HomeMy WebLinkAbout01-27-2021 CRA Agenda- -� 11. RECESS CITY COUNCIL MEETING AND CONVENE COMMUNITY REDEVELOPMENT
AGENCY MEETING
pgs 138-140 A. Approval of Minutes - December 9, 2020 CRA Meeting
pgs 141-172 B. Discussion of Septic to Sewer Program Options and Provide Directive to Staff
(Transmittal, Report)
—� 12. ADJOURN COMMUNITY REDEVELOPMENT AGENCY MEETING AND RECONVENE:
THE CITY COUNCIL MEETING
13. UNFINISHED BUSINESS
14. NEW BUSINESS
pgs 173-175 A. Resolution No. R-21-03 - Opposing the Elimination of Statutory Authorization for
Regional Planning Councils in Florida (R-21-03)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA,
ADOPTING THE TREASURE COAST REGIONAL LEAGUE OF CITIES, INC.
POSITION; OPPOSING THE ELIMINATION OF STATUTORY AUTHORIZATION FOR
REGIONAL PLANNING COUNCILS IN FLORIDA AS PROPOSED IN SENATE BILL I32
OR SIMILAR PROPOSED LEGISLATION, PROVIDING FOR SCRIVENER'S ERROR;
PROVIDING FOR SEVERABILITY; PROVIDING FOR REPEAL OF RESOLUTIONS OR
PARTS OF RESOLUTIONS IN CONFLICT HEREWITH; AND PROVIDING FOR AN
EFFECTIVE DATE.
pgs 176-192 B. Approve Cost Share Agreement #35859 between the St. Johns River Water
Management District and the City of Sebastian for Wastewater Utility
Improvements on Roseland Road for the Sebastian Municipal Airport Property
(Transmittal, Agreement)
15. CITY ATTORNEY MATTERS
16. CITY MANAGER MATTERS
17. CITY CLERK MATTERS
18. CITY COUNCIL MATTERS
A. Mavor Dodd
i. Charter Officers Contract Procedures Update
B. Vice Mayor Hill
C. Council Member Jones
D. Council Member McPartlan
E. Council Member Nunn
19. ADJOURN (All meetings shall adjourn at 9:30 pm unless extended for up to one half hourby a majority
vote of City Council)
SET�N
HOME OF PELICAN ISLAND
COMMUNITY REDEVELOPMENT AGENCY
1225 Main Street, Sebastian, FL 32958
The attached December 9, 2020 Community Redevelopment Agency minutes were
approved at the January 27, 2021 Community Redevelopment Agency meeting.
Chairman Ed Dodd
ATTEST:
Jeanette Williams, City Clerk
Sunshine Law & Public Records Workshop,
BOA, CRA, and Regular City Council Meeting
December 9, 2020
Page 4
20.135
The City Attorney read Mr. Ellis' request and Chairman Dodd opened the public
hearing at 6:26 p.m.
The board members did not have any ex parte communication to disclose.
The City Clerk swore in all would be providing testimony.
Mr. Ellis introduced himself and thanked the board for hearing his request.
The Community Development Planner said the applicant has a home on a corner lot
and is seeking relief from the Code to construct a fence within the front yard setback
to clear the existing septic drain field.
There was no one to speak in opposition or favor of the request.
MOTION by Mr. Nunn and SECOND by Vice Chairman Hill to approve Mr. Ellis'
request to construct a six feet high fence within the secondary front year area.
Roll call: Vice Chairman Hill - aye
Mr. Jones - aye
Mr. McPartlan - aye
Mr. Nunn - aye
Chairman Dodd - aye
Motion carried. 5-0
10. ADJOURN THE BOARD OF ADJUSTMENT MEETING AND CONVENE THE 4--
COMMUNITY REDEVELOPMENT AGENCY MEETING
A. MOTION by Vice Chairman Hill and SECOND by Mr. Nunn to approve the
September 28, 2020 CRA meeting minutes passed with a unanimous voice vote.
5-0
B. Award Bid (ITB#21-02) Landscaping Maintenance in the CRA District to SSS
Brevard OPCO LLC dba Tropical Property Management with an Annual Expense of
$171.684 (Transmittal, Bid Tab, Ex. A, Reference Checks. Specs)
The City Manager explained that Tropical Property Manager was the only bid response for
the CRA district and they were willing to combine the maintenance of U.S. Highway 1 into
one bid. He requested approval of the annual contract.
MOTION by Vice Chairman Hill and SECOND by Mr. McPartlan to approve the annual
landscaping maintenance contract with Tropical Property Management for the CRA district
and the U.S. Highway 1 Corridor.
Roll call: Mr. Jones - aye
Mr. McPartlan - aye
Mr. Nunn - aye
Chairman Dodd - aye
Vice Chairman Hill - aye
Motion carried. 5-0
Sunshine Law & Public Records Workshop,
BOA, CRA, and Regular City Council Meeting
December 9, 2020
Page 5
11. ADJOURN THE COMMUNITY REDEVELOPMENT AGENCY MEETING AND
RECONVENETHE REGULAR CITY COUNCIL MEETING
PUBLIC INPUT (moved up under agenda modifications)
Zoom Participation
Robert Stephen, 150 Concha Drive, thanked Council for the Sunshine Law workshop.
He said the City jumped the gun on controlling the canal vegetation because the
subcommittee didn't finish the Stormwater Integrated Pest Management Plan.
Phone number starting with 916 was not able to connect.
Denise Harlan said businesses and employees should be able to make their own
decisions regarding the wearing of masks.
12. CONSENT AGENDA
A. Approval of Minutes — November 18, 2020 Regular City Council Meeting
20.010 B. Resolution No. R-20-33 — Expressing Support for an Innovative Pilot Project by
AguaCulture, LLC (Transmittal, R-20-33)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA,
SUPPORTING AN INNOVATIVE PILOT PROJECT BY AGUACULTURE, LLC TO
REMOVE INVASIVE AQUATIC VEGETATION AND UNCONSOLIDATED SLUDGE
FROM LAKE OKEECHOBEE WHICH WILL REDUCE CONFLICTS; PROVIDING FOR
SCRIVENER'S ERRORS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR
AN EFFECTIVE DATE.
20.010 C. Notification and Ratification Request of Emergency Contract for Ground
Application Services from Aquatic Vegetation Control, Inc., using South Florida
Water Management District Contract #4600004255 in an Amount Not to Exceed
$50,000 (Transmittal, Agreement, Notice, Certificate, Rate Sched., Cover Page,
Information)
20.136 D. Approve the Purchase of One (1) 2021 Ford F-350 from Bartow Ford in the
Amount of $61,098.30 for the Building Maintenance Division (Transmittal, Quote,
Contract, Other Quotes)
20.137 E. Approve the Purchase of One (1) 2021 Ford F-350 from Bartow Ford in the
Amount of $33,400.70 for the Traffic Engineering Division (Transmittal, Quote,
Contract, Other Quotes)
20.010 F. Approve the Purchase of a Semi -Tractor and Low -boy Trailer in the Total Amount
of $165,085.00 for the Stormwater Division (Transmittal, Quotes, Award Info)
20.010 G. Approve the Purchase of a Mulcher Head from Kelly Tractor in the Amount of
$38,005.00 for the Stormwater Division (Transmittal, Quote, Award Info)
Council Meetina Date:
Aqenda Item Title:
Recommendation:
Backqround:
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HOME OF PELICAN ISLAND
CRA BOARD AGENDA TRANSMITTAL
January 27, 2021
Septic to Sewer CRA Program
Discussion of program options and provide directive to staff
The City of Sebastian's Septic to Sewer Grant Program Summary Report (Attachment 1) provides a
background of information for review and discussion. Staff requests directive in moving forward with the
program.
Several timelines are presented for your information:
1. Exploration by a consultant to determine engineering options and funding opportunities may take up
to one (1) year.
2. The existing S2S program with funding from the Indian River Lagoon Council will expire in September
2021. This program has approximately $160,000 remaining and could possibly cover the cost of
converting all the properties within the CRA (approx. 40) adjacent to the new gravity sewer line
through the grant funding parameters (25/75) and taking advantage of the Counties reduced impact
fee formula (80%).
3. Grant opportunities are generally opened up for applications in the first quarter of each year.
Determination of funding recipients are generally notified by late summer/early fall.
4. Level of funding depends on Federal and state appropriations.
5. Funding is limited exclusively to construction -related costs for the state and federal grants listed.
6. Projects that are permitted and ready to begin construction will receive a higher score during the
review process.
7. A higher participation factor leads to a higher level of pollutant load reduction. A cost benefit analysis
based on total load reduction is performed to determine rate of return on expenditure of funding.
If Aaenda Item Reauires Exoenditure of Funds:
Budgeted Amount:
Total Cost: �// ,y
Funds to Be Utilized for Appropriation: N h
Attachments:
1. S2S Summary Report
Administrative Services Department Review:' l
City Attorney Review:
Procurement Division Revi , if applicable:
City Manager Authh Ration:
Date: ���7V
SUMMARY REPORT - SEPTIC TO SEWER (S2S) - CITY OF SEBASTIAN - JANUARY 2021
For your information, the following information has been included in order of presentation:
1. IRCU Septic to Sewer Conversion Evaluation, June 20, 2017 — Executive Summary
2. Indian River County Department of Utility Services (IRCU) County Policy on Uniform Septic to Sewer Policy,
October 29, 2018
3. Map of North Sebastian Septic to Sewer Project Phase 1
4. CRA S2S Availability Map
5. CRA Board Workshop Transmittal and Meeting Minutes December 12, 2018
6. CRA Board Transmittal and Meeting Minutes January 23, 2019 with Policy changes
7. State Local Funding Initiative Request FY 2019-2020
8. Account summary to date January 4, 2021
9. Florida Statute 381.00655 Connection of existing onsite sewage treatment and disposal systems to central
sewerage system
10. Florida Statute 381.0065 Onsite sewage treatment and disposal systems; Definitions
Prior to 2016, the City of Sebastian Community Redevelopment Agency (CRA) implemented a waste water sewer hook-
up incentive program offering property owners $5000 to remove existing septic tanks and hook-up to the existing sewer
line within the City's Community Redevelopment Area (CRA).
2016 the City's CRA received grant assistance from the IRL Council to provide funding in the amount of $100,000 to
increase the City's incentive program and reduce the pollutant loading from existing septic systems in the CRA.
2017, IRC Utility Department prepared a County -wide study to evaluate the impact of septic system use on the Indian
River Lagoon and consider alternative methods. Communities were ranked and prioritized. (1, Attached)
October 2018, IRC Utility Department issued a Uniform Septic to Sewer Policy. (2. Attached)
2018 Indian River Utilities Department posted Frequently Asked Questions on their website regarding connection to the
gravity sewer line associated with the North County Septic to Sewer project. This system is located within the north
Sebastian CRA and consists of approximately 50 parcels eligible for connection through a gravity sewer line which
reduces the cost of connection. (3. Attached) The website provides information regarding the COS grant program for
properties within the CRA. In addition, properties within the North Sebastian Septic to Sewer Phase I Assessment area
were eligible for no impact fees until April 2020 and reduced fees for the following years.
2018 IRC utilities prepared a sewer connection map of properties within the Sebastian CRA Boundary. Indian River
County sewer service has been available to the CRA via force mauls along Indian River Drive, east side of FEC railroad
tracks and south side of 512. Connection to the force main requires lift stations in order to utilize the pressurized system,
resulting in a higher cost output from individual property owners. (4. Attached)
COS S2S SU M MARY January 2021
SUMMARY REPORT - SEPTIC TO SEWER (S2S) - CITY OF SEBASTIAN - JANUARY 2021
December 2018, staff requested a No Cost Extension of one year (December 2019) to the IRL Council for the SSP Grant.
This request will allow the distribution of the awarded, yet still pending, recipients to receive their funding in accordance
with the Grant.
December 2018, A CRA Board Workshop was held to present current progress of the S2S grant and discuss future
funding allocations of matching funds for the program. (5. Attached) At that time, the Sebastian CRA had allocated
$375,000 and, leveraged $100,000 from the IRLC Grant, funded a total of $475,000 for the Septic to Sewer Grant
Program (SSP). Applicants were eligible to receive up to $15,000 for costs incurred to remove seotic systems and connect
to the Indian River County wastewater treatment system. Grant funds were disbursed on a reimbursement basis after
providing receipts, documentation and inspection of improvements by authorized government officials. Grants provided
funding for seotic system closure, conng✓ction fees to sewer system, uermittinR costs, and design and construction costs.
The SSP provided up to $10,000 from City CRA funds and up to $5,000 from the Indian River Lagoon Council Grant to
qualified projects. The City received eighteen (18) grant applications and removed twenty-two (22) septic tanks from
2017-2019 at an average cost of $15,677 per tank.
January 2019, the CRA Board approved recommended changes to the S2S grant program, as follows:
The Sebastian Septic -to -Sewer Grant Program (hereinafter referred to as SSP) is designed to provide individual
grants to qualified property owners far costs incurred to remove an operational septic tank system that serves an
occupied facility or building_ and connects to the Indian River County sanitary sewer system. The SSP is available
to businesses or residences located within the CRA District currently utilizing septic systems. In order to provide
an eauitable program. the City will provide award amounts based on connection types at a 25175% cost share.
HereinaRer, properties with septic systems with connection to available gravity main sanitary sewer will receive
award amounts not to exceed $5000. Properties with septic systems with connection to available pressurized
main sanitary sewer will receive award amounts not to exceed $10.000. Properties with more than one
operational sentic system may receive up to $5000 Per, tank in addition to the connection amount. Grant funds
will be disbursed as a reimbursement after receipts and documentation are submitted and inspection of
improvements occur. Grants from this program will not be awarded for sanitary improvements made prior to
filing a completed application. Grants shall be awarded at the sole discretion of the CRA Board. (6. Attached)
February 2019, a Local Funding Initiative Request was made to the Florida Senate for the Sebastian Septic to Sewer
Conversion program. (7. Attached)
April 2019, staff applied for a second Cost -Share Grant with the Indian River Lagoon Council for the Sebastian CRA
Septic to Sewer Conversion Program in the amount of $100,000.
September 2019. the City of Sebastian was granted their request for new funding from the IRL Council for the CRA
Septic to Sewer (S2S) Conversion Program Grant. The previous Cost -Share Agreement between the Indian River Lagoon
Council (IRL Council) and the City of Sebastian (COS) for the S2S Grant Incentive Program within the CRA district was
terminated as of September 20, 2019. The new agreement allows for matching grants up to a total cost of $100,000 from
the IRL Council and up to $100,000 from the COS for the S2S Grant program. The term is for a one year period with
possible no cost extensions, for properties within the CRA District only.
September 30. 2020.a No -Cost Extension was requested and granted for the IRL Council Agreement through September
30, 2021. Disbursement of eligible funding has been slow due to COV 1 D-19 and concerns relating to the economy.
2019 and 2020. COS CRA staff has issued post cards to all property owners within the CRA and the North Sebastian S2S
area specifically outlining this incentive program and application process.
January 2021, Account summary to date January 4, 2021 (S. Attached)
The City of Sebastian has received thirteen (13) applications for the program. One (1) of the applications are still under
construction and pending reimbursement. The program has approximately $160,000 (including cost -share match) still
available to assist properties in the conversion process and improve water quality within the Indian River Lagoon.
COS 52S SUMMARY January 2021
SUMMARY REPORT - SEPTIC TO SEWER (S2S) - CITY OF SEBASTIAN - JANUARY 2021
For your consideration:
1. There were approximately 40 properties eligible for hook up to this new gravitation system. The median cost for
tank closure and construction costs is approximately $5000 per system. Total costs to the City in accordance with
current SSP Grant could exceed $150,000. (25n5% cost share)
2. There are over 100 parcels remaining within the CRA that are eligible to convert from Septic to Sewer but must
connect to a Force Main. Average costs for tank closure and construction costs for a lift station have been
$15,000. In accordance with the current SSP Grant, the cost to the City could exceed $1,000,000 (25/7 % cost
share).
3. Florida Statute 381.00655 Connection of existing onsite sewage treatment and disposal systems to central
sewerage system; (9. Attached) states that that an owner of a property must connect the system or the buildings
plumbing to an available publicly owned or investor -owned sewerage system within 365 days after written
notification by the owner of the publicly owned or investor -owned sewerage system that the system is available
for connection.
4. Florida Statute 381.0065 Onsite sewage treatment and disposal systems; Definitions. (10. Attached) provides
guidelines defining what is considered an "Available" sewer system connection.
5. Additional funding options for Water Resources in State of Florida:
a) Clean Water State Revolving Fund: The Clean Water State Revolving Fund (CWSRF) Program provides low -
interest loans to local governments to plan, design, and build or upgrade wastewater, stormwater, and nonpoint
source pollution prevention projects. Interest rates on loans are below market rates and vary based on the
economic wherewithal of the community.
b) Seotic to sewer oroiects ("319 Grant"): Section 319(h) of the Clean Water Act provides federal funding to
address nonpoint source pollution. Projects or programs must benefit Florida's priority watersheds ("impaired
waters"), and local sponsors must provide at least a 40 percent match or in -kind contribution (with the exception
that a State Revolving Fund loan, although federal, can be used as nonfederal match). High participation rate is
required to be eligible for funding. Eligible activities include demonstration and evaluation of urban and
agricultural stormwater best management practices, stormwater retrofits and public education. Examples include
laying the lateral for the residencelbusiness to the sewer main, the connection to the sewer, installing a grinder
pump/station on resident's property, and abandonment of the septic system if the septic tank would be a continued
source of pollution. Approximately $5 to $6 million is available each year depending on federal appropriations.
Examples of fundable projects or programs include, but are not limited to:
• Demonstration and evaluation of Best Management Practices (BMPs);
• Nonpoint source pollution reduction in priority watersheds (i.e., areas with Water Quality Restoration
Plan(s), treatment of impaired waters, etc);
• Ground water protection from nonpoint sources;
• Public education programs on nonpoint source management (319h Grant only); and
• Septic to sewer projects, including(319h Grant only):
• Laying the lateral from the residence/business to the main sewer line;
• Connection to sewer line;
• Installing a grinding station [if on the resident's property]; and
• Abandonment of the septic if the remaining septic tank is a continued source of pollution.
c) State Water-ouality Assistance Grant (SWAG): SWAG is part of the Non -Point Source Management Program
administered by the state. Approximately $5 million is appropriated annually to the Department through the
Florida legislature for this funding which is intended for "shovel ready" capital improvement construction
COS S2S SUMMARY January 2021
SUMMARY REPORT - SEPTIC TO SEWER (S2S) - CITY OF SEBASTIAN - JANUARY 2021
projects treating waters not attaining standards (i.e., impaired). Examples of fundable projects or programs
include, but are not limited to:
• Demonstration and evaluation of Best Management Practices (BMPs);
• Nonpoint source pollution reduction in priority watersheds (i.e., areas with Water Quality Restoration
Plan(s), treatment of impaired waters, etc.);
• Ground water protection from noupoint sources;
• Public education programs on nonpoiut source management (319h Grant only); and
• Septic to sewer projects, including(319h Grant only):
• Laying the lateral from the residenceibusiness to the main sewer line;
• Connection to sewer line;
• Installing a grinding station [if on the resident's property]; and
• Abandonment of the septic if the remaining septic tank is a continued source of pollution.
dL St. Johns River Water Management District (District) for Districtwide Cost -Share Proaram: The St. Johns
River Water Management District provides cost -share funding for projects that benefit the District's core
missions.
• The level of funding will be determined by the Governing Board.
• Projects are eligible for a maximum district cost -share of $1.5 million per project or per applicant, or 10%
of the total available funds.
• Funding is limited exclusively to construction -related costs.
• Projects may span a maximum of two years.
• Projects that are permitted and ready to begin construction will receive a higher score during the review
process.
• The District will fund up to 33% of the construction costs for selected alternative water supply, water
quality, flood protection, and natural systems projects and up to 50% for water conservation projects.
COS S2S SUMMARY January 2021
S Z S Cvct I
Executive Summary
To: Arjuna Weragoda, Capital Projects Manager, Indian River County
Department of Utility Services
From: Joseph Schulke, PE — Project Manager, SBS
Date: June 20, 2017
Re: Executive Summary - Septic to Sewer Conversion Evaluation
The Indian River Lagoon (Lagoon) is North America's most diverse estuary with more than 4,300 species
of plants and animals, Including 35 that are listed as threatened or endangered, more than any other
estuary in North America. The Lagoon varies in width from .5 to 5 miles (0.80 to 8.0 km) and averages 4
feet (1.2 m) In depth. It serves as a spawning and nursery ground for many different species of oceanic
and lagoon fish and shellfish. The Lagoon also has one of the most diverse bird populations anywhere in
America. Nearly 1/3 of the nation's manatee population lives here or migrates through the Lagoon
seasonally. In addition, its ocean beaches provide one of the densest sea turtle nesting areas found in
the Western Hemisphere.
The Lagoon has faced challenges and adversity over the years, and has seen the reduction in Fishery
populations, the loss of salt marshes and mangrove wetlands, and shellfish harvesting areas are
shrinking every year and are being closed. While there are many contributing factors, numerous
symposiums on the health of the Lagoon have identified the proliferation of residential septic systems as
one of the significant contributors to the degradation of the lagoon.
The Indian River County Board of County Commissioners has recognized that the health of the Lagoon
should be one of the county's top priorities. Consequently, it has directed staff to retain Schulke, Bittle &
Stoddard, LLC to prepare a County -wide study to evaluate the impact of continued septic system use on
the Indian River Lagoon, and consider alternative methods to provide public sewer to communities
whose septic systems are causing the most harm to the environment.
The final report prepared by Schulke, Bittle & Stoddard, LLC, titled "Septic to Sewer Conversion
Fvaluation", was prepared as an objective review of geographic areas in Indian River County that
currently utilize on -site sewage treatment and disposal systems (OSTDS). The evaluation in the report
provides a relative comparison of the negative environmental impact to the Indian River Lagoon that the
various geographic areas (communities) in the County are causing due to the existence and use of septic
systems. From this comparison, the communities have been ranked from the most to least impactful to
the lagoon eco-system. The results can be used by IRCDUS for the development of a capital
improvement program which identifies and prioritizes communities to be converted from OSTDS use to
IRCDUS sewer utility system construction, connection and use. Factors considered for the final
prioritization to convert communities to IRCDUS sewer utility use are: cost of system construction per
ES-1
home site at each community, cost of system construction, cost per pound of pollutant removed at each
community, and presence or absence of potable water.
The evaluation is presented in three parts:
Part 1—Aquatic Health: Evaluation of relative environmental impacts caused by each community (345)
and ranking of communities.
Part 2 — Master Wastewater System Data and Estimate of Pollutants Generated by Septic System Use:
Evaluation of wastewater data from the top 30 communities from Part 1, including design average daily
and peak hour flows generated, and estimate of pollutant loading.
Part 3 - Capital Improvement Program Prioritization. The top 30 ranked communities from Part 1 will
be evaluated and re -prioritized based on cost of sewer system construction, cost of pollutant reduction,
and presence or absence of potable water.
The Final report, "Septic to Sewer Conversion Evaluation", presents in detail, Schulke, Bittle &
Stoddard, LLC's methods and results of the study. A summary of the results from the report is attached
to this Executive Summary in both a graphic and tabular form:
Table EX-1: Summary Results - Priority Sites - Septic to Sewer Conversion
Exhibit EX-1: Map of the top 30 Priority Sites
Other considerations:
SBS and IRCDUS staff considered the results of the evaluation, and found that the communities identified
as the worst contributors to the Indian River Lagoon Eco-system are consistent with our initial
expectations. Most communities identified were located close to the primary waterbodies (Indian River
Lagoon and Sebastian River), or close to primary tributaries to these water bodies. However, there was
at least one outlier that was identified as a priority community in the evaluation, which IRCDUS would
not likely consider for conversion. Amos A of E subdivision, which only has two home sites, clearly would
not be feasible to expand sewer to, nor would it reduce pollutants significantly. This result is attributed to
a rare happenstance — this community received the highest Index number for several factors, including
importance factor", proximity to surface waters, flood plain, depth to groundwater, and soil condition,
which numbers cumulatively predicted a high relative score. This appears to be one of the only
communities inside the top tier of sites that we considered an anomaly In the results. This community,
while listed, is struck through and should not be considered.
Upon review of Table EX-1, the reader will find that the table lists 35 communities, while on Exhibit EX-1,
the map graphically depicts only 30 communities. This is because, while evaluating factors such as cost
to expand public sewer, several communities were not readily separated from other communities. in
these cases, communities outside the top 30 are surrounded by communities in the top 30 — and
preparing the conceptual design of and cost estimates for the construction of sewer systems was not
feasible with -out including these lower ranked communities in the results.
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To:
INDIAN RIVER COUNTY, FLORIDA
DEPARTMENT OF UTILITY SERVICES
October 29, 2018 �l o U DUTY P6 L J C Y
Jason E. Brown, County Administrator C�
From: Vincent Burke, P.E., Director of Utility Services
Prepared By: Cindy Corrente, Utility Finance Manager
Subject: uniform Septic to Sewer Policy
BACKGROUND
On December 20, 2016, the Indian River County Board of County Commissioners (BCC) approved several
Items related to the North County Septic to Sewer (S2S) Phase 1 project. One of those items included
conducting an updated rate study. On July 18, 2017, the BCC approved awarding two Professional
Service Agreements with Raftelis Financial Consultants, Inc. The first agreement described services In
order to conduct a Comprehensive Water, Wastewater, and Reclaimed Water Rate Study. A key element
in that first scope of services was to develop a uniform S2S policy. The second agreement was to
conduct a Water and Sewer Impact Fee Study.
ANALYSIS
The BCC has made cleaning the Indian River Lagoon (Lagoon) one of their focal points. Many
symposiums on the health of the Lagoon have addressed the potential impacts from existing septic
systems. Therefore, Indian River County Department of Utility Services (IRCDUS) has taken a lead role in
evaluating the feasibility of bringing centralized sewer services into areas currently serviced by septic
tanks. IRCDUS worked with two engineering firms, Masteller and Moler, Inc. (M&M) and Schulke, Bittle,
and Stoddard (SBS) Inc. to conduct two Sewer Feasibility Studies. M&M concentrated on the North
County area while SBS looked at the entire county. Ultimately, a final ranking by area was created. The
areas were ranked on several factors, including population density, proximity to surficial water including
the Lagoon and Sebastian River, soil conditions, and the age of the septic systems in these areas. The
first S2S project to come to fruition was the North County S2S Phase 1 project. This project Is currently
nearing completion.
IRCDUS has several goals related to S2S projects. They include:
• Working with regulatory agencies, residents, and other stakeholders to develop and Implement
the countywide S2S plan
• Providing safe, reliable water and wastewater service in the urban service area
• Pursuing grant dollars and alternative funding sources for 525 projects
Developing a uniform S25 policy
Staff worked with the rate consultant to develop the uniform S25 policy. In developing the policy,
several factors were considered. First, governmental utility facilities, such as IRCDUS, typically follow the
general principal that treatment and major transmission facilities are constructed by the utility and
funded through a combination of resources consisting of debt, impact fees, and grants. The more
localized facilities are either contributed to the utility by the land developer, extended and funded by
the property owner, or installed through a benefit assessment program. Since costs for localized
facilities are generally unique to each location, there can be significant cost differences for such projects,
and those costs are the responsibility of the benefiting properties.
A second utility principal is that customer growth typically results in economies of scale. This principle
provides an opportunity for the utility to create financial incentives to connect to a centralized
wastewater system without any undue burden on the utility's existing customer base. The key to
providing an Incentive Is to create a uniform S25 policy that encourages connections through incentives
for the property owners who participate in the programs. The added environmental benefit is that
septic tanks are abandoned in lieu of connection to the centralized sewer system.
There are two sets of costs affiliated with the S25 projects. First is the construction cost. This is typically
passed onto benefitting properties through the assessment portion of a project. Second is the Impact
fee. This is also born by the benefitting property owners. Currently, there is no recommendation to
modify the existing sewer impact fee of $2,796 per equivalent residential unit (ERU). Therefore, a single-
family home can expect to fund $2,796 for a sewer impact fee in addition to their share of the
construction costs. The creation of a uniform S2S policy recognizes that each project will be unique with
its own set of constraints Including costs; however, the policy provides for assessing the financial
responsibility for each project on a uniform basis.
In developing a uniform policy, it was important to be consistent with the County's 2030 Comprehensive
Plan. Chapter 3A, the Sanitary Sewer Sub Element, describes ranking of 52S projects, goals to complete
S2S projects and funding the projects. Several key concepts had to be incorporated into the policy. First,
the benefitting property owners must be responsible for a portion of the construction costs. Their share
of costs will be considered the assessment portion of the project. Second, S25 projects are typically
quite costly on a per ERU basis. Therefore, In order to make the projects affordable, alternative funding
sources must be Included in the funding mechanism. Policy 5.6 of Chapter 3A of the Comprehensive Plan
states that the County shall identify and pursue opportunities for State and Federal funding for the
improvement and expansion of utility services, including S25 projects. It should be noted that some
grants now require mandatory connection as a condition of the grant. The third concept included in the
policy is to create incentives for early connection in order to maximize participation. Some of the
potential funding sources are described below.
Community Development Block Grants Program (CDBG) -This is a federal program that provides
funding for housing and community development activities that meet one of three national
objectives. They are to benefit low- and moderate -income persons, eliminate slum or blight, and
address an urgent need that poses a serious threat to people living In that area. While many
grants only fund portions of the construction costs, sewer hookups can be paid through these
funds.
Regular Agenda Ite
State Revolving Fund (SRF) Clean Water Fund/Small Community Wastewater Grant - The FDEP
administers the SRF loan program for financing public sewer infrastructure projects. Funds are
available for planning, design, and construction. Financing rates vary but are typically less than
half the market rate and repayment terms are usually 20 years.
Total Maximum Daily Load (TMDL) Water Quality Restoration Grants - These grants provide
funding for best management practices including S2S projects. The applicant must provide a
minimum of 50% matching funds for the total project cost.
St. Johns River Water Management District (SIRWMD) Cooperative Funding - SIRWMD provides
cost sharing for projects that benefit the District's core missions, which include water quality
nutrient loading reduction. The annual available funds are limited, and there is a lot of
competition for these grants. Secondly, funding is limited to a maximum of 33% of construction
costs. The County has received up to $825,000 from this source for the West Wabasso Phase II
sewer project.
Federal Department of Environmental Protection (FDEP) 319 Grant - These grants can be used to
implement projects or programs that will help reduce non -point sources of pollution. This
includes septic tanks.
Optional Sales Tax Dollars - The County currently sets aside 20% of Its optional sales tax funds
for Lagoon projects.
The uniform S2S polity Identifies funding mechanism options for 525 projects and provides Incentives in
order to maximize participation in the projects. The financial feasibility of these projects will be
dependent on obtaining grant funds to offset the costs.
Any alternative funding sources shall be sought in order to offset the project costs. Many grants provide
for a maximum of 33% of the construction cost. Even if a third of the construction costs are covered by
grants, other funding sources including those listed above shall be sought as well. Although the precise
source of other funds would remain to be determined, in order for a S2S project to be successful, the
goal has to be to obtain enough alternative funding sources to make the project financially feasible and
to maximize customer participation thereby maximizing the net environmental benefits to the lagoon.
It is important that the project be economically feasible in order for it to make sense to pursue the
project. Therefore, the policy shall be to seek 67% funding of the total costs from other sources. Utility
reserve funds shall not be considered as a viable source of funding since the utility fees that generated
such funds are supposed to be used to benefit the parties contributing to those funds. Thus, one group
of utility customers' fees shall not be used to support another group of customers.
Second, the benefiting property owners shall be responsible for a minimum of twenty percent of the
project costs. This portion will be treated as an assessment program.
An example of the customer's monthly cost breakdown for a sample project is listed below. Assume a
total project cast of $1,000,000 with 50 benefitting property owners, which equates to a cost of $20,000
per parcel. Grant funds were obtained for 67% of the costs of the project. The current BCC financing rate
is 5%. The assessment portion of the project will be amortized at 2.5%. The benefitting property owner
will be responsible for $4,000 in construction costs financed at 2.5% over 20 years. The impact fee cost
will vary based upon the owner's commitment to connect. The table below depicts costs for a customer
that did not take advantage of any of the early connection Incentives. For those that did, their obligation
will be decreased by the $52.76 impact fee loan amount.
Description
Years 1-5
Years 6-26
Years 21 and beyond
Impact Fee Loan
$52.76
_$0.00
$0.00 -
Assessment Loan
(Divided into monthly
$21.38
$21.38
$0.00
costs). — —
----
— — --
Average bill of 5,000
gallons of water and
$50.66
$50.66
$50.66
sewer service
Total Monthly Costs
$124.80
$72.04
$50.66
Third, provide a discounted financing rate for 525 projects. Rather than utilize the interest rate that is
adopted by the BCC annually, a discounted rate is proposed. This rate would be the greater of two
percent, or half of the BCC adopted rate that is in effect at the time the project is approved by the BCC.
The BCC's current rate Is 5%. Therefore, a project being approved today would be financed at 2.5%.
Fourth, extend the amortization period from the ten-year term utilized for assessment projects to a
twenty-year term. It is recommended that staff work with the Indian River County Tax Collector to add
the annual assessment fee to the property tax bill in order to assure a more consistent reimbursement
cash flow for the project. Unlike a lien that gets cleared during a property sale, the S2S assessment
would remain on the property tax bill until satisfied. The feasibility of this program is yet to be
determined. However, neighboring counties such as Martin County have found this method to be
successful. It should be noted that this method would also involve additional costs in the form of an
administrative fee pass through for the services of the Tax Collector.
Last, provide a credit of 100 percent of the sewer impact fee to those property owners who commit to
connect to the sewer system prior to the service being made available at the property's location. For
those property owners that connect within one year after service availability, provide a credit of 50
percent of the impact fee. These credits would have to be funded from one of the grant sources that
allow funding for expenses other than construction costs. Note, CDBG funds may be utilized for this
purpose.
RECOMMENDATION
Staff recommends the Board of County Commissioners create a septic to sewer (S2S) policy and direct
staff to:
1. Require benefiting property owners to pay a minimum of 20% of project costs
2. Solicit alternative funding options, which include various grants, to cover the remaining project
costs
3. Use optional sales tax dollars as needed, not to exceed 25%of project costs
4. Establish a S2S financing interest rate to be the greater of either the maximum of 2% or half of
the current BCC approved rate. Current rate is 5% so the S2S rate would be 2.5%.
5. Extend the amortization period from ten years up to a 20-year term and direct staff to work with
the Indian River County Tax Collector to add the annual assessment fee to the property tax bill in
order to assure a more consistent reimbursement cash flow for the project
6. Offer a S2S impact fee credit of 100% for those property owners who commit to connect to the
sewer system before sewer is available to the property. For those property owners that conned
within one year from service availability, provide a credit of 5D%of the Impact fee.
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HME of PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY
WORKSHOP TRANSMITTAL
&1 P_ Iq PdI�CY�mr�.
CRA WORKSHOP DATE: December 12, 2018
AGENDA ITEM TITLE: Septic -to -Sewer Program Grant Program Workshop
BACKGROUND: The Cost -Share Agreement between the Indian River Lagoon Council
(IRL Council) and the City of Sebastian for the Septic to Sewer Grant Incentive Program within
the CRA district is coming to the end of its two year term December 31, 2018. The IRL Council
agreed in December 2016 to provide funding in the amount of $100,000 to reduce the pollutant
loading from existing septic systems which may be leaching into the Indian River Lagoon. As
good environmental stewards, the City had implemented prior to 2016 a waste water sewer hook-
up incentive program offering property owners $5000 to remove an existing septic tank and
hook-up to the existing sewer line within the City's Community Redevelopment Area (CRA).
Due to the high cost for the connection into the existing sewer force main along Indian River
Drive, the numbers of applications were low. The City increased this incentive program in 2016
by leveraging the IRL, Council grant funds.
Since its inception, the Sebastian CRA has allocated $375,000 and, leveraging $100,000 from
the IRLC Grant, funded a total of $475,000 for the Septic to Sewer Grant Program (SSP).
Applicants were eligible to receive up to $15,000 for costs incurred to remove septic systems and
connect to the Indian River Count\ wastewater treatment system. Grant funds were disbursed on
a reimbursement basis after providing receipts, documentation and inspection of improvements
by authorized government officials. Grants provided fundine for septic system closure.
connection fees to sewer system. Demrittine costs. and desiLn and construction costs. The SSP
provided up to $10,000 from City CRA funds and up to $5,000 from the Indian River Lagoon
Council Grant to qualified projects. Over a two year period, 21 septic systems were removed at
an average cost of $15,677 per tank.
Staff has requested a No Cost Extension of one year (December 2019) to the IRL Council for the
SSP Grant. This request will allow the distribution of the awarded, yet still pending, recipients
to receive their funding in accordance with the Grant. Attached please find the SSP Account
Summary to Date as well as the Septic to Sewer Grant program accounting to date. A sewer
connection map of properties within the Sebastian CRA Boundary, IRC utilities 2017, has been
provided for your information.
For your consideration:
1. The Indian River County Utility Department has confirmed that the North Sebastian
Sewer project has been completed within the City limits. Property owners within this
area are now eligible for hook up to the gravity sewer line. In July of 2017, the CRA
Board agreed that the SSP Grant would cover the costs of septic tank closure, design and
permitting, construction costs, and connection fees to the new waste water treatment
system. The CRA Board agreed that grant funding would not be provided to cover the
assessment costs to Indian River County. There are approximately 50 properties eligible
for hook up to this new gravitation system. In accordance with information received by
IRC, connection fees for the approximately 50 parcels are estimated to exceed $170,000.
In addition, the median cost for tank closure and construction costs is approximately
$5000 per system. Total costs to the City in accordance with current SSP Grant could
exceed $420,000.
2. There are over 100 parcels remaining within the CRA that are eligible to convert from
Septic to Sewer but must connect to a Force Main. Average costs for tank closure and
construction costs for a lift station have been $15,000. In accordance with the current
SSP Grant, the cost to the City could exceed $1,000,000 (City=$10,000; IRLC = $5000).
3. There is currently $247,173 allocated to City-wide septic to sewer conversion projects in
the FY 2018/2019 budget.
4. Florida Statute 381.00655 Connection of existing onsite sewage treatment and disposal
systems to central sewerage system; (attached) states that that an owner of a property
must connect the system or the buildings plumbing to an available publicly owned or
investor -owned sewerage system within 365 days after written notification by the owner
of the publicly owned or investor -owned sewerage system that the system is available for
connection.
5. For FY 2018/2019, there is $99,631.58 remaining within the CRA funds allocated for the
Septic to Sewer program.
6. The IRL Council will be announcing their next round of grant RFP's by the end of this
year. Grants require 50:50 match of fiords. Grant funds would become eligible FY
2019/2020.
7. Additional funding options:
a) Clean Water State Revolving Fund: The Clean Water State Revolving Fund (CWSRF)
Program provides low -interest loans to local governments to plan, design, and build or upgrade
wastewater, stormwater, and nonpoint source pollution prevention projects. Interest rates on loans
are below market rates and vary based on the economic wherewithal of the community.
b) Septic to sewer projects (919 Grant"): Section 319(h) of the Clean Water Act provides
federal funding to address nonpoint source pollution. Projects or programs must benefit Florida's
priority watersheds ("impaired waters"), and local sponsors must provide at least a 40 percent
match or in -kind contribution (with the exception that a State Revolving Fund loan, although
federal, can be used as nonfederal match). Eligible activities include demonstration and
evaluation of urban and agricultural stormwater best management practices, stormwater retrofits
and public education. Examples include laying the lateral for the residence(business to the sewer
main, the connection to the sewer, installing a grinder pump/station on resident's property, and
abandonment of the septic system if the septic tank would be a continued source of pollution,
Approximately $5 to $6 million is available each year depending on federal appropriations.
Regular City Council
& CRA Workshop
December 12. 2018
Page Two
Brief Announcements
Sebastian River Art Club Show in Riverview Park - Dec. 15 from 10 am to 4 pm
In addition to the Art Club Show, Vice Mayor Kinchen announced that the Sebastian Police
Department would be hosting Family Movie Night at Riverview Park on Friday, December
14 from 6:00 pm to 8:00 pm
7. Recess City Council Meetinq and Convene Community Redevelopment Agency Workshop
A. Chairman Hill called the workshop to order at 6:08 p.m. Members present included
Chairman Hill, Vice Chairperson Kinchen, Mr. Dodd, Mr. lovino, and Mr. McPartian.
B. Seotic to Sewer Prooram (Transmittal, Accounting, Boundary Map, F.S.381.00655)
i. Discuss Future Funding Allocation of Matching Funds for Program
The City Manager introduced the Community Redevelopment Agency (CRA) Manager and
requested how the Board would like to proceed to make the most use of the dollars to
remove septic systems.
The CRA Manager explained there are enough dollars remaining to fund what has been
allocated for the remainder of the year, and when the City pursues the Indian River Lagoon
National Estuary Program RFP, those funds would not be available until the fall of 2019.
Mr. Dodd asked if the $247,173 allocation, in consideration point #3, was actually set aside
to administer a study to determine if the sewer system could expand into the highlands. The
City Manager said staff was looking for direction if that should be set aside for citywide
consideration or allocated to the CRA district; as well as if grants should be administered as
on a percentage base, total cost or one system per property or building.
Mr. Dodd said there were two issues they were grappling with --the grant program and sewer
expansion to entire city; the $247,173 was aimed to the expansion throughout the City.
The CRA Manager stated staff has reached out to the County to let them know the City is
interested in partnering with them. Mr. Dodd noted there are about 3,520 homes on the
County's top list that will require about $44M which is something the City can't do on its own.
Mr. Dodd asked if there were gravity system properties outside the CRA district but inside
the City of Sebastian. The CRA Manager said there was not.
Mr. Dodd said he preferred a sharing program something like 75/25 and two different grant
amounts —for example, one for gravity ($7,500 cap) and one for a lift station ($5K from the
City and $1 OK from available grants).
As far as properties are concerned, Mr. Dodd said they might have to go back to active
operating systems with multi -buildings or multi -tenants or use the ERU assigned by the
County. He said he did not think it would be fair to say one grant per property because they
may have four systems; the number of grant awards would have to be specifically spelled
out.
Chairman Hill said they should look at ERUs since there can be three buildings on a
property but very little use; that way the grant dollars would be eliminating the most waste.
Regular City Council
& CRA Workshop
December 12, 2018
Page Three
The City Manager noted it would be difficult to look at applicant's ability to pay in that regard.
For example a hotel can pay more than a non-profit such as recent recipient, HALO Rescue.
Chairman Hill said the tax dollars should go toward eliminating septic tanks; the ERUs could
dictate the maximum amount given to a property.
The CRA Manager said ERUs rate water usage which is not equitable to the waste drain
and asked if a property with four ERUs should get four limes the grant amount. Chairman
Hill said the maximum allocated, for example for HALO on an ERU basis, they would be
given the amount of ERUs.
The CRA Manager described that the County only gave HALO Rescue one ERU which may
not be an equitable standard to go by. She asked if the Board wanted to get away from the
permitting, design and construction costs to cover more system closures.
Chairman Hill said he would be comfortable with staff forwarding to the Board what they
determine is the most fair and equitable but didn't think per lank was the best way to go.
Vice Chairperson Kinchen said an award per tank is the way to go as staff has disputed the
number of ERUs the County has assigned to City properties in the past.
Mr. Dodd said some equitable cost sharing method with the property owners with different
award ceilings for gravity systems and lift systems should be considered.
Mr. Dodd suggested using the money allocated in consideration point #3 to hire grant
people to independently or in unison with the County, pursue federal and state grant money.
The CRA Manager noted the Florida Department of Environmental Protection is interested
in helping the City and described the 319 grant process which they may consider for the
gravity systems.
She also explained that along the riverfront there is only a force main that requires property,
owners to purchase the more expensive lift station so they would remove more systems by
taking care of the gravity systems first.
Chairman Hill noted that property owners can pay the County low interest loans attached
to their utility bill payments to cover the assessment part of connecting to the sewer.
The CRA Manager suggested asking the Indian River Lagoon National Estuary Program
for a match to remove approximately 21 more tanks at the average cost of $15K each.
Damien Gilliams, 1623 US Highway 1, suggested using the occupational license fund to
remove the CRA septic tanks or the County's escrow fund. He also suggested using
businesses' tax id number and whether a force main or gravity system is needed as
variables to allocate grant awards.
The City Manager thanked the Board for their input and assured them that staff would come
up with ideas for final adoption.
C. Chairman Hill adjourned the CRA Workshop at 6:41 p.m.
HOME Of PELICAN ISLAND
COMMUNITY REDEVELOPMENT AGENCY
TRANSMITTAL FORM
Pal 1"c: y- oe�/
CRA MEETING DATE: January23, 2019
AGENDA ITEM TITLE: Septic -to -Sewer Program Grant revisions
RECOMMENDATION: Approve recommended changes to Grant program
BACKGROUND: The Cost -Share Agreement between the Indian River Lagoon Council
(IRL Council) and the City of Sebastian for the Septic to Sewer Grant Incentive Program within
the CPA district has ended as of December 31, 2018. Staff received a No Cost Extension of one
year (December 2019) from the IRL Council for the SSP Grant. This request will allow the
distribution of the awarded, yet still pending, recipients to receive their funding in accordance
with the Grant.
In accordance with the CRA Board directive from December 12, 2018, staff has made changes to
the existing grant program that address the equitable distribution of remaining funds. The City
of Sebastian seeks to promote, preserve and protect Sebastian's waterfront heritage through
Indian River Lagoon preservation efforts. With the sunset of the Cost -Share Agreement between
the Indian River Lagoon Council (IRL Council) and the City of Sebastian for the Septic to Sewer
Grant Incentive Program within the CRA district. the Citv Council has established criteria for
movinc forward with the remaining funds. The City may be able to increase this incentive
orogram in 2019 by leveragine future Brant funds when they become available.
If Agenda Item Requires Exaenditure of Funds:
Total Cost:
Amount Available: $99,631.58
If Cost Requires Appropriation:
Administrative Services Department/CFO Review:
ATTACHMENTS: 1. COS SSP Jan 2019
City Manager Authorization:
Date:
CITY OF SEBASTIAN 11 INDIAN RIVER LAGOON COUNCIL
CM, of
SEBAST+i
A- -
HOME OF PELICAN ISLAND
The City of Sebastian seeks to promote, preserve and protect Sebastian's waterfront heritage through Indian
River Lagoon preservation efforts. With the sunset of the Cost -Share Agreement between the Indian River
Laaoon Council (IRL Council) and the Citv of Sebastian for the Septic to Sewer Grant Incentive Program within
the CRA district, the Citv Council has established criteria for moving forward with the remainina funds. The
Citv may be able to increase this incentive oroaram in 2019 by leveraging future arant funds when thev
become available.
The Sebastian Septic -to -Sewer Grant Program (hereinafter referred to as SSP) is designed to provide
individual grants to qualified property owners for costs incurred to remove an operational septic tank system
that serves an occupied facility or buildino and connects to the Indian River County sanitary sewer system.
The SSP is available to businesses or residences located within the CRA District currently utilizing septic
systems. In order to provide an eauitable oroaram, the Citv will provide award amounts based on connection
Noes at a 25175% cost share. Hereinafter. properties with septic systems with connection to available aravitv
main sanitary sewer will receive award amounts not to exceed $5000. Properties with septic systems with
connection to available pressurized main sanitary sewer will receive award amounts not to exceed $10.000.
Properties with more than one operational septic system may receive up to $5000 per tank in addition to the
connection amount. Grant funds will be disbursed as a reimbursement after receipts and documentation are
submitted and inspection of improvements occur. Grants from this program will not be awarded for sanitary
improvements made prior to filing a completed application. Grants shall be awarded at the sole discretion of
the CRA Board.
1. The application package includes:
A. Completed application (provided by the City of Sebastian, see attached);
B. Proof of ownership of the property;
C. Proof of paid taxes and certification that owner is current on any payment obligations to the City
of Sebastian;
D. Proof of Utility Permit submittal to Indian River County with copy of plan.
E. Current copy of vendor bid/quote.
2. Upon completion of the improvements, the applicant shall submit a "reimbursement package' to the City
which includes:
A. Completed Reimbursement Form (provided by the City of Sebastian, see attached);
B. Copies of applicable invoices, receipts, and/or cancelled checks.
C. Proof that the septic tank has been taken out of service, pursuant to State regulations.
D. Copies of records which indicate that the improvements have been appropriately inspected and
are in operation;
E. Copy of W-9 Form for grant fund reimbursement.
3. If the project is not commenced (with a filed Application for a Building Permit or Utility Permit) within six (6)
months of grant award or is not completed (with the final inspection) within one (1) year of the grant award,
the award shall expire. The applicant may request a six (6) month extension from the CRA Board.
Regular City Council. Stormwaler Utility
Fee Credit Policy Workshop
& CRA Meeting
January 23. 2G1 a
Page S"
B. Septic to Sewer Program Grant
I. Consider Changes to Grant Program (Transmittal, SSP Jan 2019)
The City Manager said these changes took into consideration the two different quotes:
$5,000 for a gravity system and $10,000 for a lift station; and a 75125 split along with a
clarification of active septic systems. He asked the Board if they would like to move forward
with the changes.
MOTION by Mr. Dodd and SECOND by Mr. McPartlan to approve the program changes.
ROLL CALL: Vice Chairperson Kinchen - aye Mr. Dodd - aye
Mr. lovino - aye Mr. McPartlan -aye
Chairman Hill - aye
Motion carried. 5-0
9. Adjourn Community Redevelopment Aqency and Convene City Council Meetinq
Mayor Hill recovened the City Council meeting at 7:15 p.m.
10. CONSENT AGENDA
A. Approval of Minutes - January 9, 2019 Regular City Council Meeting
19.014 B . Authorize Mayor to Execute Sovereign Submerged Lands Lease Renewal for Yacht
Club Ramp and Piers (Transmittal, Lease)
19,015 C. Authorize the Purchase of One (1) 2019 Ford Explorer 4x2 SUV from Bartow Ford
Company in the Amount of $28,132.95 for the Leisure Services Director Under
Charlotte County's Bid No. 2018000509 (Transmittal, Quote, Bid)
19.016 D. Approve Alcoholic Beverages at Yacht Club for Blanchette Event on February 2,
2019 from 12:00 pm to 4:00 pm - DOB Verified (Transmittal, Application, Receipt)
MOTION by Council Member lovino and SECOND by Vice Mayor Kinchen to approve
consent agenda items A-D.
ROLL CALL: Council Member Dodd - aye Council Member lovino - aye
Council Member McPartlan - aye Mayor Hill - aye
Vice Mayor Kinchen - aye
Motion carried. 5-0
11 c�1MMITTEE REPORTS & ffOINTMENTS
LL`ily comm)((fee repo is and uncr ember regional) committee reports. No public input or action except for City
committee member nominations and appointments under this heading.
19.017 A. Parks and Recreation Advisolry Committee (Transmittal, Application, Ad, List)
i. Interview, Unless Waived, Submit Nominations for One Alternate Member
Position - Term to Expire May 31, 2021
0
1. Title of Project: Sebastian Septic to Sewer Conversion
2. Senate Sponsor: Debbie Mayfield
3. Date of Submission: 02/18/2019
4. Project/Program Description:
There are still many residents and businesses in the City of Sebastian Community Redevelopment Area and
surrounding Indian River County which have not converted from septic to sewer and who may have old and failing
septic systems. The City of Sebastian requests funding initiatives by the State to incentivize and assist residents and
businesses with converting to sewer or any conversion program that will expand the rate at which septic users
convert to sewer. Sebastian has dedicated funds every year to help fund the conversions. Over the last three years
the City has provided grants to resident and business to convert from septic to sewer, to date the City has paid
approximately $775,000.00 in these grants. Though these programs have been successful, areas designated as
critical by the County will cost approximately $2,000,000.00 to convert septic to sewer in the CRA District.
S. State Agency to receive requested funds : Department of Economic Opportunity
State Agency Contacted? No
6. Amount of the Nonrecurring Request for Fiscal Year 2019-2020
Type of Funding Amount
Operations
Fixed Capital Outlay 1,877,460
Total State Funds Requested 1,877,460
7. Total Project Cost for Fiscal Year 2019-2020 (Including matching funds available for this project)
Type of Funding Amount
Total State Funds Requested (from question tt6) 1,877,460
Federal 0
State (excluding the amount of this request) 0
Local 0
Other 625,820
Total Project Costs for Fiscal Year 2019-2020 625,820
8. Has this project previously received state funding? No
Fiscal Year Amount Specific
(yyyy-w) Recurring Nonrecurring Appropriation q
9. Is future -year funding likely to be requested? No
Percent
75,00%
0.00%
0.00%
0.00%
25.00%
100.0%
Vetoed
Page 1 of 3
10. Details on how the requested state funds will be expended
Spending Category Description
Administrative Costs:
Executive Director/Project Head Salary and
Benefits
Other Salary and Benefits
Expense/Equipment/Travel/Supplies/Other
Consultants/Contracted Services/Study
Operational Costs:
Salary and Benefits
Expense/Equlpment/Tmvel/Supplies/Ocher
Amount
Consultants/Contracted Services/Study
Fixed Capital Construction/Major Renovation:
Construction/ttenovation/Land/Planning connection fees, permitting, closing of the septic systems and 1,877,460
Engineering installation of sewer connections, either gravity or small lift
stations
Total State Funds Requested (must equal total from question li6)
11. Program Performance:
1,977,460
a. What Is the specific purpose or goal that will be achieved by the funds requested?
The goal Is to convert the aging septic tanks along the Indian River Lagoon to Sanitary Sewer systems.
b. What are the activities and services that will be provided to meet the Intended purpose of these funds?
Fund the connection fees, permitting, closing of the septic systems and installation of sewer connections, either
gravity or small lift stations.
c. What are the direct services to be provided to citizens by the appropriations project?
Removal of the septic systems and conversion to a County Sanitary Sewer system.
d. Who Is the target population served by this project? How many individuals are expected to be served?
There are 150 residential units and business owners that have not connected to the Sanitary Sewer system.
Many of these tanks are failing and are bordered by the Indian River lagoon.
e. What Is the expected benefit or outcome of this project? What is the methodology by which this outcome
will be measured?
Removal of septic systems from the Indian River Lagoon Basin. The number of units converted.
I. What are the suggested penalties that the contracting agency may consider in addition to its standard
penalties for failing to meet deliverables or performance measures provided for in the contract?
If the county fails to met the deliverables or performance measures, it should be ineligible for reimbursement
from the state.
Page 2 of 3
12. The owner(s) of the facility to receive, directly or indirectly, any fixed capital outlay funding. Include the
relationship between the owner(s) of the facility and the entity.
The owners of the businesses and residents are City of Sebastian residents and business owners and provide for
economy and sustainability of the CRA Area.
13. Requestor Contact Information:
a. Name: Paul Carlisle
b. Organization: City of Sebastian
c. E-mail Address: pcarlisle@!cityofsebastian.org
d. Phone Number: (772)388-8200 Ext. 8200
14. Recipient Contact Information:
a. Organization: City of Sebastian
b. County: Indian River
c. Organization Type:
O For Profit
O Non Profit 501(c) (3)
O Non Profit 501(c) (4)
O Loral Entity
O University or College
O Other (Please specify)
d. Contact Name: Jim Hill
e. E-mail Address: jhill@cityofsebastian.org
I. Phone Number: (772)388-8203
15. Lobbyist Contact Information
a. Name: None
b. Firm Name: None
C. E-mail Address:
d. Phone Number:
Page 3 of 3
Question: Can we please get an itemized budget for this project? Also need a detailed calculation of what
fees will be paid by property owners.
Statement: Septic to Sewer
There are still many residents and businesses in the City of Sebastian and surrounding Indian River County which
have not converted from septic to sewer and who may have old and failing septic systems. The City of Sebastian
requests funding initiatives by the State to incentivize and assist residents with converting to sewer or any
conversion program that will expand the rate at which septic users convert to sewer. Sebastian has dedicated
funds every year to help fund the conversions. Though these programs have been successful, areas designated
as critical by the County will cost approximately $800,000.00 to convert septic to sewer. In an effort to complete
the area along the Indian River Lagoon the City would like the State to consider the funds expended to date for
conversion as a match to the funds requested.
Budget Summary:
1. Approximately 100 parcels remaining within the CRA that are eligible to convert from Septic to Sewer by
connection to the Force Main.
• Average costs to the City for tank closure, engineering and construction costs for a lift
station have been $15,000. ($15,677).
Existing Grant was $10,000 from City; $5000 from IRLC
Includes Average Costs to Prooertv Owner:
• Design and Engineering: $4500
• Construction Costs (including tank closure): $13,000
• County Impact fees: $2796 / ERU
2. There are approximately 50 properties eligible for hook up to new gravitation system.
Connection fees for the approximately 50 parcels are estimated to exceed $170,000.
Median cost for tank closure and construction costs is approximately $5000 per system.
CRA Budget Addition
2019R020
Indian River Lagoon Council
Contributions
!, 19-SSP-02
Sebastian Car Wash
l9-SSP-03
Seacrest Professional Building
19-SSP-04
Merchriz Condo Association
19SSP-05
Paul A. Kellev
19-SSP-06
Victoria-WilliamComnauv
20SSP-0IATF
Attila & Heather Vari
20SSP-02
Rebecca Hoch
20-SSP-03
JRnr+h & Martha Graham
20SSP-04 ATF
Richard and Catherine Kelh
20-SSP-05
Harold and Christine Hall
20-SSP-06
Harold and Christine Hall
20-SSP-07
Robert and Teresa Nilsson
20-SSP-08
CitvofSebastian
SEBASTIAN
^zl .,_
HOME OF nuc" m
SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY
Septic -to -Sewer Grant Program
Account Summary To Date
3113,494.33
SI00,000.00
13020 U.S. Hu v I
Commercial
1011119
$3,345.00
13000 U.S. Hwv I
Commercial
10/23/19
$10,000
13060 U-S. Hwy 1
Commercial
10/23/19
$5,000
921 U.S. Hwv 1
Commercial
10/23/19
$10000
1697N. Central Ave.
Single Familv
11/20/19
$1,1A50
1620 N. Central Ave.
Single Family
I/22/20
$3,375.00
1724 N. Central Ave.
Single Family
1/2220 I
$1 980.00
805 Indian River Dr.
Commercial 1
021201
$,834.50
1644 N. Central Ave.
Single Family 1
22620 1
$3,375
1662 N. Central Ave.
Single Familv 1
22620 1
$3 000
1 1698 N. Central Ave.
Commercial 1
2/2620 1
$ I,S060
608 Davis Street
Single Family 1
2/26/20 I.
$3,20Z50
1805 Central Ave.
I
I
I
Commercial 1
I
I
I
I
2126/20 1
I
I
$2,437.50
$3,345.00
Disbursed
1 1
24�524g
1
1,424'
$10.000
Disbursed
_21
2t.604a
I
1,428'
$5,000
Disbursed
1
8,174
1,630'
$10,0001
Disbursed 1
1
4,089
927'
$1,132.50
Disbursed
11,
8,177�
893'
$3,375.00
Disbursed,
1
8,176g
572'
$1,980.00
Disbursed
I
8,176- !
623'
$4 834.50 1
l'3,375 I
Disbursed I
Disbursed
1
8\176�
I
242'
I
1
817(
457'
$30001
Disbursed
1 1
6,176E
642'
$1,5001
Disbursed
l
B 176g
731'
Pendirt
$3,20250
1
8,)7�*'
364'
$2,43711
Disbursed
1 ,
8,176"
930'
Inclusive through January 4, 2021
E
SERAST1"W
aorua a rnKaaatv+o
SEBASTIAN COMMUNITY REDEVELOPMENT AGENCY
Septic -to -Sewer Grant Program
Account Summary To Date
Nitrogen reduction quantified by estimating the amount of nitrogen reduction as measured unitizing the 2011 OF study which estimated that one person typically discharges 112 greens oftmal N per day.
(Residential) X homes x V people x 11.2 grams total N per day x 365 days in a year. (Univerehy of Florida, "Onsile Sewage Treatment and dispwol Systems: Nitrogen'. 2011)
(Commercial) X businesses a V ero's a 11.2 grams total N per day x 365 days in a year. (ERU's arc based on a llydreulic Fair Share (1)FS)IER(J allocation) commemiallnon-residential units are assigned ERU's
based on County Code 201.07
Less -(ands disbursed 549,979.50
Less funds maarded, but not ret disbursed S3jQ2.50
Available Funds Remaining 5160112.331
Inclusive through January 4, 2021
9/27/2017 Statutes & Constitution :View Statutes: Online Sunshine
Select Year: 12017 • 160
The 2017 Florida Statutes
Title XXIX Chapter View Entire Chanter
PUBLIC HEALTH PUBLIC HEALTH: GENERAL PROVISIONS
381.00655 Connection of existing onsite sewage treatment and disposal systems to central sewerage
system; requirements.—
(1 )(a) The owner of a properly functioning onsite sewage treatment and disposal system, excluding an
approved onsite graywater system, must connect the system or the building's plumbing to an available publicly
owned or investor -owned sewerage system within 365 days after written notification by the owner of the publicly
owned or investor -owned sewerage system that the system is available for connection. The publicly owned or
investor -owned sewerage system must notify the owner of the onsite sewage treatment and disposal system of the
availability of the central sewerage system. No less than 1 year prior to the date the sewerage system will become
available, the publicly owned or investor -owned sewerage system shall notify the affected owner of the onsite
sewage treatment and disposal system of the anticipated availability of the sewerage system and shall also notify
the owner that the owner will be required to connect to the sewerage system within 1 year of the actual
availability. The owner shall have the option of prepaying the amortized value of required connection charges in
equal monthly installments over a period not to exceed 2 years from the date of the initial notification of
anticipated availability. Nothing in this section shall operate to impair contracts or other binding obligations
relating to payment schedules in existence as of October 1, 1993. Nothing in this paragraph limits the power of a
municipality or county to enforce other laws for the protection of the public health and safety.
(b) The owner of an onsite sewage treatment and disposal system that needs repair or modification to function
in a sanitary manner or to comply with the requirements of ss. 381.0065.381.0067 or rules adopted under those
sections must connect to an available publicly owned or investor -owned sewerage system within 90 days after
written notification from the department. In hardship cases, upon request of the owner, the department may
approve an extension of not more than 90 days for sewerage connection. The department may approve only one
extension. This paragraph does not authorize the owner of the onsite sewage treatment and disposal system to
create or maintain a sanitary nuisance.
(2) The provisions of subsection (1) or any other provision of law to the contrary notwithstanding:
(a) The local governing body of the jurisdiction in which the owner of the onsite sewage treatment and disposal
system resides may provide that any connection fee charged under this section by an investor -owned sewerage
system may be paid without interest in monthly installments, over a period of time not to exceed 5 years from the
date the sewerage system becomes available if it determines that the owner has demonstrated a financial
hardship. The local governing body shall establish criteria for making this determination which take into account
the owner's net worth, income, and financial needs.
(b) A publicly owned or investor -owned sewerage system may, with the approval of the department, waive the
requirement of mandatory onsite sewage disposal connection if it determines that such connection is not required
in the public interest due to public health considerations.
(c) A local government or water and sewer district responsible for the operation of a centralized sewer system
under s. 153.62 may grant a variance to an owner of a performance -based onsite sewage treatment and disposal
system permitted by the department as tong as the onsite system is functioning property and satisfying the
conditions of the operating permit. Nothing in this paragraph shall be construed to require a local government or
water and sewer district to issue a variance under any circumstance. Nothing in this paragraph shall be construed
http://www.leg.state.fi.us/Statutes/index.cfm?App_mode=Display_Statule&URL=0300-0399/0381/Sections/0381.00656.htmi 1/2
9/27/2017
Statutes & Constitution :New Statutes: Online Sunshine
as limiting local government authority to enact ordinances under s. 4, chapter 99.395, Laws of Florida. A local
government or water and sewer district located in any of the following areas shall not be required to issue a
variance under any circumstance:
1. An area of critical state concern.
2. An area that was designated as an area of critical state concern for at least 20 consecutive years prior to
removal of the designation.
3. An area in the South Florida Water Management District west C-11 basin that discharges through the S-9
pump into the Everglades.
4. An area designated by the Lake Okeechobee Protection Act.
History.—s. 2, ch. 93-151; s. 5, ch. 2006-252.
Copyright m 1995-2017 The Florida Legislature • Prtvacv Statement • Contact Us
http:IMw .leg.state.fl.uslStatuteslndez.ccfm?App_mode=Display_Statute&URL=0300-039910381ISections/0381.00655.html 2I2
Florida Administrative Code
Florida Constitution (Last Updated: March 4, 2015)
(K)
TITLE XXIX. PUBLIC HEALTH CHAPTER 381. PUBLIC HEALTH: GENERAL PROVISIONS
SECTION 381.0065. Onsite sewage treatment and disposal systems;
(2) DEFINITIONS.
(a) "Available," as applied to a publicly owned or investor -owned sewerage system, means that the publicly owned or
investor -owned sewerage system is capable of being connected to the plumbing of an establishment or residence, is not
under a Department of Environmental Protection moratorium, and has adequate permitted capacity to accept the sewage to
be generated by the establishment or residence; and:
1. For a residential subdivision lot, a single-family residence, or an establishment, any of which has an estimated sewage
flow of 1,000 gallons per day or less, a gravity sewer line to maintain gravity flow from the property's drain to the sewer
line, or a low pressure or vacuum sewage collection line in those areas approved for low pressure or vacuum sewage
collection, exists in a public easement or right-of-way that abuts the property line of the lot, residence, or establishment.
2. For an establishment with an estimated sewage flow exceeding 1,000 gallons per day, a sewer line, force main, or lift
station exists in a public easement or right-of-way that abuts the property of the establishment or is within 50 feet of
the property line of the establishment as accessed via existing rights -of -way or easements.
3. For proposed residential subdivisions with more than 50 lots, for proposed commercial subdivisions with more than 5
lots, and for areas zoned or used for an industrial or manufacturing purpose or its equivalent, a sewerage system exists
within one-fourth mile of the development as measured and accessed via existing easements or rights -of -way.
4. For repairs or modifications within areas zoned or used for an industrial or manufacturing purpose or its equivalent, a
sewerage system exists within 500 feet of an establishment's or residence's sewer stub -out as measured and accessed via
existing rights -of -way or easements.