4367 RTaylor@ci.prosser.wa.us ci.prosser.wa.us 13 Savannah, GA Eddie DeLoach Mayor (912) 210-1722 edeloach@savannahga.gov 14 Springettsbury Township, PA Mark Swomley Board Chair (717) 805-3093 mark.swomley@springettsbury.coni -8- 0 N 07 M L Qualifications and Experience of the Firm (continued) I) Partial Search. We performed background checks for two candidates, coordinated the interviews and negotiated the employment contract. We did not search for candidates. -9- Agency Size: Number of Position Client Population Placement Employees 1 City Manager Cocoa Beach, FL 11,200 Ron McLemore 249 2 Village Manager Estero, FL 23,100 Steve Sarkozy 6 3 City Manager Fernandina Beach, FL 12,000 Dale Martin 268 4 County Manager(l) Fulton County, GA 984,300 Richard Anderson 6,500 5 City Manager Indianola, IA 14,800 Ryan Waller 92 6 City Manager Mill Creek, WA I8,800 Rebecca Polizotto 62 7 City Manager Normandy Park, WA 6,600 Mark I loppen 27 8 City Manager Ocala, FL 56,600 John Zobler 940 9 City Manager Palm Bay, FL 105,000 Greg Lynk 748 10 City Manager Seminole, FL 17,800 Ann Deal 159 11 City Manager Sequim, WA 6,670 Charlie Bush 73 12 County Administrator York County, VA 66,300 Neil Morgan 721 I) Partial Search. We performed background checks for two candidates, coordinated the interviews and negotiated the employment contract. We did not search for candidates. -9- L (Qualifications and Experience of the Firm (c0111i rire(b Client Contact Nance Title Phone Email 1 Cocoa Beach, FL Laurie Kalaghchy City Clerk (321) 868-3235 lkalaglichy@cityofcocoabeach.com 2 Estero, FL Nick Batos Mayor (239) 292-2909 batos aestero-fl.gov 3 Fernandina Beach, FL Ed Boner Mayor (904) 556-7554 eboner@fbfl.org 4 Fulton County, GA Mark Massey Clerk to the Commission (404) 219-0451 Mark.Massey@fultoncountyga.gov 5 Indianola, IA Kelly Shaw Mayor (515) 962-5300 Ikshaw@cityofindianola.com 6 Mill Creek, WA Pam Pruitt Mayor (425) 338-7158 ppruitt@cityofinillcreek.com 7 Normandy Park, WA Susan West Mayor (206) 248-7603 Susan. Westpc i.normandy-park. wa. us 8 Ocala, FL Kent Guinn Mayor (352) 572-0312 kguinnct ocalafl.org 9 Palm Bay, FL William Capote Mayor (321) 292-0382 Mayor(c),PalmBayFlorida.org 10 Seminole, FL Leslie Waters Mayor (727) 430-7553 lwaters2Laimysetninole.com 11 Sequirn, WA Candace Pratt Mayor (360) 582-0114 cpratt@sequimwe.gov 12 York County, VA Thomas Shepperd, Jr. Chairman (757) 868-8591 shepperd@yorkcounty.gov N O O N d7 M N O N d7 M L Qualifications and Experience of the Firm (continued) Agency Size: Number of Position Client Population Placement Employees I County Manager Alachua County, FL 251,400 Lee Nib lock 855 under the Manager 2 City Manager Bellevue, WA 132,000 Brad Miyake 1,229 City Manager Connell, WA 4,200 Jed Crowther 19 + temp & seasonal 4 City Manager Delray Beach, FL 64,100 Donald Cooper 800 5 Chief Administrator EI Paso County, TX 827,700 Stephen Norwood 480 under the Administrator 6 City Manager Ellensburg, WA 18,300 Jack Akers 128 7 County Administrator'�l En-imet County, Ml 32,900 Marty Krupa 163 8 County Administrator James City County, VA 67,000 Bryan Hill 750 9 City Manager Marco Island, FL 13,300 Roger Hernstadt 210 10 City Manager Mount Pleasant, M1 26,200 Nancy Ridley 119 11 City Manager Mountlake Terrace, WA 20,200 Arlene Fisher 153 12 City Manager North Miami, FL 60,600 AleemGhany 364 13 City Manager Oakland Park, FL 42,800 David Hebert 240 14 Township Manager Springettsbury Township, PA 26,700 Kristin Denne 100 15 County Administrator St. Lucie County, FL 277,800 Howard Tipton 583 under the Administrator 16 City Manager St. Pete Beach, FL 4,400 Wayne Saunders 88 17 Town Manager Surfside, FL 6,000 Guillermo Omedillo 121 18 City Manager Titusville, FL 43,900 Steve Larese 478 19 City Manager Winchester, VA 26,900 Eden Freeman 560 under the Manager [11 The actual title is County Controller but under Michigan Law, the duties are the same as those of County Administrator. L Qualifications and Experience of the Firm (conanued) Client Contact Name Title Phone Email 1 Alachua County, FL Lee Pinkson Commissioner (352) 264-6900 1piiikoson(a-,)alachuacounty.us 2 Bellevue, WA Kevin Wallace Deputy Mayor (425) 452-7810 KWallace@bellevuewa.gov 3 Connell, WA Bruce Blackwell Mayor (509) 234-2701 bblackwell@connellwa.org 4 Delray Beach, FL Cary Glickstein Mayor (561) 441-0222 glickstein@mydelraybeach.com 5 El Paso County, TX Carlos Leon Commissioner (915) 546-2014 rmnejia@epcounty.coEn 6 Ellensburg, WA Rich Elliott Mayor (509) 962-7221 elliottr@ci.ellensburg.wa.us 7 Emmet County, MI Jim Tamlin Board Chair (231) 622-2433 jtamlyn@emmetcounty.org 8 lames City County, VA Mary Jones Board Chair (757) 871-5977 maryjones@jamescitycountyva.gov 9 Marco Island, FL Larry Sacher Councilor (239) 588-0112 LSachera marcocitycouncil.com 10 Mount Pleasant, MI Kathleen Ling Commissioner (989) 773-7823 kling(a,mt-pleasant.org 1 1 Mountlake Terrace, WA Rick Ryan Mayor Pro Tem (206) 940-0108 RRvanamci.mlt.wa.us 12 North Miami, FL Rene Monestine City Attorney (305) 895-9810 rmonestime@nortlimiamifl.gov 13 Oakland Park, FL Shari McCartney Mayor (954) 295-0527 ShariM@oaklandparktl.gov 14 S pri ngetts bury Township. George Dvoryak Board Chair (717) 683-4665 gdvoryak(a,Springettsbury.com 15 St. Lucie County, FL Dan McIntyre County Attorney (772) 462-1420 mcintyred a- stlucieco.org 16 St. Pete Beach, FL Elaine Edmonds Administrative Services (727) 580-5178 elaine@stpetebeach.org Director 17 Surfside, FL Daniel Dietch Mayor (305) 861-4863 ddietc h atownofsurfsidefl.gov 18 Titusville, FL Jim Tolley Mayor (321) 567-3702 Mayor@titusville.com 19 Winchester, VA John Willingham Council President (540) 931-4655 John. Wit Iingham(q,winchesterva.gov -12- L Qualifications and Experience of the Firm (continued) -13- Agency Size: Number of Position Client Population Placement Employees 1 City Manager Ankeny, IA 45,000 David Jones 210 2 City Manager Ashland, KY 21,000 Benjamin Bitters 300 3 Village Manager Bal Harbour, FL 2,500 Jorge Gonzalez 37 4 County Manager Clackamas County, OR 380,000 Donald Krupp 2,300 5 City Manager Elmira, NY 29,000 Kim Middaugh 293 6 City Manager Fruitland Park, FL 4,100 Gary La Venia 52 7 City Manager Leesburg, FL 20,600 Al6-ed Minner 515 8 City Manager Medina, WA 3,000 Michael Sauerwein 30 Kathleen Woods - 9 City Manager Miramar, FL 122,000 960 Richardson 10 City Manager Monroe, NC 36,397 John D'Agostino 750 11 City Manager Normandy Park, WA 6,300 Glenn Akramoff 27 12 County Manager Okaloosa County, FL 170,000 Ernie Padgett 820 13 City Manager Satellite Beach, FL 10,000 Courtney Barker 120 14 City Manager Scottsdale, AZ 220,000 Fritz Behring 2,423 15 City Manager Sunnyside, WA 15,000 Donald Day 95 -13- N O N 07 a) +Qualifica ions and Experience of the Firnt (continued) -14- t Client Contact Name Title Phone Ern:ail I Ankeny, IA Gary Lorenz Mayor (515) 371-2141 garyl@ijmd.com 2 Ashland, KY Chuck Charles Mayor (606) 327-2001 ccharles@ashlandky.org 3 Bal Harbour, FL Jaime Sanz Council Member (786) 427-4154 _jsanz@balharbour.org 4 Clackamas County, OR Paul Savas Commissioner (503) 655-8581 psavas@co.clackamas.or.us 5 Elmira, NY Susan Skidmore Mayor (607) 738-3714 mayor@,,cityofeImira.net 6 Fruitland Park, FL Chris Bell Mayor (352) 326-4291 cbell@fruitlandpark.org 7 Leesburg, FL David Knowles Mayor (352) 326-9300 Allstate2@earthlink.net 8 Medina, WA Michael Luis Mayor (425) 233-6400 mluis@medina-wa.gov 9 Miramar, FL Yvette Colbourne Commissioner (954) 560-5161 ycolbourne@ci.miramar.fl.us 10 Monroe, NC Lynn Keziah Vice Mayor (704) 221-2365 lkeziah@monroenc.org 11 Normandy Park, WA Clarke C. Brant Mayor (206) 248-7603 clarke.brantnDci.normandy-park.wa.us 12 Okaloosa County, FL Don Amunds Commission Chair (850) 585-8012 damunds@co.okaloosa.fl.us 13 Satellite Beach, FL Frank Catino Mayor (321) 223-7700 fcatino@satellitebeach.org 14 Scottsdale, AZ Suzanne Klapp Vice Mayor (480) 312-7402 ski app@scottsdaleaz.gov 15 Sunnyside, WA James Restucci Mayor (509) 643-4343 jrestucci@sunnyside-wa.gov -14- L Qualifications and Experience of the Firjn (continuecl) _, f i _ Agency Size: Number of Position Client Population Placement Employees I City Manager 2 City Manager 3 City Manager 4 City Manager 5 City Manager 6 City Manager 7 County Administrator 8 City Manager 9 City Manager 10 Village Manager 11 City Manager 12 City Manager 13 City Manager 14 City Manager Cape Coral, FL 154,300 John Szerlag 1,300 Cocoa Beach, FL 11,2001 Robert Majka 234 Doraville, GA 8,500 Shawn Gillen 104 Fayetteville, NC 208,000 Ted Voorhees 1,500 Fort Pierce, FL 41,590 Robert Bradshaw 361 Hallandale Beach, FL 37,100 Renee Crichton 449 Hernando County, FL 172,800 Leonard Sossamon 1,297 Key West, FL 26,649 Bob Vitas 456 Melbourne, FL 75,000 Michael McNees 927 North Palm Beach, FL 12,015 Ed Green 279 Panama City Beach, FL 12,018 Mario Gisbert 250 Sarasota, FL 51,917 Tom Barwin 599 Sunrise, FL 4,260 Alan Cohen 1,203 Yakima, WA 91,000 Anthony O'Rourke 730 ' The manager's wife developed cancer after 3 months on the job and he resigned to be with her during treatment. We repeated the search at no cost even though it was outside the scope of our warranty. -15 L Qualifications and Experience of the Firm (cominued) Client Contact Name I Cape Coral, FL John Carioscia 2 Cocoa Beach, FL Laurie Kalaghchy 3 Doraville, GA Donna Pittman 4 Fayetteville, NC Jim Arp 5 Fort Pierce, FL Anne Satterlee 6 Hallandale Beach, FL Joy Cooper 7 Hernando County, FL Ronald F. Pianta 8 Key West, FL Shirley Freeman 9 Melbourne, FL Paul Googleman 10 North Palm Beach, FL David Norris 1 Panama City Beach, FL Gale Oberst 12 Sarasota, FL Susanne Atwell 13 Sunrise, FL Kim Kisslan 14 Yakima, WA Micah Cawley N 0) O N O) M Title Council Member City CIerk Mayor Mayor Pro Tem Communications Manager Mayor Assistant County Administrator Chair, Citizen's Advisory Committee City Attorney Council Member Mayor Commissioner City Attorney Mayor - l6- Phone Entail 239-242-3288 rerbrick-gcapecoral.net (321) 868-3235 IkalaghchyPcityofcocoabeach.com (678) 328-9181 donna.pittman a,Doravillega.us (910) 728-2569 JArpgci.fay.nc.us (772) 460-2200 asatterleeRe city-fipierce.com (954) 457-1318 jcooper(iDhallandalebeachfl.gov 352) 754-4002 RPianta@co.hernando.fl.us (305) 304-1975 shirleyfreemankeywest@gmail.com (321) 608-7200 cityattorneynamelbournellcrida.org (561) 841-3355_ dnorris(a,village-npb.org (850) 235-1541 .oberstppcbgov.com (941) 954-4115 Suzanne.Atwell@sarasotagov.com (954) 746-3300 KKisslanpsunrisefl.gov (509) 901-9114 micah cawley(a?,ci.yakima.wa.us L Qualifications and Experience of the Firm (continued) W ManagerCamptotod Agency Size: Number of Position Clirn( Population Placement Employees 1 City Manager Albany, GA 76,000 James Taylor 863 2 City Manager Chamblee, GA 17,000 Niles Ford 106 3 County Administrator Clay County, FL 160,000 Stephanie Kopelousos 1,514 4 City Manager Destin, FL 12,300 Mary Ann Ustick 65 5 Village Manager Key Biscayne, FL 12,350 John Gilbert 115 6 City Manager Madeira Beach, FL 4,260 Shane Crawford 71 7 Borough Manager Matanuska-Susitna Borough, 88,000 John Mossey 275 8 City Manager North Port, FL 55,800 Jonathan Lewis 569 9 City Manager Orange Park, FL 9,100 Cindy Hall 110 10 Village Manager Pinecrest, FL 19,400 Yocelyn Gomez 158 11 County Administrator Polk County, IA 431,000 David Jones 1,300 12 City Manager Portland, ME 65,000 Michael Rees 1,100 13 City Manager Sunny Isles Beach, FL 17,000 Alan Cohen 178 14 City Manager Tacoma, WA 198,400 T.C. Broadnax 3,872 15 City Manager Yakima, WA 91,000 Don Cooper 730 -17- N co O N O) M L Qualifications and Experience of the Firm (continued) -18- 2011 City County Manager Searches Completed (continued) Client Contact Name Title Phone Email 1 Albany, GA Nathan Davis City Attorney (229) 431-2805 NDavis@albany.ga.us 2 Chamblee, GA Marc Johnson Interim Manager / Police Chief (404) 819-9346 chiefmj(a,chambleepd.com 3 Clay County, FL Travis Cummings Former Commission Chair (904) 376-5189 Not Available 4 Destin, FL Chuck Garcia Human Resources Director (850) 837-4242 cgarcia(a,)cityofdestin.com 5 Key Biscayne, FL Conchita Alvarez Village Clerk (305) 365-5506 calvarcz@kcybiscaync.fl.us 6 Madeira Beach, FL Travis Palladeno Mayor (727) 239-5549 tpalladeno@madeirabeachfl.gov 7 Matanuska- Sus itna, AK Sonya Conant Human Resources Director (907) 746-7432 Sonya.Conant@matsugov.us 8 North Port, FL Jim Blucher Vice Mayor (941) 628-2916 jblucher@cityofnorthport.com 9 Orange Park, FL Sarah Campbell Town Clerk (904) 278-3018 scampbell@townop.com 10 Pinecrest, FL Guido Inguazo Village Clerk (305) 234-2121 irnguanzo@pinecrest-fl.gov 11 Polk County, 1A E.J. Giovannati Former County Supervisor (515) 371-0782 EJGiovannetti@hhlawpc.com 12 Portland, ME Cheryl Leeman Search Chair/ Council Member (207) 774-4308 cl@portlandmaine.gov 13 Sunny Isles Beach, FL Norman Edelcup Mayor (305) 792-1701 NSEdelcup@aol.com 14 Tacoma, WA Joy St. Germain Human Resources Director (253) 591-2060 jstgermain@ci.tacoma.wa.us 15 Yakima, WA Micah Cawley Mayor (509) 901-9114 micah—cawley@ci.yakima.wa.us -18- IL Proposed Work Plan The following search methodology has been refined over the past nineteen years and now is virtually foolproof We will integrate your ideas into the process. Our goal is to ensure you have the right people to interview as well as the information you need to make the right decision. Task one: Needs Assessment An important part of the recruiter's work is selling the community to the very best candidates (including those that are not actively looking for the next job) while also providing an accurate portrayal of the community and the opportunity. In order to do this, CB&A must first determine the needs of the client and the characteristics of the ideal candidate. Our approach is as follows: • Compile background information from the jurisdiction's website and other sources. • Interview the Council, other key parties (such as City staff) and stakeholders (such as community groups, business owners, residents, government officials and property owners). Our goal is to develop a strong sense of your organization, its leadership, its short and long term expectations, and its challenges; • Determine the characteristics of the ideal candidate. These will likely include experience, longevity, education, personality, demeanor, and achievements as well as other items the Council Members and stakeholders consider important), and • Determine a reasonable compensation package. We will also finalize the timeline so candidates can mark their calendars well in advance and will be available when the Council Members wish to conduct the interviews. If the City wishes, we routinely incorporate meetings with other stakeholders (such as the business community, the non-profit community, City staff and so on) to gather their insights. These forums are valuable as they provide additional perspectives and a better understanding of the environment the Manager will be working in. Should the City desire, as part of Task One, we will recommend at least three strong candidates to be your interim City Manager and help you select from among them. Task Two: Develop Position Description and Recruitment Materials Based on the information we gather, CB&A will next develop a comprehensive recruitment profile. We will provide our draft for your review and continent. We will then meet with the Council Members to discuss the results of our interviews and the resulting recruitment profile. Your suggestions will be incorporated, and the final document prepared. A sample of our work is included as Appendix B. Other samples can be found on our firm's website under the "Executive Recruitments" / "Active Recruitments" tabs. -19- 129 of 266 IL Proposed Work Plan (Continued) Task Three: Recruit Candidates CB&A uses a number of approaches to identify the right people for this position. We say people, and not person, because our goal is to bring you six to ten excellent semi-finalists, all of whom will do the job extraordinarily well and who are so good you will have a difficult time choosing among them. You then select the top three to five people to interview and ultimately choose the candidate who is the best fit with you and your community. The approaches we use are: Networking: The best approach is diligent outreach. We will network with our colleagues and consult our data base. As we identify outstanding candidates (many of whom are not in the market), we will approach them and request that they apply. Often excellent candidates are reluctant to respond to advertisements because doing so may alienate their current employers. When we approach them, their credentials are enhanced rather than diminished. We also use Linkedln as a source of candidates. Advertising: While we will seek out the best, we will not ignore the trade press which sometimes yields strong candidates. We would contact the members of organizations such as the International City/County Managers Association, Florida League of Cities, and the Florida City County Management Association. We will also post it on our Website, www.eb-asso.cofn. We do not use local, newspapers, national newspapers or generic websites because while they produce large numbers of applications, they generally do not produce the type of candidates we are seeking. If the City wants to have ads placed in local newspapers, national newspapers and/or generic websites, it will need to bear the cost. Email: We will also e-mail the recruitment profile to our listsery of over thirteen thousand managers and professionals who are interested in local government management. One of the advantages of e-mail is that if the recipient is not interested, he/she can easily forward the recruitment profile to someone else who may be interested. Task Four: Evaluate the Candidates Based on our most recent recruiting efforts, we anticipate receiving resumes from sixty to one hundred applicants. We will narrow the field as described above and present information on candidates to the Council. This process requires a mixture of in-depth research and subjective evaluation. Our process is as follows. It should be noted that selecting strong candidates is more an art than a science. While we consider standard ranking factors and the elements of the job, ultimately the most important factor is who we believe will be a good fit with the City and the community. Typically, forty percent of our finalists are women and/or minorities. -20- 130 of 266 H. Proposed Work Plan (Continued) Specifically, our efforts will involve: Step One. Resume Review. CB&A will evaluate all resumes and identify the eight to fifteen high quality candidates. Step Two. Screening Interview. Our lead recruiter, and possibly other senior representatives of the firm, will interview each of these candidates. Using what we learned in Phase I and our experience as managers and recruiters, as well as our unique ability to assess candidates, we will determine whether or not to consider them further. Step Three. Prepare a Report. We will prepare a written report summarizing the Results of the Recruitment and the top seven to ten candidates. We will forward our report to the Council. Step Four. Evaluate the Best Candidates. We will develop materials and background investigations for the to five to six candidates. For those that remain in consideration, CB&A will: Ask the Candidates to Prepare a Written Introduction: We will ask the candidates to prepare a written introduction to themselves as part of their preliminary background checks. This is done for several reasons. First, it allows the candidates to tell their own story and balance the negativity that is so often characteristic of the press. It also allows the City to evaluate the candidates written and communicative skills. Candidate Disclosure Statement: We will ask candidates if there is anything controversial in their background that we should be made aware of prior to further consideration. While it is unlikely that we find anything not previously publicized in the press, we believe redundant checks offer superior security for our client. Interviews of References: We tell the candidate with whom we wish to speak. These include current and former Council Members, the municipal attorney, the external auditor, staff members, peers, news media representatives, the director of the local chamber of commerce, community activists, and others who know the candidate. We also attempt to contact some individuals who are not on the candidate's list. Typically, we reach eight to ten people and prepare a written summary of each conversation. Legal Checks: Through our third party vendor, American DataBank, we will conduct the following checks: criminal records at the county, state and national level; civil records for any litigation at the county and federal level; and bankruptcy and credit. Search the Internet and Newspaper Archives: Virtually every local newspaper has an archive that provides stories about perspective candidates, the issues they -21- 131 of 266 A Proposed Work Plan (continued) have dealt with, how they resolved them and the results. These articles can also provide valuable insights into the candidate's relationship with the public and the governing body. Of course, not all news sources are unbiased, and we consider that in our evaluation. This step is conducted in order to quickly discover candidates with problems in their backgrounds and eliminate them. • Verification of Education: We also verify claimed educational degrees to assure the candidate is being totally forthright. • Verification of Work History: We verify employment for the past fifteen years. The goal in conducting these checks is to develop a clear picture of the candidates and to determine which best meet the criteria established in Phase I. Each of the avenues we pursue adds a piece of the puzzle. We will crosscheck sources, search for discrepancies, and resolve them when we find them. When sensitive or potentially embarrassing items are discovered, they are thoroughly researched. If we conclude the situation is damaging or even questionable, the situation reported to the City, with the City's concurrence, the candidate will be dropped from further consideration. Note: We firmly believe that all background work we have outlined above should be completed early in the process. That way the client knows the individuals to be interviewed are all top performers and do not have anything embarrassing in their pasts that might come to light after selection. It also means that once our client has made a selection, it can move forward promptly, negotiate a contract and make an announcement. Task Five: Preparation and Presentation of Candidate Materials For the selected candidates, CB&A will compile the information we have developed into a complete written report for each recommended candidate. Specifically, this information will include: the candidates' resumes, introductions, references, background checks and internet / newspaper archive search results. A complete sample candidate report is included as Appendix C. We will also provide some advice on interviewing, a series of questions the elected officials may wish to ask (as well as some areas that it is not wise to get into), and some logistical information. The preceding information will be forwarded to you electronically. Task Sit: Finalist Selection Approximately a week after the City has received the candidate materials, CB&A will meet with the elected officials to discuss our findings and make a final determination concerning who will be invited to interview. The City will then select four to six candidates to interview. Task Seven: Notify All Candidates of Their Status We will notify the finalists by telephone and give them the opportunity to ask additional questions. We will also provide them with information concerning the interviews and travel if necessary. - 22 - 132 of 266 A Proposed Work Plan (Continued) CB&A will inform those not selected of their status. Part of the notification will include advice concerning the candidates' resume and/or cover letter so, even though they were not selected to go forward, they will have gained something valuable from participating in the process. Task Eight: Coordinate the Candidate Assessment Process Prior to the interviews, we will recommend an interview/assessment process for the City's review including means to evaluate the candidates' communication skills, interpersonal skills, and decision-making skills. As part of the process, we will recommend the City Council observe the finalists in a number of settings. We will also recommend you invite the finalists' spouses, so they can spend time in and evaluate your community. Day #1: The finalists are given a tour of the community by a knowledgeable staff member or resident. Later, that evening, the Council hosts a reception for the candidates. The purpose is to observe how the finalists respond to a social situation. Your next City Manager will, after all, represent your local government in numerous venues. It is thus important to know how the individual will respond in a social setting. The reception also serves as an ice -breaker whereby the Council Members and the candidates get to know one another informally. Day #2: Beginning at approximately 8:00 a.m., the Council as a group will interview each candidate one at a time for approximately an hour. Part of the interviews may include a PowerPoint presentation, so the Council can observe the candidates' presentational skills. At approximately 1:30 p.m., each candidate will interview individually with each elected official for approximately 30 minutes. These meetings provide the Council Members with an opportunity to assess how the candidates might interact with them on an individual basis. It is very important to know if good chemistry exists. Ultimately, Managers succeed and fail based on their interaction with the Council and the one-on-one interviews are an excellent way to test that interaction. Task Nine: Debriefing and Selection After the interviews are completed, we have developed a simple methodology that moves the elected body quickly and rationally to the desired outcome. Once the selection has been made, CB&A will immediately notify the finalists of their status via a telephone call. Candidates are eager to know, and we feel it is important to keep them informed. - 23 - 133 of 266 it. Proposed Work Plan (Continued) Task Ten: Notification, Contract Negotiations and Warranty We will then assist in the employment agreement negotiations. Generally, a member of the elected body and the attorney conduct the actual negotiations while we provide advice and assistance concerning the compensation package and contract. We can also take the lead role in the negotiations if desired. We have a standard contract you are welcome to use. Your attorney, of course, will prepare the final contract. Since the basic parameters will have been discussed with the candidates and the candidates have been thoroughly vetted, we expect a relatively prompt agreement. Task Eleven: Continuing Assistance Our work is not done when the contract is executed. We will stay in touch with you and your new City Manager. Our goal is to be there to assist in resolving any issues that arise before they become intractable. In fact, at your request, we will conduct a team -building workshop, at no charge, to resolve any difficulties. We simply feel it is part of our jab to assure a successful relationship. Communications: We will provide weekly reports about the status of the search, in writing or by phone, depending upon your preference. At significant milestones we will make the reports in person. We are also available at any time, day or night, to address any questions you have along the way. To do so, we will provide you with our cellphone numbers and you should feel comfortable contacting us whenever you have a question whether it is directly related to the search or, for that matter, anything else related to local government. We want to be responsive and to assist in any way we can. The City's Obligations The City will be responsible for providing the facilities for the interview process, coordinating lodging for candidates from outside the area, and making arrangements for the reception. The City will also be responsible for reimbursing the candidates for all expenses associated with their travel, meals, and incidentals for the interview weekend. The City should also plan to provide the following information, if it is not available on the City's website, to each of the finalists: the current year budget, an organizational chart, the latest completed audit and management letter, any current strategic and long range plans, a copy of the City Charter, any job descriptions and other materials defining the role and duties of the City Manager, and any evaluations of the organization completed in the last year. -24- 134 of 266 III. Proposed Project Staff Project Team and Involvement Colin Baenziger & Associates is an experienced recruiting firm which strongly believes that the majority of the search work should be conducted by one knowledgeable person. Colin Baenziger will be that person—he will serve as your project manager. He will conduct the interviews with the elected officials, search for strong candidates, discuss the position with those candidates, recruit them, conduct the interviews with the candidates, conduct the background investigations, oversee the interview process, and assist with the contract negotiations. In addition to fifteen years as a consultant, Mr. Baenziger spent ten years in government as a senior manager. Overall, he has been the firm's Project Manager for more than one hundred and twenty-five city and county manager searches. Prior to starting CB&A, he spent over 20 years hiring key staff. David Collier, senior vice president, will be the Deputy Project Manager and support for Mr. Baenziger. Mr. Andrews will assist in virtually every aspect of the search effort but will focus on the search for strong candidates and candidate evaluation. Before joining CB&A as a recruiting in 2006, he had over 30 years of experience as a senior level local government manager in several states and in that capacity hired many key staff. He earned his Bachelor of Arts degree in economics and his Master's degree in public administration from the American University in Washington, D.C. He is a past president of the Maryland City Managers Association and the Florida Association of County Administrators. Rick Conner, vice president, will serve as the recruitment manager and assist with the identification and screening of candidates. He has over 30 years of in local government and in executive recruiting. He earned Bachelors of Science Degrees in Business Administration and Engineering from the University of Missouri. Lynette Klein, vice president for operations, will be responsible for coordinating the advertising and production of the materials we will present to you as described in the Recruitment Approach. Colin Baenziger David Collier Project Manager Deputy Project Manager Rick Conner Lynelle Klein Recruitment Manager Operations Manager Research Associates - 25 - 135 of 266 III. Proposed Project Staff (continued) Colin Baenziger, M.P.A. Colin Baenziger is a student of local government and responsible for the executive recruitment functions at Colin Baenziger & Associates. Over the years, he has worked with a number of cities on recruitments and on management, operational, and organizational issues. As a former manager and someone who actively consults with governments, he understands what it takes to do the manager's job effectively. Furthermore, because he is active in a number of professional associations, he knows many of the nation's managers on a first -name basis. Some of Mr. Baenziger's searches for local governments include: Principal • City Manager, Coral Gables, FL (population 42,000) • City Manager, Cottonwood Heights, UT (population 34,000) • City Manager, Fife, WA (population 8,200) • City Manager, Fayetteville, NC (population 208,000) • Village Manager, Key Biscayne, FL (population 11,000) • Economic Development Director, Loudoun County, VA (population 326,000) • Community Development Director, Miami, FL (population 373,000) • Borough Manager, Matanuska- Susitna Borough, Alaska (population 88,000) • City Manager, Mount Dora, FL (population 12,000) • County Manager, Clackamas County, OR (population 380,000) • City Manager, Palm Coast, FL (population 51,000) • City Manager, Portland, ME (population 65,000) • City Manager, Roanoke, VA (population 96,000) • City Manager, Tacoma, WA (population 200,000) • General Manager, Tampa Bay Water Authority (serving a population of 2.4 million) • County Manager, Union County, NC (population 290,000) Other recent efforts include a strategic planning session for the Florida Association of Special Districts, an operational review of Tamarac's water utility, a business practices review for a division of Martin County government, an operational reconciliation for Palm Beach County Water, development of an automated system to pay royalties to featured recording artists for the Recording Industry Association of America, and a review of financial procedures for a division of the Marriott Corporation. Mr. Baenziger has a master's degree with distinction in public administration from Cornell University's Graduate School of Management, and a Bachelor of Arts degree from Carleton College. He is also active in the International City Management Association and the Florida City and County Management Association. He has also been called upon frequently to speak at conferences of the Utah and Florida City/County Managers' Associations, and the Florida Public Personnel Association- -26- 136 of 266 III. Proposed Project Staff (continited) Dave Collier, M.P.A. Before joining CB&A in 2006, Dave Collier spent over 30 years of management experience in county and city government. Since there is not much that he has not seen previously, Dave quickly produces efficient and effective solutions to problems for his clients. One of Dave's specialties is executive search. With his many years of experience, he can quickly separate the wheat from the chaff and find the right person to join your senior staff or be your department head. He also has successfully conducted organizational reviews, sessions in team building and strategic planning workshops. Just as importantly in this day and age of the pressure to lower taxes, he has developed strategies and action plans for coping with the tough financial problems that local government often experience. Dave has overseen the recruitment and selection of: • County Manager, Brevard County, FL, • City Manager, Coral Gables, FL, • City Manager, Cape Canaveral, FL, • City Manager, Dania Beach, FL, • City Manager, North Miami, FL, • City Manager, Orange City, FL, • City Manager, West Melbourne, FL, • City Administrator, West Park, FL, • Finance Director for Tamarac, FL, and • Environmental Resources Director for St. Lucie County, FL. Senior Vice President While serving as City Manager of Stuart, Florida for 14 years, he improved the professionalism of City Department Heads and staff through an emphasis on professional development and team building. He also used his hands-on management style to emphasis the need for effective project management and maintaining tight timelines in order to show citizens that the city government was effectively managed and had a strong commitment to its customers. Prior serving in Stuart, Dave was a County Manager in Florida, Kansas and Michigan. He also has extensive experience in local government consulting. Mr. Collier earned his Bachelor of Arts degree in Economics and his Master's degree in Public Administration from the American University in Washington, D.C. He was a member of the International City/ County Management for over thirty years, served as President of the Maryland City Managers Association and the Florida Association of County Administrators. Mr. Collier is involved in his community as a member of the City of Stuart's CRA Advisory Board and as a Director of Stuart's Main Street Association. -27- 137 of 266 III. Proposed Project Staff (continited) Rick Conner, P.E. Rick Conner is a recent addition to CB&A's strong cadre of municipal operations experts. With over 30 years of management experience in local government, he has seen it all and done most of it. He possesses keen analytical skills and the ability to slice through critical issues. As a result, he is another outstanding weapon in the firm's arsenal of experts. His years in local government and his many licenses and certifications help him to judge talent quickly and effectively. In addition to his experience as a City Manager, Rick's previous positions such as a Public Works Director, gives him an excellent perspective of the needs of local government operations and staffing. Prior to joining Colin Baenziger & Associates in 2012, some of the top leadership positions that Rick has held include: Vice President • City Manager of Sunny Isles Beach, Florida, • City Manager of Portland, Texas, • City Manager of Marble Falls, Texas, • Public Works Director of Nashville/Davidson County, Tennessee, and • Public Works Director of Bryan, Texas While serving in these positions, Rick received national recognition for his Customer Service programs. Over his career, Mr. Conner has been involved in a variety of recruitments. Some of these include: • City Manager, Fayetteville, NC, • City Manager, Sarasota, FL, • City Manager, Cocoa Beach, FL • Chief Executive Officer/General Manager, Des Moines JA) Water Works, • Finance Director/Procurement Officer for a bedroom community to Corpus Christie, TX, • Accounting Director for a medium size West Texas city • Police Chief for a Florida barrier island community, • Water and Wastewater Director for a medium size, central Texas city, • Airport Fixed Base Operator for a Texas university community, and • Airport Manager for a medium size Texas university city. Rick holds a Bachelor of Science in Business Administration and a Bachelor of Science in Civil Engineering from University of Missouri. He also worked towards Masters Degrees in both Math and Civil Engineering before joining the work force. He is a Registered Land Surveyor and a Professional Engineer in Missouri, as well as a Professional Engineer in Florida, Tennessee and Texas. -28- 138 of 266 III. Proposed Project Staff (continued) Lyn elle Klein Vice President for Operations Ms. Klein is a skilled professional with a wealth of public and private sector experience. Her particular expertise is in special projects, compensation surveys, and background checks for our executive search candidates. She feels that each client must be properly served, and that can only be done by devoting her utmost attention to their particular concerns and by finding creative ways to solve their problems. In her book, the client comes first. Since beginning her working relationship with Colin Baenziger & Associates in 2010, Ms. Klein has been involved in virtually every executive search the firm has conducted. Some of the more notable searches in which she has played a key role include: • City Manager, Delray Beach, FL (64,100) • City Manager, Doraville, GA (population 8,500) • City Manager, Indianola, IA (population 14,800) • Police Chief, Farmington, NM (population 45,000) • City Manager, Leesburg, FL (population 21,000) • City Manager, Mill Creek. WA (population 18,800) • City Manager, Miramar, FL (population 122,000) • City Manager, Norwich, CT (population 40,300) • City Manager, Seminole, FL (17,800) • City Manager and Finance Director Sunnyside, WA (population 16,000) • City Manager, Winchester, VA (population 16,000) • County Manager, Alachua County, FL (population 253,500) • County Administrator, Clackamas County, OR (population 383,900) • County Administrator, James City County, VA (population 70,500) • County Manager, St. Lucie County, FL (population 283,900) • County Administrator, York County, VA (population 66,300) • County Attorney, Fulton County, GA (population 992,000) • Director, Growth Management, Collier County, FL (population 340,000) • Solid Waste Director City of Tampa, FL (population 347,000) Ms. Klein's prior employment was primarily in the private sector. For over 15 years she provided contract financial and administrative services to companies who did not require full time office staff. Some of her clientele included TLC Cabulance, Clear and Clean Pool Service, Elizabeth Fountain Interiors, a published author and a landscaping company. Ms. Klein has an Associate's Degree from Brigham Young University in Rexburg, Idaho. She currently resides in King County, WA. -29- 139 of 266 Some of CB&A Clients... Village of Bal Harbour, FL Village Manager Clay County, FL County Administrator County Attorney -30- 10' fill, Broward County, FL County Administrator ft�L_ --- City of Daytona Beach, FL City Manager City Attorney Finance Director 140 of 266 IV. Fee and Warranty Fee CB&A offers a firm, fixed fee of $26,500 which includes all our expenses and costs. In other words, the only thing the City will pay CB&A is the agreed upon fee. The only other costs the City will be responsible for are the costs associated with the candidates' (and spouses, if invited) travel, accommodations and meals for the interview process. The advantage to the City is it knows exactly what it will pay. The advantage to CB&A is that we do not have keep track of every minor expense. We will bill the fee as the phases are completed and according to the following schedule: Phase I: Needs Analysis / Information G; Recommendation and Coordinating Selection Phase II: Recruiting 11,000 1 Phase III: Screening 10,000 Phase IV: Interview Process Coordination and Manager Selection 1,500 Phase V: Negotiation and Continuing Assistance 1,000 Firm, Fixed Fee Total* $26,500 If the City asks us to perform work that is clearly beyond the scope of this proposal, it will be billed at a rate of $150 per hour. No such work will be performed without your written authorization. Please note, as previously stated, that we have neither billed nor requested additional funds beyond our originally quoted fee even when we have been entitled to it. Warranty Colin Baenziger & Associates offers the best warranty in the industry. We can offer it because we have confidence in our work. Provided the City instructs us with conducting a full search (Phases I-V) and assuming it selects from among the candidates we recommend, we warrant the following: 1) We will not approach the selected candidate for any other position as long as the individual is employed by the City. 2) If the selected individual leaves for any reason other than an Act of God (such as total incapacitation or death) within the first year, CB&A will repeat the search for the reimbursement of our expenses only. 3) If you are not satisfied with the candidates we present, CB&A will repeat the search until you are satisfied. 4) Our price is guaranteed and will not be exceeded for any reason, even if conditions change after the contract is executed. -31- 141 of 266 More CB&A Clients... City of Fort Myers, FL City Manager City of North Port, FL City Manager -32- I rr.-14 City of Sunrise, FL City Manager Human Resource Director City of West Palm Beach, FL Assistant City Manager Finance Director Fire Chief Human Resources Director Parks and Recreation Director 142 of 266 V. Project Schedule Project Schedule The following is the project schedule we suggest for this recruitment and one we could use for this recruitment. We realize the schedule may need to be adjusted to accommodate the Council Members' availability. Phase I. Needs Assessment /Information Gathering January 17th: CB&A begins meeting with the Council Members and, if suggested, other stake holders to understand the job and its challenges. January 23`d: CB&A submits the draft of the full recruitment profile to the City for its review. Comments will be due back on January 30`'. Phase II: Recruiting February 2nd: CB&A posts the full recruitment profile on its website and submits it to the appropriate publications. It is also e-mailed to over 13,400 local government professionals. February 23`d: Closing date for submission of applications. March 2od: CB&A reports on the results of the recruitment. Phase III: Screening, Reference Checks and Credential Verification March 26th: CB&A forwards its reports and materials to the City for the recommended candidates. These will include the candidates' resumes and introduction as well as the results of our reference, background and lntemet/newspaper archives checks. April 2" d: City selects / confirms the finalists for interviews. Phase IV. • Interview Process Coordination and City Manager Selection April 12`': City holds reception for the finalists. April 13"': One-on-one and full Council interviews and decision. Phase V. Negotiation, Warranty & Continuing Assistance Post -Selection: CB&A works with City representatives and the selected candidate on an employment agreement. -33- 143 of 266 More CB&A Clients... r City of Cape Coral, FL City Manager Fire Chief Human Resources Director City of Melbourne, FL City Manager Assistant City Engineer Police Chief -34- I 34- W Matanuska Susitna Borough, AK Borough Manager City of Savannah, GA City Manager 144 of 266 V1. References The following are relatively comparable and relatively recent City Manager placements City Manager, Aventura, FL (population 37,724) Contact: Former City Manager Eric Soroka at (305) 525-4949 or SorokaEQcitvofaventura.com, or City Attorney David Wolpin at (305) 854-0800 or DWoh)in(a rash-law.com CB&A began work on July 18, 2017, to assist the city in Ending its next Manager. We were asked to search the country for outstanding candidates but to focus on people with South Florida experience. After identifying a number of excellent people, we conducted thorough background checks, recommended finalists for the city to interview and helped with the selection and contract negotiations. Susan Grant, formerly Assistant City Manager for Coral Springs, Florida, was selected in October 19, 2017. City Manager, Cape Coral, FL (population 154,300) Contact: Council Member John Carioscia at (239) 560-7822 or jeariosciarcauecoral.net Cape Coral is located near Florida's west coast near Fort Myers and approximately 130 miles south of Tampa. CB&A began its work on December 15, 2011 to find Cape Coral's next City Manager. Our work included recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interviews, coordinating the interview process, and assisting in the contract negotiations. Interviews took place on March 22°' and 23' and John Szerlag, then City Manager of Troy, MI, was selected on March 26"'. Colin Baenziger served as the project manager for this search. Mr. Szerlag remains with the City. City Manager Recruitment, City of Cooper City, FL (population 32,000) Contact: Former Mayor Debby Eisinger at (954) 434-4300, or mavordebbv rnr 2mail.com Former Council Member Neil de Jesus at (954) 558-4734 or Neal DJ(a.bellsouth.net CB&A began work in May 2008, to assist the city in finding its next Manager. Our work included scouring the nation to find the right person for the job, interviewing the candidates, conducting through background checks, recommending finalists for the city to interview and helping with the contract negotiations. Bruce Loucks, formerly County Administrator for Charlotte County, Florida, was selected in early August, 2008. Mr. Loucks remains with the City. -35- 145 of 266 VI. References (Continued) County Administrator, James City County, VA (population 70,500) Contact: Board Chair Michael Hipple at 757-634-9895 or michael.hinple(a?,iamescitvcountvva.2ov James City County has a long and storied history and is home to colonial Williamsburg, VA. CB&A was hired in March 2014 to find the County's next County Administrator. We were asked to search for someone knowledgeable of local government but who specifically knew how to maximize operational efficiency and effectiveness. Our work involved searching the nation for just the right candidate. When we did not find just the right candidate after our first search effort, we restarted the process. Beyond seeking the best candidates, our work involved candidate screening, complete and thorough background checks, and coordinating the interviews and selection process as well as providing advice concerning the contract. On July 29t', the County Board of Supervisors selected Mr. Bryan Hill, then Deputy County Administrator for Beaufort County, SC. Mr. Hill was recently appointed County Manager for Fairfax County, VA. City Manager, City of Melbourne, FL (population 76,000) Contact: Mayor Kathy Meehan at (321) 984-7588, or citvhall(&.melbourneflorida.orQ Melbourne City Hall 900 E. Strawbridge Avenue Melbourne, FL 32901 Melbourne is located Florida's east coast near Cape Canaveral. On August 30th, Colin Baenziger and Associates was selected by the City of Melbourne to find its next City Manager. Our work included recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interviews, coordinating the interview process, and assisting in the contract negotiations. Mr. Michael McNeese, formerly City Manager of Sarasota, FL, was selected to become Melbourne's next City Manager on November 30th. Mr. McNeese remains with the City. City Manager, Miramar, FL (population 122,000) Contact: Commissioner Yvette Colbourne at (954) 560-5161, or vcolbourne(a ci.miramar.fl.us CB&A began the search for Miramar's next City Manager on May 13, 2013. We conducted a nationwide search with an emphasis on Southeast Florida. Our work included extensive screening and background checks as well as coordinating the interview process and negotiating the compensation package with the selected candidate. The City selected Ms. Kathleen Woods - Richardson, formerly Director of Public Works and Waste Management for Miami -Dade County, on August 21, 20I3. She began working for the City on September 9, 2013. Ms. Woods -Richardson remains with the City. -36- 146 of 266 VI. References (Continued) City Manager, North Port, FL (population 55,800) Contact: Fortner Mayor Jim Blucher at (941) 628-2916 North Port is located near Florida's west coast approximately halfway between Naples and Tampa. CB&A began its work in early December 2010 to find North Port's next City Manager. Our work included recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interviews, coordinating the interview process, and assisting in the contract negotiations. Interviews took place on March 4`" and 5`t' and Jon Lewis, former Assistant City Manager for Palm Bay, FL, was selected on March 11 h. Mr. Lewis recently left North Port to become an Assistant County Manager in Sarasota County, FL, and is currently the Interim County Manager. City Manager, City of Savannah, GA (population 96,000) Contact: Mayor Eddie DeLoach at (912) 210-1722, or edeloachnsavan nahmeov Search Committee Chair and Alderman Van Johnson at (912) 604-4104, or AldermanJohnson(a.aol.com CB&A was hired in late April 2016 to find Savannah's next City Manager. We were asked to identify someone with a strong background in working on redevelopment and social issues (specifically, generational poverty). Our efforts involved searching the country for strong candidates, conducting extensive background checks, recommending a strong field of candidates, overseeing the interviews and providing a small amount of assistance with the contract negotiations. Roberto Hernandez, formerly the Deputy County Manager of Broward County, FL, and Fulton County, GA, was selected in early August. Mr. Hernandez remains with the City. County Manager, St. Lucie County, FL (population 283,900) Contact: County Attorney Dan McIntyre at (772) 462-1417 or MclntvreD(2StLucieCo. orr St. Lucie County is located on Florida's Atlantic Coast and approximately 130 miles north of Miami. CB&A was selected in January 2014 to help find the County's next County Administrator. Our work included recruiting and advertising for candidates, conducting background checks, selecting the most qualified, recommending them for interviews, coordinating the interview process, and assisting in the contract negotiations. Interviews took place on April 18"' and Howard Tipton, former Deputy County Administrator for Orange County, FL, was selected. on April 22°d. Mr. Tipton remains with the City. -37- 147 of 266 VI. References (Continued) City Manager Recruitment, City of Treasure Island, FL (population 6,783) Contact: Mayor Bob Minning at (727) 415-8863, or rminnin a mvtreasureisland.org CB&A began work on August 24, 2017, to assist the city in finding its next Manager. Our work included scouring the nation to find the right person for the job, interviewing the candidates, conducting through background checks, recommending finalists for the city to interview and helping with the contract negotiations. It was a particularly interesting recruitment because an affirmative vote of four of the five commission members was required and one of the commission members refused to participate. Thus, the selection had to be "unanimous". Garrison "Garry" Brumback, formerly City Manager of Southington, CT, and earlier an Assistant City Manager in Clearwater, FL, was selected on November 3, 2017. City Manager, Winchester, VA (population 16,000) Contact: Council Chair John Willingham at (540) 931-4655, or John. Willinehatn a�,WinchesterVA.eov CB&A was hired in mid-March 2014 to find Winchester's next City Manager. The City was seeking someone with energy and enthusiasm to move the City forward. We accepted the challenge and searched the nation for just the right person. Our efforts included extensive outreach and we an excellent group of high quality candidates. We then performed background checks, coordinated the interview process, and assisted the Town in selecting Eden Freeman, formerly Assistant City Manager for Sandy Springs, GA, in early June. Ms. Freeman remains with the City. Candidate References While it is important to deliver what the City expects, it is also important to keep candidates informed and to treat them with respect and dignity. Accordingly, we have provided references from three of those candidates. I Placement Formerly Dale Martin City Manager Winchester, CT Eden Freeman Assistant City Manager Sandy Springs, GA Bryan Hill Deputy County Administrator Beaufort County, SC Recruited To Be Contact at City Manager (904) 557-5047 Appointed September, 2015 dmartin(W fbfl.ore City Manager Winchester, VA Appointed June, 2014 County Administrator James City County, VA Appointed July 2014 (540) 667-1815 citvmanaeer(a. wine hesterva.Qov (757) 253-6604 bry an.hill(a-. i amescitvco untvva.govi -38- 148 of 266 Af A HOME OF PELICAN ISLAND Executi-ve Search & Recruitment for CITY MANAGER Dece m "'Yr 27, 1-017, 1% mom moor The Mercer Group, Inc. Con.swllants To Management 149 of 266 CITY OF SE HOME OF PELICAN ISLAND Executive Search & Recruitment for CITY MANAGER THE MERCER GROUP, INC. W. 1). 11 jo-inbotham, Jr. Senior Vicc President 3245 S. Atlantic Avenue. Suitc 607 i)aylana Reach Shores„ Florida 32118-9202 727-214-8673 WDIii_0u."a mercer, ouninc.com rs-n rr.rr�crcrrrauttincfluricist.zurtt r�►vti•t+ .IRI`rL'CI'tr�r�tu I3iQc_r�tett. December 27, 2017 150 of 266 'U'ABLE, OF ('ONTEMTS Covu Utter D. SERVICE& TADTllNTE, AND FEES...... ......'.---.---_--------''---'.. ;_1 ; D[ .------.--.-......................................................... 16 The Mercer Group, Inc. for the City Manager of the City oFSebastian, Pkn|du 151Of266 Project i'iuerx=u1nSuod Approach .............................. � B. \VoM p[mo.....'.....,.......... ......................................... 6-9 C. Fqual Finploymem Opponunity Statement ............................ 9 C- Tinmclinc.................................................................. -- 10 ECost ...................................... { l F. The Mum Group, luc'Guazuotm............ -........................... lI G' /kddidonulAcdvitle ........................................................ 1� HL Proposol Acccpluoce........................................ 13 L..... ......._ ... ...,......'.._..----..--.--- 14-15 D[ .------.--.-......................................................... 16 The Mercer Group, Inc. for the City Manager of the City oFSebastian, Pkn|du 151Of266 The Mercer Group .[nes. Consultants To Nfanaa etnent Dcccmbcr 27.2017 Joe Griffir, City 30allk-ner C.ofScbBls 141s T225 hiairr Streei SebasliaT-4 F1, 32958 �.. S. hiancLr 11, Srr_ do" Aarrvnu Brant Sk Lmp, F7. 3'21 IR �:.aeai.: trdnir�ims5+�ffsau:n.ae -Ibe Mercer Group, Inc_ understands the Pity of'Steb stian wislle.S LO enriage the services of an cx=utivc search turn tU cun(Juc:t executive sc:uarch and recruiting sknices for a City Mxanagcr. The Mercer Group, Inc_ is pleased LO astiist the City tip recruit exCel)tiL)nalIV well-qualified cxididiIts IOr the position OF City Niunag,=r. TI LClCclrzI'm conduci the ,,czrcb sand rec..:uilment prvc i:s5 fur this po4AitiQu. wc: -`%ill have no dlfrwulty b; ginning irnrzt"Ha.tcly to ensure to Smvoth process. 1t i` ouT understanding that the scope of ,A -o , minimurn responsi`bilitics. and search and recruitment scrviccs shall include. but not be lin-:ted to. tele follovgn2. • Devcicp the idctal prefile for the City Manage=r, position after consultation with i.he City. Council and necessary staff. + Develop and implernen<a marketing srmg,� advcrrising campai a and oum—, ch- to bcst- I:t candidates_ C.'ondm:L pre]iminar• interview% and camdidate unwning. • Provide tirittma matcrials, including background reports. and i:acilitatc candidate sclixlzun and olTer. Tlae ob*rK;es tl= ,Ae will meet in ordc:rto find &.e bcsr qualifrcd caudidatcs forthc City M,-wagur pasition are as follows: • To corN.4= on-site needs a ssn nt for the new. Cita Manager. • To develop a compfelbensive posituOn ftrofcle_ • To ertc;ourage top level people to apptz. who would othe.- •ise lx reluctant to respond to au acivcrtisnt_ • To m z a cunsidcrdblc an-Quntof the City's Lima in ctiisnlishing the psobition profile and revie%%-q applicants. o To comply with appropriate perwnne! regulations and state laws (i.e.. t:Gt), Affirm. ative Action anti ADA). + To ira?ependcntly and objectiwmly assess the gtodEcations and suitability of carxaidtites I"ur the position. To mond to all candidate itsq-atiries and producc ah correspondence during tic search. PINPOINTING W0Kk:kKI.I-: �1.1I,t..'l'I�}\ti F'I�ii11 (ll ri (-)r.rrr,r" NATIONNN IDC tirti; 3; .rnr. rcxFriJlll)]LSC'i7uricla.ccrua 152 of 266 GtV of Seha_- tia11 page "1-ti►'a I?>rc,:m. bcr y7, 2017 • To Tmdl Yin tirJ.tlrmation packet supplied n}. the Cary If) a!1 qu ali!acd tappIiumts. • To rwornmend a Iva. ol`nnali.,iL ; tinJ utttts to the City Council. • To co—ordinale a comm Lin nNt "meet and nreet" funedwl fi)r the finalist candidates. • To coordina-le finalist c:<mdidatc intcrVX •S,.%ith the City Council. • To prvscvc the. confidcntIality of inquiries to the degree p}titiihlr undcr Flor4bi la►.. • To assist the Citv Couticil in reaching a final decision_ • To assist in nrzotiatin- a cotnpensatiOnj=kar,,c ►►i1h the .SMC Stiti:" c:_-iclidmc: on Ichaall-ol- tic Citi-_ • 1'o Ree, the CiLv Council ciosch• involrcd in key decisions and informed of our progress. The purpose for enr'agin the scn,_"-s ofan exct uavc scuch firm is to seek out and recruit es-rerienced cancI d3tc5 and to assist the City Council ir. selectin- highlyqua.11Ciel indiN iduals who.petit the profile sand nccds of the Citt� and +vho rrrighL noL otherwitic appl,,_ I 's'-fe ger Cirrlup. Inc:. is wcll-qualified to assist Lhe City with Ihis }rajccl. 5;uccec.,[ially completed and,or currerally rnkagG i- archcs for the. Cities of Delrav Beach- Deerfield Reach. 11a�EIvt►cK>ci, Marco Island. Cape Coral_ Largo- Deltona_ fort Orange- Temple 'Terrace. St. Pctcrsburg, St. Pete.. Reach, Gainesville, Plain: City, Pornrxin r Reach, w; well as RreNzrcl C OUnty, Collier CoantV. 11111sbor'CILL-h C oursty, Citrus Counly and Polls County. ThLsc :ire just Sarni of the. Florida recruitment,, and, lhc.°rc circ many more nation -wide - The Mercer Ci-mulh. Iri(. hLLs been ir: operation Jirr fiwr [wcntti--scvcn ycars kith ollices in thirteen ( 1 ;) ,.ales. including VOlusin County Florida. The Mcrccr Group, Inc. has the resources w.ifilatble to co n6m;t t'lis search and avoid untiniciy dela►,s in the process. 11'selected to as.>ist the City, I .%ill personally Icad this rec;auittnen: frorn oar Daytona IlCaCh 4nkires ofillec_ In addition to six (6) ycars Executive Rec:ruiLing and 30 tears of_1 (;a1 go%vT ttncnl cxpericncc, including tOLTr (4) C its 1rlar:ay�,cr positions in Morida. I am L:riqucly qualified to Iliad this search for Sebastian's new Ci--, Manage.. 'I hank Wu k?r tltc opporlunity to assist the City xvith this impCrtant assignment. Please contact me direc11;' at 727.214-8673 if you have any qucition.s. I am IcK%king. forward to hearing 1'rom you. Sincerely yours_ THE 1'IE ER 'R4t7F Z'►'. U. Hinein .. n. 1r. Senior Vice Pre<-,,ident 153 of 266 The Mercer Group. Ine. An Executive Sunini-a nof ►Orae. Tile Mercer Grout) offers Sebas-than. Florida (Referenced Patue.,� are in our Dcceni4er 27..'1()j'7,, Pr000sal) Ouufifrc'rriroct.,' ccnd Staf reef. (iru;7es 1 throuA 4) 1 le Mercer Ciroup, Inc- hLN 1,<rr± irr QNr;rl1L)-%1 fOr W.lh ofiiCL-s in Lhirtecn 0 ) St,rtGs, inc-lulling Volusia C=ounty, Florida. W. U_ 11i+gninhotharn, Jr., will l& Ilse pr�j(m zn;-rsasrgcr for S arch and Rccruitmcnt Scn'ices to aS5151 S'C'mi-st.ian and he %%,ill sc.•rvc SeNas;ian from otu Daytona Beach Shores location_ Mr- Higpibotham has ovcT ;p years oll public sector inana l-M.L1nt experience- a brief bio is available at: httt,::� rt7rrdcr�rc-�ut�i�tctl��rij.�a.cc�rra f:'nderctaric im- the Project ci Our -- ivroach (pm?e a/ Sen-im provided include_ but ate not IiMiCCd 10 puxitiOTI Gln IIy,iti atratl prrptlratk)n oI' a fx)yi6011 prOrile, reCruit rrarrit lin-11-4 pusition, inviting potentianl c indi3�ttL5 to appy, rcvic,.%ingg and screening ;rpplic: orals, condtrctLngintCrl"1CV4's_ re f rcne- checks and backZ.ground checks of selected candidate, rccommcndirg a list of final candidate€ atutctioals andfuaal interviews, com=t negotiating a4 re+'.: Mred, rand I 011dxti I. -IE- up- � ~ ()car .Step .Search Process (Va e s 6 tfrraur, 9 We recommend a seven t: r) -step search proctww tvi ii)11oIN-s: 1. Position _'insah-sis :Vc will define work relationships. fob qualification`s and require- n:znr_s lar the rxrsition - 11 e "Posillan Prefile'% 2. Recruitment Process - We ;will recruit State-wide, regionall,-. and nationally for the ,u)N--ition antl m tlwork to locatc qualified candidatcs. Resume Review We will identify qualified candidates. Candidate Screcninr; - We tivill thorou hly- scrcen prospective candidates. 5. Background Invcstizalion - Wt mill tliiCtirc LIghly evalutrte: prr5-pcctivc ctintiiel�ale w, ii. Interview Process - tie will make recorrarriendmiom', and als5ist in..;election. ?. Negotiation and Follow-up We will facilitate employment and follow-up to ensure complete integrity of the prcrcc-ss, The Candidate Screening is liandted personally and thoroughl� by Mr. I N- inhotham. The CC details of our 7 -Slee Sea7ch Prucc55 trr�: %vcll Mimed in t1ur formal propescd fm excQutivt w4areh and rrcridtrnrat Y'er+iccs- 154 of 266 The Amer Group. Inve .ScItedule (Pure 10) NVhilc the -Chedide and timeline wiil h& cirteTrninecl by the Citi of Sebastian folloticing our Coasultations. the schedule we recommcmd provides for The iucccssful candidate to be selected within I 1 Weeks or LESS been start to finish_ R use. nahle fe .%; ("au 11) The NIcreer Groin. Inc. propo-;es a total nat fcc, including an expenses, for the Executive SearchlRecruitment Serviccs as a fixed amount of S1S,7-50 for the Cin, of Sebastian_ There will be VU additional fecs1costs or c.xpvnsc.5 amid to The Mercer Groun. IIIc Gu(irldntees wee 121 We make ten (10') guarantees of our seiTch sand r:cruitment work- for Sebastian.. The ten (10) uarante� arc listed and explained in our formal proposal: however, While they are all 4TIP rUM�. %v�; tt,ouid Bice to highlight fiv.e as follows. 1. We will keep working cmlil the placement is made: we are results oriented and we haw a record of tiurr^v. 2. We will ncvvrrm-ruit a candidate «-horn ve have placed with Se-hactian as longL ars helshe is c;mpIoyed by Scl;asdan-Mthout the full ayreernent 01' Seb:L1,,I1 n, 3. We will not recruit caber candidaws from Sc b-asdan for two %,cars after completion of this proems .d search es'silmmcnt. 4. We will not oresent a candidate s&nultruieo&gY to Sckvistian mnd any tube:- client. This Permits us to repTrc ,—ni Scbtislian vwitnoul =y conflicts of interest. 5. 1f the cru ididalc %vc place ;pith Sebastian leaves Sebastian's employ within Elie tint two years cif employment. FOR ANY RE,1S0.,V_ we will redo the search fior expenses anly: thcrc .%ilI be NO FEE for our services. lk'e Iouk lOrward Io being of service to the City of Seshastian. THF ht F CER C:Ii0111'. INC.. W_ ii. ID=iabatham, Jr. Senior Vice Prexident rU5 '_;. Atlaude Ave_. Suite 607 D2YtnnA Retch :Shcwts, FLorida 3:13& 27.213-8673 DIH IMR` mercrrsrr4kutintr.ci"n w�►v►.nterw9l'otipi nc3lorida.com www'Mercerfroaaint.cnrn 155 of 266 1. FIRM INFORMATION & liA('K( ROt ND A. Firm Ot1.>ylifications T'hc Mcrcc. Group, Inc. is an independent nagcr_xv consulting firm incorporated in the State of Georola anti oncratim m—don-wide. The firm was fauitded by James L. Mcrcm :a long -tarn public rn ria,I;ement conyu.itarit. The firm I:ay conducted bwsiness wilier the name The ?Mercer [_,Tom, Inc. 4imv February, 1990 arid is rcoste- ed with the Ho-it4r Dcpinirneril ol'Stale. %Mr. Mercer stikned I:i, own (irm in 1981 Wid, in 1984, merged it with another conlulting firn3. t�'olfc & Associailcs, Iac. Oa .ltizic 1, 1956, Mr. tv1c.rc=cr acquired the human Resource and Orrganizaion,-J Consulting Practice 1) 'L Wolfe & _associates- .nc_ This acquisition formed lhc: babis for Mercer, Slavin & Nevirt.s, Inc. I le sold his interest iri Mercer, Sla-vin & Nevins, Inc. early in l X10 i4md founded The i�'f irt:4r GTO LIP, Inc. The Mercer Group, lnc_ provides exceptionally high quality masa enlent G011SUltin-2 6eTNrce4 I[t tilltc and 1{real ! {OvemrrlertLs, trarisit atuffioritics. health ease providers_ utilities. special districts, ,unci private -'ooT cli:nl5. SPi,�i,alll� pr;E4li4t' 81r4;as inClUde: executive recruitment, oreanization and operations analysis, productivity, improv€rnent, strtatcm- Ylatnning, m,,jnz-ss�erstcnt systert7s, ct?rtrper>sa:ii,r� el s,iticaticrr ,'lx�lic;� studie4 privariz&tion- budget evaluation services, govc=Lnl C;3Dr1sohi alion aml ur�ta,inizztipn (4,velopmenj, training., and urne al r7k2lti£+`ernerit consulting- Ow Xey cons-ultants, helve conducted successful searches for hundreds of pu ilw SCGk}r organneations 9 adonajly and can offer numerous references as testimony of aur work. Whilc this engaigc;ment for the; City ofS-obastialn Avill Lti:1ct1 by %V. t). 11igL,,i3iN?CI3sxn, Jr.. it AU be assisted and supported by James i._ Mercer_ "Mr. Mercer has conducted or assisted in the Coriduct ol'more than 2,000 succeNslul exe*eutic,e searches in recent years. 'I lie spCetrum of our scalreb cxpc�ricncw is belc��c. fir. 14'lt�rccrs resumer is inc:ltaded bcicrW1 r>_s iS '1r _ I li_,4).i"othant'S. 1b1r. Mrrcer is the Chic I-Execulit,c C}llicdr- 0I'OUr tir:tl. Thefe is n€, patent, subsidiary or atriFliadOZ3 of other funis. TLc closed scMcc office and our corporate hcmiquarlrrs art: us lot low-,: The Mercer Group, ine- -''itlanta, Ceor`ia 10338 (770) 5-51-4403: FAX: (770) 39c)-9749 federal Tax D -No.: 58-1877068 PHmary contaac€ infomitioil is as follows: The Mercer Croup, h1c. W. U. Higgiubotham. Jr. Senior ti`ice President )244; S. Atixttic Ave_ Sulte 607 I7atvtctr1a t CULh Shnres, I' lorida ;,115 717 -?14-5673 L4 l?tiIaaii1 ci1n1 reer,Tri71tV_nc_E017 %-V N% nsereeggr,u 1)1ne.co7 t %Nti�,:tis.itic.nxrgrotip ilicfl tr-1dar.ct)iii The Mercer Grotrri, inc_ for the Ciry Manager of Sebastian, blarid.3 156 a I H. OrLanizatii)nal Chart for the Citv of Sebastian Search Team The Mercer Group, Inc. LAL.C[,TIVE SLARCHTEAM SF.BASTI.AN Cl I Y %---lANAGLR Jim Mercer President Santa Fe., N's] %X -D Higginborham Jr Sr. Vice Pri:sident Davmna Keach Shnreq F'[. Dona HUHT Executh-c Assi%tsnk FL Karul-.n Prince-Nlercer Sr. • ice President &mta fe, Nsl The Mercez-Group. fric. for LhL: City Man;i,-erof �ba%rtian, F'.Clrida P -.-TW 157d2_66 C. Resumes of Our Key Staff 1. W. D. Higginbotham. Jr.. Senior bice President - Florida Offer: Pro iect %•lana;er Prier to jcsirrin!,,'I'he Nrlrrc�: Group in _'•011, .%Mr. Hig�inbotham's di.stingpishcd public-scclor cz rc::r of over 30 years has included scrvina. as chiefexec:udve ofreer arld chief` l irwrrciral officer of Chies, in h Iori da and Ga] i1ornia. I le ser►ed as Cily Itillanca�:cr of'Crai.ncsxillt. Florida. Mclbcnrme Bruch. Florida. Sursid:., Florida- and lrtadeira Reach, Florida mnoiny in papulation from .3.100 to 12.;,1 ('0 and Assistant City Manager and CFO in Bakersfield. C'alifomia with a population of 352.400. -Mr_ Higginbotham also scrc-cd eit ht year's ars the Director of Economic Development for the eleven 1.111 counry. r.Uptl ware 'Wile arca of-thcNorth C'enlral Flo ida RrngionaI Planning Council_ After Nein- rccr ui!cd by the frac-rrlational C'ity-`C.'ciunr,. %famrjzcmeira Association (ICNIA) ori behalf ofthe Department of rkl-ensu, his wn-luc to Florida ciliC; was bri411y interrupted in Mile 2007 and c<irly 2008 %%hcn he sc;n,cd in Baghdad, Iraq as a member of the United States Pro%-i.ncial Reconstruction Tcan:. lie is an active rtternber of WMA and the [ kwida City and County Management Association ( C (i%1A) and hers N%m rc, og.-mi:ccd by bolh organizations for c:ver 2: yQaTs in the local go,,-crnrncnL II7anw,emcnt profession_ - I I:-inkx�th:�rrr'ti p<srticttl:zrarerrs of expertise arc c�:cr.uiiy'c sclrcla, vrg antlliontrl dc% -clop. nl kind c.• onotnic dcw•clopn4nt. In addition to raduaring from Tulanc C1ni%-crsit} .%-hcrc he camcd his Cenificatc in Accoun-in,, lie has completed and instructed trainin pro -rams at the l mergency Mana:2cnlent Institute (FENI'1) in Ernmitshur-, Maryland in 17isastcr Preparedness and Disaster 1zzsi" rlt J L)hN i'rairiirig, 'GRAIN-TT dr.-TRAI? T R. Mr. Higginbotham has successfully conducted and completed [lie Follos%ing search and recruitmentq during thrpa tthree t'eara: * Billings -Montana, City Administrator -201 • [:ape Coral. Florida City Auditor (Charter Officer). 2017; Buildin- Official. 2017 + Citrt+.s C ourlty,Florida-{'o: n v Adminisir-alor. 201 • Dt crf ield llcirch. Florida - Dinmor of Enyironrnental Sun i.ccs, 2016 • Deliav Bcach. Florida - City Manaacr. 21317 • Delray- Brach. Florida Finance Director, 2017 * Dcltona. Florida City. Manager.. 2015 • Dutchess County. NY - Cosnmi."i(lircT ol"Behaviorai & C'ommunity I lealth, -101 J . • Ciainz4yilie, l lc�r:cla-I:clurt] (_?pl,c1rtuni#V l-)ircctnT (Charter0fliccr), 2015 • 1 hallandaic Bcach. Florida - Assistant Director of Public 1t'orks - L-d1itie:s. 20IS • Hillsborough C:ounttir, Florida Executive Director -Planning Commission. 2011 + Hillsborou-h Cowirv_ Florida }:�cccuti�e Uirector-Aietftr. I'latynin., E)r ._ 2G1 1 loll) -Wood. Florida Director of Financial Service,,. 2017 • Lar -o, Florida - Ci: Mana`;er, 2015 • M-arco Island, Florida - Cita A•1amiRcr. 2017 • Onondaga Courty- NZ Y Conimissioncr of l-lcalth, 2014 • Penns .lama Y•iunicipal Retircrncnl Sysiem, PA-.Sec-rrizir`-. ]T.xrc:uiivt: Director, 25114 iPint:11as Suncoast Transit Authority, Florida - Director of Procurc.rn nt, 2014 Plant 0ty_ Florida PoliceChief hief 2014 w I'lant City. Florida City Manu�gcr, 2014 The Mercer Group. Inc. for die Cit} .klanager of Sebastian, Florida Pzle,_ 158 of 266 • Polk County. Florida — fire Rcticiac' ServicQ.,, Director (.Fisc Chi_e; 1. .016 • Pompano ikasch, F'oridi — City : lLorney. 201_5 • Port O Inge. Florida — City _X-ianagcr_ 201 i • fit. Cloud, Florida Ciry mwiager, 2015_ • St. fete Beach_ Florida Community Devulopmcnt Director. 2015 • St. Vele 1.3rac:h, Florida — Fire Chief. 201 w • St. Pctershuro, Florida — City Managcr, 2014 • T:impti Buy :arra Regional Transit Authority, Florida Fxecutive Director, 2014 • Tcmplc Tcrracc. Florida City Mana<,ger. 2016 • Virgin Islands Housing Authority, St. 'Yliomas. VI []irecitir t)1'Asset 1.Ianagerliertt. _01G 2. ,lames L. Mercer. Preridunt - Atla nu and Santa Fe Offices; Froiect Suntaort Mr. Mercer holds a %laster of Bulness AdMinistritiori des;rre Crani the 1Jnivt!rtiity til' Nevada, Iterlli. unci a Bachidor of Sciccncc; dcgrce in Industrial Nianigrement from the San74' 1nSl11tIl1t7r;. Hc: has also received a Certificate in Municipal Administration from the 11ni4er;sity of North Carolina at Chapel I lilt and is a r~radLiate ofthe Execulive Devc1Chpmen! Pnc vnwl fit C'tirzicil I!nrVerSity. i411'. Mercer is a Cerlifieti Managc menl Consultant (CMC) and has more than 25 years of c:xpc- icncu in cxcci:tiyr search and managemcm consulting. He has authored or co-authored five books and has vcnttcn more than 2�U artiClCs cell;-iirlolt4 EtlarlayerneEtt tcrpies_ I lis eacl�erieaee covers the following ttunctioilal area.,: executive scmi-ch, organization {rad Operation analysis, rnirnagement systems, prodt.ctivity isnprovcrnent, scmintiars trainin;x_ goal setting. strztc�gic pltum ng, privalizaiion, gCtti'{ mmcrt_ consolidation. and !zcn ral consultin,_ Prior to totmding The Mcrccr Group. Inc., her. Merecrheld positions as President of kicrc::r. Slavin & Nevin. Inc.: Regional Vice President of Wolfe & Associates. Ire.; Partner and Vice President of Korn;'Eerry International; Ueneral Manager of Battelle Southern Operations; National Program Director for Puhlic'I'echnoktgy, Inc.: and Assistant City Mzmac:rofRalcrigh, North Carolina. lie has ;also tcvn Prt.-si&nt of Jamcs _Mcrccr 1L' Associatc;s. inc.. and leas urycd ras Direetor nl Gov erriment Consulting Scrvv ices `or Coopers & Lybrand in the Southeast and Southwest. cmd Director of the [ndt`wtrial I:xte cion Division ri>r C.iccrrgia '1'ecEt_ 3. K:iroh rl Pt�nce• -Iercer. Senior Vice President - Santa Fe Office: Proiect Sunnort kis. Princc-Mmcr received hem Ruchc1or cf Axts c:4grcc: in History N%ith minors in Arl. Political Science and Educ=ation from the University of Neva& She received her Doctor of Jtrrispro&r.cc: degree frorn Woodrow Neilson College of Law. She is licensed to pracrice law in New Mexico and in Utorgia. She has practiced law liar over 20 yeaar, hc�inning in Georgia. IMs. Prince-N-lercer is ab o yualitiecl to administer and intc;rprut the _lycrs-Briggs Typc. Indicator (MBTI ) imstrtimcrrt_s. Ms. Prince-N-icrcer also specializes in Public soctor executivrc search. Shc has licca in rna�riagcri c:nt consultiart for over eighteen .ear.:. She has exticrienc:e v oricirrg in executive :search and leas c;ontiuctcd sc vk ral C=ity Manager searches. Shc also has experience with cotnpcnsadon and classification, and Aith organization and management .studies. 4. Time Comina.itments I'Ite members of our firm have €ile quality time to devote to this search so as to inect the Cite of SehaSiian's needs_ Thu Mercer Cmup, Inc. for Lhe City Manager of SPhastian, Florida Pave 4 159 Of 266 IL SERVICES, T'MELI`E, AIND FEES Our Firm's Annroach. Work Man, Faust Emnlcn-mcnt. Ontrrrtunit, Statement. 'Firneline of Activity Pursuant to Scopc of Scrvices and Fees A. Pruiect t` nderstandinL, and Ao>3roach It is our understanding that izc City of Sebastian is in need of Executivc Scarch Services fora City Ma_na€!cr Recruitment. It is our f if-dier understxidin- thaE Elie scope of work-. search and rectti:trttent services iliall include, but. no be lirnited io, the tulle %vine • Devc1opr cni of Cand.chate Profile rit_u Recruitment. • Strategy Outreach to best -tit caz-ididatcs and _advertising C:ampalryn. • Candidate Screenini.,. • Candidate selection, haekyound and o er. • Appointment artd follow-up. The ohjcc.tivcs that cis: will nxxt. in ordc.- to fu:d the l.�cst quali wd candidates for the Cil '- N1tinakcr position 3TC as follows: • To conduct cin -site needs assessment for the itej,; City Mairagcr_ • To develop a compre-hensive potirEx)n protile. • To eicoura�',c tc,p level pCQP1Q Ell ttpptV whet m, -mild t1tNTNAisc. bc rultictuni to rtwsr nid to an sid V �'rl r.5ir'�'t4hi t , • To save a considerable amount of the City's time in establishing a position Profile and reviewing applicants. • To comph• with appropriate per%onnel regulations and gate laws (i.e.. i-.h'�O.Affmnati"VC Action and ADA). • To rca-potxl to :ill candidate inquiries and produce all corresponde me during tilt: scorch. • To independently and objxtiveK- assess the climitications and suitability ofclindidates for the position- • To mail ;iii inl6mriation packet supplicd by the City to all qualiitedl applicants. • To rccom cnd a pool of finalist c{3ndidatcs to the City Council. • To coordinate a cominuaity "meet and 2rect" function for the finalist candidates, • l'o coordinate finalist candidate inten--iews with the City Council. • lb presen--e the confidentiality or inquiries to Elie deitee possible tinder hlorida la -w- • 1'o assist the city courtuil in reaching ai final deuisiclr:_ • TO assist in negetRi ttin a cvmpcm�awripackage with lite; succcssiitl c;-mdidatc (in hehali'oI' the City Council. • l'o keep Ehe City Council clo-sely involved in key decisions slid informed of our progress. The scope of the project will be suft'tciently- broad and in-depth so as to meet the requirements of Seba aian. Our approach and,tylc etre intrrautive; we tilrrn a partnership with our client to conduct a project frorn which the City ol'Sebaslian will bcnciit through ca -w ol'implernentation. The Mercer Group, Inc. for the Cary Manager of Sehastiin, Florio i .r 160 of 266 13. Work Plzen, Outrcach, Candidate 5creenin%, liac -around Z''or•k. Iaren ieri & i allow ['ri A : rc-cominer.d a se%est i 7)-slep search process as iollov s: 1. Position Anahsis - We %v ill dctinc -work relatiori hips. _job qualifications and require- ments for the position - the "Position Prul?lc", 2. Recruitment Process - We wi l l recruit State -s% ides r eyionttlly. and nationally for the position and network to locate qualified candidates. Resume Review - We will identify gtua ificd candidates. 4, Candidate Screening- %Ve %N ill th mc►ughl sLm4n priwpec;ttvc; c:andtclatcs, i. Background Inveoiaration - Wc.vill thoroughly cvaluate prospective candidates_ 6. Interview Process - We wi II mtik-v rccotmmnidations ;end assist in selection. ?. Nvizoti;ation and Follow-utt> - We will facilitate cinployrncni and I011ow-up it) ensure complete intcg6ty of the process. 1. Position Analysis Wk+ 1,,ili hews c»xtcnslvc consultation with Seha tian-s C'ii-, Council andfoT key staffas well --s other individuals or Croups (as the C'ily C oun4il ti•ish;s;i to dctcrmmi ; the C'il's visioi' rmssion, coals acid ohjectit.cs, thenix.dsand issues; requirements ofthc.job_ and to obtain information about the erivirk)nTn ,,nt ;rithin which the position functions. During this princess. %No %Hili initiate ir-dividu,al intervic% s with citizen organizations, dcp=ncnt hc;ads and kcy staff, and others of the Council's choice to identify eXpectations. perceptions, azld conec=s regarding the ltos'ition. in addidon, we %Nili Tcnd is cons�idcobic :-ag oun.l of time. fat the beginning or the process with the City C'otincil (and others as dcsircd) in orderto detemiinc the lc c:I of'expericnce and training necdcd- '1s noted earlier. Nlr- I ligginMtharri's 30 wears of local ,overnment cxpcncncc make him uniquely qualified til lead ilii, s=ec h for the new City Manager. Based txz thokt: rricztiri .y, we. tivill prepare. a draft position profile and review it with the City C:ttitirnc.-il in order to arrivc at a general a-rccrincilt regardiii�, the speciticatit)n; tier the position. Hie final position profile will include information ahi)ut Sehatiliian, the City Council, stall: mgj(ir issues to he faced, the Imsilion, fines the selection criteria established- - 2. Recruitment Process Becaw;e "e have recently completed similar searches. Svc will first rcvietiv our databasc to dcicrrninc those candidates whom we may already- knowand.'or already. have on file w ho may meet the Ciry's specifications_ i . Although this process is valuable. we .,,ill rely most ]tcavily on our ocvn contacts in the :' citiiinist.atlon,-Nl ri�cnieiit fields and on our wvii experience- Thrutigh "nclworkink". we -will conduct a nation -.vide siear�:h, vthilc undcrstandiin„ that the preference may be a candidate with 1F"lvr-ida csperience and/or knowledge. for the hest qualified candidates and invite them to apply for the position. The Mercer Group, Inc_ for the City i►4anager of Sebastian, Florida ?a,-_ G 161 of 266 BUSS i On u11r diwer,SSii1ns With kbastian's Ciry C'ourxcil,wL'will place ads in professional journals. onlinc at appropriate websites that speciali/e in and attract hi}tFquality pwressional and mana—gement attendon. to encourage tapplicantS Lo apply. 3, Resume Review* We krill re', and tmalyzu each applicant's background and experience a'a.inst The position doscriptior_ critcria_ We Kill ackno ledne all resurne3 receival tap=er kecp cttndiduwe inkirmcd. a. Candidate Screeninve Criteria for the preliminary- screening will Iv contained in the apprmld -Recruitment Profile". They may include such iieITIS, .LS cthji4 iilon, lechnical kno-w1cdgn, cxp�xi4nc;c. accamplishm=ls. mamigemcni style, personal traits_ etc. Screenirt) of�caraclidalcs tagairrst thcasc: critcria %;ill be bas:.d on data contained in the rc-sumcs and offiez data pro-%ided by the cwididatcs and on our knowled •e of the onganifations ill which they' work. At this stake, each tt uta meet the rninirrtum g"dific:Lioris specified in the Recruftniem I'roftle. �X'c %%rill be responsibl4 for scrceninry the applic itioni recektied. This iniLial ser-enian will he conducted by Mr. I Iiti3<'inhtlLh airs 174 LClCphone with the prmpecLlve c.�lndiiLite. We will conduct iitterviev► .�;th ref erences ,xnu may know the candidate's backgound and expertise by telephone. Whk:r;, fcasiblc, %;c will also conduct NNonal face-to-face interviews with trap cwndidLtes_ Once the initial sc inning is completed. %%,-c rill select the prospcedve candidates Who MOSL elose:IN. match the criteria established bySebastian- The output of this step. in the process will be a matrix display, of the top candidxefi sliov,in-- ho%v Cauli rates a ainsl the relcct.iort criteria est;Zirlished by t=ae Cit}' (`oL rcil_ This rr7atrix L%•ill KL rc vii ut i with See anti;an's C1(1.COurlcil tmd guidance nh- Wined prior to praxt coding. Onc contingcncg' here is that the City Council may not approve of ant of the candidates. If that should occur. we would, of course. keel) 4e=hin" unit I the Otys beet=s .-re clearly met. :5. Background llnv"02ations As part oi"our process in evalwiting lop candiduws. we mak-4 cicttailed rand extwnsivu rrtcrcncc checks. Ira condttc;rng these, it is our practice to speak- directly to individuals who are now or Wave prcvious1v been in a position to evaluate the candidates' job performance. %Vc task each candidate La provide tis Aith a number of references, iVe then ncvNork thesti fcfcrcnccs to other persons who know the caindit~ate. In this .,.4y, wc Lhc:mm.-I ly evatlume each candidate. \ e hmv =tad cuc.:asiun to talk io more than 2.0 rcfcrencus concU ging a s-ingIc fizmalist cmzdidatc. These references and evaluations are combined to provide flank and of jtctivc appraisals of the top candidates_ NVe also verify pa_%L crnploymeni ditfictillics, ifany, ny, includin`y rea.-sonalble clue diligence on any Ideal faction filed agaLi t current or former employers. The Mercer Group, Inc. for the Clny.Manager ol'sebasLian, 17111nda Pat r_ 162 of 266 As of our eya-luatiOrl process. we verify undergraduate and graduatc collggc 4=g'rC'e�--. We ?lrrrrn:�� liar creelil cheAs, criminal ciarcks, mid, as, an additional option; can arrange for psychologi- cal (or similar) testin of the candidates that inav be tic-siml. A4 a parL of this project we can PR)%--iJC the MISUIL.s 01' 11 TnUT14,-R Cr7lCT11 stvic in-ventory. on the finalist candidates. WQ can also conduct a Myers-BriLas analysis of the: team with the nc-,t teem member 141r learn buildinn purposes ( these ma;, lac cxtru cost i team }. 'We will pec s; nl incl discuss haekg round i nti esn��atic�n criteria Nvith the Citi` Council who will make the final decision on which "ndilda s to 1T1LCrV1CV._ 6. Interview Process Based on the precedinn steps, a reconinicnded list of finalists for the position of Ciry elan-igtr will be ticmpilc:d" Wt� -,vill prep;r-c a ticriile-n sur -imam. on each finalist_ 111c information v,4JI cover, but not be limited to. 1) present position.'_i total Fears cxperc•rcc;, t) s41r-, requirements, 4) ccflresrliiin, ) P,evir�rls C}r}yitsC►r1ti held, fi) notable prt��ect;_ i) n�ana`remc:�t sty_lc. 8) sl►ills in ablli-dcs- 9) intcrests, and Ilk professional corals. 1 -his inlbmiaLion will he presented to 5ehasdan's City Council ir. a dctaHLNl W-nitcn lDrrnat combined with rc*utt� �,l"th41�3ckg-c�unei in -,e% lzatian nand eax}didate ,crecninr. We will make a recommenclation on a group of finalists, the size of which rrs clircL:1cd h, Lhe City Council. The: C'iLv Council shall snake the final decision on which and howinny ctandidaics c -,ill hr interviewed. Our report ~till be presented in a mccting in -,+laich -,-,c -,viii �liscusx our reconimendations Land provide backgrowid information. sample questions and a rating fcn-n for the irlLcrvieW-s. In partTculur, tie %V. I CXplai:, )Nhich, i?` anti, of the applicants sl3ecifically meet the total ur"ileria established by the Cit_. Council or whethcr thc- Fund: group simply represents Elie best available Le lent. We will also providt: the Cit} Council with our rteoi llnendations relative to timing. scclut'nc.-in!:,,. location. sct nr, format_ and condUCL of inle.rvicws with the finalists_ 11 e will prop ide ittforrnatiean ahr}ut trends in zmplo;•mens employment contracts and a rccmcnts. relocation expenses. perqui- sites. cppropritalc: mil 6br spotcws, rrccplions, etc" We twill arrange schedules for top c;;andidatr interviews and Vkill coordinate the process. BALANCE OFTHI4 PAG.F. INTF.NTI( NALLY LLH- BLAINK The Mercer Group, Inc_ for the! City Manager of Sebastian. Florida Pa e R 163 o� 266 7. _Nt--otiation and Follow-up �Ve wilI al%i asski in lht� nc=kotiaticin proc-css rrIrttivc to sular}. benclits kind either conditions of emplo}7rent We feel that vv -e cwi he especially helpful becatL4e % e have proposed a fixed fee ralhcr Than one baiscd on a percent agc of 5rllan., [Inc contingcncy herr is ihat an agreement rtlaw not bc. able to be arTmged. if that is the case. -,vc work vVtth the City Council to select tin alternate cmldida.te. We %Nriil properly handle tiny and all media relations. Unless othcn%isc directed, it is Our standard practice to tell all rledia that we are working on behalf of the city Council and rhat any public tiLaije Menti hould corne directly lroT Inc ['itv l".t�imeil. 'z �vill rn:�iritflin C�jnlidentiaEitt- of candidate information, as possible. under Florida lay. finally, wr will nlrtilti all i.ri5i,ccr slt;l cFjnilidatty, W Sial! not rocornmended fOr interview with the City Council, of the final decision reached. Howevcr..%,c suggest that .--11-5 more proper for the City to dircctLy notify all unsuccessfW candidates, whom they interviewed. of the fmal result. We vill keep the City closely informcd and involved in dmisions i:on"—mini the search process a; all tines. '�&-c will prepare and send vveckly e-mail updates and progress reports of the search. 1 -retie rerlorLs will contain a progress report on the reeruitrne:ri acid specific steps to lv taken to ti7W the Cilv's dcadli.nc5. Support from the City ol"Schastian vaill he TIML!ed, M -ti 1011 WN: • ganging intc.rv'icws -MLh Sebastian's City Council, staff and oNh fLs d irecf. w Providing but gct. orgailirltioz charts and other documcuts. Place of contact and contact person for the search. C. Equal Emlovmcnt Ovnvrrunity Statement 11 :, ]lie policy til"Pic Mercer [tmup, [nc., to assure cqual opportwiit\' based on anility and fitness fiir all empkc vccs or upplicants consicicrml fur our client c ngwiifations regardless of race. color. religion, sex, agc. marital or vetcrM's staEus, national c►rigin, or the prG44nGc ci r'rmv SenyL)rV. mental or physi"il disability. Stich policy shall apply, but not be limited to, hiring. placement. job classification, transfer or promotion- dettlotion. recruitment ad-vertising or solicitation for eniployrnerit, rtes ol'pay or other lbrms ail ccimpentiaJD11. selecLiun for training, career dcv-clop- mcnt. layoff or termination. 'l -his policy shall he diss--minalml to c1icn15, !subetintrtclorti, siippliers and prospective applicants_ ILc intent of this policy vdll ;apply to internal operalions, recruitment and CQM', illin_P- uciivitiex conduined by our firm, The ML:rC[:r Group, Inc- For the City Manager ref Sebastian. FliiriL d pa': % 9 164 of 266 D. Proiect Schedule and Timeline (subject, to approval by the C'i3). ot'sehitstiran) SEBAS-TL-%- CITY MANAGER SEARCH Kickoff Mccting with the city ('Cfurtcil One ►vccic lc�l;o►rind execution of a>_*rcement Intervie-w 'Corisultation Aith the City Council & ()thers OLs dc�sircd) to Develop Characteristics \Vdek OF -C Attributes of a Successful Caridk nte_ Develop Compensation Package -and fob [ascription. Approve Rceruitnicnt ,%lateria:> N cQk Thnx Acrc,s5 D attt Base for Targeted Rcmitment of Qualificd Individuals and I'lace Ad:; Week Three (Rc-gin birch) Send Rc:c.7uitmcnt Material:Inv-itarlon Letter Week Three than h Seven Outreach Tciephc)ne C:cills WeekThree hree through Seven Acknowledge Ree-eipt of AppliCalion hlak!Hrils .3r mccived Cut otTDaie kw R.eceipI of Applications Week Seven Scrcen Applications Against Selection Criteria and (:onvulumt Interviews of -Top Cttndidatcs Ongoing through Week Sewn 4icct vv-ith the C-iry Count: iI to RevlL'►► Week Fight (u`ithln 35 to 45 Divx I op Candidates and Assist in the Selection of Beginning Search. Provide. of Finalists Candidate Information) Conduct Reference and Background Checks Week Nine &- 'Cera SVId Interview Guide to the City- (.oUnCil of Scic-c tact Finalise Wcrk Ten C:ornmunit} %'I= 8;, Greet (as desired) and Conduct Interviews (.if Sc:Icc led Finalists WeekEleven maltc Selection Weck Eleven Ncvotiatc Aiprccntcnt Week Fleven Nvtify- C.andidatcs Not Selected At close ol`sezuuh IjrmnC , The Mercer Group, Inc, for the City Manager of Sebastian. Florida � ^`':i T� 10 165 of 266 E. Cost I?rnnn.sl for 1'rnfcssiaoal Recruitment Services for ('itv 141ans.,er The Mercrr Croup. Inc, proposea a total fm including all expenses, for the Fxecutive ScarcbiRccruitment Serve ices as a fixed amount of S15,75,0- There will be NO additional custL% or expenses paid to Tbc Mercer Group, Inc. for our services. Items and their associated costs tier our setTices are as follo:vs_ PositiorAnalysis.............................................................. S2,000 OutreachCurnlxais;n........................................................... 2 57.0) Resume Review ........ ... 2.750 Candidate Screening.............. ............. ................................. .-7-40 Buckvn)uni Investigation--------- ..... ......... `.�SQ Intcrl:Lc« ........................................................... .1,000 Nevotiation and FoLovY-ftp.......................----....---------......... ti00 TOTAL FEE ......................... ............. ................... S 155,750 The cost, for final candidates to travel to Sebustizan liar intro. izws, as the City Couniii desires. are nol included. Such costs are normally jXUd by the client on H rcirnbursement basis. directly w the cwad:datc!s- Tb --w casts are dill icult to esLiniatc because they dcpcnd on where tate candidates are located. In general. costs run about $600 taj $750 per• person. Seh,astian%. liability to The illcrccr Group. Inc. fQr swrViCC - rendered ander our agrcenient will not extced the agreed upon price ars stated above We ti4']11 stibrrit regular invoices for our fees. It is our Practice to hill one-third at the start of the search, ane -third upon deiiverr, of tfie semi-finalist application materials, and oiic•tlail'd upon selection of the successful candidate. \Vc M11 comply kith all applicable laws. rules and rugulation, rel- federal. state and local government entities. Our ability to curry out the work required -,%ill be heavily dupcndent upon our past cxpc.-ri=ct: ire providing similar services to ell Ors, rmcl we expect to continue such work in the future_ We "U. to the degree possible. prescn�c the f;ontidcntio-al nature tel-ariy information rwcwivvd fn}rn you or cicv'clvprci durin,-' the work in accordance V6111 OUr professional stwidanis- 'We assure you trial ti c will devolc our bcl L:! farts lr, carrvinf, out the cngagcmcrn. The results obtair:rd, our recommendations and any vvTit wn rnrrlrrital provided by us %will represent our best judgment based on Lbc: inaur„ation a-v-ailahle to us. Our liability. i£trny, %kill not be nrcatcr than the atnount paid to tis for the services reTideTed. The hourly nate lnr any service~ the City Wright request oulsidc the scccalle of items set forth in thi pMlx+sal is S 150.00 per how, Hiis document constitutes thw .agreement helAt'e:1 ue. It cannot be modilic;d except in -writing by both } artie5. Our abrecnicnt will be intcrpreLe-d according Io the laws of the State csf-I'larida- '1'he Mercer Group, Inc. For the Cizy Manager of Sebtis-tian, Flcarida 166 of 266 'I'IlE %-1FRC'FR GROUP. D;C. GUARANTEES F. The ren (10) :''uarantecs of our search warp are esp[ained helow: 1. Client Organization, The chent i4 defined as the entire emit,. including tdl departments. divisions. seclKlm; .and gaups. This assures that all til -our Vl+tJrinlLti44 apply to the cAlar4 clicrit orjzariZation_ L_ TwoNe-ar Off Limits: We will not recruit capd atcs from a client or�9nizati.an fti?r ttvo vc&rs after completion ol'a scumh msignrncnt u1thmn the full agr ctnettt of the client_ 3_ Placement Off Limits Forever: %Vc µ•ill ra4 - r recruit a cwrididatc whom xvc havc placed in a slier:L i7rgsanizatian as long as he/i e is ernplayed Fn li]41 OTI*IHr;ifrttiOn vvithULA thy: full ag een?cnc of the client- 4. lient4. Continue the Search: If. 1 or any ruason, the client docs not feel cotrtfortable selecting a C-Wididate l:airn our on-ginal rc:coii mended grout, of candidates. toe will cont -Mute the search until the; clic.-tit can make a scicCtlon- Replacersient of Sercrosful Candidate: If tic mididate we place wide the client leaves the chemo organi7zcion for ani, mm -son clurng the 24 mouth period follotiking the date of 151z1Lcmcn1 with Lhc client, we will replace the Candidate for out-«1=pocket expens�5 unly and there will be no professlonal fees c:httrg4d by The Mcrecr (croup to males the new placement. b. Parallel Candidate I'resentarion. We will ni>l piz`sc'rit 21 ctndzdtc samulirincctitEsly to more than one client_ Tl ii,, pc -mils our fi= to represent one client o0gani7a ii -xi without -Un, (;ontlicts of interest. ;. Client Coo icts. If asked, tt•c will disclose to our client:,; ilir ru=m ol'the organizations which we "(off Limits" that ioi_ic,aIly ;vo(Ild he tar?cC orgaruzations on the new search wss i g runt en L. IS. DeceptivefMis[eading Sl arch Techniques: We commit to our clients and to our pwospwiyc: candidates that we tell not ttse any search techniques vvhich may be uontzidercd asdeceptive or rnislerading, 9. Resume Floating: We will not float resumes to org,Ini72tions in the hopes that we can collExt to ><Qc if that individual is hired - 10. ?cul Represent Individuals: \ e �k ure our cliem-s and indigvidvals who may bccomc crandidatcs drat tvc will tit -it Collect: it lee IroM t:anditlale' Wham we may recutnmcmd for a p41sition. The Mercer Group, Inc. ,or the City Manager ofSehastian, Flnri&L T 10100666 G_ Additional _1cti0ties tlt$t .N ieht he Ilclnfpi to the Recruitment and Selection Process As notal above. we can provide the ru,ults of a Mawgcmcnt Style Inventory on the finalist candidate_ N'c c,-tn also conduct a Myers -Briggs ariaiySi, (if the tcarn with the: nc%N team mcmbc-r for tern buiidino pL1rjx.)�Gs. I These nmy lac c -%m cost items_? H. Proposal Acceptance This Dcccmbrr 7, 2017. proposal is acccpie(] fix the City uj S:,basian by: S t{a NATT✓ RE- NAME: DATE; BAL NCE OF THIS PAGE I N'Tk:XI ONALL 1A:F 1' BLANK The Mercer Group, Inc. for t -he City Manager of Sebastian, Florida 168-0-f-266 1. SampIc .lvrecment :GREE-NfENT This AC iRI :I MINT, made as of this _ day of . 20 t 7, kv flail bcttivcc-n TI IF MERCER GROUP, INC. and Lhe C'it% of S4bastian. a go%crntncntal corporation - NN F ITNEISSETI orporation_ NVITNEISSETI I: \WHEREAS, Sebastian (hcreindltcVr referred to as the "City ") hay expressed an intcre--'i in engagine tier scra•ivcs of an executive recruiter to conduct a seare:h I -Or a (_'iia *4anfagi.r fZw the: Cil, - and 14'11E'R1::1S, I he'Oerc:rr Gamp. Inc. thereinafter referred to as ")Aercer") has submitted a proposal in response to the Cita's request. astd )X14EREA: _ the Cin, has srlectrd %icrcc-r's proposal as the proposal Nvhich bL---t meets iLs needs and the ('it% dc_,, n`s to hire Mercer to conduct the C:it}�s seared for a new Cit,, lliana`'cr, and WHEREAS- Mercer desires to ussi4t the City in conductu:g the City's march for a City .Ni anager_ - NOW 'l HEREFORE, in considrr [ion of the fffflou•ing mutual covcnants and other good a;td valuable consideralion, the receipt and adcquacti- of which is hereby acknowledged h�- all parties hcrclo, i4k'rcer and the City hereby agree a_s f`6l1o,. �: - - i. klercer agrees to prcaaide wmi"s and support to the. City in the coliduct of the Cir}', =ir;=la rur a City Manager. Mcrecr agr.es to conduct the City's proiect in acct)T-dance with scope tit' ser<'ices outlined in its Proposal to the City dated December 27.. 2017. in responsc it) the Cit%.'S mjuest. -Mercer's proposal is incorporated by refeitnce and thus m{aclr a pert of this A.t; cemcnt_ 2. The City agrees to coinperisate Mercer for its scniccs in the amount of $15.750 for professional en•ictt.. including ali expenses. to conduct the search_ Vavmcnts to M=cr arr to be made as outlined in lklercer's proposal it) the City 1. Thu City and Mercer both agree that this A-greenient shall Ike n0verned by the laws of the Statc of Florida. ~ -I. 51LNSFM E LAW'. els Mercer -4 rule is Ler screen applicaiinns and make recommendations for the pe)sitiore cal-C:ity M:via.- r, Mercer aclmo x1.dgcs that it %Hill be subject to, and will comply with. Chapter 286. Florida Statutes_ The Murc:er Group, Incfor the City Manager of Sebastian, Florida 169:6f 266 Agrecment. Continued: PtJ1 LIC RRC ORDS, Mcrecr shall comply with the r quireni nts of Fiorida's Public Records law. In accordance with Section 119.0701_ Florida Statutes Mercer %hail (a) keep and maintain public records dial ordinarily and recc.`ssarily would be n-€Iulrwd by the City in order to pertcirrn the service under the. contract; (b) provide. Clic puhlic.with access to public records on the same temis ariz ,:oriditions iluit ['ie C ity %vokild provide the records and at a r:oct U, at riot; no cxcwd talc cost provided under Florida's Public Record lac%; t.e:l ensure that public rccords that are exenipt or confideritiai and exernpl. from public rccords disclosure requirenierits art: not divc:Iti,,-ud except as authorizcd by law". and (d) meet all rt:quirQrnc;ras forretai11ing public records and transfer_ at no cost. to the ('ity all }public rccords in possession of Mercer upon terrriiriatiort of the contract anti ciewtro any duplicate public: records that are exCiript u- eunticiential and eXL7nPI from public records disclosure rr-quirernents_ All TC(;Qrds sto"t electronically must be provided to the City in a G(irm, at that is compatiblc Nvith the information tcchnoloov ")4terri ofthr s_'itt. G. ' 1 he ('it)' ar'd Mercer both agree that is the cvcnt that any dispute arises between the parties, the complaining parry shat proniptiv notify the offiercif'thc dispute iri titiriiing. Each part}- shall respond to the other Party in writing K•ithin ten (10) .Norking da�--s of receipt o Sudl notice, -I- c Clt�' ,trod-NIcrccr bath agrec that any ainetidrnents to this A-rcerncrrt shalI he inade in-writin;, and executed by both pariRcs, No propo!ic:d amcndment which is not m Writirrk arir3 c.xeeuted be bath par:irs shall affect the terms of thi; Agreenient_ & The paries shall have the right at Tither Fartti's conVLn.i=eC t0 tcrrninatc this Apreeri,ent 14111(ming live twi days vTitten Notice to the affected party_ Should either party terminate this Aorcement the Citv shali only ne ohliyated to lwi-6. Mercer liar lhuse nric: s already provided. CITY OF SEBASTLLN 13Y: .ATTEST: THE hIERC'ER GROLT. INC. BY: 'W. D. Higgrinbotham. Jr. 4cAor Vice President i lie Mercer Group, Inr- for the City 1,ianager of Sebastian, Florida Pa Eye 170 of 266 PROPOSAL FOR EXECUTIVE RECRUITMENT SERVICES CITY MANAGER —SEBASTIAN, FLORIDA January 2015 Strategic Government Resources Ron Holifield, CEO P.O. Box 1642 Keller, Texas 76244 214-676-1691 Ron@GovernmentResource.com SGR� AM 1 I 1 VI LCjV January 2, 2018 Joe Griffin, City Manager City of Sebastian 1225 Main Street Sebastian, FL 32958 iRriffinPcitvofsebastian.ore Dear Mr. Griffin: Thank you for the opportunity to submit this proposal to assist the City of Sebastian in your search for a new City Manager. SGR is one of the top three local government executive recruitment firms in the nation and has the unique ability to provide a personalized and comprehensive recruitment to meet your needs. I would like to draw your attention to a few key items that distinguish SGR from other recruitment firms: • SGR has very recently completed searches for The Town of Jupiter and City of Plant City. • SGR is currently working with the City of Winter Haven and the City of Deland. • SGR has over 64,000 email subscribers to my weekly °10 in 10 Update on Leadership and Innovation" e -newsletter. • SGR will also send targeted emails to our database of over 4,000 city management officials. • SGR's website, where this position would be posted, receives over 36,000 local government official visitors each month, with over 75,000 page hits per month — more than any other local government search firm website in the nation. • SGR's job board (a separate website), where this position would also be posted, is the 2nd largest local government job board in the nation, with over 16,000 local government job seeker visitors each month, and over 1,800 jobs listed at any given time. • SGR is the only search firm with a social media expert on staff, who provides a comprehensive social media marketing campaign that includes email, Facebook, Twitter, Instagram, and Linkedln. The simple fact is that no other firm can touch our reputation for being trusted by both clients and candidates, and for successful long term placements. We are truly excited about the prospect of doing this recruitment for the City of Sebastian. I look forward to discussing in more detail how we can help you select an exceptional City Manager and am available to visit in person with you at your convenience. Respectfully submitted, Ron Holifield, Chief Executive Officer Strategic Government Resources Ron@GcvernmentResource.com Cell: 214-676-1691 PO Box 1642, Keller, TX 76244 817-337-8581 www.GovernmentRJs ZcQTc?A6 TABLE OF CONTENTS Tab 1 Company Contact Information Tab 2 Company Profile Tab 3 Unique Qualifications Tab 4 Key Personnel for this Project Tab 5 Project Methodology Tab 6 Proposed Timeline Tab 7 Project Cost Tab 8 Provision of Service Guarantee Tab 9 References Tab 10 Recent Executive Recruitment Clients and Positions Recruited Tab 11 Unsolicited Feedback Tab 12 Sample Position Profile Brochure Tab 13 Sample Comprehensive Background Screening Report Tab 14 Sample DiSC Management Profile Report 173 of 266 174 of 266 Company Contact Information Strategic Government Resources SGR� 4w Contact Information for Binding Official / Primary Contact Cindy Hanna, Managing Director of Finance Address: P.O. Box 1642, Keller, TX 76244 Office: 817-337-8581 Fax: 817-796-1228 Email: CindvHanna@GovernmentResource.com Website: www.governmentresource.com Alternate Contacts Kristin Navarro, Director of Recruitment Address: P.O. Box 1642, Keller, TX 76244 Office: 817-337-8581 Fax: 817-796-1228 Email: Kristin NavarroPGovernmentResource.com Website: www.�Zovernmentresource.com Ron Holifield, Chief Executive Officer Address: P.O. Box 1642, Keller, TX 76244 Cell: 214-676-1691 Office: 817-337-8581 Fax: 817-796-1228 Email: Ron@GovernmentResource.com Website: www.Rovernmentresource.com 175 of 266 TAB 2 176 of 266 COMPANY PROFILE Background Strategic Government Resources (SGR) was founded in 1999 and is fully owned by former City Manager Ron Holifield. Ron spent two high-profile decades in city management, which included service as City Manager in several cities. He founded SGR for the express purpose of helping local governments be more successful by recruiting, assessing, and developing innovative, collaborative, authentic leaders. We specialize in executive recruitment, live training, online training, leadership development, assessments, consulting, and various other services geared to promote innovation in local governments. Mission & Core Values SGR's mission is to facilitate innovative leadership in local government. The simple fact is that in today's world of limited resources, local governments must innovate to survive. SGR has been, and continues to be, a leader in spurring innovation in local government. SGR's core values are: Customer Service; Integrity; Philanthropy; Continuous Improvement; Flexibility; The Golden Rule; Collaboration; and, Protecting Relationships. Office Locations SGR's corporate headquarters is in Keller, Texas, in the Dallas/Fort Worth Metroplex. SGR also has virtual offices in: Colorado Florida Massachusetts Missouri Oklahoma Pennsylvania Texas Denver Kissimmee Boston Gladstone Stillwater Philadelphia Abilene Lakeland Corpus Christi Dallas Gronbury Greenville Lubbock Murchison Sugar Land Executive Recruitment Team • Ron Holifield, Chief Executive Officer • Melissa Valentine, Managing Director of Recruitment and Human Resources • Kristin Navarro, Recruitment Director • Katherine Lindley, Digital Communications Manager • Leigh Corson, Talent Research Manager • Becky Welch, Recruitment Coordinator • Delena Franklin, Recruitment Coordinator 177 of 266 Executive Recruitment Team (continued) • Muriel Call, Research Manager • Andra Henson, Research Specialist • Barbara Heller, Senior Vice President • Doug Thomas, Senior Vice President • Bill Peterson, Senior Vice President - Executive Recruitment • Bob Turner, Senior Vice President - Executive Recruitment • Gary Holland, Senior Vice President - Executive Recruitment • Katie Corder, Senior Vice President - Executive Recruitment • Kirk Davis, Senior Vice President - Executive Recruitment • Larry Boyd, Senior Vice President - Executive Recruitment • Larry Gilley, Senior Vice President - Executive Recruitment • Mike Tanner, Senior Vice President - Executive Recruitment • Molly Deckert, Senior Vice President - Executive Recruitment • Tommy Ingram, Senior Vice President - Executive Recruitment 178 of 266 TAB 3 179 of 266 UNIQUE QUALIFICATIONS Marketing and Networking • SGR's 10 in 10 Update on Leadership and Innovation e -newsletter, where all recruitments conducted by SGR are announced, reaches over 64,000 subscribers. • SGR has an opt -in subscriber database of over 4,000 city management officials. • SGR has formal collaborative partnerships with Florida City and County Management Association, Louisiana Municipal Association, Missouri Municipal League, Oklahoma Municipal League, National Public Employers Labor Relations Association, Engaging Local Government Leaders, City Management Association of Oklahoma, Texas Fire Chiefs Association, and Texas Recreation and Parks Society. • SGR trains approximately 800 local government employees each month in live training classes. • SGR has almost 300 local government clients in over 40 states for our recruitment, training, and leadership development business lines combined. • SGR will host its Annual Conference on February 1-2, 2018. This conference is designed specifically for local government professionals and will feature sessions carefully chosen to enhance leadership development and encourage networking. For more information and to register, visit: httr)s://www.Rovernmentresource.com/sgr20l8. Each executive recruiter has many years of experience in local government and a national network of relationships. The entire executive recruitment group works as a team to leverage their networks to assist with each recruitment. SGR team members are active on a national basis, in both local government organizations and professional associations. Many SGR team members frequently speak and write on issues of interest to local government executives. Only SGR can work all of the relevant networks as a peer and insider, resulting in better recruitment, better investigation, better intelligence, better information, and better final decisions. Comprehensive Needs Assessment SGR's executive recruiting services are unequaled. Our role is to find the candidate who is the best match for your organization. SGR devotes a tremendous amount of energy to understanding your organization's unique culture, environment, and local issues to ensure a great "fit" from values, philosophy, and management style perspectives. Finding qualified candidates is not difficult; the hard part is finding qualified candidates who are the right fit for your organization. A leading edge candidate and a safe harbor candidate often look the same on paper, but will have profoundly different impacts on your organization. Accessibility Your executive recruiter is accessible at all times throughout the recruitment process and can be reached by candidates or clients, even at night and on weekends, by cell phone or email. 180 of 266 Responsive to You If a problem arises, or you have questions, you can count on SGR staff to be available, prepared, and prompt. Trust of Candidates SGR has a track record of remarkable confidentiality and providing wise counsel to candidates and next generation leaders; we have earned their trust. As a result, SGR is typically able to get exceptional prospects to become candidates, even if they have declined to become involved in other recruitment processes, because candidates trust SGR to assess the situation well, communicate honestly and bluntly, and maintain their confidentiality. Listening to Your Unique Needs SGR is more interested in listening than in talking. Some firms depend on their tried and true stable of reliable candidates. These firms do not really need to listen to the client because the recruitment will result in the same list of finalists, no matter the type of information they receive from the client. SGR devotes tremendous energy to actively listening to your organization and helping you define and articulate your needs. SGR does not just go through the motions and then provide you with a list of qualified names from a stable of regulars. We work hard to conduct a comprehensive recruitment that is unique to you. Recorded Online Interviews with Candidates SGR's unique online recorded interview process allows the search committee to see candidates in an interview setting prior to the finalist stage of the recruitment process, and without having to pay travel expenses. Comprehensive Media Reports One of the worst things that can happen for your organization is to be surprised by undisclosed information about a finalist, especially if the surprise comes in the form of a newspaper article that is found by your critics. SGR produces a comprehensive media search report on each finalist candidate. Each Media Report is compiled from information gathered using our proprietary online search process. This is not an automated process, and produces far superior results than a standard Google search which is typically utilized by other recruitment firms. The report length may be as long as 350 pages per candidate and may include news articles, links to video interviews, blog posts by residents, etc. No other firm provides such comprehensive media reports. Comprehensive Background Investigation Reports SGR provides the most comprehensive background investigations in the industry, and we are the only recruitment firm to use a licensed private investigation firm for these services. Psychometric Assessments SGR uses the DiSC Management Profile psychometric assessment to provide a detailed understanding of how candidates will lead and manage an organization. The DISC assessment report also provides valuable information regarding candidates' strengths and weaknesses. 181 of 266 Equal Opportunity Commitment SGR strongly believes in equal opportunity. SGR does not discriminate and is careful to follow both the letter and the spirit of laws regarding equal employment opportunities and non- discrimination. More importantly, however, SGR believes that equal opportunity is an ethical issue. SGR quite simply will not enter into an engagement with an entity or organization that directs, or expects, that bias should, or will be, demonstrated on any basis other than those factors that have a bearing on the ability of the candidate to do the job. You can anticipate that SGR will make a serious and sincere effort to include qualified women and minority candidates in the finalist pool. Although SGR obviously cannot, and would not, guarantee the makeup of the finalist group, SGR does have relationships and contacts nationwide to encourage the meaningful participation of women and minority candidates. Value For a variety of reasons that are detailed in this proposal, SGR will provide the most cost- effective executive recruitment for your organization. Some firms low ball their price, and make up for it by reducing the amount of time they commit, or charging extra for additional time required. SGR gives you a fixed price, and we are with you until the end of the process regardless of how many hours are required. Emerging Leaders SGR has a unique and unparalleled reputation of engaging and mentoring emerging leaders and young professionals. We will utilize our frequent personal interaction with emerging leaders, as well as our entire team's social media networks, to market this position and to identify potential applicants. Service Guarantee SGR provides the strongest guarantee in the industry. 1, You always have 24/7 cell phone and email access to the executive recruiter and SGR's CEO. 2. If you do not find the right candidate, we will start the process over with no additional professional fees. 3. If we place a candidate, who we have fully vetted through the SGR recruitment process, who stays less than 18 months, we will conduct the recruitment again with no additional professional fees. If the organization circumvents SGR's recruitment process and selects a candidate that did not participate in the full recruitment process, this guarantee is null and void. 4. If we place a candidate with you, we will not directly solicit them for another job. 182 of 266 TAB 4 183 of 266 KEY PERSONNEL FOR THIS RECRUITMENT Doug Thomas, Senior Vice President Doug Thomas joined SGR in 2015 and heads up SGR's Florida office, where he focuses on executive recruitment, leadership development, and training for local governments. Prior to joining SGR, Doug served as City Manager for the City of Lakeland, Florida, where he has vast experience working with state and local government leaders, private partnerships, and is a charter member of Florida Business Watch. Doug is a regular presenter at national, state and local association conferences and meetings on topics ranging from electric utilities, park and recreational developments, legislative advocacy, strategic planning and budgeting, performance reviews for the Chief Executive, and other municipal programs and practices. Doug served as City Manager for the City of Alma, Michigan, and Assistant City Manager for the City of Grand Haven Michigan. He also served with the Maryland cities of Rockville, and Landover Hills. Doug holds a Bachelor of Arts in Political Science and History from Bowling Green State University, and an MPA from The American University, Washington, D.C. Ron Holifield, CEO Ron Holifield is the Founder and CEO of SGR. He previously served as Assistant City Manager in Plano, Texas, as well as City Manager in Garland, DeSoto, Farmersville and Sundown, and on the City Manager's staff in Lubbock. In 1996, he left city management and purchased Government Relations Specialists, which he grew into the 49th largest lobby firm in Texas before selling it to an employee. In 1999, Ron founded Strategic Government Resources to specialize in facilitating collaboration among local governments, with a particular emphasis on employee training and development of next generation leaders. He has grown SGR into the largest private sector training company that specializes in leadership, management and customer service for local governments in the nation. He is a frequent speaker at state and national conferences and remains a high-profile figure in the city management profession. Ron holds a Bachelor of Arts in Government from Abilene Christian University and a Master of Public Administration from Texas Tech University. 184 of 266 Douglas B. Thomas 874 Summerfield Drive Lakeland, Florida 33803 Cell (863) 860-9314 PROFESSIONAL EXPERIENCE Senior Vice President (October 2015 to current) Strategic Government Resources Based in Keller Texas, Strategic Government Resources (SGR) exists to help local governments be more successful by Recruiting, Assessing, and Developing Innovative, Collaborative, Authentic Leaders. Examples of experience: Coordinate executive search functions for City Managers, City Attorneys, and Department Head positions for local governments across the country. Provide various services to clients including leadership development, assessments, governing body and senior leadership team retreats, community and organizational strategic visioning, and Priority -Based Budgeting, and other related services to promote innovation in local governments. Represent SGR as a regular presenter at national, state, and local association conferences and meetings on topics ranging from electric utilities, park & recreational developments, legislative advocacy, strategic planning, Priority -Based Budgeting, performance reviews for the Chief Executive, and other municipal programs. City Manager (December 2003 to September 2015) Lakeland, Florida Serve as Chief Executive Officer for the city which is centrally located along the I-4 corridor between Tampa and Orlando with a population of over 100,000. Lakeland offers its residents a full array of municipal services, including a municipal -owned electric generation and distribution utility that is ranked as the P largest in the state and among the top 25 nationwide. The organization's annual budget is approximately $600 million and employs approximately 2,500 personnel. The city is home to the Detroit Tigers during Major League Baseball's Spring Training; the Experimental Aircraft Association's Annual Sun 'n Fun Fly -in, recognized as America's second largest aviation event of its type, Florida Southern College, which features the world's largest one -site collection of buildings designed by the legendary architect, Frank Lloyd Wright and the state's 12th university, Florida Polytechnic University, which will start its inaugural class in the fall of 2014. Examples of experience: Financial: Implementation of innovative and award winning Performance Budget that aligns the city's Strategic Planning processes into the annual financial and operational document. The approach involves a robust forward looking process, adoption of Actionable Items and tracking of Key Success Indicators to track progress on initiatives and benchmark services to comparable communities. 185 of 266 One of the first municipalities in the country to enact a Budget by Priorities fiscal model to ensure strategic resource allocation are made in areas that advance the Vision, Mission and Goals of the community. The innovative approach was presented in 2013 at an International City/County Management Association & Alliance for Innovation Priority Based Budgeting Conference "Summit of Leading Practices." Developed fiscal and operational strategies to address an inherited wholesale power supply contract that failed to fully cover fuel costs which ultimately resulted in a $92 million loss over its term. The multifaceted response involved negotiations to shorten the original term, coupled with utility -wide restructured operations; strategic short and long term maintenance and capital planning; a smaller and more efficient workforce; implementation of a quarterly fuel adjustment process and revisions to fuel hedging programs; creation of a Risk Oversight Committee; a new governance oversight structure involving representatives from all rate classes along with elected officials; and adoption of a formalized methodology for calculating the transfer of dividends to the host government. Collectively, these improvements positioned the electric utility from being one of Florida's highest cost providers to the lowest cost provider across almost all rate classes. Restructured local municipal employee pension plans, including bifurcation of Police and Fire Plans from the General Employee Plan, in addition to being a frontrunner community to offer a hybrid defined benefit -defined contribution plan option to better meet the varying needs of employees in a fiscally sustainable manner. Improved City's bond ratings through sound financial management and regular meetings with rating agencies, with City General Obligation currently rated AA by Fitch; Lakeland Electric at AA with Standard & Poor's and AA- by both Fitch and Moody's, and Water/Wastewater Utilities at AA+ with Fitch. Successfully merged numerous stand-alone departments and divisions including Facilities, Fleet, Records Retention, Information Technology, Purchasing, and Civil Service/Retirement Services into more efficient consolidated operations Public/Private Partnerships: Partnered with private medical provider for the implementation of the City's HealthStat Employee Wellness Clinic, representing one of the first local government implemented in Florida, to address increasing costs in the city's self-insured medical plans. In 2013, the Clinic saved an estimated $3.7 million on medical and Workers Compensation claims through provided services. The program has resulted in a 4-1 return on investment and is regularly used as a benchmark for many other communities and corporate wellness program start-ups. Charter member of Florida Business Watch, which is an organization designed to connect private sector partners with local government officials to share knowledge, goals and opportunities for the betterment of our communities. It is a truly unique group designed to promote good public policy and opportunities across the State of Florida. I was pleased and honored to receive their inaugural "Essential Piece Award" in May, 2014. 186 of 266 Award winning Fleet partnership with NAPA resulting in cost avoidance of over $200,000 per year in parts inventory, coupled with privatized tire services with GCR Tire Centers which yields annual savings of $111,000. The Fleet Division was recognized in 2013 as "100 Best Fleets" by Government Fleet Magazine for third straight year, Partnership with SunEdison, LLC for the development of solar photovoltaic generation facilities to leverage private capital financing and tax credits that would otherwise be unavailable to a municipal electric utility. The agreement involved privately financed, ownership and operation of up to 24 MW of ground and rooftop solar farms in return for a 25 year purchased power agreement with Lakeland Electric. The largest installation involved a 5.3 MW facility on 45 acres at the city's airport which required special approval from the FAA which was the first of its kind in the southeast region. As host of the facility, the airport received a discount on its electric bill enabling it to finance a variety of HVAC and lighting energy efficiency upgrades that further reduced energy costs. Negotiation of innovative 30 -year agreement with Tampa Electric Company (TECO), the Southwest Florida Water Management District (SWFWMD) and Lakeland's Water Utilities Department for the use of reclaimed water from the city's wetland's facility involving the construction of $65 million pumping station and 15 mile transmission pipeline to supply 5 MGD of alternative water supply to TECO's Polk Power Station for cooling purposes. In conjunction with the agreement, Lakeland secured a 20 -year water groundwater permit from SWFWMD and eliminated the need for ongoing NPDES permit costs and requirements for discharge from the wetlands into the Alafia River. Economic Development: Proven track record of economic development success with personal involvement in roughly 50 industrial and high tech projects resulting in 7 million square feet of new development, $510 million in capital investment and approximately 5,000 new jobs. Projects include leading companies in the areas of high tech, health care, medical supplies and packaging, pharmaceuticals, aviation, call centers, brewing and wine/spirits, food processing, flavorings, warehousing/logistics, in addition to a diverse range of industrial operations. Economic development approach has involved the configuration of a "One Stop Shop" consolidating all city utilities and permitting, coupled with a dedicated ombudsman to overcome any challenges and to ensure projects meet their desired development schedule with certainty. Creative development approaches ranging from the negotiation of an economic development electric rate to secure a $45 million air separation plant that became the utility's 2nd largest customer including locating the development on city -owned land adjacent to the power plant for reliability purposes and utilization of re -use water to crafting a proposed $37 million baseball stadium improvement and associated training campus agreement in support of the Detroit Tigers Major League Baseball organization. Innovation /Technology: Development and implementation of new "form -based" zoning code which involves emphasis on physical design, building scale and neighborhood character in contrast to traditional zoning code approach. 187 of 266 Implementation of Lakeland Electric's $35 million Smart Grid initiative to enable customers to view and control their energy consumption and costs with time of use rates through web -based portal, reduced distribution system operations and maintenance costs, and improved system reliability and outage management. Initiative was supported with a $20 million federal grant for the installation of 124,000 smart meters, automated meter infrastructure and highly protected data management/security system. Conversion of manual system to new weekly Pay -As -You -Throw EZ Can solid waste and recycling automated collection system. Program has become recognized as an industry leader by public and private waste management entities across the U.S. for driving best practices in full implementation and utilization of Radio Frequency Identification (RFID) technologies Implementation of Rapid Process Improvement (RPI) Teams to assist departments in identifying potential projects and quickly develop low to no cost solutions to improve operational efficiencies. Process involves trained RPI employees working with key individuals involved in a project to break out the individual steps of process over the course of a week to eliminate bottlenecks and streamline operations. Development of unique combined municipal and Aircraft Rescue Fire Fighting (ARFF) fire station in support of the airport's FAA requirements coupled with cost effective method to improve the city's ISO rating in southwest Lakeland from class 10 to class 3. Development of Power Academies with the Polk County School Board to expose high school students to careers in the electric industry The innovative program has been featured in numerous state and national conferences as an industry model in response to the electric utility industry aging workforce challenges. Intergovernmental Relations: Member of the Florida League of Cities `Keys to the City" Task Force which was comprised of 37 municipal officials from across the state to develop a state policy agenda that was presented to newly -elected Governor Rick Scott to remove barriers that prevent cities from prospering; developing policies that promote local self -governance; invest in the economic vitality of cities as incubators or progress and allow cities to protect their community's quality of life. Outsourced the City's utility bill and business tax processing operations with the Palk County Tax Collector, resulting in one-time capital savings $100,000 and elimination of $200,000 in annual costs. Extensive successful federal and state advocacy to advance the City's Annual Legislative Agenda, including a wide range of topics including passenger and freight rail, pension reform, local and intergovernmental revenues, municipal bonds, funding for local capital projects and initiatives, airport and convention operations, Major League Baseball Spring Training, red light camera programs in addition to general government and utility matters. 188 of 266 Regular presenter at various national, state and local association conferences and meetings on topics ranging from electric utilities, park & recreational developments, legislative advocacy, strategic planning and budgeting, performance reviews for the Chief Executive and other City of Lakeland programs and practices. City Manager (June 1989 to November 2003) Alma, Michigan Served as Chief Executive Officer for a full service city centrally located in the State of Michigan. Alma is the core community within the area where many of the county's 42,000 residents work, shop and rely upon the community's recreational, retail and cultural facilities. The city is also home to Alma College, and is also known as "Scotland, USA" for hosting the annual Alma Highland Festival and Games, recognized as one of North America's most popular Scottish events. Examples of experience: Public/Private Partnerships: Organized the city's first Tax Increment Financing Authority that resulted in a public investment of roughly $1.2 million that leveraged over $20 million in private funds and maintained one of the city's largest industries and employers. Coordinated the investigation and strategy of establishing a competitive municipal electric utility estimated to save the community an estimated $40 million over ten years. Project received national attention and was one of the country's first municipal electric deregulation cases before the Federal Energy Regulatory Commission (FERC). Issue involved direct testimony, extensive legislative monitoring and advocacy at both the federal and state level. Secured a "Covenant not to Sue" from the State of Michigan to provide legal protection to both the city and a new industry as part of a project to redevelop a former ethanol plant to an asphalt emulsion production and distribution facility. Development resulted in the conversion of a delinquent property tax reverted property into one of the city's top ten taxpaying entities. Negotiated a multi-year, multi-million dollar tax appeal involving a petroleum refinery that comprised 20% of the community's tax base. The settlement involved a uniquely structured agreement that provided stability to the city's tax base, satisfied the company and included a refund to cover all public defense costs associated with the appeal. Served as a member of the Gratiot Technical Educational Center (GTEC) Development Committee which led to the development of a new job training and educational center to assist area businesses and industries attract and retain skilled personnel. Negotiated the groundwork agreement to relocate a scrap yard operation from a site adjacent to a riverfront and the central business district to a former industrial "brownfield" site and facilitate the redevelopment of the former scrap yard property to a mixed-use commercial/office, and recreational area. 189 of 266 Intergovernmental Relations: Played a leadership role in the consolidation of four separate jurisdictional public safety dispatch operations into a countywide E-911 Central Dispatch Center. Project involved union negotiations, equipment financing, development of an intergovernmental contribution formula and public information campaign. Initiated and co-chaired a multi -jurisdictional committee to address traffic, safety and development concerns along the city's busiest transportation corridor. Process led to the establishment of a corridor master plan and subsequent construction of service drives, numerous roadway extensions, traffic signal installations and future design standards. Negotiated unique property acquisitions and development agreements to implement the plan. Steering committee member of the Gratiot County Strategic Planning Committee and Co -Chaired the Intra -Intergovernmental Subcommittee. The effort has led to improved cooperative strategies between the various local governmental units within the county. Negotiated Conditional Land Transfer Agreements with neighboring townships to enlarge the city by approximately 400 acres. One such agreement established the framework for the development of an Urban Growth Boundary to define the parameters for future land transfers to the city. Nurtured the creation of the Mid -Michigan Area CATV Consortium that includes eleven communities served by a common cable operator in an effort to consolidate franchise negotiation strategies and costs, pool franchise fees to expand public access programming and resources, and implement common telecommunication ordinances and permit processes throughout the area. Development of a proposed multi -jurisdictional recreational authority involving multiple public school systems and local governments within the county. Proposal involved the creation of an Interlocal Agreement and cost sharing financial model. Financial: Directed the conversion of the historical annual financial plan to a performance based Program Budget that is policy oriented for review by the City Commission and public in their oversight and analysis of the municipal operations. Document has consistently received the "Distinguished Budget Presentation Award" from the Government Finance Officers Association. Management of financial and operational plan in response to the closure of the city's largest industry. Plan involved the development of an Early Retirement Incentive Program that allowed the city to reduce its workforce by approximately 11% without the need for layoffs, implementation of organization -wide restructuring plans and maintenance of subsequent budgets at historical millage levels. Initiated annual strategic planning and budget goal setting sessions for the City Commission and department staff utilizing statistical trends and forecasts to support long-range visioning. 190 of 266 Participated in the financial and administrative analysis associated with the re -rating of the organization that resulted in an upgrade from Baal to A-, with bond interest rate proposals typically reflecting A rated entities. Coordinated and oversaw the filing of various project applications which resulted in over $7 million of federal, state and local grant supported projects for park improvements, infrastructure developments, housing rehabilitation programs, brownfield redevelopments, library automation and airport capital improvements. Developed the organization's first Capital Improvement Plan which provides a five-year development and financial strategy associated with significant public improvements and equipment purchases. Innovation /Technollogy: Initiated the selection and development of computerization technology throughout the organization resulting in new hardware and software in every department, a municipal Local Area Network linking common data, a municipal website, an automated circulation and Internet access program for the library and the implementation of a geographical information system. Coordinated the effort to eliminate fueling stations at both the municipal and public school maintenance garages which resulted in the development of a private automated attendant system that serves both entities in addition to a number of other area businesses. Converted a limited bi-weekly residential recycling program to a weekly curbside program which includes an extensive list of eligible items, a multi -jurisdictional annual household hazardous waste program and a seasonal yard waste collection/disposal program. Foundation Experience. Grand Haven, Michigan: -Assistant City Manager (1986 to 1989) -Administrative Assistant to the City Manager (1984 to 1985) Rockville, Maryland (1982 to 1984) Landover Hills, Maryland (1982) EDUCATION M.P.A. The American University Washington, D.C. (1983) Concentration: Urban Affairs B.A. Bowling Green State University Bowling Green, Ohio (1981) Majors: Political Science & History 191 of 266 PROFESSIONAL AFFILIATIONS & HONORS International City/County Management Association 30 -year member Florida City & County Management Association 10 -year member District VIII Director (2009 — 2012) Co -Chair Public Policy Committee (2010-2013) Technology & Public Information Committee (Co -Chair 2009-2010) Strategic Planning Committee (2008-2009) Florida League of Cities Legislative Committee (2011) "Keys to the Cities" Task Force Member (2011) Finance & Taxation Committee (2007-2009) Home Rule Administration Council (2006) Michigan Local Government Management Association (1984-2004) President (2000) Board of Directors (1995-1997) Chair, Winter Institute Planning Committee (1996) Public Policy Committee Nominating Committee Michigan Municipal League (MML) Trustee (1997-2000) Public Policy Committee (1996-2003) Chair, Region IV (1992) Chair, Local Energy Aggregation Program (2000-2003) National League of Cities (NLC) Energy & Technology Committee (2000-2003) Greater Gratiot Development Incorporated Board of Directors, 1992- 2003 Chair, Gratiot County Central Dispatch Authority, 1993 - 2003 Executive Director, Alma Local Development Authority, 1989 to 2003 Community Service Lakeland Area Chamber of Commerce Board Member (2003 -present) Governmental Affairs Committee Leadership Lakeland, Class XXII (2004-2005) Lakeland Volunteers in Medicine (2007 -present) Board Member Mid -Michigan Industries Board of Directors, 1993-2003 Vice Chair, 1998; Treasurer, 1997 Gratiot Area Chamber of Commerce Board of Directors, 1995-2003 Alma Kiwanis Club, (1989-2003) President, 1992-1993 Special Honors Michigan Municipal League's "Special Award of Merit" Michigan Municipal League's "Excellence in Service Award" Florida Business Watch "Essential Piece" Inaugural Award Winner 192 of 266 Ron Holifield Resume — July 2014 Strategic Government Resources, P.O. Box 1642, Keller, Texas 76248 Cell: 214-676-1691, Ron@GovernmentResource.com PROFESSIONAL HISTORY Strategic Government Resources — Owner & CEO January 1999 to Present • Owner and CEO of this strategic management firm, helping local governments Recruit, Assess and Develop Innovative, Collaborative and Authentic Leaders. Clients have include over 350 local governments. • SGR is the largest provider of live and online training in the nation designed specifically for local government, training over 1,000 local government employees every month in 41 states. • Interviewed and/or quoted by numerous news publications and media outlets including: National Public Radio, Entrepreneur Magazine, Texas City Manager Magazine, Texas Town and City, Government Technology Magazine, GovWire Online Magazine, Federal Computer Week Magazine, CIO Magazine, Dallas Morning News, Dallas Business Journal, Plano Star Courier, DFW Tech Biz, Today Newspapers, Focus on the News, D Magazine, International Association of Chiefs of Police Journal, WOAI TV and KRLD and KTET Radio, as well as the ABC and NBC affiliates in Tulsa and WAMU radio in Washington, DC. Government Relations Specialists -- Owner & CEO August 1996 to September 2001 • Owner and CEO of this 20 year old governmental consulting firm which represented businesses doing business with government and in legislative advocacy efforts. • Doubled it in size, becoming the 49th largest lobby firm in Texas, and then sold it to an employee to focus all efforts on the launch of SGR. • Major clients included over 40 Fortune 500 firms including American Express, Aramark, Automated Licensing Systems, Children's Comprehensive Services, IBM, Quorum Health Group, Library Systems and Services, PeopleSoft, SCT, Space Imaging, TXI, Verizon, Xerox and many others. 193 of 266 Ronald Mack Holifield Page 2 of 7 City of DeSoto, Texas - City Manager October 1994 to August 1996 • City Manager of this highly diverse suburban community. • Hired to lead a rapid cultural change at City Hall, into a City known for being aggressively customer service driven, highly successful in the economic development arena, and operating in a very cost effective manner. • Significant accomplishments include: - Named by Texas Business Magazine as a top 20 Texas city to relocate a business. - Named by Texas Outlook Magazine as a top 25 city for economic development. - Named by Texas Business Magazine as one of the "Best Run Cities in Texas." - Increase in commercial building permits in excess of 1,000% over previous year. - Lowest crime rate of any major city in the Dallas -Fort Worth Metroplex. City of Garland, Texas- City Manager November 1991 to lune 1994 • City Manager of this rapidly growing city, which owns and operates an electric production and distribution system, a regional wastewater treatment system, a regional landfill, and a heliport, and offers a variety of social services and strong cultural arts. The ninth largest city in Texas, Garland's population was in excess of 220,000 with over 2,300 employees, and an annual operating and capital budget in excess of $350 million. • Hired to take this very traditional manufacturing -based community and rapidly position it as a statewide leader, transforming its one-dimensional image and reputation as a blue-collar suburb into that of a leading first tier city. City of Plano, Texas - Assistant City Manager, Assistant to the City Manager November 1986 to November 1991 • Served in a variety of capacities in this rapidly growing, premier city, including: Assistant City Manager of Community Services, Assistant City Manager of Administration, Acting Assistant City Manager for Development, and Assistant to the City Manager. • Significant accomplishments while with Plano include: - Designed a program that doubled mid- and upper-level management minority and female representation in four years. - Designed a Disadvantaged Business Purchasing Program that dramatically increased minority business contracts without quotas. Served as Project Manager for a $19.5 million Civic Center Project, bringing it in $2 million under budget. - Assisted in negotiating details of the JC Penney headquarters relocation from New York City to Plano. 194 of 266 Ronald Mack Holifield Page 3 of 7 Created Piano's first Convention/Visitor's Bureau that exceeded year six sales and bookings projections in the first year. Initiated Plano's first Neighborhood Integrity Program. - Creatively designed construction projects for EDS and JC Penney to achieve a $750,000 sales tax windfall for the city. Designed an Employee Wellness Program which resulted in participant health care costs equaling only one-third those of non -participants. City of Farmersville, Texas — City Manager 1984 to 1986 • First City Manager of this full service city, which operates an electric distribution system and two city lakes. City of Sundown, Texas — City Manager 1982 to 1984 • City Manager of this full service city, which operates a natural gas distribution system and a municipal golf course. City of Lubbock, Texas — City Administrative Intern to the City Manager 1981 to 1982 • Administrative Intern to the City Manager of this major city, which operates a municipally owned electric utility. EDUCATION • Texas Tech University -- Masters of Public Administration + Abilene Christian University — Bachelor of Arts, Government Major / Student Association President MAJOR AWARDS for Municipal Organizations Managed • 3CMA Economic Development Marketing Campaign Savvy Award Certificate of Excellence for International Development and Local Realtor Ads - Garland • International Association of Chiefs of Police, Excellence in Policing Award for Neighborhood Service Team - Garland • Finalist, Governor's Environmental Excellence Award - Garland • Texas Natural Resource Conservation Commission Award for Excellence - Garland • American Society of Landscape Architects, Texas Chapter, Environmental Stewardship Award for Garland's Spring Creek Forest Preserve - Garland 195 of 266 Ronald Mack Holifield Page 4 of 7 • Dallas Business Journal, "Metroplex Real Estate Deal of the Year (Existing Building)," — Garland • Dallas Business Journal "Metroplex Real Estate Deal of the Year (New Construction)," - Garland • GFOA Award for Distinguished Budget Presentation, every year, 1987-1996 • GFOA Certificate of Achievement for Excellence in Financial Reporting, 1987-1991 CURRENT PROFESSIONAL PARTICIPATION • ICMA Task Force on Inclusiveness • National Institute for Governmental Purchasing Talent Management Council • Missouri Municipal League Governance Institute Fellow • Member, Texas Fire Chief's Association Best Practices Recognition Board • Author, "the 16%" weekly blog, 2013 -present • Author, "Fourth Dimension Leadership", 2010 • Member, International City/County Management Association (ICMA), 1982 -present • Member, Texas City Management Association (TCMA), 1982 -present • Member, Texas Municipal Human Resources Association, 2006 - present • Member, Governmental Finance Officers Association, 2010 - present PREVIOUS PROFESSIONAL PARTICIPATION • Author of a Monthly Column in Texas City Manager Magazine on "Innovations that Make a Difference" • ICMA Task Force on Employment Agreements • ICMA Management Innovations Panel • ICMA Conference Evaluation Committee • ICMA/Innovation Groups National Management Practices Panel • Author, "The Public Executive's Complete Guide to Employment Agreements", book published by ICMA and the Innovation Groups • Texas Innovation Groups Executive Committee • Author, "Crossing Department Lines — Garland's Neighborhood Service Team", article published in the International Association of Chiefs of Police National Journal • Author, "Redefining Thinking, Structures and the Rules of the Game in Government", article published in Texas Town and City Magazine • Contributor, State Comptroller Bob Bullock's handbook for municipalities: "Standard Financial Management System for Texas Cities" • Texas Municipal League Advisory Committee on Legislative Affairs —Personnel Issues • TCMA Ethics and Professional Standards Committee • TCMA Annual Conference Committee 196 of 266 Ronald Mack Holifield SPEAKING ENGAGEMENTS Page S of 7 • National Forum for Black Public Administrators DFW Chapter Conference, 2014 • Public Purchasing Association of North Texas, 2014 • Missouri Intergovernmental Risk Association Annual Conference, 2014 • Texas City Management Association Annual Conference, 2014 • American Public Works Association Midwest Annual Conference, 2014 • Governmental Finance Officers Association Annual Conference, 2014 • National Public Employers Labor Relations Association Annual Conference, 2014 • North Texas Municipal Clerks Association, 2014 • National Institute for Governmental Purchasing Lone Star Conference, 2014 • Missouri Municipal Clerks and Finance Officers Association Annual Conference, 2014 • South Texas City Manager's Association 2014 • Urban Counties Annual Conference, 2014 • SGR Annual Conference on Creating a Learning Organization, 2014 • National Public Employers Labor Relations Association Annual Conference, 2013 • National Parks and Recreation Annual Conference 2013 • Missouri Municipal League Annual Conference, 2013 • Washington City/County Management Association Annual Conference, 2013 • Nebraska City/County Management Association Annual Conference, 2013 • Tennessee Municipal League Annual Conference, 2013 • Texas City Manager's Association Annual Conference, 2013 • Government Finance Officers Association of Texas Annual Conference, 2013 • American Public Works Association Regional Conference, 2013 • Kansas Public Works Association Annual Conference, 2013 • Texas Recreation and Parks Association Annual Conference, 2013 • Texas Public Purchasing Association Annual Conference, 2013 • Colorado City County Management Association Annual Conference, 2013 • Kansas City County Management Association Annual Conference, 2012 • National Parks and Recreation Management School, 2012 • Texas City Management Study Group, 2012 • International City County Management Association Annual Conference, 2012 • National Procurement Institute, 2012 • Missouri Municipal League Annual Conference, 2012 • Texas City Clerk's Association Annual School, 2012 • Texas County Clerk's Association Annual School, 2012 • Kansas Governmental Finance Officers Association Annual Conference, 2011 • Texas City Management Association Annual Conference, 2010 • Public Risk Management Assoc. Annual Conference, 2010 • Oklahoma City Manager's Association Annual Conference, 2010 • Northwest States City Management Association Annual Conference, 2010 • Ohio City/County Management Assoc. Annual Conference, 2009 • West Texas City Management Association Annual Training Conference, 2009 197 of 266 Ronald Mack Holifield Page 6 of 7 • Texas Municipal League Regional Meeting, 2009 • Texas Municipal Human Resources Association Annual Nuts and Bolts Conference, 2009 • East Texas City Management Association Annual Training Conference, 2008 • East Texas City Management Association Annual Training Conference, 2007 • International City/County Management Association Conference, 2006 • Certified Public Manager Program, 2006 • North Texas Municipal Clerks Association Management Institute, 2006 • City of Carrollton, Texas, Leadership Academy, 2006 • City of Arlington, Texas, Leadership Academy, 2005 • Urban Management Assistants of North Texas Annual One Day Conference, 2005 • Leadership Southwest, 2004, 2006, 2008 • International City/County Management Association Annual Conference, 2003 • Keynote Speaker (along with the Deputy Secretary of Defense), Government Electronics and Information Technology Association Information Technology and Defense Electronics Forecast Annual Conference — State and Local Homeland Security, 2002 • Transforming Local Government Conference, 2001 • National Association of Counties Annual Conference, 1999 • World Services Congress — Building Public Private Partnerships, 1999 • Central Texas City Management Association, 1999 • Carolinas -Virginia Hospital Trustee/Physician Conference, 1999 • Quorum Ohio CEO Conference, 1999 • Chairman of the Board In -Service Training, Quorum, 1999 • Quorum Foundations for the Future, 1999 • Quorum Chairman of the Board Training, 1998 • International City County Management Association, 1998 • Iowa Municipal Management Institute, 1997 • Quorum Foundations for the Future, 1997 • Quorum Board of Trustees Training, 1997 • Urban Management Assistants of North Texas, Conference of Minority Public Administrators, and National Forum for Black Public Administrators Workshop —1996 • Innovation Groups Regional Conference, 1996 • Texas City Management Association Annual Conference, 1996 • Florida City/County Management Assoc. Annual Conference, 1996 • North Carolina City/County Management Association Annual Conference, 1996 • Quorum Foundations for the Future, 1996 • International City/County Management Association Conference, 1996 • Texas City Management Association Conference, 1995 • Kansas Innovation Groups Regional Workshop, 1995 • City -County Communications & Marketing Association National Conference, 1994 • National League of Cities Innovations in Government National Conference, 1994 • Innovation Groups Regional Workshop, 1994 • Texas Foundation for the Improvement of Local Government Institute, 1994 198 of 266 Ronald Mack Holifield OTHER HONORS AND ACTIVITIES • American MENSA member • Distinguished Alumni, Abilene Christian University • Abilene Christian University Public Administration Visiting Committee • Texas Tech University, Center for Public Service, Alumni of the Year Page 7 of 7 199 of 266 TAB 5 200 of 266 PROJECT METHODOLOGY SGR provides a comprehensive scope of executive recruitment services, and each executive recruitment service contract is tailored to meet the client's specific needs. However, a full- service recruitment typically entails the following: 1. Organizational Inquiry and Analysis • Outline Project Plan and Timeline • Individual Interviews with Search Committee / Key Personnel / Community Leaders (if desired) • Development of Position Profile and Professional Production of Brochure 2. Advertising and Recruitment • Ad Placement • Social Media and Marketing of Position • Ongoing Communication with Applicants and Prospects 3. Initial Screening and Review • Management of Applications • Evaluation and Triage of Resumes • Search Committee Briefing to Facilitate Selection of Semifinalists 4. Evaluation of Semifinalist Candidates • Personal Interaction with Semifinalist Candidates • Written Questionnaire • Recorded Online Interviews • Media Search Stage 1 • Semifinalist Briefing Books • Search Committee Briefing to Facilitate Selection of Finalists 5. Evaluation of Finalist Candidates • Comprehensive Media Search Stage 2 • Comprehensive Background Investigation Report • DiSC Management Assessment • Finalist Briefing Books • Press Release (if desired) • Stakeholder Engagement (if desired) 6. Interview Process • First Year Game Plan (if desired) • Conduct Interviews • Deliberations • Reference Checks 7. Negotiations and Hiring Process • Determine the Terms of an Offer • Negotiate Terms and Conditions of Employment • Transition Strategy 8. Post -Hire Team Building workshop (supplemental service, if desired) • I -OPT Team Building Workshop 201 of 266 Step 1: Organizational Inquiry and Analysis In the Organizational Inquiry and Analysis Stage, SGR devotes tremendous energy to understanding your organization's unique culture, environment, and goals to ensure you get the right match for your particular needs. Outline Project Plan and Timeline SGR will meet with the client at the outset of the project to finalize the recruitment plans and timeline. At this time, SGR will also request that the client provide additional information about the community, organization, and position. Information requested will include general information and available resources about the community, school district, economic vitality, political leadership, organization, strategic plan, governing body goals and objectives, budget information, major projects, job description, salary range, benefits package, etc. Individual Interviews with Search Committee and Key Personnel (if desired) Fully understanding your organizational needs is the most critical part of conducting a successful executive recruitment. SGR conducts individual interviews with the Search Committee, key staff, and/or direct reports to find out more about the position, special considerations, and the political environment. These interviews last approximately 30 minutes to one hour each and identify individual issues that may affect the dynamics of the recruitment, as well as develop a composite understanding of the organization's preferences. This process helps with organizational buy -in and will assist us in developing the Position Profile as we look for any significant staff issues or major disconnects that may not otherwise be apparent. Development of Position Profile Brochure Following the individual interviews and internal analysis, SGR will develop a draft Position Profile Brochure that is reviewed and revised in partnership with your organization until everyone agrees it accurately reflects the sought-after leadership and management characteristics. A sample brochure is included with this proposal document. Step 2: Advertising and Recruitment The Advertising and Recruitment stage includes ad placement, email distribution of the Position Profile, responding to inquiries about the position, and ongoing communication with applicants and prospects. Ad Placement / Social Media and Marketing of Position The Executive Recruiter and client work together to determine the best ways to advertise and recruit for the position. Ads are typically placed in various state and national publications, targeting the most effective venues for reaching qualified candidates for that particular position. SGR's preferred strategy is to rely on email distribution of the Position Profile Brochure to key opinion leaders and potential prospects across the country. The position will be announced in our "10 in 10" e -newsletter, which reaches over 64,000 local government professionals, in 202 of 266 addition to a targeted email announcement to specific professional categories and/or areas of the country. By utilizing an email distribution strategy, these brochures tend to "get legs" of their own, resulting in a very high penetration rate at minimal cost. SGR will utilize Facebook, Twitter, personal phone calls, personal emails, Linkedln, Instagram, and Pinterest to promote the position. This communication is both to solicit high potential candidates and to encourage key local government professionals to share information within their professional circles. Ongoing Communication with Applicants and Prospects SGR communicates with all applicants on a frequent and ongoing basis to ensure applicants stay enthusiastic about the opportunity. Outstanding prospects often will not submit a resume until they have done considerable homework on the available position. A significant number of inquiries will be made, and it is essential that the executive search firm be prepared to answer those questions with fast, accurate, and complete information, and in a warm and personal manner. This is one of the first places a prospective candidate will develop an impression about organization, and it is an area in which SGR excels. SGR also utilizes Google Alerts for each client organization and provides updates to our Executive Recruiters and applicants of any references made regarding the client organization in various media outlets. Step 3: Initial Screening and Review This stage of the executive recruitment involves managing the flow of resumes, and screening and evaluating resumes. Management of Applications Handling the flow of resumes is an ongoing and significant process. On the front end, it involves tracking resumes and promptly acknowledging their receipt. It also involves timely and personal responses to any questions or inquiries. Evaluation and Triage of Resumes SGR uses a triage process to identify high -probability, medium -probability, and low -probability candidates. The triage ranking is focused on overall assessment based on interaction with the applicant, qualifications, any known issues regarding previous work experience, and evaluation of cultural fit with the organization. In contrast with the triage process described above, which focuses on subjective assessment of the resumes and how the candidates present themselves, we also evaluate each candidate to make sure that the minimum requirements of the position are met, and which of the preferred requirements are met. This sifting process assesses how well candidates' applications fulfill the recruitment criteria outlined in the Position Profile. 203 of 266 Search Committee Briefing / Selection of Semifinalist Candidates At this briefing, SGR will provide a comprehensive progress report via PowerPoint presentation and will facilitate the selection of approximately 5-12 semifinalists. The presentation will include summary information on the process so far, the candidate pool overall, and any trends or issues that have arisen, as well as a briefing on each candidate and their credentials. No other firm offers this level of reporting detail and transparency. Step 4: Evaluation of Semifinalist Candidates Reviewing resumes is an important and valuable step in the executive recruitment process. However, the simple fact is that resumes can be misleading. They tell you nothing about the individual's personal qualities or his/her ability to get along with other people. Resumes can also exaggerate or inflate accomplishments or experience. SGR's responsibility is to go more in- depth than the resume to ensure that those candidates who continue in the process are truly outstanding. Personal Interaction with Semifinalist Candidates SGR's goal is to have a clear understanding of the person behind the resume and what makes him/her an outstanding prospect for you. The evaluation of semifinalist candidates includes follow-up by phone when appropriate to ask any questions about underlying issues. Written Questionnaire SGR will ask semifinalist candidates to complete a comprehensive written exercise designed to provide greater insight into candidate thought processes and communication styles. SGR's written instrument is custom-designed around the priorities identified by the Search Committee and usually includes about 20 questions focusing on 5-6 key areas of particular interest to the client. This written instrument will be included in the semifinalist briefing book along with the cover letters and resumes. Recorded Online Interviews SGR offers recorded online videos of candidates answering pre-recorded questions. This provides a very insightful, efficient and cost effective way to gain additional insights to utilize in selecting finalists you want to come in for live interviews. The online interviews allow the Search Committee to evaluate technological competence, demeanor, verbal communication skills, and on -camera presence. Online interviews also convey to candidates that the organization is using leading edge technology in its business processes and provide an opportunity for the Search Committee to ask candidates questions on specific topics of special interest. Online interviews are emailed to the Search Committee for viewing prior to selection of finalist candidates. Media Search Stage 1 Stage 1 of our media search involves a comprehensive review of all newspaper articles on the candidate in major news outlets within the previous two years. These media reports at the semifinalist stage have proven helpful by uncovering issues that were not previously disclosed 204 of 266 by prospective candidates. The Executive Recruiter will communicate any "red flags" to the Search Committee immediately upon discovery. Search Committee Briefing / Selection of Finalist Candidates Prior to this briefing, SGR will provide each member of the Search Committee with a briefing book on the semifinalist candidates. The briefing book will include written questionnaires, online interviews, and any additional information obtained about the candidate. The purpose of this briefing is to facilitate narrowing the list to 4-6 finalists who will be invited for personal interviews. Step 5: Evaluation of Finalist Candidates Once the finalists have been selected, SGR will coordinate with you to schedule interviews. Comprehensive Media Search Stage 2 These Stage 2 Media Reports are compiled by utilizing our proprietary media search process including variations of the candidates' names and states/cities in which they have lived or worked, and searches of local papers where the candidates have lived or worked. We also search social media sites. The Media Reports typically range from 20-300 pages per candidate and may include news articles, links to video interviews, blog posts by residents, etc. The Media Reports are put into an easy -to -read format and recorded onto flash drives for the Search Committee. The candidate's name is highlighted each time it appears. These media reports have proven helpful to Search Committees by uncovering issues that were not previously disclosed by candidates and that would likely not have been discovered through an automated search or Google search, typically used by other recruitment firms. The Media Reports also give the Search Committee an overview of the type and extent of press coverage that a candidate has experienced over the course of his/her career. Comprehensive Background Investigation Reports Through SGR's partnership with FirstCheck, a licensed private investigations company, we are able to provide our clients with comprehensive background screening reports that include detailed information such as: • Social Security number trace • Address history • Driving history/motor vehicle records • Credit report • Federal criminal search • National criminal search • County wants and warrants • Global homeland security search • Sex offender registry search • State criminal search (for current and previous states of residence) • County criminal search (for every county in which candidate has lived or worked) 205 of 266 • County civil search (for every county in which the candidate has lived or worked) • Education verification A sample Background Investigation Report is included with this proposal document. Assessments (DiSC Management Profile) It is critical for you to know as much as you can about your new executive before hiring him/her. Historically, employers have depended upon resumes, references, and interviews as sources of information for making hiring decisions. In practice, these sources have often proved inadequate for consistently selecting successful employees. The use of assessments has become essential for employers who want to place the right people in the right positions. SGR uses a DiSC Management assessment tool, which is among the most validated and reliable personal assessment tools available. The DiSC Management Profile analyzes and reports comprehensively on the candidate's preferences in five vital areas: management style, directing and delegating, motivation, development of others, and working with his/her own manager. Press Release (if desired) Until you have "sealed the deal," you need to be cautious in order to avoid the embarrassment of a premature announcement that does not work out. You also want to try to notify all senior staff and unsuccessful candidates before they read about it in the newspaper. SGR will assist with this coordination and with drafting any announcements or press releases. Stakeholder Engagement (if desired) At the discretion of the Search Committee, we will work closely with your organization to engage stakeholders in the recruitment process. Our recommendation is that we design a specific stakeholder engagement process after we learn more about the organization and the community. Different approaches work best in different communities. Below is an array of options we have used in the past, but we will collaborate with your organization to determine which option, or combination of options, will be the most effective for the unique needs of the organization. • Interviewing community leaders at the outset of the recruitment; • Holding a public forum for citizen engagement at the outset of the recruitment; • Facilitating a Q&A series in the local newspaper with finalist candidates. This would run a week or two prior to the interviews; • Utilize a citizen committee to conduct the early stage candidate screening and then turn over a semifinalist list to the City Council (if applicable); • Community leader reception; • Meet and greet; • Search Committee and key community leader dinner meeting; • "Round Robin" forum meetings with various community groups during a multi -day interview process; and, • Site visits by citizen committee members to the finalist candidates' communities to report back. 206 of 266 Step 6: Interview Process Once the finalists have been selected, SGR will coordinate with you to schedule interviews. First Year Game Plan (if desired) The "First Year Game Plan" is a process where finalist candidates are provided with the contact information for elected officials, key staff, and community leaders, and candidates are given free rein to make contact with all of them in advance and use those insights to develop a "first year game plan" based on what they know so far. Feedback is received from the key contacts on their impressions of the finalist candidates from the interactions with the candidates prior to the interviews. This exercise provides the opportunity to evaluate candidates' written and interpersonal communication skills, as well as critical analysis skills. Conduct Interviews SGR will schedule interviews at a date/time convenient to your organization. This process can be as simple, or as complex, as your organization desires. SGR will help you determine the specifics you need. SGR will prepare sample interview questions and will participate throughout the process to make it smooth and efficient. Deliberations SGR will facilitate a discussion about the finalist interviews and assist the Search Committee in making a hiring decision or on whether to bring back one or more candidates for a second interview. Reference Checks Our reference checks are the most comprehensive in the industry. We place very little confidence on the references provided by the candidates since those can be expected to be biased. Instead, we will typically talk to as many as 20 professional contacts for a given candidate including elected officials, direct supervisors, direct reports, internal organizational peers, professional peers in other organizations, civic leaders, and media representatives. We always seek out the candidate's greatest critics and greatest fans to ensure a complete, yet balanced, perspective and overview of each candidate. Step 7: Negotiations and Hiring Process Once the organization is ready to make an offer, SGR can provide additional assistance to the client in the following areas. Determine the Terms of an Offer Upon request, SGR will provide comparative data for selected organizations, appropriate employment agreement language, and other similar information to assist you in determining an appropriate offer to extend to your candidate of choice. Negotiate Terms and Conditions of Employment 207 of 266 SGR will assist to whatever degree you deem appropriate in conducting negotiations with the chosen candidate. SGR will determine and define any special needs or concerns of the chosen candidate, including anything that could be a complicating factor. SGR is experienced and prepared to help craft win -win -solutions to negotiation "log -jams." Transition Strategy There are a variety of transition issues when hiring a new executive. SGR will brief the client on transition issues that need to be addressed and will provide a recommendation on what actions to take. Together, we will create a transition strategy that builds the foundation for a successful long-term relationship. Step 8: Post -Hire Team Building Analysis (supplemental service) SGR can provide a customized team building workshop after you hire for the position. SGR utilizes 1 -OPT, which is a validated measurement tool that shows how a person perceives and processes information. Because people "see" different things when they assess a situation, they are motivated to take various courses of action, so understanding you and your colleagues' I - OPT Profiles will enable you to work much more effectively as a team. The price is $4,000 for a half-day onsite workshop, plus travel expenses, and $150 per person for I -OPT reports (if not previously completed as part of the recruitment process), which include Individual Analysis Report, Emotional Impact Management Report, Change Management Report, and Team Management Report. Two -Person Reports can be ordered for an additional fee of $50 per report. 208 of 266 TAB 6 209 of 266 TIMELINE (STANDARD RECRUITMENT) Task • Contract Executed • Outline Project Plan, Timeline • Individual Interviews with Search Committee / Key Personnel / Community Leaders (if desired) • Development of Position Profile Brochure • Search Committee Reviews and Approves Brochure • Ad Placements • Accept Applications • Email Distribution and Marketing of Position Profile • Triage and Scoring of Resumes • Search Committee Briefing (Slide Presentation) / Select Semifinalists • Candidates Complete Questionnaire and Online Interviews • Stage 1 Media Searches • Deliverable: Semifinalist Briefing Books • Search Committee Briefing / Select Finalist Candidates • Comprehensive Media Search Stage 2 • Comprehensive Background Screening Report • Candidates Complete DiSC Management Assessment • Deliverable: Finalist Briefing Books • Stakeholder Engagement (if desired) • Conduct Interviews • Deliberations • Reference Checks • Negotiations • Announcement/ Press Release Weeks Week 1 Weeks 2-3 Weeks 4-7 Week 8 Week 9 Week 10 Week 11 Weeks 12-13 Week 14 Week 15 *Each recruitment timeline is different based an the particular needs of the organization. 5GR has completed searches in as little as 45 days, although this is not the recommended approach. We have also extended recruitment well beyond 15 weeks, based on the preference of the client. 210 of 266 TAB 7 211 of 266 PROJECT COST All -Inclusive Maximum Price Professional Services Fee: $ 18,500 Expenses Not -to -Exceed: $ 3,500 All -Inclusive, Not -to -Exceed Maximum Price: $ 22,000* (Discounted $6,000 off full price of $28,000) Expenses Not -to Exceed SGR does not bill the client for any expenses except for those explicitly detailed herein. Items included in the Expenses Not -to -Exceed include: • Professional production of a high quality brochure. This brochure (typically 4 pages) is produced by SGR's graphic designer for a flat fee of $1,500. • Ad placement in appropriate professional publications, including trade journals and websites, and related advertising to announce the position. This is billed at actual cost, with no markup for overhead. (However, the costs of ad placements in newspapers are not part of the not -to -exceed ad placement costs.) • Printing of documents and materials. Reproduction costs for reports and briefing books presented to the client at 26 cents per copy, plus the cost of binders/binding. Flash drives are billed at $10 each. • Online interviews. There is a cost of $200 for each recorded online interview. SGR recommends conducting online interviews at the semifinalist stage (up to 12 semifinalists). • Psychometric Assessments. There is a cost of $150 per candidate for the DISC Management Profile (up to 6 finalists). • Comprehensive Media Reports — Stage 2. There is a cost of $500 per candidate. SGR recommends conducting Stage 2 media searches on the finalist candidates (up to 6 finalists). • Comprehensive Background Investigation Reports. There is a cost of $300 per candidate for comprehensive background screening reports prepared by our licensed private investigations provider. SGR recommends conducting comprehensive background investigations on the finalist candidates (up to 6 finalists). • Travel for the Executive Recruiter (incurred for the benefit of the client). Meals are billed at a per diem rate of $10 for breakfast, $15 for lunch, and $25 for dinner. Mileage will be reimbursed at the current IRS rate. All other travel -related expenses are billed back at actual cost, with no markup for overhead. • Up to four (4) visits/trips by the Recruiter to the Organization. Any additional visits/trips by the Recruiter to the Organization will be billed over and above the not -to -exceed maximum price. 212 of 266 *Supplemental Services The supplemental services listed below are not included in the maximum price above. These supplemental services include: • Candidate Travel. Candidates are typically reimbursed directly by the client for travel expenses. If the client prefers a different arrangement for candidate travel, SGR will be glad to accommodate the client's wishes. • Post -Hire Team Building Analysis. A half-day onsite workshop is $4,000, plus travel expenses, and $150 per person for I -OPT reports (if reports were not previously completed as part of the recruitment process), which include Individual Analysis Report, Emotional Impact Management Report, Change Management Report, and Team Management Report. Two -Person Reports can be ordered for an additional fee of $50 per report. • Site Visits to Communities of Finalist Candidates. If desired, the Executive Recruiter will travel to the communities of the finalist candidates to conduct onsite visits. Site visits will be charged at a day rate of $1,000 per day, plus travel expenses. • In the unexpected event the client shall request that unusual out of pocket expenses be incurred, said expenses will be reimbursed at the actual cost with no mark up for overhead. • If the client desires any supplemental services not mentioned in this section, an estimate of the cost and hours to be committed will be provided at that time, and no work shall be done without approval. Supplemental services will be billed out at $250 per hour. Billing Professional fees for the recruitment are billed in three equal installments during the course of the recruitment. The initial installment is billed after the Organizational Inquiry and Analysis is completed and the position profile has been created. The second installment is billed when semifinalists are selected. The final installment is billed at the conclusion of the recruitment. Expense (reimbursable) items and supplemental services will be billed with each of the three installments, as appropriate. 213 of 266 214 of 266 PROVISION OF SERVICE GUARANTEE SGR guarantees that you will be satisfied with the results of the recruitment process, or we will repeat the entire process at no additional professional fee until you find a candidate that you desire. Additionally, if you select a candidate (that SGR has fully vetted) who resigns or is released within 18 months of their hire date, SGR will repeat the process at no additional professional fee to the client. If the Organization circumvents SGR's recruitment process and selects a candidate who did not participate in the full recruitment process, the service guarantee is null and void. We also guarantee that we will not directly solicit a candidate we bring to you for another job. 215 of 266 Between THE CITY OF SEBASTIAN, FLORIDA And Joseph F. Griffin Signed: 23 April 2014 216 of 266 EMPLOYMENT AGREEMENT THIS AGREEMENT made and entered into the 23'a day of April, 2014, by and between the City of Sebastian, Florida, a Florida Municipal Corporation (hereinafter referred to as "City") and Joseph F. Griffin (hereinafter, referred to as "Mr. Griffin") pursuant to the following terms and conditions: WHEREAS, the City Council desires to retain Mr. Griffin as City Manager of the City of Sebastian; and WHEREAS, the City expects Mr. Griffin to perform all of the responsibilities and obligations required of the City of Sebastian pursuant to the City Charter, Codes and Ordinances, and applicable State and Federal regulations; and WHEREAS, the City Council desires to provide specific terms of employment for the position of City Manager; and WHEREAS, Mr. Griffin is desirous of entering into an employment relationship with the City of Sebastian to perform the services required of City Manager; NOW THEREFORE in consideration of the mutual covenants contained herein, the City of Sebastian and Mr. Griffin, hereby agree as follows: 1. APPOINTMENT The City Council hereby appoints Mr. Griffin as the City Manager of the City of Sebastian, effective as of 0800, 24 April 2014, subject to all terms and conditions of this Agreement. The City confers upon Mr. Griffin all powers, duties, and responsibilities as prescribed and permitted by the laws of the State of Florida, the City Charter, Ordinances and other Codes of the City of Sebastian. 111. TERM OF EMPLOYMENT 2. This Agreement shall become effective upon execution thereof by the last party signing the same, and continue in effect until terminated pursuant to the terms of Section VII hereof. 2 217 of 266 III. COMPENSATION AND BENEFITS 3. Salary - Mr. Griffin's salary for the initial period of this Agreement shall be $115,000 per year payable in bi-weekly installments. 4. Insurance - The City hereby agrees to provide and pay for health, vision, and dental insurance for Mr. Griffin and his spouse. Said insurance benefits are to be the same as those available for all other full-time City of Sebastian employees and are subject to change if said benefits are changed for other City of Sebastian employees generally. 5. Retirement - The City agrees to contribute to its existing 401(a) program, or any new retirement/deferred compensation program instituted by the City on behalf of its employees, an amount equivalent to a set percentage of his annual salary, said percentage amount being detennined by matching the highest percentage amount being contributed on behalf of full-time employees generally. 6. Vacation - Mr. Griffin shall accrue vacation benefits at the same rate as provided to employees of the City generally. Upon termination of employment with the City, Mr. Griffin shall be entitled to full compensation for all accrued vacation time as additional salary. 7. Sick Leave - Mr. Griffin shall accrue sick leave at the same rate provided to employees of the City generally. Upon termination of employment with the City, W. Griffin shall be entitled to full compensation for all accrued sick leave as additional salary. 8. Disability - Mr. Griffin shall be provided disability benefits to the same degree as provided other employees of the City generally. 9. Professional Associations - The City agrees to budget, to the extent funds are available, for payment of dues, subscriptions, and educational seminars necessary for the performance of Mr. Griffin responsibilities and duties as City Manager. 10. Business Expenses - The City agrees to reimburse Mr. Griffin for all expenses incurred by Mr. Griffin directly related to the performance of his duties as City Manager. This provision, however, shall not be construed to require the City to reimburse Mr. Griffin for expenses that would not otherwise be authorized pursuant to Florida Statutes, City Charter or 3 218 of 266 Ordinances of the City of Sebastian. 11. Discretionary Time - In addition to accrued vacation time, Mr. Griffin shall be entitled to discretionary time consistent with the employment policies of the City as established and modified from time to time. 12 Vehicle Allowance - Mr. Griffin shall be entitled to the use of a City surplus vehicle for business use and personal use within twenty-five (25) miles of the City of Sebastian. 13. Other Benefits - Mr. Griffin shall be entitled to other benefits as from time to time may be afforded other full-time employees of the City of Sebastian generally. IV. REVIEW AND EVALUATION 14. Evaluation - performance evaluations will be performed in accordance with Resolution R-10-05. V. RESIDENCY 15. Mr. Griffin agrees to maintain his residency within the boundaries of the City of Sebastian. V1. )FULL-TIlVIE EMPLOYMENT 16. Mr. Grim will undertake his duties as City Manager on a full-time basis and shall devote his complete efforts to the business of the City. 17. As part of his duties, Mr. Griffin shall attend all public meetings, hearings and workshops of the City Council, and meetings of other boards as is in the best interest of the City. VII. TERMINATION 18. The term of this agreement notwithstanding, either party shall have the right to terminate this Agreement upon providing written notice of termination to the other party. This provision notwithstanding, however, during the first two years, the City may only terminate the agreement without cause if it pays to Mr. Griffin an amount equal to four (4) months of his annual salary. After the second year of this contract, the City may only terminate the agreement without cause if the City pays to Mr. Griffin the amount equal to three (3) months of his salary. Mr. 4 219 of 266 Griffin may terminate this Agreement upon furnishing the City sixty (60) days written notice. 19. Notwithstanding any provisions of this Agreement to the contrary, the City may terminate (Mr. Griffin with cause pursuant to the terms of the City Charter. 20." Mr. Griffin is terminated for cause, the City shall not be obligated to pay any compensation or benefits to Mr. Griffin pursuant to the provision of Paragraph 18 hereof, not to include accruals. VIII. INNDEMNIFICATION 21. Subject to any limitations imposed by Florida law, the City shall defend, save harmless and indemnify Mr. Griffin against any tort, professional liability claim or demand or other legal action, whether groundless or otherwise, arising out of an alleged act or omission by Mr. Griffin acting within the course and scope of his duties as City Manager. IX. GOVERNING LAW 22. This Agreement shall be subject to and governed by the laws of the State of Florida and venue for its enforcement shall be in Indian River County, Florida. The parties hereto expressly waive trial by jury as to any and all issues related to this Agreement and the employment of Mr. Griffin. X. MODIFICATIONS 23. No provision of this Agreement may be changed or modified except by written agreement executed by both parties hereto. XI. ENTIRE AGREEMENT 24_ This Agreement constitutes the entire Agreement between the parties and contains all the Agreements described herein between the parties with respect to the subject matter hereof: Said Agreement supersedes any and all other Agreements, either oral or in writing, between the parties hereto with respect to the subject matter of this Agreement. XII. NOTICES 25. All notices, consents, requests, instructions, approvals, and other communications provided for herein shall be validly given, made or served if in writing and delivered personally 220 of 266 or sent by registered snail, postage prepaid, return receipt requested, to the hereinafter designated address (or at such other address which shall be specified by like notice): To the Employer: City of Sebastian Attn: Mayor 1225 Main Street Sebastian, FL 32958 With a Copy to: City of Sebastian Attn: City Clerk 1225 Main Street Sebastian, FL 32958 To the Employee: Joseph F. Griffin 688 Gossamer Wing Way Sebastian, FL 32958 XIII. HEADINGS 26. The headings in this Agreement are for purposes of reference only and shall not limit or otherwise affect the meaning hereof. XIV. ENFORCEMENT 27. In the event that it should become necessary for either party to retain the services of an attorney to enforce the terms of this Agreement, the prevailing party in any litigation which is brought on this Agreement shall be awarded all of its costs and expenses incurred at the trial and all appellate levels, without respect to who is the initiating party and shall apply to an action for declaratory relief if the party instituting it asserts specific contentions concerning the Agreement which are filed upon by the Court. IN WITNESS WHEREOF, the City of Sebastian has caused the Agreement to be executed by its Mayor and duly attested by its City Cleric, and Joseph Griffin has executed this Agreement, as of the day and year first above written. 6 221 of 266 The City of Sebastian A Florida Municipal Corporation Bob McPartlan, Mayor ATTEST: Joseph F. Griffin, City Manager Approved as to form and legality for reliance by the City of Sebastian: Sally Ma' , City Clerk Robert Ginsburg, City Attorney 222 of 266 SEBAST V HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: 10 January 2018 Agenda Item Title: Airport Security Cameras and Gate Access Upgrades Recommendation: Approve FDOT JPA Grant No. 442856-1-94-01. Authorize the City Manager to execute documents. Approve R-18-01. Background: This project involves camera and recording equipment upgrades to the Sebastian Municipal Airport (SMA) Security System. This equipment is needed to replace broken, failing, and aging equipment to enhance video resolution quality so that it becomes useful to investigative authorities. Upgrades to the system include greater video storage capability, improved video monitoring, software recommended by the Sebastian Police Department, and the addition of airport gate access card readers for Gates 4 and 21. Project amount is $80,000. FDOT participation is 80% or $64,000. This Agenda Item Requires the following Expenditure of Funds: Total Project Cost not to exceed: $80,000 Fund(s) to be Utilized: DST and FDOT JPA Grant Total FDOT JPA funding: $64,000 (80%) City/Airport Match: $16,000 (20%) Administrative Services Department/CFO Review: l 1 Attachments: City Manager Authorization: Date: 2 January 2018 1. JPA # 442856-1-94-01 2. Resolution R-18.01 223 of 266 Financial Project Number(s): 442856-1-94-01 i I em •a ag me nt-phase -s e q u nn cel Contract Number: CFDA Number. CFDA Title: STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION PUBLIC TRANSPORTATION JOINT PARTICIPATION AGREEMENT Fund: DPTO Function: 215 Federal Number: DUNS No.: 80-939-7102 Agency DUNS No.: FLAIR Category: 086719 Object Code: 751000 Org. Code: 55042010429 Vendor No.: VF596000427008 CSFA Number: 55.004 CSFA Title: Aviation Grant Proqram 72SA3o-0a PUBLIC Page 1 of 15 THIS JOINT PARTICIPATION AGREEMENT ("Agreement"), made and entered into this day of by and between the STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, an agency of the State of Florida, ("Department"), and CIN of Sebastian 202 Airoort Drive East Sebastian. FL 32958 ("Agency"). The Department and Agency agree that all terms of this Agreement will be completed on or before 12/31/2019 and this Agreement will expire unless a time extension is provided in accordance with Section 16.00. WITNESSETH; WHEREAS, the Agency has the authority to enter into said Agreement and to undertake the Project hereinafter described, and the Department has been granted the authority to function adequately in all areas of appropriate jurisdiction including the implementation of an integrated and balanced transportation system and is authorized under 332.007 (Aviation) Florida Statutes, to enter into this Agreement. NOW, THEREFORE, in consideration of the mutual covenants, promises and representations herein, the parties agree as follows: 1.00 Purpose of Agreement The purpose of this Agreement is to provide for the Department's participation in Upgrade Airport Security Camerae System and Gate Access at Sebastian Municipal Airport and as further described in Exhibit "A" attached to and incorporated into this Agreement ("Project"), and to provide Departmental financial assistance to the Agency, state the terms and conditions upon which such assistance will be provided, and to set forth the manner in which the Project will be undertaken and completed. 1.10 Exhibits. A,B,C & D are attached and incorporated into this Agreement. 224 of 266 725-0]0.46 PUBLIC 06c - 62018 Pape 2 of 15 2.00 Accomplishment of the Project: 2,10 General Requirements. The Agency shall commence, and complete the Project, with all practical dispatch, in a sound, economical, and efficient manner, and in accordance with the provisions of this Agreement, and all applicable laws. 2.20 Pursuant to Federal, State, and Local Law, In the event that any election, referendum, approval, permit, notice, or other proceeding or authorization is requisite under applicable law to enable the Agency to enter into this Agreement or to undertake the Project, or to observe, assume or carry out any of the provisions of the Agreement, the Agency will initiate and consummate, as provided by law, all actions necessary with respect to any such matters so requisite. 2.30 Funds of the Agency. The Agency shall initiate and prosecute to completion all proceedings necessary, including federal aid requirements, to enable the Agency to provide the necessary funds for completion of the Project. 2.40 submission of Proceedings, Contracts and Other Documents. The Agency shall submit to the Department such data, reports, records, contracts and other documents relating to the Project as the Department may require as listed in Exhibit "C" attached to and incorporated into this Agreement. The Department has the option to require an activity report on a quarterly basis . The activity report will include details of the progress of the Project towards completion. 3.00 Total Project Cost. The total estimated cost of the Project Is 80.000.00. This amount is based upon the estimate summarized in Exhibit "S" attached to and incorporated into this Agreement. The Agency agrees to bear all expenses in excess of the total estimated cost of the Project and any deficits involved. 4.00 Project Costs Participation and Eligibility: 4,10 Department Participation. The Department agrees to maximum participation, including contingencies, in the Project in the amount of 64,000.00 as detailed in Exhibit "B", or in an amount equal to the percentage(s) of total cost shown in Exhibit "B", whichever is less. 4.11 Agency Participation (Non -State Sources), The Agency agrees to minimum participation, including contingencies, in the Project in the amount of 16.000.00 as detailed in Exhibit "B", or in an amount equal to the percentage(s) of the total cost shown in Exhibit "B", whichever is more. 4.12 Federal Awards. The Agency, a non-federal entity, El is 0 is not a recipient of a federal award, as detailed in Exhibit "B." 4.20 Project Cost Eligibility. Project costs eligible for State participation will be allowed only from the effective date of this Agreement. It is understood that State participation in eligible Project costs is subject to: a) Legislative approval of the Department's appropriation request in the adopted work program year that the Project is scheduled to be committed; b) Availability of funds as stated in Section 15.00 of this Agreement; Approval of all plans, specifications, contracts or other obligating documents as required by the Department, and all other terms of this Agreement; c) Department approval of costs in excess of the approved funding or attributable to actions which have not received the required approval of the Department and all other terms of this Agreement; d) Department approval of the Project scope and budget (Exhibits "A" and `B") at the time appropriation authority becomes available. 4.30 Front End Funding. Front end funding El is 0 is not applicable. If applicable, the Department may initially pay 100% of the total allowable incurred Project costs up to an amount equal to its total share of participation as shown in paragraph 4.10. 5.00 Project Budget and Payment Provisions: 5.10 The Project Budget Prior to the execution of this Agreement, a Project schedule of funding shall be prepared by the Agency and approved by the Department The Agency shall maintain said schedule -of funding, carry out the Project, and shall incur obligations against and make disbursements of Project funds only in conformity with the latest approved schedule of funding for the Project, attached and incorporated into this Agreement as Exhibit "B." The schedule of funding 2yq be -F dsed by 725930-08 PUBLIC OOC - 62018 Page 3 of 15 execution of a Supplemental Agreement between the Department and the Agency. The Agency acknowledges and agrees .that funding for this Project may be reduced upon determination of the Agency's contract award amount. If revised, a copy of the Supplemental Agreement small be forwarded to the Department's Comptroller. No increase or decrease shall be effective unless it complies with fund participation requirements of this Agreement and is approved by the Department's Comptroller. 5.20 Payment Provisions. Unless otherwise allowed, payment will begin in the year the Project or Project phase is scheduled in the work program as of the date of the Agreement Payment will be made for actual costs incurred as of the date the invoice is submitted with the final payment due upon receipt of a final Invoice. Payment shall be made only after receipt and approval of goods and services unless advance payments are authorized by the Chief Financial officer of the State of Florida under Chapters 215 and 216, Florida Statutes. If the Department determines that the performance of the Agency is unsatisfactory, the Department shall notify the Agency of the deficiency to be corrected, which correction shall be made within a time -frame to be specified by the Department. The Agency shall, within sixty (60) days after notice from the Department, provide the Department with a corrective action plan describing how the Agency will address all issues of Agreement non-performance, unacceptable performance, failure to meet the minimum performance levels, deliverable deficiencies, or Agreement non-compliance. If the corrective action plan is unacceptable to the Department, the Agency shall be assessed a non-performance retainage equivalent to 10% of the total invoice amount. The retainage shall be applied to the invoice for the then -current billing period. The retainage shall be withheld until the Agency resolves the deficiency. If the deficiency is subsequently resolved, the Agency may bill the Department for the retained amount during the next billing period. If the Agency is unable to resolve the deficiency, the funds retained may be forfeited at the end of the Agreement's term. 6.00 Accounting Records: 6.90 Establishment and Maintenance of Accounting Records. The Agency shall establish for the Project, in conformity with requirements established by Department's program guidelines/procedures and "Principles for State and Local Governments", 2 CFR Part 225, separate accounts to be maintained within its existing accounting system or establish independent accounts. Such accounts are referred to herein collectively as the "Project account." Records of costs incurred under terms of this Agreement shall be maintained in the Project account and made available upon request to the Department at all limes during the period of this Agreement and for five (5) years after final payment is made. Copies of these documents and records shall be furnished to the Department upon request. Records of costs incurred include the Agency's general accounting records and the Project records, together with supporting documents and records, of the Agency and all sub -consultants performing work on the Project and all other records of the Agency and sub -consultants considered necessary by the Department for a proper audit of costs. If any litigation, claim, or audit is started before the expiration of the five (5) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. 6.20 Costs Incurred for the Project The Agency shall charge to the Project account all eligible costs of the Project. Costs in excess of the latest approved budget or attributable to actions which have not received the required approval of the Department shall not be considered eligible costs. 6.30 Documentation of Project Costs. Ali costs charged to the Project, including any approved services contributed by the Agency or others, shall be supported by properly executed payrolls, time records, invoices, contracts, or vouchers evidencing in proper detail the nature and propriety of the charges. 6.40 Checks, orders, and Vouchers. Any check or order drawn by the Agency with respect to any item which is or will be chargeable against the Project account will be drawn only in accordance with a properly signed voucher then on file in the office of the Agency stating in proper detail the purpose for which such check or order is drawn. All checks, payrolls, invoices, contracts, vouchers, orders, or other accounting documents pertaining in whole or in part to the Project shall be clearly identified, readily accessible, and, to the extent feasible, kept separate and apart from all other such documents. 6.60 Audits. The administration of Federal or State resources awarded through the Department to the Agency by this Agreement may be subject to audits and/or monitoring by the Department. The following requirements do not limit the authority of the Department to conduct or arrange for the conduct of additional audits or evaluations of Federal awards or State Financial assistance or limit the authority of any state agency inspector general, the State of Florida Auditor General, or any other state official. The Agency shall comply with all audit and audit reporting requirements as specified below. 226 of 266 725-03(1•06 PUBLIC OGO.612016 Page 4 nl 15 1. Federal Funded a) In addition to reviews of audits conducted in accordance with 2 CFR Part 200, Subpart F - Audit Requirements, monitoring procedures may include but not be limited to on-site visits by Department staff and/or other procedures including, reviewing any required performance and financial reports, following up, ensuring corrective action, and issuing management decisions on weaknesses found through audits when those findings pertain to Federal awards provided through the Department by this Agreement. By entering into this Agreement, the Agency agrees to comply and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department. The Agency further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Department, State of Florida Chief Financial Officer (CFO) or State of Florida Auditor General. b) The Agency, a non -Federal entity as defined by 2 CFR Part 200, Subpart F - Audit Requirements, as subrecipient of a Federal award awarded by the Department through this Agreement is subject to the following requirements: i. In the event the Agency expends a total amount of Federal awards equal to or in excess of the threshold established by 2 CFR Part 200, Subpart F - Audit Requirements, the Agency must have a Federal single or program -specific audit conducted for such fiscal year in accordance with the provisions of 2 CFR Part 200, Subpart F - Audit Requirements, Exhibit D to this Agreement provides the required Federal award identification information needed by the Agency to further comply with the requirements of 2 CFR Part 200, Subpart F - Audit Requirements. In determining Federal awards expended in a fiscal year, the Agency must consider all sources of Federal awards based on when the activity related to the Federal award occurs, including the Federal award provided through the Department by this Agreement. The determination of amounts of Federal awards expended should be in accordance with the guidelines established by 2 CFR Part 200, Subpart F - Audit Requirements. An audit conducted by the State of Florida Auditor General in accordance with the provisions of 2 CFR Part 200, Subpart F - Audit Requirements, will meet the requirements of this part. ii. In connection with the audit requirements, the Agency shall fulfill the requirements relative to the auditee responsibilities as provided in 2 CFR Part 200, Subpart F - Audit Requirements. W. In the event the Agency expends less than the threshold established by 2 CFR Part 200, Subpart F - Audit Requirements, in Federal awards, the Agency is exempt from Federal audit requirements for that fiscal year. However, the Agency must provide a single audit exemption statement to the Department at FDOTS maleAuditfa'-ldot.state.I'Los_ no later than nine months after the end of the Agency's audit period for each applicable audit year, In the event the Agency expends less than the threshold established by 2 CFR Part 200, Subpart F - Audit Requirements, in Federal awards in a fiscal year and elects to have an audit conducted in accordance with the provisions of 2 CFR Part 200, Subpart F - Audit Requirements, the cost of the audit must be paid from non -Federal resources (i.e., the cost of such an audit must be paid from the Agency's resources obtained from other than Federal entities). iv. The Agency must electronically submit to the Federal Audit Clearinghouse (FAC) at httosllharvester.censLIS, clovlfacwehi the audit reporting package as required by 2 CFR Part 200, Subpart F - Audit Requirements, within the earlier of 30 calendar days after receipt of the auditor's report(s) or nine months after the end of the audit period. The FAC is the repository of record for audits required by 2 CFR Part 200, Subpart F - Audit Requirements. However, the Department requires a copy of the audit reporting package also be submitted to FDOTS inoleAuditOdot.state.fl.us within the earlier of 30 calendar days after receipt of the auditor's report(s) or nine months after the end of the audit period as required by 2 CFR Part 200, Subpart F - Audit Requirements. v, Within six months of acceptance of the audit report by the FAC, the Department will review the Agency's audit reporting package, including corrective action plans and management letters, to the extent necessary to determine whether timely and appropriate action on all deficiencies has been taken pertaining to the Federal award provided through the Department by this Agreement If the Agency fails to have an audit conducted in accordance with 2 CFR Part 2012 tbazrt266- Audit 725430 -DB PUSUC OGD - Ono to Pago S e115 Requirements, the Department may impose additional conditions to remedy noncompliance. If the Department determines that noncompliance cannot be remedied by imposing additional conditions, the Department may take appropriate actions to enforce compliance, which actions may include but not be limited to the following: 1. Temporarily withhold cash payments pending correction of the deficiency by the Agency or more severe enforcement action by the Department; 2. Disallow (deny both use of funds and any applicable matching credit for) all or part of the cost of the activity or action not in compliance; 3. Wholly or partly suspend or terminate the Federal award; 4. Initiate suspension or debarment proceedings as authorized under 2 CFR Part 180 and Federal awarding agency regulations (or in the case of the Department, recommend such a proceeding be initiated by the Federal awarding agency); 5. Withhold further Federal awards for the Project or program; 6. Take other remedies that may be legally available. A. As a condition of receiving this Federal award, the Agency shall permit the Department, or its designee, the CFO or State of Florida Auditor General access to the Agency's records including financial statements, the independent auditor's working papers and project records as necessary. Records related to unresolved audit findings, appeals or litigation shall be retained until the action is complete or the dispute is resolved. vll. The Department's contact Information for requirements under this part is as follows: Office of Comptroller, MS 24 605 Suwannee Street Tallahassee, Florida 32399-0450 FDOTSinaleAudit M..dot.state.fl.us 2. State Funded a) In addition to reviews of audits conducted in accordance with Section 215.97, Florida Statutes, monitoring procedures to monitor the Agency's use of state financial assistance may include but not be limited to on-site visits by Department staff and/or other procedures including, reviewing any required performance and financial reports, following up, ensuring corrective action, and issuing management decisions on weaknesses found through audits when those findings pertain to state financial assistance awarded through the Department by this Agreement. By entering into this Agreement, the Agency agrees to comply and cooperate fully with any monitoring procedures/processes deemed appropriate by the Department. The Agency further agrees to comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Department, the Department of Financial Services (DFS) or State of Florida Auditor General. b) The Agency, a nonstate entity as defined by Section 215,97(2)(m), Florida Statutes, as a recipient of state financial assistance awarded by the Department through this Agreement is subject to the following requirements: 1. In the event the Agency meets the audit threshold requirements established by Section 215.97, Florida Statutes, the Agency must have a State single or project -specific audit conducted for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Department of Financial Services; and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. Exhibit D to this Agreement indicates state financial assistance awarded through the Department by this Agreement needed by the Agency to further comply with the requirements of Section 215,97, Florida Statutes. In determining the state financial assistance expended in a fiscal year, the Agency shall consider all sources of state financial assistance, including state financial assistance received from the Department by this Agreement, other state agencies and other nonstate entities. State financial assistance does not include Federal 228 of 266 7250]0-08 PUBLIC OOc . 8'2818 Pape 8 of 77 direct or pass-through awards and resources received by a nonstate entity for Federal program matching requirements. II. In connection with the audit requirements, the Agency shall ensure that the audit complies with the requirements of Section 215.97(8), Florida Statutes. This includes submission of a financial reporting package as defined by Section 215.97(2)(e), Florida Statutes, and Chapters 10.550 (local governmental entiiies) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. M. In the event the Agency does not meet the audit threshold requirements established by Section 215.97, Florida Statutes, the Agency is exempt for such fiscal year from the state single audit requirements of Section 215.97, Florida Statutes. However, the Agency must provide a single audit exemption statement to the Department at FDOTSincleAudit(a)dot state.fl.us no later than nine months after the end of the Agency's audit period for each applicable audit year. In the event the Agency does not meet the audit threshold requirements established by Seefion 215,97, Florida Statutes, in a fiscal year and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit must be paid from the Agency's resources (i.e., the cost of such an audit must be paid from the Agency's resources obtained from other than State entities). iv. In accordance with Chapters 110.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, copies of financial reporting packages required by this Agreement shall be submitted to: Florida Department of Transportation Office of Comptroller, MS 24 605 Suwannee Street Tallahassee, Florida 32399-0405 FDOTSInoleAudit aSdot.state. fl. us And State of Florida Auditor General Local Government Audits/342 111 West Madison Street, Room 401 Tallahassee, FL 32399-1450 Email: flaudaen IncalaovtOaud.state, R.us V. Any copies of financial reporting packages, reports or other information required to be submitted to the Department shall be submitted timely in accordance with Section 215.97, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, as applicable. Vi. The Agency, when submitting financial reporting packages to the Department for audits done in accordance with Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date the reporting package was delivered to the Agency in correspondence accompanying the reporting package. vii. Upon receipt, and within six months, the Department will review the Agency's financial reporting package, including corrective action plans and management letters, to the extent necessary to determine whether timely, and appropriate corrective action on all deficiencies has been taken pertaining to the state financial assistance provided through the Department by this Agreement. if the Agency fails to have an audit conducted consistent with Section 215.97, Florida Statutes, the Department may take appropriate corrective action to enforce compliance, viii. As a condition of receiving state financial assistance, the Agency shall permit the Department, or its designee, DFS or the Auditor General access to the Agency's records including financial statements, 229 of 266 72S03D-0 PUBUr 030 • 6=16 Page 7 01 45 the independent auditor's working papers and project records as necessary. Records related to unresolved audit findings, appeals or litigation shall be retained until the action is complete or the dispute is resolved. 3. The Agency shall retain sufficient records demonstrating its compliance with the terms of this Agreement for a period of five years from the date the audit report is issued and shall allow the Department, or its designee, DFS or State of Florida Auditor General access to such records upon request. The Agency shall ensure that the audit working papers are made available to the Department, or its designee, DFS or State of Florida Auditor General upon request for a period of rive years from the date the audit report is issued unless extended in writing by the Department. 6.60 Insurance. Execution of this Agreement constitutes a certification that the Agency has and will maintain the ability to repair or replace any Project equipment or facilities in the event of loss or damage due to any accident or casualty for the useful life of such equipment or facilities. In the event of the loss of such equipment or facilities, the Agency shall either replace the equipment or facilities or reimburse the Department to the extent of its interest in the lost equipment or facility. The Department may waive or modify this section as appropriate. 7.00 Requisitions and Payments: 7.10 Action by the Agency. In order to obtain any Department funds, the Agency shall file with the Department of Transportation, District Four Public Transportation Office 3400 West Commercial Boulevard Fort Lauderdale. FL 33309 . its requisition on a form or forms prescribed by the Department, and any other data pertaining to the Project account (as defined in Paragraph 6.10 hereof) to justify and support the payment requisitions. 7.11 Deliverables. The Agency shall provide the following quantifiable, measurable and verifiable units of deliverables as established in Exhibit "A." Each deliverable must specify the required minimum level of service to be performed and the criteria for evaluating successful completion. 7.12 Invoices. Invoices for fees or other compensation for services or expenses shall be submitted in detail sufficient for a proper pre -audit and post -audit thereof, based on the quantifiable, measurable and verifiable units of deliverables as established in Exhibit "A." Deliverables must be received and accepted in writing by the Department's Project Manager prior to payments. 7.13 Supporting Documentation. Supporting documentation must establish that the deliverables were received and accepted in writing by the Department and that the required minimum level of service to be performed based on the criteria for evaluating successful completion as specified in Section 2.00 and Exhibit "A" has been met. 7.14 Travel Expenses. Invoices for any travel expenses by the Agency shall be submitted in accordance with Section 112.061, Florida Statutes, and shall be submitted on the Department's Contractor Travel Form No. 300-000-08. The Department may establish rates lower than the maximum provided in Chapter 112.061, Florida Statutes, 7.15 Property Acquisition. For real property acquired, submit: a) The date the Agency acquired the real property. b) A statement by the Agency certifying that the Agency has acquired said real property, and actual consideration paid for real property. c) A statement by the Agency certifying that the appraisal and acquisition of the real property together with any attendant relocation of occupants was accomplished in compliance with all federal laws, rules and procedures required by any federal oversight agency and with all state laws, rules and procedures that may apply to the Agency acquiring the real property. 7.20 The Department's Obligations. Subject to other provisions of this Agreement, the Department will honor requests for reimbursement to the Agency pursuant to this Agreement However, notwithstanding any other provision of this Agreement, the Department may elect by notice in writing not to make a payment if. a) The Agency shall have made misrepresentation of a material nature in its application, or any supplement or amendment to its application, or with respect to any document or data furnished with its application or pursuant to 230 of 266 725430-M PUBLIC 00C - 812016 Pace B 01 1S this Agreement; b) There is any pending litigation with respect to the performance by the Agency of any of its duties or obligations which may jeopardize or adversely affect the Project, the Agreement, or payments to the Project; c) The Agency shall have taken any action pertaining to the Project which, under this Agreement, requires the approval of the Department or has made related expenditures or incurred related obligations without having been advised by the Department that same are approved; d) There has been any violation of the conflict of interest provisions contained in this Agreement; e) The Agency has been determined by the Department to be in default under any of the provisions of the Agreement; or f) Any federal agency providing federal financial assistance to the Project suspends or terminates federal financial assistance to the Project. In the event of suspension or termination of federal financial assistance, the Agency will reimburse the Department for all disallowed costs, including any and all federal financial assistance as detailed in Exhibit "B." 7.30 Disallowed Costs. In determining the amount of the payment, the Department will exclude all Project costs incurred by the Agency prior to the effective date of this Agreement, after the expiration date of this Agreement, costs which are not provided for in the latest approved scope and budget for the Project, costs attributable to goods or services received under a contract or other arrangements which have not been approved by the Department, and costs invoiced prior to receipt of annual notification of fund availability. 7.40 Payment Offset. If, after Project completion, any claim is made by the Department resulting from an audit or for work or services performed pursuant to this Agreement, the Department may offset such amount from payments due for work or services done under any public transportation joint participation agreement which it has with the Agency owing such amount if, upon demand, payment of the amount is not made within sixty (60) days to the Department. Offsetting amounts shall not be considered a breach of contract by the Department. 8.00 Termination or Suspension of Project: 8.10 Termination or Suspansion Generally. If the Agency abandons or, before completion, finally discontinues the Project; or for any other reason, the commencement, prosecution, or timely completion of the Project by the Agency is rendered improbable, infeasible, impossible, or illegal, the Department will, by written notice to the Agency, suspend any or all of its obligations under this Agreement until such time as the event or condition resulting in such suspension has ceased or been corrected, or the Department may terminate any or all of its obligations under this Agreement 8.11 Action Subsequent to Notice of Termination or Suspension. Upon receipt of any final termination or suspension notice under this Section 8, the Agency shall proceed promptly to carry out the actions required in such notice, which may include any or all of the following: (1) necessary action to terminate or suspend, as the case may be, Project activities and contracts and such other action as may be required or desirable to keep to the minimum the costs upon the basis of which the financing is to be computed; (2) furnish a statement of the Project activities and contracts, and other undertakings the cost of which are otherwise includable as Project costs; and, (3) remit to the Department such portion of the financing and any advance payment previously received as Is determined by the Department to be due under the provisions of the Agreement. The termination or suspension shall be carried out in conformity with the latest schedule, plan, and budget as approved by the Department or upon the basis of terms and conditions imposed by the Department upon the failure of the Agency to furnish the schedule, plan, and budget within a reasonable time. The approval of a remittance by the Agency or the closing out of federal financial participation in the Project shall not constitute a waiver of any claim which the Department may otherwise have arising out of this Agreement 8.12 Access to Documents and Materials. The Department reserves the right to unilaterally cancel this Agreement for refusal by the Agency, contractor, sub -contractor, or materials vendor to comply with the provisions of Chapter 119, Florida Statutes. 9.00 Audit and Inspection. The Agency shall permit, and shall require its contractors to permit, the Department's authorized representatives to inspect all work, materials, payrolls, records; and to audit the books, records and accounts pertaining to the financing and development of the Project. 10.00 Contracts of the Agency: 231 of 266 725.010 -QB PUBLIC 00C -W7010 Pogo 8 of 15 10.10 Third Party Agreements. The Department specifically reserves the right to review and approve any and all third party contracts with respect to the Project before the Agency executes or obligates itself in any manner requiring the disbursement of Department funds, including consultant, purchase of commodities contracts or amendments thereto. If the Department chooses to review and approve third party contracts for this Project and the Agency fails to obtain such approval, that shall be sufficient cause for nonpayment by the Department as provided in Section 7.20(c). The Department specifically reserves unto itself the right to review the qualifications of any consultant or contractor and to approve or disapprove the employment of the same, If Federal Transit Administration (FTA) funds are used in the Project, the Department must exercise the right to third party contract review. 10.20 Procurement of Personal Property and Services: 10.21 Compliance with Consultants' Competitive Negotiation Act It is understood and agreed by the parties to this Agreement that participation by the Department in a project with an Agency, where said project involves a consultant contract for engineering, architecture or surveying services, is contingent on the Agency complying in full with provisions of Chapter 287.055, Florida Statutes, Consultants' Competitive Negotiation Act, the federal Brooks Act, 23 CFR 172, and 23 U.S.C. 112.. At the discretion of the Department, the Agency will involve the Department in the Consultant Selection Process for all projects funded under this Agreement. In all cases, the Agency's Attorney shall certify to the Department that selection has been accomplished in compliance with Chapter 287.055, Florida Statutes, the Consultants' Competitive Negotiation Act and the federal Brooks Act. 10,22 Procurement of Commodities or Contractual Services. It is understood and agreed by the parties hereto that participation by the Department in a project with an Agency, where said project involves the purchase of commodities or contractual services or the purchasing of capital equipment or the constructing and equipping of facilities, which includes engineering, design, and/or construction activities, where purchases or costs exceed the Threshold Amount for CATEGORY TWO per Chapter 287.017, Florida Statutes, is contingent on the Agency complying in full with the provisions of Chapter 287.057, Florida Statutes. The Agency's Attorney shall certify to the Department that the purchase of commodities or contractual services has been accomplished in compliance with Chapter 287.057, Florida Statutes. It shall be the sole responsibility of the Agency to ensure that any obligations made in accordance with this Section comply with the current threshold limits. Contracts, purchase orders, task orders, construction change orders, or any other agreement that would result in exceeding the current budget contained in Exhibit "B`, or that is not consistent with the Project description and scope of services contained in Exhibit "A" must be approved by the Department prior to Agency execution. Failure to obtain such approval, and subsequent execution of an amendment to the Agreement if required, shall be sufficient cause for nonpayment by the Department as provided in Section 7.20(c). 10.30 Disadvantaged Business Enterprise (DBE) Policy and Obligation. It is the policy of the Department that DBE's, as defined in 49 CFR Part 26, as amended, shall have the opportunity to participate in the performance of contracts financed in whole or in part with Department funds under this Agreement. The DBE requirements of applicable federal and state laws and regulations apply to this Agreement. The Agency and its contractors agree to ensure that DBE's have the opportunity to participate in the performance of this Agreement. In this regard, all recipients and contractors shall take all necessary and reasonable steps in accordance with applicable federal and state laws and regulations to ensure that the DBE's have the opportunity to compete for and perform contracts. The Agency and its contractors and subcontractors shall not discriminate on the basis of race, color, national origin or sex in the award and performance of contracts, entered pursuant to this Agreement 10.40 Procurement of Construction Services. If the Project is procured pursuant to Chapter 255 for construction services and at the time of the competitive solicitation for the Project 50 percent or more of the cost of the Project is to be paid from state -appropriated funds, then the Agency must comply with the requirements of Section 255.099(1), Florida Statutes. 11.00 Restrictions, Prohibitions, Controls, and Labor Provisions: 11.10 Equal Employment Opportunity. In connection with the carrying out of any project; the Agency shall not discriminate against any employee or applicant for employment because of race, age, creed, color, sex or national origin. The Agency will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard t0 their race, age, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: Employment upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of 232 of 266 725030.08 PUBLIC OGC . 82018 Pagr $0 0115 compensation; and selection for training, including apprenticeship, The Agency shall insert the foregoing provision modified only to show the particular contractual relationship in all its contracts In connection with the development or operation of the Project, except contracts for standard commercial supplies or raw materials, and shall require all such contractors to insert a similar provision in all subcontracts, except subcontracts for standard commercial supplies or raw materials. When the Project involves installation, construction, demolition, removal, site improvement, or similar work, the Agency shall post, in conspicuous places available to employees and applicants for employment for Project work, notices to be provided by the Department setting forth the provisions of the nondiscrimination clause. 11.20 Title VI - Civil Rights Act of 1964. Execution of this Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Title V1 of the Civil Rights Act of 1964 (42 U.S.C. 2000d, et seq.), the Regulations of the Federal Department of Transportation issued thereunder, and the assurance by the Agency pursuant thereto. 11.30 Title VIII - Civil Rights Act of 1968. Execution of this Agreement constitutes a certification that the Agency will comply with all the requirements imposed by Title VIII of the Civil Rights Act of 1968 (42 U.S.C. 3601, et seq.), which among other things, prohibits discrimination in employment on the basis of race, color, national origin, creed, sex, and age. 11.40 Americans with Disabilities Act of 1990 (ADA). Execution of this Agreement constitutes a certification that the Agency will comply with all the requirements imposed by the ADA (42U.S.C. 12102, et seq,), the regulations of the federal government issued thereunder, and the assurance by the Agency pursuant thereto. 11.50 Prohibited Interests. The Agency shall not enter into a contract or arrangement in connection with the Project or any property included or planned to be included in the Project, with any officer, director or employee of the Agency, or any business entity of which the officer, director or employee or the officer's, director's or employee's spouse or child is an officer, partner, director, or proprietor or in which such officer, director or employee or the officer's, director's or employee's spouse or child, or any combination of them, has a material interest. a) "Material Interest' means direct or indirect ownership of more than 5% of the total assets or capital stock of any business entity. b) The Agency shall not enter into any contract or arrangement in connection with the Project or any property included or planned to be included in the Project, with any person or entity who was represented before the Agency by any person who at any time during the immediately preceding two (2) years was an officer, director or employee of the Agency. c) The provisions of this subsection shall not be applicable to any agreement between the Agency and its fiscal depositories, any agreement for utility services the rates for which are fixed or controlled by the government, or any agreement between the Agency and an agency of state government. 11.60 Interest of Members of, or Delegates to, Congress or Legislature. No member or delegate to the Congress of the United States, or the State of Florida legislature, shall be admitted to any share or part of the Agreement or any benefit arising therefrom. 12.00 Miscellaneous Provisions: 92.10 Environmental Regulations. Execution of this Agreement constitutes a certification by the Agency that the Project will be carried out in conformance with all applicable environmental regulations including the securing of any applicable permits. The Agency wilt be solely responsible for any liability in the event of non-compliance with applicable environmental regulations, including the securing of any applicable permits, and will reimburse the Department for any loss incurred in connection therewith. 12.20 Department Not Obligated to Third Parties. The Department shall not be obligated or liable hereunder to any party other than the Agency, 12.30 When Rights and Remedies Not Waived. In no event shall the making by the Department of any payment to the Agency constitute or be construed as a waiver by the Department of any breach of covenant or any default which may then exist, on the part of the Agency, and the making of such payment by the Department while any such breach or default shall exist shall in no way impair or prejudice any right or remedy available to the Department with respect to such breach or default 233 of 266 725-030-D6 PUBLIC Clic-W2016 Popf 11 0115 12.40 Severability. If any provision of this Agreement is held invalid, the remainder of this Agreement shall not be affected. In such an instance the remainder would then continue to conform to the terms and requirements of applicable law. 12.50 Bonus or Commission. By execution of the Agreement the Agency represents that it has not paid and, also, agrees not to pay, any bonus or commission for the purpose of obtaining an approval of its application for the financing hereunder. 12,60 State or Territorial Law. Nothing in the Agreement shall require the Agency to observe or enforce compliance with any provision thereof, perform any other act or do any other thing in contravention of any applicable State law: Provided, that if any of the provisions of the Agreement violate any applicable State law, the Agency will at once notify the Department in writing in order that appropriate changes and modifications may be made by the Department and the Agency to the end that the Agency may proceed as soon as possible with the Project. 12.70 Use and Maintenance of Project Facilities and Equipment The Agency agrees that the Project facilities and equipment will be used by the Agency to provide or support public transportation for the period of the useful life of such facilities and equipment as determined In accordance with general accounting principles and approved by the Department. The Agency further agrees to maintain the Project facilities and equipment in good working order for the useful life of said facilities or equipment. 12.71 Property Records. The Agency agrees to maintain property records, conduct physical inventories and develop control systems as required by 49 CFR Part 18, when applicable. 12.80 Disposal of Project Facilities or Equipment. If the Agency disposes of any Project facility or equipment during its useful life for any purpose except its replacement with like facility or equipment for public transportation use, the Agency will comply with the terms of 49 CFR Part 18 relating to property management standards. The Agency agrees to remit to the Department a proportional amount of the proceeds from the disposal of the facility or equipment. Said proportional amount shall be determined on the basis of the ratio of the Department financing of the facility or equipment as provided in this Agreement. The Agency must remit said proportional amount to the Department within one (1) year after the official date of disposal. 12.90 Contractual Indemnity. To the extent provided by Section 768.28, Florida Statutes, the Agency shall indemnify, defend, and hold harmless the Department and all of its officers, agents, and employees from any claim, loss, damage, cost, charge, or expense arising out of any act, error, omission, or negligent act by the Agency, its agents, or employees, during the performance of the Agreement, except that neither the Agency, its agents, or its employees will be liable under this paragraph for any Bairn, loss, damage, cost, charge, or expense arising out of any act, error, omission, or negligent act by the Department or any of its officers, agents, or employees during the performance of the Agreement. Nothing in this Agreement shall be construed as a waiver by the Agency of any sovereign immunity protections that may be provided by Section 768.28, Florida Statutes. When the Department receives a notice of claim for damages that may have been caused by the Agency in the performance of services required under this Agreement, the Department will immediately forward the claim to the Agency. The Agency and the Department will evaluate the claim and report their findings to each other within fourteen (14) working days and will jointly discuss options in defending the claim. After reviewing the claim, the Department will determine whether to require the participation of the Agency in the defense of the claim or to require that the Agency defend the Department in such claim as described in this section. The Department's failure to promptly notify the Agency of a claim shall not act as a waiver of any right herein to require the participation in or defense of the claim by Agency. The Department and the Agency will each pay its own expenses for the evaluation, settlement negotiations, and trial, if any. However, if only one party participates in the defense of the claim at trial, that party is responsible for all expenses at trial. 13.00 Plans and Specifications. In the event that this Agreement involves the purchasing of capital equipment or the constructing and equipping of facilities, where plans and specifications have been developed, the Agency shall provide an Engineer's Certification that certifies Project compliance as listed below, or in Exhibit "C" if applicable. For the plans, specifications, construction contract documents, and any and all other engineering, construction, and contractual documents produced by the Engineer, hereinafter collectively referred to as "plans', the Agency will certify that: a) All plans comply with federal, state, and professional standards as well as minimum standards established by the Department as applicable; b) The pians were developed in accordance with sound engineering and design principles, and with generally accepted professional standards; 234 of 266 c) The plans are consistent with the intent of the Project as defined in Exhibits the Scope of Services; and d) The plans comply with all applicable laws, ordinances, zoning and requirements, and other similar regulations. 725070-06 PUBLIC OOc • W01B Papa 12 of 15 'A' and "B" of this Agreement as well as permitting requirements, public notice Notwithstanding the provisions of this paragraph, the Agency, upon request by the Department, shall provide plans and specifications to the Department for review and approvals. 14.00 Project Completion, Agency Certification. The Agency will certify in writing on or attached to the final invoice, that the Project was completed in accordance with applicable plans and specifications, is in place on the Agency facility, that adequate title is in the Agency and that the Project is accepted by the Agency as suitable for the intended purpose. 15.00 Appropriation of Funds: 15.10 Contingency of Payment. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature. If the Department's funding for this Project is in multiple fiscal years, funds approval from the Department's Comptroller must be received each fiscal year prior to costs being incurred. See Exhibit "B" for funding levels by fiscal year. Project costs utilizing these fiscal year funds are not eligible for reimbursement if incurred prior to funds approval being received. The Department will notify the Agency, in writing, when funds are available. 15.20 Multi -Year Commitment. In the event this Agreement is In excess of $25,000 and has a term for a period of more than one (1) year, the provisions of Chapter 339.135(6)(a), Florida Statutes, are hereby incorporated: "The Department, during any fiscal year, shall not expend money, incur any liability, or enter into any contract which, by its terms, involves the expenditure of money in excess of the amounts budgeted as available for expenditure during such fiscal year. Any contract, verbal or written, made in violation of this subsection is null and void, and no money may be paid on such contract. The Department shall require a statement from the comptroller of the Department that funds are available prior to entering into any such contract or other binding commitment of funds. Nothing herein contained shall prevent the making of contracts for periods exceeding 1 year, but any contract so made shall be executory only for the value of the services to be rendered or agreed to be paid for in succeeding fiscal years; and this paragraph shall be incorporated verbatim In all contracts of the Department which are for an amount in excess of $25,000 and which have a term for a period of more than 1 year." 16.00 Expiration of Agreement The Agency agrees to complete the Project on or before 12/3112019 . If the Agency does not complete the Project within this time period, this Agreement will expire unless an extension of the time period is requested by the Agency and granted in writing by the Department prior to expiration of this Agreement. Expiration of this Agreement will be considered termination of the Project and the procedure established in Section 8.00 of this Agreement shall be initiated. The cost of any work performed after the expiration date of this Agreement will not be reimbursed by the Department. 16.10 Final Invoice. The Agency must submit the final invoice on this Project to the Department within 120 days after the expiration of this Agreement. 17.00 Agreement Format. All words used in this Agreement in the singular form shall extend to and include the plural. All words used In the plural form shall extend to and include the singular. All words used in any gender shall extend to and include all genders. 18,00 Execution of Agreement This Agreement may be simultaneously executed in a minimum of two counterparts, each of which so executed shall be deemed to be an original, and such counterparts together shall constitute one in the same instrument. 19.00 Restrictions on Lobbying: 19.10 Fedoral, The Agency agrees that no federal ly-a pproprla led funds have been paid. or will be paid by or on behalf of the Agency, to any person for influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cggPar ties —W ement, 725.030.06 vu6uc OGC - 612016 Pea+ 13 of 15 and the extension, continuation, renewal, amendment or modification of any federal contract, grant, loan or cooperative agreement If any funds other than federally -appropriated funds have been paid by the Agency to any person for influencing or attempting to influence an officer or employee of any federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Agreement, the undersigned shall complete and submit Standard Farm -LLL, "Disclosure of Lobbying Activities," in accordance with its instructions. The Agency shall require that the language of this section be included in the award documents for all sub -awards at all tiers (including subcontracts, sub -grants, and contracts under grants, loans and cooperative agreements) and that all sub -recipients shall certify and disclose accordingly. 19.20 State, No funds received pursuant to this Agreement may be expended for lobbying the Legislature, the judicial branch or a state agency. 20.00 Vendors Rights. The Agency providing goods and services to the Department should be aware of the following time frames: a) The Department has 20 days to deliver a request for payment (voucher) to DFS. The 20 days are measured from the latter of the date the invoice is received or the date the goods or services are received, inspected. and approved. Approval and inspection of goods or services shall take no longer than 20 days following the receipt of a complete and accurate invoice. b) If a payment is not available within 40 days, then a separate interest penalty at a rate established pursuant to Section 55.03(1), Florida Statutes, will be due and payable, in addition to the invoice amount, to the Agency. The 40 days are measured from the fatter of the date the invoice is received or the date the goods or services are received, inspected, and approved. Interest penalties of less than one (1) dollar will not be enforced unless the Agency requests payment. Invoices that have to be returned to the Agency because of Agency preparation errors will result in a delay in the payment. The invoice payment requirements do not start until a property completed invoice is provided to the Department. A Vendor Ombudsman has been established within DFS. The duties of this individual include acting as an advocate for Agencies who may be experiencing problems in obtaining timely payment(s) from the Department. The Vendor Ombudsman may be contacted at (850) 413-5516. 21.00 Restrictions, Prohibits, Controls, and Labor Provisions. During the performance of this Agreement, the Agency agrees as follows, and shall require the following provisions to be included in each contract and subcontract entered into pursuant to this Agreement: a) A person or affiliate who has been placed an the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. b) In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity. c) An entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or have further been determined by the Department to be a non -responsible contractor may not submit a bid or perform work for the construction or repair of a public building or public work on a contract with the Agency. d) Neither the Agency nor any of its contractors or their subcontractors shall enter into any contract, subcontract or arrangement in connection with the Project or any property included or planned to be included in the Project in which 236 of 266 r2s.oaB.ce PUBLIC GGC . enO16 Page 14 of 15 any member, officer or employee of the Agency or the locality during tenure or for two (2) years thereafter has any interest, direct or indirect. If any such present or former member, officer or employee involuntarily acquires or had acquired prior to the beginning of tenure any such interest, and if such interest is immediately disclosed to the Agency, the Agency, with prior approval of the Department, may waive the prohibition contained in this paragraph provided that any such present member, officer or employee shall not participate in any action by the Agency or the locality relating to such contract, subcontract or arrangement. The Agency shall insert in all contracts entered into in connection with the Project or any property included or planned to be included in any Project, and shall require its contractors to insert in each of their subcontracts, the following provision: "No member, officer or employee of the Agency or of the locality during his tenure or for 2 years thereafter shall have any interest, direct or indirect, in this contract or the proceeds thereof." The provisions of this paragraph shall not be applicable to any agreement between the Agency and its fiscal depositories or to any agreement for utility services the rates for which are fixed or controlled by a governmental agency. 23.00 Employment Eligibility (Using E -Verify). AgencyNendors/Contractors: a) Shall utilize the U.S. Department of Homeland Security's E -Verify system to verify the employment eligibility of all new employees hired by the Agency during the term of the Agreement; and b) Shall expressly require any contractors and subcontractors performing work or providing services pursuant to the Agreement to likewise utilize the U.S. Department of Homeland Security's E -Verify system to verify the employment eligibility of all new employees hired by the contractor or subcontractor during the Agreement term. 24.00 Inspector General Cooperation. The Parties agree to comply with Section 20.055(5), Florida Statutes, and to incorporate in all subcontracts the obligation to comply with Section 20.055(5), Florida Statutes. 25.00 Maintenance of Project. The Agency agrees to maintain any project not on the State Highway System constructed under this Agreement. 26.00 Federal Grant Number. If the Federal grant number is not available prior to execution of the Agreement, the Department may unilaterally add the Federal grant number to the Agreement without approval of the Agency and without an amendment to the Agreement. If this occurs, an updated Agreement that includes the Federal grant number will be provided to the Agency and uploaded to the Department of Financial Services' Florida Accountability Contract Tracking System (FACTS). 237 of 266 IN WITNESS WHEREOF, the parties hereto have caused these presents be executed, the day and year first above written, AGENCY City of Sebastian AGENCY NAME SIGNATORY (PRINTED OR TYPED) SIGNATURE TITLE DEPARTMENT Stacy L. Miller, P.E. DEPARTMENT OF TRANSPORTATION Director of Transportation Development TITLE LEGAL REVIEW, DEPARTMENT OF TRANSPORTATION See attached E=ncumbrance Form for date of Funding Approval by Comptroller 725-030-06 PUBLIC oGC • 6f2o16 Page 15 0 FS 238 of 266 Fin. Proj. No. 442856-1-94-01 Contract No: Agreement Date: EXHIBIT "A" PROJECT DESCRIPTION AND RESPONSIBILITIES This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and the City of Sebastian. PROJECT LOCATION: Sebastian Municipal Airport PROJECT DESCRIPTION: Upgrade Airport Security Camera System and Gate Access Replace airport security cameras and video recorders; add card swipe access controls for Gates 4 and 21. Upgrades involve replacement of approximately 35 cameras with units that offer high resolution and recorders that can capture up to 30 -days of imagery. Video Monitors will tie into the Police department. SPECIAL CONSIDERATIONS BY AGENCY: The audit report(s) required in paragraph 6.5 of the Agreement shall include a schedule of project assistance that will reflect the Department's contract number, Financial Project Number and the Federal Identification number, where applicable and the amount of state funding action (receipt and disbursement of funds) and any federal or local funding action and the funding action from any other source with respect to the project. SPECIAL CONSIDERATIONS BY DEPARTMENT: Effective July 1, 2010, Section 215.971 of the Florida Statutes, requires agreements with the State to contain a scope of work that clearly establishes quantifiable and measurable deliverables. Each deliverable must specify the required level of service to be performed and the Department's criteria for evaluating successful completion. The items must be submitted and approved through the Florida Aviation Database http://www.florida-aviation- database.com/ filed under the appropriate Financial Management (FM) number to meet the deliverable requirements. The deliverables may be specified in subsequent agreements and/or task work orders related to this JPA. The deliverables must be received and accepted by the Department prior to the payment of services. The Department of Financial Services Internet link below provides guidance on clear and comprehensive scopes and deliverables development. The scope of work and deliverables are specifically addressed in chapter 3: httD://www. nivfloridacfo.com/aadir,fdocs/ContractandGrantManaQementU serGuide.odf 239 of 266 Financial Project No. 442856-1-94-01 Contract No. Agreement Date EXHIBIT "B" PROJECT BUDGET This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and Cjty of Sebastian 202 Airoort Drive East Sebastian. FL 32.58 referenced by the above Financial Project Number. 1. PROJECT COST: TOTAL PROJECT COST: 11, PARTICIPATION: Maximum federal Participation FAA Agency Participation In -Kind Cash Other Maximum Department Participation, Primary DPTO Federal Reimbursable Local Reimbursable TOTAL PROJECT COST: $ 80,000.00 $80,000.00 ( 0 %) or $ 0.00 ( %) or $ ( 20 %) or $ 16,000.00 ( %) or $ ( 80 %) or $ 64,000.00 ( %) or $ ( %) or $ $ 80,000.00 Pa e 10" 240 of 266 EXHIBIT "C" 725.040-15 AVIATION AVIATION PROGRAM ASSURANCES occ-03115 Financial Project No. 442856-1-94-01 Contract No. Agreement Date This exhibit forms an integral part of that certain Joint Participation Agreement between the State of Florida, Department of Transportation and Citv of Sebastian 202 Airoort Drive East Sebastian. FL 32958 A. General 1. The assurances herein shall form an integral part of the Joint Participation Agreement (Agreement) between the State of Florida, Department of Transportation (Department) and the airport sponsor, whether county or municipal government body or special district, such as an Airport Authority (herein, collectively referred to as "Agency"). 2. These assurances delineate the obligations of the parties to this Agreement to ensure their commitment and compliance with specific provisions of Exhibit A, "Project Description and Responsibilities" and Exhibit B, "Project Budget", as well as serving to protect public investment in public -use airports and the continued viability of the Florida Aviation System. 3. The Agency shall comply with the assurances as specified in this Agreement. 4. The terms and assurances of this Agreement shall remain in full force and effect throughout the useful life of a facility developed; equipment acquired; or project items installed within a facility for an airport development or noise compatibility program project, but shall not exceed 20 years from the effective date of this Agreement. 5. There shall be no limit on the duration on the terms and assurances of this Agreement regarding Exclusive Rights and Airport Revenue so long as the property is used as a public airport. 6. There shall be no limit on the duration of the terms and assurances of this Agreement with respect to real property acquired with funds provided by the State of Florida. 7. Subject to appropriations, the Department shall continue to comply with its financial commitment to this project under the terms of this Agreement, until such time as the Department may determine that the Agency has failed to comply with the terms of the Agreement and/or these assurances. B. An Agency that has been determined by the Department to have failed to comply with the terms of the Agreement and/or these assurances shall be notified, in writing, by the Department, identifying the specifics of the non-compliance and any corrective action by the Agency to remedy the failure. 9. Failure by the Agency to satisfactorily remedy the non-compliance shall absolve the Department's continued financial commitment to this project and immediately require the Agency to repay the Department the full amount of funds expended by the Department on this project. 10. Any history of failure to comply with the terms of an Agreement and/or assurances will jeopardize the Agency's eligibility for further state funding of airport projects by the Department. B. Agency Compliance Certification 1. General Certification: The Agency hereby certifies, with respect to this project, it will comply, within its authority, with all applicable, current laws and rules of the State of Florida and local government, as well as Department policies, guidelines, and requirements, including but not limited to the following (latest version of each document): a. Florida Statutes (F.S.) - Chapter 163, F.S., Local Government Comprehensive Planning and Land Development - Chapter 329, FS., Aircraft: Title; Liens; Registration; Liens 241 ofIM6°r 11 EXHIBIT "C" 725-040.15 AVIATION AVIATION PROGRAM ASSURANCES occ-03115 - Chapter 330, F.S., Regulation of Aircraft, Pilots, and Airports - Chapter 331, F.S., Aviation and Aerospace Facilities and Commerce - Chapter 332, F.S., Airports and Other Air Navigation Facilities - Chapter 333, F.S., Airport Zoning b. Florida Administrative Code (FAC) - Chapter 73C-41, FAC, Governing the Procedure for the Submittal and Review of Local Government Comprehensive Plans and Amendments - Chapter 14-60, FAC, Airport Licensing, Registration, and Airspace Protection - Section 62-256.300(5) FAC, Open Burning, Prohibitions, Public Airports - Section 62-701.320(13), FAC, Solid Waste Management, Permitting, Airport Safety c. Local Government Requirements - Airport Zoning Ordinance - Local Comprehensive Plan d. Department Requirements - Eight Steps to Building a New Airport - Florida Airport Revenue Use Guide - Florida Aviation Project Handbook - Guidebook for Airport Master Planning - Airport Compatible Land Use Guidebook 2. Construction Certification: The Agency hereby certifies, with respect to a construction -related project, that all design plans and specifications will comply with applicable federal, state, local, and professional standards, as well as Federal Aviation Administration (FAA) Advisory Circulars (AC's) and FAA issued waivers thereto, including but not limited to the following: a. Federal Requirements - FAA AC 7017460-1, Obstruction Marking and Lighting - FAA AC 15015300-13, Airport Design - FAA AC 15015370-2, Operational Safety on Airports During Construction - FAA AC 15015370-10, Standards for Specifying Construction of Airports b. Local Government Requirements - Local Building Codes - Local Zoning Codes c. Department Requirements 242 of "20"6 of 11 EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES acc-03115 - Manual of Uniform Minimum Standards for Design, Construction and Maintenance for Streets and Highways (Commonly Referred to as the "Florida Green Book") - Manual on Uniform Traffic Control Devices - Section 14-60.007, Florida Administrative Code, "Airfield Standards for Licensed Airports" - Standard Specifications for Construction of General Aviation Airports - Design Guidelines & Minimum Standard Requirements for T -Hangar Projects 3. Land Acquisition Certification: The Agency hereby certifies, regarding land acquisition, that it will comply with applicable federal and state policies, regulations, and laws, including but not limited to the following: a. Federal Requirements - Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 - National Environmental Policy of 1969 - FAA Order 5050.4, National Environmental Policy Act Implementing Instructions for Airport Projects - FAA Order 5100.376, Land Acquisition and Relocation Assistance for Airport Projects b. Florida Requirements - Chapter 73, F.S., Eminent Domain (re: Property Acquired Through Condemnation) - Chapter 74, F.S., Proceedings Supplemental to Eminent Domain (re: Condemnation) - Section 286.23, F.S., Public Business: Miscellaneous Provisions C. Agency Authority 1. Legal Authority: The Agency hereby certifies, with respect to this project Agreement, that it has the legal authority to enter into this Agreement and commit to this project; that a resolution, motion, or similar action has been duly adopted or passed as an official act of the airport sponsor's governing body authorizing this Agreement, including assurances contained therein, and directing and authorizing the person identified as the official representative of the goveming body to act on its behalf with respect to this Agreement and to provide any additional information as may be required. 2. Financial Authority: The Agency hereby certifies, with respect to this project Agreement, that it has sufficient funds available for that portion of the project costs which are not paid by the U.S. Government or the State of Florida; that it has sufficient funds available to assure future operation and maintenance of items funded by this project, which it will control; and that authority has been granted by the airport sponsor governing body to commit those funds to this project D. Agency Responsibilities The Agency hereby certifies it currently complies with or will comply with the following responsibilities: 1. Accounting System a. The Agency shall create and maintain a separate account to document all of the financial transactions related to the airport as a distinct entity. b. The accounting records shall be kept by the Agency or its authorized representative in accordance with Generally Accepted Accounting Principles and in an accounting system that will facilitate an effective audit in accordance with the 2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Section 215.97, F.S., Florida Single Audit Act. Page 3 of 11 243 of 266 EXHIBIT "C" 725.040-15 AVIATION AVIATION PROGRAM ASSURANCES occ-03115 c. The Department has the right to audit and inspect all financial records of the airport upon reasonable notice. 2. Good Title a. The Agency holds good title, satisfactory to the Department, to the airport or site thereof, or gives assurance, satisfactory to the Department, that good title will be obtained. b. For noise compatibility program projects undertaken on the airport sponsor's property, the Agency holds good title, satisfactory to the Department, to that portion of the property upon which state funds will be expended, or gives assurance, satisfactory to the Department, that good title will be obtained. 3. Preserving Rights and Powers a. The Agency will not take or permit any action which would operate to deprive it of any of the rights and powers necessary to perform any or all of the terms and assurances of this Agreement without the written approval of the Department. Further, it will act promptly to acquire, extinguish, or modify, in a manner acceptable to the Department, any outstanding rights or claims of right of others which would interfere with such performance by the Agency. b. If an arrangement is made for management and operation of the airport by any entity or person other than the Agency or an employee of the Agency, the Agency will reserve sufficient rights and authority to ensure that the airport will be operated and maintained in accordance with the terms and assurances of this Agreement. 4. Hazard Removal and Mitigation a. For airport hazards located on airport controlled property, the Agency will clear and protect terminal airspace required for instrument and visual operations at the airport (including established minimum flight altitudes) by removing, lowering, relocating, marking, or lighting or otherwise mitigating existing airport hazards and by preventing the establishment or creation of future airport hazards. b. For airport hazards not located on airport controlled property, the Agency will work in conjunction with the governing public authority or private land owner of the property to clear and protect terminal airspace required for instrument and visual operations at the airport (including established minimum flight altitudes) by removing, lowering, relocating, marking, or lighting or otherwise mitigating existing airport hazards and by preventing the establishment or creation of future airport hazards. The Agency may enter into an agreement with surrounding property owners or pursue available legal remedies to remove potential hazards to air navigation. 5. Airport Compatible Land Use a. The Agency assures that appropriate airport zoning ordinances are in place consistent with Section 333.03, F.S., "Airport Zoning", or If not in place, that it will take appropriate action necessary to ensure local government adoption of an airport zoning ordinance or interlocal agreement with another local government body having an airport zoning ordinance, consistent with the provisions of Section 333.03, F.S. b. The Agency assures that it will disapprove or oppose any attempted alteration or creation of objects, natural or man-made, dangerous to navigable airspace or that would adversely affect the current or future levels of airport operations. c. The Agency assures that it will disapprove or oppose any attempted change in local land use development regulations that would adversely affect the current or future levels of airport operations by creation or expansion of airport incompatible land use areas. 6. Consistency with Local Government Plans a. The Agency assures the project is consistent with the currently existing and planned future land use development plans approved by the local government having jurisdictional responsibility for the area surrounding the airport. b. The Agency assures that it has given fair consideration to the interest of local communities and has had reasonable Page 4 of 11 244 of 266 EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES acc-03!15 consultation with those parties affected by the project, c. The Agency will consider and take appropriate actions, if deemed warranted, to adopt the current, approved Airport Master Plan into the local government comprehensive plan. 7. Consistency with Airport Master Plan and Airport Layout Plan a. The Agency assures that any project, covered by the terms and assurances of this Agreement, is consistent with the current, approved Airport Master Plan. b. The Agency assures that this project, covered by the terms and assurances of this Agreement, is consistent with the current, approved Airport Layout Plan (ALP), which shows: (1) The boundaries of the airport and all proposed additions thereto, together with the boundaries of all offsite areas owned or controlled by the Agency for airport purposes and proposed additions thereto; (2) The location and nature of all existing and proposed airport facilities and structures (such as runways, taxiways, aprons, terminal buildings, hangars, and roads), including all proposed extensions and reductions of existing airport facilities; and (3) The location of all existing and proposed non -aviation areas on airport property and of all existing improvements thereon. c. The Agency assures that it will not make or permit any changes or alterations on the airport or any of its facilities that are not consistent with the Airport Master Plan and the Airport Layout Plan, as approved by the Department. d. Original Airport Master Plans and Airport Layout Plans and each amendment, revision, or modification thereof, shall be subject to the approval of the Department. S. Airport Financial Plan a. The Agency assures that it will develop and maintain a cost -feasible financial plan to accomplish the projects necessary to achieve the proposed airport improvements identified in the Airport Master Plan and depicted in the Airport Layout Plan, and any updates thereto. (1) The financial plan shall be a part of the Airport Master Plan. (2) The financial plan shall realistically assess project phasing considering availability of state and local funding and likelihood of federal funding under the FAA's priority system. (3) The financial plan shall not include Department Funding for projects which are inconsistent with the local government comprehensive plan. b. All project cost estimates contained in the financial plan shall be entered into and kept current in the Florida Aviation Database (FAD) Joint Automated Capital Improvement Program (JACIP) website. 9. Airport Revenue The Agency assures that all revenue generated by the airport will be expended for capital improvement or operating costs of the airport the local airport system; or other local facilities which are owned or operated by the owner or operator of the airport and which are directly and substantially related to the air transportation of passengers or property, or for environmental or noise mitigation purposes on or off the airport. 10. Fee and Rental Structure a. The Agency assures that it will maintain a fee and rental structure for facilities and services at the airport that will make the airport as soli -sustaining as possible under the circumstances existing al the particular airport. b. If this Agreement results in a facility that will be leased or otherwise produce revenue, the Agency assures that the 245 ofPr06°"' EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES OGc-03115 price charged for that facility will be based on the market value. 11. Public -Private Partnership for Aeronautical Uses a. If the airport owner or operator and a person or entity that owns an aircraft or an airport tenant or potential tenant agree that an aircraft hangar or tenant -specific facility, respectively, is to be constructed on airport property for aircraft storage or tenant use at the expense of the aircraft owner or tenant, the airport owner or operator may grant to the aircraft owner or tenant of the facility a lease that is subject to such terms and conditions on the facility as the airport owner or operator may impose, subject to approval by the Department. b, The price charged for said lease will be based on market value, unless otherwise approved by the Department. 12. Economic Nondiscrimination a. The Agency assures that it will make the airport available as an airport for public use on reasonable terms without unjust discrimination to all types, kinds and classes of aeronautical activities, including commercial aeronautical activities offering services to the public. (1) The sponsor may establish such reasonable, and not unjustly discriminatory, conditions to be met by all users of the airport as may be necessary for the safe and efficient operation of the airport, (2) The sponsor may prohibit or limit any given type, kind or class of aeronautical use of the airport if such action is necessary for the safe operation of the airport or necessary to serve the civil aviation needs of the public. b. The Agency assures that each airport Fixed -Based Operator (FBO) shall be subject to the same rates, fees, rentals, and other charges as are uniformly applicable to all other FBOs making the same or similar uses of such airport and utilizing the same or similar facilities. 13. Air and Water Quality Standards The Agency assures that in projects involving airport location, major runway extension, or runway location that the project will be located, designed, constructed, and operated so as to comply with applicable air and water quality standards. 14. Operations and Maintenance a. The Agency assures that the airport and all facilities, which are necessary to serve the aeronautical users of the airport, shall be operated at all times in a safe and serviceable condition and in accordance with the minimum standards as may be required or prescribed by applicable federal and state agencies for maintenance and operation, as well as minimum standards established by the Department for State of Florida licensing as a public -use airport. (1) The Agency assures that it will not cause or permit any activity or action thereon which would interfere with its use for airport purposes. (2) Except in emergency situations, any proposal to temporarily close the airport for non -aeronautical purposes must first be approved by the Department. (3) The Agency assures that it will have arrangements for promptly notifying airmen of any condition affecting aeronautical use of the airport. b. Nothing contained herein shall be construed to require that the airport be operated for aeronautical use during temporary periods when adverse weather conditions interfere with safe airport operations. 15. Federal Funding Eligibility a. The Agency assures It will take appropriate actions to maintain federal funding eligibility for the airport and it will avoid any action that renders the airport ineligible for federal funding, b. Ineligibility for federal funding of airport projects will render the Agency ineligible for state funding of airport projects. 246 of 2W""' EXHIBIT "C' 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES occ-03115 16. Project Implementation a. The Agency assures that it will begin making expenditures or incurring obligations pertaining to this airport project within one year after the effective date of this Agreement. b. The Agency may request a one-year extension of this one-year time period, subject to approval by the Department District Secretary or designee. c. Failure of the Agency to make expenditures, incur obligations or receive an approved extension may allow the Department to terminate this Agreement 17. Exclusive Rights The Agency assures that it will not permit any exclusive right for use of the airport by any person providing, or intending to provide, aeronautical services to the public. 18. Airfield Access a. The Agency assures that it will not grant or allow general easement or public access that opens onto or crosses the airport runways, taxiways, flight line, passenger facilities, or any area used for emergency equipment, fuel, supplies, passengers, mail and freight, radar, communications, utilities, and landing systems, including but not limited to flight operations, ground services, emergency services, terminal facilities, maintenance, repair, or storage, except for those normal airport providers responsible for standard airport daily services or during special events at the airport open to the public with limited and controlled access. b. The Agency assures that it will not grant or allow general easement or public access to any portion of the airfield from adjacent real property which is not owned, operated, or otherwise controlled by the Agency without prior Department approval, 19. Retention of Rights and Interests The agency will not sell, lease, encumber, or otherwise transfer or dispose of any part of its title or other interests in the real property shown as airport owned or controlled on the current airport layout plan without prior written approval by the Department It will not sell, lease, encumber, terminate, waive, or otherwise transfer or dispose of any part of its title, rights, or other interest in existing noise easements or avigation easements on any property, airport or non airport, without prior written approval by the Department. These assurances shall not limit the Agency's right to lease airport property for airport -compatible purposes. 20. Consultant, Contractor, Scope, and Costs a. The Department has the right to disapprove the Agency's employment of consultants, contractors, and subcontractors for all or any part of this project if the specific consultants, contractors, or subcontractors have a record of poor project performance with the Department. b. Further, the Department maintains the right to disapprove the proposed project scope and cost of professional services. 21. Planning Projects For all planning projects or other aviation studies, the Agency assures that it will; a. Execute the project per the approved project narrative or with approved modifications. b. Furnish the Department with such periodic project and work activity reports as indicated in the approved scope of services. c. Make such material available for public review, unless exempt from public disclosure. 247 ofQ21960r" EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES occ_o3115 (1) Information related to airport security is considered restricted information and is exempt from public dissemination per Sections 119.071(3) and 331.22 Florida Statutes. (2) No material prepared under this Agreement shall be subject to copyright in the Lln#ted States or any other country. d. Grant the Department unrestricted authority to publish, disclose, distribute, and otherwise use any of the material prepared in connection with this Agreement. e. If the project involves developing an Airport Master Plan or an Airport Layout Plan, and any updates thereto, itwlli be consistent with provisions of the Florida Aviation System Plan, will identify reasonable future growth of the airport and the Agency will comply with the Department airport master planning guidebook, including: (1) Provide copies, in electronic and editable format, of final project materials to the Department, including computer-aided drafting (CAD) files of the Airport Layout Plan. (2) Develop a cost -feasible financial plan, approved by the Department, to accomplish the projects described in the Airport Master Plan or depicted in the Airport Layout Plan, and any updates thereto. The cost -feasible financial plan shall realistically assess project phasing considering availability of state and local funding and federal funding under the FAA's priority system, (3) Enter all projects contained in the cost -feasible plan in the Joint Automated Capital Improvement Program (JACIP). f. The Agency understands and agrees that Department approval of this project Agreement or any planning material developed as part of this Agreement does not constitute or imply any assurance or commitment on the part of the Department to approve any pending or future application for state aviation funding. g. The Agency will submit master planning draft and final deliverables for Department and, if required, FAA approval prior to submitting any invoices to the Department for payment. h. The Department may extend the 5 -day requirement for the approval and inspection of goods and services to allow for adequate time for review (reference Section 215.422(1), F.S.). 22. Land Acquisition Projects For the purchase of real property, the Agency assures that it will: a. Laws: Acquire the land in accordance with federal and state laws governing such action. b. Administration: Maintain direct control of project administration, including; (1) Maintain responsibility for all related contract letting and administrative procedures. (2) Secure written Department approval to execute each agreement for the purchase of real property with any third party. (3) Ensure a qualified, State certified general appraiser provides all necessary services and documentation. (4) Furnish the Department with a projected schedule of events and a cash Flow projection within 20 calendar days after completion of the review appraisal, (5) Establish a project account for the purchase of the land. (6) Collect and disburse federal, state, and local project funds. C. Reimbursable Funds; if funding conveyed by this Agreement is reimbursable for land purchase in accurdance with Chapter 332, Florida Statutes, the Agency will comply with the following requirements: 248 of 296 er EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES occ-o3r15 (1) The Agency shall apply for a FAA Airport Improvement Program grant for the land purchase within 60 days of executing this Agreement. (2) If federal funds are received for the land purchase, the Agency shall notify the Department, in writing, within 14 calendar days of receiving the federal funds and is responsible for reimbursing the Department within 30 calendar days to achieve normal project federal, state, and local funding shares per Chapter 332, Florida Statutes. (3) If federal funds are not received for the land purchase, the Agency shall reimburse the Department within 30 calendar days after the reimbursable funds are due in order to achieve normal project state and local funding shares as described in Chapter 332, Florida Statutes. (4) If federal funds are not received for the land purchase and the state share of the purchase is less than or equal to normal state and local funding shares per Chapter 332, F.S., when reimbursable funds are due, no reimbursement to the Department shall be required. d. New Airport. If this project involves the purchase of real property for the development of a new airport, the Agency assures that it will: (1) Apply for federal and state funding to construct a paved runway, associated aircraft parking apron, and connecting taxiway within one year of the date of land purchase. (2) Complete an Airport Master Plan within two years of land purchase. (3) Complete airport construction for basic operation within 10 years of land purchase. e. Use of Land: The Agency assures that it shall use the land for aviation purposes in accordance with the terms and assurances of this Agreement within 10 years of acquisition. f. Disposal of Land: For the disposal of real property the Agency assures that it will comply with the followings (1) For land purchased for airport development or noise compatibility purposes, the Agency will, when the land is no longer needed for such purposes, dispose of such land at fair market value and/or make available to the Department an amount equal to the state's proportionate share of its market value. (2) Land shall be considered to be needed for airport purposes under this assurance if: (a) It serves aeronautical purposes, e.g. runway protection zone or as a noise buffer. (b) Revenue from uses of such land contributes to airport financial self-sufficiency. (3) Disposition of land under Section 22f(1) or (2), above, shall be subject to retention or reservation of any interest or right therein needed to ensure such land will only be used for purposes compatible with noise levels related to airport operations. (4) Revenues from the sale of such land must be accounted for as outlined in Section D.2., and expended as outlined in Section D.9. (5) For disposal of real property purchased with Department funding: (a) The Agency will reimburse the Department a proportional amount of the proceeds of the sale of any airport -owned real property. (b) The proportional amount shall be determined on the basis of the ratio of the Department financing of the acquisition of the real property multiplied against the sale amount, and shall be remitted to the Department within ninety (90) days of closing of sale. te) Sale of real property acquired with Department funds shall be at market value as determined by appraisal, and the contract for sale must be approved in advance by the Department. 249 of W °r" EXHIBIT "C" 725.040-15 AVIATION AVIATION PROGRAM ASSURANCES OGC-03115 (d) If any portion of the proceeds from the sale to the Agency is non-cash considerations, reimbursement to the Department shall include a proportional amount based on the value of the non-cash considerations. 23. Construction Projects: The Agency assures that it will: a. Project Certifications: Certify project compliances, including (1) Consultant and contractor selection comply with all applicable federal, state and local laws, rules, regulations, and policies. (2) All design plans and specifications comply with federal, state, and professional standards and applicable FAA advisory circulars, as well as the minimum standards established by the Department for State of Florida licensing as a public -use airport_ (3) Completed construction complies with all applicable local building codes. (4) Completed construction complies with the project plans and specifications with certification of that fact by the project Engineer. b. Design Development: For the plans, specifications, construction contract documents, and any and all other engineering, construction, and contractual documents produced by the Engineer, which are hereinafter collectively referred to as "plans", the Agency will certify that: (1) The plans shall be developed in accordance with sound engineering and design principles, and with generally accepted professional standards. (2) The plans shall be consistent with the intent of the project as defined in Exhibit A and Exhibit B of this Agreement. (3) The project Engineer shall perform a review of the certification requirements listed in Section 132 above and make a determination as to their applicability to this project. (4) Development of the plans shall comply with all applicable laws, ordinances, zoning and permitting requirements, public notice requirements, and other similar regulations. c. Inspection and Approval: The Agency assures that: (1) The Agency will provide and maintain competent technical supervision at the construction site throughout the project to assure that the work conforms to the plans, specifications, and schedules approved by the Department for the. project. (2) The Agency assures that it will allow the Department to inspect the work and that it will provide any cost and progress reporting, as may be required by the Department. (3) The Agency assures that it will take the appropriate corrective action necessary, as required by the Department, for work which does not conform to Department standards. d. Pavement Preventive Maintenance: The Agency assures that for a project involving replacement or reconstruction of runway or taxiway pavement it has implemented an airport pavement maintenance management program and that it will use such program for the useful life of any pavement constructed, reconstructed, or repaired with state financial assistance at the airport. 24. Noise Mitigation Projects: The Agency assures that it will: a. Government Agreements: For all noise compatibility projects that are carried out by another unit of local government or are on property owned by a unit of local government other than the Agency, the Agency shall enter into an agreement with that government body. (1) The local agreement, satisfactory to the Department, shall obligate the unit of local government to the same 250 of P20600"' EXHIBIT "C" 725-040-15 AVIATION AVIATION PROGRAM ASSURANCES acc-03115 terms and assurances that apply to the Agency. (2) The Agency assures that it will take steps to enforce the local agreement if there is substantial non-compliance with the terms of the agreement. b. Private Agreements: For noise compatibility projects on privately owned property, (1) The Agency shall enter into an agreement with the owner of that property to exclude future actions against the airport. (2) The Agency assures that it will take steps to enforce the agreement if there is substantial non-compliance with the terms of the agreement. Page 11 of 11 251 of 266 Financial Project No. 442856-1-94-01 Contract No. Agreement Date EXHIBIT "D" STATE FINANCIAL ASSISTANCE (FLORIDA SINGLE. AUDIT ACT) THE STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT CONSIST OF THE FOLLOWING: SUBJECT TO SECTION 215.97, FLORIDA STATUTES: Awarding Agency: Florida Department of Transportation State Project Title: AVIATION GRANT PROGRAM CSFA Number: 55.004 `Award Amount: $64,000.00 'The state award amount may change with supplemental agreements Specific project information for CSFA Number 55.004 is provided at: httas:l/a DDS.fldfs.com/fsaa/searchCataloq.asvx COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO THIS AGREEMENT: State Project Compliance Requirements for CSFA Number 55.004 are provided at: httDs://aoas.fldfs.com/fsaalsearchComDliance.asr)x The State Projects Compliance Supplement is provided at: httos://aDos,fldfs.com/fsaatcomoliance.asox 252 OfMV' RESOLUTION NO. R-18-01 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A JOINT PARTICIPATION AGREEMENT (JPA) WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) TO FUND THE COST OF REPLACEMENT SECURITY CAMERAS, RECORDING EQUIPMENT, VIDEO MONITORING SOFTWARE AND ADDED GATE ACCESS AT SEBASTIAN MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR EFFECTIVE DATE. Whereas, Security cameras and recording equipment at Sebastian Municipal Airport are outdated, broken and/or exhibit unusable video quality, and Whereas, the City of Sebastian recognizes the importance and need to have a reliably functioning, and useable security system in place at Sebastian Municipal Airport, NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEBASTIAN, as follows: Section1. AUTHORIZATION. The City Manager is hereby authorized to execute a Joint Participation Agreement (JPA) with FDOT (reference Project No. 442856-1-94-01) on behalf of the City, and is attached hereto. Section 2. CONFLICTS. All resolutions or parts of resolutions in conflict are hereby repealed. Section 3. EFFECTIVE DATE. This resolution shall take effect immediately upon its adoption. The foregoing Resolution was moved for adoption by Council Member The motion was seconded by Council Member and, upon put to a vote, the vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Councilmember Ed Dodd Councilmember Albert lovino Councilmember Bob McPartlan 253 of 266 The Mayor thereupon declared this resolution duly passed and adopted this 14th day of January 2018. ATTEST: Jeanette Williams, City Clerk CITY OF SEBASTIAN, FLORIDA Mayor Jim Hill Approved as to form and legality for reliance by the City of Sebastian only: Cynthia V. Hall, Interim City Attorney 254 of 266 GnCF SE�TIAN HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: January 10, 2018 AGENDA ITEM TITLE: Approve Municipal Election Agreement between the Indian River County Supervisor of Elections and City of Sebastian for Calendar Year 2018 and Consider Rescheduling/Cancelling City Meetings to Accommodate Early Voting BACKGROUND: Each year the Indian River County Supervisor of Elections provides an agreement between her office and the City of Sebastian to set forth each party's responsibilities for conducting the City's annual election. In even years, the cost to the City for the SOE to conduct the election is $ .50 per registered voter. That amount will be determined at the close of voter registration. Funding for the 2018 election will be included in the forthcoming FY 2018- 2019 budget. Supervisor Swan is requesting to hold Early Voting in the Council Chambers for the Primary and General Election. This would necessitate to rescheduling or cancelling of the following City meetings: Regular City Council— August 22 Parks & Recreation — October 22 Regular City Council — October 24 Planning & Zoning — November i RECOMMENDATION: 1) Approve the Municipal Election Agreement for the City November 2018 General Election. 2) Direct staff accordingly regarding the City meetings Administrative Services Department /CFO Review: ATTACHMENTS: Agreement, Calendar City Clerk Authorization:C 0 Date: /Z -Z4- 1-7 255 of 266 AUGUST 2018 ti..aJL'al/ . JAMIIUMIAM U.a.J.: AAM JL:AsM MAN-lenau 1 2 3 4 Planning $ &nirm 5 6 7 8 9 10 11 Nat. Res. Bd, CDamcii 12 13 14 is 16 17 18 Const. Bd. Plamling & �— Early Vo iqg 19 20 21 22 23 24 25 Early Voting -...- ----. rw-i1 26 27 28 29 30 31 P{tB+41HY ELFT, CN mEE-eawre ouEwro .eon OCTOBER 2018 1 2 3 4 S 6 Plamling & Vet. Ad. &i. Nan P— Rr _ 7_wv 7 a 9 10 11 12 13 Ccnst. Bd. CoLffri-1 14 15 16 17 18 19 20 Planning & 7 -ting 21 22 23 24 25 26 27 Parks & �-Cbmc(lO ti 7g - 28 29 30 31 - Earlp Voti"6 October Holldaya Columbus Day lae.... i - 8 Halloween - 31 WE-PLNEAME EWM- 1 2 3 Earlyy Votin g PlaFming & Zuirra 4 5 6 7 8 9 10 [NERAL ELEMI v' gat], Rte. . it 12 13 14 15 Const. &i. Council Planning & oning 18 19 20 21 22 25 26 Parr & Rec Havember Holidays Election Day - 6 Veterans Day - f t Tbanbsglvinq - 22 27 28 Conril * Vote at pm i t MEE-anwrAue-rxE�,coM 16 17 23 24i 29 30 256 of 266 MUNICIPAL ELECTION AGREEMENT THIS AGREEMENT by and between the INDIAN RIVER COUNTY SUPERVISOR OF ELECTIONS (hereinafter "SOE") whose mailing address is 4375 43r1 Avenue , Vero Beach, Florida, 32967 and the CITY OF Sebastian (hereinafter "Municipality") whose mailing address is 1225 Main Street, Sebastian Florida, 32958 , to conduct the City's Municipal Election (hereinafter "Election"). RECITALS: WHEREAS, Chapters 97 to 106, Florida Statutes, constitute the Florida Election Code (the "Code") which applies to municipalities where expressly so stated; and WHEREAS, Sec. 100.3605, Florida Statutes, states that "the Florida Election Code, chapters 97-106 shall govern the conduct of a municipality's election in the absence of an applicable special act, charter, or ordinance provision"; and WHEREAS, the Municipality and the SOE desire to work together to provide for municipal elections and to allocate certain responsibilities and expenses between the two parties to ensure that the provisions of the Code are followed during the municipal elections; and WHEREAS, the SOE and the Municipality wish to enter into this Agreement to set out the terms of this coordinated program. NOW, THEREFORE, in consideration of the mutual covenants and promises hereinafter contained to be kept and performed by the parties hereto, and for the mutual benefit of the Municipality its constituents and the SOE, it is agreed as follows: PURPOSE: The purpose of this Agreement is to set forth the terms and conditions under which services will be provided by the SOE and staff to the Municipality for municipal elections and to set forth the responsibilities of both parties so that there is a clear understanding of the rights and responsibilities of all parties. Such rights and responsibilities shall apply to the General, Run -Off, Special and Recount elections as necessary as well as the Post -Election Audit, unless otherwise stated herein below, 2. DATE OF GENERAL MUNICIPAL ELECTION: The date of the City of Sebastian General Municipal Election is November 6, 2018 This agreement covers the General, Run -Off, Special and Recount elections as necessary as well as the Post -Election Audit for the year 2018 . Either party to the Agreement may elect to withdraw from the Agreement upon written notice providing at least four (4) months' notice. 3. ELECTION FEES FOR MUNICIPAL ELECTIONS: Municipal Elections that are held in conjunction with county or state elections: $0.50 per registered voter limited to regularly scheduled city/town council races. Print area allowed for amendments and /or referendums is limited to 2 %_" wide by 5" length of print area. There will be an additional fee for amendments and/or referendums which exceed print area allowed. 257 of 266 Municipal Elections that are not held in conjunction with county or state elections: $2.00 per registered voter (based on I card ballot). Additional ballot card: $0.35 per registered voter. In the event of a Run -Off, Special or Recount election, the above fees shall apply in addition to the General Municipal Election fees. 4. RESPONSIBILITIES OF BOTH THE MUNICIPALITY AND THE SOE FOR MUNICIPAL ELECTIONS: A. Notice and Advertisement (1) Municipality (a) Properly call and advertise the election according to statutes, charter, ordinance or resolution, at its own expense. (b) Request that the Supervisor of Elections conduct the municipality's election. (c) The municipality's Canvassing Board will be responsible for canvassing the election, when the election is not held in conjunction with county or state elections. (d) Provide SOE with any municipal boundary changes as soon as possible, but no later than 90 days prior to the municipal election. (e) The qualifying officer/municipal clerk, at the time of qualifying, may give written notice of the time and location of the public Logic & Accuracy test to each candidate qualifying with the municipality and obtain a signed receipt that the notice has been given according to Sec. 10 1.5612(2), Florida Statutes. (2) SOE (a) Publish legal notices for Logic & Accuracy testing, Mail Ballot canvass, Post Election Audit and news releases on book closing on the SOE website and in a newspaper of general circulation in the county as required by Florida Statutes. (b) At least 15 days prior to the commencement of early voting as provided in Sec. 101.657, Florida Statutes, send written notice by certified mail to the county party chair of each political party, stating the time and location of the public Logic & Accuracy test of the automatic tabulating equipment. B. Qualifying Candidates (1) Municipality (a) Provide qualifying packets to candidates and accept and process all qualifying papers and fees. (b) Collect Name and Pronunciation Guides from the candidates at the time of qualifying and submit to SOE. (c) Respond to all candidate inquiries and questions. (d) Respond to all legal inquiries and questions. (e) Respond to all media inquiries. (f) Verify signatures of electors on any qualifying petitions submitted by candidates. 7 258 of 266 (2) SOE (a) Receive from municipality candidate names and ballot order no later than 6 p.m. on the last day of qualifying prior to the election. C. Ballots (1) Municipality (a) Review, amend (if necessary) and approve bal lot proof prepared by SOE within 24 hours after receipt of the proposed ballot from SOE. (2) SOE (a) Layout, check, proof and deliver ballot layout to the printer. (b) Black printing only on ballots, color ballots incur an additional chargee to the Municipality. (c) Receive, securely store and account for all ballots until disbursed to polling places. (d) Audio ballot programming. (e) Control all access to unvoted ballots while in the possession of the SOE. (f) SOE will print one sample ballot advertisement, inclusive of all municipalities, in a newspaper of general circulation in the county or mail (or email if applicable) a sample ballot to each household of a registered voter. (g) SOE will post precinct specific ballots on the SOE website. D. Equipment Testing (1) Municipality (a) Canvassing Board to be present during the Logic and Accuracy testing as noticed by SOE. For the test, the Canvassing Board may designate one member to represent it per Sec. 101.55612(2), Florida Statutes. (2) SOE (a) Develop a unique test deck to be used in public Logic & Accuracy test. (b) Conduct public Logic & Accuracy test. E. Early Voting (OPTIONAL) - The SOE is not required to conduct early voting for Municipal Elections that are not held in conjunction with state and federal elections. The responsibilities of the Municipality listed below under Section E1 (a) — (f) and the responsibilities of the SOE listed under Section E2 (a) — (f) are only applicable if the municipality agrees to offer early voting and pay all associated costs which are indicated in Section El below. 3 259 of 266 (1) Municipalit} (a) Reimburse the SOE for staff overtime hours due to weekend and/or evening hours for Early Voting. (b) Pay SOE for Early Voting supplies and equipment delivery/pick-up to Early Voting site(s). (c) Reimburse SOE for poll worker pay to staff Early Voting site(s). (d) Reimburse SOE for transportation personnel to deliver voted ballots to SOE office daily and deliver supplies in morning if necessary. (e) Designate Early Voting sites sixty (60) days prior to each Election and notify SOE in writing of locations. The Municipality may designate as many sites as necessary and shall conduct its activities in accordance with the provision of paragraphs Sec. 101.657(a) — (c), Florida Statutes. (f) Reimburse the SOE for the shared cost of Early Voting advertising. (2) SOE (a) Prepare and provide all supplies needed for each Early Voting site. (b) Provide poll workers to staff Early Voting site(s). (c) Train poll workers. (d) Provide staffing to accept voted ballots daily at the SOE office. (e) It is at the SOE discretion to offer Early Voting at the SOE office at no charge to the municipality. (f) The SOE will provide voting history for each voter w110 voted during the Early Voting period. F. Mail Ballot Voting (1) Municipality (a) Refer all requests for Mail Ballots to SOE. (2) SOE (a) Determine eligibility and compile Mail Ballot file. (b) Accept all requests for Mail Ballots by telephone, mail, online or in person. (c) Prepare and mail ballots. Per Florida Statute 101.62(4)(a) no later than 45 days before each election, the SOE shall send a Mail Ballot as provided in subparagraph (b)(2) to each absent uniformed services voter and to each overseas voter who has requested a Mail Ballot. (d) Deliver Mail Ballots to the Post Office. (e) Receive voted Mail Ballots. 4 260 of 266 (i) Verify signatures on returned voted Mail Ballot certificates. (g) Prepare and open Mail Ballots for tabulation. (h) Account for all Mail Ballots. (i) Notify voter of the disposition of their rejected Mail Ballot due to signature variation after determination by the Canvassing Board, as required by law. 0) Record Mail Ballot returns to voter history. (k) Conduct public testing of Logic and Accuracy for Mail Ballot tabulating equipment. (1) Provide qualified staff to operate tabulation equipment to count Mail Ballots. C. Polling Places (1) Municipality None (2) SOE (a) Arrange for use of polling places. (b) Confirm polling place accessibility and ADA compliance. (c) Notify voters, as required by law, if their regular polling place is to be temporarily relocated. (d) Notify voters and the Municipality of permanent polling place change(s). (e) Provide polling place supplies, i.e. signs, etc. H. Precinct Supplies (1) Municipality None (2) SOE (a) Provide precinct supplies. (b) Provide Precinct Registers for each polling place location. (c) Contract moving company to have voting equipment delivered and picked up from polling place. (d) Prepare equipment, cabinets and routing of voting equipment delivery. (e) Provide poll worker Clerks with cell phones. l: 261 of 266 1. Poll Workers (1) Municipality None (2) SOE (a) Contact, contract with, and pay poll workers. (b) Schedule and notify poll workers of training classes. (c) Train poll workers. (d) Provide printed training material for poll workers. .1. Poll Watchers (1) Municipality None (2) SOE Designations for poll watchers must be submitted to the SOE office by noon of the second Tuesday prior to the election. If designations are submitted, the poll watchers must be approved by the SOE on or before the Tuesday prior to the election. Designations for early voting areas shall be submitted in writing to the supervisor of elections at least 14 days before early voting begins. The poll watchers for early voting areas shall be approved by the supervisor of elections no later than 7 days before early voting begins per Sec. 101.131(2), Florida Statutes, K. Election Day Support (1) Municipality None (2) SOE (a) Find poll worker replacements if needed. (b) Provide technical support personnel as needed. (c) Provide phone bank support to respond to poll workers and voters on Election Day. L. Ballot Tabulation/Counting of Election Results (1) Municipality (a) Canvassing Board present (only applies when the election is not held in conjunction with county or state elections). C: 262 of 266 (2) SOE (a) Deliver all voted ballots and other necessary election related items to SOE office after the polling places have closed on Election Day. (b) Deliver all voting machine memory sticks to SOE office after the polling places have closed on Election Day. (c) Provide technical staff and required equipment to administer tabulation and election results. (d) Post election results on SOE website and provide the same to local municipal television (if available). (e) Provide the Municipal Clerk with unofficial election results upon conclusion of tabulation and canvassing of ballots cast on Election Day. M. Post -Election Day (1) Municipality None (2) SOE (a) Provide the municipal clerk/qualifying officer with an official certification of election results. (b) Sort, inventory, pack and store all necessary election records and ballots until the expiration of retention period prescribed by law. (c) Process polling place affirmation forms. (d) Notify voter of the disposition of their rejected Mail Ballot due to signature variation or rejected Provisional Ballots after the determination by the Canvassing Board, as required by law. (e) Respond to public records requests regarding records kept on behalf of the Municipality. (f) Record voting history for each voter who voted on Election Day, N. Audit (1) Municipality (a) Provide that the Municipal Clerk will be responsible for the administration of the audit with the support and guidance from the SOE. (b) Provide staff to assist with manual audit. (c) Reimburse SOE for any staff overtime or other related expenses as may result from conducting the manual audit. 7 263 of 266 (d) Each municipality must perform a Post -Election Manual Audit per Florida Statute 10 1.591 and Rule I S- 5.026. (2) SOE (a) Organize precinct information to allow the Municipal Clerk to randomly select the race and precinct(s) that shall be audited. (b) Organize and prepare ballots for manual audit. (c) Provide SOE staff to conduct manual audit. (d) Ascertain and publically post manual audit result to SOE website. O. Recount (1) Municipality (Applies only when the election is not held in conjunction with county or state elections.) (a) Provide that the Municipal Clerk will be responsible for the administration of the Recount, with support and guidance from the SOE. (b) Notify the candidates of the time and date of the Recount. (c) Post public notice(s) of the Recount with the time and location. (d) Cause to have the Recount recorded and minutes kept and approved by the Canvassing Board. (e) Review with the Canvassing Board and the counting teams the statutes and rules of the Division of Elections, specifically Rule l S-2.031. Recount Procedures; and Rule I S-2.027. Standards for Determining Voter Choice on a Ballot. (f) Reimburse the SOE for all staff salaries/overtime and other expenses required to conduct the Recount. (2) SOE (a) Post public notice(s) of the Recount with the time and location at the SOE office. (b) Test tabulating equipment as required by Sec. 10 1.5612, Florida Statutes. (c) Provide counting teams for examining out stacked ballots. (d) Prepare and organize ballots for Recount processing. (c) Tabulate ballots and provide professional staff for equipment operations. (f) Provide official certification as determined by the Canvassing Board. 8 264 of 266 P. Cancellation of Election (1) Municipality (a) If a scheduled election is cancelled prior to Election Day, the municipality is responsible for any SOE costs stipulated in this Agreement, through the date the SOE is notified in writing of the election cancellation. (2) SOE (a) Provide municipality with an itemized accounting of costs incurred by SOE through the date of notification of election cancellation and request for reimburse. HOLD HARMLESS COVENANT: Each party shall indemnify and hold the other harmless from all claims brought during the term of this Agreement by third parties, including reasonable attorneys' fees, court costs and expenses, which may arise out of or be attributed to the negligence of the indemnitor's employees in the performance of any of the covenants, agreements, terms, or conditions to be performed or complied with under this Agreement. Neither party's liability to the other shall include punitive damages or interest for the period before judgment. Nothing contained herein shall be construed as a waiver of any immunity from, or limitation of, liability either party has under the Doctrine of Sovereign Immunity of Section 768.28 Florida Statutes. Additionally, neither party shall be liable pursuant to this indemnity to pay a claim or a judgment by any one person or any claim or judgment, or portions thereof, which when totaled with all other claims or judgments paid arising out of the same incident or occurrence, which exceeds the limits of liability as set forth in Section 768.28(5) Florida Statutes, provided, that the payment of said claim(s) shall be further limited to the actual amount of insurance proceeds paid for such claim(s) covered by this indemnification. This indemnity specifically excludes any requirement for one party to indemnify the other party for the other party's negligence or to assume any liability for the other party's negligence as provided in Section 768.28 (19) Florida Statutes. CHANGE 1N LAW: In the event any change in law abrogates or modifies any provisions or applications of this Agreement, the parties hereto agree to enter into good faith negotiations and use their best efforts to reach a mutually acceptable modification of this Agreement. NOTICES: For mail notices affecting the provisions of this Agreement may be delivered in person or be sent by certified mail, or by a recognized overnight courier such as FedEx, to the individual designated below, until such time as either party furnishes the other party written instruction to contract another individual. 265 of 266 For the SOE: Supervisor of Elections 437543 d Avenue Vero Beach, Florida 32967 Attention: Leslie Swan 8. SEVERABILITY: For the Municipality: Citv of Sebastian 1225 Main Street. FL 32958 Attention: Jeanette Williams If any clause, section, or provision of this Agreement shall be declared to be unconstitutional, invalid or unenforceable for any cause or reason, or is abrogated or negated by a change in law, the same shall be eliminated from this Agreement, and the remaining portion of this Agreement shall be in full force and effect and be valid as if such invalid portions thereof had not been incorporated herein. 9. EFFECTIVE DATE: The Effective Date of this Agreement shall be the latest date of execution by duly authorized representatives of SOE and MUNICIPALITY as shown on the signature page hereto. 10. NO MODIFICATION EXCEPT IN WRITING: This is the complete and final agreement between the parties. No representation other than those set forth herein shall be binding upon the parties. No modification of this agreement shall be effective unless submitted in writing and signed by both parties, and their duly authorized representatives. IN WITNESS WHEREOF, we, the undersigned, do hereby state that we have the authority to bind and obligate as promised herein, SOE and MUNICIPALITY for purposes of executing this Agreement on the dates set forth below. As to the SOE: WITNESSES: SUPERVISOR OF ELECTIONS INDIAN RIVER COUNTY Leslie Rossway Swan, Supervisor of Elections Date: As to the MUNICIPALITY: ATTEST: INSERT NAME OF MUNICIPALITY City of Sebastian Jeanette WilliamsJim Hill Municipal Clerk ,Mayor (Affix Municipal Sea[) Date: January 10, 2018 10 266 of 266