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Home My WebLink About12-12-2018 CC Minutesone HOME OF PELICAN ISLAND SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY WORKSHOP & REGULAR CITY COUNCIL MEETING MINUTES WEDNESDAY, DECEMBER 12, 2018 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor Hill called the Regular City Council Meeting to order at 6:00 p.m. 2. Pastor Karen Leedahl, Christ the King Lutheran Church, gave the invocation. 3. Vice Mayor Kinchen led the Pledge of Allegiance. 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 Paul Carlisle City Attorney James Stokes City Clerk Jeanette Williams Administrative Services Director Ken Killgore Asst. Administrative Services Director Cindy Watson Procurement Manager Randy Moyer Public Facilities Director Scott Baker Community Development Director/CRA Manager Lisa Frazier Leisure Services Director Brian Benton Police Chief Michelle Morris Police Lieutenant Constantine Savvidis AGENDA MODIFICATIONS - None 6. PROCLAMATIONS. AWARDS/ BRIEF ANNOUNCEMENTS Presentations or proclamations, cem'hCates and awards, and brief timely announcements by Council and Staff. No public Input or action under this heading. 18.080 A. Presentation to Beth Mitr_.hell. Pre_c_ irle_nt/CEO Sebastian River Area Chamber of Commerce Mayor Hill described Ms. Mitchell's contribution to the enhancement of the community as the president of the Chamber of Commerce during the past 19 years. He read the proclamation and presented her with a small token of Council's appreciation. Ms. Mitchell thanked Council noting she has always promoted the natural resources and recreational activities of Sebastian and plans to lake advantage of all of them. Regular City Council & CRA Workshop December 12, 2018 Page Two Brief Announcements Sebastian River Art Club Show in Riverview Park– Dec. 15 from 10 am to 4 pm In addition to the Art Club Show, Vice Mayor Kinchen announced that the Sebastian Police Department would be hosting Family Movie Night at Riverview Park on Friday, December 14 from 6:00 pm to 8:00 pm 7. Recess Citv Council Meeting and Convene Communitv Redevelooment Aoencv Workshop A. Chairman Hill called the workshop to order at 6:08 p.m. Members present included Chairman Hill, Vice Chairperson Kinchen, Mr. Dodd, Mr. lovino, and Mr. McPartlan. B. Septic to Sewer Program (Transmittal, Accounting, Boundary Map, F.S.381.00655) i. Discuss Future Funding Allocation of Matching Funds for Program The City Manager introduced the Community Redevelopment Agency (CRA) Manager and requested how the Board would like to proceed to make the most use of the dollars to remove septic systems. The CRA Manager explained there are enough dollars remaining to fund what has been allocated for the remainder of the year, and when the City pursues the Indian River Lagoon National Estuary Program RFP, those funds would not be available until the fall of 2019. Mr. Dodd asked if the $247,173 allocation, in consideration point #3, was actually set aside to administer a study to determine if the sewer system could expand into the highlands. The City Manager said staff was looking for direction if that should be set aside for citywide consideration or allocated to the CRA district; as well as if grants should be administered as on a percentage base, total cost or one system per property or building. Mr. Dodd said there were two issues they were grappling with --the grant program and sewer expansion to entire city; the $247,173 was aimed to the expansion throughout the City. The CRA Manager stated staff has reached out to the County to let them know the City is interested in partnering with them. Mr. Dodd noted there are about 3,520 homes on the County's top list that will require about $44M which is something the City can't do on its own. Mr. Dodd asked if there were gravity system properties outside the CRA district but inside the City of Sebastian. The CRA Manager said there was not. Mr. Dodd said he preferred a sharing program something like 75125 and two different grant amounts—for example, one for gravity ($7,500 cap) and one for a lift station ($5K from the City and $10K from available grants). As far as properties are concerned, Mr. Dodd said they might have to go back to active operating systems with multi -buildings or multi -tenants or use the ERU assigned by the County. He said he did not think it would be fair to say one grant per property because they may have four systems; the number of grant awards would have to be specifically spelled out. Chairman Hill said they should look at ERUs since there can be three buildings on a property but very little use; that way the grant dollars would be eliminating the most waste. Regular City Council & CRA Workshop December 12, 2018 Page Three The City Manager noted it would be difficult to look at applicant's ability to pay in that regard. For example a hotel can pay more than a non-profit such as recent recipient, HALO Rescue. Chairman Hill said the tax dollars should go toward eliminating septic tanks; the ERUs could dictate the maximum amount given to a property. The CRA Manager said ERUs rate water usage which is not equitable to the waste drain and asked if a property with four ERUs should get four times the grant amount. Chairman Hill said the maximum allocated, for example for HALO on an ERU basis, they would be given the amount of ERUs. The CRA Manager described that the County only gave HALO Rescue one ERU which may not be an equitable standard to go by. She asked if the Board wanted to get away from the permitting, design and construction costs to cover more system closures. Chairman Hill said he would be comfortable with staff forwarding to the Board what they determine is the most fair and equitable but didn't think per tank was the best way to go. Vice Chairperson Kinchen said an award per tank is the way to go as staff has disputed the number of ERUs the County has assigned to City properties in the past. Mr. Dodd said some equitable cost sharing method with the property owners with different award ceilings for gravity systems and lift systems should be considered. Mr. Dodd suggested using the money allocated in consideration point #3 to hire grant people to independently or in unison with the County, pursue federal and stale grant money. The CRA Manager noted the Florida Department of Environmental Protection is interested in helping the City and described the 319 grant process which they may consider for the gravity systems. She also explained that along the riverfront there is only a force main that requires property owners to purchase the more expensive lift station so they would remove more systems by taking care of the gravity systems first. Chairman Hill noted that property owners can pay the County low interest loans attached to their utility bill payments to cover the assessment part of connecting to the sewer. The CRA Manager suggested asking the Indian River Lagoon National Estuary Program for a match to remove approximately 21 more tanks at the average cost of $15K each. Damien Gilliams, 1623 US Highway 1, suggested using the occupational license fund to remove the CRA septic tanks or the County's escrow fund. He also suggested using businesses' tax id number and whether a force main or gravity system is needed as variables to allocate grant awards. The City Manager thanked the Board for their input and assured them that staff would come up with ideas for final adoption. C. Chairman Hill adjourned the CRA Workshop at 6:41 p.m Regular City Council & CRA Workshop December 12, 2018 Page Four 8. Adiourn Community Redevelopment Aqencv Workshop and Reconvene as Citv Council Mayor Hill reconvened the City Council meeting. All members were present. CONSENT AGENDA A. Approval of Minutes — November 28, 2018 Regular City Council Meeting 18.164 B. Approve Alcoholic Beverages at Yacht Club for Kinney Event on October 6, 2019 from 11:30 am to 3:30 pm - DOB Verified (Transmittal, Application, Receipt) MOTION by Vice Mayor Kinchen and SECOND by Council Member McPartlan to approve the consent agenda passed with a unanimous voice vote. (5-0) 10. COMMITTEE REPORTS & APPOINTMENTS - None 11. PUBLIC HEARINGS - None 12. UNFINISHED BUSINESS - None 13. PUBLIC INPUT Bob Stephen, 150 Concha Drive, said the City is still spraying toxic herbicides along our waterways. Mayor Hill said they have a difference of opinion on what is being sprayed; the City is very careful in following all rules and regulations relative to the Environmental Protection Agency. Mr. Stephen asked Council to consider alternatives, Damien Gilliams, 1623 US Highway 1, said the parking is failing at Easy Street Park and asked the City to consider Pine Street. He thanked the City Manager for changing the Chamber parking signage and for requesting Council's legislative priorities. He thanked the City Attorney for looking into a financial matter. He wished everyone a Merry Christmas. 14. NEW BUSINESS 18.167 A. Discuss 2019 Leaislative Priorities for Submission to the Indian River CountvLeaislative Deleaation (Transmittal. Draft. Notice. Form) The City Manager asked what legislative priorities Council would like to present at the January Legislative Delegation meeting for the 2019 Legislative Session. Mayor Hill asked him to place the septic to sewer conversions and water quality at the top of the list he has provided. The City Manager said he would write up an actual project worksheet for the septic to sewer initiative. Council Member Dodd asked to move up school resource officer funding. Vice Mayor Kinchen agreed with the list. Council Members McPartlan and lovino agreed with moving the school resource officer funding up on the list. Damien Gilliams, 1623 US Highway 1, said finding additional funds is very important and suggested hiring a lobbyist. Regular City Council & CRA Workshop December 12, 2018 Page Five It was the consensus of Council to have Mayor Hill speak to the Indian River County Delegation at the January meeting. 18.137 B. ADDrove Site Plan Design and Location at Sebastian Municipal Airport as Submitted for the Pickleball Courts by Continuing Enpineerinq Consultant, Schulke. Bittle & Stoddard LLC (Transmittal. Proposed Site Plan) The City Manager said if Council approved the proposed site plan, construction could start in the first quarter of 2019. MOTION by Council Member Dodd and SECOND by Vice Mayor Kinchen to approve the Airport location for the pickleball courts. _?_ requested two dedicated courts at the Schumann Park tennis courts so they can play until the new facility is built. Mary Colacino, 315 Yearling Trail, said she was the President of Pickleball University and they were thrilled that Council is moving forward. She offered to provide funding to convert some of the Schumann Park tennis courts to pickleball courts. Thomas Quimby, 202 Briarcliff Circle, said he has seen communities put In courts without an understanding how big the courts should be. He offered to provide insight before the final plan is submitted for construction. The City Manager said the designs drawn up by Schulke, Bittle & Stoddard, LLC for the Friendship Park location would be used for the location. ROLL CALL: Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — aye Motion carried 5-0. 18.137 C. ADDrove the Purchase ADA Modular Bathroom from CXT. Inc. (an L.B. Foster QOmDanvl for the Pickleball Courts in the Amount of $60.896.79 Through the Government Cooperative Pricing Aqreement with Sourcewell (formally NJPA) and Authorize the Citv Manager to Execute the ADDroDrlate Documents (Transmittal. Ouote, Specs. Photo. Layout, Info) The City Manager requested approval of the two -stall restroom for the pickleball court which should be installed about March/April, 2019. MOTION by Council Member Dodd and SECOND by Council Member McPartlan to approve the purchase of the modular restroom from CXT, Inc. 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. Regular City Council & CRA Workshop December 12, 2018 Page Six 18.161 D. rove Work Authorization #5 with Infrastructure Consultinc and Enpineerinc ,grove the Desion and Er�pjneen of Hanoar "D" at the Sebastian Municipal Airoort in the Amount of $73.587.00 and Authorize the Citv Manager to Execute ADorooriate Documents (Transmittal. Exhibits. WA#5. Certification) The City Manager requested approval to start with the design of Hangar D. MOTION by Council Member McPartlan and SECOND by Council Member lovino to approve Item 14D. 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. 18.165 E. ApDrove Bid Waiver and PiogY Back Collier Count Contract to Authorize Shenandoah Construction to Slip Line the Schumann and �Ildare Intersection Pioe in the Amount of $103.290 (Transmittal. Proposal. Collier Countv ADreement) The City Manager requested approval to slip line the intersection at Schumann and Kildare MOTION by Council Member lovino and SECOND by Council Member McPartlan to approve Item 14E. Vice Mayor Kinchen asked the City Manager if he planned to mow back some of the shrubbery around the pipes. He stated they are part of the quarterly mowing contract but was not aware when the last trim occurred. 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. 18.166 F. ApDrove Bid Waiver and P' Back Back Collier County Contract to Authorize Shenandoah Construction to Slio Line the Caorona and Empress Intersection Pipe in the Amount of $16.300.25 (Transmittal. Pr000sal. Collier Countv Agreement) The City Manager said this intersection was a significantly deep structure and asked Council for approval. MOTION by Council Member McPartlan and SECOND by Council Member lovino to approve Item F. Vice Mayor Kinchen displayed a picture of the ditch noting the grass has filled most of the ditch. The City Manager offered to look into the flowline. 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. C] Regular City Council & CRA Workshop December 12, 2018 Page Seven 15. CITY ATTORNEY MATTERS - None 16. CITY MANAGER MATTERS The City Manager introduced Brian Benton, the new Leisure Services Director and he wished everyone a Merry Christmas and Happy New Year. 17. CITY CLERK MATTERS - None 18. CITY COUNCIL MATTERS A. Council Member Dodd thanked City staff for organizing the wonderful Employee Awards Banquet last week. He also wished everyone a Merry Christmas. B. Council Member lovino also wished everyone a Merry Christmas and Happy New Year. He also thanked staff for their hard work this past year on the budget, especially in regard to providing school resource officers. C. Council Member McPartlan said the Indian River State College has instituted a new computer system to register students until December 14 and will reopen January 2. He also said Dr. Casey Lunceford would like to give presentation at a future Council meeting outlining the variety of classes available at the Sebastian location. He also wished everyone a Merry Christmas and Happy New Year, D. Mayor Hill expressed his gratitude to his fellow Council Members who work together because they love Sebastian. He also thanked staff for their hard work during the last year and wished everyone a Merry Christmas and Happy New Year. E. Vice Mayor Kinchen also wished everyone a Merry Christmas and Happy New Year. 19. Being no further business, Mayor Hill adjourned the Regular City Council meeting at 7:19 p.m. Approved at the1J,* !ary 9, 2019 Regular City Council Meeting. rtteWL�ams,�MMC—City Clerk J 7