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AGENDA
CITY OF SEBASTIAN
VETERANS ADVISOJ3Y BO/ WD MEETING
MONDAY. JA ARY 4 . 2021
3:00 PM
1) CALL TO ORDER
2) PLEDGE OF ALLEGIANCE
3) ROLL CALL
4) MEETING CHAIR MAKE ANNOUNCEMENTS
5) AGENDA MODIFICATIONS
Modifications and additions require unanimous vote of members. Deletions do not apply.
6)APPROVAL OF MINUTES:
October STH, 2020 Meeting Minutes
7) UNFINISHED BUSINESS:
Item A: Veteran's Day Event Review
Item B: Pearl Harbor Day Event Review
8) PUBLIC INPUT
9) NEW BUSINESS:
Item A: 2021 Schedule of Veteran's Events and Board Meeting Dates
10) STAFF MATTERS
21) BOARD OR COMMITTEE MEMBER MATTERS
12) ITEMS FOR THE NEXT AGENDA AND DATE: March 1H, 2021 @ 3:00pm
13) ADJOURN
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HOME OF PELICAN ISLAND
VETERANS ADVISORY BOARD
AGENDA TRANSMITTAL FORM
Board Meetina Date: January 4th, 2021
Aaenda Item Title: Meeting Minutes from October 5", 2020
Recommendation: Approval of Meeting Minutes from the October 5'"
meeting.
Background:
If Agenda Item Reauires Expenditure of Funds:
Total Cost: n/a
Attachments:
Veterans Advisory Board Meeting Minutes from October 51", 2020
VETERANS ADVISORY COMMITTEE
MINUTES
MONDAY, OCTOBER 5, 2020, 3:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN ST., SEBASTIAN FL
Acting Chairman John Kinlen called the Veterans Advisory Committee meeting to
order at 3:00 p.m.
2. The Pledge of Allegiance was recited by all.
3. Present
John Kinlen, Member of the American Legion, Post 169
Neil Baumgartner, Member of the VFW
Kim Paskiewicz, VFW Auxiliary Member
Char Kinlen, President of the American Legion Auxiliary
Not Present
John Haskins, Past Commander of the VFW, Post 10210 - Excused
Randy Moyer, American Legion Member, Excused
Barney Giordan, Member of the American Legion, Absent
Also Present
Brian Benton, Leisure Services Director
Lisa Frazier, Community Development Director
Barbara Brooke -Reese, MIS Manager
Antonio Jenkins, Guardian Community Resource Manager
Janet Graham, Technical Writer
4. Meetina Chair Makes Announcements — Acting Chairman Kinlen announced that
John Haskins is absent.
5. Aaenda Modifications -- None
6.. ADoroval of Minutes -- March 2nd, 2020 Minutes
Mr.Kinlen asked if there were any corrections or changes to the Minutes of the March 2,
2020 meeting as presented. Hearing none, he then called for a motion. A
VETERANS ADVISORY COMMITTEE PAGE 2
MINUTES OF MEETING OF OCTOBER 5, 2020
motion to accept the Minutes of the March 2, 2020 Minutes as presented was made by
Ms. Paskiewicz, seconded by Ms. Kinlen, and unanimously approved via voice vote.
Unfinished Business — None
8. Public Input — None either in Chambers or on Zoom
9. New Business
A. CDBG Grant Housing Rehab Assistance Program
Mr. Benton introduced Ms. Frazier to discuss this item. In addition, present is Antonio
Jenkins, with Guardian, who is the contractor that the City is using throughout the
Community Development Block Grant (CDBG) process. He then asked Ms. Frazier to
speak.
Ms. Frazier stated the City of Sebastian is an entitlement city under the CDBG program.
Housing and Urban Development (HUD) provides the City with a certain amount of funds
every year. Two years ago, the City completed its Five -Year Consolidated Plan. City
Council agreed that they wanted the majority of the dollars to go for a housing
rehabilitation program that includes veterans, the elderly, and the disabled in the City of
Sebastian. Staff has been working with the consultant, Guardian. Guardian also works
very closely with Indian River County, so they are very familiar with this program. During
the last year, staff and the consultants have been working to get all the paperwork
completed and all the advertising done. She stated they are ready to go now. In addition
to the entitlement dollars that the City is awarded annually, the City has also received
CARES dollars because of the COVID-19 virus. City Council has elected to add those
dollars to the CDBG program. As of now, for the 2019-2020 amended Plan, $109,833.00
are available. She stated that next week staff will be going to the City Council again for
the Annual Action Plan 2020-2021, which will include this year's HUD entitlement dollars
as well as additional CARES dollars. So there should be available if it all gets approved
next week $123,972.00. So that will be approximately $234,000.00 that can be spent in
the next year to assist veterans, disabled, and the elderly in house rehabilitation
programs.
Ms. Frazier stated staff has reached out to the Veterans Council as well as the Habitat
for Humanity. Staff has also been working closely with the Senior Resources Center. To
VETERANS ADVISORY COMMITTEE PAGE 3
MINUTES OF MEETING OF OCTOBER 5, 2020
date, there are only four or five applications. So Mr. Benton invited her and
representatives of the agencies involved to speak on the program so that the Committee
members understand the program and can help to get the word out. It is on the City's
website. It has been advertised in the newspaper. It is understood that the applications
can be onerous, but that is not due to the City. That is HUD's requirement. She and the
others involved will assist in any way they can. She called for questions or comments
from the Committee. She stated Mr. Jenkins is also here to answer questions.
Ms. Kinlen:
Asked if this program is strictly for housing repair that is needed for elderly
veterans. Ms. Frazier said it is for elderly and/or veterans and the disabled.
Inquired if it is strictly for repair work that is needed now, or if there is a hurricane
or other disaster, does that play into it. Mr. Jenkins stated it would come into play
after insurance. Whatever insurance does not cover, one could apply for this
particular grant. It usually takes 18 to 24 months before hurricane money becomes
available. So folks who have an immediate need are encouraged to apply for the
CDBG funds if they are still available.
Mr. Kinlen:
• Asked if someone wants to apply, would they come to City Hall to see Ms. Frazier
or someone in her department. Ms. Frazier said yes, and they have applications.
Some applications were sent to the Veterans Council, and they may have some
available for distribution. Applications can also be downloaded from the City's
website.
• Asked if this applies only to residents of the City of Sebastian. Ms. Frazier stated
that is correct. They will need to prove their residency, and with the HUD dollars,
they have to prove their low and moderate income levels. It is set out in the Annual
Action Plan as far as what those levels are, and those levels are also set forth in
the application itself as well as on the City's website. So everything should be on
the website under CDBG.
Mr. Benton reviewed that at a prior meeting there was a question regarding availability of
these funds for use at the Legion building. Ms. Frazier stated that question was asked
when the Plan was being presented to City Council, and the answer is no, it cannot be
spent on facilities such as the American Legion Hall.
VETERANS ADVISORY COMMITTEE PAGE 4
MINUTES OF MEETING OF OCTOBER 5, 2020
Mr. Kinlen then called for public input.
Public Input
Jim Romanek, Executive Director, Veterans Council of Indian River County, ex -veteran
United States Air Force.:
Said that it was stated that public facilities are not part of the program, but when
he looks at the Annual Action Plan, on Page 4, it says "Eliminating blighting
influences and deterioration of property and facilities." He stated there are two
veteran facilities in the City of Sebastian that are in need of handicapped -
accessible walkways to the front doors at both facilities. Both of those facilities are
open to the public when they have events. In walking from his car to the front door,
if he had been in a wheelchair it would have been a struggle. He sees that there
is money allocated to do something along the River in the form of CRA money.
He does not see why this money cannot be used to update the veterans' public
walkways into their facilities.
Ms. Frazier replied that regarding the sidewalk repair, during the Consolidated Plan last
year sidewalk repairs and public facility repairs were addressed, and Council made the
decision that the first repair they wanted to do was North Central Avenue. So that is
where those dollars are going, and then it will be proposed that the City add to it in order
to complete the loop in that area. When individuals think that the CRA is flush with dollars,
it is really not, and one must look at the budget in order to answer that question. This
sidewalk program was approved by City Council to move forward in the future once this
one is completed.
Noticed also on Page 4, it reads "Administration Costs $38,629.60." He asked if
that money is going towards the City of Sebastian's administration or Guardian's
administration. He feels that is a large percentage of the money that the City is
getting to go towards administration. He knows of some programs where, if
something is granted directly towards helping veterans, no one takes any
administrative costs. He was curious as to where that money is going.
Ms. Frazier stated that the administrative fee goes to the consultant. This is set by HUD.
Up to 20% can be charged for administration of this grant. There is a huge amount of
paperwork that goes along with this grant. The consultant makes sure that things are
VETERANS ADVISORY COMMITTEE PAGE 5
MINUTES OF MEETING OF OCTOBER 5, 2020
loaded correctly into a system called IDIS. She cannot emphasize enough the difficulties
that other municipalities and local governments have experienced and have gotten into
trouble by not hiring a consulting firm to run this program and make sure that this is done
and loaded in a timely manner. So the City made the decision that they would go ahead
and hire a consultant to do all of that, and that consultant does all the paperwork and
requirements involved. All of this can be brought forward again to City Council, and she
would encourage that be done next week.
• Reviewed that they did receive the packets, and they were sent out, and a lot of
veterans are concerned because of the wording saying that a lien will be placed
on their house for paying back this grant. He asked if someone would explain that.
Mr. Jenkins reviewed that any household or individual who is deemed eligible and
receives assistance should never be asked to pay for anything. The assistance is in three
tiers: If someone receives $15,000.00 or less in assistance, there is a 5-year lien put on
their home. It's called a deferred payment lien, which means as long as they live in the
home, it is their primary residence, and they do not convey or convert that home into
something that is other than their primary residence, or they do not sell it, that lien goes
away after those 5 years. For $15,001.00 up to $40,000.00 it is a 10-year lien. For the
first 5 years, nothing happens. Again, it stays whole. If someone receives $40,000.00 in
assistance, for the first 5 years if they convey or convert or sell that home, it would trigger
a recapture, which means they would work with the City and/or Guardian to pay back that
full amount. After the first 5 years, it starts again to depreciate each year until it goes
away. For $40,000.00 or more, it is a 15-year loan, and it follows that same principle.
For the first 5 years, nothing happens, and it is forgiven 10% each year until it goes away
at the end of year 15. If a homeowner or spouse dies, the way the assistance plan is
written here is that that lien is automatically forgiven. So it does not hinder someone's
heirs from receiving the property and moving forward with it as they see fit. There is no
out-of-pocket expense unless they trigger an action that calls for recapture. He
emphasized that not every action that triggers recapture will require repayment at the
federal level. If someone is older and is disabled, and they have to go into the hospital
or to an extended care facility, the house is still their home, but they cannot reside in the
home, HUD has exemptions for those situations. Mr. Romanek stated it still sounds like
there is a lien against the home no matter what.
Mr. Jenkins said there is a lien on the home. That came about in the early 1970s when
people were receiving assistance. They would receive $50,000.00 to $60,000.00 of
VETERANS ADVISORY COMMITTEE PAGE 6
MINUTES OF MEETING OF OCTOBER 5, 2020
assistance and turn around and sell the home immediately. These liens keep that from
happening. That is why they are in play. That is mandated down from the federal level,
so there is not much the State and/or the City can do about that.
• Mr. Romanek stated he feels that is the reason why he is not receiving a lot of
applicants because of concern about the liens.
Mr. Kinlen
Inquired about a situation where there is the VFW and right across the street there
is the American Legion. In order to enhance those facilities for people who are
disabled getting in and out of those buildings, it is not necessarily enhancing the
building, but it is giving access to people who have disabilities. He asked if that
would qualify for that work to be done. Mr. Jenkins stated that so far, it is designed
for owner -occupied housing rehabilitation. He stated there is nothing that stops
this Committee or entity from coming before City Council and stating that there is
this particular need and petitioning on the next round of CDBG funding, would it be
available to use for this particular situation. Council at that point will decide yes or
no. As far as this round of funding, this has already been set for owner -occupied
rehabilitation. He suggested that, if this Committee wishes to make the request at
some time in the future, they have their plan together as far as cost estimates,
plans, etc.
Mr. Benton asked Ms. Frazier if she would explain a little bit regarding what Mr. Jenkins
just stated as far as a future Council meeting. He knows there is one scheduled for next
Wednesday, the 14th, and he asked Ms. Frazier to explain a bit more about that.
Ms. Frazier said she realizes this is a need. It was brought to the staffs attention two
years ago, and they were told that they could not do that. She knows for certain that the
CARES dollars could not be used. Possibly some of the entitlement dollars could be
used. As Mr. Jenkins suggested, an approximate cost should be set out, and it could be
said that these two facilities could use some assistance for helping the disabled and
making the facilities more ADA compliant, something to that effect. City Council may
welcome this plan if it could actually work. She said she will present it once more to the
senior partner of Guardian and see what he feels the parameters may be. She asked Mr.
Kinlen if there is someone who should be reached out to, and Mr. Kinlen said it would be
Char Kinlen. Ms. Frazier stated the funds from the CARES Act would not be applicable
VETERANS ADVISORY COMMITTEE PAGE 7
MINUTES OF MEETING OF OCTOBER 5, 2020
in this case, but some of the $127,000.00 that was received might be able to go towards
the improvements to access to the two veterans' facilities. Mr. Romanek stated he would
be happy to represent the veterans of Sebastian and Indian River County in appealing
back to the City Council at that meeting and ask them to consider allotting some funds for
this situation. Mr. Jenkins cautioned the veterans about getting professionals such as
architects or engineers before the grant is actually approved. Mr. Jenkins stated that if
the veterans group is attempting to bring this matter to City Council at next week's
meeting, they will probably not have gotten enough data for City Council to consider the
project. He recommends getting the data together so that it can be presented during the
next funding cycle.
• Inquired of Ms. Frazier whether monies that are not used during one cycle rollover
to the next cycle. Ms. Frazier said they do. She added that for the Annual Action
Plan for 2021-2022, if the group has the data, they can present an estimate of the
costs and be ready to capture those dollars if they are awarded.
Patricia Geier, Veterans Council
Stated she handles grants. She knows how time-consuming applying for a grant
can be. She stated her group is trying to protect their veterans who come to them
for funds, and they will bring them to Mr. Romanek if that is the correct way to
approach the matter. She and Mr. Jenkins had a discussion about the
circumstances relating to their respective programs. Ms. Geier stated many of the
veterans are afraid to apply for these grants because of the liens that are attached.
Mr. Jenkins offered to sit down with anyone who has questions about these grants
and discuss the individual's circumstances. He emphasized that the City does not
want anyone's home.
Mr. Kinlen called for anyone else, either in person in Chambers or via Zoom, who wished
to speak on this matter. Seeing and hearing no one, he moved on to the next agenda
item.
B. Veterans Day Event Planning and Responsibility
Mr. Benton reviewed that there has not been an event in quite a while for the veterans.
He wants to make sure that this Board and others are ready, willing, and able to move
forward with the Veterans Day event at the Veterans Memorial. When it has been decided
VETERANS ADVISORY COMMITTEE PAGE 8
MINUTES OF MEETING OF OCTOBER 5, 2020
which group will be responsible for the event, if they would please notify him so that the
pamphlets can be created and printed, and the public can be notified as well that the
event will be taking place. He added that for everyone who does not have a mask and
cannot wear a mask, social distancing will be enforced.
Mr. Kinlen asked what social distancing will look like. Mr. Benton said one thing that
should be looked at is including in the advertising that people should bring their own
chairs. Some chairs will be there, and the social distancing can be achieved for the
speakers, etc. The bleachers can be removed from the site, but it should be emphasized
that people should bring their own chairs or blankets on which to sit.
Mr. Kinlen asked about mask requirements. Mr. Benton said it will be strongly suggested
that everyone wears a mask. It will not be required, but it will be strongly suggested. Mr.
Benton stated that City staff can now begin moving forward with the plans and getting the
word out. He stated that the City is going to try to broadcast the event live via Facebook
and other various outlets for those who do not want to attend in person.
Ms. Kinlen suggested cutting back on the number of speakers because of the social
distancing, etc. so people are not together any longer than necessary. She would like to
have the main speaker, the invocation and maybe just one or two others speak. Mr.
Kinlen said the band should be contacted. The honor guard will be there. The keynote
speaker needs to be contacted. Ms. Kinlen said she will contact the keynote speaker.
Mr. Kinlen emphasized that the politicians should be invited but let them know that they
will be recognized but will not be speaking. It was the consensus of the Committee that
they agreed with these suggestions. Ms. Kinlen also suggested that masks be available
at the memorial for people who may not have their own. Mr. Benton stated that the City
would provide masks as well.
Mr. Kinlen broached the subject of an open house, which is normally done after the event.
Ms. Kinlen suggested that either both the VFW and the American Legion will do it or
nether will do it. After some discussion, Mr. Kinlen stated the tables will be set up
according to the KOVID-19 guidelines at both facilities, and It will be announced at the
end of the service that both facilities will be having open houses immediately after the
event. Mr. Baumgartner and Ms. Paskiewicz agreed.
Mr. Kinlen clarified that the American Legion will be the host for Veterans Day, and the
VFW will be the host for Pearl Harbor Day. All agreed.
VETERANS ADVISORY COMMITTEE PAGE 9
MINUTES OF MEETING OF OCTOBER 5, 2020
There being no more discussion on this matter, Mr. Kinlen moved on to the next agenda
item.
C. Wreaths Across America Discussion.
Acting Chairman Kinlen stated his liaison for this program is not present at this meeting,
but he believes that program will be conducted.
Mr. Benton stated that staff has received the information for the event to take place on
December 19th. It is going to City Council on October 14th for their approval. The plan
is to do it similar to how it was done last year. Participants will show up at the Cemetery
at a specific time and then report over to the Veterans Memorial for a small ceremony
there.
10. Staff Matters — None
11. Board or Committee Member Matters — None
12. Items for the Next Aaenda and Date: December 7th, 2020 @ 3:00 p.m
Mr. Kinlen stated that December 7th is Pearl Harbor Day. Mr. Benton stated that he put
the item on the agenda in case the Committee wanted to meet. It is not necessary that
the Committee meet that day. He stated they can meet either the first Monday of
November or the first Monday of January. Mr. Kinlen suggested the next meeting be the
first Monday of January. All Committee members agreed.
13. Adjourn
There being no further business, Acting Chairman Kinlen called for a motion to adjourn.
A motion to adjourn was made by Mr. Baumgartner, seconded by Ms. Paskiewicz, and
passed unanimously via voice vote.
Bv: Date
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