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HomeMy WebLinkAbout08-06-2020 PZ MinutesCITY OF SEBASTIAN PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY MINUTES AUGUST 6, 2020 06 1. Call to Order — Chairman Reyes called the meeting to order at 6:00 p.mo) CO r. 2. Pledae of Allegiance was recited by all. C y C •- 03 3. Roll Call d Fc Present: Mr. Ms. Simmons Mr. Qizilbash Kautenburg (a) Mc Hughan Vvs v� Mr. Reyes Mr. Alvarez to 'S "9 m Not Present: Mr. Christino (a) -- Excused Q C O O 2 r a a rn Mr. Roth -- Excused (by staff) N ¢ F r5 Mr. Carter -- Excused Also Present: Mr. Ken Killgore, Administrative Services Director/CFO Mr. Manny Anon, City Attorney (via Zoom) Ms. Dorri Bosworth, Planning Manager Mr. Robert Loring, Senior Planner Ms. Barbara Brooke -Reese, MIS Manager Ms. Janet Graham, Technical Writer (via Zoom) Ms. Mara Schiff, Indian River County School Board liaison, was not present. 4. Announcements and/or Aaenda Modifications Mr. Reyes announced that Mr. Chdstino and Mr. Carter are excused from tonight's meeting. Ms. Kautenburg will be voting for Mr. Carter as an alternate member. Mr. Reyes requested an agenda modification. Under New Business, it is requested that Item B, the Accessory Structure Review, be heard before the Review of Capital Improvement Program. Mr. Reyes called for a motion. A motion regarding agenda Item B, Accessory Structure Review, under New Business, be heard before Item A, Review of Capital Improvement Program, was made by Mr. Reyes, seconded by Mr. Qizilbash, and approved unanimously via voice vote. 5. Aooroval of Minutes — None 6. Quasi -Judicial and Public Hearinas -- None Unfinished Business -- (Tabled Comprehensive Plan Element, if applicable) R a E w PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 2 MINUTES OF MEETING OF AUGUST 6, 2020 Ms. Bosworth stated that was included in this agenda in case at last week's meeting all the elements on the agenda were not addressed. Since all those elements were addressed at that time, there is no unfinished business tonight. 8. Public Input — None 9. New Business A. Accessory Structure Review — LDC Section 54-2-7.5 — 402 Quarry Lane — 999 SF Detached Garage (27' X 37) — Thomas Klooz Mr. Reyes asked the applicant to present his case. Mr. Thomas Klooz, Sebastian, stated the purpose of this accessory structure is to garage a boat and a truck. He also wants to put some trees in. Mr. Reyes asked the City staff to present their findings. Mr. Robert Loring stated that the accessory structure as proposed meets all the requirements of the Code. Some additional items for the Commissioners' consideration would be that the applicant will need to amend the building permit to reflect a metal roof to match the roof on the existing home. The garage shall be painted to match the existing home. The applicant shall keep and maintain a minimum of 15 trees on the property. Perimeter landscaping will be needed around the proposed garage. A $100.00 review fee for the accessory structure will be required prior to issuance of a building permit. Mr. Loring called for questions or comments from the Commissioners. Mr. Qizilbash is concerned that the height of the accessory structure will be higher than the height of the house. He asked how the measurements were arrived at. Mr. Loring explained that staff verified that the height of the proposed structure will be lower than the height of the house. Mr. Hughan stated that, according to the plan there should be 15 trees. He only counts 10 by looking at the red markings on the plan. Mr. Loring stated there are 15 trees shown on the plan, including the trees shown at the bottom of the plan. Mr. Hughan had no more questions. Mr. Simmons asked if there is anything inside the building. Mr. Klooz stated it is just a shell. Mr. Reyes stated there is still a question about the height of the proposed structure as it relates to the height of the existing home. Mr. Anon suggested asking the applicant regarding that matter. Mr. Klooz said he thinks the garage height will be approximately a foot lower than the house height. Mr. Reyes called for a motion. Mr. Qizilbash stated he is still concerned about the height of the two structures. Mr. Anon called for a point of order, in that Mr. Reyes had called for a motion, and so discussion is over unless Mr. PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 3 MINUTES OF MEETING OF AUGUST 6, 2020 Reyes wants to withdraw his request for a motion and allow more discussion. Mr. Reyes withdrew his request for a motion and asked Ms. Bosworth to speak on this question. Ms. Bosworth reviewed that there have been scenarios in the past where, because of the grade difference on the second lot, there has been a little wiggle room. She stated staff will verify the height of the house. If the house is 17 feet, because of the grade elevation between the house and the proposed structure, the visual will be that the house and the structure will be the same, and staff has approved those structures in the past. She suggested that a motion can be made with the caveat that the height of the house is not higher than 17 feet. Mr. Reyes called for input from the public either for or against this project. Hearing none, Mr. Reyes called for a motion. A motion to approve the accessory structure at 402 Quarry Lane subject to the four elements indicated as staff recommendations with verification that the actual height of the house from the concrete pad is not greater than 17 feet or meets the code was made by Ms. Kautenburg and seconded by Mr. Qizilbash. Roll Call: Mr. Hughan — Yes Mr. Simmons — Yes Mr. Qizilbash — Yes Mr. Alvarez — Yes Ms. Kautenburg (a) -- Yes Mr. Reyes -- Yes Vote is 6-0 in favor. Motion passes B. Recommendation to City Council — Review of Capital Improvement Program (CIP) and Capital Outlay Items Greater than $50,000.00 — 6-year Schedule FY 2020-2021 through 2025-2026 Mr. Reyes called upon City staff for their recommendation. Mr. Killgore made a PowerPoint presentation (SEE ATTACHED) setting forth the Capital Improvement Program (CIP) for the fiscal years 2021 to 2026. This CIP proposal will go before City Council on August 261h. The public hearings will be on September 14th and September 23rd. This proposal has been reviewed by the Budget Advisory Committee, who had no items of particular comment. Staff develops this based on what they know the City can afford and what are projected to be the operational needs of the City. He outlined and explained the major expenditures. Mr. Killgore called for questions or comments from the Commission, afterwhich he is requesting this Commission to approve the proposed Capital Improvement Program as is or with any recommendations they may make, after which it will be presented to City Council. Mr. Hughan: PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 4 MINUTES OF MEETING OF AUGUST 6, 2020 • Inquired regarding the audio/visual equipment where it states $75,000.00 for the fiscal year 2020-2021. He questioned whether the City is going to buy the equipment or subscribe to the service based on $130.00 per hour. Ms. Brooke - Reese answered that the City is purchasing the equipment outright. • Mr. Hughan asked what the graphic wrap is that goes around the police vehicles. Mr. Killgore explained that is for the community -oriented policing. That is a special insignia explaining what that particular vehicle is. • Under the Leisure Services Department there is an entry to replace a vehicle for $16,000.00 and an entry to replace a mower for $13,000.00. He is wondering why a mower would cost so much. Mr. Killgore said these are the large mowers that are used at the parks for large-scale mowing. The vehicle is actually a utility cart somewhat like a golf cart. • There are items for restoring the canal sides and bottom and another entry for seawalls. He questioned whether those canals belong to the Water Management District. Mr. Killgore stated they are the City's responsibility. Mr. Simmons: • Asked what the definition of operating impact is. Mr. Killgore stated he has some formulas set up that, if a vehicle or a piece of office equipment is purchased, those items are assigned a useful life of maybe five years. If it is something like a roadway or a stormwater system, that may be extended out to 30 years. That gives staff an indication of whether there is value in keeping the equipment or the improvements up to date and in good working condition. It is an entirely subjective formula. His goal is to figure out when it would be to the City's advantage to replace the items. • Asked, once a project is finished and is moved to the airport and the property is up for sale, will there be additional costs required for environmental remediation. Mr. Killgore stated he is not able to answer that question. He opined it would probably be based on how a potential buyer would plan to use the property. • Regarding the Sebastian Police Department vehicles, they run approximately $62,000.00 apiece according to the budget. He inquired as to what the vehicle itself costs. Mr. Killgore stated those vehicles are funded from the Discretionary Sales Tax fund, which has special provisions that apply to the Discretionary Sales Taxes. They allow for purchase of police vehicles and to fully equip them. The vehicles themselves cast around $32,000.00 to $33,000.00, but all the special equipment that is needed drives up the cost. • Asked ff a comparison of what is budgeted to what is actually spent is made. Mr. Killgore stated that is not actually looked at until he is doing the year-end financial statements. It depends on the grants as well. He stated that information is in the City's records. • Regarding funding, for 2019-2020 it was $5.4 million from Discretionary Sales Tax, and this year the Discretionary Sales Tax is $2.5 million. He asked if there is a limitation on discretionary. Mr. Killgore stated the funds are allocated, regardless PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 5 MINUTES OF MEETING OF AUGUST 6, 2020 of how they are spent and whether they are spent this year or are saved towards future projects. As long as the purpose of this fund is adhered to, there is no timing requirement. Regarding the public facilities compound, he asked for an explanation as to why there is another $1,250,000.00 for fiscal year 2022-2023 being asked for. In 2019- 2020 there was $3,351,000.00 budgeted. He asked if that amount was spent. Mr. Killgore stated that the staff and consultants who were involved in designing that project took a closer look, and the result was needing to allocate more money. The anticipated budget at this point is higher than was first thought. Inquired when this proposed budget is scheduled to go before City Council. Mr. Killgore stated that the entire budget, including the Capital Improvement Program, will be presented in a workshop setting on August 26th. They actually have the first hearing on the budget and approval of the Capital Improvement Program on September 14th. Mr. Reyes: • Asked what is done with the City's old equipment. Is it auctioned off? Mr. Killgore stated there is an entity called Government Deals. They have an auction program that they advertise nationwide. When the City places items with them, it is basically a consignment. The items are posted on their website, and they do other advertising. Mr. Killgore states the City has done quite well with people from other states coming long distances to buy the items. Mr. Reyes stated he knows of an auction business that deals with several cities in this area and sells all their old equipment. He was curious as to how much money the City has gotten in the past with doing that, or even if the City is doing it. Mr. Killgore said the City is consistently doing it. Mr. Reyes asked where those funds go when they are received. Mr. Killgore stated It depends on the department that had originally purchased the items. Mr. Reyes asked if the City leases any vehicles. Mr. Killgore stated the City did a detailed study regarding leasing versus purchasing vehicles and found that it was not cost effective to lease vehicles. Mr. Reyes commented that the City's fleet maintenance department is costing a lot of money. • Regarding the Police Department's requests for various equipment such as rifles, ballistic plates, etc., he asked if Sebastian has a SWAT team. Mr. Killgore stated yes. Mr. Reyes commented that the department is asking for a lot of money for equipment that he questions if it is being used. He stated this is military equipment, and he has a problem okaying much of that equipment. • Regarding the Roads Department and the contract to repair sidewalks, he asked if this is just for repairing sidewalks, or is it for adding sidewalks. Mr. Killgore stated it is just for repairing sidewalks. He understands there is no program presently for adding sidewalks. The repairs are mostly to eliminate the trip -and -fall complaints that are received every month. Mr. Reyes asked if these trip -and -fall complaints are about sidewalks mainly along the major roadways such as US-1 and CR-512, for which the City would not be responsible. Mr. Killgore said that most of the ones PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 6 MINUTES OF MEETING OF AUGUST 6, 2020 he has seen have been for the Indian River Drive area. Mr. Reyes said those were just installed over the last few years and asked if they are failing already. Mr. Killgore said he cannot speak to that. • Asked regarding the $13,000.00 mower for the Leisure Services Department. He thought that was in last year's budget also. Mr. Killgore said there are several of those mowers. This mower is going to replace one that has been out of service. Mr. Reyes asked how many mowers the City is using and are those mowers just for the golf course or all the parks. Mr. Killgore said he is not equipped to answer those kinds of details. • Regarding restoring some of the canals to their original contours, he stated that is a huge task and asked who would be responsible for doing that work. Mr. Killgore stated he is not privy to the decisions made on that at this point. Mr. Reyes commented that the work that has been done already on the canals and waterways has not been done correctly. Mr. Reyes also mentioned Ocean Cove. He further asked if these canals are failing because of their original design. Mr. Killgore stated he could not answer that. • Commented that, if this Commission is supposed to make decisions on these things for the different departments, maybe staff from those departments should be at these meetings. He cannot see voting on this proposed budget tonight without having a lot of answers. Mr. Killgore stated that the function of the Planning Commission is to look at the overall big picture. Mr. Reyes opined that there are a lot of items in this proposed budget that have been in past budgets, and they just keep appearing. • Inquired if all the hangars at the airport are leased out. Mr. Killgore said they are, yes. Ms. Kautenburg: • Wanted to comment about the canals, as the question was raised as to who is responsible for the work on them. She said all of those canals were laid out and designed by General Development, and they were not done well. Over the years there have been attempts to improve the canals, but that work was done sort of haphazardly. She stated that several years ago there was much discussion about the canal that runs along Main Street where it turns into Wimbrow. At that time there was a lot of work and investigation into who owns the canal and who is responsible for it. She said after months, it was found that the City does own the canals. She opined that the City has not been approaching the canal work from the right perspective. It was not in-house personnel that worked on that canal, and the people who worked on it did a good job. She thinks it is a good idea that the City is coming up with a long-range plan to take care of these canals. Mr. Hughan: • Is of the opinion that the Water Management District should be contributing to the work on the canals. He asked if anyone has gone out and actually surveyed the PLANNING AND ZONING COMMISSION/LOCAL PLANNING AGENCY PAGE 7 MINUTES OF MEETING OF AUGUST 6, 2020 bottom on the canal to see what the canal bottom looks like and how it can be restored to a normal slope. He agrees with Mr. Reyes. Mr. Reyes: • Commented that his main concern is that it does get designed properly and that the Commission gets to see some sections of what is proposed, and that the contractor does the job correctly. He does not think the City should take on those sorts of tasks in-house. Mr. Reyes called for input from the public. Hearing none, Mr. Reyes closed public input and called for a motion. A motion recommending the proposed Capital Improvement Program to City Council with the understanding that they would review this Commission's comments and make some modifications on their own was made by Mr. Simmons and seconded by Mr. Hughan. Roll Call: Mr. Qizilbash -- Yes Mr. Reyes — No Mr. Simmons -- Yes Vote was 5-1 in favor. Motion passes. 10 Commissioner Matters Mr. Hughan -- Yes Ms. Kautenburg (a) — Yes Mr. Alvarez -- Yes Mr. Reyes noted that Mr. Roth was not present at this meeting. 11. City Attornev Matters -- None 12. Staff Matters -- None 13. Adjourn There being no further business, Mr. Reyes adjourned the meeting at 7:10 p.m. A 1 Capital Improvement Program FY 2021 to 2026 Presentation of Proposed CIP Planning and Zoning Commission Thursday, August 6, 2020 Prepared By: Ken Killgore, Administrative Services Director/CFO Proposed 1k Capital Improvement Program o Packets Include Detailed Documents � Describing Staffs CIP Proposals. o Tonight's Objectives: Present Highlights of the Program. Hear Comments and Suggestions. Consider Motion to Recommend Proposed CIP to the City Council. kL Proposed Capital Improvement Program o Schedules of Capital Improvements, Largely Based on Operational Needs & Financial Capability. o Budget Review Advisory Committee Reviewed Regarding Entire Operating Budget and Financial Strategies. o City Council Review August 26th. Public Hearings September 14th and 23rd . Proposed Capital Improvement Program o CIP Projects: s General Government: o $914,090 in Technology Additions/Upgrades to Stay Current &Provide Security. (DST) o $2,310 Blueprint/Survey Shelving. (GF) Police Department: o $1,923,500 in Vehicles. (DST) o $224,,600 in Police Officer Equipment. (GF) Proposed 1k Capital Improvement Program Community Development: o $520,000 Harrison St. Park Plaza & $540,000 for N. Central Ave. Event Plaza. (DST) o $45,000 for Landscaping/Shoreline/Parking Lot Work at Working Waterfront. (CRA) o $270,000 for Landscaping/Irrigation to Protect Trees at Riverview Park. (DST) o $16,500 Equipment in Support of Objectives for "Sustainable Sebastian" (General Fund) o $600,000 Septic to Sewer Grant Program (Matched 50/50 With Grant and CRA Funds.) Proposed 1k Capital Improvement Program Roads Department: � o $46,510 for School Zone Lights. (LOGY) o $81,000 to Update Street Signs. (LOGY) o $3,400,000 Street Work. (LOGY) o $500,000 Street Reconstruction. (DST) o $600,000 Sidewalk Replacements. (LOGY) o $48,400 Roads Equipment. (LOGY) o $380,000 Roads Heavy Equipment. (DST) Proposed 1k Capital Improvement Program Public Facilities Department: o $3,500,000 to Total $8,588,899 to Complete Public Works Compound. (DST) o $17,480 Fleet Equipment. (General Fund) o $33,500 Cemetery Equipment. (CTF) o $80,000 Cemetery Grounds Repairs. (CTF) o $15,000 Cemetery Driveway Repaving. (CTF) o $90,000 Cemetery Columbarium Niches. (CTF) o $20,000 Cemetery Bench Seats & Columbaria Monuments. (General Fund) o $118,,500 Maintenance Equip./Vehicle. (GF) o $6,800 Storage Shed Roof. (GF) Proposed 1k Capital Improvement Program Leisure Services Department: � o $18,300 Restroom/Office Repairs. (GF) o $$56,000 Maintenance Equipment. (GF) o $60,000 Park Identification Signage. (RIF) o $40,000 Barber Street Baseball Dugouts. (RIF) o $75,000 Barber Street Fencing. (RIF) o $136,,000 Replacement Vehicles. (GF) o $350,000 Playground Improvements. (RIF) o $120,000 Park Improvements. (RIF) o $24,000 Barber Street Lightning System. (DST) Proposed 1k Capital Improvement Program Stormwater Fund: o $200,000 Stormwater Master Plan. (SUF) o $583,,150 Equipment. (SUF) o $600,000 Slip Lining Pipes. (DST) o $600,,000 Swale/Culvert Repairs. (SUF) o $3,000,000 Canal Restoration. (DST) o $800,,000 Concha Dam Repairs. (SUF) o $250,000 Tulip Drive Road Crossing. (SUF) o $250,,000 Bayfront Road Crossing. (SUF) o $350,000 Ocean Cove Drainage. (SUF) Proposed Capital Improvement Program Golf Course: PF o $5,290 Driving Range Equipment. (GC) o $14.,000 Irrigation Software Upgrade. (GC) Building Fund: o $24,000 Front Counter Renovations. (BF) Proposed Capital Improvement Program Airport Projects: 9001oFAA, 5010 FDOT, 5%DST o $569,264 Construction of Taxiway. o $2,200,000 Rehab Runway 05/23. Airport Projects: 80% FDOT, 20%DST $885,262 Construct Square Hangars. o $1,000,000 West Side Sewer Service. o $290,000 Rehab Taxiway A Apron. o $150,000 Apron Reconstruction. Airport Projects: 50% FDOT, 50%DST o $1,000,000 Economic Development Hangar. Proposed Capital Improvement Program 2021 2026 =Y 202 026 Categories o Funding Sources &mount Stormwater $6,633,150 24 Discretionary Sales Tax $12,953,922 Enterprise Funds 6,137,836 22 Grants 5/294/904 Streets/Sidewalks 4,500,000 16 Local Option Gas Tax 4/507/510 P/W Compound 3/500/000 13 Stormwater Fund 3/033/150 Police Equipment 2,148,100 8 Recreation Impact 645,000 CRA Projects 1,991,500 7 General Fund 599,890 Leisure Services 879,300 3 CRA Fund 345,000 New Technology 9111780 3 Cemetery Trust 218,500 All Other 956,000 4 Building Fund 24,000 Golf Course 191290 Total CIP $2711641,166 100 Totals $271,6411,16 Proposed Capital Improvement Program o Questions.? o Comments or Concerns.? o Motion to Recommend Proposed Capital Improvement Program to the City Council.