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HomeMy WebLinkAbout03-13-2019 CC AgendaSEBAS-TbkN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING AGENDA WEDNESDAY, MARCH 13, 2019 - 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. MOMENT OF SILENCE 3. PLEDGE OF ALLEGIANCE — Led by Council Member McPartlan 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. 19.029 A. Proclamation — Recognizing the Sebastian Old Boys Softball League 19.031 B. Proclamation — Not a Lab Rat - Kick Butts Day — March 20, 2019 - Indian River SWAT Chapter Youth and Leslie Spurlock, Community Health Advocate 19.032 C. Proclamation — Recognizing the American Legion's 100` Birthday - Rick Feldhann Second Vice Commander, Post 189 and Members 19.033 D. Proclamation - Red Cross Month - April 2019 — Ben Trautman, Community Volunteer Leader 19.001 E. Presentation of Fiscal Year 2018 Comprehensive Annual Financial Report (CAFR and Annual City Audit by City Auditor, Rehmann Robson (Transmittal) Brief Announcements March 15 -17th - ShrimpFest & Craft Brew Hullabaloo - Fri 3-9, Sat 10-9, Sun 10-5 March 22 — Chamber Concert in the Park — SoulJam — 5:30 to 8 pm March 23 — Sebastian River Art Club Show — 10 am to 4 pm 1 of 77 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 7-14 A. Approval of Minutes — February 27, 2019 Regular City Council Meeting 19.002 B. Resolution No. R-19-07 - Accepting the 1 st Quarter Financial Report and pgs 15-37 Recognizing Necessary Amendments and Adjustments to the FY18/19 Annual Budget (Transmittal, R-19-07, Report) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA RECOGNIZING AMENDMENTS AND ADJUSTMENTS TO THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30, 2019 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS, PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. 19.034 C. Approve Community Easter Sunrise Service at Riverview Park with Use of Stage on pgs 38-43 April 21, 2019 from 6:30 a.m. to 7:30 a.m. (Transmittal, Applications, Agreement, Receipt) 19.035 D. Approve Alcoholic Beverages at Community Center for Palladino Event on April 27, pgs 44-46 2019 from 2:00 pm to 8:00 pm - DOB Verified (Transmittal, Application, Receipt) 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. 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 19.022 A. Second Reading and Public Hearing of Ordinance No. 0-19-01 Proposed Land pgs 47-60 Development Code Amendment with Regards to Adult Personal Service Businesses (Transmittal, 0-19-01, Minutes, Matrix, Conditional Use Info, Definitions) AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING LAND DEVELOPMENT CODE ARTICLE XXII LANGUAGE AND DEFINITIONS; AMENDING SECTION 54-5-22.3( c) REGARDING ADULT PERSONAL SERVICE BUSINESSES; PROVIDING FOR SEVERABILITY AND REPEAL OF LAWS IN CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. (PJ Ad 2126/19) 2of77 19.023 B. Second Reading and Public Hearing of Ordinance No. 0-19-03 City of Sebastian pgs 61-70 Code Amendment with Regards to Employee Travel (Transmittal, 0-19-03, F.S.112.061) AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, REPEALING CODE OF ORDINANCES CHAPTER 2, SECTION 2-75(a) AND SECTION 2-74(b) REGARDING MEAL ALLOWANCE AND PER DIEM; PROVIDING FOR CODIFICATION; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY OF PROVISIONS; AND PROVIDING FOR AN EFFECTIVE DATE. (PJ Ad 2127119) 10. UNFINISHED BUSINESS 11. PUBLIC INPUT 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. 12. NEW BUSINESS 19.024 A. Approve Contract with Nidy Sports Construction Company for Schumann Tennis pgs 71-72 Court Resurfacing in the Amount of $36,000 through the National Cooperative Purchasing Alliance and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Quote) 19.023 B. Resolution No. R-19-04 - Council and Charter Officers Travel Policy (Transmittal, R- pgs 73-77 19-04, Policy) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, UPDATING THE TRAVEL POLICY FOR CITY COUNCIL AND CHARTER OFFICERS; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR EFFECTIVE DATE. 13. CITY ATTORNEY MATTERS 14. CITY MANAGER MATTERS 15. CITY CLERK MATTERS 16. CITY COUNCIL MATTERS A. Council Member Dodd B. Council Member lovino C. Council Member McPartlan D. Mayor Hill E. Vice Mayor Kinchen 17. ADJOURN (Alt meetings shall adjourn at 9:30 p.m, unless extended for up to one half hour by a majority vote of City Council) Ni HEARING LOOP INSTALLED. SWITCH HEARING AID TO T -COIL. 3of77 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; April 10, 2019 Regular City Council Meeting April 24, 2019 Regular City Council Meeting May 8, 2019 Regular City Council Meeting May 22, 2019 Regular City Council Meeting June 12, 2019 Regular City Council Meeting June 26, 2019 Regular City Council Meeting 4 of 77 PROCEDURES FOR PUBLIC INPUT 1N ACCORDANCE WITH RESOLUTION R-15-10 Reqular Citv Council Meetings Public input is ALLOWED under the headinas: ✓ Consent Agenda ✓ Public Hearings ✓ Unfinished Business ✓ New Business ✓ Public Input Public input is NOTALLOWED under the headinas: ✓ 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 Meetings. 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 reca[[ 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. 5of77 �F rnrOF HOME OF PELICAN RAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Presentation of the Fiscal Year 2018 Comprehensive Annual Financial Report and Annual City Audit. RECOMMENDATION: Receive the Auditor's Briefing on the Financial Report and the Annual City Audit. BACKGROUND: Florida Statutes 218.39 requires the City to have an annual financial audit. When grant funding exceeds certain limits, we must also have a "Single Audit" performed. The independent audit firm of Rehmann Robson was competitively selected to perform the City's audit and "Single Audit" and this is the eighth year of that agreement. City Council approved a second two year extension to the original five year agreement and they are scheduled to perform the audit for one more year. The FY2018 Annual Financial Report and "Single Audit" can be accessed via the City's website. In addition, this year a "single audit" was required and that report can also be accessed via the City's website. Representatives from Rehmann Robson will briefly comment on the Report and respond to any questions from the City Council. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Total Cost: $39,100, plus $4,500 for the Single Audit Required this year. Amount Budgeted in Current FY: $43,600 Amount of Appropriation Required: None Fund to Be Utilized for Appropriation: General Fund and Enterprise Funds Administrative Services Department Review: •-I I dam, ATTACHMENTS: 1. FY2018 Comprehensive Annual Financial Report (available on City's website (via Administrative Services/City Financials/2018 Comprehensive Annual Financial Report). 2. FY2018 Single Audit Report (available on City's website (via Administrative Services/City Financials/2018 Single Audit Report). City Manager Authorization: ©ate: 3 6 of 77 L -S cf SEAT -V HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING & COMMUNITY REDEVELOPMENT AGENCY MINUTES WEDNESDAY, FEBRUARY 27, 2019 - 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Vice Mayor Kinchen called the Regular City Council Meeting to order at 6:00 p.m. 2. A moment of silence was held. 3. Council Member lovino led the Pledge of Allegiance. 4. ROLL CALL Vice Mayor Linda Kinchen Council Member Ed Dodd Council Member Albert lovino Council Member Bob McPartlan Members Absent Mayor Jim Hill Citv Staff Present City Manager Paul Carlisle City Attorney James Stokes City Clerk Jeanette Williams Administrative Services Director Ken Killgore Building Official/Fire Marshal Wayne Eseltine Public Facilities Director/Airport Director Scott Baker Community Development Director/CRA Manager Lisa Frazier Leisure Services Director Brian Benton Lieutenant Tim Wood 5. AGENDA MODIFICATIONS Modifications and additions require unanimous vote of City Council members There was no objection to Vice Mayor Kinchen's request to switch public hearing item 11 A to B and item B to A. 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. 19.010 A. Presentation of Sebastian Clambake Foundation Proceeds to 2018 Beneficiaries by Teddv Hulse, Foundation Board Member & Vice President Pat Revizzio Teddy Hulse and Pat Riviezzo introduced the community service organizations and disbursed the checks. Ms. Hulse thanked the City, Police Department, Public Facilities, the volunteers and the community for supporting the event. 7 of 77 Regular City Council & CRA Meeting February 27, 2019 Page Two 19.026 B. Proclamation — Children's Week — March 24-29 - Marsha Powers. CEO of the Early Learning Coalition Vice Mayor Kinchen read and presented the proclamation to Ms. Powers. She thanked the City for acknowledging the work that the Early Coalition does. 19.027 C. Proclamation - March For Meals Month - Karen Dieal, President/CEO of the Senior Resource Association Vice Mayor Kinchen read and presented the proclamation to Ms. Diegl who cited the benefits provided by the program and invited Council Members to deliver meals during March 11th to the 13th Brief Announcements March 2"d - Craft Club Show — 10 am — 3 pm March 9'h — Pelican Island Wildlife Festival — 10 am — 4 pm March 15-17`h - ShrimpFest & Craft Brew Hullabaloo - Fri 3-9, Sat 10-9, Sun 10-5 Vice Mayor Kinchen announced the upcoming events. 7. Recess Citv Council Meetinq and Convene as Community Redevelopment Aqency A. Approval of Minutes — January 23, 2019 CRA Meeting 6:15 p.m. MOTION by Mr. McPartlan and SECOND by Mr. Dodd to approve the January 23, 2019 CRA Meeting minutes passed with a unanimous voice vote of 4-0. B. Facade. Sion and Landscaping Proqram i. Consider Grant Request for 1004 U.S. Highway 1 -- Arthur & Amy Priep (Transmittal, Summary, Application, Grant Criteria) The City Manager said the owners approached staff for relief to get the building sold or leased out. The Community Development Director said the owner is planning an extensive remodeling of the building since it has been attracting businesses that are not within the zoning code. She pointed out that staff encouraged the Prieps to submit the application for review by the CRA Board, knowing don't they didn't have an occupational license as required by the program guidelines. She said they were present should there be any questions. Mr. Dodd said it was undetermined if the building will stay there and if it did, it might be more financially encompassing to bring it up to current code. He cited one of the criteria for ranking is the removal of blight and he had a concern with investing limited CRA money on the property that probably won't be there six months from now. He said he could support the landscaping portion. Mr. lovino asked to hear from the owner as to what their plans were. Mr. Priep said he and his wife owned the property to the east where they planned to build a future residence and hoped to get a nice small business into the building to provide a small income for a while. In response to Mr. lovino, he said they don't plan to go anywhere or sell the property. 8of77 Regular City Council & CRA Meeting February 27, 2019 Page Three Mr. McPartlan said the board's goal is to improve new or existing businesses and since there is no business, they are speculating on the property; and if the landscaping was approved, the people coming in might not like the landscaping. He said he would feel more comfortable if there was an occupant. Mr. Dodd noted $25,000 of the $39,000 estimate on page 11 was to put siding on the building and he was concerned with investing money on a building that might be knocked down in the end because it was too expensive to renovate. He said he was inclined to match the landscape portion but not the buildings. Mr. Priep responded there has been a lot of lessee interest in property. MOTION by Mr. lovino and SECOND by Mr. Dodd to approve the $2,348 landscaping portion of the request contingent upon the property owner returning to the board with a potential lessee to receive any additional award. ROLL CALL: Vice Chairperson Kinchen — aye Mr. Dodd — aye Mr. lovino — aye Mr. McPartlan — nay Chairman Hill — absent Motion carried. 3-1 C. Fiscal Year 2018 CRA Annual Report in Accordance with F.S. 1 63.356(3)(c) Accept and Forward to Citv Council (Transmittal, Report) The Community Development Director stated the report was an unaudited version of the CRA's figures and activities for the past year. Motion by Mr. Dodd and SECOND by Mr. McPartlan to approve sending the Fiscal Year 2018 CRA Report to City Council for approval. ROLL CALL: Mr. Dodd — aye Mr. lovino —aye Mr. McPartlan — aye Chairman Hill — absent Vice Chairperson Kinchen — aye Motion carried. 4-0 8. Adiourn Communitv Redevelopment Aqencv Meetinq and Reconvene as City Council Vice Mayor Kinchen adjourned the CRA meeting and reconvened the City Council meeting at 6:31 p.m. 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 — February 13, 2019 Regular City Council Meeting 9of7-6 Regular City Council & CRA Meeting February 27, 2019 Page Four 19.028 B. Fiscal Year 2018 CRA Annual Report in Accordance with F.S. 1 63.356(3)(c) Acceptance by City Council (Transmittal, See Pages 37-52 for Report) 19.030 C. Resolution No. R-19-06 — Adopting a Revised City of Sebastian Public Broadcast Policy (Transmittal, R-19-06, Policy) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ADOPTING A REVISED "CITY OF SEBASTIAN PUBLIC BROADCAST POLICY", PROVIDING FOR LIVE BROADCASTS OF CITY BOARD AND COMMITTEE MEETINGS; PROVIDING FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH, PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. Council Member Dodd asked to pull item C. MOTION by Council Member McPartlan and SECOND by Council Member lovino to approve agenda items 9A and B. Roll Call: Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — absent Vice Mayor Kinchen — aye Council Member Dodd — aye Motion carried. 4-0 tem C Council Member Dodd asked what the changes were between the old and new policy. The City Manager explained some of the changes included updated technology provisions, an appeals process, and staff authority to remove outdated material. Mr. Hocker, Sebastian, said regardless how minute the changes, the changes should go before the public. The City Manager said it was routine in nature and it was not uncommon for items to be placed on the consent agenda however if Council would like to see future policy changes, he would be happy not to put them on the consent agenda. Council Member Dodd said if the policy will impact the way we interact with citizens we may not want to put that under the consent agenda to give the public an opportunity to weigh in. The City Attorney read the resolution title and advised that F.S.166 requires that ordinances and resolutions with public hearings be read. MOTION by Council Member Dodd and SECOND by Council Member lovino to approve consent agenda item C. Roll Call: Council Member McPartlan — aye Mayor Hill — absent Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Motion carried. 4-0 10. COMMITTEE REPORTS & APPOINTMENTS - None 10 of 7�[ Regular City Council & CRA Meeting February 27, 2019 Page Five 11. PUBLIC HEARINGS Vice Mayor Kinchen stated the next two items were switched at the beginning of the meeting. 19.013 B. Second Readina and Public Hearina of Ordinance No. 0-19-02 Stormwater Utilitv Fee Credit Policv (Transmittal, 0-19-02) AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AMENDING CHAPTER 102, ARTICLE V OF THE CODE OF ORDINANCES, PROVIDING FOR CLARIFICATION, UTILITY FEE CREDITS AND ESTABLISHMENT OF FEES; PROVIDING FOR CONFLICTS, PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. (PJ Ad 2127119) The City Attorney read the title to Ordinance 0-19-02 and Vice Mayor Kinchen opened the public hearing at 6:37 p.m. The City Manager noted the changes requested at the first reading where incorporated into this ordinance which is to establish a justifiable and equitable way to provide stormwater credits. C. N. Kirrie, property owner on the north edge of Sebastian, said his property is now in a condition that is expensive to pay stormwater fees; previously it was brought up that he would be eligible for a 90% credit but now it is only eligible for a 50% credit on top of the doubled fees. He thanked staff for helping him identify some of the issues and problems. He asked Council for comment and to reconsider the ordinance since he does not contribute to the stormwater system. Council Member lovino said he voted against the increased fee and did not think it should have doubled at the get -go. Council Member Dodd said if he has a plan that shows the property doesn't have an impact on the stormwater system, he will only pay a 10% fee but if the property doesn't fit that category, he will pay a larger amount. Stormwater is one of the top three problems in Sebastian right now and the fee is needed to attack the problems; 6-7 years from now it could be reduced if the problems are out of the way. He said the credit percentages in the next item are attractive. The City Manager noted a 90% credit has to be raw land, with no impervious surface. Mr. Kirrie asked Council to hold up on the ordinance. Vice Mayor Kinchen closed the public hearing at 6:48 p.m. The City Manager closed by saying a policy could not be written for each and every individual scenario out there but this is based on empirical data. MOTION by Council Member McPartlan and SECOND by Council Member Dodd to approve Ordinance No. 0-19-02. 11 of 7-6 Regular City Council & CRA Meeting February 27, 2019 Page Six Roll Call: Vice Mayor Kinchen — aye Council Member Dodd —aye Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — absent Motion carried. 4-0 19.013 A. Resolution R-19-03 — Stormwater Utilitv Credit Fee Policv (Transmittal. R-19-03. Pte) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PROVIDING FOR METHODOLOGY, APPLICATION, DETERMINATION AND DEADLINE FOR REQUESTING STORMWATER FEE CREDITS PURSUANT TO SECTION 102-124 OF THE CODE OF ORDINANCES OF THE CITY OF SEBASTIAN; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. (PJ Ad 2127119) The City Attorney read the title to Resolution No. R-19-03 and Vice Mayor Kinchen opened the public hearing at 6:49 p.m. The City Manager said this resolution authorizes staff to take in applications and equitably administer the credit; the policy provides that existing businesses can do best management practices and low impact development to increase their credit. He said it was a commendable policy that could be managed and defended. C. N. Kirrie said after reviewing the fee schedule, he would not qualify for a 90% credit but a substantial increase even though the property has not changed in 10 years. He asked Council to reconsider the policy rather than pass it. Vice Mayor Kinchen closed the public hearing at 6:54 p.m. Council Member Dodd asked if June 15` was enough time for staff to inspect all of the applicant's properties. The City Manager said it would, the list would need to be to the property appraiser by July to be on the TRIM notice. Council Member Dodd suggested making the deadline May 1St because three years from now, the same number of people will apply and that will hamstring staff. The City Manager said the biggest challenge will be for the property owners receiving engineering services given the current construction climate; and he didn't anticipate there will be too many new applicants. Council Member Dodd cautioned that right now, no one is eligible but when they approve the policy and set June 15t as the date, it will default to the same number of applicants three years from now. 12 of 7Z Regular City Council & CRA Meeting February 27, 2019 Page Seven The Community Development Director said a reapplication will be a lot simpler to process than a new application; next year, staff expects there will be a lot of smaller properties that may be eligible as they add low impact designs or best practices to their properties. The Department will send out a post card the beginning of March and begin to gear up at that point to be done in time for July. The City Manager said he was not opposed to putting a line in the policy to have the applications in by June 1 this year and May 1 for the subsequent years. MOTION by Council Member McPartlan and SECOND by Council Member Dodd to approve Resolution No. R-19-03, adding in the May 151 deadline subsequently going forward. Roll Call: Vice Mayor Kinchen — aye Council Member Dodd — aye Council Member lovino — aye Council Member McPartlan — aye Mayor Hill — absent Motion carried. 4-0 12. UNFINISHED BUSINESS - None It was noted at this point of the meeting; items 13 & 14 weren't listed on the agendas in the prepared packets. 13. PUBLIC INPUT Ben Hocker said past Council meetings and Parks and Recreation Advisory Board meetings were not in the video archive of the website. He said he has witnessed people entering the Yacht Club and Fisherman Landing restrooms right before the door locks at 10:30 p.m. to spend the night. Bob Stephen representing the citizens, disappearing birds, fish and other animals that can't speak for themselves asked Council to please stop poisoning the waterways. 14. NEW BUSINESS - None 15. CITY ATTORNEY MATTERS The City Attorney reported that the City Manager met with the County Administrator in the Chapter 164 process where a fruitful discussion ensued that will keep the City's program in place with certain parameters. On Tuesday, the County will hopefully adopt a resolution terminating the Chapter 164 process that will then be presented to City Council. MOTION by Council Member lovino to terminate the Chapter 164 process providing that the City is in agreement with the County proposal. It was determined that a motion was not needed. There was consensus to approve the County's forthcoming motion to terminate the process and move forward with a settlement. 16. CITY MANAGER MATTERS - None 13 of 77 Regular City Council & CRA Meeting February 27, 2019 Page Eight 17. CITY CLERK MATTERS The City Clerk apologized for the missing agenda items in the prepared agenda packets. 18. CITY COUNCIL MATTERS A. Vice Mayor Kinchen applauded the City's awesome Police Department for recently entering a burning mobile home and saving a resident. B. Council Member Dodd thanked the Vice Mayor for her attention to detail in running the meeting tonight. C. Council Member lovino thanked the Police Department for going out of their scope of being an officer to enter the burning building to save the resident. He also thanked staff and the City Attorney for their efforts in achieving the Fire Marshal settlement. D. Council Member McPartlan - none E. Mayor Hill -absent 19. Being no further business, Vice Mayor Kinchen adjourned the Regular City Council Meeting at 7:13 p.m. Approved at the March 13, 2099 Regular City Council Meeting Mayor Jim Hill ATTEST: Jeanette Williams, MMC — City Clerk 14 of7� MOF ;maw HOME OfKUCMISLMD CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Resolution Accepting the 1St Quarter Financial Report and Recognizing Necessary Amendments and Adjustments to the FY 2018-2019 Annual Budget. RECOMMENDATION: Move to approve Resolution R-19-07. 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 and accomplishments are also included. Formal approval by the City Council was given during the quarter for several adjustments requiring City Council action. Additionally, there are a couple of adjustments that still require City Council formal approval. One of these was to use the R&R Account to immediately proceed to roof and hot water line repairs at Crab E. Bill's. The second was to use Airport Reserves in order immediately proceed with transferring the fuel sales operation to Sebastian Aero Services. 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". Thus, the City Manager's adjustments included budget changes to reallocate funds to and from expenditure accounts and capital projects as necessary during the quarter. All the above adjustments have been listed in Exhibit "A" that is an attachment to the Resolution. IF AGENDA ITEM REQUIRES EXPENDITURE OF FUNDS: Total Cost: As per Exhibit "A" of Resolution Amount Budgeted in Current FY: NIA Amount of Appropriation Required: As per Exhibit "A" of Resolution Fund to Be Utilized for Appropriation: NIA Administrative Services Department Review: ATTACHMENTS: Resolution No. R-19-07 and Exhibit "A" Quarterly Financial Report for the Quarter Ended December 31, 2018 City Manager A thorization: A7 ,Date: S S 15 of 77 RESOLUTION NO. R-19-07 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA RECOGNIZING AMENDMENTS AND ADJUSTMENTS TO THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2018 AND ENDING SEPTEMBER 30, 2019 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on December 31, 2018 indicated that certain budget adjustments required formal approval by the City Council and that previously approved amendments and adjustments by the City Manager should be recognized; and WHEREAS, the City Council and City Manager have previously approved any other necessary amendments and 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, 2018 and ending September 30, 2019 has been amended and adjusted as necessary within the quarter ending December 31, 2018; a summary of such amendments and adjustments being attached hereto and more particularly identified as Exhibit "A"; the revised appropriations, if any, are set out therein and are recognized as having been 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. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of the City Council by filing a corrected copy of same with the City Clerk. Section 4. 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 13'h day of March 2019. ATTEST: Jeanette Williams, MMC City Clerk CITY OF SEBASTIAN, FLORIDA Lo Mayor Jim Hill Approved as to form and content for reliance by the City of Sebastian only: James D. Stokes City Attorney 16 of 77 EXHIBIT "A" OF RESOLUTION R-19-07 SUMMARY OF BUDGET CHANGES FOR THE QUARTER ENDED DECEMBER 31, 2018 ADJUSTMENTS PREVIOUSLY APPROVED BY CITY COUNCIL: Impact Fee Reserves Project A1724 BSSC Restroom Renovations Find Grant Revenues Project A1920 Parking Lot Project ($197,261) Budget Before Budget Budget After Appropriation from R&R Account ($250,304 Project/Account Change Adjustment Change Reason for Adjustment DEP Grant Revenues 0 ($50,000) ($50,000) 09/12/18 Creates Budget for preparing Consultant Expenditures 0 $50,000 $50,000 Coastal Resilienc Plan with Grant funds. Appropriation from DST Reserves 0 ($30,950) $30,950 10/10/18 Uses DST Reserves for design Enc ineering Services 0 $30,950 $30,950 and engineering. of Yacht Club Pier. Roads Vehicles and Equipment $66,000 ($12,500) $53,500 10/10/18 Uses Roads Division Vehicle _ Roads Engineering Services 0 $12,500 $12,500 budget savings to fund the Pavement Management Program.______ Impact Fee Reserves Project A1724 BSSC Restroom Renovations Find Grant Revenues Project A1920 Parking Lot Project ($197,261) ($19,910) ($217,171) 09/26/18 Uses Recreation Impact Fee Appropriation from R&R Account ($250,304 ($20,457) Crab E. Bill's Maintenance/Repairs $25,000 Reserves to increase funding of budget - $114,213 $19,910 $134,123 for Barber Street Restrooms Project. ($250,000) $80,000 ($170,000) 10/10/18 Reduction of projected FIND $500,000 ($80,000) $420,000 Grant proceeds to amounts actually awarded for Worker Waterfront Project. Appropriation from R&R Account ($275,000) ($24,696) ($250,304) 08/08/18 To provide R&R funds to Parks Buildings 0 $24,696 $23,696 replace the failing roof at the Barber g Street Sports Complex__ i ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL: Budget Before Budget Project/Account Change Adjustment Appropriation from R&R Account ($250,304 ($20,457) Crab E. Bill's Maintenance/Repairs $25,000 $20,457 Budget After Change Reason for Adjustment ($229,847) To provide R&R funds to repair roof and $45,457 re -pipe the hot water lines. Appropriation from Airport Reserves 0 ($11,795) ($11,795) City needed to replace the credit card terminal in order to transfer the fuel sales Airport Vehicles and Equipment 0 $11,795 $11,795 operation to Sebastian Aero Services. Tenant is repaying a portion. ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER: Budget Before Budget Budget After Project/Account Change Adjustment Change Reason for Adjustment Police Departmental Supplies $45,000 ($4,000) $41,000 Line item transfer within Police Police Contractual Services - - -- -- - -- -- - -- 0 - ------------------------------------------relocatinq $4,000 $4,000 Operations Division to cover cost of boat -lift ;--- --------------------- coifM $5,000 ($2,000) $3,000 Covers irrigation meter and pump repairs. Golf R&M Irrigation____ $2,500 $2,000 $4,500 Facilities R&M Buildings $75,000 ($2,600) $72,400 Adds to Janitorial Services Contract for Facilities Janitorial Services $882500 $2,600 $91,100 cleaning softball field restrooms. Appropriation from DST Reserves ($30,950) $347 $30,603 Closes Project and returns remaining �A1802 Computer Up�rade5 __ --------------- _ _ __ $1,733 ($347) $1,3.8.6 funds to DST Reserves. --------------------------------------------- _ _ _____ Additional Com ensation Additional p $46,D70 ($28,850) $17,220 Adjust Regular Salaries accounts for the Regular Salaries $7,181,150 $28,850 $7,152,300 Holiday Bonuses paid to all employees. --- - - -- -------------------------- Airport Contributions ---- -- ------------- 0 - -�--- ($3,495 - - - $3,495 --;----------------------------------------- Adjustment to reflect the trade-in value on Airport Equipment $16,987 __ $3,495 $20,482 the old credit card terminal. 17 of 77 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FIRST QUARTER ENDING DECEMBER 31, 2018 SUMMARY THE FIRST QUARTER FOR GENERAL FUND ENDED WITH 43% OF BUDGETED REVENUES BEING RECEIVED, LARGELY DUE TO AD VALOREM TAX RECEIPTS. DEPARTMENTS HAVE SPENT 29% OF THE BUDGETED AMOUNTS, LARGELY DUE TO NON -DEPARTMENTAL CHARGES FOR INSURANCE AND CRA PAYMENTS. GENERAL FUND SUMMARY - (8,487,869) - 5,012,322 $ Budget (45,153) YTD % Beginning Fund Balance $ - $ 5,047,473 (210,000) Ad Valcrem Taxes 4,196,369 $ 3,816,814 3,258,771 85.4% Franchise Fees 1,394,340 249,432 11 11, Utility Taxes 2,935,950 512,498 17.5°/a Hurricane Recoveries - 413,836 nla Intergovernmental Matthew 2,919,660 Totals 394,251 13.5% Charges for Service $2,114,364 549,902 $1,438,079 158,876 28.9% Licenses and Other 514,950 206,448 40.1% Transfers In 40,000 10,000 25.0%' Total Revenues $ 12,171,816 $ 5,204,112 42.8% From Fund Balance 49,735 - n/a Total Sources $ 12,221,551 $ 5,204,112 42.6% City Council 55,908 10,808 19.3% City Manager 298,139 68,365 22.9% City Clerk 206,556 51,516 24.9°/° City Attorney 104,914 29,083 27.7% Admin Services 692,855 144,032 20-8% MIS Division 446,159 120,476 27.0% Police Department 5,836,432 1,877,683 32-2% Public Facilities 1,849,117 385,253 20.8% Parks and Recreation 1,244,015 242,108 19.5% Community Dev, 395,897 82,413 20.8% Matthew/Irma Costs - - nla Non -Departmental 1,091,557 477,514 43.7% Total Expenditures $ 12,221,551 $ 3,489,251 28.5% Unappropriated - - nla Total Uses $ 12,221,S51 $ 3,489,2511 Net Unassigned Fund Balance 6,762,334 General Fund Revenue 4000 uAdoudBudge: Fearto Date 9 3,500 C 3XO M 2,500 0 2p00 H 1,500 1,1X30 500 AW 5 86 jge� 5 84 5 E 1 L6 Det (�5� ,deft 10 �nti�V �� 01,td� 65 if, SSS tr� G�O� vOh CURRENT RESERVES ARE $6,792,334, INCLUDING THE R&R ACCOUNT. CASH FLOW LOANS FOR THE GOLF FUND AND THE AIRPORT CONSTRUCTION FUND RESULT IN PROJECTED NET AVAILABLE FUNDS OF $4,471,369. GENERAL FUND RESERVES FORECAST Fund Balance R&R Account Fund Balance 10101118 $ 4,772,473 $ 275,000 Year to Date Revenue 5,204,112 Fund Balance/R&R Changes to Date: Unfinished 2018 Projects Crab E. Bill's Repairs BBSC Restroom Repairs Year to Date Uses $ Other Expenditures Current Reserves $ Expected Changes to Year End: Additional Revenue Additional Expenditures Expected 9130119 Balance $ Adjust R&R to $275,000 Expected Reserves $ Due from Golf Fund Due from Airport Fund Due from Airport Grants Net Available Funds $ General Fund Expenditures (4,582) (20,457) (24,696) (4,582) $ (45,153) (3,439,516) 6,532,487 $ 229,847 6,967,704 - (8,487,869) - 5,012,322 $ 229,847 (45,153) 45,153 4,967,169 $ 275,000 (535,800) - (25,000) I ■ Requested a Re eNed (210,000) - 4,196,369 $ 275,000 GAdi,zted Budget ay,zT ocafe 6,000 5,000 a 4,000 N � 1,000 0 2,M 1.000L ..r. 111111116,. ar mr �lr lir L s, L Pa P°CG8vo 90 o, ?a0 "o O'go .01 THE BELOW CHART SHOWS PAYMENTS OF ELLIGIBLE FEMA AND STATE REIMBURSEMENTS. $413,835 WAS RECEIVED ON IRMA FOR THE FIRST QUARTER. $2,250 Hurricane Reimbursements $2,000 $1,750 $1 506 I ■ Requested a Re eNed $1,250 v $1,000 C $750 $500 2 so Matthew Irma Totals ■ Requested $1,581,745 $532,619 $2,114,364 ■ Received $1,438,079 $413,835 $1,851,914 CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT FIRST QUARTER ENDING DECEMBER 31, 2018 SUMMARY EFFECTIVE WITH THE 2018-19 BUDGET, STORMWATER GOLF COURSE RESOURCES ARE AFFECTED BY LOANS DIVISION OPERATIONS IS BEING ACCOUNTED FOR FROM GENERAL FUND AND THE LOANS FROM THE WITHIN THE STORMWATER REVENUE FUND. BUILDING FUND FOR IRRIGATIONICLUBHOUSE WORK. STORMWATER FUND SUMMARY % 350,464 Budget 1,626,107 Beginning Fund Balance $ 95,702 $ Starmwater Fees 1,984,475 1,995,000 297,473 Interest 5,544 19,000 303,017 Total Revenues $ 2,014,000 $ Total Sources $ 2,109,702 $ Operating Expenditures 28.1% 1,609,702 $ 575,795 $ Transfer to Capital Projects 11,960 500,000 402,095 Total Uses $ 2,109,702 $ Ending Fund Balance Expected Change to Year End; Stormwater Fees and Interest Expenditures Transfer to Capital Projects Net Available Funds $ YTD % 350,464 Budget 1,626,107 81.5% 7,904 41.6% 1,634,011 81.1% 1,984,475 Rents 297,473 18.5% 5,544 1.1% 303,017 14.4% 1,681,458 Miscellaneous 368,893 (1,280,035) (494,456) $ 275,860 REVENUES AND EXPENSES FOR THE AIRPORT DO NOT INCLUDE GRANT RECEIPTS AND EXPENSES, AS THESE ARE NOT BEING MATCHED WITH AIRPORT FUNDS. AIRPORT FUND SUMMARY Budget Budget YTD % Beginning Resources $ - $ (514,253) Licenses and Permits Rents 437,061 92,586 21.2% Fuel Sales 90,000 12,278 13.6% Miscellaneous 48,734 56,872 116.7% Total Revenues 575,795 161,736 28.1% Total Sources $ 575,795 $ (352,517) 11,960 Operating Expenses 402,095 113,155 28.1% Fuel Purchases 71,200 8,945 12.6% General Fund Loan 40,000 10,000 25.0% DST Fund Loan 30,500 7,625 25.0% Capital Outlay 32,000 $ 0.0% Total Expenditures $ 575,795 $ 139,725 24.3% Total Ending Resources 19,164 (492,242) Cart Loan Payments Expected Change to Year End: 56,391 28,196 50.0% Revenges 614,314 414,059 327,524 Expenditures Capital Expenses (436,070) - Expected 9/30119 Balance nla (514,253) Due from Golf Fund GOLF FUND SUMMARY Budget YTD Budget YTD % Beginning Resources S Licenses and Permits $ (1,859,752) 222,011 Charges for Service Charges for Service 1,221,294 365,711 29.9% Pro Shop Sales 5,800 70,000 27,233 38.9% Rent 3,800 30,000 4,847 16.2% Miscellaneous 25.0% 11,960 4,590 38.4% Total Revenues Operating Expenses 1,333,254 402,381 30.2% From Fund Balance 19,750 - - nla Total Sources $ 1,333,254 $ (1,457,371) nla Operating Expenses $ 1,193,495 $ 280,164 23.5% Pro Shop Purchases Total Ending Resources 45,000 19,164 42.6% Cart Loan Payments 56,391 28,196 50.0% Total Operating Expense 614,314 1,294,886 327,524 25.3% Capital Expenses - - nla Building Fund Payment Due from Golf Fund 38,368 19,184 50.0% Total Uses $ 1,333r254 $ 346,708 26.0% Total Ending Resources 5 - $ (1,804,079) Expected Change to Year End: Revenues 930,873 Expenditures (986,546) Expected 9130119 Balance (1,859,752) BUILDING FUND RESOURCES REMAIN AT GOOD LEVELS, EVEN WITH THE LOANS TO THE GOLF FUND. BUILDING FUND SUMMARY Budget YTD % Beginning Resources $ 13,633 $ 1,596,583 Licenses and Permits 774,700 222,011 28.7% Charges for Service 12,800 3,334 26.0% Fines and Forfeits 5,800 1,450 25.0% Miscellaneous 9,200 3,800 41.3% Golf Fund Loan Payments 38,368 9,592 25.0% Total Sources 854,501 240,187 28.1% Operating Expenses 771,320 167,761 21.7% Capital Outlay 19,750 - 0.0% Transfers Out (Clear Village) 13.633 - nla Contingency 49,798 - nla Total Uses $ 854,501 $ 167,761 19.6% Total Ending Resources 11669,009 Expected Change to Year End: Revenues 614,314 Expenditures (617,192) Expected 9130119 Balance 1,666,131 Due from Golf Fund (1,205,294) Net Available Funds $ 460,837 19 of 77 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 12131118 2015/2016 2016/2017 2017/2018 201812019 2018/2019 2018/2019 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GENERALFUND TAXES -3,630,269.13 -3,869,494.99 -3,944,677.20 -4,020,700.39 -8,147,104.00 49.35% LICENSES & PERMITS -87,442.66 -86,469.07 -95,691.26 -90,431.31 -143,100.00 63.19% INTERGVT'L REVENUE -382,453.53 -383,571.79 -418,393.64 -806,087.08 -2,919,860.00 27.68% CHARGES FOR SERVICE -77,074,34 -71,147.58 -91,873.43 -103,876.29 -549,902.00 18.89% FINES AND FORFEITS -33,899.20 -12,041.99 -11,563.44 -10,288.48 -50,500.00 20.37% MISC. REVENUE -77,181,96 -33,093.19 -49,200.57 -105,728.54 -321,350.00 32.90% TRANSFERS IN -192,271.38 -164,999.97 -181,249.98 -64,999.99 -40,000.00 162.50% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -49,735.00 0.00% GENERAL FUND REVENUE -4,480,592.20 4,620,818.58 -4,792,649.72 -5,204,112.08 -12,221,551.00 42.58% CITY COUNCIL 10,782.38 11,994.41 11,619.31 10,808.30 55,908.00 19.33% CITY MANAGER 63,764.18 62,061.58 63570.89 68,365.42 298,139.00 22.93% CITY CLERK 103,385.84 56,767.85 78,713.84 51,516.65 206,558.00 24.94% LEGAL 13,028.00 16,234.00 8,087.14 29,083.29 104,914.00 27.72% ADMINISTRATIVE SERVICES 102,148.85 101,979.62 134,481.91 144,032.43 692,855.00 20.79% M.I.S. DIVISION 49,840.14 44,585.56 101,512.47 120,476.15 446,159.00 27.00% AUDIO VISUALIBROADCAST 24,571.60 28,260.13 24,935.79 0.00 0.00 n/a POLICE DEPARTMENT 1,431,318.26 1.391,701.53 1,163,627.48 1,877,682.65 5,836,432.00 32.17% ENGINEERING 0.00 126,137.61 93,791.85 0.00 0.00 n/a ROADS AND DRAINAGE 181,527.48 96,359.00 137,502.86 193,464.49 965,710.00 20.03% STORMWATER UTILITY DIVIS 278,266.73 142,163.14 183,245.55 0.00 0.00 n/a CENTRAL GARAGE 53,772.18 44,781.73 48,420.39 63,809.73 244,262.00 26.12% FACILITIES MAINTENANCE 46,011.56 95,193.03 60,082.32 83,415.98 420,125.00 19.86% PARKS/RECREATION 206,554.56 209,621.35 206,882.41 242,107.86 1,244,015.00 19.46% CEMETERY 51,714.17 32,484.78 49,327.25 44,562.59 219,020.00 20.35% COMMUNITY DEVELOPMENT 45,504.92 36,364.27 78,914.56 82,412.79 395,897.00 20.82% NON -DEPARTMENTAL 425,725.66 378,786.18 394,648.88 477,513.59 1,091,557.00 43.75% GENERAL FUND EXPENDITURES 3,087,916.51 2,875,475.77 2,839,364.82 3,489,251.92 12,221,551.00 28.55% LOCAL OPTION GAS TAX TAXES -108,172.47 -113,744,04 -121,634.57 -115,619.10 -740,300.00 15.62% INTERGVT'L REVENUE 0.00 0.00 0.00 0.00 -13,295.00 0.00% MISC. REVENUE -321.30 -306.46 -749.36 -2,335.30 -3,764.00 62.04% FROM FUND BALANCE 0.00 0.00 0.00 0,00 -490,675.00 0.00% LOGT FUND REVENUE -108,493.77 -114,050.50 -122,383.93 -117,954.40 -1,248,034.00 9.45% OPERATING EXPENSES 51,040.72 3,760.25 1,349.24 4,051.51 116,350.00 3.48% CAPITAL OUTLAY 0.00 0.00 0,00 0.00 3,200.00 0.00% DEBT SERVICE 121,383.30 14,336.60 121,251.10 120,126.80 243,177.00 49.40% TRANSFERS OUT 0.00 0.00 195.00 409,683.00 885,307.00 46.28% LOGT FUND EXPENDITURES 172,424.02 18,096.85 122,795.34 533,861.31 1,248,034.00 42.78% DISCRETIONARY SALES TAX TAXES -410,403.45 -498,337.50 -447,555.75 -480,026.51 -3,572,500.00 13.44% MISC. REVENUE -1,276.00 -2,472.91 -5,343.76 -18,110.00 -63,107.00 28.70% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -1,243,032.00 0.00% DST FUND REVENUE -411,679.45 -420,810.41 -452,899.51 -498,136.51 -4,878,639.00 10.21% OPERATING EXPENSES 0 0 0 1,500.00 30,950.00 4.85% TRANSFERS OUT 993,140,78 231,343.71 306,170.97 372,187.35 4,580,219.00 8.13% TO FUND BALANCES 0.00 0.00 0.00 0.00 267,470.00 0.00% DST FUND EXPENDITURES 993,140.78 231,343.71 306,170.97 373,687.35 4,878,639.00 7.66% RIVERFRONT REDEVELOPMENT FUND MISC. REVENUE -6,560.06 -9,472.71 -11,146.62 -12,217.67 -46,000.00 26.56% TRANSFERS IN -349,624.18 -342,240.96 -366,531.86 -404,673.34 -406,167.00 99.63% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -303,964.00 0.00% RRD REVENUE -356,184.24 -351,713.67 -377,678.48 -416,891.01 -756,131.00 55.13% OPERATING EXPENSES 61,373.28 34,833.81 68,087.10 86,757.74 393,392.00 22.05% CAPITAL OUTLAY 11,208.90 0.00 0.00 0.00 83,000.00 0.00% GRANTS AND AIDS 3,791.25 0.00 15,000.00 0.00 130,000.00 0.00% TRANSFERS OUT 16,250.01 0.00 0.00 0.00 149,739.00 0.00% RRD EXPENDITURES 92,623.44 34,833.81 83,087.10 86,757.74 756,131.t20 Of 11747% CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 12/31118 21 of 77 2015/2015 201612017 2017/2018 2018/2019 2018/2019 2018/2019 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET PARKING 1N LIEU OF FUND MISC. REVENUE -12,523.21 -5,538.10 -4,741.08 -338.84 -406.00 83.46% FROM FUND BALANCES 0.00 0.00 0.00 0.00 0.00 n1a PARKING IN LIEU REVENUE -12,523.21 -5,538.10 -4,741.08 -338.84 -406.00 83.46% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 0.00 nla TO FUND BALANCES 0.00 0.00 0.00 0.00 406.00 0.00% PARKING IN LIEU EXPENDITURES 0.00 0.00 0.00 0.00 406.00 0.00% RECREATION IMPACT FEE FUND MISC, REVENUE -51,957.06 -22,691.03 -25,787.50 -32,192.39 -174,228.00 18.48% FROM FUND BALANCES 0.00 0.00 0.00 0.00 -425,943.00 0.00% REC. IMPACT FEE REVENUE -51,957.06 -22,691.03 -25,787.50 -32,192.39 -600,171.00 5.36% OPERATING EXPENSES 0.00 0.00 0.00 0.00 0.00 nla TRANSFERS OUT 0.00 0.00 0.00 37,636.00 600,171.00 6.27% REC. IMPACT FEE EXPENDITURES 0.00 0.00 0.00 37,636.00 600,171.00 6.27% STORMWATER UTILITY FUND MISC. REVENUE -773,193.53 -800,062.44 -814,958.01 -1,634,010.74 -2,014,000.00 81.13% TRANSFERS IN 0.00 0.00 0.00 0.00 0.00 nla FROM FUND BALANCES 0.00 0.00 0.00 0.00 -95,702.00 0.00% STORMWATER FUND REVENUE -773,193.53 -800,062.44 -814,958.01 -1,634,010.74 -2,109,702.00 77.45% PERSONAL SERVICES 0 0 0 203,097.95 891,152.00 22.79% OPERATING EXPENSES -11,929.60 3,461.84 679.28 78,596.70 694,750.00 11.31% CAPITAL OUTLAY 0.00 0.00 0.00 15,778.00 23,800.00 66.29% TRANSFERS OUT 199,076.88 252,526.56 174,999.99 5,544.00 500,000.00 1.11% TO FUND BALANCES 0.00 0.00 0.00 0.00 0.00 nla STORMWATER EXPENDITURES 187,147.28 255,988.40 175,679.27 303,016,65 2,109,702.00 14.36% LAW ENFORCE FORFEITURE FUND FINES AND FORFEITS 0.00 -25,911.00 -25.00 -100.00 -1,000.00 10.00% MISC. REVENUE -27,562.36 -76.18 -166.85 -271.68 -145.00 187.37% FORFEITURES FUND REVENUE -27,562.36 -25,987,18 -191.85 -371,68 -1,145.00 32.46% OPERATING EXPENSES 0.00 1,101.04 409.62 0.00 0.00 nla CAPITAL OUTLAY 15,158.69 0.00 0.00 0,00 0.00 nla GRANTS AND AIDS 0.00 0.00 1,500.00 0.00 0.00 nla TO FUND BALANCES 0.00 0.00 0.00 0.00 1,145.00 0.00% FORFEITURES EXPENDITURES 15,158.69 1,101.04 1,909.62 0.00 1,145.00 0.00% STORMWATER DEBT SERVICE FUND MISC. REVENUE -207.54 -184.82 -753.59 -1,380.44 -900.00 153.38% TRANSFERS IN -100,285.25 -100,740.75 -100,947.99 -100,728.51 -403,792.00 24.95% STORMWATER DEBT REVENUE -100,492.80 -100,925.57 -101,701.58 -102,108.95 -404,692.00 25.23% DEBT SERVICE 22,749.50 126,678.75 16,538.80 13,329.65 403,659.00 3.30% TO FUND BALANCE 0.00 0.00 0.00 0.00 1,033.00 0.00% STORMWATER DEBT EXPENDITURES 22,749.50 126,678.75 16,538.80 13,329.65 404,692.00 3.29% 21 of 77 CITY OF SEBASTIAN FUND SUMMARIES QUARTER ENDING 12131/18 22 of 77 2015/2016 2016/2017 2017/2018 2018/2019 2018/2019 2018/2019 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET GOLF COURSE FUND CHARGES FOR SERVICE -348,366.38 -335,953.14 -308,860.05 -393,052.92 -1,291,294.00 30.44% MISC. REVENUE -7,348.42 -2,400.15 -50,970.76 -9,328.04 -41,960.00 0.00% TRANSFERS IN 0.00 0.00 -248,260.79 0.00 0.00 n/a GOLF COURSE FUND REVENUE -355,714.80 -338,353.29 -608,091.60 -402,380.96 -1,333,254.00 30.18% PERSONAL SERVICES 62,577.93 62,102.76 61,750.41 66,702.50 281,322.00 23.71% OPERATING EXPENSES 78,883.27 73,990.56 88,077.29 80,872.60 291,244.00 27.77% CAPITAL OUTLAY 50,681.62 0.00 248,260.79 0.00 0.00 n/a TRANSFERS OUT 0.00 0.00 0.00 9,591.99 38,368.00 25.00% TOTAL ADMINISTRATION 192,142.82 136,093.32 398,088.49 157,167.09 610,934.00 25.73% OPERATING EXPENSES 143,229.14 178,370.29 140,207.70 143,458.38 566,135.00 25.34% TOTAL MAINTENANCE 143,229.14 178,370.29 140,207.70 143,458.38 566,135.00 25.34% PERSONAL SERVICES 22,347,19 20,081.45 7,523.56 22,237.28 98,244.00 22.63% OPERATING EXPENSES 645.48 862.94 157.37 348.93 1,550.00 22.51% CAPITAL OUTLAY 0.00 0.00 19,536.40 0.00 0.00 n1a DEBT SERVICE 14,351.61 14,351.61 4,699.20 23,496.00 56,391.00 41.67% TOTAL GOLF COURSE CARTS 37,344.28 35,296.00 31,916.53 46,082.21 156,185.00 29,50% GOLF COURSE FUND EXPENDITURES 372,716.24 349,759.61 570,212,72 346,707.68 1,333,254.00 26.00% AIRPORT FUND CHARGES FOR SERVICE -2,569.01 -2,295.53 -4,311.89 -3,332.79 -18,800.00 17.73% MISC. REVENUE -286,267.55 -110,219.39 -124,588.56 -158,403.44 -535,371.00 29.59% TRANSFERS IN 0.00 0.00 0.00 0.00 0.00 n/a FROM FUND BALANCE 0.00 0.00 0.00 0.00 -21,624.00 0.00% AIRPORT REVENUE -288,836.56 -112,514.92 -128,900.45 -161,736.23 -575,795.00 28.09% PERSONAL SERVICES 30,462.19 46,184.07 48,312.15 33,735.29 136,402.00 24.73% OPERATING EXPENSES 61,722.97 53,583.00 58,902.48 92,495.10 264,552.00 34.96% CAPITAL OUTLAY 183,390.00 0.00 0.00 3,495.00 48,519.00 7.20% DEBT SERVICE 0.00 0.00 0.00 0.00 30,500.00 0.00% TRANSFERS OUT 12,499.89 2,499.99 6,249.99 9,999.99 49,000.00 25.00% TO FUND BALANCES 0.00 0.00 0.00 0.00 55,822.00 0,00% AIRPORT ADMINISTRATION 288,075.05 102,267.06 113,464.62 139,725.38 575,795.00 24.27% OPERATING EXPENSES 1,126.98 0.00 0.00 0.00 0.00 n/a CAPITAL OUTLAY 6,019.90 0.00 0.00 0.00 9.00 nla ECONOMIC DEVELOPMENT 7,146.88 0.00 0.00 0.00 0.00 n/a AIRPORT EXPENDITURES 295,221.93 102,267.06 113,464.62 139,725.38 575,795.00 24.27% BUILDING FUND LICENSES & PERMITS -212,078.27 -148,786.40 -179,414.57 -222,011.63 -774,700.00 28,66% CHARGES FOR SERVICE -3,240.61 -2,617.89 -3,048.45 -3,333.50 -12,800.00 26.04% FINES AND FORFEITS 0.00 -900.00 -1,041.00 -1,450.00 -5,800.00 25.00% MISC. REVENUE -1,477.16 -1,742.83 -1,957.52 -3,799.87 -9,200.00 41.30% TRANSFERS IN 0.00 -6,249.99 0.00 -9,591.99 -38,368.00 25.00% FROM FUND BALANCE 0.00 0.00 0.00 0.00 -13,633.00 0.00% BUILDING REVENUES -216,796.04 -160,297.11 -185,461.54 -240,186.99 -854,501.00 28.11% PERSONAL SERVICES 101,864.76 104,065.58 116,909.66 133,829.76 659,256.00 20.30% OPERATING EXPENSES 24,343.07 22,639.69 19,774.40 33,930.74 112,064.00 30.28% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 19,750.00 0.00% TRANSFERS OUT 26,021.49 17,839.91 0.00 0.00 13,633.00 0.00% TO FUND BALANCE 0.00 0.00 0.00 0.00 49,798.00 0,00% BUILDING EXPENDITURES 152,229.32 144,545.18 136,684.06 167,760.50 854,501.00 19.63% 22 of 77 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 12/31/18 23 of 77 2015/2016 201612017 201712018 2018/2019 201812019 201812019 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET CITY COUNCIL PERSONAL SERVICES 5,697.44 5,687.45 5,690.58 5,696.63 22,743.00 25.05% OPERATING EXPENSES 5,084.94 6,303.96 5,928.73 5,111.67 33,165.00 15.41% TOTAL 10,782.38 11,991.41 11,619.31 10,808.30 55,908.00 19.33% CITY MANAGER PERSONAL SERVICES 61,848.28 60,556.24 62,170.73 65,421.71 278,909.00 23.46% OPERATING EXPENSES 1,915.90 1,505.34 1,400.16 2,943.71 19,230.00 15.31% TOTAL 63,764.18 62,061.58 63,570.89 68,365,42 298,139.00 22.93% CITY CLERK PERSONAL SERVICES 50,902.31 34,300.55 37,822,00 39,101.39 167,045.00 23.41% OPERATING EXPENSES 52,483.53 22,467,30 40,891.84 12,415.26 24,513.00 50.65% CAPITAL OUTLAY 0.00 0.00 0.00 0.00 15,000.00 0.00% TOTAL 103,385.84 56,767.85 78,713.84 51,516.65 206,558.00 24.94% LEGAL OPERATING EXPENSES 13,02800 16,234.00 8,087.14 29,083.29 104,914,00 27.72% TOTAL 13,028.00 16,234.00 8,087.14 29,083.29 104,914.00 27.72% ADMINISTRATIVE SERVICES PERSONAL SERVICES 94,366.91 93,830.35 123,916.65 134,311.06 558,419.00 24.05% OPERATING EXPENSES 7,781.94 8,149.27 10,565.26 9,721.37 134,436.00 7.23% TOTAL 102,148.85 101,979.62 134,481.91 144,032.43 692,855.00 20.79% M.I.S. DIVISION PERSONAL SERVICES 32,087.30 19,258.19 51,965.28 63,551.48 330,872.00 19.21% OPERATING EXPENSES 17,752.84 25,327.37 49,547.19 56,924.67 115,287.00 49.38% TOTAL 49,840.14 44,585.56 101,512.47 120,476.15 446,159.00 27.00% AUDIO VISUALIBROADCAST PERSONAL SERVICES 19,850.64 23,549.37 18,597.32 0.00 0.00 nla OPERATING EXPENSES 4,720.96 4,710.76 6,338.47 0.00 0.00 nla TOTAL 24,571.60 28,260.13 24,935.79 0.00 0.00 nla POLICE ADMINISTRATION PERSONAL SERVICES 196,448.59 196,145.21 158,317.50 232,644.13 724,881.00 32.09% OPERATING EXPENSES 27,954.18 23.632.22 27,877.16 26.978.23 125,115.00 21.56% CAPITAL OUTLAY 11,765.00 0.00 0.00 0.00 0.00 nla TOTAL 236,167.77 219,777.43 186,194.66 259,622.36 849,996.00 30.54% POLICE PATROL PERSONAL SERVICES 716,489.45 719,366.36 541,208.46 1,094,096.31 2,993,250.00 36.55% OPERATING EXPENSES 42,844.42 49,496.08 56,536.04 78,845.21 302,439.00 26.07%, CAPITAL OUTLAY 5,104.00 0.00 6,144.99 5,999.00 18,831.00 31.86% TOTAL 764,437.87 768,862.44 603,889.49 1,178,940.52 3,314,520.00 35.57% CODE ENFORCEMENT DIVISION PERSONAL SERVICES 38,832.86 35,993.67 39,094.18 40,543.85 166,598.00 24.34% OPERATING EXPENSES 3,115.53 3,642.68 4,848.90 4,121.34 17,074.00 24.14% TOTAL 41,948.39 39,636.35 43,943.08 44,665.19 183,672.00 24.32% POLICE INVESTIGATIONS PERSONAL SERVICES 213,238.50 188,811.56 158,401.86 221,897.65 699,164.00 31.74% OPERATING EXPENSES 34,866.66 25,728.00 25,134.39 29,935.33 114,807.00 26.07% CAPITAL OUTLAY 6,062.88 0.00 0.00 0.00 28,000.00 0.00% TOTAL 254,168.04 214,539.56 183,536.25 251,832.98 841,971.00 29.91% POLICE COMMUNICATIONS PERSONAL SERVICES 132,344.36 144,759.13 143,420.98 139,955.61 629,788.00 22.22% OPERATING EXPENSES 2,251.83 4,126.42 2,643.02 2,665.99 16,485.00 16.17% TOTAL 134,596.19 148,885.55 146,064.00 142,621.60 646,273.00 22.07% 23 of 77 CITY OF SEBASTIAN GENERAL FUND DEPARTMENTS QUARTER ENDING 12131118 24 of 77 2015/2016 2016/2017 201712018 2018/2019 2018/2019 2018/2019 1st QTR 1st QTR 1st QTR 1st QTR ANNUAL PERCENT ACTUALS ACTUALS ACTUALS ACTUALS BUDGET OF BUDGET ENGINEERING PERSONAL SERVICES 0.00 73,213.49 34,597.59 0.00 0.00 nla OPERATING EXPENSES 0.00 52,924.12 59,194.26 0.00 0.00 nla TOTAL 0.00 126,137.61 93,791.85 0.00 0.00 nla ROADS AND DRAINAGE PERSONAL SERVICES 155,803.50 86,884.54 114,470.29 115,593.25 546,060.00 21.17% OPERATING EXPENSES 21,933.05 9,474.46 23,032.57 76,286.24 366,150.00 20.83% CAPITAL OUTLAY 3,790.93 0.00 0.00 1,585.00 53,500.00 2.96% TOTAL 181,527.48 96,359.00 137,502.86 193,464.49 965,710.00 20.03% STORMWATER UTILITY DIVISION PERSONAL SERVICES 152,781.50 93,631.24 104,205.45 0.00 0.00 nla OPERATING EXPENSES 122,182.33 48,531.90 79,040.10 0.00 0.00 nla CAPITAL OUTLAY 3,302.90 0.00 0.00 0.00 0.00 nla TOTAL 278,266.73 142,163.14 183,245.55 0.00 0.00 nla CENTRAL GARAGE PERSONAL SERVICES 50,763.92 39,864.32 42,994.05 52,188.66 200,781.00 25.99% OPERATING EXPENSES 3,008.26 4,917.41 5,426.26 5,776.06 36,481.00 15.83% CAPITAL OUTLAY 0.00 0.00 0.00 5,845.01 7,000.00 83.50% TOTAL 53,772.18 44,781.73 48,420.31 63,809.73 244,262.00 26.12% FACILITIES MAINTENANCE PERSONAL SERVICES 26,695.58 24,952.00 24,821.44 41,459.65 161,605.00 25.65% OPERATING EXPENSES 19,315.98 67,441.03 34,815.00 41,956.33 230,020.00 18.24% CAPITAL OUTLAY 0,00 2,800.00 445.88 0.00 28,500.00 0.001/0 TOTAL 46,011.56 95,193.03 60,082.32 83,415.98 420,125.00 19.86% PARKSIRECREATION PERSONAL SERVICES 153,540.65 130,075.91 130,189.59 166,199.94 864,504.00 19.22% OPERATING EXPENSES 53,013.91 79,545.44 76,692.82 51,211.92 254,815.00 20.10% CAPITAL OUTLAY 0.00 0.00 0.00 24,696.00 124,696.00 19.80% TOTAL 206,554.56 209,621.35 206,882.41 242,107.86 1,244,015.00 19.46% CEMETERY PERSONAL SERVICES 40,347.87 27,900.74 37,343.22 39,865.32 156,554.00 25.46% OPERATING EXPENSES 11,366.30 4,584.04 3,493.07 4,697.27 26,466.00 17.75% CAPITAL OUTLAY 0.00 0.00 8,490.96 0.00 36,000.00 0.00% CEMETERY 51,714.17 32,484.78 49,327.25 44,562.59 219,020.00 20.35% COMMUNITY DEVELOPMENT PERSONAL SERVICES 43,44705 32,818.91 74,252.07 78,331.57 322,467.00 24.29% OPERATING EXPENSES 2,057.87 3,545.36 4,662.49 4,081.22 73,430.00 5.56% TOTAL 45,504.92 36,364.27 78,914.56 82,412.79 395,897.00 20.82% NON -DEPARTMENTAL PERSONAL SERVICES 39,881.37 66,727.80 42,198.09 51,375.35 263,327.00 19.51% OPERATING EXPENSES 375,244.29 305,808.39 299,469.77 405,681.24 686,102.00 59.13% TRANSFERS OUT 10,600.00 6,249.99 52,981.02 20,457.00 24,107.00 84.86% TO FUND BALANCE 0.00 0.00 0.00 0.00 118,021.00 0.00% NON -DEPARTMENTAL 425,725.66 378,786.18 394,648.88 477,513.59 1,091,557.00 43.75% ALL DEPARTMENTS PERSONAL SERVICES 2,225,368.08 2,098,327.03 1,945,677.33 2,582,233.56 9,086,967.00 28.42% OPERATING EXPENSES 821,922.72 768,095.55 825,624.64 848,436.35 2,680,929.00 31.65% CAPITAL OUTLAY 30,025.71 2,800.00 15,081.83 38,125.01 311,527.00 12.24% TRANSFERS OUT 10,600.00 6,249.99 52,981.02 20,457.00 24,107.00 84.86% TO FUND BALANCE 0.00 0.00 0.00 0.00 118,021.00 0.00% TOTAL GENERAL FUND 3,087,916.51 2,875,472.57 2,839,364.82 3,489,251.92 12,221,551.00 28.55% 24 of 77 CITY OF SEBASTIAN CAPITAL PROJECT STATUS REPORT AS OF DECEMBER 31, 2018 Project Budget Share Project Expenditures Funds Number Description Budget Sources fin Thousands of Sl Budget To Date Encumbrances Remaining FY2015 A1518 Clear Village Software GF/BLDG 20/41 61,012 43,729 17,283 TOTAL S 61,0I2 S 43,729 S 17,283 S FY2016 A1656 AP Master Plan Update DST/GRANT 261265 291,000 291,800 (800) TOTAL $ 291,000 S 291,800 S - S (800) FY2017 A1724 BSSC Football Field Restrooms W/Donalion 15011 150,910 49,242 103,455 (1,787) A1762 Septic to Sewer Grants CRA/GRANT 230/100 330,000 150,261 - 179,739 A1764 Oyster Pointe Drainage DST 136 65,320 47,767 1,200 16,353 A1765 Oyster Bags @ Working Waterfront SWIGRANT 24124 47,928 3,496 - 44,432 TOTAL S 594,158 S 250,766 S 104,655 S 238,737 FY2018 A1802 Com puler Upgrades (COMPLETE) DST 34.5 S 34,555 S 34,555 S - S - A1804 Firewall Software (COMPLETE) DST 63 62,942 62,942 A1805 Police Vehicles & Equip DST 352.4 352,400 177,359 146,341 28,701 A1810 Purchase 1215 Indian River Drive (COMPLETE) DST/CRA 508/250 757,911 757,911 - A1811 Generators DST 40 40,000 3,000 24,050 12,950 A1812 Security Camera & Door Access Systems-PDICity Hall DST 48 48,000 - 47,843 157 A1820 Pickleball Courts (CLOSED) DST 16 16,062 16,062 A1822 ADA Playgound (CLOSED) RIF 0 - - A1823 Cemetery Irrigation System DST 150 150,000 31,850 118,150 A1824 Working Waterfront Phase DST 25.7 25,700 13,556 12,145 - A1825 Cemetery Expansion CTF 40 40,000 5,150 4,200 30,650 A1831 Street Milling & Repaving LOGT 481 481,000 459,435 1,903 19,662 A1833 Public Works Compound (CLOSED) DST 19 19,325 19,325 - - A1851 Taxiway D&E Construction DSTIGRANT 971184 1,936,152 1,968,713 - (32,561) A1852 Construct Shade Hangars DST/GRANT 1251500 625,000 228,856 378,025 18,119 A1854 Taxiway C Construction FAAIFDOT/DST 2,216/109.61131.8 2,457,341 205,672 2,273,679 (22,010) A1860 StonecropDrainage DST/GRANT 19.110 19,145 10,804 8,341 - A1861 Sewer Connection Grants GF/SW 47/200 247,173 - - 247,173 A1862 Stormwater Drainage Projects (COMPLETE) DST 50,7 50,718 50,718 - - TOTAL S 7,363,424 S 4,045,908 S 2,896,527 $ 420,990 A1900 Computer Upgrades DST 33 $ 32,877 $ 29,258 S - S 3,619 A1901 Police Vehicles & Equip DST 345 345,000 14,408 302,857 27,735 A 1902 Radio System Upgrades DST 64 64,000 - 64,250 (250) * 1903 Evidence Building Fixtures DST 50 50,000 - 50,000 *1904 Brush Dump Truck DST 50 50,000 51,342 (1,342) *1920 Working Waterfront Phase 3 FIND/DST 1701250 420,000 - 420,000 A1921 ParkAmeneties DSTAUF 197/213 409,938 2,133 35,767 372,038 A1922 Bark Park Shade Structures RIF 10 10,000 - - 10,000 A1923 Park Improvements RIF 20 20,000 - 20,000 A1924 All Inclusive Playground RIF 120 120,000 120,000 A1925 Park Signage RIF 100 100,000 100,000 A1926 Coastal Resiliency Plan DEP 50 50,000 5,000 45,000 - A 1930 Indian River Drive Corridor Improvements LOGT 100 100,000 39,041 - 60,959 A1931 Street Repaving & Reconstruction LOGT 401.1 401,100 8,000 393,100 A 1932 CavCorp Parking Lot DST 50 50,000 - 50,000 A 1933 Relocate Public Facilities Compound DST 1737.7 1,737,649 1,737,649 A1934 Radar Signs DST 15 15,000 - 15,000 A1935 Four Post Hydraulic Lift DST 15 15,000 11,536 3,464 A1960 StonccropDrainage FEMA/DST 889.6!296.5 1,186,137 1,186,137 A1961 StormwaterImprovements SW 500 500,000 5,544 130,902 363,554 A1951 Airport Security Gate p 2 FDOTIAP 812 10,000 - 10,000 A1952 Construct Hangar D FDOTIDST 8001200 1,000,000 - 1,000,000 S 6,686,701 S 114,921 S 630,118 S 5,941,663 GRAND TOTAL S 14,996,295 S 4,747,123 S 3,648,582 S 6,600,589 25 of 77 QUARTERLY INVESTMENT REPORT FOR THE QUARTER ENDED DECEMBER 31, 2018 At September 30, 2018, the total of the City's cash and investments were $10,483,576.72. Of this, $10,483,576.72 was held in an interest bearing checking account at Seacoast National Bank, $3,762,017.78 was invested with the State Board of Administration and $511,203.21 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. Returns at the end of the quarter were 2.70% and 2.56% for the Bank and State Board. Since the investment was initially made with Florida Trust, our average annualized return has been .96% over the 28 months it has been invested. The large increases in the value of Florida Trust has been encouraging over the past several quarters. SEACOAST NATIONAL BANK STATE BOARD OF ADMINISTRATION (SBA) CURRENT CURRENT CASH BALANCE ALLOCATION BALANCEEP RCENT INVESTMENT ALLOCATION BALANCE PERCENT General Fuad S 4,590,95x.32 43.79% General Fund S 1,261,440.77 33.53% Local Option Gas Tae Fund 53,423.17 0.51% Local Option Gas Tax Fund 52,061.61 1.38% Discretionary Sates Tac Fund 2,405,12130 22.9496 Discretionary Sales Tax Fund 721,189,77 19.17% Riverfront Redevelopment Fund 651,642.20 6.22% Riverfrunt Redevelopment Fund 100,575.19 2.67% Parking In -Lieu -Of Fund - 0.00% Parking In -Lieu -Of Fund 54,817 23 1.46% Recreation Impact Fee Fund 514,368.51 4.91% Recreation Impact Fee Fund 131,789.10 3.501/6 Stormwater Utility Fund 1,368,086.25 13.050/16 Stormwater Utility Fund 300,702.95 7.99% Law Enforcement Forfeiture Fund 8,936.19 0.094/6 Law Enforcement Forfeiture Fund 35.460.42 0.94% StOnnwatCr Series 2003 Debt Service Fund 262.014.83 2.50% Stormwater Series 2003 Debt Service Fund - 0.00% Capital Projects Fund - 0.00%4 Capital Projects Fund - 0.00% Capital Improvements Fund (5.000.00) -0.05% Capital Improvements Fund 0.00% Transportation Fund 31,64130 0.30% Transportation Fund (0.10) 0.00% Stormwater Projects Fund 237,605.05 2271,116 Stormwater Projects Fund 0.001% Golf Course Fund 74,052.51 0.71% Golf Course Fund 0.00% Airport Fund 234,005.38 2.23% Airport Fund 0.00% Airport Projects Fund (457,064.43) -4.36% Airport Projects Fund - 0.009/0 Building Department Fund 421,988.51 4.0305 Building Department Fund 119,668.02 3.18% Cemetery Trust Fund 80.047.23 0.7605 Cemetery Trust Fund 891.972.82 23.71% Performance Deposits Fund 11,750.00 0.11% Performance Deposits Fund 92,340.00 2.45% Total Bank Balance S 10A83,576.72 100.00% Total SBA Balance S 3,762,017.78 100.00% 26 of 77 Ma SEBAST AN HOME Of PELICAN ISLAND To: Mayor and City Council Thru: Paul Carlisle, City Manager From: Kenneth W. Killgore, Administrative Services Director Date: March 5, 2010 Re: 11, Quarter Accomplishments Fiscal Year 2019 Enclosed please find the I" Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services Department for the three months ended December 31, 2018. CITY CLERK Lee_ islative Sunnort Matters • City Clerk prepared agenda, attended/recorded three Regular City Council meetings • Records Clerk attended one Regular City Council meeting • Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed • Three resolutions adopted by Council • One ordinance passed on first reading « Three proclamations prepared for presentation by Mayor • Provided monthly City calendars and revisions to Council, city staff and press + Three advertisements placed with TCPalm + Coordinated attendance of clergy for Council meeting invocations • Notified regional boards of Council membership Records Manaeement Proaram • Responded to 25 public records requests • 118 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor • Eight boxes of Personnel Files and two boxes of Capital Improvement Projects were imported into Laserfiche • for permanent and long term records • Transferred and documented three bid records and five Finance boxes for storage • Documented and destroyed three months of customer complaint electronic records • Prepared four payment and performance bonds for release Election Matters • Three candidates submitted M9, G1, G2, G3 treasurers reports; provided to press as requested • Administered oath for two Council Members • Coordinated Early Voting with Supervisor of Elections Citv Board Matters • Noticed vacancies, prepared seven board appointments, notified and provided info to appointees, updated Board Handbook and distributed pages • City Clerk prepared agenda, attended/recorded two CRA and two BOA meetings within Council Meetings • Records Clerk published all scanned City board packets to City website and Laserfiche and provided to press and Council • Prepared one certificate of appreciation for outgoing board member Cemetery Matters + Certificates of Interment Rights issued for 18 Iocations for a total of $27,600. • Scanned all cemetery records as sold or amended for permanent retention Personnel/Educational Matters • Records Clerk attended three project management meetings • Records Clerk attended four meetings for the Events Committee • Administered oath to four Police Officers • City Clerk attended three Strategic Planning Sessions Communitv Matters • Responded to or forwarded CITYSEB emails to appropriate departments • City Clerk volunteered for the Pack a Thon at the TC Food Bank 27 Of 77 ADMINISTRATIVE SERVICES • Worked with the State and FEMA to pursue remaining reimbursements due on Hurricane Matthew and Irma. • Provided administrative support to the Police Pension Board. • Closed accounting records at year-end. • Responded to questions from the Auditors. • Prepared 4h Quarter Budget Amendment and made presentation to Budget Committee and City Council.. • 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. • Recruited, interviewed and hired replacements for vacant positions. POLICE DEPARTMENT Administration • Continued review of agency policies per accreditation standards. • Conducted interviews for police officer and 911 operator positions. • Hired 1 police officer and 2 recruits completed police academy and began full time as police officers. • Attended 4 special event meetings with city staff and participated in several events to include Clam Bake, Light Up Night, Christmas Parade, Shop with a Cop and Bell Ringing for the Salvation Army. • Began complete auditing and inspection of entire police building and equipment for transparency and accountability. • Administration attended 3 Council meetings. • Attended over 85 Law Enforcement related meetings and 12 public meetings and/or speaking engagements. • Administrative personnel attended over 100 hours of training to enhance professional development, 1 attended a 12 week leadership course. • Continued to collect statistical data to include: personnel, community, crime, etc. • Responded to 9 public records requests. • Continued our Community Outreach Program focusing on enriching our relationship with our citizens hosting events. Volunteers • The Community Service Volunteers worked a total of 2,671 hours during this quarter. • 47 bank deposit details were made. This service is done for City Hall so employees do not have to leave assigned duties. • 5 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc. • 640 house watches/close patrols were completed. • 22 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc. • 201 business checks were made, These help keep an eye on the business community and help reduce crime. • 95 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime. • 57 Airport checks were made. The visibility helps to deter crime. • 121 special details were assigned. • 0 miscellaneous assists for law enforcement personnel. • 131 paper runs, i.e.: State Attorney's Office, Sheriffs 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 22 traffic crash scenes. • 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued. • 9 citizen contacts. • 498 miscellaneous jobs. 66 hours of Escorts were completed. School Resource Officers Patrol hours Mentor lunches Crossing Guard... g Reports I GREAT classes... Life Skills... L Area/school... Area/school checks Dec. Life Skil Isclasses taught ■ Nov. I GREAT classes taught ■ Oct. Reports Crossing Guard contacts Mentor lunches 0 100 200 Patrol hours Community event hours 159 114 114 387 20 12 12 44 0 0 0 0 4 5 4 13 13 13 21 47 fit 50 50 162 a o 0 a 0 0 2 2 28 of 77 Road Patrol and Special Operations • Officers were dispatched to 12,009 calls for service, and self -initiated 7,285 events. • 136 adult and 4 juvenile arrests were made. • Officers issued 248 citations, 5 parking citations, and 778 written warnings. • Officers completed 545 offense reports and 95 crash reports. Special Operations Incident Citations Warninp-s Reports Arrests Traffic Homicides (462) 0 0 1 0 Boat Ofc (Assigned to shift coverage). K-9 Ofc's (41/38/59/42) 25 138 28 10 TOTALS 25 138 29 10 K-9 Unit • K-9 Training Hours: 240 • Misdemeanor Arrests: 3 • Felony Arrests: 7 • Narcotic Searches: 20 • Activity Reports: 7 • K-9 Demonstrations: 4 • Additional Training Hours: SRT, In-house, New Hires and K-9 School -- 960 • Agency Assisted: Fellsmere PD, and Indian River County Road Patrol and Special Operations have continued to professionally serve the community by patrolling the city in order to deter crime and maintain the community policing philosophy. Officers and sergeants maintain their skills by attending mandatory and advanced training throughout the year. Communitv Policing & Crime Prevention Officer ARRESTS WARRANTS TRAINING/MEETINGS (hours) FOLLOW-UPS ACTIVE CASES ASSISGNED CASES CLEARED CASES INACTIVE CASES SUPPLEMENTS SURVEILLANCE (HOURS) 10 3 0 13 2 6 0 8 8 8 8 24 3 2 3 8 3 3 3 9 5 3 5 13 1 3 1 2 0 0 0 1 3 2 1 6 20 40 20 80 19 29 of 77 ACTIVITY COMMUNITY EVENTS AGENCY OUTREACH EVENTS COMMUNITY MEETINGS SCHOOL -RELATED EVENTS PUBLIC TRAINING CLASSES REGIONAL OUTREACH SRO Coverage EXPLORER POST ACTIVITIES TRAINING AND SCHOOLS IN-SERVICE INSTRUCTION SOCIAL MEDIA MANAGEMENT ADMINISTRATION & RESEARCH ROAD PATROL COVERAGE 1i Communications Division 0 HOURS 89 73 28 14 36 12 53 38 82 18 33 15 18 Community Events: Honor Flight -12 Coffee w/ a Cop -15 light Up Night - 9 Veteran's Day - 2 Christmas Parade- 6 Holloween Contest - 2 Clam Bake - 23 Fellsmere Night Out - 4 Sheriffs Night Out -4 Park Place EMS Meeting -2 SDIRC Sessions - 6 Pearl Harbor Day - 2 Salvation Army -2 Public Training Glasser S.AF.E.Women -20 ldentiiyTheft -1:0 Home School Tour -2 Holiday Safety • 4 82 166 18 33 15 is Agency Outreach: Comm.Night Out - 4 Movie Night - 25 Trailer Outreach - 6 Shop w/ A Cop -20 Turkey Drive - 4 Toy Drive - 4 Honor Guard -1O Community Meetings: Exchange Club -10 Rotary Club -5 ECIC -8 Banking -3 Chamber -2 School Related Events: Pelican Island -4 Sebastian - 6 Sebstian Charter Jr - 4 a ACT1VI ry ■ COMMUNITY EVENTS ■ AGENCY OUTREACH EVENTS ■ COMMUNITY MEETINGS ■ SCHOOL -RELATED EVENTS s PUBLIC TRAINING CLASSES ■ REGIONAL OUTREACH ■ SRO Coverage ■ EXPLORER POST ACTIVITIES ■ TRAINING AND SCHOOLS ■ IN-SERVICE INSTRUCTION = SOCIAL MEDIA MANAGEMENT ■ ADMINISTRATION & RESEARCH a ROAD PATROL COVERAGE October, November, December 2018 Disp. Calls For Service 1 1,463 1,433 1,387 4,283 Officer Initiated Calls 1,490 1,346 1,465 4,301 Code Enf. Initiated Calls 691 645 546 1,882 Volunteer Initiated Calls I 449 299 260 1008 Calls Entered Into CAD 4,303 3,941 3,765 12,009 911 Calls Received * 735 750 707 2,192 911 Calls Transferred Out * I 243 248 262 753 Admin. Calls Received * 617 567 570 1,754 Admin. Calls Transferred I 0 0 0 0 Outgoing Admin. Calls * 0 0 0 0 Training/Meeting Hours 33 31 35 99 * phone system error 4 Regional Outreach: Crime stoppers -2 TC Homeless -2 Special Olympics - 8 SRO: -53 Road/Court:-18 POP: Sig 20 - 2 Explorer Post Activities: 38 Training and Schools: Crime Prevention - 40 In -Service -40 HonorGuard-2 30 of 77 Training/Meeting Hours { Outgoing Admin. Calls * Admin. Calls Transferred * Admin. Calls Received' 921 Calls Transferred Out ` 911 Calls Received Calls Entered Into CAD Volunteer Initiated Calls Code Enf_ Initiated Calls Officer Initiated Calls �. Disp_ Calls For Service O 1,000 2,000 3,000 4,000 5,000 Crime Scene/Evidence ■ Month 3 ■ Month 2 ■ Month 1 Property Received 40 68 91 199 Property Processed 23 16 24 63 Property Sent to Lab 5 9 25 39 Property Returned 24 1 18 43 Property Disposed 94 0 14 108 Cars Impounded 2 0 0 2 Video's Burned 25 25 41 91 Supplements Written 8 6 9 23 Training Hours 18 11 4 33 Call Outs 2 3 3 8 Call Outs 0 Training Hours U. Supplements Written Video's Burned Cars Impounded P t D' d roper y ispose Property Returned Property Sent to Lab Property Processed Property Received 0 20 40 60 80 100 Dec. ■ Nov. ■ October 31 of 77 Code Enforcement • Of the 2,113 code calls for the quarter the following is a breakdown of some specific calls made: • Issued 384 written warnings. This range from grass and weeds too high, trailers parked in front of the property line, trash and debris, yard sale permits, overgrowth of adjoining lot, no permit for a fence install, etc. • 94 property inspections for title companies and 191 sign violations. • 680 Code Services. • 705 re -inspections, 91 violations were not complied with, 108 were posted for abatement, 20 abated by vendors. • 492 violations complied. • 34 Liens filed, 11 liens released. • 94 violation letters sent for various reasons such as grass and weeds too tall, trash and debris, overgrown lots, etc. in an attempt to gain compliance. • There were no calls for water violation during the first quarter. Alarm Assessment • S670.00 in alarm permits (new and renew) • $200.00 in false alarms fines • 137 alarm responses by officers, 71 of these were false. • 42 New permits issued. FACILITIES MAINTENANCE DEPARTMENT Roads Division • 32 tons of asphalt form preferred material used primarily for road crossings replaced by Stormwater Division, overlays on old road crossings that are slowly sinking over time, smaller pothole/road damage complaints • Right of Ways - Most addresses are reference points for surround lots o 820 Vocelle, 821 Foster,136 Connie, 1350 Starboard 0 602 Ervin, 113 Glencove, 16 82 Whitmore, 120 Melton o 401 Kumquat, 794 Vocelle, 1690 Seahouse,1664 Stonecrop o Futch/Sloane street sign o Tree hanging low on Gerald St. o Two major hanging limbs on Jay St. o 373 Durant St, 581 Durant. o Stop sign blocked at Blossom / Riveria, 120 Columbus o Tree hanging over road at 1369 Dewitt o Low hanging limb at 602 Rolling Hill o 626 Belfast, 517 Breakwater,519 Benedictine, 626 Belfast o 444 Rolling Hill lot blocking street sign o 513 Carnival, 813 Cody, 897 Lorca, I026 Guava o Low hanging limb at 602 Rolling Hill, 245 Zane, 334 Watercrest o 755 Bayharbor, 809 Cain,742 Hall, 811 Wasena, 758 Barker, 858 Beard, 812 Mulberry o Fire Hydrant covered at 638 Rolling Hill o 686 Rolling Hill, 868 Vocelle, 774 Foster,734 Foster, 725 Jordan, 774 Jordan o Low hanging Iimb at the corner of Ocean Cove, Carnival, 428 Mark St.,952 Senca o 722 Cavern,374 Mango, 291 Poinciana, 221 Dugan o 699 Crystal Mist/Periwinkle, Watercrest/Autumn, 1718 Mainsail, 686 Vickers, 361 Faith o Low hanging limb at 110 Landover o 450 Midvale, 619 Ellingsen, 698 Rolling Hill,757 Surrey, 315 Perch, 701 Rose, 781 Beard o Street sign blocked at 789 Vocelle, 589 Breakwater, Banyan/Hibicus o Tree hanging in road at 692 Lawson, Lighthouse o Lots cut back down Englar Dr. off sidewalk o Cut back bushes along Powerline Rd. • Concrete slab on Indian River Dr. at Riverview Park, Splash Pad, bike rack at Golf Course • Cut old lights & installed new Lights at Easy St. Park • Bike rack installed at Golf Course • Removed broken concrete corners at splash pad for new pavers • Dug out boat ramp at Main St. x2 • Continued cleaning curb and gutter in the Schumann area • Grinded sidewalks in Riverview Park for Clambake • Filled in milling parking lot at Fisherman's Landing + Started removing and repairing seawall at Yacht Club • Trimmed hedges at the cemetery • Trained John and Marco for class B CDL extensively 32 of 77 Sign Shop Signage and Installation o Sign Creation o Decals created o Pavement markings o Signs Installed o Signs straightened Daily as needed o Stop bars o Traffic data/studies Special Projects o Inspections o MOT Special Events o Maintain shop/suppliers On-going o Speed New Assignment- Special Project a Replacing Outdated signage Ongoing o Parking lot Restriping Ongoing Facilities Maintenance • Perform daily maintenance, cleaning, and repairs to all City buildings • Maintain City fountains • Maintain City flags • Maintain & monitor lift stations • Monthly AC maintenance all City buildings • Daily maintenance and monitoring of splash pad • Daily monitoring of City marquees • Monthly monitoring and supplies of 15 AED station • City Hall Police Dept. Quarterly Sprinkler test R & B Sprinklers • City Hall/Old School: Elevator Inspections, Thyssenkrupp • Splash Pad: Replace water filtration system CES • Splash Pad: Rebuild Vortex controller • Splash Pad: Prep and installation of paver, Hardscape Pavers • City Hall: Installation of gutter/downspout Council Chambers • City Hall: Community Development carpet cleaning • Concession Stand: Football field install new roof Leeward Roofing • Main Street Boat Launch Restrooms: Install security door locks, B&J Locksmith Cemetery • Routine Mowing, weed eating, fixing irrigation - Ongoing • Fixed Facet at pump house • Put new compressor together • Meet with Jordan Sprinkler • Burials (12) • Cremains (5) • Pick up items not allowed — Ongoing • Rain Gauge- 2.9 Parks • Remove old scoreboard and install scoreboard at Barber St. Sports Complex • Removing trees and stumps, garden club • Cleaning out debris, garden club • Pressure wash stage • Repair irrigation at dog park, Barber St. sports complex, Chamber of Commerce, Friendship Park, skate park • Install new lights and brackets at Hardy Park, Schumann Park • Cutting and trimming palm fronds • Work event at Memorial Park • Repaired fence and fountain 33 of 77 • Repair and paint handrail at Community Center • Delivered carts for event at Riverview Park • Installed and constructed new spreader and sprayer at Sports Complex • Installed new irrigation pump at City Hall • Install volleyball new at Riverview Park • Installed light fuses at Schumann Park • Set up, broke down and worked the event at Memorial Park • Repair components on the splash pad • Installed new parking curb at Riverview Park • Install basketball goal at Barber St. Sports Complex • Repairs: 20 Maintenance: 12 Inspections, i Installation 15, Special Event Prep 21 • Non park activities 7, worked event 7, In house replacement.0 Out sourced replacement 0 • Hurricane pre/cleanup Recreation o The Recreation Division — Continued city run programs. Construction Specialist • Parks: o Stormwater Park grass cutting o Ballpark security lighting installed o Install new lighting Easy St. Park o Move stage for events a Over flow parking set-up o Splash Pad set-up for Solar Lighting o Riverside set up for events • Indian River Drive: o Pier inspections o Pier repairs o Yacht Seawall Repairs o Light Pole Repairs o Emergency callouts for accident clean-up • Golf Course: o Install bathroom vending (Both) o Ice machine repairs o Carport accident repair estimate o Electrical issues a/c units o Parking lot lighting • Airport o EOC building light repair o Fuel station replacement o Right away cut back • Boys Club o Install lighting timer switch • Police Department: o Electrical board install new Evidence Building o Lighting repairs • Garage: o Install new water heater • Roads o Right away cut backs o Concrete Repairs • Misc. o Estimate for lighting repairs and new installs 8 34 of 77 Fleet Management • The Fleet Management Staff completed 295 repair work orders, 50 preventive maintenance services 7 service calls and 9 road trips to pick up parts. • In addition to in-house vehicle/equipment work orders, 19 vehicle and equipment repairs were scheduled and completed by outside vendors. • Took delivery of the following units: o (3) Ford Explorer Admin cars, unit #'s PD86, 87 and 88 o (1) I5,000 lb. truck lift o (1) Snap-On Diagnostic scanner and re -programmer o (1) Wacker Nueson vibratory compactor o (1) Bluebird sod cutter • Completed the prep (lights, rack, graphics, etc.) on the following units o (3) Ford Explorer Admin. cars. PD 86, 87 and 88 o (1) 15,OOO1b. 4 post truck lift o (1) Wacker Nueson vibratory compactor o (1) Bluebird sod cutter • Completed the sale of equipment: (5) equipment /items/vehicles through Gov. Deals o $32,336.01 net. (1) Item through finance department approved private sale o $6,000.00 net, after (3) unsuccessful attempts on Gov. Deals • Fuel Cost as of the Jan. 8, 2019 is as follows: o $1.53 per gallon of gasoline decrease 33.47% over the past 90 days o $1.94 per gallon of diesel fuel decrease of 26.51% over the past 90 days STORMWATER DEPARTMENT • Road Crossings - 3 • 150' LF - pipe installed • Vac- Truck o Road Crossings - 24 o Catch Basins - 6 o Total debris collected— 146.5c.y o Rear ditch excavation (units 1-3-6) • Stormwater Park o Pump operation (pumps 1-2-3) o Weir structures (I 12 tons of gravel added ) 0 7c.y of dirt to repair levee @ pond I • Indian River Drive o Swale work due to paving o Regrade swale — 52c.y removed • Stormwater Inspections 0 269 inspections — 5 right of way permits ( $500 collect) 0 2,160 Lin. ft. cleaned out. • Citizen Complaints 171 Requests — 42 stormwater related AIRPORT • Restructured LoPresti Aircraft Lease, adding 1,350sf of office space & increasing rental revenue by $12,573 per annum. • Construction started on Taxiway "C"- a parallel taxiway serving Runway 05-23 • Airport entered into a lease agreement with Pilot's Paradise for the City owned avgas self -serve fuel facility • Airport property on Airport Drive East is identified as the new location for the City Pickle Ball courts. 35 of 77 9 GOLF COURSE • Revenue 18-19 17-18 Difference+/- • 1st Quarter Rev. $417,758 $311,514 +5106,244 o YTD Tot. Rev. same 0 1st Quarter Rounds 11,186 8,551 +2,635 o YTD Tot. Rds. same o Green Fee -1st Q. $101,101 $70,170 +$30,931 o Cart Fee-Ist Q. $151,571 $107,579 +$43,992 o Annual Member Ist Q. S88,742 $79,164 $9,578 o YTD Ann. Mem. same o USGA Hdcp. I st Q. $4,260 $3,660 5600 o Disct. Card 1st Q. $24,908 $22,057 +$2,851 a YTD Disct. Cd. same o Driving Range 1st Q. $10,730 $7,498 +$3,232 a YTD Dr. Rge. same o Club Rental IstQ $696 $704 -$8 o Club Storage 1st Q. $2,979 $2,678 +$301 o YTD CR & CS $3,675 $3,382 +$293 o Golf Shop Retail 1st Q. $27,233 $15,478 +$11,755 o YTD Shop Retail same o PGA Pro Lesson 1st Q $325 $460 -$135 o YTD Lesson same o Restaurant Rent 1st Q. $3,750 $0 +$3,750 o YTD Rest. Rent same • Comments: Simply stated; revenue is up in all categories. SMGC is now benefiting from the golf course construction, which was fairly constant over the last 3-4 years. Golf Course conditions have been viewed with very favorable continents from customers. The new greens and new irrigation system are certainly important factors toward overall course conditions. Improved facilities and a well -operated dining established have also helped revenue numbers increase. An increase in revenue obviously also means an increase in golf rounds. With more traffic walking through the golf shop & restaurant, golf shop sales have increased as well, with a strong emphasis on clubs & Sebastian -logo hats, shirts, etc. • Charity, Corporate and special Golf Tournaments for the Ist quarter included Central Baptist (48 players), The Italian - American Club (144 players), The 2018 Sebastian Amateur (40 players), The Sebastian Rotary (68 players), Palm Bay Golf Association (28 players), Barefoot Bay Travel Group (44 players). • Charity, Corporate and Special Golf Tournaments scheduled for 2nd quarter (17-18) include Palm Bay Golf Association, Barefoot Bay Travel Group, 2019 Hangover Open, The Orioles Lodge, The Knights of Columbus / St. Sebastian, 8th Annual Michael Nichols Memorial Golf Tournament. • Continued success with Tuesday afternoon junior golf clinics in conjunction with the Indian River Golf Foundation. SNAG (Starting New at Golf) clinics and private and group junior golf lessons are always available. • Receiving excellent reviews and comments from patrons regarding new, re -grassed greens (with Champion Ultra -Dwarf) and overall golf course conditions. • All weekly leagues, including Wcjo's Monday League, Postal League, Sebastian Men's and Women's Golf Associations, Sebastian Business League and weekend `Blitz" leagues, offering great support and repeat play. • Pelican Diner, new on-site restaurant in the clubhouse officially opened October 3, 2018. 36 of 77 in BUILDING DEPARTMENT • In the first quarter of this fiscal year, a total of 38 new single-family homes were issued building permits. New single family residence permits continues to decrease but still shows solid growth. Other permits of significance include 2 new manufactured homes, 1 new commercial building, 0 commercial additions, 12 commercial alteration, 0 commercial build outs, 4 residential additions and 14 residential alterations. In all, 1190 building permits were issued in the first quarter. Over all permitting has roughly remained the same as the fourth quarter of last fiscal year. • Total number of inspections for the first quarter was 4409 for an average of 72 inspections per working day. The number of inspections has decreased by roughly 10 inspections per day as compared to the fourth quarter of last fiscal year. Decrease can be attributed to a decrease in permitting and the holiday season. • The Fire Marshal's office has performed annual inspections on 3 day care facilities, 1 residential board and care facility and 1 business at the request of the owners of the businesses to satisfy their state licensing requirements. Also performed 2 occupant load calculations for restaurant owners who requested a seating capacity verification in order to satisfy DBPR Division of Hotels and Restaurants. • The number of Certificates of Occupancy issued for the fourth quarter included 51 new single family residences, I1 new manufactured homes, 1 commercial certificate of occupancy. • The following lists the Business Tax Receipt activity for the first quarter: new businesses -69, renewals -171, transfers -2, duplicates -0, home based businesses -80, commercial businesses -52, insurance companies -108 and solicitor registrations -7. In addition, there have been 33 requests for permit records on properties within the city from lien/title companies. • The building department finalized an inter -local agreement approved by City Council with South Central Planning & Development Commission to provide a building department software system. The department is working diligently with the vendor to provide the needed information to build the system. 37 of 77 Cm if rBASTIAN: HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Special Event Approval. RECOMMENDATION: Approve Community Easter Sunrise Service at Riverview Park. BACKGROUND: Riverside Church is seeking Council approval for their Community Easter Sunrise Service and use of the City's stage. This event is to be held at Riverview Park on Sunday, April 21, 2019 from 6:30AM to 7:30AM. This is a free, community event, with 300 to 500 anticipated attendees. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: N/A 1j Administrative Services Department/CFO Review: J ATTACHMENTS: 1. Park Use Permit Application 2. Mobile Band Shell Permit Application 3. Hold Harmless Agreement 4. Receipts) City Manager Authorization: Date: March 13, 2019 38 of 77 anLf HOME OF PELICAN ISLAND CITY OF SEBASTIAN 2019 PARK USE PERMIT APPLICATION 1225 Main Street, Sebastian, FL 32958 Parks Phone: (772) 228-7054 Fax: (772) 388-8248 *For emergency purposes gNLK please dial 772.473.0454 NO PERSON SHALL DRIVE OR PARK ANY UNAUTHORIZED VEHICLE ON ANY AREA WITHIN ANY PARK OR RECREATIONAL AREA EXCEPT DESIGNATED PARK ROADS OR PARKING AREAS. ORD. 74-4 DRIVING OR PARKING ANY UNAUTHORIZED VEHICLE IN THE PARK AREA WILL RESULT IN FORFEITURE OF THE SECURITY DEPOSIT. Date:.2126 Please check appropriate box: Pavilion Rental Only * $100 Security Deposit - $50 Rent plus 6.7% tax - $53.35 Park Event (75 to 300 anticipated attendees) " $100 Security Deposit - $100 rent plus 6.7% tax - $106.70 Special Event (301 or more anticipated attendees) City Council Approval $200 Security Deposit - $200 rent plus 6.7% tax - $213.40 *Alcoholic Beverage Request for any event requires City Council Approval r I C&I l� Ssl� I ` � ��? 6) �. � i"� 1 Vt" C t Name of Permittee (permits may orily be issued to an adult) Name of Organization (if applicable) (0 In Cl . Physical Address City State Zip k IVCrVict_, , CCU K Facility (Park or Pavilion) Requested Mailing Address if Different f VC. i }'C? o � �- Phone E -Mail -� Anticipated Number of Attendees l --4 Requested Date(s)' Time From - To Rain Date (if applicable) Will there be any sale of go"? Yes No (If yes, please describe type of goods on back) Will there be food or other ve ors? Yes No (If yes, please list name, address of each on back with description and schematic of structures (tents, etc.) to be erected or otherwise assembled on back. (May require Health Dept. or IRC Fire Dept. permit) the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization. I am aware of the provisions of the City of Sebastian Codes in respect to this application and use of City facilities for which I have applied for a permit for a Park Event or Special Event. I have been provided with the general rules prescribed by the City and agree to the terms thereof. Signature of Applicant 39 of 77 CITY OF SEBASTIAN PARK USE PERMIT APPLICATION List Any Vendor Information andlor Schematics on this page NAME ADDRESS TYPE SCHEMATIC: Vllrtl, �( 1�tE i �C�LI ia,i J> �I' r Y C4S� LrlcLCi" � t LT J J Y �e � f'G�l'1C . y )"-)t ca C i �.�.' C"� � o� �.i �' .� r L./� � �• l..s% f Y16 � � l I c I� E{'11t C_Cl (.tl1t'1C�111CCL V�rl �E- CLi i` I�. S91 Lid (U 1 is �\ ��r � c •� k �,= Ln � '�� 'G.� tri OFFICE USE ONLY: SPECIAL CONDITIONS IMPOSED BY CITY MANAGER OR CITY COUNCIL: 7 40 of 77 Ong* SEAT-" HOME OF PELICAN ISLAND Leisure Services Department 1225 Main Street, Sebastian, FL 32958 Phone: 772.228.7058 MOBILE STAGE PERMIT APPLICATION Activity Name: �;c ! ►,7?�i7,i L`Crf-1' ti,tl�'7 �. r. J Event Date: ' i l / C l Event Time: (r JC - f Expected Attendance: Event Open to Public: Yes. No Will Admission Fees or Donations Be Collected: Yes No Contact Person: N1EC111C111 it e r Phone: 1 % ti 3_1 l 7C',� E -Mail: i ) )60Lc lU,, - off Security Deposit $250.00 $ aSD�Ua For Profit $500.00 Per Day $ For Non -Profit $250.00 Per Day $� Set -Up Charge $100.00 $ /00.00 Total Amount Due $ KOO, 00 Mobile Stage Permit/Application Approved By: 11 Brian Benton, Leisure Services Director 41 of 77 Ln OF SEBAST'" HOME OF PELICAN ISLAND Leisure Services Department 1225 Main Street, Sebastian, FL 32958 Phone: 772.228.7058 INDEMNIFICATION AND HOLD HARMLESS AGREEMENT FOR USE OF MOBILE STAGE The (renter/lessee) Name: !� t �. r_ , c� C h t j Gil, Address: ! i . r ii �; �l "l L.i Il 00(t City: r ',f i State: FL Zip Code�I��' Shall indemnify and Fold the City of Sebastian, 1225 Main Street, Sebastian, FR 32958 harmless from any and all personal injury or property damage claims, liabilities, losses or causes of action which may arise out of the use and occupancy of the property by the (renter/lessee), its family, associates, contractors, agents, employees, customers and attendees. Agreed to this day of 2419. CITY OF SEBASTIAN Signed: /Z -:- Print name: Tri',L-,\ RENTER/LESSEE Signed:G���',f' Print Name: 42 of 77 CITY OF SEBASTIAN 1445 PARKS & RECREATION RECEIPT" Mame /V • o. ,5. ,4 • Ij Cash Date '_)� 5 I I I :d Check # 4 ` L<C7)14P5LJ • P �j�dG� 1iV�RT JQi�i�L Credit Amount Paid 001001 208001 Sales Tax 001001 220000 Security Deposit cc 001501 362100 Taxable Rent 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services cil Total Pai4� InNals White - Dept. of Origin • Yellow - Admin. Svcs. • Pink - Applicant 43 of 77 LMCF SEBASTLN HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Alcohol beverage approval. RECOMMENDATION: Approve alcoholic beverages for Palladino Baby Shower at the Community Center. BACKGROUND: Gina and Brian Palladino are seeking Council approval to serve alcoholic beverages at the Community Center on Saturday, April 27, 2019 from 2:OOPM to 8:00PM. Staff has verified Applicant's date of birth. They are expecting 45 people. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: NIA Administrative Services Department/CFO Review: t 4�Cj- ATTACHMENTS: City Manager Authorization: Date: 1. Facility Rental Permit Application 2. Receipt(s) 44 of 77 CITY OF SEBASTIAN FACILITY 2019 RENTAL PERMIT APPLICATION an cf SE IA � HOME OF PELICAN ISLAND 1225 Main Street Sebastian, FL 32958 Parks Phone: (772) 228-7054 FAX: (772) 388-8248 "For emergency purposes ONLY, please dial 772.473.0454 Office Use Only: $250 Security Pd: Date Initials Rental Fee 6.7% Tax Total Rental Pd: Date Inilials City Manager Approval: Date Initials City Council Approval: Date (if applicable) Police Hire Verification: (If applicable) Initials Date: 2/11/2019 V Community Center ❑ Yacht Club Gina Palladino Name of Permittee (permits may only be issued to an adult) Name of Organization (if applicable) 768 Layport Drive Physical Address Mailing Address (if different) Sebastian FL (203) 540-9938 pallag@shands.ufl.edu City State Phone E -Mail Baby Shower Reason for Rental -- Type of Function 45 Anticipated Number of Attendees (if more than 75 attendees, police services are required by R-10-15) Saturday, April 271h 2:00pm 8:00pm Requested Date Time: From To Please answer the following yes or no: 1) Are you a resident of Sebastian? Y 2) Will there be an admission charge or door charge? N 3) Will alcoholic beverages be served? Y If yes, please provide govt. issued ID proof of age 11/12/1985 Date of Birth Verified by I, Gina Palladino , the undersigned, acknowledge that I am the applicant or authorized agent of the above referenced organization, that I am aware of the provisions of the City of Sebastian Codes and Resolutions in respect to this application and use of City facilities for which I have applied and agree to abide by all rules and regulations set out for use of City facilities. I understand that the $250.00 security deposit will be refunded if the building is left clean and undamaged, however, failure to clean the facilities immediately after the use, or causing any damage to the facility will result in forfeiture, in part or full, of the security deposit. fuLCc. Pa&'Iez Gy�gnature of Applicant 45 of 77 CITY OF SEBASTIAN 1 300 PARKS & RECREATION RECEIPT Name Cz / 1 O I JU,(J, /70 Cash Date Check # C' C nQ617 r,4 Z_ ��m XCredit 90 - ?- l R 1�&nom) Yf Mel t y'i %7 001001 20B001 Sales Tax 001001 220000 Security Deposit 001501 362100 Taxable Rent aZ.sO 001501 362150 Non -Taxable Rent 001501 342100 Police Security Services 001501 366150 Brick Pavers 001501 366000 Memorial Benches 001501 369400 Reimbursement Services k,::�rn 4_2 Total Paid ri 2 7 t..j 2 - Initials White - Dept. of Origin • Yellow - Admin. Svcs. • Pink - Applicant 46 of 77 5 N HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Meeting Date: March 13, 2019 Agenda Item Title: Ordinance 0-19-01 Proposed Land Development Code Amendment to Article XXII — Language and Definitions; specifically Section 54-5-22.3 Land use classifications with regards to Adult Personal Service Businesses Recommendation: Conduct second reading and hold public hearing. Move to approve Ordinance 0-19-01. Background: At its November 28`h, 2018 meeting, City Council requested staff to review the codes and present a possible recommendation regarding tattoo establishments in the City. Currently, tattoo establishments are considered as adult entertainment, specifically an adult aersonal service business. Under the current code these establishments are allowed as a conditional use only in the industrial zoning districts. The conditional use criteria, as required in Article Vl, has specific distances from other uses, adding to the difficulty to find suitable locations. Staff has conducted a thorough review of city codes, existing State Statues, and current Health Department licensing requirements for tattoo artists and establishments, massage therapists, and hair salons. By providing a clarification of adult personal services, staff feels this will open up locations for new businesses without creating non -conformity for other existing operations. The activities and services which are desirable and already exist within the City in this category will be differentiated by the necessity of these activities to be licensed by the State of Florida and considered commercial retail. The Local Planning Agency (Planning and Zoning Commission) unanimously recommended approval of the proposed amendment at its January 11, 2019 meeting. City Council did not propose any changes to the ordinance at its first reading. If Agenda Item Requires Expenditure of Funds: N/A Administrative Services Department/CFO Review: Attachments: 1.Ordinance 0-19-01 2. Minutes from PZC 1111119 meeting 3. Zoning Matrix 4. Conditional Use Criteria information 5. Definitions City Manager Authorization: Date: _1/,)/ 47 of 77 ORDINANCE NO. 0-19-01 AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING LAND DEVELOPMENT CODE ARTICLE XXII LANGUAGE AND DEFINITIONS; AMENDING SECTION 54-5-22.3(c) REGARDING ADULT PERSONAL SERVICE BUSINESSES; PROVIDING FOR SEVERABILITY AND REPEAL OF LAWS IN CONFLICT; PROVIDING FOR CODIFICATION; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council finds it is in the public interest to modify and update certain definitions of the code; and WHEREAS, the Local Planning Agency held a public hearing on January 17, 2019, and made a recommendation to City Council to approve Ordinance 0-19-01. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, as follows: Section 1. That the Land Development Code, City of Sebastian, Florida, is hereby amended as follows: ARTICLE XXII. LANGUAGE AND DEFINITIONS Sec. 54-5-22.3. - Land use classifications. (c) Commercial activities: (1) Adult entertainment establishments. Any of the following described businesses: Adult arcade, adult bookstore, adult dancing establishment, 1 48 of 77 adult motion picture booth, adult mini -motion picture theater or drive-in, adult motel/hotel, adult personal service business and adult theater. 0.1) Adult oersonal service business. Does not include activities performed by persons vursuant to, and in accordance with, Iicenses issued to such persons by the State of Florida. These activities are considered commercial retail. Section 2. 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 3. Repeal of Laws in Conflict. All ordinances or parts of ordinances in conflict herewith are hereby repealed to the extent of such conflict. Section 4. 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 5. Scrivener's Errors. Sections of this ordinance may be renumbered or re - lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected or re -codified copy of same with the City Clerk. Section 6. Effective Date. This Ordinance shall become effective immediately upon its adoption by the City Council. 2 49 of 77 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 Iovino Councilmember Bob McPartlan The Mayor thereupon declared this Ordinance duly passed and adopted this 13`h day of March, 2019. ATTEST: Jeanette Williams, MMC City Clerk 3 CITY OF SEBASTIAN, FLORIDA Mayor Jim Hill Approved as to form and legality for reliance by the City of Sebastian only: James Stokes, BCS City Attorney 50 of 77 1 2 3 CITY OF SEBASTIAN PLANNING & ZONING COMMISSION MINUTES JANUARY 17, 2019 Call to Order -- Chairperson Kautenburg called the meeting to ordey6t 6:00 p.m. Pledge of Alleoiance was recited by all. Roll Call Present: Not Present Mr. Roth Mr. Simmons (a) Ms. Kautenburg Mr. Carter Mr. Reyes -- Mr. Mauti (a) Mr. Qizilbash Mr. Hughan Mr. Alvarez Also Present: Mr. James Sto s, City Attorney Ms. Dorri B worth, Planner Ms. JanekGraham, Technical Writer Ms. Dale Simchick, Indiaff River County School Board, was not present. 4. Announcements apdlor Aaenda Modifications Ms. Kautenbur'7711 unced that, since Mr. Reyes is absent, Mr. Mauti will be voting in his place. 5. Aooreval of Minutes A. Regular Meeting of October 18, 2018 Ms. Kautenburg asked for any additions or corrections to the Minutes as presented. ,Hearing None, Ms. Kautenburg asked for a motion to accept the Minutes. A motion to accept the Minutes as presented was made by Mr. Roth, seconded by Mr. Carter, and approved unanimously by voice vote. 6. Quasi -Judicial and Public Hearinas A. Public Hearing -- Recommendation to City Council -- Land Development Code Amendment -- Amending Article XXII, Language and Definitions -- Section 54-5-22.3 Land Use Classifications -- Clarifying Adult Personal Service Businesses 51 of 77 PLANNING AND ZONING COMMISSION PAGE 2 MINUTES OF REGULAR MEETING OF JANUARY 17, 2019 Mr. Stokes read the Agenda title, being a recommendation to City Council. This public hearing is regarding an amendment to the Land Development Code of the City of Sebastian, Florida -- Ordinance 0-19-01 -- Amending Article XXII, Language and Definitions -- Section 54-5-22.3(c) Land Use Classifications -- Clarifying Adult Personal Service Businesses, providing for severability, providing for repeal of laws in conflict, providing for codification, providing for scrivener's errors, and providing for an effective date. Ms. Kautenburg asked for staff presentation on the matter. Ms. Bosworth gave the background on how this amendment to the Ordinance came to be before the Committee. Included in the Agenda packet for this meeting is a copy of the Minutes from the City Council meeting in November where a gentleman presented who had been working with Ms. Bosworth, and he was attempting to find a location for an artist studio and a tattoo parlor. She reviewed the conditional use criteria for adult entertainment establishments which she had included in the packet. Also included is a definition of those establishments as set forth in the Use section of the Code, which is where tattoo parlors, considered as adult personal services, is contained. All the criteria necessary for a tattoo parlor is very onerous regarding distances from a residential district, from churches, from other adult entertainment establishments, and from a bar or lounge, etc. She stated there is currently a tattoo parlor along Route 512 which is in the industrial zoning district. They were granted a conditional use permit by this Commission after they obtained a variance due to being within 200 feet from a bar and grill. When the applicant came before City Council, the discussion of Council was that the attitude towards tattoo parlors and tattoo artists has changed over time. The section of the Code that is currently in place is from 1985. Council agreed that the City Code was too restrictive and asked staff to adjust the Code so as to not make it so onerous to find a location. She was contacted by the applicant several times, and a location could never be found that would conform to all the conditional use criteria necessary for his business. Staffs initial thought was to create a definition for tattoo establishments, then go back to Article V and insert the use in the zoning districts that would be permissible for tattoo parlors. She described that that process can be very costly and burdensome for the City because it would be changing conditional and permitted uses in the zoning districts, and the process is regulated by the State. Staff then looked into the Definition section to make it clearer and further define what constitutes Adult Personal Service Businesses and place it under one of the existing categories in the Code. Thus, it would not be necessary to change the zoning districts where these establishments are permitted; it would be only changing definitions and getting the criteria established. 52 of 77 PLANNING AND ZONING COMMISSION PAGE 3 MINUTES OF REGULAR MEETING OF JANUARY 17, 2019 Staff further investigated how the State considers tattoo parlors in their licensing and what regulations would have to be followed. It was discovered that tattoo artists are regulated by the Department of Health, and the same licensing regulations are applicable to tattoo artists as for hair and nail salons who perform permanent make-up. Thus, it was a concern for how to regulate tattoo artists when the City has no regulations for the hair and nail salons that have those personnel working there and offering those services without creating non -conforming businesses. After further investigation and discussion, staff created a definition that would allow adult personal businesses which were licensed by the State and is proposing that these establishments be considered a retail type of establishment as opposed to adult entertainment. Ms. Kautenburg then asked for discussion or comments from the members of the Commission. Mr. Alvarez: • Inquired whether the applicant has a specific address for his business. Ms. Bosworth stated no, that the question regarding adult entertainment personal businesses versus retail establishments needs to be settled before any applications can be entertained. Mr. Roth: • Wanted to clarify that the description contained in the Agenda packet which is displayed in blue ink is the language that is proposed to be changed. Ms. Bosworth stated that is correct. It will be located immediately below the Adult Entertainment Establishments section and further clarifies the Adult Personal Service Businesses. • Voiced a concern about having these businesses in the Commercial Riverfront Area. He stated that, although beauty salons are permitted there, some of the clientele for the tattoo parlors might be a little different than clientele of beauty salons. Ms. Bosworth explained that, if tattoo parlors were not permitted in that zoning district, then beauty/nail salons that are existing and are subject to the same regulations/licensing, they would become a non -conforming use. Mr. Carter: • Asked about over the past five years what is the estimate of how many people have inquired about tattoo parlors. Ms. Bosworth estimated that approximately two to three times a year she will get an inquiry regarding tattoo parlors. Mr. Carter stated his only concern would be if a large number of parlors would be setting up in the City. 53 of 77 PLANNING AND ZONING COMMISSION PAGE 4 MINUTES OF REGULAR MEETING OF JANUARY 17, 2019 • Inquired if a business such as a bar would be allowed to have a tattoo parlor inside that business. Ms. Bosworth stated that in that case the site specifics would have to be adhered to such as parking, landscaping, etc. She also stated that she is not sure if State statutes would allow a tattoo parlor to operate inside a bar or lounge. • Inquired whether a tattoo parlor could also have a liquor license for their establishment. Ms. Bosworth stated she would follow up on that question. • Inquired as to what type of art the applicant will have inside his establishment. Ms. Bosworth said she is not certain, but he is looking to have an art studio and a tattoo parlor. Mr. Qizilbash: • Favors a clearer definition for a tattoo parlor instead of labeling it under an Adult Personal Services Business. Ms. Bosworth stated that if a more specific definition for tattoo establishments and artists is established, that would have to be specifically added into some of the zoning districts. The Trade and Skilled Services title is more of an umbrella that includes different types of businesses and could include tattoo artists. She also stated that, after researching how the neighboring municipalities treat tattoo parlors in their codes, staff could not find any that specifically address tattoo parlors or any that have specific definitions. Mr. Hughan: • Regarding the section on the last page of the Agenda packet where it mentions Adult Entertainment Establishment Businesses and describes what kinds of businesses are included, he inquired whether all those businesses are going to be also included in the same section of the Code where tattoo parlors are permitted. Ms. Bosworth stated no, those businesses mentioned there are limited to conditional uses in the industrial zoning district. She further described that if a business holds a license from the Department of Health such as a massage therapist or a tattoo artist, that business is not going to be considered as adult entertainment. Those businesses are considered as retail. • Does not agree with having tattoo parlors along the River. Mr. Mauti: Stated that when considering having or not having tattoo parlors along the River, some of the businesses that are already there may have clientele somewhat akin to tattoo parlor clientele. Ms. Bosworth mentioned that the City now allows medical marijuana dispensaries in most of their zoning districts. 54 of 77 PLANNING AND ZONING COMMISSION MINUTES OF REGULAR MEETING OF JANUARY 17, 2019 PAGE 5 Ms. Kautenburg: • Stated she believes the update to the Code is appropriate if it is licensed and regulated by the State. Ms. Bosworth stated these businesses still have to receive a tax receipt from the City so that annually staff verifies that they are up to date. There being no further discussion on this matter, Ms. Kautenburg called for a motion on the recommendation. A motion to recommend to City Council Ordinance 0-19-01 amending Article XXII, Language and Definitions -- Section 54-5-22.3, Land Use Classifications -- clarifying Adult Personal Service Businesses was made by Mr. Roth and seconded by Mr. Hughan. ROLL CALL: Mr. Hughan -- Yes Mr. Mauti (a) -- Yes Mr. Qizilbash -- Yes Mr. Alvarez -- Yes Ms. Kautenburg -- Yes Mr. Carter -- Yes Mr. Roth -- Yes Total vote was 7-0 in favor. Motion carried. 7. Unfinished Business -- None. 8, Pu . Input -- None. 9. New Busin -- None. 10. Commissioners Ma s Mr. Carter: Addressed the question of the Co issioners receiving their Agenda packets not through the mail. Ms. Bosworth stat staff is open to suggestions as to how to make delivery more timely. She will the with MIS so that members can open the packets on their computers that have bee ent by email Mr. Roth: • Inquired as to the status of the "Spirit of Sebastian" project. Bosworth reviewed that the developer has submitted its preliminary plat application. taff has not completed its jurisdictional reviews. The consulting engineer has b reviewing the traffic impact study. The developer is also conferring with the Coun elating to Old Dixie Highway. The application is only for Phase 1 and Phase 2. 55 of 77 M ca 0 o') 0 Parks public with stadium lighting CR CIVR IN A! YS P C P/C C TABLE 54-2-5.9. LAND USES BY DISTRICT MATRIX C RE -40 RS -20 RS -10 RM -8 R -MH C-512 CL CO COMMUNITY FACILITIES _ Airport facilities TC Child care services C C C C C C Cultural or civic facilities C 1' P P Schools, public and private C C C C Educational institutions, marine related Equestrian facilities C Golf course and support facilities L Hospitals and intensive care facilities - �— - _ — Nursing homes C C C C Churches C C C: C P 1' P Clubs and lodges, public acid private 1' P Administrative aerviccs, public and _ _P_ P P P private Utilities, public and private C C C C C C C C Parks and recreation, public C C C C C C C C Parks public with stadium lighting CR CIVR IN A! YS P C P/C C C P C C I' C C C Protective and emergency services, C C C C C C C C C C public _ COMMERCIAL ACTIVITIES Accessory watchman facilities _Adult entertainment _ Bait and tackle shops P Bars and lounges - _ C P Bed and breakfast C Boat sales and rentals Business & professional offices, exclud- ing drive-through facilities Business & Professional offices, with drive-through facilities Car rental (airport) P 1' P C C P P C C P P P C P C P 1' C C C_ C P C C C C r 0 n w 0 I Commercial amusement, enclosed Commercial amusement, unenclosed Time share facilities Commercial retail s 5,000 sq. It. Commercial retail > 5,000 sq. It. Commercial retail s 10,000 sq. It. Commercial retail > 10,000 sq. It. Commercial retail s 20,000 sq. It. Commercial retail > 20,000 sq. It. C ru matory Farmer'r market Fish markets and packing facilities Flea market Pawn shops Fuel storage (airport) Funeral homes I Ilotels and motels Industrial activities Marina Marine fuel sales Marine power sales and service Marine related specialty retail sales & service Medical marijuana dispensaries Medical services Mini -storage Parking garages Parking lots without buildings on the lot Pharmacies Plant nurseries 'TABLE: 54-2-5.9. LAND USES BY DISTRICT AIATR1X C RE -40 RS -20 RS -10 RM -8 R4111 C-512 CL CO CR CWR 1N Al YS P C C P C - P P P P P C C C C P C P C P - C C P 1' P 13 C - C C C C C - P P C C C p P P P P P P P P P P P P P P P P P I' P 1' P C C P - _... P P P ._. P.. P P 1' C P C TABLE 54-2-5.J. LAND USES 13YU1S1Y?lCT tiIA'1'RIX-----`—' — C ISE -40 RS 20 RS -10 RM -8 11-M11 C-612 CL UG CIFCWR CN_ A! PS_ 0 Restaurants, excluding drive-through �— !' C P I, P !' L facilities Restaurants, including drive-through facilltiCs (iasuline rales, retail L C 1) _ !' `Trade and skilled serviced T-� P - p - p�`—'- p` Trade and skilled aerviees, marines- - - P - p —� related Storage facilities Skydiving serviced _ _--- -- --- --_—�— 1, -- Vehicular service and maintenance _ C C Y 1' _ Vehicular sales and related service — v Veterinary services C C C C P , Wet/dry storage of boats 1' { 1' P C 0 _ Wholesale trades and services C R, Yacht clubs P 1' '- Footnote: Adult life care and nursing homey shall include rest Homes and convalescent homed, but no commercial offices or retail uses are allowed unless expressly restricted, designed and marketed only to serve residents of the facility and not the general public. Footnote: In all zoning districts, accessory uses to permitted uses shall be considered permitted uses. In all zoning districts, accessory uses to conditional uses shall be considered conditional uses. (Ord. No. 0-12-10, § 6, 10-10-2012; Ord. No. 0-18-01, § :3(Exh. A), 6-1:3-2018) Cn 00 0 CONDITIONAL USE CRITERIA S a -E-., 5.1 Jcr,'enin,:All side and rear yards abutting residential districts or uses shall be screened Ln accordane-3 with the standards established in section 54-3- 10.2 of this chapter. (2 P Adult entertainment establishments: a. applicable zoning districts, Adult entertainment establishments shall be permit,_ ted as a conditional use within the following zoning districts: I.N. b. Conditional use criteria: L No site shall be located closer than LOW feet to an_•r residential district, church or other place of worship, public or private school, or park. 1 No site shall be located closer than 1,000 feet to any other aduIz entertain- ment establishment. 3. No site shall be located closer than 200 Feet to any bar or lounge. 4. Outside advertising shall be limited to one idea tidea-Lon sign, not to exceed 20 square feet. Advertisement;, displays or other promotional materials Shall not be shown or exhibited so as to be visibie to the public from a pedestrian sidewalk or walkway or from other areas public or semi-public; and such displays shall be considered sirs. S. Buildings shall not be painted Ln garish color or such other fashion as will effectuate the same purpose as a signs",_ _U111 viindows, doors and other apertures shall be blacked or otherwise obstri:cted so as to prevent --zewing of the interior of the establishment from. without. 6. The use shall comply with all applicable stave and local codes and ordi- VaL ces. T. Necessary measures shall be taken to ensure taa: the operation of the facility will not disturb adjacent property owners and the facility shall comply with the standards for nuisance abatement regarding noise as defined in section 54-3-17.4ie) of the Land N_veloptnent Co(Ie. (31 Airvort conditional uses: a. Applirable zonin, districts. MJ uses identified in section ,54 -?-5.7 as a conditional use in the Airport Industrial District shall be permitted as a conditional use in the following zoning districts: Al. 5. Conditional use criteria. All uses identified in section 34-2-5. as a conditional use in the Airport Industrial District will be allowed providM the following conditions are met: L The conditional use criteria for airport industrial uses shall be reserved for determination at time of site plan review ard planning and zoning commis- sion hearing. 3u�p LDC6::3 59 of 77 LANIGUAGE AND DEFINITIONS § .54-5-22.:3 1155► Utilities, public and private. Use of land which is customary and necessary to the maintenance and operation of essential public services, such as electricity and gas transmission systems; water distribution, collection and disposal; communication; and similar services and facilities. (c) Commercial activities: (1) Adult entertainment establishments. Any of the following described busi- nesses: Adult arcade, adult bookstore, adult dancing establishment, adult motion picture booth, adult mini -motion picture theater or drive-in, adult motel/hotel, adult personal service business and adult theater. (2 i Bars and lounges. A commercial establishment selling and dispensing, for the drinking on the premises, of liquor, malt, wine or other alcoholic beverages. This shall not include the sale of alcoholic beverages accessory to and within a restaurant use duly licensed by the state as a restaurant. (3) Bed and breakfast. An owner -occupied dwelling unit where guest room lodging, with or without meals, is provided for compensation. (4) Boat sales and rentals. A commercial establishment where boat sales and rentals may occur together with semicing and sales of marine supplies but excluding boat or ship building. (5) Business and professional offices. Government offices and private for-profit offices extending advice, information or consultation of a professional nature. Cgfllices exclude commercial storage of goods and possessions for the purpose of sale or resale as a principal use. [55.11 Commercial retail. Establishments where the principal use is the selling or renting of good: 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, department stores, florists, oft 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. (61 Commercial use. All nonresidential, noninstitutional and industrial establish- ments, but not limited to and without regard to whether they are profit or nonprofit organizations or retail and/or wholesale establishments; including motels, hotels, stores, office buildings, restaurants, service stations, garages, laundries, cleaning establishments, for hire services and all other business required to obtain occupational licenses. (7) Commercial amusements. Establishments engaged primarily in providing amusement or entertainment for a fee or admission charge. Sg, Farmers market. Sale of agricultural produce within an enclosed building. Supp. NO. 16 LDC22.3 i 60 of 77 �j SE�T�N HOME Of PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Final Reading of Ordinance 0-19-03 Repealing Code of Ordinances Chapter 2 Section 2-75(a) Governing Meal Allowances and Repealing Section 2-75(b) Governing Per Diem Rates. RECOMMENDATION: Approve Ordinance 0-19-03 Repealing Code of Ordinances Chapter 2, Section 2-75(a) and Section 2-75(b) Governing Meal Allowances and Per Diem Rates on Final Reading. The meal allowance for traveling more than 24 hours (Class A) or overnight (Class B) is currently lower than those used by both Indian River County and the State of Florida. Ordinance 0-04-17 adopting these amounts and superseding State Statutes was approved by the City Council on September 15, 2004. The City's meal allowance for this type of travel was set at $6 for Breakfast, $10.00 for Lunch and $18.00 for Dinner. It also included a provision that the traveler may elect to receive a $70 per diem. The Indian River County and State of Florida current meal allowance for all types of travel are $6 for Breakfast, $11.00 for Lunch and $19.00 for Dinner. They allow travelers to elect to receive an $80 per diem. It is recommended that the City repeal these Sections of the City Code that supersede State Statues and utilized the same meal allowance and per diem rates for this type of travel as are used by Indian River County and the State of Florida. The Internal Revenue Service maximum allowance rate (currently 58 cents per mile) has been used by the City since 2004 for the reimbursement for millage when using privately owned vehicles. This is provided for in Code of Ordinances Chapter 2, Section 2-75(c) and supersedes Florida Statutes 112.061, which specifies 44.5 cents per mile. It is recommended that this provision not be changed. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Appropriation Required: A minor impact on travel expenditures is expected. Administrative Services Department Review: ATTACHMENTS: Ordinance 0-19-03. Florida Statutes 112.061 City Manager Autho 'zation;� Date: 61 of 77 ORDINANCE NO. 049-03 AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, REPEALING CODE OF ORDINANCES CHAPTER 2, SECTION 2-75(a) AND SECTION 2-74(b) REGARDING MEAL ALLOWANCE AND PER DIEM; PROVIDING FOR CODIFICATION; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY OF PROVISIONS; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the existing City of Sebastian Code of Ordinances, Section 2-75(a) governing meal allowance and Section 2-75(b) governing per diem supersedes State Law; and WHEREAS, the existing meal allowance and per diem provide inadequate and unreasonable meal allowance provisions; and WHEREAS, the existing meal allowance and per diem is Iess than those of Indian River County and the State of Florida; and WHEREAS, it has been determined that the meal allowance and the per diem should be the same as those of Indian River County and the State of Florida. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN, FLORIDA, that: SECTION 1: That Chapter 2, Section 2-75(a) of the Code of Ordinances, City of Sebastian, Florida regarding meal allowance is hereby repealed. SECTION 2: That Chapter 2, Section 2-75(b) of the Code of Ordinances, City of Sebastian, Florida regarding per diem is hereby repealed. SECTION 4: CODIFICATION. The sections of the ordinance shall be codified within the City's 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 3: SCRIVENER'S ERRORS. Sections of this Ordinance may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of public hearing, by filing a corrected or re -codified copy of same with the City Clerk. SECTION 4: CONFLICT. All Ordinances or parts of Ordinances in conflict herewith are hereby re. L ed. SECTION 5: SEVERABILITY. In the event a court of competent jurisdiction shall hold or determine that any part of this Ordinance is invalid or unconstitutional, 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 or unconstitutional provisions. It shall be further be assumed that the City Council would have enacted the remainder of this Ordinance without said invalid or unconstitutional provision, thereby causing said remainder to remain in full force and effect. 62 of 77 SECTION 6: 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 12019. CITY OF SEBASTIAN, FLORIDA Jim Hill, Mayor ATTEST: Jeanette Williams, MMC City Clerk Approved as to form and Legality for Reliance by the City of Sebastian only: James Stokes City Attorney 63 of 77 Statutes & Constitution :View Statutes : Online Sunshine Page 1 of 7 Select Year: 12018 v.1 Go The 2o18 Florida Statutes Title X Chapter 112 View Entire PUBLIC OFFICERS, EMPLOYEES, AND PUBLIC OFFICERS AND EMPLOYEES: GENERAL Chapter RECORDS PROVISIONS 112,061 Per diem and travel expenses of public officers, employees, and authorized persons.— (1) LEGISLATIVE INTENT.—To prevent inequities, conflicts, inconsistencies, and lapses in the numerous laws regulating or attempting to regulate travel expenses of public officers, employees, and authorized persons in the state, it is the intent of the Legislature: (a) To establish standard travel reimbursement rates, procedures, and limitations, with certain justifiable exceptions and exemptions, applicable to at[ public officers, employees, and authorized persons whose travel is authorized and paid by a public agency. (b) To preserve the standardization established by this law: 1. The provisions of this section shall prevail over any conflicting provisions in a general law, present or future, to the extent of the conflict; but if any such general law contains a specific exemption from this section, including a specific reference to this section, such general taw shall prevail, but only to the extent of the exemption. 2. The provisions of any special or local law, present or future, shall prevail over any conflicting provisions in this section, but only to the extent of the conflict. (2) DEFINITIONS.—For the purposes of this section, the following words shall have the meanings indicated: (a) Agency or public agency—Any office, department, agency, division, subdivision, political subdivision, board, bureau, commission, authority, district, public body, body politic, county, city, town, village, municipality, or any other separate unit of government created pursuant to law. (b) Agency head or head of the agency—The highest policymaking authority of a public agency, as herein defined. (c) Officer or public officer—An individual who in the performance of his or her official duties is vested by law with sovereign powers of government and who is either elected by the people, or commissioned by the Governor and has jurisdiction extending throughout the state, or any person lawfully serving instead of either of the foregoing two classes of individuals as initial designee or successor. (d) Employee or public employee—An individual, whether commissioned or not, other than an officer or authorized person as defined herein, who is filling a regular or full-time authorized position and is responsible to an agency head. (e) Authorized person - 1. A person other than a public officer or employee as defined herein, whether elected or commissioned or not, who is authorized by an agency head to incur travel expenses in the performance of official duties. 2. A person who is called upon by an agency to contribute time and services as consultant or adviser. 3. A person who is a candidate for an executive or professional position. (f) Traveler—A public officer, public employee, or authorized person, when performing authorized travel. (g) Travel expense, traveling expenses, necessary expenses while traveling, actual expenses while traveling, or words of similar nature—The usual ordinary and incidental expenditures necessarily incurred by a traveler. (h) Common carrier --Train, bus, commercial airline operating scheduled flights, or rental cars of an established rental car firm. (i) Travel day—A period of 24 hours consisting of four quarters of 6 hours each. (j) Travel period --A period of time between the time of departure and time of return. (k) Class A travel—Continuous travel of 24 hours or more away from official headquarters. of 7http://www.le •state.fl.US/Statutes/index.cfm?ApF_mode=Dis la _Statute&Search_Stri g- 7/1/2019 Statutes & Constitution :View Statutes : Online Sunshine Page 2 of 7 (L) Class B trave€—Continuous travel of less than 24 hours which involves overnight absence from official headquarters. (m) Class C travel—Travel for short or day trips where the traveler is not away from his or her official headquarters overnight. (n) Foreign travel—Travel outside the United States. (3) AUTHORITY TO INCUR TRAVEL EXPENSES.— (a) At[ travel must be authorized and approved by the head of the agency, or his or her designated representative, from whose funds the traveler is paid. The head of the agency shall not authorize or approve such a request unless it is accompanied by a signed statement by the traveler's supervisor stating that such travel is on the official business of the state and also stating the purpose of such travel. (b) Travel expenses of travelers shall be limited to those expenses necessarily incurred by them in the performance of a public purpose authorized by law to be performed by the agency and must be within the limitations prescribed by this section. (c) Travel by public officers or employees serving temporarily in behalf of another agency or partly in behalf of more than one agency at the same time, or authorized persons who are called upon to contribute time and services as consultants or advisers, may be authorized by the agency head. Complete explanation and justification must be shown on the travel expense voucher or attached thereto. (d) Travel expenses of public employees for the sole purpose of taking merit system or other job placement examinations, written or oral, shall not be allowed under any circumstances, except that upon prior written approval of the agency head or his or her designee, candidates for executive or professional positions may be allowed travel expenses pursuant to this section. (e) Travel expenses of public officers or employees for the purpose of implementing, organizing, directing, coordinating, or administering, or supporting the implementation, organization, direction, coordination, or administration of, activities related to or involving travel to a terrorist state shall not be allowed under any circumstances. For purposes of this section, "terrorist state" is defined as any state, country, or nation designated by the United States Department of State as a state sponsor of terrorism. (f) The agency head, or a designated representative, may pay by advancement or reimbursement, or a combination thereof, the costs of per diem of travelers for foreign travel at the current rates as specified in the federal publication "Standardized Regulations (Government Civilians, Foreign Areas)" and incidental expenses as provided in this section. (g) A traveler who becomes sick or injured while away from his or her official headquarters and is therefore unable to perform the official business of the agency may continue to receive subsistence as provided in subsection (6) during this period of illness or injury until such time as he or she is able to perform the official business of the agency or returns to his or her official headquarters, whichever is earlier. Such subsistence may be paid when approved by the agency head or his or her designee. (h) The State Surgeon General or a designee may authorize travel expenses incidental to the rendering of medical services for and on behalf of clients of the Department of Health. The Department of Health may establish rates lower than the rate provided in this section for these travel expenses. (4) OFFICIAL HEADQUARTERS.—The official headquarters of an officer or employee assigned to an office shall be the city or town in which the office is located except that: (a) The official headquarters of a person located in the field shall be the city or town nearest to the area where the majority of the person's work is performed, or such other city, town, or area as may be designated by the agency head provided that in all cases such designation must be in the best interests of the agency and not for the convenience of the person. (b) When any state employee is stationed in any city or town for a period of over 30 continuous workdays, such city or town shall be deemed to be the employee's official headquarters, and he or she shalt not be allowed per diem or subsistence, as provided in this section, after the said period of 30 continuous workdays has elapsed, unless this period of time is extended by the express approval of the agency head or his or her designee. of 7htt �//www.le •state.11.us/Statutes/index.cfm?APP_mode=Dis la _Statute&Search_Stri a,�/1/2019 Statutes &. Constitution :View Statutes - Online Sunshine Page 3 of 7 (c) A traveler may leave his or her assigned post to return home overnight, over a weekend, or during a holiday, but any time lost from regular duties shall be taken as annual leave and authorized in the usual manner. The traveler shall not be reimbursed for travel expenses in excess of the established rate for per diem allowable had he or she remained at his or her assigned post. However, when a traveler has been temporarily assigned away from his or her official headquarters for an approved period extending beyond 30 days, he or she shall be entitled to reimbursement for travel expenses at the established rate of one round trip for each 30 -day period actually taken to his or her home in addition to pay and allowances otherwise provided. (5) COMPUTATION OF TRAVEL TIME FOR REIMBURSEMENT.—For purposes of reimbursement and methods of calculating fractional days of travel, the following principles are prescribed: (a) The travel day for Class A travel shalt be a calendar day (midnight to midnight). The travel day for Class B travel shall begin at the same time as the travel period. For Class A and Class B travel, the traveler shall be reimbursed one- fourth of the authorized rate of per diem for each quarter, or fraction thereof, of the travel day included within the travel period. Class A and Class B travel shalt include any assignment on official business outside of regular office hours and away from regular places of employment when it is considered reasonable and necessary to stay overnight and for which travel expenses are approved. (b) A traveler shall not be reimbursed on a per diem basis for Class C travel, but shall receive subsistence as provided in this section, which allowance for meals shall be based on the following schedule: 1. Breakfast—When travel begins before 6 a.m, and extends beyond 8 a.m. 2. Lunch—when travel begins before 12 noon and extends beyond 2 p.m. 3. Dinner --when travel begins before 6 p.m. and extends beyond 8 p.m., or when travel occurs during nighttime hours due to special assignment. No allowance shall be made for meals when travel is confined to the city or town of the official headquarters or immediate vicinity; except assignments of official business outside the traveler's regular place of employment if travel expenses are approved. The Chief Financial Officer shall establish a schedule for processing Class C travel subsistence payments at least on a monthly basis. (6) RATES OF PER DIEM AND SUBSISTENCE ALLOWANCE.—For purposes of reimbursement rates and methods of calculation, per diem and subsistence allowances are provided as follows: (a) All travelers shalt be allowed for subsistence when traveling to a convention or conference or when traveling within or outside the state in order to conduct bona fide state business, which convention, conference, or business serves a direct and lawful public purpose with relation to the public agency served by the person attending such meeting Qr conducting such business, either of the following for each day of such travel at the option of the traveler: 1. Eighty dollars per diem; or ., . .J r.._, , ,', 4t 2 If actual expenses exceed $80, the amounts permitted in paragrap for subsistence, plus actual expenses for lodging at a single -occupancy rate to be substantiated by paid bills therefor. When lodging or meals are provided at a state institution, the traveler shall be reimbursed only for the actual expenses of such lodging or meals, not to exceed the maximum provided for in this subsection. (b) All travelers shall be allowed the following amounts for subsistence white on Class C travel on official business as ,, fled in paragraph (5)(b): ,, 1. r`8reakfast. . . . . . . . . $6 2. Lunch. . . . . . . . . . $11 3- Dinner. . . . . . . . . . $19 (c) No one, whether traveling out of state or in state, shalt be reimbursed for any meat or lodging included in a convention or conference registration fee paid by the state. (7) TRANSPORTATION.— (a) All travel must be by a usually traveled route. in case a person travels by an indirect route for his or her own convenience, any extra costs shall be borne by the traveler; and reimbursement for expenses shall be based only on such _ __ 7httP�//www.leg.state.fl.Lls/Statutes/index.cfm?A��mode=Dis la Statute&Search string=... 7/1/2019 Statutes &+Constitution :View Statutes : 0111111e Sunshine Page 4 of 7 charges as would have been incurred by a usually traveled route. The agency head or his or her designee shall designate the most economical method of travel for each trip, keeping in mind the following conditions: 1. The nature of the business. 2. The most efficient and economical means of travel (considering time of the traveler, impact on the productivity of the traveler, cost of transportation, and per diem or subsistence required). When it is more efficient and economical to either the traveler or the agency head, jet service offered by any airline, whether on state contract or not, may be used when the cost is within an approved threshold determined by the agency head or his or her designee. 3. The number of persons making the trip and the amount of equipment or material to be transported. (b) The Department of Financial Services may provide any form it deems necessary to cover travel requests for traveling on official business and when paid by the state. (c) Transportation by common carrier when traveling on official business and paid for personally by the traveler, shall be substantiated by a receipt therefor. Federal tax shalt not be reimbursable to the traveler unless the state and other public agencies are also required by federal law to pay such tax. in the event transportation other than the most economical class as approved by the agency head is provided by a common carrier on a flight check or credit card, the charges in excess of the most economical class shall be refunded by the traveler to the agency charged with the transportation provided in this manner. (d)1. The use of privately owned vehicles for official travel in lieu of publicly ovrned vehicles or common carriers may be authorized by the agency head or his or her designee. Whenever travel is by p- ivatety owned vehicle: a. A traveler shall be entitled to a mileage allowance at a rate of 44.5 cents per mile; or b. A traveler shall be entitled to the common carrier fare for such travel if determined by the agency head to be more economical. 2. Reimbursement for expenditures related to the operation, maintenance, and ownership of a vehicle shall not be allowed when privately owned vehicles are used on public business and reimbursement is made pursuant to this paragraph, except as provided in subsection (8). 3. All mileage shall be shown from point of origin to point of destination and, when possible, shalt be computed on the basis of the current map of the Department of Transportation, Vicinity mileage necessary for the conduct of official business is allowable but must be shown as a separate item on the expense voucher. (e) Transportation by chartered vehicles when traveling on official business may be authorized by the agency head when necessary or where it is to the advantage of the agency, provided the cost of such transportation does not exceed the cost of transportation by privately owned vehicle pursuant to paragraph (d). (f) The agency head or his or her designee may grant monthly allowances in fixed amounts for use of privately owned automobiles on official business in lieu of the mileage rate provided in paragraph (d). Allowances granted pursuant to this paragraph shalt be reasonable, taking into account the customary use of the automobile, the roads customarily traveled, and whether any of the expenses incident to the operation, maintenance, and ownership of the automobile are paid from funds of the agency or other public funds. Such allowance may be changed at any time, and shall be made on the basis of a signed statement of the traveler, filed before the allowance is granted or changed, and at least annually thereafter. The statement shalt show the places and distances for an average typical month's travel on official business, and the amount that would be allowed under the approved rate per mile for the travel shown in the statement, if payment had been made pursuant to paragraph (d). (g) No contract may be entered into between a public officer or employee, or any other person, and a public agency, in which a depreciation allowance is used in computing the amount due by the agency to the individual for the use of a privately owned vehicle on official business; provided, any such existing contract shall not be impaired. (h) No traveler shall be allowed either mileage or transportation expense when gratuitously transported by another person or when transported by another traveler who is entitled to mileage or transportation expense. However, a traveler on a private aircraft shall be reimbursed the actual amount charged and paid for the fare for such transportation up to the cost of a commercial airline ticket for the same flight, even though the owner or pilot of such aircraft is also entitled to transportation expense for the same flight under this subsection. (8) OTHER EXPENSES.— of 7 http://www.leg.state.t�l.us/Statutes/index.cfm?App_mode=Display�Statute&Search_String— /1/2019 Statutes & Constitution :View Statutes : Online Sunshine Page 5 of 7 (a) The following incidental travel expenses of the traveler may be reimbursed: 1. Taxi fare. 2. Ferry fares; and bridge, road, and tunnel tolls. 3. Storage or parking fees. 4. Communication expense. 5. Convention registration fee while attending a convention or conference which will serve a direct public purpose with relation to the public agency served by the person attending such meetings. A traveler may be reimbursed the actual and necessary fees for attending events which are not included in a basic registration fee that directly enhance the public purpose of the participation of the agency in the conference. Such expenses may include, but not be limited to, banquets and other meal functions. It shall be the responsibility of the traveler to substantiate that the charges were proper and necessary. However, any meals or lodging included in the registration fee will be deducted in accordance with the allowances provided in subsection (6). (b) Other expenses which are not speci€ically authorized by this section may be approved by the Department of Financial Services pursuant to rules adopted by it. Expenses approved pursuant to this paragraph shall be reported by the Department of Financial Services to the Auditor General annually. (9) RULES. -- (a) The Department of Financial Services shall adopt such rules, including, but not limited to, the general criteria to be used by a state agency to predetermine justification for attendance by state officers and employees and authorized persons at conventions and conferences, and prescribe such forms as are necessary to effectuate the purposes of this section. The department may also adopt rules prescribing the proper disposition and use of promotional items and rebates offered by common carriers and other entities in connection with travel at public expense; however, before adopting such rules, the department shall consult with the appropriation committees of the Legislature. (b) Each state agency shall adopt such additional specific rules and specific criteria to be used by it to predetermine justification for attendance by state officers and employees and authorized persons at conventions and conferences, not in conflict with the rules of the Department of Financial Services or with the general criteria to be used by a state agency to predetermine justification for attendance by state officers and employees and authorized persons at conventions, as may be necessary to effectuate the purposes of this section. (10) FRAUDULENT CLAIMS.—Claims submitted pursuant to this section shall not be required to be sworn to before a notary public or other officer authorized to administer oaths, but any claim authorized or required to be made under any provision of this section shall contain a statement that the expenses were actually incurred by the traveler as necessary travel expenses in the performance of official duties and shall be verified by a written declaration that it is true and correct as to every material matter; and any person who willfully makes and subscribes any such claim which he or she does not believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels, or advises the preparation or presentation under the provisions of this section of a claim which is fraudulent or is false as to any material matter, whether or not such falsity or fraud is with the knowledge or consent of the person authorized or required to present such claim, is guilty of a misdemeanor of the second degree, punishable as provided in s. 775.082 or s. 775.083. Whoever shall receive an allowance or reimbursement by means of a false claim shall be civilly liable in the amount of the overpayment for the reimbursement of the public fund from which the claim was paid. (11) TRAVEL AUTHORIZATION AND VOUCHER FORMS.— (a) Authorization forms.—The Department of Financial Services shall furnish a uniform travel authorization request form which shall be used by all state officers, employees, and authorized persons when requesting approval for the performance of travel to a convention or conference. The form shall include, but not be limited to, provision for the name of each traveler, purpose of travel, period of travel, estimated cost to the state, and a statement of benefits accruing to the state by virtue of such travel. A copy of the program or agenda of the convention or conference, itemizing registration fees and any meals or lodging included in the registration fee, shall be attached to, and filed with, the copy of the travel authorization request form on file with the agency. The form shall be signed by the traveler and by the traveler's supervisor stating that the travel is to be incurred in connection with official business of the state. The head of the agency or his or her designated representative shall not authorize or approve such request in the absence of htt //www.le state.fl.us/Statutes/index.cfm?A mode=Dis la _Statute&Search Stri g of 73/1/2019 P� g• pP_ P Y _ g^ Statutes & Constitution :View Statutes : Online Sunshine Page 6 of 7 the appropriate signatures. A copy of the travel authorization form shall be attached to, and become a part of, the support of the agency's copy of the travel voucher. (b) Voucher forms. - 1. The Department of Financial Services shall furnish a uniform travel voucher form which shall be used by all state officers, employees, and authorized persons when submitting travel expense statements for approval and payment. No travel expense statement shall be approved for payment by the Chief Financial Officer unless made on the form prescribed and furnished by the department. The travel voucher form shalt provide for, among other things, the purpose of the official travel and a certification or affirmation, to be signed by the traveler, indicating the truth and correctness of the claim in every material matter, that the travel expenses were actually incurred by the traveler as necessary in the performance of official duties, that per diem claimed has been appropriately reduced for any meals or lodging included in the convention or conference registration fees claimed by the traveler, and that the voucher conforms in every respect with the requirements of this section. The original copy of the executed uniform travel authorization request form shall be attached to the uniform travel voucher on file with the respective agency. 2. Statements for travel expenses incidental to the rendering of medical services for and on behalf of clients of the Department of Health shall be on forms approved by the Department of Financial Services. (12) ADVANCEMENTS.—Notwithstanding any of the foregoing restrictions and limitations, an agency head or his or her designee may make, or authorize the making of, advances to cover anticipated costs of travel to travelers. Such advancements may include the costs of subsistence and travel of any person transported in the care or custody of the traveler in the performance of his or her duties. (13) DIRECT PAYMENT OF EXPENSES BY AGENCY.—Whenever an agency requires an employee to incur either Class A or Class B travel on emergency notice to the traveler, such traveler may request the agency to pay his or her expenses for meals and lodging directly to the vendor, and the agency may pay the vendor the actual expenses for meats and lodging during the travel period, limited to an amount not to exceed that authorized pursuant to this section. In emergency situations, the agency head or his or her designee may authorize an increase in the amount paid for a specific meal, provided that the total daily cost of meals does not exceed the total amount authorized for meats each day. The agency head or his or her designee may also grant prior approval for a state agency to make direct payments of travel expenses in other situations that result in cost savings to the state, and such cost savings shall be documented in the voucher submitted to the Chief Financial Officer for the direct payment of travel expenses. The provisions of this subsection shall not be deemed to apply to any legislator or to any employee of the Legislature. (14) APPLICABILITY TO COUNTIES, COUNTY OFFICERS, DISTRICT SCHOOL BOARDS, SPECIAL DISTRICTS, AND METROPOLITAN PLANNING ORGANIZATIONS.— (a) The following entities may establish rates that vary from the per diem rate provided in paragraph (6)(a), the subsistence rates provided in paragraph (6)(b), or the mileage rate provided in paragraph (7)(d) if those rates are not less than the statutorily established rates that are in effect for the 2005.2006 fiscal year: 1. The governing body of a county by the enactment of an ordinance or resolution; 2. A county constitutional officer, pursuant to s. 1(d), Art. VIII of the State Constitution, by the establishment of written policy; 3. The governing body of a district school board by the adoption of rules; 4. The governing body of a special district, as defined in s. 189.012, except those special districts that are subject to s. 166.021(9), by the enactment of a resolution; or 5. Any metropolitan planning organization created pursuant to s. 339.175 or any other separate legal or administrative entity created pursuant to s. 339.175 of which a metropolitan planning organization is a member, by the enactment of a resolution. (b) Rates established pursuant to paragraph (a) must apply uniformly to all travel by the county, county constitutional officer and entity governed by that officer, district school board, special district, or metropolitan planning organization. 69 of 77/1/2019 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=... Statutes & Constitution :View Statutes : Online Sunshine Page 7 of 7 (c) Except as otherwise provided in this subsection, counties, county constitutional officers and entities govemed by those officers, district school boards, special districts, and metropolitan planning organizations, other than those subject to s. 166.021(9), remain subject to the requirements of this section. (15) CLASS C TRAVEL. -Moneys appropriated from the State Treasury may not be used to pay per diem or subsistence related to Class C travel. History. -ss. 1, 3, ch. 22830, 1945; ss. 1, 2. 3, ch. 23892, 1947; ss. 1, 3, ch. 25040, 1949; ss. 1, 3, ch. 26910, 1951; s. 1, ch. 28303, 1953; s. 1, ch. 29628, 1955; s. 1, ch. 57-230; s. 1, ch. 61-183; s. 1, ch. 61-43; s. 1, ch. 63.5; s. 1, ch. 63-192; s. 1, ch. 63-122; s. 1, ch. 63-400; ss, 2, 3, ch. 67-371; ss. 1, 2, ch. 67-2206; s. 1, ch. 69.193; s. 1, ch. 69-381; ss. 12, 23, 31, 35, ch. 69-106; s. 65, ch. 71-136; s. 1, ch. 72-213; s. 1, ch. 72.217; s. 1, ch. 72-324; s- 26, ch. 72-404; s. 1, ch. 73-169; s. 1, ch. 74-15; s. 1, ch. 74-246; s. 1, ch. 74-365; ss- 1, 2, ch. 75-33; s. 1, ch. 76-166; s. 2, ch. 76-208; ss. 1, 2, ch. 76-250; s. 1, ch. 77-174; s. 1, ch. 77-231; ss. 1, 2, ch. 77-437; s. 2, ch. 78-95; s. 51, ch- 79.190; s. 1, ch. 79.205; s. 1, ch. 79• 303; s. 1, ch. 79-412; ss, 1, 2, ch. 81-207; ss. 1, 2, ch. 83-307; s. 1, ch. 85-140; s. 1, ch. 87-407; s. 4, ch. 88-235; s. 12, ch. 89-291; s. 18, ch. 91- 45; s. 1, ch. 94-139; s. 1403, ch. 95-147; s. 26, ch. 95.312; s. 5, ch. %-310; S. 43, ch. 96-399; s. 23, ch. 98-136; s. 9, ch. 99.8; s. 7, ch. 99-155; s. 16, ch. 99-399; ss. 48, 53, ch. 2001.254; ss. 46, 79, ch. 2002-402; s. 2, ch. 2003.125; s. 123, ch. 2003-261; S. 49, ch. 2003-399; s. 5, ch. 2004-5; s. 32, ch. 2004-269; s. 23, ch. 2005-71; s. 12, ch. 2006-1; s. 6, ch. 2006.18; ss. 14, 53, ch. 2006-26; s. 1, ch. 2006-41; s. 3, ch. 2006-54; s. 2, ch. 2007-1%; s. 6, ch. 2008.6; s. 13, ch. 2008.153; s. 2, ch. 2010-4; s. 4, ch. 2011-143; s. 58, ch. 2014-22. Copyright m 1995-2019 The Florida Legislature • Privacv Statement • Contact Us htt //www.le state.fl.us/Statutes/index.cfm?A mode=Dis la _Statute&Search Strin0 of 7 2/1/2019 �M L CJIEBASTIINN HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: March 1311i, 2019 AGENDA ITEM TITLE: Schumann Tennis Court Re -Surfacing Contract Approval RECOMMENDATION: Approval to authorize the City Manager to finalize the Schumann Tennis Court Re -Surfacing Contract with Nidy Sports Construction Company through the National Cooperative Purchasing Alliance (NCPA) Agreement. BACKGROUND: The Re -Surfacing Project was approved in the FY 2018-2019 Budget in the amount of $36,000. Nidy Sports Construction Company through the NCPA Agreement has submitted a proposal for Re -Surfacing all 6 tennis courts for $35,500.00. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Total Cost: $35,500.00 Amount Budgeted in Current FY: $36,000.00 Amount Budgeted in FY 19-20: NIA Source of Funds: Discretionary Sales Tax � ��� . [ /j Administrative Services Department/CFO Review: a5, ATTACHMENTS: Price Quote from Nidy Sports Construction Co. including the price breakdown according to the NCPA Agreement. City Manager Authorization: Date: 71 of 77 DL/SPORTS CONSTRUCTION /] r PROPOSAL SUBMITTED TO: BRIAN BENTON Leisure Services Director PHONE: 772-228-7057 ' National Cooperative Purchasing Alliance L OCA TION: SCHUMANN PARK February 19, 2019 Is job located within the city limits? ❑ no ❑ yes PAYMENT TERMS: Monthly Progress Payment based on Schedule of Values - 1 %z% per month (18% APR) finance charge on all balances over 30 days. We propose to furnish material and labor according to the specifications below, for the sum of: $35,500.00 Material is guaranteed to be as specified and work will be according to standard practices. Changes from specifications involving additional costs will only be done upon a written order and will become an extra above the estimate. All agreements contingent upon strikes, accidents, or delays beyond our control. Owner to carry fire, tornado, and other necessary insurance. Our workers are fully covered by Worker's Compensation Insurance. Note: This proposal may be withdrawn by us if not accepted within 30 days. ESTIMATOR. Jonathan Pago 6 Tennis Court Re-Surfacina 1. Flood courts with water, repair any defects per ASBA and USTA guidelines 2. Install (1) coat of Acrylic Resurfacer by California Products 3. Install (2) coats of Plexipave Color by California Products 4. Paint 2" regulation markings on (6) tennis courts; line courts 5 & 6 for pickleball a. 1 pickleball court per tennis court using existing tennis net 5. Re -paint existing net posts Tas 3 Coat Plexipave System (1 AR & 2 COLOR) 5CH U MANN PARK Quantity U of M ttidy Rate 4671 SY S 7 60 TOTAL Alternates: Work to be performed M -F: 14 day duration. tJid,, Price NCPA Co -OD Rate ;35,499.60 $8.16 535,499.60 NCPA Co-op Price 538,115.36 S38,115.36 NOTE: Should owner request additional coating material applied or other work performed to surface of court which is not outlined in items 1- 5, it will be at an extra cost. Nidv does not provide an written or implied euarantee of tennis courts beine free from existine or new cracks. Owner to provide suitable access to courts and water & electric. ACCEPTANCE: The above specifications, conditions, and price(s) are acceptable. I authorize Nidy to do the work as specified. DATE OF ACCEPTANCE AUTHORIZED SIGNATURE 1075 Florida Central Parkway Longwood FL 32750 v (407) 330-9466 • fax (407) 330-9343 9 www.N/DYSP01Y_ mca SEAN HOME OF PELICAN IS LAND CITY COUNCIL AGENDA TRANSMITTAL COUNCIL MEETING DATE: March 13, 2019 AGENDA ITEM TITLE: Resolution No. R-19-04 Updating City Council Travel Policy and Procedures. RECOMMENDATION: Approve Resolution No. R-19-04. With the adoption of Ordinance 0-19-03, the City Council Travel Policy and Procedures document needs to be updated. This document will help to insure that travel expenses for City Council Members are properly documented and that all relevant rules and regulations are followed. The policy and procedures for City employees will also be updated administratively to mirror the changes resulting from adoption of Ordinance 0-19-03. That document will help to insure that travel expenses for City employees are properly documented and that all relevant rules and regulations are followed. IF AGENDA ITEM REOUIRES EXPENDITURE OF FUNDS: Appropriation Required: A minor impact on travel expenditures is expected. Administrative Services Department Review:.., ATTACHMENTS: Resolution R-19-04 City Council Travel Policy and Procedures City Manager Authorization: Date: / // I 73 of 77 RESOLUTION NO. R-19-04 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, UPDATING THE TRAVEL POLICY FOR CITY COUNCIL AND CHARTER OFFICERS; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR EFFECTIVE DATE. WHEREAS, City of Sebastian Code Sec. 2.76 provides that the City will pay the reasonable travel expenses of the City Council Members and Charter Officers in connection with authorized travel; WHEREAS, these travel reimbursements have not been increased since 2004 and should reflect the cost of the current economy. NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEBASTIAN, the City of Sebastian as follows: Section 1. TRAVEL EXPENSES. F.S. 112.061 shall govern travel for City Council and Charter Officers except for subsection (7)(d)1.a The use of privately owned vehicles for official travel shall be reimbursed for mileage at the existing Internal Revenue Service maximum allowance. Section 2. CONFLICTS. All resolutions or parts of resolutions in conflict herewith, specifically Resolution No. R-04-39, are hereby repealed. Section 3. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -lettered and corrections of typographical errors which do not affect the intent may be authorized by the City Manager, or the City Manager's designee, without need of further action of City Council by filing a corrected copy of same with City Clerk. Section 3. EFFECTIVE DATE. This resolution shall take effect immediately upon adoption. The foregoing Resolution was moved for adoption by Council Member . The motion was seconded by Council Member and, upon being put into a vote, the vote was as follows: Mayor Jim Hill Vice Mayor Linda Kinchen Council Member Ed Dodd Council Member Ed Dodd Council Member Albert lovino The Mayor thereupon declared this Resolution duly passed and adopted this day of 2019. CITY OF SEBASTIAN, FLORIDA By: Jim Hill, Mayor ATTEST: Jeanette Williams, MMC City Clerk Approved as to form and legality for reliance by the City of Sebastian only: James A. Stokes, City Attorney 74 of 77 CITY OF ISIESASTtAN HOME OF PELICAN ISLAND CITY OF SEBASTIAN, FLORIDA CITY COUNCIL TRAVEL POLICYAND PROCEDURES L PURPOSE The purpose of this Travel Policy is to establish the policy and procedures for authorizing and obtaining reimbursement for official travel by City Council. It is the responsibility of each traveler to perform travel in the most economical manner and in the best interest of the City of Sebastian and not for the convenience of the traveler. It is the traveler's responsibility to provide all necessary information. II. DEFINITIONS A. Class A travel -Continuous travel ofmore than 24 hours away from the City. B. Class B travel - Continuous travel of less than 24 hours that involves overnight absences from the city. Travel of exactly 24 hours will be considered Class B travel and will be reimbursed for four quarters (one(1) day) only, regardless oftimeofdeparture andreturn. C. Class Ctravel -Travel within 75 miles of the City. D. Officer -A member of City Council. E. Traveler -A member of the City Council, when performing authorized travel. F. Vicinitv travel - For the purpose of computing allowable mileage, vicinity travel includes official travel in the areaof the destination points, which exceeds point-to-point calculations. III. TRAVEL AUTHORIZATION AND PROCEDURES Reimbursement for travel expenses shall only be made when the travel hasbeen authorized by City Council. All travelers should ensure that all travel is undertaken by the most economical method and in the City's best interest. IV. TRAVEL ADVANCE Eligible travelers may request travel advances of 84% of travel expenses by City Check through the Administrative Services Department. 75 of 77 A. Within thirty (30) days after the travel period has ended, the traveler shall submit an accounting of travel expenses forprocessing as follows: 1. Funds Due Traveler: If a traveler is entitled to additional funds for a travel period, the traveler shall be required to deduct any travel advance made for the travel period. 2. Funds Due City: If a traveler was advanced funds in excess of the travel expenses allowed for a particular travel period, the traveler shall submit a refund to the Administrative Services Department which will then provide a cash receipt. 3. Exnenses Eaual Advance: If the travel expenses equal the amount of the advance, there shall still be an accounting form filed to reflect this fact for the record. B. If no accounting is filed for travel advances within the 30 daytime limit, the City shall have the right to deduct the amount of said undocumented advances from future salary payments. V. PER DIEM RATE Travel expenses shall be reimbursed on the basis of meal allowance plus actual expenses for lodging incurred at a duly established commercial lodging facility to be substantiated by itemized paid bills. There shall be an option for an $80 per diem allowancepaid to Council members only for Class A and Class B travel. VII. SUBSISTENCE ALLOWANCE Travelers shall be allowed subsistence in the following amounts. Breakfast $6.00 Lunch $11.00 Dinner $19.00 VI. ALLOWABLE INCIDENTAL EXPENSES Incidental expenses as set forth below incurred while traveling shall be reimbursed. Travelers shall strive to provide receipts for all incidental expenses claimed. A. Common Carriers such as taxis, subways and buses. B. Ferry Fares and Bridge. Road and Tunnel Tolls C. StoraizeorParkinaFees D. Communication EXDenSes lTelenhone/Telearanhllntemet) E. Registration Fees Registration fees for a convention or conference to which the traveler is authorized to attend are allowed. If meals are included in the registration fee, a separate subsistence allowance is not allowed. Payment of any expenses for a guest, or for any extracurricular activities not included in the registration fee but included in the registration form, shall be paid in advance to the City. F. Other incidental travel expenses may be reimbursed upon presentation of receipts or justification for lack of receipts if the amount is less than $3.00, provided they were incurred in the performance of City business. 76 of 77 VIII. EXCEPTIONS TO REIMBURSEMENT RATES A. When lodging or meals are provided as part of the conference or convention, the traveler shall be reimbursed only for the actual expenses of lodging or meals but not to exceed the maximum provided for in this policy. B. When a traveler is working at a location away from the City at the close of business on one day and is required to be at or near the same location on the following day, the decision whether to return to the City for the night would be based on the reasonableness and relative expenses involving round trip mileage or common carrier expense. C. By ordinance, City Council member mileage expenses for travel within 75 miles of the City are reimbursed through an expense allowance and shall not be separately provided. VIII. TRANSPORTATION A. Route of Travel All travel must be by a usually traveled route. If a person travels by an indirect route for personal convenience, any extra costs will be at the traveler's expense. B. Private Vehicle Mileage Reimbursement 1. All mileage should be shown from point of origin (City Hall or point of departure). Mileage may be computed on the basis of an official state road map published by the Department of Transportation, or may be generated through website map services. Mileage estimates shall be used for advance requests and actual point-to-point mileage shall be used for additional reimbursements or amounts due to City, when travel is completed. 2. When an individual is in travel status, vicinity mileage is allowable. Mileage is allowed from office or home to the airport when performing authorized travel. 3. If a private vehicle is used, the reimbursement rate is the existing Internal Revenue Service maximum allowance. C. Rental Cars 1. Rental cars charged to the City are to be used only for official City business. 2. Rental cars should only be used when it is more economical than to have a City car available or when being picked up at a destination. 3. Traveler insurance liability related to the use of rental cars is covered through the City's Insurance Policies. When signing the rental agreement, the traveler will refuse Collision Damage Waiver and Personal Accident Insurance. If the traveler does not refuse this option, the costlwin be deducted from the reimbursement amount. ADOPTED pursuant to Resolution R-19-04. EFFECTIVE DATE: March 13, 2019 77 of 77