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HomeMy WebLinkAbout07-11-2018 CC Minutes w WSKPCmLf S B.A.S,aT." HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL WORKSHOP & REGULAR MEETING MINUTES WEDNESDAY, JULY 11, 2018 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Hill called the Sebastian City Council Workshop to order at 6:00 p.m. He asked that the Pledge of Allegiance, led by Council Member lovino, be dedicated to Pearl Harbor Survivor Arnie Schwichtenberg, who recently passed away. Mayor Hill said Mr. Schwichtenberg will long be remembered for his leading the Pledge at many Sebastian ceremonies. 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 Paul Carlisle City Attorney James Stokes City Clerk Jeanette Williams Administrative Services Director Ken Killgore Procurement Manager Randy Moyer Public Facilities Director Scott Baker Community Development Director Lisa Frasier Community Development Manager Dorri Bosworth Stormwater Director Tim Walker Deputy Police Chief Greg Witt 3. WORKSHOP ITEM (In accordance with R-15-10, at workshops, matters may be discussed and placed on an appropriate City Council meeting agenda for formal action. Substantive decisions shall not be made at workshops.) 18.048 A. Review and Consideration of Recommended SteDs Presented by Staff as an Effort to Clarifv the Eouitable Distribution of Credits as Part of the Increase in Stormwater Fee (Transmittal. Summary. 0-01-16. ExamDle. Policv. List) The City Manager said staff was asked to determine how businesses would be affected by the rate increase and how the credits were established. He explained staff didn't have a good feeling on how the credits were being administered and he requested direction on how to move forward to validate the program. In regard to what is decided, he said staff would like to put the rates and credit calculations into a resolution. City Council Workshop & Regular Meeting July 11, 2018 Page Two The City Manager further explained that newer businesses treat their stormwater on site and for older businesses; there might be assistance such as education or engineering support to receive additional credits. Mayor Hill said his biggest concern was making sure those businesses that treat their stormwater received a higher credit. Council Member Dodd said on page 7 of 83, the classifications and corrections factors should be considered for revision to include separation of undeveloped partials into those with primary zoning of residential and those with primary zoning of commercial. We should identify the actual cost of administration of the program and all property needs to pay at least that amount even if they do not contribute stormwater to the City system. Vice Mayor Kinchen said the cost differences between what the City would pay and a property owner would pay to treat the water should also be considered. There was no public input. The City Manager said he would do his best to bring back a revised policy 4. Mayor Hill adjourned the workshop and convened the regular City Council meeting at 6:17 p.m. 5. Mayor Hill asked that a moment of silence be held for former Council Member Lisanne Monier Robinson had recently passed away. He described her tremendous community spirit and contributions. 6. ROLL CALL Mayor Jim Hill Vice Mayor Linda Kinchen Council Member Ed Dodd Council Member Albert lovino Council Member Bob McPartlan AGENDA MODIFICATIONS - None 8. 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. 18.090 A. Proclamation — Treasure Coast Waterwav Clean Up Week - July 23-29. 2018 Mayor Hill read the proclamation and invited the public to join in the clean up on July 28, 2018 from 8:00 a.m. to 12:30 p.m. City Council Workshop & Regular Meeting July 11, 2018 Page Three 18.023 B. Certificates of Completion Presented to Vice Mavor Kinchen and Council Member Dodd for Advanced Institute for Elected Municipal Officials Trainino Mayor Hill briefly described the training and presented certificates Vice Mayor Kinchen and Council Member Dodd. Mayor Hill thanked staff for the awesome Fourth of July Parade that went off without a problem. Brief Announcements July 21 - Christmas in July Benefit — Shop with a Cop — Riverview Park —10 am to 2 pm August 10 — Chamber Grill Out Night— Various Business Locations - 5:30 pm - 8:00 pm Mayor Hill announced the upcoming events. 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 — June 13, 2018 Regular City Council Meeting 18.091 B. Approve the Purchase of the 500 Palm/Fingerprint Scanning System in the Amount of $16,965.00 for the Sebastian Police Department (Transmittal, Quotes) 18.092 C. Approve Purchase of Security System Upgrades for City Hall and Police Department from ADS Security by Piggy -Backing Contract Dated January 10, 2018 in the Amount of $47,843.00 (Transmittal, Proposals, Agreements) 18.093 D. Approve Purchase of One 2018 Nissan Frontier King Cab Truck for the Building Department from Beck Automotive Under Tallahassee Contract in the Amount of $17,980.74 (Transmittal, Quote, Picture) 18.094 E. Authorize City Manager to Formally Reject All Bids Received for Shade Hangar Construction at Sebastian Municipal Airport and Activate a Rebid (Transmittal, Bid Responses, Tab) MOTION by Council Member Dodd and SECOND by Council Member McPartlan to approve consent agenda items A-E. ROLL CALL: Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — aye Motion carried. City Council Workshop & Regular Meeting July 11, 2018 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. 18.095 A. Citizens Budoet Review Advisory Board (Transmittal, Application, Ad, List) i. Interview, Unless Waived, Submit Nominations for One Vacant Alternate Member Position — Term to Expire July 11, 2021 Mayor Hill stated Mr. Weragoda had an outstanding resume and asked why he would fill the alternate member slot as opposed to the voting, at -large member slot. The City Clerk explained the alternate member would be a longer term since the budget cycle for the at -large position is half over. The City Attorney advised either position could be filled or the alternate member would get to vote if a member is absent. Mayor Hill and Council Member Dodd nominated Mr. Weragoda to the alternate member position. There was no objection from the other members. 18.085 B. Construction Board (Transmittal, Application, Ad, List) i. Interview, Unless Waived, Submit Nominations for One Vacant, Alternate Member, Contractor Position — Term to Expire September 30, 2019 The City Clerk stated Mr. Wilcher is the only applicant who is not currently licensed but requested the code be changed later in the meeting to allow retirees to serve. Mayor Hill and Vice Mayor Kinchen nominated Mr. Wilcher to the vacant, alternate member, contractor position contingent upon the code change. There was no objection from the other members. 11. PUBLIC HEARINGS - None 12. UNFINISHED BUSINESS - None 13. PUBLIC INPUT New Information or requests to City Council not otherwise on the prepared agenda Andrea Ring, 407 Quarry Lane, stated she would be happy to volunteer for the vacant at - large position if needed. Robert Bruner, 861 Montrose, asked if there was a grant available to put a pipe in his rear drainage ditch. Mayor Hill advised him to contact the City Manager. John Norris, 566 Cross Creek Circle, asked Council to support the County in prohibiting the release of biosolids into the Sebastian River at the July 17, 2018 County Commission meeting. City Council Workshop & Regular Meeting July 11, 2018 Page Five Roger Birt, 13155 Indian River Drive, said he wanted to speak about the Golf Course Restaurant. Mayor Hill asked him to return under New Business, Item B. 14. NEW BUSINESS 18.013 A. Set Pr000sed (Maximum) Millaoe Rate for FY18/19 - Submission of DR420 to Pronertv Aooraiser (Transmittal, Forms DR -420. DR-420TIFs. DR-420MM- P)(Recommended Budoet is on Citv's Website) 6:40 pm The City Manager reported that staff has put together a budget funded at the rolled -back. The Administrative Services Director displayed a PowerPoint presentation and reported that staff was still finalizing a few items; noted the upcoming additional homestead exemption will have a $200,000 impact on the 2020 budget; staff is still working on the hurricane reimbursements; and he recommended increasing the reserve through gradual budget savings. (See attached PowerPoint) He asked Council to consider setting the millage at 3.4 and go lower as they move through the budget process. He said the Budget Review Advisory Board agrees with staff's recommendation. He stated the draft budget is funded at the 3.1514 but they recommend setting the millage rate at 3.4. Council Member Dodd said he did not see any reason to raise the budget higher than 3.1514; he would not support transferring overages to the reserve without first coming to Council. He said if there is extra, it should be spent on something needs such as roads or drainage; he did not support increasing the reserve to $6M. Mayor Hill said he was comfortable that they would be able to go back to the rolled -back rate and made a MOTION, with a SECOND by Council Member McPartlan, to set the proposed millage rate at 3.4 which would represent a tax increase of 7.89% with the idea that they will attempt to get to the rolled -back rate before the end of the budget process. Council Member lovino commended the Police Department for filling the mandated school resource officer positions and thanked the officers for what they do without much of an increase. Council Member Dodd gave the new City Manager kudos for throwing accountability into the budget cycle. 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. City Council Workshop & Regular Meeting July 11, 2018 Page Six 18.066 B. Discuss and Consider Sebastian Golf Course Restaurant Lease Ootions (Transmittal) 7.03 pm The City Manager reported that the City has terminated the lease with the former proprietor; he said a semi snack shop is currently being used now and he outlined a few options. Mayor Hill said they needed to go in with a fresh RFP to make things right; make sure the golfers are taken care of, be successful, and help pay down some of the debt. Council Member lovino said he was in favor starting fresh all around and keeping the Snack Shack open until the restaurant is reopened. The City Manager confirmed the bid will be a whole new bid, with different parameters, to include a score sheet, with a 30 day turnaround. Staff would then hold interviews based on the highest ranking with award possibly in October. MOTION by Mayor Hill and SECOND by Council Member McPartlan to put out a new bid for the Golf Course Restaurant with new parameters. Roger Birt, 13155 N. Indian River Drive, owner of the Sebastian Woody's BBQ, said he has an interest in the restaurant; noting he operates a golf course restaurant called Divots Grille in Suntree, his interest would not have any ties to his Woody's restaurant. He said regardless of who they pick, the operator will need financial support from the City of Sebastian. Council Member Dodd asked what prohibited him from bidding the first time and what kind of financial support would be needed from the City. Mr. Birt said he was too busy to bid the first time, and an operator would be hesitant to put money into equipment without some type of basis for gross revenue over the last five years and a seasonal rent would be necessary. He said he could operate the restaurant profitably. Greg Hepler, 1291 Barber Street, said anytime a business signs a lease there is a risk; the Golf Course is a premium location nearby the Airport, SkyDive Sebastian where functions can take place such as a movie screen on the driving range. He said he has had the professional experience, is willing to take the risk and can see 110% potential there. John Norris, 566 Cross Creek Circle, said the Pelican Diner is the best diner in the County and asked Council to consider Mr. Hepler's remarks. Council Member Dodd said he was not uncomfortable to suspending the purchasing rules to go back to the original RFP and doesn't have any issue with redoing the RFP; but, he did not want to be considered in a partnership with the operator. He said if the City is to have liability for running a restaurant, the City should hire a business to do it; governments should not guarantee profits to an independent businessman. He said the RFP needs to say specifically it will be a monthly lease process period with a defined lease amount. The City Manager advised the rent would be set at a minimum to be competitive. 0 City Council Workshop & Regular Meeting July 11, 2018 Page Seven Vice Mayor Kinchen said the parameters could be ironed out in contract negotiations with original bidder and if there is a new bid, she didn't agree that the rent should be rotated with the seasons. Mayor Hill said a new RFP would be the right thing to do and she wasn't alone in her thinking about the seasonal rent. 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. 18.096 C. First Readina Ordinance No. 0-18-09 — Amendina Chaoter 26 - Construction Board Membership - Set Public Hearina for August 8. 2018 (Transmittal. 0-18-09) AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PERTAINING TO THE CONSTRUCTION BOARD; AMENDING THE CODE OF ORDINANCES, CHAPTER 26 "BUILDINGS AND BUILDING REGULATIONS" BY PROVIDING FOR RETIRED CONTRACTOR PARTICIPATION BY AMENDING SECTION 26-191 "MEMBERSHIP; TERMS; FILLING OF VACANCIES"; PROVIDING FOR CODIFICATION; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR CONFLICTS AND SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. The City Clerk stated she had the support of the Building Official for the code changes. The City Attorney advised that he drafted the language to give Council the authority to appoint experienced individuals who left their businesses in good standing. The City Attorney read the title of Ordinance No. 0-18-09. MOTION by Council Member Dodd and SECOND by Vice Mayor Kinchen to approve Ordinance No. 0-18-09 on first reading. There was no public input. 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. 18.097 D. Award Work Authorization Under the Continuing Services Aoreement with MBV Enaineerina. Inc. in Amount of $19.145.00 Re-Desian Bank Stabilization for Stone Crop Drainaae (Transmittal. CSA#14) The City Manager said upon his arrival, he toured the Stone Crop project with the Stormwater Director who advised him of the plan to pipe the drain and he wasn't convinced that was the correct option. He said he has discussed MBV Engineering an option to stabilize the bank to store the water. He recommended approval of this redesign. City Council Workshop & Regular Meeting July 11, 2018 Page Eight MOTION by Vice Mayor Kinchen and SECOND by Council Member McPartlan to approve the work authorization with MBV Engineering to redesign the Stone Crop bank. ROLL CALL: Vice Mayor Kinchen — aye Council Member lovino — aye Mayor Hill — aye Motion carried 5-0. 15. CITY ATTORNEY MATTERS - None 16. CITY MANAGER MATTERS Council Member Dodd — aye Council Member McPartlan — aye The City Manager said he appreciated the opportunity to ride in the Fourth of July Parade to be welcomed by the residents. He announced there will be the first oyster training classes held at the Working Waterfront from 9 a.m. to noon on Friday. He also announced that Skydive Sebastian would be holding a three-day event this weekend involving parachutes, aircraft, and helicopters. He advised that residents might hear aircraft noise and see extra sky divers. 17. CITY CLERK MATTERS - None 18. CITY COUNCIL MATTERS 18.098 A. Charter Officer Evaluations in Accordance with Resolution No. R-12-08 (Transmittal. R-12-08) Mayor Hill said Council really hasn't had the time to evaluate the City Manager and City Attorney but all members speak to the officers on a regular basis. He said he has spoken to the City Clerk regarding her evaluation. MOTION by Mayor Hill and SECOND by Council Member Dodd to increase the City Clerk's pay to the contractual obligations. 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. Vice Mayor Kinchen thanked staff for the great Fourth of July Parade. C. Council Member Dodd - None D. Council Member lovino also thanked staff for the wonderful Fourth of July Parade. There was no objection to his request to wear summer business garb to the meetings. E. Council Member McPartlan - None F. Mayor Hill — None City Council Workshop & Regular Meeting July 11, 2018 Page Nine There was no objection to the City Attorney's request to provide a substitute attorney at the next Council meeting. 19. Being no further business, Mayor Hill adjourned the Regular City Council meeting at 7:19 p.m. Approved at July 25, 2018 Regular City Council Meeting. I ATT S 3�nette yYll*ns, MMC — City Clerk W 2019 Millage Adoption Presentation on Proposed Millage City of Sebastian City Council Meeting Wednesday July 11, 2018 Prepared By: Ken Killgore Administrative Services Director/CFO kk Property Values and Millage: Estimated Values/Roll-Back Rate Taxable Values Increased $107,676,794 or 9.34% from Prior Year Final Values. Additions of $15,998,366 Are Less Than Last Year at $35,951,701. Increased Assessments Are $91,678,428 of the Increase or 7.95%. (Homestead Limited by Lesser of CPI or 30/o.) o Roll -Back is Calculated to be 3.1514 Mills. 2 Considerations o Unsettled Personnel Issues: Wage Opener Negotiations Not Complete. Premiums for Employee Health Insurance Not Finalized. Increased Homestead Exemption May Cause Up To $200,000 Reduction in Ad Valorem Revenues in FY2020 Budget. o Hurricane Reimbursement Delays Have Underlined the Need for Adequate Reserves - Should Consider an Increase. o Ongoing Goal is Going With Rolled -Back. 3 t, OZ$ 0V0' T $ 000'OZZ$ 000'088$ OZO'T$ 000'008$ 000'008$ (V8)$ 9T8$ 000'6SZ$ 000'608$ OS8$ 000'OSZ$ 000'008$ �IJNVHD s�]xvi S�i niers �319VXVI sinien a�ISS�ISSV ................................. ...................................................................... LT$ (96$ �IJNVHD L98$ OS8$ ts9$ 089$ S�Ixvl 000'sLZ$ 000'OSZ$ OOs'LOZ$ 000'OOZ$ S�iniVA �319VXVI 000'sLZ$ 000'OSZ$ OOs'LSZ$ 000'OSZ$ S�iniVA a�ISS�ISSV ...................................................................................................................................................................................................... 8T$ (8T)$ �IJNVHD 869$ 089$ Z6V$ OTS$ S�Ixvl 000'OZZ$ 000'OOZ$ 000'9S T $ 000'OS T $ S�i niers �319VXVI 000'OZZ$ 000'OOZ$ 000'90Z$ 000'OOZ$ S�iniVA a�ISS�ISSV 6TOZ 8TOZ :s.iau4O uO %OT 6TOZ 8TOZ :P2@4s@WOH uO %8 6602 u! �Oe8-Pallob V6S6OC snsaan 9�oz ui SIHN o0ov me Property Values and Millage: Staff Recommendation o The Proposed Draft Budget is Funded at the 3.1514 Rolled -Back Rate. o Staff Request The Proposed Millage Be Set at Current 3.4000 Millage: Normally Recommended Each Year By Staff. Advertise as 7.89% Increase on Trim Notices. Problem If Final Higher Than Proposed. Requires Notice by First -Class Mail. W7 Property Values and Millage: Budget Committee Recommendation o Budget Committee Reviewed Initial Draft Budget and Capital Program, Including All Departments and Funds. o City Council is Scheduled for Full Review Of Staff's Final Draft On August 8th 0 Budget Committee Agrees With Staff's Recommendations. Property Values and Millage: Budget Committee Recommendation To: City Council From: Citizen's Budget Review Advisory Committee Date: July 10, 2018 Subject: Recommendations on Draft Budget and Millage The Committee recommends the approval of the tentative 2018-19 budget as presented using the rolled back rate. The Committee also recommends the approval and if necessary with City Council approval, deemed necessary up to $6,000,000.00 so long of the mileage rate to accomplish the increase become available over future years. of the Capital Program as presented, raising the contingency reserves as as there is no corresponding increase and it is done incrementally as funds The Committee additionally approves of the format changes to better link certain restricted revenues to their associated expenditures rather than all of the transfers in and out. Respectfully submitted by unanimous approval of the Committee. Note: After review of the above draft comments at our meeting on July 9, 2018, the Committee with a vote of four ayes and two nays, approved Staff's recommendation that City Council adopt 3.4000 as the millage to be entered on Form DR -420 only and used on the tax notices as the proposed rate. Property Values and Millage: Staff Recommendation o The Draft Budget is Funded at the 3.1514 Rolled -Back Rate But Staff Believes It Prudent to Adopt a Higher Rate At This Time. Recommending City Council Consider a Motion Adopting a 3.4000 Millage for the Proposed Millage on Form DR -420 and Trim Notice Advertisement.