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HomeMy WebLinkAbout02-12-2020 CC WS MinutesGROF SE�T" HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL MUNICIPAL BUDGET PROCESS WORKSHOP — 5:00 P.M. REGULAR MEETING — UPON ADJOURNMENT OF WORKSHOP WEDNESDAY, FEBRUARY 12, 2020 CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA MINUTES Mayor Dodd called the workshop to order at 5:00 p.m. Council Member Parris led the Pledge of Allegiance. 3. ROLL CALL Mayor Ed Dodd Vice Mayor Charles Mauti Council Member Damien Gilliams Council Member Jim Hill Council Member Pamela Parris Citv Staff Pre9ent: City Manager Paul Carlisle City Attorney James Stokes City Clerk Jeanette Williams Records Clerk Cathy Testa Public Facilities Director/Airport Director Scott Baker Community Development Manager Dom Bosworth Administrative Services Director/CFO Ken Killgore Asst. Administrative Services Director Cindy Watson Procurement/Contracts Manager Ann -Made Fraser Environmental Technician Kim Haigler Leisure Services Director Brian Benton Engineer/Stormwater Director Ken Griffin Building Official/Fire Marshal Wayne Eseltine Police Lt. Tim Wood 4. Mayor Dodd convened the City of Sebastian Municipal Budget Process Workshop at 5:01 p.m. The Administrative Services Director/CFO described the City's budget process using the attached PowerPoint presentation. (See attached) Council Member Hill thanked the Administrative Services Director for providing 18-19 years of outstanding budget processes. Mayor Dodd said the budget is one of the most important things that City Council does is to make sure they are good stewards of the taxpayer's money. He noted this would be the fourth budget cycle of meeting the rolled -back rate. Regular City Council & CRA Meeting February 12, 2020 Page Two Council Member Gilliams asked if it was possible to reward department heads for turning in so many dollars back each year. The Administrative Services Director said there was a limited program to reward employees that do something outstanding but department heads are ineligible. Council Member Hill said he believed in the City's staff and was confident they will continue to save the City money by providing the level of service that Council asks for. Council Member Gilliams said he was asking to reward the directors if they found ways to turn money in. 5. Mayor Dodd adjourned the Workshop at 5:40 p.m. He convened the Regular City Council Meeting at 6:00 p.m. 6. AGENDA MODIFICATIONS Mayor Dodd announced there were two agenda items listed as A's under #11. He said he would refer to the first item as A and the second as A prime. PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Stall No public input or action under this heading. 20.025 A. 211 Awareness Week Proclamation — Februan 11-17. 2020 Acceoted by Colleen Phillips. Comm unitv Relations Specialist— 211/Treasure Coast Mayor Dodd read and presented the proclamation to Ms. Phillips. She described a few the various 211 programs in detail. 20.032 B. Certificate of Aooreciation to Christine Vicars — Police Retirement Board of Trustees Service Mayor Dodd read and presented the certificate to Ms. Vicars Mayor Dodd cited the Pledge of Civility that was adopted by Council and asked that it be recited after the Pledge of Allegiance at future Council meetings. Brief Announcements Monday February I r - City Hall Closed for Presidents' Day Friday February 2e — Sebastian Police Dept. Movie Night at Riverview Park 5:30pm — 8pm Saturday February 22'— Sebastian River Art Club Show in Riverview Park foam — 4pm Mayor Dodd announced the upcoming events 8. PUBLIC INPUT Diana Bolton invited the public to the Friends of St. Sebastian Yard Sale to be held February 15'h where the proceeds will go to scholarships and clean water efforts. She also invited the public to the Healing Waters Yard Sale and concert to be held the same day. Regular City Council & CRA Meeting February 12, 2020 Page Three Richard Gillmor, Sebastian, said he learned today that a new floor will be installed in the Community Center and asked an aerobic floor be installed. In regard to the Harbor Lights Hotel property, Mr. Gillmor suggested keeping the east side of the property and selling the portion with the hotel to put it back on the tax rolls. Joe Earman, 4375 9' Lane, President of the Indian River Neighborhood Association, (IRNA), requested support of Senator Mayfield's bill, SB676. He also said the IRNA would like the City to hire a consultant as opposed to an engineer to review the recent annexation. Tim Glover, President of the Friends of St. Sebastian, said they believe the annexation consultant should have experience in urban planning. Dan Johnson, President, Hidden Sanctuary Village, provided additional information on the sanctuary's request to use the Harbor Lights Hotel as the sanctuary's administrative offices, an emergency supply center, and an avenue to display artwork in the rooms. He said his organization plans to be fully funded by the and of 2020. Russell Herrmann, 586 Redwood Court, said Sebastian needs an independent, planning consultant to review the Graves Brothers annexation process to set the precedence for future annexations. Pat Mandel, Carnival Terrace, said she would like Council to hire a knowledgeable consultant to navigate the annexation process. Dr. Robert Bedea, Sebastian Highlands, Good News Sebastian.com, said he felt the annexation meeting was stressful for him; government has to lead by example by setting the bar high by staying away from anything toxic and non -biodegradable. 6.30 pm 9. CONSENT AGENDA A. Approval of Minutes — January 8, 2020 Regular City Council Meeting B. Approval of Minutes —January 15, 2020 IPM Workshop C. Approval of Minutes — January 22, 2020 Regular City Council Meeting D. Approval of Minutes — January 23, 2020 IPM Workshop 20.026 E. Authorize a Utility Easement along Madison Street to Connect the Community Center to Gravity Sewer and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Form, Map, Survey) 20.032 F. Approve the 2020 Pelican Island Wildlife Festival with Road Closures in Riverview Park on March 7, 2020 from 10 a.m. to 4:00 p.m. (Transmittal, Letter, Map) Regular City Council & CRA Meeting February 12, 2020 Page Four 20.027 G. Approve Alcoholic Beverages for the Hidden Sanctuary Village Paint -A -Pallet Craft Event at the Community Center on March 6, 2020 from 6:00 p.m. to 11:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) Council Member Gilliams asked to pull items F and G MOTION by Vice Mayor Mauti and SECOND by Council Member to approve consent agenda items A to F passed with a unanimous voice vote of 5-0. Mayor Dodd recalled the motion because it included item F. MOTION by Council Member Hill and SECOND by Council Member Parris to include items A to E passed with a unanimous voice vote of 5-0. Item F Council Member Gilliams asked to keep the boat ramp open during the Pelican Island Wildlife Festival with a dedicated staff member to oversee the launches. Council Member Hill said it wouldn't be necessary because there won't be any boat/trailer parking available. John Christino, SE Sebastian, said the boat ramp is closed on a regular basis noting it can accommodate the larger trailers and asked to keep it open. Council Member Gilliams also said the closure of Harrison Street creates a traffic problem and asked if people could go down Harrison Street and turn right (south) on Indian River Drive. Mayor Dodd explained that Indian River Drive would be closed so that would create more of a problem. Diana Bolton said the event is very popular and crowded, she agreed with Mayor Dodd and Council Member Hill that it needs to be as safe as possible. MOTION by Mayor Dodd and SECOND by Council Member Hill to accept item F as submitted passed with a unanimous voice vote of 5-0. Item G Council Member Gilliams asked why the Hidden Sanctuary Village wanted to serve alcohol at their fundraiser. Mr. Johnson explained he planned to serve the ladies have one glass of wine while they are painting. Joe Scoaari asked to speak about the Sanctuary's plans to counsel individuals but the item under discussion was in regard to the fundraising event. MOTION by Council Member Gilliams and SECOND by Mayor Dodd to approve Item G passed with a unanimous voice vote of 5-0. 10. GDMMITT�E REPORi.S & APPgINTMENJS L ry Comm t earepay andd Counci em er reg one committee reports. No public Input or action except W City committee member nominations and appointments under this heading. Regular City Council & CRA Meeting February 12, 2020 Page Five 20.028 A. Plannino and Zoning Commission (Transmittal. ADDlications, Ad. List) i. Interview. Unless Waived. Submit Nominations for One Expired. Regular Member Term —Term to Expire February 2023 MOTION by Mayor Dodd and SECOND by Council Member Hill to reappoint Ms. Kautenburg to the Planning and Zoning Commission. Council Member Gilliams nominated John Christino. Vice Mayor Mauti asked that the alternates be allowed to move up. Mayor Dodd suggested they move up the senior alternate, Mr. Simmons. Council Member Gilliams continued with his nomination of Mr. Christino. Mr. Christino said he was honored by the nomination but was willing to have Mr. Simmons to move up to the regular member position first. Mayor Dodd nominated Mr. Simmons. Council Member Hill nominated Ms. Kautenburg noting it would be a shame to lose her decades of knowledge. Mayor Dodd agreed that she was an asset to the Commission and the Charter Review Committee. Mr. Christino, Mr. Simmons and Ms. Kautenburg were considered for the regular member position with the following roll call vote: Mayor Dodd — Kautenburg Vice Mayor Mauti — Simmons Council Member Gilliams — Simmons Council Member Hill — Kautenburg Council Member Parris - Simmons Mr. Simmons was appointed to the Regular Member Position on the Planning and Zoning Commission. MOTION by Mayor Dodd and SECOND by Council Member Hill to waive the advertising requirements for the alternate member vacancy passed with a unanimous voice vote of 5-0. Council Member Hill nominated Ms. Kautenburg who indicated with thumbs up that she was still interested in serving. A unanimous voice vote of 5-0 supported Ms. Kautenburg for the allemate member position. 20.018 B. Police Pension Board of Trustees (Transmittal. Aoolication. Ad. List. Code) i. Interview. Unless Waived. Submit Nominations for One Civilian Position —Term to Expire February 2024 MOTION by Council Member Hill and SECOND by Mayor Dodd to appoint Bob McPartlan to the Police Pension Board of Trustees. Regular City Council & CRA Meeting February 12, 2020 Page Six Council Member Gilliams said he was opposed to the nomination because it would load the board up with government employees and it is a position of trust. He said money is involved and there are issues he has seen in the past as to why there are three new people sitting on the dais because there has been city assets that have been mishandled. Mayor Dodd gaveled, informing him that has nothing to do with the conversation. The City Attorney advised that the Mayor can control the conversation and Council Member Gilliams was closely delving into potential liability issues by making allegations of criminal conduct. Council Member Gilliams called for a point of order staling he would be quiet if three voted for him to be quiet. Mayor Dodd asked him what operational rules he was not following to call for his point of order. Council Member Gilliams responded that he wanted to continue to speak. Mayor Dodd stated he could speak all he wanted but he would not allow him to defame a prior member of Council talking about criminal activities. Council Member Gilliams said he had proof that surplus assets were given away. Mayor Dodd asked him to cease and called for a recess at 7:00 p.m. The Council meeting reconvened at 7:09 p.m., all members were present. The City Attorney stated his understanding of Council Member Gilliams' point of order was to continue his discussion on the appropriateness of Mr. McPartlan being appointed to the Police Pension Board. He said while that is open to discussion, his concern was the defamatory nature of talking about something that he is saying was criminal and assets were improperly given away. In context of Mr. McPartlan's appointment it is an implication that Mr. McPartlan was involved which is defamation per se which means that you don't even have to prove it in court and you pretty much win. He said his ruling is that he can appeal to Council to allow him to keep speaking he has the right to do that but he cautioned that the comments he is making —if Council votes to allow him to continue speaking —the Council is accepting that liability if in fact Mr. McPartlan pursues a defamation case for being implicated in some criminal activity that has never been proven. Council Member Gilliams said he was not accusing Mr. McPartlan of any criminal intent; he wanted to say what transpired. Mayor Dodd ruled against his point of order and asked Council to think about the possible liability if they allow the discussion to continue. He said an affirmative vote would cease his discussion. Roll call: Council Member Gilliams - nay Council Member Hill - aye Council Member Parris - nay Mayor Dodd - aye Vice Mayor Mauti - aye The ruling of the chair stands. Regular City Council & CRA Meeting February 12, 2020 Page Seven Roll call on the appointment of Mr. McPartlan Council Member Hill - aye Council Member Parris - nay Mayor Dodd - aye Vice Mayor Mauti - nay Council Member Gilliams - nay Motion failed 3-2. 20.010 C. Intearated Pest Manaaement Parks Locate (Transmittal. Summarv. Plan. Schedule) 7:35 pm The Leisure Services Director and the Environmental Technician outlined the proposed process and identified the members of the Natural Resources Board along with local environmentalists that will help develop the City's Integrated Pest Management Plan for the parks. (See PowerPoint attached) Mayor Dodd thanked the board members who are providing a very valuable service to the City. The Leisure Services Director said the contractors would fall under the adopted plan they hope to present to Council on April &; each member has been given a pest to research and report on at the sub -committee's next meeting. The Leisure Service Director described the life cycle of fire ants and the products he has tried. (See PowerPoint slides attached) He said he treated the Friendship Paris field with Advion which eliminated about 80-90% of the problem. He noted the field was mowed earlier in the day and he will be able to see If the mounds recur. 11. QUASI-JUDICIAL & LEGISLATIVE PUBLIC HEARINGS 20.029 A. Quasi -Judicial Public Hearina — Resolution No. R-20-01 — Conditional Use for Progprerix Located at 908 U.S. Hiahwav #1 (Transmittal. R-20-01. Staff ReDort. ADDlicalion. P&Z Minutes) RESOLUTION R-20-01 REGARDING A SPECIAL EXCEPTION TO SECTION 54-2- 5.4(c) OF THE LAND DEVELOPMENT CODE TO ALLOW AN INDUSTRIAL ACTIVITY (CONTRACTOR TRADE BUSINESS) AS A CONDITIONAL USE WITHIN THE COMMERCIAL RIVERFRONT (CR) ZONING DISTRICT, SPECIFICALLY FOR A PROPERTY LOCATED AT 908 U.S. HIGHWAY #1. Mayor Dodd opened the public hearing at 7:35 p.m. and the City Attorney read the title of the request. Ex Parts Communications Council Member Gilliams stated he visited the property and had a conversation with the owners. Council Member Hill stated he had a conversation with Todd Brognano. The City Clerk swore in those who were to provide testimony. Regular City Council 8 CRA Meeting February 12, 2020 Page Eight Mike Rizzo, President of Family Heating and Air, stated they didn't know about the river district, they are being classified as an industrial style company, and he has mostly heard concern about the trucks, not the service they provide. The Community Development Manager stated this was a request for a special exception and based on what they were doing (warehousing, storage in enclosed buildings, mechanical repair and service, building supply and contractor storage and fleet operations) it was considered an industrial activity which is allowed in the industrial district so their application was asking Council to operate in the commercial riverfront district. She explained per Article III of the Land Development Code, there is a process for the finding of facts by the Planning and Zoning Commission which allows Council to approve with conditions or deny. She said their floor plan and operational plan shows they are requesting office space, show room space, the back will be warehousing, and there will be a fleet operation of 17-18 trucks that will load up daily in the morning and then take off to their customers sharing an access easement with Duncan Donuts. The Community Development Manager also explained that if granted, the special exception would not be consistent with two areas of the City's comprehensive plan; staff recommended denial of the special exception. 7:46 pm Vice Mayor Mauti asked if the City would be liable if this was allowed this since two other contractors were required to tweak their business plans to open businesses recently. The City Attorney advised this cannot be held against the City while it may not be fair, it doesn't create liability; each business should be considered on their individual merits. Council Member Parris asked Mr. Rizzo if he could relocate the fleet and warehousing. Mr. Rizzo explained that his men load at 7:30 in the morning and leave by 8:00 a.m. for their service calls; at the end of the day they lake the trucks home with them. He said that he has offered to stagger the trucks. Council Member Gilliams cited the staff conditions on page 107 of the agenda packet (see attached) if the office and showroom activities continued and asked Mr. Rizzo if he agreed with the conditions. Mr. Rizzo said he agreed with the conditions. The Community Development Manager clarified that if Mr. Rizzo continued without the warehousing and fleet, a business tax receipt, signage permit, parking plan and landscaping would be required. 7:56 pm If the special exception was allowed, a full-blown updated site plan (to include parking, landscaping, stormwater, and signage) would be required. Mr. Rizzo said he wanted to keep the company together in one building and proceed with the special exception. 8:04 pm Regular City Council & CRA Meeting February 12, 2020 Page Nine Joe Scozzari spoke in favor of the request. John Harp, 1351 Whitmore Street, spoke in favor of the request Jonathan Nolan, Vice President, Family Heating and Air, said the company has grown to 17-18 trucks which go home at the end of the day; they are willing to stagger the trucks and he noted that they are a service company as opposed to an industrial company. The Community Development Manager stated they meet some of the criteria for industrial activity which is not permitted in the commercial riverfront. Mr. Nolan said the industrial activity happens at the service calls. Al the City Attorney's advice, the City Clerk swore in the last two speakers, as well as Ms. Simmons, indicating their testimony was and will be truthful and accurate. Wanda Simmons said she was for Family Heating and Air. Greg Rooney, Sebastian, said he drives by the location all times of the day and there is never a problem with the trucks. Vera Render, Sebastian, asked how a business moves into a facility that they don't fit in. Mayor Dodd said they did not consult with the City before moving in. Ms. Render stated if they were going to change the rules, why are there rules. The City Clerk swore in three additional individuals. John Christino, said if the business is successful, in a couple of years, there might be 30 vehicles; the commercial riverfront district is there for a reason and they can't make exceptions because a business wasn't aware of the zoning classification in which they are renting. Mr. Rizzo said they used a realtor and weren't aware of the zoning regulations; they have pictures of neighboring businesses making deliveries; he was not interested in renovating someone else's property as requested by the special exception. The Community Development Manager noted the Planning and Zoning Commission recommended denial of the special exception request by a vote of 4-3. She also stated that even though some of the existing trade businesses in the area have been there since 1995, those uses were reconsidered, and subsequently removed from the zoning district. Townhouses were also located behind the site. She said staff will work with them to keep the showroom and office there but recommended denial. Council Member Hill stated it was unfortunate that they didn't get information that they should have gotten; the City does not allow industrial next to residential; it would not be right for them to conduct the industrial activity without the major site plan renovations which they are not willing to do. Regular City Council & CRA Meeting February 12, 2020 Page Ten MOTION by Council Member Hill and SECOND by Vice Mayor Mauti to deny the request as recommended by staff. Council Member Gilliams stated the City is allowing other businesses to manufacture nearby; he is interested in getting buildings rented and would allow the special exception with conditions. Roll call: Council Member Parris — aye Mayor Dodd - aye Vice Mayor Mauti - aye Council Member Gilliams - nay Council Member Hill — aye Motion carried 4-1 to deny the special exception. The City Attorney advised if Family Heating and Air wished to carry on with an office and showroom, no further Council action was necessary. 8:34 pm 20.021 A Prime. Second Readina,and Public Hearinol Ordinance No. 0-20-01 — Providina for Electronic Reoortino of Fire Prevention and Safetv Inspections (Transmittal. 0- 2001) AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING ORDINANCE 0-1"6; FIRE PREVENTION AND PROTECTION; RENAMING ARTICLE II; ADDING NEW SUB SECTION (b) TO SECTION 42-28, TO REQUIRE ALL FIRE PROTECTION SYSTEM REPORTING BE SUBMITTED ELECTRONICALLY, AS SPECIFIED; RENUMBERING SUB SECTIONS (c) (d) IN SECTION 42-28; PROVIDING FOR SEVERABILITY, PROVIDING FOR CODIFICATION, PROVIDING FOR CONFLICTS, PROVIDING FOR SCRIVENERS ERRORS, AND PROVIDING AN EFFECTIVE DATE. (PJ ad 1/29/2020) The City Attorney read the title of Ordinance No. 0-20-01 and Mayor Dodd opened the public hearing at 8:35 p.m. stating this code would allow the City to come up to par with the County to allow third parties to input inspections into one location. There was no public input. MOTION by Council Member Hill and SECOND by Mayor Dodd to approve Ordinance No. 0-20-01 passed with a unanimous voice vote of 5-0. 20.022 B. Second Reading and Public Hearino - Ordinance No. 0-20-02 — Reaardina Floodolain Manaaement (Transmittal. 0-20-02. E-Mail) AN ORDINANCE BY THE CITY OF SEBASTIAN, FLORIDA AMENDING THE CODE OF ORDINANCES CHAPTER 46 FLOODS TO MAKE MODIFICATIONS TO BRING THE REGULATIONS INTO CONFORMANCE WITH THE MOST CURRENT FEMA- APPROVED, FLOODPLAIN MANAGEMENT ORDINANCE FOR FLORIDA COMMUNITIES THAT IS COORDINATED WITH THE FLORIDA BUILDING CODE; PROVIDING FOR APPLICABILITY AND SEVERABILITY; PROVIDING FOR CODIFICATION, PROVIDING FOR CONFLICTS, PROVIDING FOR SCRIVENERS ERRORS, AND PROVIDING FOR AN EFFECTIVE DATE. (PJ ad 1/29/2020) R111 Regular City Council & CRA Meeting February 12, 2020 Page Eleven The City Attorney read the title to Ordinance No. 0-20-02 and Mayor Dodd opened the public hearing at 8:38 p.m. The City Manager stated these modifications were required by FEMA and requested approval of the ordinance. There was no public input and Mayor Dodd closed the hearing. MOTION by Council Member Hill and SECOND by Council Member Gilliams to approve Ordinance No. 0-20-02 passed with a unanimous voice vote pf 5-0. 12. UNFINISHED BUSINESS 20.011 A. ADorove City Attomev Aareement with Mannv Anon. Jr.. Eso. (Transmittal. Pr000sed Agreement) 8:43 pm Mayor Dodd stated the Contract Committee had negotiated a contract and he asked the City Attorney to address some newspaper articles regarding the employment of Mr. Anon. City Attorney Stokes stated he was very familiar with what happened in Port St. Lucie where there was a City Attorney that was not performing very well in the eyes of the Council, there was a lot of friction in the legal department leading to an investigation by the Human Resources Department which led to the termination of that City Attorney. He was bought in to fix the legal department and as a result he reorganized the department and Mr. Anon worked under his supervision for a year and half. The situation was brought about an unhealthy environment, he corrected the environment and while he did not terminate anyone a few people left including Mr. Anon. He did see anything in Mr. Anon's conduct that would give him any rise for concern. MOTION by Council Member Hill and SECOND by Mayor Dodd to approve the attorney agreement with Manny Anon, Jr., Esq. Mayor Dodd said he was aware of the unsubstantiated allegations in those two articles against Mr. Anon and no one will tolerate harassment of anybody but the City has an obligation to make sure we don't let unsubstantiated things come about in such a way that it tarnishes an individual and prohibits us from considering an individual for employment. He was not uncomfortable with him. Council Member Gilliams said he did an analysis of the last five years legal expenses which ran on an average of $80-95,000 per year. Mr. Anon's contract is $120,000 plus benefits bringing it up to $160,000 plus additional benefits such as a car when in fact they should hire a law firm with 70 lawyers and put Mr. Anon's contract on hold until they receive the Port St. Lucie investigation. Mayor Dodd gaveled and advised this was not a discussion about whether they hire a law firm but to approve or disapprove Mr. Anon's contract. If the contract was not approved, they would move to the second choice being the law fine. Council Member Gilliams said approving the contract before receiving the investigation was disturbing and made no sense economically. Mayor Dodd said people should not allow unfounded innuendo impact them. Regular City Council & CRA Meeting February 12, 2020 Page Twelve The City Manager said Mr. Anon's package included $120,000 for the salary for a total of $162,651. Mayor Dodd stated the salary was within the range determined by Council. Council Member Parris said being a woman, until the investigation was completed, she was not comfortable with the allegations. Russell Herrmann, 586 Redwood Court, said with a cloud over this, for the betterment for the citizens, the contract should be tabled, so all will know what comes out of the investigation. Mayor Dodd pointed out that Mr. Anon reported to City Attorney Stokes for a year and half in Port St. Lucie, he has recommended Mr. Anon, he has found no allegation in the investigation and there was no cloud over this. Roll call: Council Member Gilliams - nay Council Member Hill - aye Council Member Parris - nay Mayor Dodd - aye Vice Mayor Mauti - aye Motion carried 3-2. Mayor Dodd announced that Mr. Anon would be the City Attorney at the end of the meeting 13. NEW BUSINESS 8:57 pm 20.021 A. ADorove Sole Source Abeement with Brvcer. LLC to Provide Web Based Electronic Reoortina of Fire and i e Safetv Inspections and Testing: and. Authorize the Citv Manaper to Execute the ADqrooriate Documents (Transmittal. Agreement. Summarv. Info. Sole Source Certffcat The City Manager said this is the purchase of the software for the fire apparatus inspections which is integrated into businesses' systems and asked Council to approve this contract. There was no public comment. MOTION by Mayor Dodd and SECOND by Council Member Hill to approve the agreement with Brycer, LLC. passed with a unanimous voice vote of 5-0. 20.030 B. Authorize a Three Year Agreement with Mainstream Merchant Services to Provide Merchant Services at the Sebastian Municioal Golf Course Pro Shoo (Transmittal, Pr000sal. Agreement) The City Manager stated this software will run the merchant services at the Golf Course. James Ryan, Mainstream Merchant Services, said the terminal is stand alone as used in retail and there will not be stored data, just the processing of credit cards. 12 Regular City Council & CRA Meeting February 12, 2020 Page Thirteen MOTION by Mayor Dodd and SECOND by Council Member Hill to approve a three year agreement with Mainstream Merchant Services. Roll call: Council Member Parris - aye Mayor Dodd - aye Vice Mayor Mauti - aye Council Member Gilliams - aye Council Member Hill - aye Motion carried 5-0. 9:01 pm 20.002 C. Discuss and Consider Fiscal Year 2020-21 Budaet Obiectives (Transmittal. Objectives) Mayor Dodd asked Council if they would like to discuss any of the listed issues or add any items. Council Member Gilliams asked if a master plan would be discussed to replace the canal walls. The City Manager stated as they maintain the vegetation in the canals, the walls would be looked at. He said a half a million is allocated every year but can't be used until there is an established integrated pest management plan. The City Manager said a study was completed but it didn't define the deficiencies or identify which walls should be replaced. Vice Mayor Mauli asked if the new City Engineer could start an inspection. The City Manager said until they achieve the bid specs, they won't know what to bid or inspect. 20.031 D. ,9aooint One Council Member to Participate and Serve as Chair on the Audit ervices Evaluation Committee for Auditina Services (Transmittal. F.S.218.391) The Purchasing Manager read the background paragraph of her agenda transmittal. It was the consensus of City Council to have Mayor Dodd serve as the Council Member to the Committee. The Procurement Manager stated the Request for Proposal release date has been changed to Monday, February 24". 14. CITY ATTORNEY MATTERS The City Attorney stated he would work with Mr. Anon during the next couple of days to get him up and running. Mayor Dodd thanked Mr. Stokes for what he has done for the City. 15. CITY MANAGER MATTERS The City Manager reported the Pickleball Courts are almost done and there will be a pickleball paddle toss over the net as opposed to a ribbon cutting. He complimented the Leisure Service Director for his hard work on the project. 13 Regular City Council R CRA Meeting February 12, 2020 Page Fourteen 16. CITY CLERK MATTERS - None 17. CITY COUNCIL MATTERS A. Vice Mayor Mauti - None B. Council Member Gilliams asked the City Manager how the Government Affairs Internship Program was coming. The City Manager said he hasn't started on that program. In response to his request for a Citizen's Academy, the City Manager advised that he has met with staff and is putting together a curriculum with a minimal budget impact. Council Member Gilliams said in regard to civility, when someone is speaking they shouldn't be interrupted; elected officials have a right to speak. He asked Mayor Dodd to change his ways or have someone else lead; he would like to have the right to appeal his right to speak. Council Member Gilliams said he was not happy with Attorney Jim Stokes' work product and service. C. Council Member Hill Council Member Hill thanked Attomey Jim Stokes for what he has done for the City and the other Cities that has worked at. He said when dais members are talking poorly about certain police officers or members of the military that have served this community, and they have a criminal history, he asked those members to remember that people appreciate and respect them. D. Council Member Parris I. Reconsider A000intment of Albert lovino to Police Pension Board of Trustees 9:23 pm Council Member Parris said she would like to suggest removing Mr. lovino from the Pension Board because she sees a huge sway in decisions by having three police officers on the board. She said she would like to see recycling offered to commercial businesses. Mayor Dodd advised that the County offers recycling but the businesses must pay a fee. The removal of Mr. lovino would be placed on the future agenda. Council Member Hill asked what the cause was to remove Mr. lovino. Council Member Parris said she saw a bias of opinion. Council Member Hill questioned that she didn't see that when she voted to put him on the board. She responded that she had some reconsideration. Consider Council Member Gilliams' Request for a Citizens Task Force was not discussed 14 Regular City Council & CRA Meeting February 12, 2020 Page Fifteen E. Mayor Dodd Mayor Dodd said he did get a letter requesting his resignation as mayor because he couldn't control Council Member Gilliams. He said he had many conversations with people that he trusts, including his wife, who advised him to be more professional with Council Member Gilliams and read the Civility Pledge. He said that he did not plan to resign noting there is no provision to remove the mayor unless he resigns or is removed by the Governor. He stated he will not resign because he cannot control Council Member Gilliams so he will just let him speak unless he jeopardizes the City such as his unfounded allegations tonight. He said he will try to operate in a more civil manner and apologized to those that think he has not been professional but he did not intend to let the Council get into a quagmire that could cause more problems for the City. 18. Being no further business, Mayor Dodd adjourned the regular City Council meeting at 9:30 p.m. M&4.q N 5)%C;QI Approved at the Apr422, 2020 Regaler City Council Meeting. Mayor Ed LI lid - ATTEST. J��MSI J netfe Williams, C-City Clerk _ _ - _- 15 City of Sebastian Budget Process 1 rp..qp.ntal �� ^;tv Colinrl Wednesday February 12, 2020 Prepared By: Ken Killgore Administrative Services Director/CFO City of Sebastian Presentation Topics •Budgeted Funds & Capital Program (CIP) •Budget Calendar and Timeline Summary •Draft Creation and Review Process •Dealing with Budget Shortfalls •Publishing the Draft Budget & CIP •Budget Board & Reviews by Other Boards •City Council Adoption and "TRIM" Laws •Flow Chart/Controls/Citizen Participation 3 City of Sebastian Budgeted Funds & Capital Program *Budget Includes Entities Known as Funds That Are Separately Balanced: *General Fund *Special Revenue Funds '*Debt Service Fund *Capital Project Funds *Enterprise Funds *Less Interfund Transfers *Actual Dollars Budgeted $ 12.9 Million 9.2 .4 7.7 2.7 (6-6) $26.3 Million City of Sebastian 4 Budgeted Funds & Capital Program *General Fund - Unrestricted Taxes or Fees. Used for City Council, City Attorney, City Clerk, City Manager, Administrative Services, Police, Community Development, Public Facilities, Street Operations and Leisure Services *Special Revenue Funds — Revenue Limited to Specific Uses. Includes Gas Tax, Discretionary Sales Tax, Recreation Impact Fees, CRA Tax Increment, Parking -In -Lieu -Of Funds, Stormwater Utility Fees & Law Enforcement Forfeitures City of Sebastian 5 Budgeted Funds & Capital Program •Debt Service Fund —Accounts For Discretionary Sales Taxes Transfers for Stormwater Debt Payments. •Capital Project Funds —Accounts for Capital Expenditures Paid With Transfers from Other Funds or Grant Proceeds. •Enterprise Funds - Charges to Customers to Operate Golf Course, Airport and Building Department. City of Sebastian 6 Annual Operating Budget •Financial Plan for the Next Fiscal Year — October 1 St to September 30th •Shows Expected Operating Costs and Spending on Equipment and Capital Projects •Shows Expected Revenue to be Available and Any Increase or Decrease in the Amount of Reserve Funds •Each Fund Must be Balanced. City of Sebastian 7 Capital Improvement Program (,CIP) •Forecast Financial Needs for Next Budget Year and the Following Five Years: •Assumes Pay & Benefit Changes •Assumes Operating and Maintenance Costs •Assumes Capital Projects and Equipment •Shows Revenue Projections for the Next Budget Year and the Following Five Years •Shows Each Fund's Remaining Balances •Annual Update Allows Gradual Adjustments City of Sebastian Budget Calendar •Provided at 1st Meeting of January •List Deadlines and Meeting Dates •Allows For Input in a Timely Manner •Keeps Steady Progress to Adoption •Insures Legal Requirements Are Met City of Sebastian 9 Budget Timeline •January Set Calendar, Budget Board Intro •Feb. — Mar. Departments Submit CIP Request •April — May Departments Submit Budget •June Review/Balancing, Presentation to Budget &Parks/Recreation Boards •July Council Sets Proposed Millage •August CIP to Planning/Zoning Board, Workshop for City Council •September Public Hearings, Millage, Budget and CIP Adoption City of Sebastian [Draft Creation and Review •Information Gathering: 10 •Departments Submit Request for Capital Items for Next 6 Years, Staffing Changes and Operating Account Spending •Finance Calculates Salary & Benefit Costs •Finance Projects Revenues •Administrative Services Review: •Verify Submittals Accuracy & Completeness •Compile Budget and CIP Working Draft •Calculate Funding Shortages City of Sebastian Draft Creation and Review •Initial Review by City Manager: •City Manager Meets with Department Heads, Finance, HR and Purchasing •Detailed Discussion/Review of Request •Initial Approval or Request for More Details •City Manager Has Day -To -Day Involvement and Knows Each Department's Operations and Areas Needing Attention •Funding Shortfalls Are Recalculated City of Sebastian 12 Handling Budget Shortfalls *Review Revenue Projections for Updates *Review Expenditures for Desires VS. Needs *Extra Allocations for Non -Specific Expenditures '*Cushions for Uncertain Cost Increases '*Assume R&R for "Just -in -Case" Replacements *Defer Additional Personnel or New Activities *Use Special Revenue Funds If Eligible *Negotiate Cost/Benefits of Insurance *Negotiate With Collective Bargaining Units City of Sebastian Issue Draft Budget/CIP 13 *When Funding Shortfalls Have Been Addressed &All Funds Are Balanced •Publish Draft Budget/CIP Document *Provide Draft to Budget Review Advisory Board and City Council '*Post Draft on City Website •Usually in June (June 10 in 2020) City of Sebastian 14 Budget Review Advisory Board •Briefed on Budget Working Draft *Assumptions on Millage and Revenues *Reasons for Changes in Expenditures •Board Agrees With Draft or Decides to Recommend Something Different *Role is Oversight and Review *Focus is Big -Picture and Balanced Budget City of Sebastian Reviews by Other Boards 15 •Parks & Recreation Advisory Committee Briefed on Uses of Recreation Impact Fees and Other Leisure Services Items •Planning & Zoning Commission Briefed on Capital Improvement Program and the Commission Votes on Whether It Complies With the Comprehensive Plan City of Sebastian 16 City Council Adoption *General Fund Briefing and City Council Adoption of Proposed Millage in July *Recommended Millage, Draft Budget & CIP Presented to City Council in August •" Tentative" Millage & Budget Adopted and Advertised, Then Public Hearing on "Final" Millage & Budget 0 1St Class Mail if Millage Above " Proposed" • If Above "Rolled -Back, Ad Says Tax Increase 17 City of Sebastian TRIM Legislation F.S. 200-065 •" Truth in Millage" Law - Since 1980 "Mandates "TRIM Notice", Budget/Millage Public Hearings and Advertising Rules •Requires "Rolled -Back Rate" and Setting "Proposed Millage" for "TRIM Notices" •Requires "Tentative" Adoption of Millage and Budget at the 1ST Public Hearing and "Final" Adoption at the 2nd Public Hearing FEBRUARY THROUGH JULY 18 FROM START TO SUBMITTAL OF DR420 Staff Public Review City Council Dept. Request V Revenues �r CM Meetings v Taxable Est. Balance Draft & Put on Website Receive DR420 & � Compute Millage Submit DR420 Budget Board Introductions Discuss G/F Budget Draft & Millage Budget Board Suggestions Provided Draft (June 10t" 2020) Discuss G/F & Set Proposed Millage I AUGUST THROUGH SEPTEMBER 19 FROM FINAL RECOMMENDATION TO ADOPTION Staff Public Review CIP Review by P&R P&R Committee & Committee and P&Z P&Z Commission Commission Updated Budget/CIP Put on Website Agenda 1st Hearing Advertise & Agenda Final Public Hearing Publish/Send to Tax Collector & State Update Budget Board �i Additional Budget Board Suggestions 91 �t Council, )I Provided Updates D I Budget Workshop Public Hearing � )I Tentative Approval Public Hearing � )I Final Approval City of Sebastian 20 Budget Control/Citizen Participation •Computer System Stops Budget Overruns. *Monthly Budget Reports to Departments *Project Status Meetings Identify Problems "Quarterly Report Presentations to Budget Review Advisory Board and City Council *Budget Variances Questioned by Auditors "Comprehensive Annual Financial Report Reports Budget Changes for the Year City of Sebastian Budget Control/Citizen Participation *Budget is Essentially aYear-Round Process •Involves Many People and Affects Everyone *Opportunities for Public Input and Monitoring: *Serve on the Budget Review Advisory Board or Attend Their Meetings *Attend City Council Budget Meetings and Public Hearings on Millage and Budget '*Videos and Documents Posted on Website *Call or Meet With CFO For Questions 22 City of Sebastian Budget Process Questions? WflureA SE DAN HOME OF PELICAN ISLAND Tr =: 0 � /� � TDD MANAGEMENT SUBc-,COMM�TTEE To assist City staff in the development of an Integrated Pest Management Plan for Sebastian's parks and properties, which promotes sustainable pest management methods that minimize health, environmental, and economic risks. This plan will serve as a guideline for leisure services staff in the control of landscape pests 'City Staff: I -qq Brian Benton, Leisure Services Director Kimberly Haigler, Environmental Specialist Natural Resource Board: Brian O'Neill Kathy Brothers Thomas Carrano Ruth Callaghan (advisory) Scientific Consultants: Christine Kelly-Begazo, Director, OF IFAS Extension Office Dr.,Graham Cox, Pelican Island Audubon Society I b� EVALUATE EFFECTIVENESS RECORD KEEPING BIOLOGICAL CONTROL INSPECTION & MONITORING IDENTIFICATION PLANNING IMPLEMENT IPM STRATEGY CULTURAL =MECHANICAL= CHEMICAL CONTROLCONTROLCONTROL • Any species that is found to be undesi able • A pest in one area, may not be in another • Often these species have been introduced to the area (directly, or indirectly) • Species causing disease, die -off, or displacing the more desired species for the area • Native species can become pests COO MMUNI"1'Y II"M CYCLI✓ • Loci) r e ],A Dfjj rDI !In!I� 11,—ItIon it ID the species Know the species' life cycle Correct ID is KEY � 7 yC)a st 05 COO MMUNI"1'Y II"M CYCLI✓ Current Pests of Concern: • Fire Ants • • Sod Webworms • • Mole Crickets • • Jap. Beetle Grubs • • Moles • • Cut Worms • • Mice Ik Broadleaf Weeds Signal Grass Dollar Weed Pennywort Torpedo Grass Goose Grass Crab Grass r m COO MMUNI"1'Y II"M CYCLI✓ • Think PREVENTION Determine tolerance threshold • What action is needed? • Consider ALL costs equally Proper techniques and timing B N T COO MMUNI"1'Y II"M CYCLI✓ Tolerance threshold is determined by the property's use ➢ Passive ➢ Active ➢ Athletic �i COO MMUNI"1'Y II"M CYCLI✓ PARK CLASS�FHCATHON Barber Street Complex Friendship Park Athletic Field Riverview Park Schumann Park Hardee Park Friendship Park Bark Park Pickleball Complex Barber Street Common Areas Easy Street Filbert Park Bryant Park Periwinkle Park Cownie/Cheltenham Yacht Club Community Center Kildaire Historical George St. Blossom Garden Club Main St. Boat Ramp Stormwater Park BIOLOGICAL IMPLEMENT CONTROL`r*; IPM STRATEGY CULTURAL CONTROL MECHANICAL CONTROL CHEMICAL CONTROL COO MMUNI"1'Y II"M CYCLI✓ JrJ�J IJ�Ir!.J�'l� fit]tt]J jtj ~c �3rjpN COO MMUNI"1'Y II"M CYCLI✓ r �J �!' � J;�r�fJ;�JJJ�t]tr] f]r r r!'rJ r :,1J'] ;JlIIJr� �Jaa�p, COO MMUNI"1'Y II"M CYCLI✓ . prIJY�J's:JJ �)aj ' J-Pj1'J COO MMUNI"1'Y II"M CYCLI✓ I � ! 1� �r -�ggJ 01,1p)VI r j�'p-�Lilly 1VP'J_VrJ �IJ J�1'JJ^J1"IJ �IJ�r�JJ r� rIJ J J �J N tfJ � j�J �J1 -' rIJJJ�� �rfJ� J�����rJ1SJ� �1JrJJfJ Nee m oil 1� Extract r Y M COO MMUNI"1'Y IPM CYCLE �i rJ,fJ �J�] �:,j �2JI I rl]1 r ALL r�;�;JJJ� l rJJrJ JfJ :-]f] (' ! 5 p Of] J �J DEL I S TH E W THE PESTICIDE PRODUCT LABEL IS A BINDING LEGAL i AGREEMENT BETWEEN THREE PARTIES: Safer �FyTgc A o��°�`o= THE US ENVIRONMENTAL PROTECTION AGENCY THE PRODUCT REGISTRANT / THE PRODUCT USER S I7 enta i COO MMUNI"1'Y II"M CYCLI✓ • Accurate record -keeping • Use data to assess change • Determine Effectiveness • Have expectations been met? • What has been learned? Are changes required? 2-12 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 2-19 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 2-26 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 3-4 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 3-11 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 3-18 Sub -Committee Meeting, Upstairs Conference Room, 3- 4PM 4-1 Completed plan submission deadline for City Council agenda packets 4-8 City Council Meeting, 6PM, Presentation of IPM Plan to City Council LOR MORE HNFORM REGARDRNG THE EPM SUB--COMMETTEE, PLEASE CONTACTO0 r 1S1] rJ J J� �J� HOME C F P�LI CA N IS AND r• �LL;sAnt ARternatnves Update Red imported Fire Ant (RIFA) o Live in colonies of over 200,000 ants. o Workers create underground tunnels that can extend up to 25ft away from the mound. o Often 8-10 colonies are connected through these tunnels o Feed on: insects, honeydew, plant nectar, seeds, fruits, and dead animals. o Highly attracted to foods high in fat. o It can take several months for a colony to grow a mound that is large enough to be visible. o Each colony may contain multiple queens o Even killing all queens does not destroy the colony o Surviving worker ants will travel through tunnels to RIFA Life Cycle join another colony Are able to detect repellent and will go around the treated areas. 166uFire Ant Alternatives o City Staff received input at recent City Council meetings and at the Integrated Pest Management Workshops on alternative ways to deal with fire ants. o Staff identified locations that were safe and away from playground areas to test these alternatives. o Some suggestions were food items that are not labeled for pesticide usage. In order to reduce the risk of children attempting to pick up and eat the items we chose areas that were in areas of parks that are not frequently visited. A 0 rA :k 0 a a ff Id range Guard Results ry Results Hill #1 4f' Results Hill #2 ■ r �`.e'-i14f� F„f Y'�A � • x �Ll�� �y` Y �}� �' .v �' • yea 1. , �.:r! , a; �.. � ; �'�� j�.� � u' • h� � � 0 �m T� =m mm �a�mv�=Mmmm ■ 9 v I �AP% APM� I ■ ■AIM■416AFI Test Hill #1 Test Hill #2 Test Hill #3 Grits Results K 4- %K Results Hill #1 Results Hill #2 Results Hill #3 0F. 0F. x R Uats/C F � 0 � h � lan 1 r.