HomeMy WebLinkAbout03-10-2021 CC AgendaIndividuals are subject to screening prior to entering any City building and entry may be denied
if any indicator of illness or prior COVID exposure is identified. All persons entering City Council
Chambers where social distancing is not possible, shall wear face coverings. R-20-32 Sec. 1(1)
HOME OF PELICAN ISLAND
SEBASTIAN CITY COUNCIL REGULAR MEETING
AGENDA
WEDNESDAY, MARCH 10, 2021 - 6:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
ALL AGENDA ITEMS MAYBE INSPECTED IN THE OFFICE OF THE CITY CLERK
OR ON THE CITY'S WEBSITE
1. CALL TO ORDER
2. MOMENT OF SILENCE
3. PLEDGE OF ALLEGIANCE - Led by Council Member Jones
4. ROLL CALL
5. AGENDA MODIFICATIONS
Modifications for additions require a unanimous vote of City Council
6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS
Presentations of proclamations, certificates and awards, and brief timely announcements by Council and
Staff. No public input or actions under this heading.
A. Proclamation - National March for Meals Month - March 2021 - Accepted by
Karen Deigl, President and CEO of the Senior Resource Association
B. Proclamation - Procurement Month - March 2021 - Accepted by Ann -Marie
Fraser, City of Sebastian Procurement/Contracts Manager
C. Proclamation - National American Red Cross Month - March 2021
pg 6 D. Presentation (Zoom) of Fiscal Year 2020 Comprehensive Annual Financial
Report and Annual City Audit by Ross Cotherman of Rehmann Robson
(Transmittal, CAFR available at
https://www.citvofsebastian.orq/DocumentCenterNiew/l 184/2020-
Comr)rehensive-Annual-Financial-Report?bidid )
Brief Announcements. -
March 12 — Sebastian Police Department Movie Night Out — "Sing" — 7pm
March 19-21 - Shrimpfest & Craft Brew Hullabaloo Festival at Riverview Park (Friday 3-9pm,
Saturday 11am-9pm, Sunday 11am-5pm)
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7. PUBLIC INPUT
The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring
NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE PREPARED
AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are
asked to provide copies of materials for Council one week prior to the meeting if they intend to refer to
specific material. City Council will not debate an issue during Public Input but may by consensus direct a
Charter Officer in regard to the item if necessary or place a requested item on a future agenda.
8. CONSENT AGENDA
All items on the consent agenda are considered routine and will be enacted by one motion. There will be no
separate discussion of consent agenda items unless a member of City Council so requests; in which event,
the item will be removed and acted upon separately. If a member of the public wishes to provide input on a
consent agenda item, he/she should request a Council Member to remove the item for discussion prior to
start of the meeting or by raising hislher hand to be recognized.
pgs 7-13 A. Approval of Minutes - February 10, 2021 Regular City Council Meeting
pgs 14-20 B. Approval of Minutes — February 24, 2021 Regular City Council Meeting
pgs 21-30 C. Resolution No. R-21-05 - FDOT Public Transportation Grant Agreement (PTGA),
FM Project Number 445871-1-94-01 for the Construction of a Taxi Lane and
Renovation of Section 425 on Taxiway Alpha at the Sebastian Municipal Airport
(Transmittal, R-21-05. Repair Diagram, Amendment)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA,
AUTHORIZING THE CITY MANAGER TO EXECUTE A PUBLIC TRANSPORTATION
GRANT AGREEMENT WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION
(FDOT) FOR THE INCREASE IN CONSTRUCTION COSTS RELATING TO FM445871-
1-94-01 "CONSTRUCTION OF TAXI LANE" AT THE SEBASTIAN MUNICIPAL
AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR SCRIVENER'S ERRORS;
AND PROVIDING FOR AN EFFECTIVE DATE.
pgs 31-34 D. Approve the Purchase of an Equipment Trailer (25ft) for the Stormwater Division
from Eli's Trailer Sales in the Amount of $18,700 (Transmittal, Quotes)
9. COMMITTEE REPORTS & APPOINTMENTS
City committee reports and Council Member regional committee reports. No public input or action except for
City committee member nominations and appointments under this heading.
10. PUBLIC HEARINGS - None
11. UNFINISHED BUSINESS
pgs 35-47 A. Review and Discuss City Attorney Contract Addendum (Transmittal, Contract
Committee Recommendation, City Attorney Recommendation, Current
Agreement, R-21-04)
12. NEW BUSINESS
pgs 48-71 A. Resolution No. R-21-03 — Accepting the 1" Quarter Financial Report and
Recognizing Necessary Amendments and Adjustments to the FY2020-2021
Annual Budget (Transmittal, R-21-03, Report)
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A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA,
APPROVING AN AMENDMENT AND RECOGNIZING CERTAIN ADJUSTMENTS TO
THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2020 AND ENDING
SEPTEMBER 30, 2021 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR
CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN
EFFECTIVE DATE.
pgs 72-88 B. Continue Receiving Financial Auditing Services from Rehmann Robson to the
Year Ending September 30, 2021 in the Amount of $46,200 (Transmittal,
Engagement Letter)
pgs 89-93 C. Award and Authorize Negotiations to Design Build a Yacht Club Seawall
Replacement to Ferreira Construction Co., Inc. (RFQ #21-04) (Transmittal,
Scores, Comments, Current Projects)
pg 94-97 D. Discuss and Direct Staff Regarding Launch Options for the 4`h of July Fireworks
(Transmittal, Boundary Map)
13. CITY ATTORNEY MATTERS
14. CITY MANAGER MATTERS
15. CITY CLERK MATTERS
16. CITY COUNCIL MATTERS
A.
Council Member McPartlan
B.
Council Member Nunn
C.
Mayor Dodd
D.
Vice Mayor Hill
E.
Council Member Jones
17. ADJOURN (All meetings shall adjourn at 9:30 pm unless extended for up to one half hour by a majority
vote of City Council)
NO STENOGRAPHIC RECORD BY A CERTIFIED COURT REPORTER WILL BE MADE OF THE
FOREGOING MEETING. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE BY THE
CITY COUNCIL, BOARD OR AGENCY WITH RESPECT TO ANY MATTER CONSIDERED AT THIS
MEETING OR HEARING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE
PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON
WHICH THE APPEAL 1S TO BE HEARD. (F. S.286.0105)
IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA) OF 1990, ANYONE WHO
NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S
SEATING ADA COORDINATOR AT 388-8226 -ADA @CITYOFSEBASTIAN.ORG AT LEAST 48 HOURS
IN ADVANCE OF THIS MEETING.
TO PROTECT THE HEALTH AND SAFETY OF CITY OFFICIALS, CITY STAFF, AND THE PUBLIC,
OFFICIALS CAN FULLY PARTICIPATE AND TAKE OFFICIAL ACTION DURING A PUBLIC MEETING
BY THE USE OF COMMERCIAL MEDIA TECHNOLOGY
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ZOOM INFORMATION
Please click the link below to join the webinar:
https://us02web.zoom.us/j/89859588313
Or iPhone one -tap : US: +19294362866„89859588313# or +13017158592„89859588313#
Or Telephone: Dial(for higher quality, dial a number based on your current location):
US: +1 929 436 2866 or +1 301 715 8592 or +1 312 626 6799 or +1 669 900 6833 or
+1 253 215 8782 or +1 346 248 7799
Webinar ID: 898 5958 8313
International numbers available: https://us02web.zoom.us/u/kbpSafi9Ey
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PROCEDURES FOR PUBLIC INPUT IN ACCORDANCE WITH RESOLUTION NO. R-20-34
Regular City Council Meetinas
Public input is ALLOWED under the heading:
Consent Agenda
r Public Hearings
• Unfinished Business
• New Business
• Public Input
Public Input is NOTALLOWED under the headinlgs:
• Proclamations, Awards, Brief Announcements (except for individuals giving or accepting
proclamations or awards);
• Committee Reports and Appointments (except for committee members giving reports and
applicants being interviewed for committee appointments);
• City Council Matters
Charter Officer Matters
Council may, by majority vote, call upon an individual to provide input if desired.
Workshops and Special Meetinas
Public input is limited to the item on the agenda
Time Limit
Input on agenda items where public input is permitted on agendas is FIVE MINUTES; however,
City Council may extend or terminate an individual's time by majority vote of Council members
present.
Input Directed to Chair
Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL
DELIBERATION of the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR,
unless answering a question of a member of City Council or City staff. Individuals shall not
address City Council after commencement of City Council deliberation on an agenda item after
public input has concluded, providing, however, the Mayor and members of City Council may
recall an individual to provide additional information or to answer questions.
Certain Remarks Prohibited
Personal, impertinent, and slanderous remarks, political campaigning, and applauding are not
permitted and may result in expulsion from the meeting. The Chair shall make determinations
on such remarks, subject to the repeal provisions below.
Appealina Decisions of Chair
Any member of Council may appeal the decision of the Chair to the entire Council. A majority
vote of City Council shall overrule any decision of the Chair.
Public Input Headina on Aaenda
The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals
to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON
THE PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior
to meetings. Individuals are asked to provide copies of material for Council one week prior to
the meeting if they intend to refer to specific material. City Council will not debate an issue
during Public Input but may be consensus direct a Charter Officer in regard to the item if
necessary or place a requested item on a future agenda.
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SEBASTIAN
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL FORM
COUNCIL MEETING DATE: March 10, 2021
AGENDA ITEM TITLE: Presentation of the Fiscal Year 2020 Comprehensive
Annual Financial Report and Annual City Audit.
RECOMMENDATION: Receive the Auditor's Briefing on the Financial Report and
the Annual City Audit.
BACKGROUND: Florida Statutes 218.39 requires the City to have an annual
financial audit. When grant funding exceeds certain limits, we must also have a "Single Audit"
performed. The independent audit firm of Rehmann Robson was competitively selected -to
perform the City's audit and "Single Audit" and this is the tenth year of that agreement. City
Staff is also requesting approval to defer the request for proposal process for another year.
The FY2020 Annual Financial Report can be accessed via the
City's website at htto://www.citvofsebastian.orp/city-financials. We are waiting for additional
guidance on whether a "single audit" is also required, as it is not clear whether the funding from the
CARES Act must be counted in the total amount of federal/state payments. If those receipts must be
counted, we will have exceeded the limit and the Auditor's will also complete the "Single Audit".
Ross Cotherman from the firm of Rehmann Robson will log on via ZOOM to briefly comment on
the Report and respond to any questions from the City Council.
If Agenda Item Reauires Expenditure of Funds:
Budgeted Amount: $44,000
Total Cost: $39,500, plus $4,500 for the Single Audit If Required this year.
Funds to Be Utilized for Appropriation: General Fund and Enterprise Funds
Attachments:
1. FY2020 Comprehensive Annual Financial Report (available on City's website at
httr):l/www.citvofsebastian.orq/city-financials
Administrative Services Department R e
City Attorney Review:
Procurement Division Review, f applicafile: N/I�
City Manager Authorization:��
Date:
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OT) %X
HOME Of PELICAN ISLAND
COMMUNITY REDEVELOPMENT AGENCY WORKSHOP
& SEBASTIAN CITY COUNCIL REGULAR MEETING
MINUTES
WEDNESDAY, FEBRUARY 10, 2021 — 5:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
Chairman Dodd called the CRA Workshop to order at 5:00 p.m.
2. A moment of silence was held.
3. Mr. Nunn led the Pledge of Allegiance.
4. ROLL CALL:
Chairman Ed Dodd
Vice Chairman Jim Hill
Mr. Fred Jones
Mr. Bob McPartlan
Mr. Chris Nunn
Staff Present:
City Manager Paul Carlisle
City Attorney Manny Anon, Jr.
City Clerk Jeanette Williams
Administrative Services Director/CFO Ken Killgore
Public Facilities Director/Airport Manager Scott Baker
Leisure Services Director Brian Benton
Community Development Director/CRA Manager Lisa Frazier
Community Development Planner Robert Loring
Police Officer Robert Vafiades
5. DISCUSS THE FUTURE USE OF THE FORMER HARBOR LIGHTS MOTEL
PROPERTY - 1215 INDIAN RIVER DRIVE (Transmittal, Options, Environmental
Screening, Zoning Regulations. Aerial, Survev, Example Schematics/Renderings/Photos)
Chairman Dodd stated the reason for the discussion was for the future use of Harbor
Lights Motel property.
The City Manager said the property was purchased in 2018 to preserve the waterfront
view and enjoin that property with the Main Street boat ramp property. He stated that he
has provided background information, an environmental report, and pictures of the
property.
The Community Development Department Planner reported that staff has provided a list
of what the property might be used for.
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CRA Workshop & Regular City Council Meeting
February 10, 2021
Page 2
Darryl Craft, Sebastian, said he was familiar with the property and hoped it wouldn't
become a parking lot but generate money for the City.
Grace Reed, Sebastian, said she supported the City selling it with restrictions on how it
can be used; it would be beneficial to the City.
Vice Chairman Hill said he was part of the purchase of the property and back then, from
his standpoint, they wanted to save the property on the east and expand the park south
to conjoin the properties to save the view for the citizens. He always had the intent to
sell the west property so that it may go back on the tax rolls. He said if it was done right
it could be an amazing piece of property. He said there are CRA regulations that outline
what could be on the property but he wouldn't want to restrict it so much that citizens
couldn't get as much back as they can from the property. He was in favor of putting the
property up for sale.
Mr. Nunn said he was in favor of putting the property back on the tax rolls; if they do put
stipulations on the property, he would like to discuss what those would be.
Mr. Jones said he would not be opposed to having a couple more shops along the river,
as long as they follow the CRA regulations.
Mr. McPartlan said it is a prime piece of real estate; it will be connected to sewer and
water.
Chairman Dodd said originally he was opposed to selling it; he kept asking himself whet
the City would gain as related to the money. He said he liked that the property was
connected to property the Chamber of Commerce is on but he didn't think they had any
plan on moving. He said he would like to see the comp plan completed to see if the plan
might change any rules in the CRA that might come into play with the use of the land.
The CRA Manager said she was not aware of any changes in the new comp plan that
would affect the commercial waterfront residential (CWR) zoning. She said it was part of
the riverfront overlay that has stringent landscape architect codes on top of the CWR
code that would have to be adhered to.
Chairman Dodd said he would like to see a mixed use as much as possible. He asked if
they were to put a condition on the sale that requires mixed use, would that be the only
way they could lean towards that effort.
The City Manager explained the municipality has a separate option than a private seller,
whereby they can put a proposal out requiring a plan of what the developer wants to put
there. They can allow free market to reign and let the developer provide a conceptual
plan that they can accept or reject, but they would make it known what they want to sere
there.
The CRA Manager asked the members to look at the rendering on page 45, noting that
in similar cases, other cities have put out a RFP delineating what they want to see in
their vision and have asked developers to come in with a proposal for that site; then that
board selected what made the most sense. She said another option would be to offer a
land lease.
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CRA Workshop & Regular City Council Meeting
February 10, 2021
Page 3
Chairman Dodd and Mr. Jones said they envisioned something like the rendering on
page 45.
The City Manager said he would bring back discussion for a RFP for a formal decision at
the next meeting.
6. Chairman Dodd adjourned the CRA Workshop at 5:20 p.m.
7. Mayor Dodd convened the Regular City Council Meeting at 6:00 p.m. All members were
present.
8. AGENDA MODIFICATIONS - None
9. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS
A. Proclamation 211 Awareness Week - February 11"' - 17`h, 2021 - Colleen Waits,
Communitv Relations Specialist - 211 Treasure Coast
Mayor Dodd read the proclamation to publicize the many resources available through
the 211 HelpLine.
Brief Announcements:
February 13 — Craft Club of Sebastian Show in Riverview Park — 10am — 3pm
February 19 — Sebastian Police Dept. Movie Night Out in Riverview Park — 7pm
Mayor Dodd announced the upcoming events.
10. PUBLIC INPUT
Barry Shapiro introduced himself and said he has started a charity to collect socks and
underwear for the homeless; he is in the middle of his third annual sock drive. He asked
that everyone spread the word to collect the socks and underwear to be dropped off at
the PackMart or City Hall until the end of February.
Frank Nolan said he too, has posted a Facebook page for items needed by the;
homeless and the response has been so great that he has gotten a storage unit for the
items; the negative side is that there is nowhere for the homeless to sleep in the cold
weather. He would like to meet with the members to come up with ideas on how to help.
11. CONSENT AGENDA
A. Approval of Minutes - January 27, 2021 Regular City Council Meeting
B. Approve the Budget Calendar for Fiscal Year 2021-2022 (Transmittal, Calendar)
C. Approve the Roseland Road Sewer Expansion Cost Share Agreement in the
Amount of $31,485.97 between the City of Sebastian and Indian River County,
(Transmittal, Agreement, Survey, Estimate)
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CRA Workshop & Regular City Council Meeting
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D. Approve the Purchase of Police Vehicles Utilizing the Piggyback of Charlotte
County's Contract #2018000509 and Sourceweil's Co-operative Contract for a
Total Amount of $318,347.84 (Transmittal, Quotes)
E. Approve Alcoholic Beverages for the Burns Family Event at Community Center
on February 27, 2021 from 11:00 a.m. to 5:00 p.m. — Permittee DOB Verified
(Transmittal, Application, Receipt)
MOTION by Council Member McPartlan and SECOND by Council Member Nunn to
approve Consent Agenda Items A-E passed with a unanimous voice vote. 5-0
12. COMMITTEE REPORTS & APPOINTMENTS — None
13. PUBLIC HEARINGS — None
14. UNFINISHED BUSINESS — None
15. NEW BUSINESS
A. First Readina Ordinance Nc
Chanaes to IRS Reauired
Police Pension Board Shall
Maintain the Police Pension
Public Hearinq for February
IRS Bulletin)
. 0-21-02 — Adiustinq the Police Pension Plan fcr
Minimum Distribution Rules and Provide that the
Adopt Necessary and Appropriate Amendments to
Plan as an IRS Qualified Public Pension Plan — Set
24, 2021 (Transmittal, 0-21-02, Letter. IRS Guide,
AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING CHAPTER 58,
ARTICLE III, POLICE OFFICERS' RETIREMENT PLAN, OF THE CODE O
ORDINANCES, AMENDING SECTION 58-51, BENEFIT AMOUNTS AND ELIGIBILITY';
SECTION 58-52, PRE -RETIREMENT DEATH; SECTION 58-55, OPTIONAL FORMS 01:
BENEFITS; SECTION 58-61, MINIMUM DISTRIBUTION OF BENEFITS; SECTION 58-
62, MISCELLANEOUS PROVISIONS; PROVIDING FOR SEVERABILITY; PROVIDING
FOR CODIFICATION; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN
CONFLICT HEREWITH, TO THE EXTENT OF SUCH CONFLICT; PROVIDING FOR
SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-21-02. The City Manager said this is
required because of an IRS change.
MOTION by Vice Mayor Hill and SECOND by Council Member McPartlan to pass
Ordinance No. 0-21-02 on first reading and set the public hearing for February 24, 2021.
There was no public comment.
Roll call: Council Member Jones - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Dodd - aye
Vice Mayor Hill - aye
Motion carried. 5-0
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CRA Workshop & Regular City Council Meeting
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B. Approve Lease Aqreement for Hangar C with Fishe Fivinq Corp., dba Pilot's
Paradise. Inc. for a Lease Term of Twentv (20) Years with an Option to Extend
as a Result of Mutual Termination of Current Lease Aqreement with Cruiser
Aircraft (Transmittal, Aqreement, Request to Terminate)
The City Manager stated Cruiser Aircraft has moved to another location and was
subleasing their space; they did not want to be in a landlord position leading to the
presented agreement that has been reached between all parties. The City
recommended approval of the new lease agreement.
MOTION by Council Member Jones and SECOND by Council Member McPaMan to
approve the new lease agreement for Hangar C with Fishe Flying Corp. dba Pilot's
Paradise, Inc.
Roll call: Council Member Jones - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Dodd - aye
Vice Mayor Hill - aye
Motion carried. 5-0
C. Resolution No. R-21-02 — Acceptinq the 4`h Quarter Financial Report and
Recoqnizina Necessary Amendments and Ad'Iustments to the FY19120 Annual
Budqet (Transmittal, R-21-02, Report)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORID&
APPROVING AN AMENDMENT AND RECOGNIZING CERTAIN ADJUSTMENTS TO
THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2019 AND ENDING
SEPTEMBER 30, 2020 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR
CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN
EFFECTIVE DATE.
The Chief Financial Officer said the report was the last quarter of FY19/20 which has
been reviewed by the budget committee who were pleased to find that only 95% of the:
general budget was spent.
Vice Mayor Hill congratulated the Finance Department and all of the City's staff for the
outstanding job considering what happened in 2020.
Council Member Nunn said the CFO and the City Manager have done a great job in
keeping the City where we need to be.
MOTION by Council Member Nunn and SECOND by Council Member McPartlan to
approve Resolution No. R-21-02.
There was no public input.
The motion was unanimously approved with a voice vote of 5-0.
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D. Resolution No. R-21-04 — Reviewina Charter Officers' Evaluation Procedures
and Establishina Procedures for Charter Officer Goal Settina, Evaluations, Waae
Adjustment, and Renegotiations of Employment Aqreements (Transmittal, R-10-
05, R-21-04)
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA,
ESTABLISHING PROCEDURES FOR CHARTER OFFICERS FOR GOAL SETTING,
EVALUATIONS, WAGE ADJUSTMENTS OR OTHER INCREASES IN
COMPENSATION, AND RE -NEGOTIATIONS OF EMPLOYMENT AGREEMENTS;
REPEALING RESOLUTION NO. R-10-05, IN ITS ENTIRETY; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S
ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE.
Vice Mayor Hill said the resolution was well written and took into discussion everything
they discussed at the last meeting. Mayor Dodd thanked staff for drafting it.
MOTION by Vice Mayor Hill and SECOND by Council Member Nunn to approve
Resolution No. R-21-04.
There was no public input.
The motion was unanimously approved with a voice vote of 5-0.
16. CITY ATTORNEY MATTERS
The City Attorney gave an update on 2021 Charter Review noting the committee would
be done with reviewing the articles this month, revisit the sections they would like to go
back to in March, and hold public hearings to receive input, then subsequently bring their
recommendations to Council.
17. CITY MANAGER MATTERS — None
18. CITY CLERK MATTERS — None
19. CITY COUNCIL MATTERS
A. Vice Mayor Hill — None
B. Council Member Jones — None
C. Council Member McPartlan said he has been watching the Charter Review
meetings and he invited everyone to watch the meetings where the committee is
considering all of the issues.
He also reported that he attended the Veterans Council of Indian River County
meeting last week where they are trying to educate the public that they have:
resources available to help veterans with home repairs or renovations. He asked
everyone to help get the word out as they are applying for an Impact 100 Grant:
where they must show they have the ability to get the resources out to the
veterans.
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He noted that if a veteran owns a business along the river, the committee could
help with the sewer connection. He asked that the City's veterans committee
help to spread the word.
D. Council Member Nunn said Walmart and Sam's Club will soon be carrying the
COVID vaccine which will give the public another opportunity to receive the
vaccine. He hoped that alleviated some of the anxiety the public is experiencing.
He thanked the City Manager and stormwater staff who have been doing an
amazing job of clearing the ditches behind the houses.
E. Mayor Dodd reported there is an active effort by the legislature to take over
vacation rentals at the state level which is not a good thing for municipalities. He
asked Council if the City Manager could draft a letter opposing this effort. There
was a consensus to draft a letter.
Mayor Dodd said the COVID executive order process has had a lot of flux to it
and if Council was amenable, he asked if the City Manager would produce a
report to see if there was anything in the City's current emergency declaration
that would put the City at odds with the executive orders that have come out.
There was a consensus of Council to have the orders reviewed.
20. Being no further business, Mayor Dodd adjourned the Regular City Council Meeting at
6:33 p.m.
Approved at the March 10, 2021 Regular City Council Meeting.
Ed Dodd, Mayor
ATTEST.
Jeanette Williams, MMC - City Clerk
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HOME OF PELICAN ISLAND
SEBASTIAN CITY COUNCIL REGULAR MEETING
& COMMUNITY REDEVELOPMENT AGENCY
MINUTES
WEDNESDAY, FEBRUARY 24, 2021 - 6:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
Mayor Dodd called the Regular Meeting to order at 6:00 p.m.
2. Cantor Sara Kheel, Temple Beth Shalom, gave the invocation.
3. Council Member Chris Nunn led the Pledge of Allegiance.
4. ROLL CALL
Mayor Ed Dodd
Vice Mayor Jim Hill (Zoom)
Council Member Fred Jones
Council Member Bob McPartlan
Council Member Chris Nunn
Staff Present:
City Manager Paul Carlisle
City Attorney Manny Anon, Jr.
City Clerk Jeanette Williams
Administrative Services Director/CFO Ken Killgore
Asst. Administrative Services Director Cindy Watson
Procurement/Contracts Manager Ann -Marie Fraser
Public Facilities Director/Airport Manager Scott Baker
Leisure Services Director Brian Benton
Community Development Director/CRA Manager Lisa Frazier
Police Capt. Tim Wood
5. AGENDA MODIFICATIONS - None
6, PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS
Brief Announcements:
Saturday, February 27, 2021 - Sebastian River Art Club at Riverview Park - 10am — 4pm
Saturday, March 6, 2021 — Craft Club of Sebastian at Riverview Park - 10am -- 3pm
Mayor Dodd announced the upcoming events.
7. PUBLIC INPUT
Robert Stephen stated the City was still spraying the canal system.
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Regular City Council & CRA Meeting
February 24, 2021
Page 2
8. CONSENT AGENDA
21.021 A. Approve the Removal, Purchase, and Installation of Six "Welcome to Sebastian"
Gateway Signs from West Central Signs, Inc. — SignStar in the Amount of
$44,000 (Transmittal, Schedule, Specs)
21.022 B. Approve the Purchase of Golf Cart Batteries for the Sebastian Municipal Golf
Course from Royal Battery in the Amount of $17,466.61 (Transmittal, Quote)
21.023 C. Approve Road Closure for the Leisure Services Department Easter Egg Hunt on
March 26, 2021 (Transmittal, Map)
MOTION by Council Member Jones and SECOND by Council Member McPartlan to
approve consent agenda items A-C.
Roll call: Vice Mayor Hill - aye
Council Member Jones - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Dodd - aye
Motion carried. 5-0
9. COMMITTEE REPORTS & APPOINTMENTS
Mayor Dodd commented that he has been watching the Charter Review meetings which
are going really well. He thanked the volunteers.
Council Member Nunn reported that he attended the Indian River County Affordable
Housing Committee meeting where he was asked if the City had any property for a multi-
family housing project. Mayor Dodd noted that is a priority in the City's 2024
Comprehensive Plan,
10, PUBLIC HEARINGS
21.026 A. Second Readina & Public Hearina of Ordinance No. 0-21-02 — Adiustina the
Police Pension Plan for Chances to IRS Required Minimum Distribution Rules
and Provide that the Police Pension Board Shall Adopt Necessary and
Aepropriate Amendments to Maintain the Police Pension Plan as an IRS
Qualified Public Pension Plan (Transmittal. 0-21-02. Letter, IRS Guide. IRS
Bulletin)
AN ORDINANCE OF THE CITY OF SEBASTIAN, FLORIDA, AMENDING CHAPTER 58,
ARTICLE III, POLICE OFFICERS' RETIREMENT PLAN, OF THE CODE OF
ORDINANCES, AMENDING SECTION 58-51, BENEFIT AMOUNTS AND ELIGIBILITY;
SECTION 58-52, PRE -RETIREMENT DEATH; SECTION 58-55, OPTIONAL FORMS OF
BENEFITS; SECTION 58-61, MINIMUM DISTRIBUTION OF BENEFITS; SECTION 58-
62, MISCELLANEOUS PROVISIONS; PROVIDING FOR SEVERABILITY; PROVIDING
FOR CODIFICATION; PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN
CONFLICT HEREWITH, TO THE EXTENT OF SUCH CONFLICT; PROVIDING FOR
SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE.
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Regular City Council & CRA Meeting
February 24, 2021
Page 3
21.024
6.09 pm
The City Attorney read the title of Ordinance No. 0-21-02 and Mayor Dodd opened the
public hearing at 6:08 p.m. There was no public input.
MOTION by Council Member McPartlan and SECOND by Council Member Jones to
approve Ordinance No. 0-21-02.
Roll call: Council Member Jones - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Dodd - aye
Vice Mayor Hill - aye
Motion carried. 5-0
11. UNFINISHED BUSINESS
A. Presentation by Scott Loiacano, Senior Project Manaaer, Wright Construction
Group, Inc. — Design Build Project of the Citv of Sebastian Public Works
Complex at the Sebastian Municipal Airport
Approve Desiqn Build Guaranteed Maximum Price (GMP) Work Services
Aareement with Wright Construction Group. Inc.. Awarded Vendor of RFQ #1 8-
09 Design Build of Citv Garaae and Public Facilities Storaae Buildinq Compound
at the Sebastian Municipal Airport in the Amount of $9,161,495 (Transmittal,
Proposal, Agreement. Plans, Schedule)
The City Manager explained this came about 12 years ago where it was the goal -of
Council to move the compound from the triangle property. He started the process of a
design build contract with Wright Construction which will meet the needs of the City
today as well as the future. He continued to explain the project will be a complete turin-
key operation without change orders; paid with discretionary sales taxes which have
been put aside for last four years and projected out. The new facility will help the City's
crew with their operations and open up the land, where the compound is currently
located, for sale.
Scott Loiacano, Wright Construction, introduced himself as well as Dustin Heath, Project
Manager and Jim DiBernardo, Project Superintendent and thanked the City for all of the
staff's effort since February 2019. Mr. Loiacano displayed a comprehensive PowerPoint
presentation going over the project. (See attached) He noted over 60% of the
subcontracted work will be going to contractors within a 50 mile radius of the job site.
They anticipate starting May 11, with a substantial completion date of April 7, 2022.
The City Manager stated there will be electrical charging stations if the City were to
procure electric vehicles in the future and there is a south side location to bring in natural
gas if it became available in the future.
Mayor Dodd said he appreciated that the City Manager and Project Manager were able
to turn out a complete turn -key project. The City Manager noted every department had
input on the project to benefit City operations.
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Regular City Council & CRA Meeting
February 24, 2021
Page 4
Mayor Dodd stated the City has allocated $4.6M from the FY2019 budget cycle to pay
for this and $3.5M will be coming in FY2023/2024 from the discretionary sales tax
reserves. The discretionary sales tax reserve has approximately $81M right now. He
wanted the public to understand that the project did increase from $6M to $9.1 M 10
procure a complete building.
Vice Mayor Hill said he has been a strong proponent of moving the compound to the
airport for decades as it will allow them to move forward with the citizens' CRA vision for
the triangle property and ignite an economic engine on the west side of the airport.
MOTION by Vice Mayor Hill and SECOND by Council Member McPartlan to approve the
design build agreement with Wright Construction Group, Inc. for the City Garage and
Public Facilities Storage Building Compound at the Sebastian Municipal Airport.
Bill Flynn, Sebastian, asked if the floor would be epoxy coated to reduce the chance of
slip and fall. Mr. Loiacano said currently they plan a clear sealer -hardener throughout
the building.
Zoom Participation
Robert Stephen asked if there was room to take care of large semi -trucks, a lift to
service the large equipment, and overhang to protect the vehicles from the sun. The
City Manager said there would be a lift and a 20 foot overhang to store some of the
vehicles but not all would be under cover.
Roll call: Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Dodd - aye
Vice Mayor Hill - aye
Council Member Jones - aye
Motion carried. 5-0
12. Mayor Dodd recessed the City Council Meeting and convened the Community
Redevelopment Agency Meeting at 6:35 p.m.
A. Approval of Minutes — June 24, 2020 CRA Meeting
B. Approval of Minutes — January 27, 2021 CRA Meeting
MOTION by Mr. McPartlan and SECOND by Mr. Nunn to approve both June 24, 2021
and January 27, 2021 minutes passed with a unanimous voice vote. 5-0
21.021 C. Authorize the Preparation of a Request for Pr000sal to Solicit the Future
Development of the Harbor Lights Motel Propertv — 1215 Indian River Drive
(Transmittal, RFP Outline, Environmental Screening, Zoning Reaulations, Aerial,
Survev, Sample Renderinas, Sebrinq's RFP)
The City Manager stated at the previous CRA workshop there was discussion to put out
an RFP to see what kind of responses the City would receive. He requested formal
direction to put out an RFP based on criteria or an open RFP based on whatever comes
in.
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Regular City Council & CRA Meeting
February 24, 2021
Page 5
Chairman Dodd asked if they do an RFP without restrictions and they receive five
responses, could they turn down all responses. The City Manager advised that the City
puts a clause in all bid documents that they reserve the right to reject all bids.
Chairman Dodd said one of conditions should be that the design concept will be
consistent with the Charrette vision. Vice Chairman Hill said he had no problem with
that criteria.
Motion by Vice Chairman Hill and SECOND by Mr. McPartlan in favor of the City putting
out an RFP to include the Charrette design criteria.
Chairman Dodd suggested another criteria that they lend some weight to include the
adjoining property. The City Manager advised they could look at all of the proposals,
and collectively, if they like a proposal that includes both properties, they could go with
that one.
Mr. Nunn said the beauty of the discussion is that it will be done with all five members.
There was no public input.
The MOTION passed with a unanimous voice vote of 5-0.
13. Chairman Dodd adjourned the Community Redevelopment Agency Meeting and
reconvened the City Council meeting at 6:42 p.m.
14, NEW BUSINESS
21.025 A. Review of the Citv of Sebastian's Local State of Emerqencv Declaration
(Transmittal, Governor DeSantis' Executive Orders 20-52, 20-91, 20-92, 20-114,
20-166, 20-192, 20-213. 20-244, 20-276. 20-297, and 20-316. Sebastian's
Amended Local State of Emergencv Declaration)
The City Manager said at the last Council meeting he was asked to see if there were any
inconsistencies with the state's declaration and the City's emergency declaration. He
explained Executive Order 20-52 will expire February 29, 2021 unless the Governor
extends it; until then, the City's declaration was consistent with Executive Order 20-52.
The City Attorney advised the Governor would probably extend the executive order for
another 60 days.
There was no public input to this informational item.
21.026 B. Approve the 3rd Amendment to Waste Management's Franchise Aareement for
Solid Waste Collection (Transmittal)
The City Manager said there was some confusion in the contract regarding yard waste,
so with the assistance of Ms. Perez from Waste Management, he worked out in when
trash collection would be done after a holiday:
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Regular City Council & CRA Meeting
February 24, 2021
Page 6
6:46 pm
If yard waste falls on a weekday holiday, it will be picked up the next Saturday
If the holiday falls on the weekend, it will be picked up on the next scheduled pickup day
The City Manager said schedules would be posted on the City's website, Waste
Management's website and through automated text messages to the residents.
Council Member McPartlan suggested more incentives might be pursued for the
businesses along the riverfront.
Debbie Perez, Waste Management, advised recycling services are available for
subscription.
MOTION by Council Member Jones and SECOND by Council Member McPartlan to
approve the Yd amendment to Waste Management's franchise agreement passed with a
unanimous voice vote. 5-0
21.027 C. Consider Supervisor Swan's Request to Hold 2022 Early Votina in Council
Chambers — Consider Rescheduling Affected Council Meetinas (Transmittal,
Letter, 2022 Meetina Dates, Agreement)
The City Manager said this was the Supervisor's request to hold early voting which
would take away one of their Council meetings.
MOTION by Council Member Jones and SECOND by Council Member Nunn to approve
Supervisor's Swan's request and cancel the October Council meeting passed with a
unanimous voice vote.
There was no public input.
15. CITY ATTORNEY MATTERS - None
16. CITY MANAGER MATTERS
The City Manager reported that the City has dropped from a FEMA National Flood
Insurance Community Rating "7" to a "6" which will give residents a 20% savings on their
flood insurance premiums. He said this decrease speaks volumes for the staff who have
worked so hard to save the residents money.
He also reported that the Thor Guard Lightening Detection System was up and running
and invited the residents to go to httpal360.thormobile.net/cityofsebastian/ where a 12
mile radius can be reviewed for lightning storms, heat warnings, weather radar, and
other rainfall data.
The City Manager said he has drafted a letter opposing the state's preemption of short
term rental regulations, noting that as more homes become corporate investment
properties that will reduce the availability workforce housing which he mentioned in his
letter to the legislators.
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Regular City Council & CRA Meeting
February 24, 2021
Page 7
He also spoke on the City's partnership with the County on installing the sewer line on
Roseland Road which is not only great opportunity for the new Public Works Facility but
also the environment.
17. CITY CLERK MATTERS - None
18. CITY COUNCIL MATTERS
A. Council Member Jones — None
B. Council Member McPartlan said he had visited the doctor this week who advised
him that what the public is doing to combat COVID is working because last year
the doctor saw 20-25 cases of the flu but none so far this year.
C. Council Member Nunn advised that FPL is doing a door-to-door survey with a
company called Bowman Associates to determine if they have support to move
the utilities underground. He wanted the public to know that it was a legitimate:
survey but it wasn't sponsored by the City.
D. Mayor Dodd said he would be bringing back the City Attorney's contract to the
next meeting. He advised that when the City negotiated his original contract, his
salary was to be discussed after the completion of the probationary period.
He asked the City Manager to give them an update on the CRA Septic to Sewer
Program and where they were with the stormwater master plan.
E. Vice Mayor Hill said as he was reviewing the agenda packet, he was reminiscing
about when he was on Council and the US Hwy 1 gateway signs were installed.
He announced that one of his daughters, Taylor Rose Eason, would be shipping
off to the Army National Guard boot camp this weekend for training where he
knows she will make a great leader and he was proud of what she is doing to
serve our Country.
He thanked the City's staff, Police Department, Sign Shop, and Public Works
staff who do a great job and make them look good.
19. Being no further business, Mayor Dodd adjourned the Regular City Council meeting at 7:02 p.m.
20 of 97
05 OF
SEAT_"
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL
Council Meetina Date: March 10, 2021
Title & Recommendation: Approve Resolution No. R-21-05 regarding FDOT Public Transportation
Grant Agreement (PTGA), Authorizing City Manager to Execute FDOT PTGA
for the Construction of Taxi Lane at the Sebastian Municipal Airport.
Background: The Procurement Division, on behalf of the Sebastian Municipal Airport,
recommends Council approve Resolution No. R-21-05 providing authorization to the City Manager to execute
FDOT PTGA #445871-1-94-01. This grant was started on November 20, 2019 when City Council approved
PTGA #445871-1-94-01 allowing $25,662 in state funding towards the Construction of a Taxi Lane and
renovation of a Taxiway Alpha pavement section. The original grant was based on an estimated construction
cost of $513,246. Since that time the engineering and design has been completed on this project, and it now
has a revised cost estimate of $730,434,00. Based on the new cost estimate, the state has increased its
funding. The supplemental PTGA allows up to $36,552 in state funds. Commensurately, the City's matching
funds will increase from $25,662 to $36,552, an increase of $10,890. DST funds will cover the City's increase
in matching funds. Staff recommends City Council approve PTGA #445871-1-94-01 and RESOLUTION R-•21-
05; and authorize the City Manager to execute the appropriate documents.
If Agenda item Reauires Expenditure of Funds:
Budgeted Cost: $36,552
Funds to Be Utilized for Appropriation: Discretionary Sales Tax
Attachments:
1. Resolution No. R-21-05......................................................................................................... 2
2. Taxi Lane and Taxiway Alpha Repair.................................................................................... 4
3. PTGA #445871-1-94-01 Amendment.................................................................................... 5
Administrative Services Department Review:
City Attorney Review: A' a4uv AnA, vi, Jr•
Procurement Division Review, if applicable:
City Manager Authorization:
f� r
Date: -� /;-%
Page 1 of 10
21 of 97
RESOLUTION NO. R-21-05
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER TO
EXECUTE A PUBLIC TRANSPORTATION GRANT AGREEMENT WITH
THE FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT) FOR
THE INCREASE IN CONSTRUCTION COSTS RELATING TO FM445871-
1-94-01 "CONSTRUCTION OF TAXI LANE" AT THE SEBASTIAN
MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR
SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE.
Whereas, the Florida Department of Transportation has extended a Public
Transportation Grant Agreement (PTGA), FM Project Number 445871-1-94-01 for the
Construction of a Taxi Lane and renovation of Section 425 on Taxiway Alpha at
Sebastian Municipal Airport (SMA) providing for 5% of the actual project cost, project
cost not to exceed $731,046.00 and
Whereas, the City of Sebastian agrees to the conditions of such funding,
NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
SEBASTIAN, as follows:
Section 1. AUTHORIZATION. The City Manager is hereby authorized to
execute said FDOT PUBLIC TRANSPORTATION GRANT AGREEMENT on behalf of
the City.
Section 2. CONFLICTS. All resolutions or parts of resolutions in conflict
are hereby repealed.
Section 3. SCRIVENER'S ERRORS. Sections of this resolution may be
renumbered or re -lettered and corrections of typographical errors which do not affect
the intent may be authorized by the City Manager, or the City Manager's designee,
without need of further action of City Council by filing a corrected copy of same with the
City Clerk.
Section 4. EFFECTIVE DATE. This resolution shall take effect
immediately upon its adoption.
The foregoing Resolution was moved for adoption by Council Member
The motion was seconded by Council Member and,
upon put to a vote, the vote was as follows:
Mayor Ed Dodd
Page 2 of 10
22 of 97
RESOLUTION 21-05
Page 2
Vice Mayor Jim Hill
Council Member Bob McPartlan
Council Member Chris Nunn
Council Member Fred Jones
The Mayor thereupon declared this resolution duly passed and adopted this
10th day of March, 2021.
ATTEST:
Jeanette Williams, City Clerk
CITY OF SEBASTIAN, FLORIDA
Mayor Ed Dodd
Approved as to form and legality for
reliance by the City of Sebastian only:
Manny Anon, Jr., ESQ City Attorney
Page 3 of 10
23 of 97
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
Form 726-00-0
PUBLIC TRANSPORTATION
STRATEGIC
DEVELOPMENT
AMENDMENT TO THE PUBLIC TRANSPORTATION
DDc 11119
GRANT AGREEMENT
Financial Project Number(s):
Fund(s): DDR,DPTO
FLAIR Category:
088719
(item -segment -phase -Sequence)
445871-1-94-01
Work Activity Code/Function: 215
Object Code:
7A_o1o0
Federal Number/Federal Award
Org. Code:
55042610429
Identification Number (FAIN) -Transit only:
Vendor Number:
VF596000427008
Contract Number;
611396
Federal Award Date:
Amendment No.:
1
CFDA Number.
NIA
Agency DUNS Number
CFDA Title:
NIA
CSFA Number:
NIA
CSFA Title:
NIA ----
-- -- --- -
- -
- - -------
THIS AMENDMENT TO THE PUBLIC TRANSPORTATION GRANT AGREEMENT ("Amendment") is made and entered
into on , by and between the State of Florida, Department of Transportation
("Department"), and Citv of Sebastian, (Agency"),collectively referred to as the "Parties."
RECITALS
WHEREAS, the Department and the Agency on 11/2612019 (date original Agreement entered) entered into a Public
Transportation Grant Agreement ("Agreement").
WHEREAS, the Parties have agreed to modify the Agreement on the terms and conditions set forth herein.
NOW THEREFORE, in consideration of the mutual covenants in this Amendment, the Agreement is amended as
follows:
1. Amendment Description. The project is amended Increase in funds. to address construction estimate
shortfall,
2. Program Area. For identification purposes only, this Agreement is implemented as part of the Department
program area selected below (select all programs that apply):
_ Aviation
Seaports
Transit
Intermodal
Rail Crossing Closure
X Match to Direct Federal Funding (Aviation or Transit)
(Note: Section 15 and Exhibit G do not apply to federally matched funding)
Other
3. Exhibits. The following Exhibits are updated, attached, and incorporated into this Agreement:
X Exhibit A: Project Description and Responsibilities
X Exhibit B: Schedule of Financial Assistance
_ *Exhibit B1: Deferred Reimbursement Financial Provisions
*Exhibit B2: Advance Payment Financial Provisions
_ *Exhibit C: Terms and Conditions of Construction
X Exhibit D: Agency Resolution
Exhibit E: Program Specific Terms and Conditions
Exhibit F: Contract Payment Requirements
`Exhibit G: Financial Assistance (Single Audit Act)
"Exhibit H: Audit Requirements for Awards of Federal Financial Assistance
Page 5 of 10 1 of 6
25 of 97
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION
Form 72"DU43
PUBLIC TRANSPORTATION
BTRATEGfT
DE47ELflPMENT
AMENDMENT TO THE PUBLIC TRANSPORTATION
occ ills
GRANT AGREEMENT
*Additional Exhibit(s):
4. Project Cost.
The estimated total cost of the Project is X increased/ _ decreased by $217.800 bringing the revised total
cost of the project to S731 046.
The Department's participation is X increased/ _ decreased by S10 890. The Department agrees to participate
in the Project cost up to the maximum amount of $36,552, and, additionally the Department's participation in the
Project shall not exceed 5.00% of the total eligible cost of the Project.
Except as modified, amended, or changed by this Amendment, all of the terms and conditions of the Agreement and any
amendments thereto shall remain in full force and effect.
IN WITNESS WHEREOF, the Parties have executed this Amendment on the day and year written above.
AGENCY City of Sebastian STATE OF FLORIDA, DEPARTMENT OF TRANSPORTATION
By: By:
Name: Name: Steven C Braun P.E.
Title: Title: Director of Transportation Development
STATE OF FLORIDA, DEPARTMENT OF TRANSPORTATION
Legal Review:
2 of 6
Page 6 of 10
26 of 97
STATE OF FLORIDA DEPARTMENT Or TRANSPORTATION Fnmm 72"00-02
PUBLIC TRANSPORTATION STRATEGIC
DEVELOPMENT
GRANT AGREEMENT EXHIBITS GGC DW 0
EXHIBIT A
Project Description and Responsibilities
A. Project Description (description of Agency's project to provide context, description of project components funded
via this Agreement (if not the entire project)): X26 Construct Taxi Lane
B. Project Location (limits, city, county, map): Sebastian Municipal Airport/Sebastian, FL/Indian River
C. Project Scope (allowable costs: describe project components, improvement type/service type, approximate
timeline, project schedule, project size): Construct Taxi Lane: As required by 215,971, F.S., this scope of work includes
but is not limited to consultant and design fees, survey and geotechnical costs, permitting, construction inspection and
material testing costs, mobilization and demobilization, maintenance of traffic, erosion control, demolition, excavation,
embankment, subgrade preparation, base course, surface course, joint construction, pavement markings, airfield
Ifghting system, signage improvements (includes conduits, lights, conductors, cans, lightning protection, and vault
upgrades), drainage, stormwater structures, utilities, fencing and gates, and sodding, including all materials,
equipment, labor, and incidentals required to complete the project. The Sponsor will comply with Aviation Program
Assurances
D. Deliverable(s): New taxi lane to provide a connection from the airport's square hangar area to Taxiway -Alpha
The project scope identifies the ultimate project deliverables. Deliverables for requisition, payment and invoice
purposes will be the incremental progress made toward completion of project scope elements. Supporting
documentation will be quantifiable, measurable, and verifiable, to allow for a determination of the amount of
incremental progress that has been made, and provide evidence that the payment requested is commensurate with
the accomplished incremental progress and costs incurred by the Agency
E. Unallowable Costs (including but not limited to):
F. Transit Operating Grant Requirements (Transit Only):
Transit Operating Grants billed as an operational subsidy will require an expenditure detail report from the Agency that
matches the invoice period. The expenditure detail, along with the progress report, will be the required deliverables for
Transit Operating Grants. Operating grants may be issued for a term not to exceed three years from execution. The
original grant agreement will include funding for year one. Funding for years two and three will be added by
amendment as long as the grantee has submitted all invoices on schedule and the project deliverables for the year
have been met.
3of6
Page 7 of 10
27 of 97
STATE Of FLORIDA DEPARTMENT OF TRANSPORTATION Form 726-°U04i2
PUBLIC TRANSPORTATION STRATEGIC OEVELpPMENT
GRANT AGREEMENT EXHIBITS OGco2P'O
EXHIBIT B
Schedule of Financial Assistance
FUNDS AWARDED TO THE AGENCY AND REQUIRED MATCHING FUNDS PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING -
A. Fund Type and Fiscal Year:
Financial
Fund
FLAIR
State
Object
CSFAI
CSFA/CFDA Title or
Funding
Management
Type
Category
Fiscal
Code
CFDA
Funding Source
Amount
Number
Year
Number
Description
445871-1-94-01
DDR
088719
2021
740100
N/A
NIA
$10,890
445871-1-94-01
DPTO
088719
2020
740100
NIA
NIA
$25,662
445871-1-94-01
FAA
088719
2020
740100
WA
NIA
$461,922
Y 445871-1-94-01
FAA
088719
2021
740100
N/A
NIA
$196,020
445871-1-94-01
LF
088719
2020
740100
N/A
NIA
$25,662
445871-1-94-01
LF
088719
2021
740100
NIA
NIA
$10,890
Total Financial Assistance
$731,046
B. Estimate of Project Costs by Grant Phase:
Phases* State Local Federal Totals State - Local
°/fn %
Federal
°fin
Land Acquisition $0 $0 $0 $0 0.00 0.00
0.00
Planning $0 , $0 $0 $0 0.00 0.00
0.00
Environmental/Design/Construction $0
$0 $0 $0 0,00 0.00
0.00
Capital Equipment $0
_
$0 $0 $0 0.00 0.00
0.00
Match to Direct Federal Funding $36,552 '
$36,552 $657,942 1 $731,046 5 00 . 5.00
90.00
Mobility Management $0
$0 $0 $0 0.00 0.00
0.00
Transit Only _
Totals 1 $36,552
1 $36,552 $657,942 $731,046
*Shifting items between these grant phases requires execution of an Amendment to the Public Transportation Grant
Agreement.
BUDGETICOST ANALYSIS CERTIFICATION AS REQUIRED BY SECTION 216.3476, FLORIDA STATUTES:
I certify that the cost for each line item budget category (grant phase) has been evaluated and determined to be
allowable, reasonable, and necessary as required by Section 216.3475, Florida Statutes. Documentation is on file
evidencing the methodology used and the conclusions reached.
Laurie McDermott
Department Grant Manager Name
Signature
Date
5 cif 6
Page 9 of 10
29 of 97
STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION Form 729-000-02
PUBLIC TRANSPORTATION STRATEGIC
DEVELOPMENT
GRANT AGREEMENT EXHIBITS Oac0212C
EXHIBIT D
AGENCY RESOLUTION
PLEASE SEE ATTACHED
6 of 6
Page 10 of 10
30 of 97
CM IF
SEBASTIAN
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL
Council Meetina Date: March 10, 2021
Title & Recommendation: Approve Purchase of Equipment Trailer (25ft) for Stormwater Division from
Eli's Trailer Sales, in the total amount of $18,700.00.
Backaround: The Procurement Division, on behalf of the Stormwater Division and the
Fleet Management Division, recommends Council APPROVE the purchase of one (1) - 25ft equipment trailer
due to an increase in workload.
Three (3) quotes were obtained to comply with the Procurement Ordinance and the recommended vendor,
Eli's Trailer Sales, offers the lowest cost which is also below the budgeted amount allocated for this purchase.
If Aaenda Item Reauires Expenditure of Funds:
Total Cost: $18,700.00
Budgeted Amount: $25,000
Funds to Be Utilized for Appropriation: Stormwater Utility Fund
Attachments:
1. Eli's Trailer Sales..................................................................................................................... 2
2. Affordable Trailer Service and Supply, Inc.............................................................................. 3
3. Kelly Tractor Co....................................................................................................................... 4
Administrative Services Department Revie.�w
City Attorney Review: �v 0
Procurement Division Rev ew, if applicab!
City Manager Authorization:
Date: ' / , I
Page 1 of 4
31 of 97
Eli's Trailer Sales
gob NW Park Street
Okeechobee, FL 84972
863-467-4620
QUOTE
Customer Name: City of Sebastian
Attn: Allen
2/26/2021
Description Qty Price each Amount
lronBull Equipment Trailer 25+5
Pintle Hitch
(2) 15K Axles
Electric Brakes
Big Rampage RampsO
** Prices quoted are good for 30 days.
Sub -Total $18,700.00
Tax
TOTAL . $18,700.00
Page 2 of A
32 of 97
��++ • Adpn ryft HM 108 Frog
LOIQC�Il010ET 1x dX00 A:a S,4"v --i
QUILL.COM
INVOICE
AFFORDABLE TRAILERSERVICE AND SUPPLY', IN_ C
7040 US FI W.Y 1 -
'TPO PEACH. FL 329�7 � 1 772.205-89 }4
�� 'DATE
1
r"7OCUSTOIAE13 09 ER No.
SALESPERSON
c2116--
TERMS NET 30
QUANTITY DESCRIPTION PRICE AMOUNT
e�I tz �� z s��� cv s
�- boast 3e) k (oc)
Thank You
Page 3 of 4
33 of 97
KRU TRACTOR
Wma
Ktlly Traclor Co.
March I, 2021
City of Sebastian
Alan Clarke
(772) 589-1295
RE: Felling@ Trailer Model FT-30.2 LP Deck Over
(quoted as per Florida Sheriff's Association Conlracl # FSA20-VEH 18.0, Item #433
Base Model
Deck Len-th
Frame; Type
Beavenail
Deck Type
Ramps; Rear
Approx Deck Height
Width
Tic Downs
Brakes
Axles
Suspension
TiresAN'licels
Hitch Length
Hitch Type
Jack
Plug
Lights
Trailer Color
Stripe Color
Standard
Standard
Standard
Standard
FT-30-2 LP Deck Over (Low Profile)
Main Deck Length 25 ft
Eng;inecrcd Fabricated High Tensile Main Frame Beams with Pierced Junior
[-Beams Cross members
5 ft Self Cleaning; 5" x 3"Angle Iron Beavertail
White Oak 2" Nom
5' x 20" Self Cleaning 5" X 3" Angle Iron Spring Assist
33" Loaded, 35" Unioaded
102" OD
(10) D-Rings, 1" "Straight"(One Set Centered on BVT)
Electric, FSA (Fwd Self Adj) on all axles
(2) 15K Oil Bath
49" Spread (Spring), 9700 Hutch
(8) 215/75R 17.5 H. 8 Bolt j 17.5 x 6.751 Hub Pilot
5.3 ft Center of Coupler to Headboard. Appx
3"Adjustable Lunette Eye/Pintle, 66,000 lb Plate Mount (3/4" Bolt)
25K 2-Speed Drop Legg
7 Pole RV
LED Lights (Peterson). Sealed Wiring Harness (Sealco)
Black
Whitt'
Document Holder
Tool Box. with Lockable Cover
2 Steps, I on the Standard Hitch and 1 in front of Axles on Roadside
1/2" Safety Chains, Grade 70
List Price Total:
Less 13% Contract Discount:
Frei -flit:
Contract Total (Delivered)
GVWR: 37,3W lbs
Capacity: 30.000 lbs
Thank you for consideration of our product.
Greg Bennett
Governmental Sales
Office (305) 592-5360
Cell (786) 229-7037
Fax (305) 477-2024
Bret' bennett%)keilytractar.cotn
$ 22,946
$ -2,983
1295
21,258
Quote is valid for sixty days.
www.kellvlractor.com/Govemniental
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Page 4of4
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an or
HOME OF PELICAN ISLAND
MEETING DATE
CITY COUNCIL AGENDA
March 10, 2021
BACKGROUND: At the January 22, 2020 City Council made a "MOTION by Mayor
Dodd and SECOND by Council Member Hill to appoint a Contract
Committee of the City Manager, Chief Financial Officer and
Mayor" to negotiate a contract to come back to Council for
approval. During the Contract Committee's proceedings, it was
agreed upon that City Attorney's salary would be reconsidered at
the end of his six month probationary period (August 12, 2020);
however, the state of the City diverted the attention needed to
complete this negotiation.
On February 10, 2021, City Council approved Resolution R-21-04
which refined and updated the Charter Officer evaluation and
salary increase process. The Mayor indicated that he will bring to
Council information on the City Attorney's Contract for
consideration.
Comparing salaries paid to City Attorneys in surrounding cities, it
appears that City of Sebastian City Attorney salary in not in line
with other city attorneys in surrounding cities with like populations.
COUNCIL ACTIONS: Refer to attachment for Contract Committee Report. Attachment 2
is the contract change initially requested by the City Attorney.
Council shall review all attachments and after discussion decide
contract changes as necessary.
Upon Council approval, an Addendum to the City Attorney's
Employment Agreement will be presented to Council for execution
at the next meeting.
ATTACHMENTS: 1. Contract Committee Member Mayor Dodd City Attorney Contract
Review & Recommended Changes
2. City Attorney's suggestive changes in an Addendum
3. City Attorney's Employment Agreement; and
4. R-21-04
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City Attorney Contract Review
and
Recommended Changes
March 10, 2012 City Council Meeting
At the February 10, 2021 meeting the Council approved Resolution R-21-04 which
refined and updated the charter officer evaluation and salary increase process. At that
meeting the Mayor indicated that he will be bring to Council information on the City
Attorney Contract for their consideration.
Background:
On February 12, 2020 Manny Anon was retained as the Sebastian City Attorney. As part
of the contract discussions at that time there was a six-month prohibition period. There
were several issues raised about the agreement to the probation period, including:
1. Mr Anon requested that his contract be reopened for modification at the end of the
six-month period, at the time he was told that we can discuss change at the end of
the prohibition period.
2. Mr. Anon was concerned that the salary level was not consistent with other cities
around Sebastian.
We all know what the state the Council was in in June/July 2020 time frame and Mr.
Anon did not bring up the contract issue until the Council became more stable.
Current Salary Comparison:
The following chart provides a comparison of salaries paid the City Attorney's in
surrounding Cities.
O!Y-
Population
Citv Attornev Salarv.
Ft. Pierce
471245
$164,798.40
Sebastian
25,107
$1231624.54
West Melbourne
22,225
$151,519.20
Vero Beach
18,105
$137,917.00
Stuart
16,160
$1735139.99
Given this information it would appear that our City Attorney's salary is not in line with
Attorney's in surrounding cities with like populations.
1 of 2
36 of 97
City Attorney Contract Review
and
Recommended Changes
March 10, 2012 City Council Meeting
Recommendation;
1. Revise item IV.10 to read "City Attorney shall be entitled to use of a city vehicle
for travel within 75 miles of the city for official and personnel use." with this
change going into affect as of the date of approval by Council.
2. Increase the City Attorney's salary as follows.
1. Increase by 6% to $131.041.44 effective October 1, 2021.
2. Additionally the City Attorney will be eligible for salary increases providedto
all management employees.
C►.Z:W
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CFTY OF
EMPLOYMENT AGREEMENT — FIRST ADDENDUM
Manny Anon Jr., City Attorney
HOME OF PELICAN ISLAND
This ADDENDUM is entered into the 12"' day of February, 2021, by and between the Cipi
of Sebastian, Florida, a Florida Municipal Corporation (hereinafter referred to as "City") and
Manny Anon, Jr. (hereinafter, referred to as "City Attorney"), amending the following seven (7)
provisions of the original Agreement entered February 12, 2020:
1. Article II, Term of Agreement, first paragraph shall be amended to the following:
"This Agreement shall become effective upon execution by both parties. The term of this
Agreement shall continue in effect until terminated pursuant to the terms of Section VII. Further,
after the majority of the City Council voted to approve this Agreement on February 12, 2020, all
powers, duties, and responsibilities as prescribed and permitted by the laws of the State of
Florida, the City Charter, Ordinances and other Codes of the City of Sebastian shall be conferred
upon Mr. Manny Anon, Jr. as City Attorney."
2. Article I1, Term of Agreement, paragraph 11.01 shall be deleted.
3. Article IV, Compensation and Benefits, paragraph 1, shall be amended to the following:
"The City will compensate City Attorney at a rate of One hundred forty thousand dollars
($140,000.00) per year paid in twenty-six (26) equal payments. The City shall increase the City
Attorney's salary at the same interval and by the same percentage as other managerial employees
but may increase the salary and benefits by a greater amount in the discretion of a majority of the
City Council."
4, Article IV, Compensation and Benefits, paragraph 10, shall be amended to the following:
"City Attorney shall be entitled to the use of a City vehicle for business and for personal use
within the State of Florida."
5. Article VII, Termination, paragraph 2, shall be amended to the following:
"Should the City Attorney be terminated without cause, he shall be entitled to twenty (20) weeks
base salary, plus pay -out of any accrued sick or vacation time to which he is entitled pursuant to
City policy."
6. Article VIII, Indemnff cation, shall be amended to the following:
"Subject to any limitation imposed by Florida law, the City shall defend, save harmless and
indemnify the City Attorney against any tort, professional liability claim/demand, or other legal
action, including paying cost and attorney's fees, whether groundless or otherwise, arising out of
38 of 97
Manny Anon Jr., City Attorney
Re: EMPLOYMENT AGREEMENT - FIRST ADDENDUM
12 February 2021
Page 2 of 2
an alleged act or omission by City Attorney acting within the course and scope of his duties as
City Attorney."
7. All other terms and conditions of the original Agreement remain unchanged.
IN WITNESS WHEREOF, the City of Sebastian has caused the Agreement to be executed by its
Mayor and duly attested by its City Clerk, Paul Carlisle, Jr., City Manager and Manny Anon, Jr.,
has executed this Agreement, as of the day and year first above written.
The City of Sebastian
A Florida Municipal Corporation
Ed Dodd
Mayor
ATTEST:
Jeanette Williams, MMC
City Clerk
Manny Anon, Jr.
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AGREEMENT FOR CITY ATTORNEY
THIS AGREEMENT made and entered into this 12th day of EbbL�t 2020 by and
between the City of Sebastian, a Florida Municipal Corporation (hereinafter
referred to as "City') and Manny Ah6n, Jr. (hereinafter referred to as "City
Attorney") pursuant to the following terms and conditions.
WHEREAS, the City desires to retain City Attorney as a full-time contractual City
Attorney for the City of Sebastian; and
WHEREAS, the City expects City Attorney to perform all the responsibilities and
obligations required as City Attorney, as illustrated in Section III of this
Agreement and pursuant to the City Charter, Codes and Ordinances, and
applicable State and Federal regulations; and,
WHEREAS, Ah6n is willing to enter into a relationship with the City of Sebastian
to perform the services as provided;
NOW THEREFORE in consideration of the mutual covenants contained herein,
the City and City Attorney, hereby agree as follows:
I. APPOINTMENT
The City hereby appoints Manny Ah6n,
Sebastian effective 17dXLary 12, 2020
Jr. as the City Attorney of the City of
II. TERM OF AGREEMENT
This Agreement shall become effective upon execution by both parties. The term
of this Agreement shall continue in effect until terminated pursuant to the terms
of Section VIL However, within the first six (6) months of City Attorney's
employment with the City of Sebastian, the City shall be required to present any
notice to terminate without cause by the majority vote of the City Council with
thirty (30) days written notice. Thereafter, the City may terminate without cause
by the majority vote of the City Council. In the event City Attorney wishes to
terminate the agreement, sixty (60) days written notice is required. Written notice
from the City will be presented by the City Manager as an authorized agent of the
City only after such action has been directed by the City Council.
" �:Y>uEMsa:T.�w v�?t•�HtE:S+amw.nmaue--= � . - y�p�.A4FFfk�'%"k&:&9X P..l%;s=b.:. `" L"�w-.PAB M
City Attorney Agreement 2020
40 of 97
11.01 After an affirmative vote of the majority of the City Council to approve this
Agreement then when the City Council meeting on February 12, 2020, is officially
adjourned, all powers, duties, and responsibilities as prescribed and permitted by
the laws of the State of Florida, the City Charter, Ordinances and other Codes of
the City of Sebastian shall be conferred upon Mr. Anon as City Attorney."
111. DUTIES OF THE CITY ATTORNEY
It is understood that Manny Anon, Jr. has been retained to act as City Attorney to
provide general legal representation to the City as prescribed by the City Charter.
These duties include providing legal services to the City Council and functioning
as legal counsel to the City Clerk and City Manager at their request. This
mission will include, but not limited to, representation in the areas of general local
government law, employment law, land use law, real property law, environmental
law, election law and constitutional law. Specific duties include but are not
limited to:
1. Attendance at all Regular and Special Meetings of the City Council and
attendance at the meetings of the Planning and Zoning Commission.
2. Attendance and representation of the City at quasi-judicial board
meetings other than City Council meetings.
3. Attendance and representation of the City at Special Magistrate
hearings. Drafting of pleadings, orders, and related documents
pertaining to Special Magistrate hearings.
4. Providing legal advice on general matters of the City to members of the
City Council and City staff.
5. Conducting regular office hours at City Hall for the purpose of advising
the City Clerk, City Manager and City Department Head staff on general
legal matters that arise while conducting the day-to-day operations of the
City. The City shall provide limited secretarial administrative support for
this function, That includes scheduling meetings, review of draft
memorandums, and minor paralegal work.
6. Anon shall be responsible for the drafting and execution of resolutions,
ordinances, agreements, contracts and other legal documents as
required by the City Council, the City Clerk and City Manager.
7. Serving as a member of the City Investment Committee, which has
oversight for the investment of City Funds,
8. Administrating the City's general liability claims.
9. Other matters that are deemed mutually agreeable between the parties
City Attorney Agreement 2020
41 of 97
that are not provided above.
IV. COMPENSATION AND BENEFITS
1. The City will compensate City Attorney at a rate of One hundred twenty
thousand dollars ($120,000.00) per year paid in twenty-six (26) equal
payments. The City shall increase the City Attorney's salary at the same
interval and by the same percentage as other managerial employees but
may increase the salary and benefits by a greater amount in the discretion
of a majority of the City Council.
2. The City hereby agrees to provide and fully pay for City Attorney and his
dependents, health insurance, vision care insurance, and dental insurance
offered and available to any other full time exempt employees of the City;
such benefits being subject to change if said benefits are changed for
other City employees.
3. The City shall provide and fully pay for a term life insurance policy for the
City Attorney in an amount equal to one year's salary, payable to a
beneficiary of the City Attorney's choosing.
4. The City agrees to contribute to its 401 a retirement plan an amount equal
to nine (9%) of the City Attorney's base salary, or a greater amount should
the City ever increase the retirement benefit for managerial employees of
the City, and that such contribution shall be made pursuant to the terms
and conditions of the 401 a retirement plan currently in effect, including any
vesting schedule and any matching contribution requirements.
5. The City Attorney, shall accrue vacation benefits at the same rate as
provided to managerial employees of the City. Upon voluntary separation
from employment with the City, the City Attorney shall be entitled to
compensation as non -pensionable salary for vacation time accrued in
accordance with City policy applying to managerial employees of the City
at the time of such separation. City Attorney shall take, at least, five (5)
consecutive days of vacation time off each calendar year.
6. The City Attorney shall accrue sick leave at the same rate provided to
managerial employees of the City_ Upon voluntary separation from
employment with the City, City Attorney shall be entitled to compensation
as non -pensionable salary for sick time accrued in accordance with City
policy applying to managerial employees at the time of such separation.
7. City Attorney shall be provided disability benefits to the same degree as
provided other managerial employees of the City.
City Attorney Agreement 2020
42 of 97
8. The City shall provide payment of dues, subscriptions and educational
seminars which enhance the Attorneys professional development and
service as the City Attorney, to the extent provided for in the City's budget.
9. The City shall reimburse the City Attorney for any expenses directly
related to the performance of his duties as City Attorney to the extent
provided for in the City's budget.
10. City Attorney shall be entitled to the use of a designated city vehicle for
official and necessary City business use. This shall not be used for
transportation to and from the residence or be taken out of State. .
11. City Attorney shall be entitled to other benefits, including Military Leave of
Absence in accordance with City Policy and Chapter 115, Florida Statute,
and as from time to time may be afforded other employees of the City of
Sebastian, or as granted by the City Council.
V. REVIEW AND EVALUATION
A performance evaluation will be performed in accordance with Res. R-10-05.
VI. FULL-TIME EMPLOYMENT
The City Attorney agrees to remain in the exclusive employ of the City and to not
become employed by any other employer unless termination is affected as
hereinafter provided. The term "employed" shall not be construed to include
occasional teaching, writing, or consulting performed City Attorney's time off,
provided that the City Council is advised in writing of all such Occasions, in
advance.
VII. TERMINATION
1. City Attorney shall serve at the pleasure of the City Council, and the City
Council may terminate this Agreement and the City Attorney's
employment with the City at any time, for any lawful reason or for no
reason.
2. After six (6) months, should City Attorney be terminated without cause, he
shall be entitled twenty weeks (20) weeks base salary excluding all
insurance policies and other benefits. There will be no accrual of vacation
time, sick leave or holiday pay during this time, The City Attorney will be
paid for any accrued sick or vacation time to which he is entitled to
pursuant to City Policy effective the day of termination.
3. City Attorney may also be terminate for cause, pursuant to the provisions
of Section 3.03 of the City Charter, and other applicable law; in which case
City Attorney shall not be paid any severance payment, but shall be
City Attorney Agreement 2020 4
43 of 97
entitled to compensation for hours worked through his separation, as well
as sick or vacation accruals as provided by City Policy.
VIII. INDEMNIFICATION
Subject to any limitation imposed by Florida law, the City shall defend, save
harmless and indemnify City Attorney against any tort, professional liability
claim/demand, or other legal action, whether groundless or otherwise, arising out
of an alleged act or omission City Attorney acting within the course and scope of
his duties as City Attorney.
IX. GOVERNING LAIN
The Agreement shall be subject to and governed by the laws of the State of
Florida and venue for its enforcement shall be in Indian Fiver County, Florida.
X. MODIFICATIONS
No provision of this Agreement may be changed or modified except by written
agreement executed by both parties hereto.
XI. ENTIRE AGREEMENT
The Agreement constitutes the entire Agreement between the parties and
contains all the Agreements described herein between the parties with respect to
the subject matter hereof. Said Agreement supersedes any and all other
Agreements, either oral or in writing, between the parties hereto with respect to
the subject matter of this Agreement, not withstanding Section V herein.
XII. NOTICES
All notices, consents, requests, instruction, approvals and other communications
provided for herein shall be validly given, made or served its writing and delivered
personally or sent by registered or certified mail, postage prepaid, return receipt
requested, to the hereinafter designated address:
To the Employer: City of Sebastian
Attn: Mayor
1225 Main Street
Sebastian, Florida 32958
With Copy to: City of Sebastian
Attn: City Manager
1225 Main Street
Sebastian, Florida 32958
To City Attorney: Manny Anton Jr., Esq.
City Attorney Agreement 2020 cJ
44 of 97
XIII. ENFORCEMENT
In the event that it should become necessary for either party to retain the
services of an attorney to enforce the terms of this Agreement, the prevailing
party in any litigation which is brought on this Agreement shall be awarded all of
its costs and expenses including but not limited to reasonable attorney's fee.
This provision shall apply to such expenses incurred at the trial and all appellate
levels, without respect to who is the initiating party and shall apply to an action
for declaratory relief if the party instituting it asserts specific contentions
conceming the Agreement which are filed upon the Court.
IN WITNESS WHEREOF, the City of Sebastian has caused this Agreement to be
executed by its Mayor and duty attested by its City Clerk and Manny Amin, Jr„
City Attorney has executed this Agreement, as of the day and year first above
written.
CITY OF SEBASTIAN,
A Florida municipal corporation
Ed Dodd
Mayor
J an ette Williams, MMC
City Clerk
M ny An' n, Jr.
y Atto. ey
_. .
City Attorney Agreement 2020 b
45 of 97
RESOLUTION NO. R-21-04
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY,
FLORIDA, ESTABLISHING PROCEDURES FOR CHARTER OFFICERS FOR
GOAL SETTING, EVALUATIONS, WAGE ADJUSTMENTS OR OTHER
INCREASES IN COMPENSATION, AND RE -NEGOTIATIONS OF EMPLOYMENT
AGREEMENTS; REPEALING RESOLUTION NO, R-10-05, IN ITS ENTIRETY;
PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; PROVIDING
FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, City Council deems it appropriate to establish procedures for charter officers for
goal setting, evaluations, wage adjustments or other increases in compensation, and re -negotiations
of employment agreements.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, INDIAN RIVER COUNTY, AS FOLLOWS:
SECTION 1. CHARTER OFFICER GOAL SETTING.
City Council shall annually set and review goals and objectives for the City Manager, City
Attorney, and City Clerk at a public City Council meeting in June.
SECTION 2. CHARTER OFFICER EVALUATION PROCEDURE.
The Human Resources Director (HRD) shall prepare and recommend blank forms to the City
Council before June 1 �" of each year for the evaluation of the Charter Officers. No later than July 1 s'of
each year, City Council members shall complete an annual evaluation for the City Manager, City
Attorney and City Clerk by using the forms provided by HRD or by using whatever other method each
individual City Council member deems appropriate. Each City Council member may conduct a private
oral interview with one or all of the Charter Officers on an individual basis, if that City Council member
deems it necessary.
SECTION 3. WAGE ADJUSTMENT OR INCREASES IN COMPENSATION.
a. The City Manager, City Attorney and City Clerk shall receive the current wage adjustment
percentage or other increases in compensation terms agreed upon by the Collective Bargaining
Units, which includes the Coastal Florida Public Employees Association (the "CFPEA") and the
Coastal Florida Police Benevolent Association (the "CFPBA"). Should the wage adjustment or other
increases be different for the two Collective Bargaining Units, the City Council shall vote on the one
to be applied to each Charter Officer.
b. At a Meeting in July of each year, the individual City Council members shall publicly
comment on the method they used to evaluate each Charter Officer and summarize the results of
their evaluation. Following those comments, the City Council may vote to grant such merit increases
to the City Manager or City Attorney or City Clerk that 1he City Council deems appropriate, in addition
to the current wage adjustment percentage or other increases in compensation terms addressed in
the above paragraph of this Section.
SECTION 4. RE -NEGOTIATION OF EMPLOYMENT AGREEMENTS.
The Charter Officers' Employment Agreements are subject to re -negotiation every three (3)
years, if the Charter Officer request that it be re -negotiated one (1) month before the three (3) years
expires. Otherwise, the Employment Agreement will continue in force for three (3) additional years,
for purposes of re -negotiations. The re -negotiations, if any, shall be handled by the City Mayor, in
consultation and support by the Chief Financial Officer (CFO) and Human Resource Director(HRD).
46 of 97
SECTION 5. REPEAL. This Resolution repeals Resolution R-10-05 in its entirety.
SECTION 6. CONFLICTS. All other resolutions or parts of resolutions in conflict herewith are
hereby repealed.
SECTION 7. PROVIDING FOR SEVERABILITY. In the event a court of competent
jurisdiction shall hold or determine that any part of this Resolution is invalid or unconstitutional, the
remainder of the Resolution shall not be affected and it shall be presumed that the City Council of the
City of Sebastian did not intend to enact such invalid or unconstitutional provision. It shall further be
assumed that the City Council would have enacted the remainder of this Resolution without said
invalid or unconstitutional provision, thereby causing said remainder to remain in full force and effect.
SECTION 8. SCRIVENER'S ERRORS. Sections of this resolution may be renumbered or re -
lettered and corrections of typographical errors which do not affect the intent may be authorized by
the City Manager, or the City Manager's designee, without need of further action of the City Council
by filing a corrected copy of same with the City Clerk.
SECTION 9. EFFECTIVE DATE. This resolution shall take effect immediately upon
adoption. The foregoing Resolution was moved for adoption by Ui 1 1 . The motion was seconded
by Nunn and, upon being put into a vote, the vole was as follows:
Mayor Ed Dodd ave
Vice Mayor Jim Hill aye
Council Member Christopher Nunn aye
Council Member Fred Jones ave
Council Member Bob McPartlan aye
The Mayor thereupon declared this Resolution, as modified upon reconsideration, duly
passed, and adopted this loth day of February , 2021.
ATTEST:
�r
(J'eanelle Williams, MMC
City Cleric
CITY OF SEBASTIAN
Ed Dodd, Mayor
Approved as to form and legality for
reliance by e City f-Sebasti only:
Manny Ar�{i, Jr., Esq,/f
Cfty Attorney
l
47 of 97
MOO
SE TM
HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL FORM
COUNCIL MEETING DATE: March 10, 2021
AGENDA ITEM TITLE: Resolution Accepting the 1 st Quarter Financial Report and
Recognizing Necessary Amendments and Adjustments to
the FY 2020-2021 Annual Budget.
RECOMMENDATION: Move to approve Resolution R-21-03.
BACKGROUND: Pursuant to City financial policies, budget reviews and any
necessary adjustments are presented to the City Council quarterly. A capital project status
report, investment report and accomplishments are also included.
Formal approval by the City Council was already given for
adjustments using the amounts required to cover the 2% raises authorized by the approval of
the PEA and PBA Labor Agreements, Charter Officer Contracts and for other Exempt
Employees. Other items were also previously approved on November 181h with the approval of
spending from Reserves, the General Fund R&R Account and to approve the CDBG budget.
There are two adjustments needing formal approval. One is our normal adjustment to carry
forward items ordered against the FY2020 budget that were not paid before year end and the
other is for formal approval of Holiday Bonuses. No further adjustments during the quarter
require City Council approval.
In accordance with the authority given by the Annual Budget
Resolution, the City Manager can approve other budget transfers between accounts within
Departments and to make adjustments necessary to implement programs, projects and
expenditures that have been authorized by the City Council. Thus, the City Manager's
adjustments included budget changes within his $15,000 spending authority and adjustments
shifting budget accounts within the same departments.
All the above adjustments are listed in Exhibit "A" that is an attachment to the Resolution
If Agenda Item Requires Expenditure of Funds:
Budgeted Amount: As per Exhibit "A" of the Resolution
Total Cost: NIA
Funds to Be Utilized for Appropriation: NIA
Attachments:
9. Resolution R-21-03 and Attachment "A"
2. 15t Quarter Financial Report, including Capital Project Status, Investments/Loans and
Accomplishments
Administrative Services Departme Revie
City Attorney Review:
Procurement Division RZewif, applicable: PC
City Manager Authorization:
Date:
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RESOLUTION NO. R-21-03
A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA
APPROVING AN AMENDMENT AND RECOGNIZING CERTAIN ADJUSTMENTS TO THE
BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2020 AND ENDIN43
SEPTEMBER 30, 2021 AS PROVIDED FOR IN EXHIBIT "A"; PROVIDING FOR
CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, an analysis of the revenues and expenditures for the three (3) months that ended on
December 31, 2020 indicated that there were budget adjustments requiring formal approval by the City
Council and that previously approved amendments and adjustments by the City Manager should be
recognized; and
WHEREAS, the City Council and City Manager have previously approved any other necessary
amendments and adjustments in accordance with the Annual Budget Resolution;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, THAT:
Section 1. The budget of the City of Sebastian, Indian River County, Florida for the Fiscal Year
beginning October 1, 2020 and ending September 30, 2021 has been amended and adjusted as necessary
within the quarter ending December 31, 2020; a summary of such amendments and adjustments being
attached hereto and more particularly identified as Exhibit "A"; the revised appropriations, if any, are set
out therein and are recognized as having been made to maintain and carry on the government of the City of
Sebastian, Indian River County, Florida.
Section. 2. All resolutions or parts of resolutions in conflict herewith are hereby repealed.
Section 3. Sections of this resolution may be renumbered or re -lettered and corrections of
typographical errors which do not affect the intent may be authorized by the City Manager, or the City
Manager's designee, without need of further action of the City Council by filing a corrected copy of same
with the City Clerk.
Section 4. This Resolution shall become effective immediately upon its adoption.
It was moved for adoption by Councilmember
The motion was seconded by Councilmember
vote was as follows:
Mayor Ed Dodd
Vice -Mayor Jim Hill
Councilmember Bob McPartlan
Councilmember Fred Jones
Councilmember Christopher Nunn
and, upon being put to a vote, the
The Mayor thereupon declared this Resolution duly passed and adopted this 101h day of March 2021.
ATTEST:
Jeanette Williams, MMC
City Clerk
CITY OF SEBASTIAN, FLORIDA
Mayor Ed Dodd
Approved as to form and legality for the
reliance by the City of Sebastian only:
Manny Anon
City Attorney
49 of 97
EXHIBIT "A" OF RESOLUTION R-21-03
SUMMARY OF BUDGET CHANGES
FOR THE QUARTER ENDED DECEMBER 31, 2020
ADJUSTMENTS PREVIOUSLY APPROVED BY CITY COUNCIL:
Budget Before
Budget
Budget After
Project/Account
Change
Adjustment
Change
Reason for Adjustment
Various Salary and Benefit Accounts
................ _._.__._._
$9,867,955
$150,086
$10,018,041
Appropriated from General Reserve
$0
($123,846)
_......... ...........
($123 846)
.___
10/14/20 Authorized by approvals of PEA
Appropriated from 5tormwater Reserve
$0
($8,176}
($8 176)
and PBA Labor Agreements for 2% raises;
Appropriated from Golf Reserves
$0
($6,344)
($6,344)
Charter Officer Contracts; and Past -Policy
r m Airport Reserves 0
,Appropriated from
_
Other Exempt Employees.
.............
....................... from._.... -------...__... - --.....-....--...--...--.......----._..._.__._._....._............._._._._._...........
Appropriated Building Reserves
- --- - --- - ----------------------
$0
-----------------------
-
($10,582)
.._... -----...._._........_..._...
($10,582)
- -
Vehicles & Equipment
$13,500
$57,964
$71,464
11/18/20 Approved using General Fund
Appropriated from R&R Account
---- - ---- - -- --------------------------
0
-------
($57,964)----
($57,964)
- R&R Account to replace an Air Conditioner
at City Hall ---------------
StreetslRoads
$294,087
$44,140
$338,227
11/18/20 Approved using Sidewalks budget
Sidewalks
$100,000
($44,140)
$55,860
for Road Paving in line with the 6-year Plan.
--------------------------------------------------
Working Waterfront Parking/Shoreline
------------------
$442,179
------------------
$65,956
--------------------------------------------------------
$508,135
Contribution from Fisherman's Landing
_ 0
($30,000)
($30,00D)
11/18/20 Approved an increase to the
-
:Transfer from DST Fund
-------........ ... ..... . ---
0
($23,156)
------- budget for the Working Waterfront
($23,156) -Parking/Shoreline Project.
Transfer from Parking -In -Lieu, of Fund
0
($12,800)
($12 800)
------------------------------------
CDBG Grant Project
.....................................................................................................:.............
0
...................... ........ ..... ....... ........
$127,095
..... ............................... ...........................
$127,095
.............
-----------------------------------------------
11/18/20 Approved CDBG funding and
CDBG Grant Revenues
0
($127,095)
($127,095
action plan.
ADJUSTMENTS BEING SUBMITTED FOR CITY COUNCIL APPROVAL:
Budget Before Budget Budget After
ProjecVAccount Change Adjustment Change Reason for Adjustment
Various General Fund Accounts $139,000 $39,379 $179,379
CRA Fund - Vehicles & Equipment
0
$3,077
$3,077
Building Fund - Vehicles & Equipment
0
$22,828
$22!--budgeted828
Adjustment to budget monies in FY2021 for
-.___._.__._...._._..__-....
Appropriated from General Reserves
_....._...------
($123,846)-
- -- -
- ($39,379)
-($1.63,225)
items that were ordered u not
received by the end of FY2020.
Appropriated from CRA Reserves-
($3,077)
($3,077)
_._....---'-----..........-...•---.....
Appropriated from BuildingReserves
-------------------------------------------------------------------------------------------------------------------
------------------------
_ _0
{$4,9--.-..._.-_._.-.
{$22,828..................................
)
........ .... ....
($27,753
- ($27,753)
Salary & Benefit Accounts
$10,018,041)
$14,600
$10,032,641
Appropriated from General Reserves
($163,225)
($11,550)
($174,775)
.....................--.-.-•---.
from Stormwater -Appropriated waterRe_se__r_v_e__s-....__-....___..__......._.......-
-- p _ _ _
($8,176.y.-.--.-.-.----•------•-----.--....
($1,350)
_ ($9,526)-Adjustment
to cover Holiday Bonuses
Appropriated from Golf Reserves
($6,344)
($850)
($7,194)
granted to all Employees.
Appropriated from Airport Reserves ($1,138) ($150) ($1,288
Appropriated from Building Reserves ($10,582) ($700) ($11,282)
ADJUSTMENTS PREVIOUSLY AUTHORIZED BY THE CITY MANAGER:
Budget Before Budget Budget After
Project/Account Change Adjustment Change Reason for Adjustment
Streets/Roads Reconstruction _ $500,000 $105,913 $605,913 Adjustment for added reconstruction work
Streets/Roads Resurfacing $400,000 ($105,913) $294,087 from funds budgeted for resurfacing.
- -- ------------------------------------------------------------------------- -----------------------------------------------
Vehicles & Equipment - - - _ 0 $4,255 $4,255 Adjustment to replace an air conditioner for
R & M Buildings $31,875 ($4,255) $27,620 Building 5 at the Airport.
---------------------- --------
Equipment Leases $60 $10 895 $10 955
........... ..............................,.:.............................................................. ............................ ......... Adjustment to rent equipment for work on
PestlWeed Control ............. .......... .... ......... ........ ...............................•........ $52,785... . ($3,620) ..$49,165 ditches while Excavator was out of service.
R & M - Operating Equipment $60,00D ($7,275) $52,785
------------------- -----
Departmental Supplies $5,000 $1,325 $6,325 Adjustment to purchase Mini Reefs at the
Vehicles &Equipment $63,000 ($1,325) $61,675 Working Waterfront Dock.
Contractual Services $88,722 $3,077 $91,799 Adjustment to cover additions to the CRA
Vehicles & Equipment $3,077 ($3,077) 0 landscape maintenance contract.
50 of 97
CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT
FIRST QUARTER ENDING DECEMBER 31, 2020 SUMMARY
THE FIRST QUARTER FOR GENERAL FUND ENDED WITH 41.7%
OF THE TOTAL BUDGETED REVENUES RECEIVED DUE TO
PAYMENTS OF AD VALOREM TAXES. DEPARTMENTS SPENT
28.4% OF THE BUDGETED AMOUNTS. CITY CLERK WAS OVER
25% OF BUDGET DUE TO ELECTION COST; POLICE DUE TO
ANNUAL MAINTENANCE CONTRACTS RENEWALS AND THE
PENSION CONTRIBUTION; AND NON -DEPARTMENTAL DUE TO
INSURANCE AND THE CRA PAYMENT.
GENERAL FUND SUMMARY
Budget
Beginning Balance $
Ad Valorem Taxes
Franchise Fees
Utility Taxes
Hurricane Recoveries
Intergovernmental
Charges for Service
Licenses and Other
Transfers From Other Funds
Total Revenues $
From Fund Balance
Total Sources $
City Councll
City Manager
City Clerk
City Attorney
Admire Services
MIS Division
Police Department
Roads and Drainage
Public Facilities
Loisure Services
Community Dev,
Non -Departmental
Total Expenditures $
Unappropriated
Total Uses $
Ending Unappropriated Fund Balance
4,563,724
1,462,101
3,122,777
143,666
2,341,085
744,033
578,700
185,000
13,141.086
97,343
13,238,429
59.737
290,823
215,924
200,438
704,13C
514,829
6,378,416
1,037,59C
1.079,115
1,122,059
514,512
969,350
13,086,923
151,506
13,238,429
$
YTD
5,703,001
3,921,394
251,129
529,674
473,358
166,514
171,860
37,500
5,513,929
5,513,929
12,427
66,692
56,482
40,173
136,227
133,813
2,000,722
224,255
241,417
225,338
111,036
511,827
3,760,409
3,760,409
7,456,521
85,91/0
17.2%
17,0%
0 0%
20.2%
22 4%
29.7%
20.3°%
42.0%
0.0%
41.7%
20.8%
22.9%
26.2°%
20.0°%
19.3%
26.0%
31.4%
21.6%
22.4%
2C.1%
21.6%
52.8%
28.7%
nla
28.4%
$143,666 ON HURRICANE MATTHEW REMAINS UNPAID. WE
HAVE RECEIVED FULL REIMBURSEMENTS ON BOTH
HURRICANES IRMA AND DORIAN.
$2,250
Hurricane Reimbursements
$2 000
$143,666 More Due
$1,750
$1 50O
■ 0191ble ■ Received
$1,250
$1,coo
$750
$500
-
$250
_ �Mat�thewlrmaDorian Totals
■ Eligible $1,581,745 $547,375 $34,104 $2,163,174
■ Received $1,438,079 $547,325 $34,104 $2,019,508
I
General Fund Revenue
4,000 0 - j ,d w dge, o,
3,500
a 3,000
3 2'500
O 2,000
3,0oo
EP
General Fund Expenditures
dr�sted w�dPei mrr,nmPair
e,0a0 7
I
y, Sp00 i
4,000 , a
� 9
L� 3poo 7
r 2,000
1,000
�H14
.11N N`�sP G�Od. �"'0 g°0�e,0'ap ,'01
(, �N G,V le gPo`�O
4
ENDING UNASSIGNED RESERVES ARE PROJECTED TO BE
$5,873,422 AND HIGHER THAN WHEN WE PREPARED THE 2021
BUDGET. HOWEVER, THERE ARE PENDING EXPENDITURES,
SUCH AS REPAIRING THE YACHT CLUB SEAWALL THAT MAY
CHANGE THIS OUTLOOK.
GENERAL FUND BALANCE FORECAST
Fund Balance R&R Account
Beginning Reserves 10101120 $ 5,428,001 $ 275,000
Year to Date Revenue 5,513,929
Fund Balance/R&R Changes to Date:
Unfinished 2020 Projects
Replaced Air Conditioner
Adjusted for 2% Raises
Adjusted for Holiday Bonuses
Year to Date Uses $
Other Expenditures
Current Reserves $
Expected Changes to Year End:
Additional Revenues
Additional Expenditures
Ending Reserves $
Contingency Balance $
Adjust R&R to $275,000
Adjusted Reserves $
Assigned Funds
Net Unassigned Reserves $
Total Unassigned Reserves
Projected in 2021 Budget
(39,379)
(57,964)
(123,846)
(11,550)
(174,775) $ (57,964)
(3,527,670)
7,239,485 $ 217,036
8,027,157
(9,478,020)
5,788,622
$
217,036
151,506
(57,964)
57,964
5,882,164
$
275,000
(283,742)
5,598,422
$
275,000
$
5,873,422
$
5,606,412
CITY OF SEBASTIAN QUARTERLY FINANCIAL REPORT
FIRST QUARTER ENDING DECEMBER 31, 2020 SUMMARY
MOST OF THE BUDGETED FUND BALANCE WAS CARRIED GOLF COURSE BALANCES EXCLUDE THE LOANS FROM THE
OVER FOR THE REQUIRED MATCHING ON THE GRANT FOR GENERAL FUND AND BUILDING FUND WHICH WERE
THE STONECROP ❑RAINANGE PROJECT. STORMWATER COMMMITTED FOR IRRIGATION/CLUBHOUSE WORK. ENDING
FEES ARE ALWAYS COLLECTED DURING THE FIRST RESOURCES ARE PROJECTED TO BE BETTER THAN WHEN
QUARTER ALONG WITH PAYMENT OF PROPERTY TAXES.
WE PREPARED THE 2021 BUDGET PROJECTIONS.
STORMWATER FUND SUMMARY
GOLF FUND SUMMARY
Budget
YTD
%
Budget
YTD
%
Beginning Fund Balance $
$
1,375,749
Beginning Resources $
• $
(6,10,608)
Stormwater Fees
2,039.714
1,645,058
80.7%
Charges for Service
1,363,643
376,63E
27.6%
Interest
44,844
1,172
2.6%
Rent
30,000
7,500
25.0%
Total Revenues $
2,084,558 $
1,646,230
79,0%
From Fund Balance
255.507
0.0%
Miscellaneous
BAD
3,473
41.1°/°
Total Sources $
2,340,065 $
3,021,979
129.1%
Total Revenues
1,402,103
U7,609
27.6%
From Fund Balance
7,194
-
nla
Operating Expenditures
1,520,832
310,133
20.4%
Pro Shop Sales
109,172
20,136
18.6%
Capital Outlay
242,050
30,091
12.4%
Pro Shop Purchases
(70,000)
(15,957j
22.8%
Contingency
31,202
-
0.0%
Sales vs. Cost of Sales
38,172
4179
10.9%1
Transfer to Capital Projects
545,981
-
0.0%
Total Uses $
2,340,065 $
340,224
14.5%
Total Sources $
1440 275 $
391788
27.2%
Ending Fund Balance $
$
2,681,755
Operating Expenses $
1,310,51B $
283,656
21.6%
Expected Change to Year End:
Can Loan Payments
56,391
23,496
41.7%
Additional Revenues
436,328
Total Operating Expense
1,366,909
X7,152
22.5%
Additional Expenditures
(1,210,699)
Additional Capital Outlay
(211,959j
General Fund Payment
35,000
n1a
Transfers to Capital Projects
(545,981)
Building Fund Payment
38,366
9,592
25.0%
9130121 Net Available Funds
$
1,151,444
Total Uses $
1,440,275 $
3-16,744
22.0%1
Projected in 2021 Budget
$
804,968
Total Ending Resources $
- $
(565,564)
Expected Change to Year End:
AIRPORT REVENUES ARE
HIGHER THAN
25% OF BUDGET
Additional Sources
1,048,487
AND EXPENSES ARE 27.8%. THE DST LOAN IS PAID IN ONE
AddiganalUses
(1,123,531j
PAYMENT IN THE LAST QUARTER. BEGINNING AND ENDING
9130121 Ending Resources
$
(ti10,608)
RESOURCES HAS BEEN
ADJUSTED TO EXCLUDE
THE
Projected in 2021 Budget
$
{672,196)
$527,891 LONG-TERM LIABILITY FOR THE DST LOAN.
AIRPORT FUND SUMMARY
BUILDING FUND ENDING
RESOURCES REMAIN AT
GOOD
LEVELS, THIS EXCLUDES
THE STATE MANDATED REBATE
Budget
YTD
%
PAYABLE AND THE $1,175,140 LONG-TERM ADVANCE
DUE
Beginning Resources $
• $
338,559
FROM THE GOLF COURSE.
Rents
479,191
144,884
30.2%
BUILDING
FUND SUMMARY
Investment Income
1,065
543
51.0%
Budget
YTD
%
Miscellaneous
83,314
21,022
25.2%
Beginning Resources $
. $
821,128
Total Revenues
563,570
166,449
29.5°I°
Licenses and Permits
840,eo0
226,676
27.01/o
Charges for Service
15,300
7,131
46.6%
From Fund Balance
1,288
-
0.0%
Fines and Forfeits
6,350
1,350
21.3%
Total Sources $
564,858 $
505,008
Miscellaneous
18,922
1,218
6.4°%
Golf Fund Loan Payments
36,365
9,591
25.0°%
Operating Expenses
380,103
115,497
30.4%
Total Revenues
919,738
245,966
26.7°%
General Fund Advance
150,000
37,500
25.0%
From Fund Balance
34,11n
-
0,01%
DST Fund Loans
30,500
-
0.0%
Total Sources
953,948
245,966
25.8°%
Capital Outlay
4,255
4,255
100.0%
Operating Expenses
894.431
193.411
21.6%
Total Uses 3
564,858 $
157,252
27.8%
Capital outlay
46,828
22,828
48.7%
Contingency
12,589
-
nla
Total Ending Resources
$
347,756
Total Uses $
953,848 $
216,245
22.7°%
Expected Change to Year End:
Total Ending Resources
$
850,849
Additional Revenues
397,121
Expected Change to Year End:
Aciddltlonal Uses
(407,606)
Additional Revenues
673,772
9130121 Ending Resources
$
337,271
Additional Uses
(737,603)
9130121 Ending Resources
$
787,018
Projected in 2021 Budget
$
(38,046)
Projected in 2021 Budget
$
764,730
52
of 97
u
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/20
2017/2018
2018/2019
2019/2020
2020/2021
2020/2021
202012021
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GENERALFUND
TAXES
-3,944,677.20
-4,020,700.39
-3,973,081.51
-4,702,197.15
-9,148,602.00
51.40%
LICENSES & PERMITS
-95,691.26
-90.431.31
-88,074.92
-82,892.72
-149,200.00
55.56%
INTERGVT'L REVENUE
-418,393.84
-808,087.08
-453,145.34
-473,357.77
-2,484,751.00
19.05%
CHARGES FOR SERVICE
-91,873.43
-103,876.29
-144,341.68
-166,514.47
-744,C33.00
22.38%
FINES AND FORFEITS
-11,563.44
-10,288.48
-8,789.23
-7,750.76
-50,900.00
15.23%
MISC. REVENUE
-49,200.57
-105,778.54
-71,662.10
-43,715.75
-378,600.00
11.55%
TRANSFERS IN
-181,249.98
-64,999.99
-6,249.99
-37,500.00
-185,000.00
20.27%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-97,343.00
0.00%
GENERAL FUND REVENUE
-4,792,649.72
-5,204,162.08
-4,745,344.77
-5,513,928.62
-13,238,429.00
41.65%
CITY COUNCIL
11,619.31
10,808.30
11,976.94
12,427A2
59,737.00
20.80%
CITY MANAGER
63,570.89
68,365A2
65,935.04
66,691.81
290,823.00
22.93%
CITY CLERK
78,713.84
51,516.65
83,313.49
56,481,50
215,924.00
26.16%
LEGAL
3,087,14
29,083.29
27.702.34
40,173.35
200,438.00
20.04%
ADMINISTRATIVE SERVICES
134,481,91
144,032.43
146,316.78
136,226.86
704,130.00
19.35%
M.I.S. DIVISION
101,512.47
120,476.15
137,873.20
133,813.11
514,829.00
25.99%
AUDIO VISUALBROADCAST
24,935.79
0.00
0.00
0.00
0.00
0.00%
POLICE DEPARTMENT
1,163,627.48
1,877,682.65
2,096,590.89
2,000,721.99
6,378,416,00
31.37%
ENGINEERING
93,791.85
0,00
0.00
0.00
0.00
0.00%
ROADS AND DRAINAGE
137,502,86
193,464.49
261,564.03
224,255.14
1,037,590.00
21.61%
STORMWATER UTILITY DIVISION
183,245.55
0.00
0.00
0.00
0.00
0.00%
CENTRAL GARAGE
48,420.31
63,809.73
48,900.26
53,335.22
213,723.00
24.96%
FACILITIES MAINTENANCE
60,082.32
83,415.98
127,775.66
146,043.68
634,698.00
23.01%
PARKS/RECREATION
206,882.41
242,107.86
276,133.82
225,337.83
1,122,059.00
20.08%
CEMETERY
49,327.25
44,562.59
46,972.96
42,038.31
230,694.00
18.22%
COMMUNITY DEVELOPMENT
78,914.56
82,412.79
104,771.31
111,035.95
514,512.00
21.58%
NON -DEPARTMENTAL
394,648.88
477,513.59
461,742.29
511,826.74
1,120,856.00
45.66%
GENERAL FUND EXPENDITURES
2,839,364.82
3,489,251.92
3,897,569.01
3,760,408.91
13,238,429.00
28.41%
53 of 97
I
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/20
201712018
2018/2019
2019/2020
2020/2021
202012021
2020/2021
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
LOCAL OPTION GAS TAX
TAXES
-121,634.57
-115,619.10
-123,926.77
-123,685.18
-710,000.00
17.42%
INTERGVT'L REVENUE
0.00
0.00
0.00
0,00
-14,105.00
0.00%
MISC. REVENUE
-749.36
-2,335.30
-1,954.79
-209.04
-13,808.00
1.51%
FROM FUND BALANCE
0.00
0.00
0.00
0.00
-314,918.00
0.00%
LOGT FUND REVENUE
-122,383.93
-117,954.40
-125,881.56
-123,894.22
-1,052,831.00
11.77%
OPERATING EXPENSES
1,349.24
4,051.51
0.00
0.00
92,973.00
0.00%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
169,937,00
0.00%
DEBT SERVICE
121,251.10
120,126.80
117,992.80
121,781,20
243,340.00
50.05%
TRANSFERS OUT
195.00
409,683.00
236,673.22
45,581.00
546,581.00
8.52%
TO FUND BALANCE
0.00
0.00
0.00
0.00
0.00
0.00%
LOGT FUND EXPENDITURES
122,795.34
533,861.31
354,666.02
168,362.20
1,052,831.00
15.99%
DISCRETIONARY SALES TAX
TAXES
-447,555.75
-480,026.51
-487,010.43
-514,958.87
-3,581.025.00
14.38%
MISC. REVENUE
-5,343.76
-18,110.00
-21,226.69
-3,464.96
-89,178.00
3.89%
FROM FUND BALANCES
0,00
0.00
0.00
0.00
-6,137,346.00
0.00%
DST FUND REVENUE
-452,899.51
-498,136.51
-508,237.12
-518,423.83
-9,807,549.00
5.29%
OPERATING EXPENSES
0
1,500.00
3,580.00
0,00
0.00
0.00%
TRANSFERS OUT
306,170.97
372,187.35
556,609.34
175,370.04
9,072,965.00
1.93%
TO FUND BALANCES
0.00
0.00
0.00
0.00
734,584.00
0.00%
DST FUND EXPENDITURES
306,170.97
373,687.35
560,189.34
175,370.04
9,807,549.00
1.79%
RIVERFRONT REDEVELOPMENT FUND
MISC. REVENUE
-11,146.62
-12,217.67
-11,037.74
-9.310.01
-46,331,00
20.09%
TRANSFERS IN
-366,531.86
-404.673.34
-403,239.68
-457,671,66
-443,884.00
103.11%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-210,248.00
0.00%
RRD REVENUE
-377,678,48
-416,891.01
-414,277.42
-466,981.67
-700,463.00
56.67%
OPERATING EXPENSES
68,087.10
86,757.74
89,169.26
66,876.34
263,294.00
25.40%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
0.00%
GRANTS AND AIDS
15,000.00
0.00
15,000.00
0.00
40,000.00
0.00%
TRANSFERS OUT
0.00
0.00
0.00
54.130.99
252,171,00
21.47%
TO FUND BALANCES
0.00
0.00
0.00
0,00
144,998.00
0.00%
RRD EXPENDITURES
83.087.10
86,757.74
104,169.26
121,007.33
700,463.00
17.28%
PARKING IN LIEU OF FUND
MISC. REVENUE
-4,741.08
-338.84
-521.88
-2,545.68
-4,376.00
58.20%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
0.00
0.00%
PARKING IN LIEU REVENUE
-4,741.08
-338.84
-521,88
-2,546.68
-4,376.00
58.20%
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
0.00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
4,736.00
0.00%
PARKING IN LIEU EXPENDITURES
0.00
0.00
0.00
0.00
4,736.00
0.00%
54 of 97
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/20
2017/2018
2018/2019
2019/2020
2020/2021
202012021
2020/2021
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
RECREATION IMPACT FEE FUND
MISC. REVENUE
-25,787.50
-32.192.39
-36,607.19
-30,647.13
-155,000.00
19.77%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-142,705.00
0.00%
REC. IMPACT FEE REVENUE
-25.787.50
-32.192.39
-36,607.19
-30,647.13
-297,705.00
10.29%
TRANSFERS OUT
0.00
37,636.00
255,180A4
28,222.01
262,705.00
10.74%
TO FUND BALANCES
0.00
0.00
0.00
0.00
35,000.00
0.00%
REC. IMPACT FEE EXPENDITURES
0.00
37,636.00
255.180.44
28,222,01
297,705.00
9.48%
STORMWATER UTILITY FUND
MISC. REVENUE
-814,958.01
-1,634,010.74
-1,613,215.52
-1,646,229.95
-2,084,558.00
78.97%
FROM FUND BALANCES
0.00
0.00
0.00
0.00
-255,507.00
0.00%
STORMWATER FUND REVENUE
-814,958.01
-1,634,010.74
-1,613,215.52
-1,646,229.95
-2,340,065.00
70.35%
PERSONAL SERVICES
0
203,097.95
159,732.38
166,397.29
704,500.00
23.62%
OPERATING EXPENSES
679.28
78,596.70
97,003.70
143,735,69
816,332.00
17.61%
CAPITAL OUTLAY
0.00
15,778.00
0.00
30,091.48
242,050.00
12.43%
TRANSFERS OUT
174,999.99
5,544.00
0.00
0.00
545,981.00
0,00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
31,202.00
0.00%
STORMWATER EXPENDITURES
175,679.27
303,016.65
256,736.08
340,224.46
2,340,065.00
14.54%
LAW ENFORCE FORFEITURE FUN❑
FINES AND FORFEITS
-25.00
-100.00
0.00
0.00
-1,000.00
0.00%
MISC. REVENUE
-166.85
-271.68
-149.22
-18.27
-250.00
7.31%
FORFEITURES FUND REVENUE
-191.85
-371.68
-149.22
-18.27
-1,250.00
1.46%
OPERATING EXPENSES
409.62
0.00
0.00
1,500.00
0.00
0.00%
CAPITAL OUTLAY
0.00
0.00
0.00
0,00
0.00
0.00%
GRANTS AND AIDS
1,500A0
0.00
0,00
0.00
0.00
0.00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
1,250.00
0.00%
FORFEITURES EXPENDITURES
1,909.62
0.00
0.00
1,500.00
1,250.00
120.00%
STORMWATER DEBT SERVICE FUN❑
MISC. REVENUE
-753.59
-1,380.44
-994.17
-131.98
-1,000.00
13.20%
TRANSFERS IN
-100,947.99
-100,728.51
-100,338.75
-100,240.26
-400.961.00
25,00%
STORMWATER DEBT REVENUE
-101,701.58
-102,108.95
-101,332.92
-100,372.24
-401,961.00
24.97%
DEBT SERVICE
16,538.80
13,329.65
10,068.60
6,764.30
400,529,00
1,69%
TO FUND BALANCE
0.00
0.00
0.00
0.00
1,432.00
0.00%
STORMWATER DEBT EXPENDITURES
16,538.80
13,329,65
10,068.60
6,764.30
401,961.00
1.68%
55 of 97
CITY OF SEBASTIAN
FUND SUMMARIES
QUARTER ENDING 12/31/20
201712018
2018/2019
2019/2020
2020/2021
2020/2021
202012021
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
GOLF COURSE FUND
CHARGES FOR SERVICE
-308,860.05
-393,052.92
-356,714.72
-380.815.23
-1,394,621.00
27.31%
MISC. REVENUE
-50,970.76
-9,328.04
-12,436.82
-10,973.03
-38,460.00
28.53%
TRANSFERS IN
-248,260.79
0.00
0.00
0.00
-7,194.00
0.00%
GOLF COURSE FUND REVENUE
-608,091.60
-402,380.96
-369,151.54
-391,788.26
-1,440,275.00
27.20%
PERSONAL SERVICES
61,750.41
66,702.50
66,767.03
68,234.57
302,158.00
22.58%
OPERATING EXPENSES
88,077.29
80,872.60
74,375.66
82,722.00
308,875.00
26.78%
CAPITAL OUTLAY
248,260.79
0,00
0.00
0.00
0.00
0.00%
TRANSFERS OUT
0.00
9,591.99
9,591.99
9,591.51
73,36600
13.07%
TOTAL ADMINISTRATION
398,088.49
157,167,09
15C,734.68
160,548.08
684,399.00
23.46%
OPERATING EXPENSES
140,207.70
143.458.38
145,872.86
96.238.39
588,904.00
16.34%
CAPITAL OUTLAY
0.00
0.00
0.00
13.429,00
14,000.00
95.92%
TOTAL MAINTENANCE
140,207.70
143,458.38
145,872.86
109,667,39
602,904.00
18.19%
PERSONAL SERVICES
7,523.56
22,237.28
21.573.38
22,653,59
94,637.00
23.94%
OPERATING EXPENSES
157.37
348.93
167.77
378.10
1,944.00
19.45%
CAPITAL OUTLAY
19,536.40
0.00
0.00
0.00
0.00
0.00%
DEBT SERVICE
4,699.20
23,496.00
23,496.00
23,496.00
56,391.00
41,67%
TOTAL GOLF COURSE CARTS
31,916.53
46,082.21
45,237.15
46,527.69
152,972.00
30.42%
GOLF COURSE FUND EXPENDITURES
570,212.72
346,707.68
341,844.69
316,743.16
1,440,275.00
21.99%
AIRPORT FUND
CHARGES FOR SERVICE
-4,311.89
-3,332.79
0.00
0.00
0.00
0.00%
MISC. REVENUE
-124,588.56
-158,403,44
-152,842.29
-166,449.15
-563,570.00
29,53%
TRANSFERS IN
0.00
0.00
0.00
0,00
-1,288.00
0.00%
AIRPORT REVENUE
-128,900.45
-161,736.23
-152,842.29
-166,449,15
-564,858,00
29.47%
PERSONAL SERVICES
48,312.15
33,735.29
17,218.24
17,311.06
71,176,00
24.32%
OPERATING EXPENSES
58,902.48
92,495.10
86,516.22
98,185.51
308,927.00
31.78%
CAPITAL OUTLAY
0.00
3,495.00
20,713.99
4,255.00
4,255.00
100.00%
DEBT SERVICE
0.00
0.00
0.00
0.00
30,500.00
0.00%
TRANSFERS OUT
6,249,99
9,999.99
6,249.99
37,500.00
150,000.00
26.00%
TO FUND BALANCES
0.00
0.00
0.00
0.00
0.00
0.00%
AIRPORT ADMINISTRATION
113,464.62
139,725.38
130,698.44
157,251.57
564,858.00
27.84%
BUILDING FUND
LICENSES & PERMITS
-179,414.57
-222,011.63
-205,215.83
-226,676.31
-840,800.00
26.96%
CHARGES FOR SERVICE
-3,048A5
-3,333.50
-4,284.25
-7,131.00
-15,300.00
46.61%
FINES AND FORFEITS
-1,041.00
-1,450.00
-2,648.00
-1,350.00
-6,350.00
21.26%
MISC. REVENUE
-1,957.52
-3,799.87
-3,897.07
-1,217.54
-18,922.00
6.43%
TRANSFERS IN
0.00
-9,591.99
-9,591.99
-9,591.51
-38,366.00
25.00%
FROM FUND BALANCE
0.00
0.00
0.00
0.00
-34,110.00
0.00%
BUILDING REVENUES
-185,461.54
-240,186.99
-225,637.14
-245,966.36
-953,848.00
25.79%
PERSONAL SERVICES
116,909,66
133,829,76
146,863.14
142,194.95
742,042.00
19.16%
OPERATING EXPENSES
19,774,40
33,930.74
21,822.79
51,222.48
152,389.00
33.61%
CAPITAL OUTLAY
0.00
0.00
0.00
22,828.00
46,828.00
48.75%
TO FUND BALANCE
0.00
0.00
0.00
0,00
12,589.00
0.00%
BUILDING EXPENDITURES
136,684.06
167,760.50
168,685.93
216,245.43
953,848.00
22,67%
56 of 97
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12/31/20
2017/2018
2018/2019
2019/2020
202012021
2020/2021
2020/2021
1st QTR
list QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
CITY COUNCIL
PERSONAL SERVICES
5,690.58
5,696.63
5,690.46
5,693.90
22,732.00
25.05%
OPERATING EXPENSES
5,928.73
5,111.67
6.286.48
6,733.52
37,005.00
18.20%
TOTAL
11,819.31_
10,808.30
11,976.94
12,427.42
59,737.00
20.80%
CITY MANAGER
PERSONAL SERVICES
62,170.73
65,421.71
60,249.79
63,153.17
273,731.00
23.07%
OPERATING EXPENSES
1,400.16
2,943.71
5,685.25
3,538.64
17,092.00
20.70%
TOTAL _
_
63,570.89
68,365.42
_ 65,935.04
66,691.81
290,823.00
22.93%
CITY CLERK
PERSONAL SERVICES
37,822.00
39,101.39
40.539.13
42,473.57
183,634.00
23.13%
OPERATING EXPENSES
40,891.84
12,415.26
42.774.36
14,007.93
29,980.00
46.72%
CAPITAL OUTLAY
_ 0.00
0.00
0.00
2,310.00
0.00%
TOTAL
78,713.84
_ 51,516.65
_0.00
83.313.49
56,481.50
215,924.00
26,16%
LEGAL
PERSONAL SERVICES
0.00
0.00
0.00
37,593.31
163,051.00
23.06%
OPERATING EXPENSES
8,087.14
29,083.29
27,702.34
2,580.04
37,387.00
6,90%
TOTAL
8,087.14
29,083.29
27,702.34
40,173.35
200,438.00
20.04%
ADMINISTRATIVE SERVICES
_
PERSONAL SERVICES
123,916.65
134,311.06
130.172.05
120,400.78
559,057.00
21.54%
OPERATING EXPENSES
10,565.26
9,721.36
16.144,73
15,826.08
145,073.00
10.91%
TOTAL
134,481.91
144,032.42
146,316.78
136,226.86
704,i30.00
20,78%
M.I.S. DIVISION
PERSONAL SERVICES
51.965.28
63,551.48
81.523.39
78,146.26
357,413.00
21.86%
OPERATING EXPENSES
49,547.19
56,924.67
55,437.70
55,666.85
157,416.00
35.36%
CAPITAL OUTLAY
0.00
0.00
912.11
0.00
0.00
0,00%
TOTAL
161,512.47
120,476.15
137,873.20
133,813.11
514,829.00
25.99%
AUDIO VISUAL/BROADCAST
PERSONAL SERVICES
18,597 32
0.00
0.00
0.00
0.00
n!a
OPERATING EXPENSES
6.338,47
0.00
0.00
0.00
0.00
n/a
TOTAL
24,955.79_
0.00
0_.00
OAO
0.00
n/a
POLICE ADMINISTRATION
PERSONAL SERVICES
158,317.50
232.644.13
336,269.04
222,192.40
736,688.00
30.16%
OPERATING EXPENSES
27.877.16
26,978.23
30.610.38
52,442.11
135,654.00
38.66%
CAPITAL OUTLAY
0.00
0.00
0,00
0.00
0.00
0.00%
TOTAL _
_
186.194.66
259,622.36
366,879.42
274,634.51
372,342.00
31.48%
POLICE PATROL
PERSONAL SERVICES
541,208.46
1,094,096.31
1,121.598.06
1,146,184.46
3,193,683.00
35,89%
OPERATING EXPENSES
56,536.04
78,845.21
56.418.02
39,793.30
322,850.00
12,33%
CAPITAL OUTLAY
6,144.99
5,999.00
9,772.00
0.00
26.709.00
0.00%
TOTAL
603,889.49
1,178,940.52
1,187,78.8.08
1,185,977.76
3,543,242.00
33.47%
CODE ENFORCEMENT DIVISION
PERSONAL SERVICES
39,094.18
40,543.85
41,748.69
42,092.95
175,733.00
23.95%
OPERATING EXPENSES
4.848.90
4,121.34
3,397.90
3,639.86
20,708.00
17.58%
_
TOTAL
43,943.08
44,665.19
45,146,59
4_5,732,81
196,441.00
23.28%
POLICE INVESTIGATIONS
PERSONAL SERVICES
158,401.86
221,897.65
314,629.24
326,657,85
948,367.00
34.44%
OPERATING EXPENSES
25,134.39
29,935,33
35,105.27
36,476.95
147,479.00
24.73%
CAPITAL OUTLAY
0.00
0.00
4,125.17
0.00
10,600.00
0.00%
TOTAL
_ 183,536.25
251,832.98
_353,859,68
363,134.83
1,106,446A0
32.82%
POLICE COMMUNICATIONS
PERSONAL SERVICES
143,420.98
139,955.61
140,288.60
129,814.71
646,109.00
20.09%
OPERATING EXPENSES
2,643.02
2,665.99
2.6_28.52
1,427.37
13,836.00
10.32%
TOTAL
146,064.00
142,621.60
42
1,917.12
131,242.08
659,945.00
19.89%
57 of 97
CITY OF SEBASTIAN
GENERAL FUND DEPARTMENTS
QUARTER ENDING 12131/20
2017/2018
201812019
201912020
2020/2021
202012021
2020/2021
1st QTR
1st QTR
1st QTR
1st QTR
ANNUAL
PERCENT
ACTUALS
ACTUALS
ACTUALS
ACTUALS
BUDGET
OF BUDGET
ENGINEERING
PERSONAL SERVICES
34,597.59
0.00
0.00
0,00
0.00
nla
OPERATING EXPENSES
59,194.26
0.00
0.00
0.00
0.00
nla
TOTAL
93,791.85
0.00
0.00
0.00
0.00
nla.
ROADS AND DRAINAGE
_
PERSONAL SERVICES
114,470.29
115,593.25
136,148.84
150,889.91
620,039.00
24.34%
OPERATING EXPENSES
23,032.57
76,286,24
86,224.94
70,463.24
369,151.00
19.09%
CAPITAL OUTLAY
C.00
1,585-00
39,190.25
2,901.99
48,400A0
6-00%
TOTAL
i37,502.86
193,464.49
261,564.03
224,255.14
1,037,590,00
21.61%.
STORMWATER UTILITY DIVISION
PERSONAL SERVICES
104,205.45
0.00
0.00
0.00
0,00
nla
OPERATING EXPENSES
79,040.10
0.00
0.00
0.00
0.00
nla
CAPITAL OUTLAY
0.00
0.00
0.00
0.00
0.00
nla
TOTAL
183,245.55
0.00
0.00
0.00
0.00
nla
CENTRAL GARAGE
PERSONAL SERVICES
42,994.05
52,188,66
43,669.98
46,405.65
188,263.00
24.65%
OPERATING EXPENSES
5,426.26
5,776.06
5,230.28
6,929.37
22,640.00
30.61%
CAPITAL OUTLAY
0.00
5,845.01
0.00
0.00
2,800.00
0.00%
TOTAL
48,420.31
63,809.73
48,900.26
53,336.22
213,723.00
24.96%
FACILITIES MAINTENANCE
PERSONAL SERVICES
24,821.44
41,459.65
68,083.43
70,073.14
288,883.00
24.26%
OPERATING EXPENSES
34,815.00
41,956.33
44,320.23
65,570.54
274,351.00
23.90%a
CAPITAL OUTLAY
4-45,88
0.00
15,372.00
10,400.00
71,464.00
14.55%
TOTAL
60,082.32
83,415.98
127,775.66
146,043.68
634,698.00
23.01%
PARKSIRECREATION
PERSONAL SERVICES
130,189.59
166,199.94
181,520.35
172,160.28
798,647.00
21.56%
OPERATING EXPENSES
76,692.82
51,211.92
51,823.33
53,177.55
261,737.00
20.32%
CAPITAL OUTLAY
0.00
24,696.00
42,790.14
0.00
61,675.00
0.00%
TOTAL
206,882.41
242107.86
276,133.82
225,337.83
1,122,059.00
20.06%
CEMETERY
PERSONAL SERVICES
37,343.22
39,865,32
40,224.80
37,203.93
175,479,00
21.20%
OPERATING EXPENSES
3,493.07
4,697.27
6,748.16
4,834.38
35,215.00
13.73%
CAPITAL OUTLAY
8,490.96
0.00
0.00
0.00
20,000.00
0.00%
CEMETERY
49,327.25
44,562.59
46,972.96
42,038.31
230,694.00
18.220/9
COMMUNITY DEVELOPMENT
PERSONAL SERVICES
74,252.07
78,331.57
80,147,18
101,141.97
431.887,00
23.42%
OPERATING EXPENSES
4,662.49
4,081.22
9,974.63
9,893.98
66,125.00
14.96%
CAPITAL OUTLAY
0.00
0.00
14,649,50
0.00
16,500.00
0.00%
TOTAL
78.914.56
82,412.79
104,771.31
111,035.95
514,512.00
21.58%
NON -DEPARTMENTAL
PERSONAL SERVICES
42,198.09
51,375.35
54,681.02
58,466.62
239,935.00
24.37%
OPERATING EXPENSES
299,469.77
405,681.24
407,061.27
453,360.12
729,415.00
62.15%
TRANSFERS OUT
52,981.02
20,457,00
0.00
0.00
0.00
0.00%
TO FUND BALANCE
0.00
0.00
0.00
0.00
151,506.00
0.00%u
NON -DEPARTMENTAL
394,648.88
477,513.59
461,742.29
511,826.74
1,120,856.00
45.66%
ALL DEPARTMENTS
PERSONAL SERVICES
1,945,677.33
2,582.233.56
2,877,184-05
2,850,745.09
10,003,351.00
28-50%
OPERATING EXPENSES
825,624.64
848,436.34
893,573,79
896,361.83
2,923,114.00
31.750/0
CAPITAL OUTLAY
15,081.83
38,125,01
126,811.17
13,301.99
260,458.00
5,11%
TRANSFERS OUT
52,981.02
20,457.00
0.00
0,00
0.00
0.00%
TO FUND BALANCE
0.00
0.00
0.00
0.00
151,506.00
0.00%
TOTAL GENERAL FUND
2,839,364.82
3,489,251.91
3,887,569.01
3,760,408.91
13,238,429.00
28.41'/a
58 of 97
CITY OF SEBASTIAN
CAPITAL PROJECT STATUS REPORT AS OF December 31, 2020
current
Prior
Project
Budget Share
Project
Year
Year
Expenditures
Percent
Funds
Number Description
Budget Sources
(I. rrhousands of $)
Budget
Exuendilures
Expenditures
To Date
Expended Encumbrances
Remaining
FY2018
A1823 Cemetery Improvements
CTF
150
150,000
17,909
17,909
11.94%
127,100
4,991
A1824 Working Waterfront Phase 3
DST
26
25,700
1.183
20.300
2I.483
83.59%
4,217
A 186D Stonecrop Drainage
DST
l l
11,229
-
11,229
11,229
100.00%
-
0
A1854 Taxiway C Construction
FAAIFDOT/DST
2,258/109.61183
2,550,074
-
2,550,074
2550,074
100.00%
-
0
TOTAL
S 2,737,003
5 1,183
5 2 599,512
S 2,600,694
95.02% S
131,318
S 4,991
PY2019
A1920 Working Waterfront Phase 3
FINDIDON/DSTICRAIPILD
170/301273145113
530,956
-
20,990
20.990
3.95%
509,966
0
A1921 Pickleball
DSTIRIF
1971423
619,762
359
604,751
605,110
97.64%
-
14,652
A1925 Park Signagc
RIF
155
155,000
23.765
53,270
77,035
49.70%
47,965
30.000
A1960 Stonecrop Drainage
DST
12
12,000
-
12.,000
12,000
100.00%
-
A1952 Construct 1langarD
FDOTIDST
1.800/450
2,250MO
22,735
234,096
256,830
11.41%
2,016,769
(23.599)
TOTAL
$ 3,567,718
$ 46,858
$ 925,107
$ 971,965
27% S
2,574,700
$ 21,054
FY2020
A2004 PD Vehicles & FAuipment
DST
355
355,000
-
339.226
339,226
95.56%
-
15,774
A2006 Evidence Compound
DST
40
40,000
10,046
129
10,175
25.44%
22,367
7,458
A2007 CDBG Grant Program
CDBG
250.7
250,769
2,773
13-72D
16.493
6.58%
32.947
201,329
A2008 COVID-19 Expenses
Grant
924.3
924,322
199,324
506,692
706,015
76.39%
136,764
81,543
A2009 CDBG CARES Act Grant Progrs
CDBG
74.8
74,778
-
1,246
1,246
1.67%
-
73.532
A2021 BSSC Baseball Dugouts
RIF
80
80,000
785
20,085
20.871
26.09%
59,130
A2024 Park Improvements
RIF/DON
20/2.5
22,499
3,672
[1,439
15,111
67.16%
7,388
A2025 Community Center Office
DST
40
40,000
-
-
-
0,00%
40.000
A2026 Renovate Golf Tees
DST
50
50,000
951
3D,603
31,554
63.11%
18,446
A2028 Riverview Park Sidewalks
LOGT I CRA
46.5 / 32
78,623
70,832
-
70,832
90.09%
7,790
1
A2029 CRA Signage & Landscape
CRA
113
113,000
29,880
13.448
43,329
38.34%
56,672
13,OD0
A2030 Public Facilities Compound
DST
5088,9
5.088,899
33,815
244,859
279,674
5,48%
167,01
4,642.564
A2050 Construct Taxi Lane
FAAlFDDTlDST
520/25/25
569.264
-
40,404
40A04
7.10%
29,478
499,382
A2060 Roadway Swale Work
SW
60
60,000
25.865
25.865
43,1 I %
34,135
-
A2061 Canal Improvements
SW
1000
1,000,000
-
-
0.00%
-
1,000,000
A2062 Stonecrop Drainage
FEMA/DST
645/215
860.000
3,800
12.616
16AI6
1.91%
843,584
A2063 Septic to Scwer Grant Program
IRLCICRA
100/100
200,000
1,133
48,847
49,980
24.99%
150,021
S 9,807,154 S 357,010 $ 1,309,179 $ 1,666,190 16.99% S 487,814 $ 7,653,150
FV2021
A2100 ServerlHostUpdate
DST
43.2
43,195
-
-
0.00%
43,195
A2MI Citywide Computers
DST
35
35,000
3,964
3,964
11.33%
31,036
A2102 Audio,Visual Equipment
DST
75
75,000
97
97
0,13%
66.512
8,391
A2103 COSty Equipment
DST
10
10,000
28
28
0.28%
9.972
A2104 Phone System
DST
l00
100,000
-
-
0.00%
-
100,000
A2105 Network Infrastructure
DST
39
39.000
24,784
24,784
63.55%
1,686
12,530
A2106 Police Vehicles & Equipment
DST
373.5
373.500
-
-
0.00%
-
373,500
A2120 BSSC Lightning System
DST/GF
2415.7
29,757
0.00%
29.752
A2121 Harrison Street Park Plaza
DST
270
270,000
0.00%
27(1.000
A2122 N. Central Ave Event Plaza
DST
40
40,000
0.00%
40,000
A2123 Tree Protection Plan
DST
135
135,000
0.00%
135.000
A2124 Playground Improvercents
RIF
70
70,000
0.00%
MOW
A2125 Park Improvements
RIF
20
20,000
0,00%
20,000
A2130 Street Repaving
LOGT
338.2
338,227
0.00%
338,226
1
A2131 Sidewalk Replacement
LOUT
55.8
55,860
0.00%
-
55,860
A2132 Street Reconstruction
UDGTIDST
1059/500
605.913
0.00%
605.412
1
A2133 Truck wlCrane
DST
65
65,000
0.00%
61,099
3.902
A2160 Roadway SwalcslDriveways
SW
l00
100.000
0.00%
-
100,000
A2161 Slormwater Master Plan
SW
100
200,000
0,00%
200.000
A2162 Sliplining
DST
I00
100,000
0.00%
100,000
A2150 rstablishSewer Service
FDOTIDST
$001200
1,000,001)
0.00%
1,000,000
A2151 Square l langar Engineering
FDOT/DST
222/55.5
277,5 [ 6
0.00%
277,516
3,982,963
28,874
- 28,874
0.72%
1,073,434
2,8941,655
GRANDT( TAL
S 20.094.838
S 433,' 25
S 4,833,798 S 5,267.723
26.21% $
4.267,265
$ 10,559,850
59 of 97
QUARTERLY INVESTMENT REPORT
FOR THE QUARTER ENDED DECEMBER 31, 2020
At December 31, 2020, the total of the City's cash and investments were $20,671,022.61. Of this, $16,234,303.46 was held in an
interest bearing checking account at Seacoast National Bank, $3,889,860.08 was invested with the State Board of Administration
and $546,859.07 is deposited with Florida Trust, which invest in short-term bonds. The City did not purchase any new securities
during the quarter and does not hold any direct investments in government securities. Returns at the end of the quarter were .25%
for the Bank and .15% for the State Board. The average annualized return over the 3 months of this quarter from the deposit with
Florida Trust was 3.30%. The Bank returns and State Board continue to drop primarily due to reactions of the bond market and
Federal Reserve.
SEACOAST NATIONAL BANK
CURRENT
CASH BALANCE ALLOCATION BALANCE
General Fund $ 6,001,335.80
Local Option Gas Tax Fund 343,864,07
Discretionary Sales Tax Fund 5,279,172.28
Riverfront Redevelopment Fund 659,707.59
Parking lu-Lieu-Of Fund
Recreation Impacl Fee Fund
Stormnatcr Utility Fund
Law Enforcement Forfeiture Fund
Stomswater Series 2003 Debt Service Fund
Capital Projects Fund
Capital Improvements Fund
Trrnspvriation Fund
Stormwater Projects Fund
Gol f Cuurce Fund
Airport Fund
Airport Projects Fund
Building Department Fand
Cemetery Trust Fund
Perfomance Deposits Fund
Total Bank Balance
Fund Making Loans
GENERAL FUND:
Due from Golf Course
Due from Airport Fund
DISCRETIONARY
SALES TAX:
Due from Airport Fund
Due from Airport Fund
BUILDING FUND:
Due from Golf Course
Due from Golf Course
Purpose
133,2C5.87
2,139,920.96
110,607.41
(133.136.70)
30,000.00
(0.10)
242,240.85
155,490.95
355 262.33
(61,391.02)
793,569.92
183,703.45
750.00
16,234,303.46
Cash Flow Loan
Grant Match Loan
$285,000 Hangar A
$267,511 Hangar B
PERCENT
36.97%
2,12%
32.52%
4.06%
0.00%
0.82%
13,18%
0.00%
0.68%
-0,82%
0.18%
0.00%
1,49%
0.96%
2,19%
-0.38%
4.89%
1,13"/
0.00%
100.00 %
STATE BOARD OF ADMINISTRATION (SBA)
CURRENT
INVESTMENT ALLOCATION BALANCE
General Fund S 569,386.78
Local Option Gas Tax Fund
Discretionary Sales Tax Fund
Riverfront Redevelopment Fund
Parking In -Lieu -Of Fund
Reermion Impact Fee Fund
Stormwaler Utility Fund
Latin Enforcement Forfeiture Fund
Stormwater Series 70U Debt Service Fund
Capital Projects Fund
Capital Improvements Fund
Transportation Fund
Stormwater Projects Fund
Golf Course Fund
Airport Fund
Airport Projects Fund
Building Department Fund
Cemetery Trust Fund
Performance Deposits Fund
Total SBA Balance
INTERFUND LOANS REPORT
$700,000 Irrigation
$559,684 Other Repairs
1,319,822.31
164.975,20
62,216.05
33,224.98
534.168.52
31,295.51
198,246.13
884,184,60
92,340.00
$ 3,889,860.08
10/01/20 Scheduled Balance at
Balance Payments 12/31/2020 Remarks/Terms
PERCENT
14.64%
6.00%
33.93%
4.24%
1.60%
0.85%
13,73%
0.80%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
5.10%
22, 73%
2.37%
100.00"/
$500,000 None $500,000 Pay $25K/Year or More 5tarting FY 20/21.
$150,000 None $150,000 Pay $150K in FY 20/21.
$269,245
$18,000
$261,966
5 Years @ 3%, Then 4%for 25 Years.
$259,869
$12,500
$257,754
5 Years @ 3%, Then 4%for 25 Years.
$615,456
$30,547
$615,456
20 Years, Each 5 Years Adjust to T-Band Minus 1%.
$559,684
None
$559,684
Pay When Possible, Maybe After $700,000 is paid.
60 of 97
CM cf
SEBAST"
Qs 2W - S
HOME OF PELICAN ISLAND
To: Mayor and City Council
Thru: Paul Carlisle, City Manager
From: Kenneth W. Killgore, Administrative Services Director
Date: March 10, 2021
Re: [" Quarter Accomplishments Fiscal Year 202I
The following are the V Quarter Accomplishments for City Departments as assembled and edited by the Administrative Services
Department for the three months ended December 31, 2020,
CITY CLERK
Levislative Sunuort Matters
• City Clerk prepared agenda, attended/recorded three Regular City Council meetings.
• Completed follow up of approved Council matters — contracts, letters, e-mails, scanned to LF and indexed.
• Twelve resolutions adopted by Council.
• Nine proclamations prepared for presentation by Council Members.
• Provided monthly City calendars and revisions to Council, city staff and press.
• Coordinated attendance of clergy for Council meeting invocations.
Records Management Proeram
• Responded to 76 public records requests.
• 58 cubic feet of paper records met retention along with duplicate and OSA records destroyed by shredding vendor.
• Documents, Maps & Surveys of Airport, Cemetery, Facility Buildings, Golf Course, Land Use, Storrnwater, Streets and
Working Waterfront and Water & Sewer Franchise Documents were imported into Laserfiche for permanent records.
• Transferred and documented five bid records for storage.
Election Matters
• Coordinated use of Council Chambers for Presidential General Election Early Voting.
• Four candidates submitted M9, G1, G2, G3 treasurer's reports; provided to press as requested.
• Administered oath to two Council Members.
• Updated and distributed regional committee member information to respective committee staff.
Citv Board Matters
• Noticed vacancies, prepared ten board appointments, notified and provided info to appointees, updated Board Handbook and
distributed pages.
• City Clerk prepared agenda, attended/recorded one CRA and one BOA meetings within Council Meetings.
• Records Specialist published all scanned City board packets to City website and Laserfiche and provided to press and Council.
• Prepared one certificate of appreciation for outgoing board member.
• Sent holiday appreciation gift to all board members.
• Coordinated board/committee meeting minutes between staff and technical writer.
Cemetery Matters
• Certificates of Interment Rights issued for 11 locations for a total of $21,000.
• Scanned all cemetery records as sold or amended for permanent retention.
Personnel/Educational Matters
• Records Specialist attended three Project Management meetings.
• Records Specialist attended five Events Committee meetings.
• Records Specialist assisted with banquet meal pick up for employees due to Coronavirus causing cancellation of Awards Banquet.
• Records Specialist updated Notary Public Commission.
• City Clerk & Records Specialist received Internet Security Awareness Certification.
61 of 97
ADMINISTRATIVE SERVICES
• Prepared 4"' Quarter Budget Amendment and made presentation to Budget Committee and City Council.
• Provided administrative support to the Police Pension Board.
• Closed accounting records at year-end and responded to questions from the Auditors.
• Assisted with negotiations of wage opener in accordance with the PEA and PBA Labor Agreements.
• Completed payments from CARES ACT Rental and Mortgage Assistance Grant Program.
• Developed procedures for processing additional $2,000 payments for CARES ACT Small Business Grant Program.
• Handled normal processing of payroll, accounts payable and cashiering. Monitored and approved payments on major contracts.
• Maintained listing of current capital projects and held frequent meetings with project managers to monitor progress.
• Coordinated the quarterly employee investment meetings with the ICMA representative.
• Monitored and completed required grant paperwork on Airport and other grants.
• Recruited, interviewed and hired replacements for vacant positions.
• Documented bids and proposals for purchases to insure purchasing policies were followed.
• Reviewed and approved agenda items for contracts and other payments requiring City Council approval.
POLICE DEPARTMENT
Administration
• Continued review of agency policies per accreditation standards.
• Conducted graduation ceremony for the Citizen Academy (continued from April).
• Conducted several interviews for 911 dispatcher positions.
• Conducted several interviews for police officer.
• Conducted several interviews for new Crime Scene Technician.
• Attended several ZOOM meetings for Civic Organizations.
• Continued our quarterly auditing and inspection of the police building and equipment.
• Command Staff members attended 4 Council meetings.
• Responded to 0 public records request.
• Held semi-annual meeting with Police Volunteers & Crossing Guards.
• Set up plans for COVID testing site.
• Appeared in front of Commission for Florida Accreditation to receive award.
• Oversaw a three part promotional process for sergeants.
• Promoted a new Captain, Lieutenant and two sergeants.
• Selected new patrol corporal & K9 officer to replace new sergeants.
+ Attended Crime Lab meeting.
• Attended Veteran's Day & Pearl Harbor Day celebrations.
• Attended new School Board Member reception.
• Participated in several other meetings with staff and other department heads.
• Completed 3 leadership meetings and several (weekly) staff meetings.
• Met with Timothy Moore, new president of Indian River State College.
• Met with more PD employees in reference to goals and objectives.
• Participated in community events: light up night, Christmas parade, two movie nights, lip sync battle & rang the Salvation Army
Bell in a public safety competition.
Volunteers
• The Community Service Volunteers worked a total of 1,085.50 hours during this quarter.
• 10 bank deposit details were made. This service is done for City Hall so employees do not have to leave their assigned duties.
• 0 traffic control details were assigned. These consist of directing traffic at city events, road closures, etc.
• 358 house watches/close patrols were completed_
• 26 vehicle transports were made consisting of taking the vehicles to different locations for repairs, etc.
• 334 business checks were made. These business checks are conducted to help patrol officers keep an eye on the business
community which helps reduce crime.
• 17 area checks of banks were made. Visual marked units around the banks at various times helps to deter crime.
+ 9 Airport checks were made. The visibility helps to deter crime.
+ 65 special details were assigned.
• I I miscellaneous assists for law enforcement personnel.
• 35 paper runs, i.e.: State Attorney's Office, Sheriff's Office, etc. The volunteers pick up and deliver packages such as council
packages, State Attorney paperwork, and miscellaneous items as needed.
• Assisted with traffic control on 8 traffic crash scene.
• 0 warnings for handicapped parking tickets issued and 0 warnings for other parking infractions issued.
• 10 citizen contacts.
• 260 miscellaneous jobs.
• 11 Escorts were completed.
62 of 97
2
School Resource Officers
October 1st thru December 31. 2020
Life Skills classes taught
0
0
0
0
Reports
0
2
2
4
Crossing Guard contacts
23
14
18
55
Mentors lunches
13
12
14
39
Patrols hours
8
30
24
62
Communty event hours
0
11
0
11
Communty event hours
Patrols hours
Mentors lunches
Crossing Guard contacts
Reports
Life Skills classes taught
Area/school checks
0 20 40 60 80 100 120 140
Road Patrol and Special Operations
• Officers were dispatched to 5857 calls for service, and self -initiated 3181 events.
• 87 adult and 10 juvenile arrests were made.
• Officers issued 173 citations, 5 parking citations, and 374 written warnings.
• Officers completed 565 offense reports and 85 crash reports.
Special Operations
# Dec,
N Nov.
a Oct.
• • Citations Warnings • Incident Reports Arrests
• Traffic Officer • 20 51 • 16 0
• Boat Officer + NIA NIA • MANIA
K-9 Unit
• K-9 Training Hours: 320
• Misdemeanor Arrests: 2
• Felony Arrests: 8
+ Narcotic Searches: 13
• Activity Reports: 8
+ K-9 Demonstrations: 1
• Schools Attended: 0
• Additional Training Hours: 264 hour K-9 Patrol School.
• Agency Assisted: Indian River and Brevard Counties.
63 of 97
3
Detectives
October 1st thru December 31, 2020
Subpoenas
4
Arrests
0
Warrants
0
Training/Meeting Hours
12
Fallow -Ups
11
Active Cases
16
Assigned Cases
9
Cleared Cases
5
Inactive Cases
3
Supplements
17
Call Outs
1
Back ground/Rpo
0
I Call Outs
Supplements
Inactive Cases
Cleared Cases
Assigned Cases
Active Cases
Follow-U ps
Training/Meeting Hours
Warrants
Arrests
Subpoenas_
0
20 40
Communitv Policing & Crime Prevention Officer
2
1
7
1
1
2
2
4
6
1
30.75
43.75
22
31
64
14
22
52
16
17
42
9
13
27
10
12
25
13
29
59
3
7
11
2
4
6
Series4
Series3
a Series2
iSeriesl
60 80
JARRESTS
0
0
0
0
WARRANTS
2
2
0
4
ITRAININGIMEETINGS (hours)
8
8
8
24
FOLLOW-UPS
3
2
3
8
JACTIVE CASES
5
3
3
11
JASSISGNED CASES
5
3
3
11
CLEARED CASES
5
2
1
8
INACTIVE CASES
0
0
0
0
SUPPLEMENTS
6
5
3
14
SURVEILLANCE (HOURS)
20
10
20
50
64 of 97
4
COPE QUARTERLY REPORT
ACTIVITY
HOURS
Community Events:
COMMUNITY EVENTS
48
Jr. Bluewater Open - 3
AGENCY OUTREACH EVENTS
78
COVID Test Site - 5
Triathalon - 6
COMMUNITY MEETINGS
24
Light Up Night - 9
SCHOOL -RELATED EVENTS I
0
Honor Special Needs
Student - 3
PUBLIC TRAINING CLASSES
4
Christmas Parade - 9
REGIONAL OUTREACH
4 I
Lip Sync Battle - 10
Bell Ringing - 3
SRO Coverage
37
EXPLORER POST ACTIVITIES
4
TRAINING AND SCHOOLS
3
Agency Outreach:
Citizen's Academy-4
IN-SERVICE INSTRUCTION
8
Movie Night - 20
SOCIAL MEDIA MANAGEMENT
28
Shop w/Cop -40
Turkey Drive - 6
ADMINISTRATION & RESEARCH
6
Toy Drive - 8
DISPATCH COVERAGE 16
Communications Division
Community Meetings
SAFIR - 6
Exchange - 12
Underage Drinking - 3
DOA Revolution -1
Mental Health - 2
Explorer Post Activities: 4
Training and Schools:
Bike Helmet - 3
In -Service Inst
Crossing Guard - 8
Social Media
School Related Events: '44 Management:
Public Training Classes: (Facebook, Twitter,
Active Shooter - 4 Instagram) - 28
Regional Outreach:
DEA Ta keback - 4
SRO: - 37
Admin & Research:
COPE Meeting - 4
Awards - 1
Special Events - 1
Dispatch Coverage: - 16
Disp. Calls For Service
1,582
1,454
1,609
4,645
Officer Initiated Calls
1,193
970
1,402
3,565
Code Enf. Initiated Calls
1,560
1501
1,650
4,711
Volunteer Initiated Calls
146
189
194
529
Calls Entered Into CAD
4,569
4,247
4,975
13,691
911 Calls Received
753
698
674
2,280
911 Calls Transferred Out
321
268
249
891
911 Hang-up Calls
81
79
108
258
Admin. Calls Received
776
708
728
2,212
Admin. Calls Transferred
N/A
N/A
N/A
N/A
Outgoing Admin. Calls
NA
NA
NA
NA
Training/Meeting Hours
18
15
15
48
911 NETWORK DOWN UNABLE TO
PULL NUMBERS DIRECTLY FROM THE
PHONE SYSTEM. THE TOTAL CALLS
ARE COMING FROM CAD WHICH
DOES NOT INCLUDE THE IN HOUSE CALLS OR OUTGOING
Training/Meeting Hours
Outgoing Admin. Calls
Admin. Calls Transferred
Admin. Calls Received
911 Hang-up Calls
911 Calls Transferred Out
ML
December
911 Calls Received-
■ November
Calls Entered Into CAD
a October
Volunteer Initiated Calls
Code Enf. Initiated Calls
Officer Initiated Calls
Disp. Calls For Service►
0
1,000
2,000 3,000 4,000
5,000 6,000
65 of 97
5
Crime Scene/Evidence
Items Received
83
66
97
246
Evidence Processed In-house
11
14
24
49
Evidence Outsourced
9
4
12
25
Items Returned
14
5
6
25
Items Purged
13
4
7
24
Cars Impounded
0
3
0
3
Video Redaction Hours
42
64
62
168
Video's Burned
37
58
61
156
Supplements Written
6
8
13
27
Evidence Processing Hours
47
54
68
169
Crime Scene Processing Hours
8
28
20
56
Training Hours
8
0
8
16
Call Outs
0
4
3
7
Call Outs
Training Hours
Crime Scene Processing Hours
Evidence Processing Hours
Supplements Written
Video's Burned
Video Redaction Hours
Cars Imnounded
Items Purged
Items Returned
Evidence Outsourced
Evidence Processed In-house
Items Received
Dec
! NOV
■ Oct
0 20 40 60 80 100 120
Code Enforcement
Of the 4,727 code calls for the quarter the following is a breakdown of some specific calls made:
• Issued 462 written warnings. This range from grass and weeds too high, trailers parked in front of the property line, trash .and debris,
yard sale permits, overgrowth of adjoining lot, no permit for a fence install, etc.
• 136 property inspections for title companies and 72 sign violations.
• 603 Code Services.
• 686 re -inspections, 65 violations were not complied with, 132 were posted for abatement, 12 abated by vendors.
• 485 violations complied.
• 7 Liens filed, 6 liens released.
137 violation letters sent for various reasons such as grass and weeds too tall, trash and debris, overgrown lots, etc. in an attempt to gain
compliance.
There were no calls for water violation during the first quarter.
Alarm Assessment
• $340.00 in alarm permits (new and renew)
• $00.00 in false alarms fines
• 116 alarm responses by officers, 44 of these were false_
• 16 New permits issued.
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6
ROADS
Asphalt
• Put down 21 tons of asphalt through- out the City between various pot holes, road crossings and road edges, etc.
• Re -grade parking lot at dog park with millings.
• Put down 4 truckloads of millings through -out the alley. At the time, the alley was under water so millings were temporary repair.
• Re -grade ruts in overflow parking lot with millings.
• AsphaIt truck had misc. mechanical issues.
Miscellaneous
• Assisted garage with removal of old tracks and tension springs, install new springs and tracks on SW608 Excavator.
• Mowed, edged and weed eated all city owned bridges, JoyhavenlConcha dam, Fleming St., city right of way, Harbor Lights Motel (rear).
• Trimmed all palms along Potomac St.
• Monitored crossings at George St. and Joyhaven with cocina rock until paving could mill and pave them.
• Maintained weeds from sidewalks and pine needles from storm drains on Powerline Rd.
Right of ways
• Mowed right of ways though -out the city at various locations as needed, mainly in the South East section of the city with side arm..
• Side arm mower went down with cracked boom docking cradle so crews cut various problematic sites by hand to correct sight
obstructions for residential driveway line of sit and obstructed stop signs.
Projects - Assisted various departments with different projects including:
• South WimbrowlCollier Creek drain ditch clearing and reshaping.
• Wimbrow IAzine lot clearing and debris hauling at city owned vacant lot,
• New dug out construction at Barber St, Sports Complex.
• Assisted signs division with various painting and striping projects including M.O.T. and traffic directing, grinding etc.
Sign Shop
• Signage and Installation:
+ Created: 79
• Signs Installed: 60
• Signs straightened 76
• Decals: 9
• Traffic Studies: 3
• GIS Locations: 31
• Pavement Markings
• Stop Bars 3
• Yellow Line Striping 3608 Ln. ft.
• White Line Striping 10,672 Ln. ft.
• Parking Lots 1 Jackson St.
• Cross Walks 1
• Handicap stalls: 6
• ADA Mats painted 9
• Blue paint 200 LN ft.
• Special Projects
• Sign Inspection section 1: Completed
• City Bridges: Periwinkle, Fleming St. and Englar Bridges: Complete
• Schumann St. —Barber to City Limits painted and RPMS installed: Completed
• New Projects
• Main St. painting Powerline to Airport Dr. In Progress.
• Airport Runway 23 touch up painting: Waiting on material.
• Traffic Island, Laconia and Roseland: In Progress.
• School radar sign install: Waiting on material.
• Section 3, 4 and 5 stop and street signs: Waiting on material.
• Main St. boat ramp lot painted: Complete.
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7
• M.O.T
• Special Events 8
• School Light Issues: 14
• Citizen Request: 7 (1 open and 6 closed)
• Work Orders: 38 (38 have been completed)
• Created Signs Breakdown
• Street signs : 19
• Regulatory: 27
• Warning: 15
• Park 2
• Golf Course 2
• Construction Zone Warning: 2
• Misc. 12
Facilities Maintenance
• Maintain City Flags.
• Maintain and monitor all lift stations.
• Monthly AC maintenance all city buildings.
• Assist with splash pad operations.
• Daily monitoring of city marquees.
• Monthly monitoring and supplies AED stations.
• Daily maintenance and repairs city buildings.
• Monitor Nash Janitorial.
• City Hall/Old School: Elevator license and inspections.
• VeIocity Building: A/C replacement,
• Police Department: Interior painting project.
• City Hall/Crab-E-Bills: Pressure Washing.
• Hardee Park: Floor resurfacing,
• City Hall: Bi-polar ionization project.
• Police Department: Bi-polar ionization project.
• Admin Building: Ionization kits unit 3 and 8 Maintain.
Cemetery
• Burials full 9
• Cremains: 8
• Showed public cem. Prop.
• Markers re -installed.
• Routine mowing, weed eating, edging, clean water cooler.
• Monthly gauge of rain: 20.20
• Survey pins.
• Fixed irrigation, cleaned storm drains.
• Sealed niches.
• Power washed gazebo on going.
• Check for items that don't belong in cemetery on going.
• Meet with Tim Rose and Scott.
• Parts run.
Construction Specialist
• Fisherman Landing
• Repair and replace walkway lighting.
• US-1
• Replace Christmas Tree Iighting.
• Community Center
+ Replace water heater.
• Golf Course
• Repair water leak at hole #1,
• Replace door at restraint.
• Replace door at Bev. Shack.
• Repair Parking lot lighting.
8
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Airport
• Replace transformer for Pappi Lights.
• Remove and reinstall chain link fencing at carport area.
• Repair hangar lighting as needed.
Parks
• Ball field repair lighting field 4.
• Repair lighting field 2.
• Build new dugouts.
• Main St. boat ramp replace pier lights.
• Replace water fountain.
• Repair Rotary Club Pier.
• Pickle ball courts install new lighting rear of building.
• Friendship Park replace pole 4 lighting system.
General research for lighting and pricing on upcoming projects and repairs to older facilities.
Building Maintenance:
• Repair compound water line.
Fleet Manazement:
• The Fleet Management Staff completed 252 repair work orders, 31 preventive maintenance services 12 service calls and I road trips to pic
up parts.
• In addition to in-house vehicle/equipment work orders, 17 vehicle and equipment repairs were scheduled and completed by outside vendor
• Took delivery of the following units:
• Kubota Tractor
• Kubota UTV
• Nissan Truck
• (2) Solar message trailers
• Completed the prep (lights, rack, graphics, etc.) on the following units:
• Same as above.
• Completed the sale of equipment: $310.00 in sales.
• Fuel Cost as of 12/29/2020 is as follows:
• $181 per gallon of gasoline 10.5 increase over the past 90 days.
• $1.96 per gallon of diesel fuel 18.5 increase over the past 90 days.
LEISURE SERVICES
Special Events Prep
• Worked events at Riverview Park, Memorial Park, US 1.
Maintenance
• Remove debris at Yacht Club and Main St., Remove old plants at Riverview Park, Pressure wash sidewalk at City Hall, trimming trees
Barber St. Sports Complex, Drop off chairs at Riverview Park, Remove bench at Dog Park, Backfill seawall at Yacht Club, Remo,
bleaches at Barber St. Sports Complex, Remove sign at Easy St. Park, Remove railroad ties and dirt at Yacht Club.
Installation
• Door stop at Pickleball Courts, Plants at Riverview Park, bench at dog park, mobile library at Friendship Park, polls for nets at Schumat
Park, bricks at Memorial Park, plaque on bench East St, padding under swing Barber St. Sports Complex, Rocks at Memorial Park, Shac
Canopies Barber St. Sports Complex, Backboard at Friendship Park, Windscreen at pickleball courts, Pump at Splash Pad, New trash cai
at Main St.
Repair
• Fence at Garden Club Park, Handle at Easy St. Park, Fence at Friendship Park, Irrigation lines and heads at Main St., PD and Schumai
medians, Barber St. Sports Complex, Border around playground at Friendship Park.
• Continue maintains on all of the parks and medians, mowing edging, weed eating, trimming hedges, pulling weeds, emptying and pickii
up trash, trimming trees, and adding mulch.
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STORMWATER DEPARTMENT
• 522 Cubic yard to landfill.
• Road Crossing Pipes.
• 1 road crossing pipe.
• Removed 719937 of debris from ditches.
• 7 Catch Basin cleaned on Indian River Drive, curb and gutter.
• All baffle boxes inspected, ok at this time.
+ 35 Truck Loads of tree limbs removed and hauled to Airport.
• Ongoing mowing and cleaning up Stormwater detention ponds.
• 390 Building Inspections count by Phil and Eric.
• 390Inspections.
• Citizen Request Report
• Oct. 143 Calls 93% investigated by staff, 8 county, 17 code and I FPL.
• Nov. 123 Calls 98% investigated by staff, 2 county, 10 code, and I FPL.
• Dec. 82 Calls 9 1 % invested by staff, 5 code, 1 FPL, I city attorney in working on.
GOLF COURSE
• Revenue 20-21 19-20 Difference+/-
Ist Quarter Rev. $406,943 $386,404 +$20,539
YTD Tot. Rev. Same as above line
ist Quarter Rounds 4,402 3,341 +1,061
YTD Tot. Rds. Same as above line
1st Q. Green Fee $95,304 $91,442 +$3,862
1st Q. Cart Fee $131,233 $128,659 +$2,574
1st Q. Annual Member $110,221 $92,146 +$18,075
YTD Ann. Mem. Same as above line
1st Q. USGA Hdcp. $4,048 $4,488 -$440
YTD USGA Hdcp. Same as above line
1st Q. Disct. Card $23,179 $24,861-$I,682
YTD Disct. Cd. Same as above line
1st Q. Driving Range $8,936 $8,769 +$167
YTD Dr. Rge. Same as above line
1 st Q. Club Rental $471 $668 -$197
1st Q. Club Storage $3,248 $3,144 +$104
YTD CR & CS $3,719 $3,812 -$93
1st Q. Golf Shop Retail $20,136 $22,027-$1,891
YTD Shop Retail Same as above line
1st Q. PGA Pro Lesson $760 $680 +$80
YTD Lesson Same as above line
Ist Q. Restaurant Rent $7,500 $7,500 $0
YTD Rest. Rent Same as above line
*1st Q. Rain amount 9.6" 15.2" -5.6"
*Data obtained from weather underground.com
• Comments: Increase in overall golf course revenue with a strong showing from Annual Membership revenue, which had an $18,075
increase when compared to I st Quarter I 9/20. All other categories showed mostly small increases and stayed fairly consistent to last
fiscal year including green & cart fees, rounds and driving range. While Golf Shop sales decreased $1,891, when compared to 1st
Quarter 19/20, sales still exceeded $20,000. While not as much rain when compared to 19/20, rainfall was still an issue as well as
availability of golf carts. Despite those two issues, rounds still showed an increase of 1,061.
• Charity, Corporate and special Golf Tournaments for the l st quarter included Central Baptist Church (54 players), Sebastian River
Boys and Girls Golf Team (50 players), Holy Cannoli Christmas for Kids (80 players), The Sebastian 2-Person Fall Team
Championship (44 players) and Palm Bay Golf Association (28 players).
• Special events booked for the 2nd Quarter include The New Year's Day Scramble Tournament, The Solid Rocket Booster Golf League
and The Palm Bay Golf Association.
• All daily leagues, including Wojo's Monday League, Men's and Women's Golf Associations, Sebastian Business League and several
other smaller leagues continue to thrive, support and offer consistent return play from many patrons.
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10
AIRPORT
• Installed VirTower.
• Routine landscape maintenance.
• Repaired/Installed new Papi control board.
• Mowed AP Drive West with long arm.
• Routine monthly PPP inspections.
• Edged RWY5-23 & 10-28.
• Routine runway lighting maintenance.
• Security camera repairs.
• Fixed gate 7 & 31 motors.
• Assisted with AWOS service.
• Trenched for camera wiring.
BUILDING DEPARTMENT
• In the first quarter of this fiscal year, a total of 38 new single-family homes were issued building permits. New single family residence
permits have decreased this quarter, most likely due to the holidays. Other permits of significance include 0 new manufactured homes,
0 new commercial buildings, 0 commercial additions, 3 commercial alterations, 1 commercial build out, 2 residential additions and 112
residential alterations. In all, 871 building permits were issued in the first quarter. Overall permitting in the first quarter has decreased
by 16%.
• Total number of inspections for the first quarter was 2784 for an average of 46 building inspections per working day. The number of
inspections for the first quarter has stayed roughly the same as the fourth quarter of last fiscal year.
• The number of Certificates of Occupancy issued for the first quarter included 31 new single family residences, 0 manufactured homes,
0 commercial certificate of occupancy, 0 commercial temporary certificate of occupancy and 0 commercial certificate of completion.
• The following lists the Business Tax Receipt activity for the first quarter: new businesses-63, renewals -181, transfers-4, duplicates
0, home based businesses-15, commercial businesses-48, insurance companies- 38 and solicitor registrations-6. There were 51 new
Contractor registrations. In addition, there have been 66 requests for permit records on properties within the city from lien/title
companies.
• In light of the pandemic, 2020 has been a busy year for the building department. Overall we saw very little slow down. in the
volume of construction including home improvements. The pandemic has pushed us into doing business a whole new way with
most permits coming in on-Iine or through e-mail. The MyGovernmentOnline program has also given us the capability of sending
plan review comments and issuing building permits through e-mail, which has made us much more efficient.
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On OF
5ET_V
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL
Council Meetina Date: March 10, 2021
Title & Recommendation: Approve to Continue Receiving Financial Auditing Services from Rehmann
Robson for the Year Ending September 30, 2021, in the amount of
$46,200.00-, Authorize City Manager to Sign Engagement Letter.
Backqround: The Procurement Division, on behalf of the Administrative Services
Director/CFO, recommends Council APPROVE to continue receiving Financial Auditing Services from
Rehmann Robson and AUTHORIZE the City Manager to sign the attached Engagement Letter used for this
purpose.
Last year, we issued a Request for Proposal (RFP) soliciting for interested auditing firms to perform the City's
annual financial audit. This was RFP was cancelled and the process deferred due to the COVID-19
Pandemic. The process must be conducted in accordance with the selection process required by State
Statute 218.391 and is more involved than the normal process. The City was and still is concerned about
pursuing this since it would be difficult for Proposers to present their capabilities and for the Evaluation
Committee to adequately evaluate which firm may be the best fit for this work. Last year, the City did not
experience a cost increase. For this year, Rehmann Robson has proposed a 5% increase to the total cost.
Staff feels that it is in the best interest of the City to continue services with Rehmann Robson until there is a
more appropriate time to go through the RFP process.
If Agenda Item Reauires Exaenditure of Funds:
Total Cost: $41,400, plus $4,800 for the Single Audit (if required for Fiscal Year 2021)
Budgeted Amount: Will be Included in the Fiscal Year 2022 Budget
Account/Funds to Be Used: General Fund and Enterprise Funds
Attachments:
1. Rehmann Robson Engagement Letter for FY2021 Financial Audit
Administrative Services Department Review:-1 } ,L
City Attorney Review: Ma4uy A n&ri1, JY.
Procurement Division Review, if applicable: �+
City Manager Authorization
Date: 's)/ A- /
72 of 97
Lehmann
March 2, 2021
The Honorable Mayor and Members of the City Council
City of Sebastian
1225 Main Street
Sebastian, FL 32958
Enclosed is the engagement letter for the City of Sebastian, Florida for the year ended September 30, 2021.
Government Auditing Standards (as amended) require that we communicate, during the planning stage of an
audit, certain information to the City Council. This information includes the auditors' responsibilities in a
financial statement audit, including our responsibilities for testing and reportingon compliance with laws and
regulations and internal control over financial reporting. The engagement letter includes the items which
must be communicated to the City Council.
Therefore, please make copies of the attached engagement letter and forward the copies to the City Council.
Please sign and return the enclosed copy of the attached engagement letter to us at your earliest
convenience.
Enclosures
Sincerely,
4&14,pL�rLY— L LC
A mnmb—al
Rehmann is an independent member of Nexia International. �i� Nexia
1nte,IEV—al
73 of 97
Rehmann
March 2, 2021
The Honorable Mayor and Members of the City Council
City of Sebastian
1225 Main Street
Sebastian, FL. 32958
We are pleased to confirm our understanding of the services we are to provide the City of Sebastian, Florida
(the "Cityl for the year ended September 30, 2021.
We will audit the financial statements of the governmental activities, the business -type activities, the
aggregate discretely presented component units, each major fund, and the aggregate remaining fund
information, including the related notes to the financial statements, which collectively comprise the basic
financial statements of the City as of and for the year ended September 30, 2021. Accounting standards
generally accepted in the United States of America provide for certain required supplementary information
(RSI), such as management's discussion and analysis (MD&A), to supplement the City's basic financial
statements. Such information, although not a part of the basic financial statements, is required by the
Governmental Accounting Standards Board who considers it to be an essential partof financial reporting for
placing the basic financial statements in an appropriate operational, economic, or historical context. As part
of our engagement, we will apply certain limited procedures to the City's RSI in accordance with auditing
standards generally accepted in the United States of America. These limited procedures will consist of
inquiries of management regarding the methods of preparing the information and comparing the information
for consistency with management's responses to our inquiries, the basic financial statements, and other
knowledge we obtained during our audit of the basic financial statements. We will not express an opinion nor
provide any assurance on the information because the limited procedures do not provide us with sufficient
evidence to express an opinion or provide any assurance. The following RSI is required bygenerally accepted
accounting principles and will be subjected to certain limited procedures, but will not be audited:
1. Management's Discussion and Analysis
2. Schedule Required by GASB 67 and 66 - Pension Plan
3. Schedule of Funding Progress and Employer Contributions - OPEB Plan
We have also been engaged to report on supplementary information other than RSI, such as combining and
individual fund financial statements, that accompanies the City's basic financial statements. We will subject
the following supplementary information tothe auditing procedures applied in our audit of the basicfinancial
statements and certain additional procedures, including comparing and reconciling such information directly
to the underlying accounting and other records used to prepare the financial statements or to the financial
statements themselves and other additional procedures, in accordance with auditing standards generally
accepted in the United States of America and will provide an opinion on it in relation to the financial
statements as a whole:
1. Combining and individual fund financial statements
2. Sched u le of ex pend itu res of federa I awa rds „ f
Rehmann is an independent member of Nexia International Nexia
74 of 97
The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 2
The following other information accompanying the basic financial statements will not be subjected to the
auditing procedures applied in our audit of the financial statements, and for which our auditor's report will
disclaim an opinion:
1. Introductory section of the Comprehensive Annual Financial Report
2. Statistical section of the Comprehensive Annual Financial Report
Audit Objectives
The objective of our audit is the expression of opinions as to whether the City'stinancial statements are fairly
presented, in all material respects, in conformity with accounting principles generally accepted in the United
States of America and to report on the fairness of the supplementary information referred to in the second
paragraph when considered in relation to the basic financial statements taken as a whole. Our audit of the
City's financial statements does not relieve management or those charged with governance of their
responsibilities. The objective also includes reporting on -
• Internal control related to the financial statements and compliance with laws, regulations, and the
provisions of contracts or grant agreements, noncompliance with which could have a material effect
on the financial statements in accordance with Government Auditing Standards.
Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance
with laws, regulations, and the provisions of contracts or grant agreements that could have a direct
and material effect on each major program in accordance with the Single Audit Act Amendments of
1996 and Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance)
The reports on internal control and compliance will each include a paragraph that states that the purpose of
the report is solely to describe (1) the scope of testing of internal control over financial reporting and
compliance and the result of that testi ng and not to provide an opinion on the effectiveness of internal control
over financial reporting or on compliance, (2) the scope of testing internal control over compliance for major
programs and major program compliance and the result of that testing and to provide an opinion on
compliance but notto provide an opinion on the effectiveness of internal control over compliance, and (3) that
the report is an integral part of an audit performed in accordance with Government Auditing Standards in
considering internal control over financial reporting and compliance and with the Uniform Guidance in
considering internal control over compliance and major program compliance. The paragraph will also state
that the report is not suitable for any other purpose.
Our audit will be conducted in accordance with auditing standards generally accepted in the United States of
America; the standards for financial audits contained in Government Auditing Standards, issued by the
Comptroller General of the United States; the Single Audit Act Amendments of 1996; and the provisions of
the Uniform Guidance, and will include tests of accounting records, a determination of major program(s) in
accordancewith the Uniform Guidance, and other procedures we consider necessary to enable us to express
such opinions and to render the required reports. We will issue a written report upon completion of our audit
of the City's financial statements. Our report will be addressed to the City Council of the City. We cannot
provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is
necessary for us to modify our opinions or add emphasis -of -matter or other -matter paragraphs to our audit
report. If our opinions on the financial statements or the Single Audit compliance opinion are other than
unmodified, we will discuss the reasons with management in advance. If circumstances occur and come to our
attention related to the condition of the City's records, the availability of sufficient, appropriate audit
evidence, or the existence of a significant risk of material misstatement of the financial statements caused by
75 of 97
The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 3
error, fraudulent financial reporting, or misappropriation of assets, or we become aware that information
provided by the City is incorrect, incomplete, inconsistent, misleading, contains material omissions, or is
otherwise unsatisfactory which in our professional judgment prevent us from completing the auditor forming
an opinion on the financial statements, we retain the right to take any course of action permitted by
professional standards, including declining to express an opinion or issue a report, or withdrawing from the
engagement.
The concept of materiality is inherent in the work of an independent auditor. An independent auditor places
greater emphasis on those items that have, on a relative basis, more importance to the financial statements
and greater possibilities of material error than with those items of lesser importance or those in which the
possibility of material error is remote. For this purpose, materiality has been defined as "the magnitude of an
omission or misstatement of accounting and financial reporting information that, in light of surrounding
circumstances, makes it probable that the judgment of a reasonable person relying on the information would
have been changed or influenced by the omission or misstatement."
Audit Procedures and Our Responsibilities —General
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial
statements; therefore, our audit will involve judgment about the number of transactions to be examined and
the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and
the reasonableness of significant accounting estimates made by management, as well as evaluating the
overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable
rather than absolute assurance about whether the financial statements are free of material misstatement,
whether from M errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of
laws or governmental regulations that are attributable to the City or to acts by management or employees
acting on behalf of the City. Because the determination of abuse is subjective, Government Auditing Standards
do not expect auditors to provide reasonable assurance of detectingabuse.
Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and
because we will not perform a detailed examination of all transactions, there is a risk that material
misstatements may exist and not be detected by us, even though the audit is properly planned and performed
in accordance with auditing standards generally accepted in the United States of America and Government
Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of
laws orgovernmental regulations that do not have a direct and material effect on the financial statements or
major programs. However, we will inform the appropriate level of management of any material errors, any
fraudulent financial reporting, or misappropriation of assets that comes to our attention.
We will also inform the appropriate level of management of any violations of laws or governmental
regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes
to our attention. We will include such matters in the reports required for a Single Audit. Our responsibility as
auditors is limited to the period covered by our audit and does not extend to any later periods for which we
are not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the
accounts, and may include tests of the physical existence of inventories, and direct confirmation of
receivables and certain other assets and liabilities by correspondence with selected individuals, creditors, and
financial institutions. We may request written representations from the City's attorneys as part of the
engagement, and they may bill the City for responding to this inquiry. At the conclusion of our audit, we will
also require certain written representations from management about the financial statements and related
matters.
76 of 97
The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 4
We have advised the City of the limitations of our audit regarding the detection of fraud and the possible
effect on the financial statements (including misappropriation of cash or other assets) not withstanding our
obligations per the Single Audit Amendments of 1996 and the Uniform Guidance. We can, as a separate
engagement, perform extended procedures specifically designed to potentially detect defalcations.
Management acknowledges that the City has not engaged us to do so and does not wish us to do so at this
time.
Management is responsible for the basic financial statements, schedule of expenditures of federal awards,
and all accompanying information as well as all representations contained therein. Management is also
responsible for identifying government award programs and understanding and complying with the
compliance requirements, and for preparation of the schedule of expenditures of federal awards in
accordance with the requirements of the Uniform Guidance. As part of the audit, we will assist with
preparation of the City's financial statements, schedule of expenditures of federal awards, and related notes,
as well as the data collection form. Management will be required to acknowledge in the management
representation letter our assistance with preparation of the financial statements, the schedule of
expenditures of federal awards, and the data collection form, and that management has reviewed and
approved the financial statements, schedule of expenditures of federal awards, and related notes prior to
their issuance and have accepted responsibility for them. Management agrees to assume all management
responsibilities for any nonaudit services we provide; oversee the services by designating an individual,
preferably from senior management, who possesses suitable skill, knowledge, and/or experience; evaluate
the adequacy and results of these or other nonattest services performed by our Firm; and understand and
accept responsibility for the results of such services.
We, in our sole professional judgment, reserve the right to refuse to perform any procedure or take any action
that could be construed as assuming management functions or responsibilities.
Audit Procedures - Internal Controls
Our audit will include obtaining an understanding of the City and its business environment, including internal
control over financial reporting sufficient to assess the risks of material misstatement of the financial
statements and to design the nature, timing, and extent of further audit procedures that are appropriate in
the circumstances. Tests of controls may be performed to test the effectiveness of certain controls that we
consider relevant to preventing and detecting errors and fraud that are material to the financial statements
and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters
that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope
than would be necessary to render an opinion on internal control and, accordingly, no opinion will be
expressed in our report on internal control issued pursuant to Government Auditing Standards.
As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the
effectiveness of the design and operation of controls that we consider relevant to preventing or detecting
material noncompliance with compliance requirements applicable to each major federal award program.
However, our tests will be less in scope than would be necessary to render an opinion on those controls and,
accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform
Guidance.
77 of 97
The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 5
An audit is not designed to provide assurance on internal control, or to identify significant deficiencies or
material weaknesses in internal control, or to express an opinion on the effectiveness of internal control over
financial reporting_ Accordingly, we will express no such opinion. However, during the audit, we will
communicate to the appropriate level of management and those charged with governance internal control
related matters that are required to be communicated under professional standards, Government Auditing
Standards and the Uniform Guidance. These matters refer to significant matters related to the financial
statement audit that are, in our professional judgment, relevant to the responsibilities of those charged with
governance in overseeing the City's financial reporting process. When applicable, we are responsible for
communicating certain matters required by laws or regulations, or by additional requirements that may be
applicable to this engagement. Auditing standards generally accepted in the United States of America do not
require the independent auditor to design or perform procedures for the purpose of identifying other matters
to communicate with those charged with governance. Management is responsible for assessing the
implications of and correcting any internal control -related matters brought to the City's attention by us.
Audit Procedures - Compliance
As part of obtaining reasonable assurance about whether the financial statements are free of material
misstatement, we will perform tests of the City's compliance with provisions of applicable laws and
regulations and the provisions of contracts and agreements, including grant agreements_ However, the
objective of those procedures will not be to provide an opinion on overall compliance and we will not express
such an opinion in our report on compliance issued pursuant to Government Auditing Standards.
The Uniform Guidance requires that wealso plan and perform the audit toobtain reasonable assurance about
whether the auditee has complied with applicable laws and regulations and the provisions of contracts and
grant agreements applicable to major programs. Our procedures w(ll consistof tests of transactions and other
applicable procedures described in the OMB Compliance Supplement for the types of compliance requirements
that could have a direct and material effect on each of the City's major programs. The purpose of those
procedures will be to express an opinion on the City's compliance with requirements applicable to each of its
major programs in our report on compliance issued pursuant to the Uniform Guidance,
Management Responsibilities
Management is solely and completely responsible for designing, implementing, and maintaining effective
internal controls relevant to the preparation and fair presentation of financial statements that are free from
material misstatement, whether due to fraud or error, and internal control over compliance, and for ongoing
monitoring activities, to help ensure that appropriate goals and objectives are met and that there is
reasonable assurance that government programs are administered in compliance with compliance
requirements. Management is also responsible for the selection and application of accounting principles; for
the preparation and fair presentation of the financial statements in conformity with an acceptable financial
reporting framework, and for compliance with applicable laws and regulations and the provisions of contracts
and grant agreements. Management is responsible for determining, and has determined, that the applicable
and appropriatefinancial reporting framework to be used in the preparation of the City's financial statements
is accounting principles generally accepted in the United States of America (GAAP).
Management is also solely and completely responsible for making all financial records and related
information available to us, and for ensuring that financial information is reliable and properly recorded.
Management is also responsible for providing us with (1) access to all information of which management is
aware that is relevant to the preparation and fair presentation of the financial statements, including
identification of all related parties and all related -party relationships and transactions, (2) additional
information that we may request from management for the purpose of the audit, and (3) unrestricted access
to persons within the City from whom we determine it necessary to obtain audit evidence.
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The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 6
For the purposes of this letter, related parties mean members of the governing body; board members;
administrative officials; immediate families of administrative officials, board members, and members of the
governing body; and any companies affiliated with or owned by such individuals.
Management's responsibilities also include identifying significant vendor relationships in which the vendor
has the responsibility for program compliance and for the accuracy and completeness of that information.
Management's responsibilities include adjusting the financial statements to correct material misstatements
and for confirming to us in the written representation letter that the effects of any uncorrected
misstatements aggregated by us during the current engagement and pertaining to the latest period presented
are immaterial, both individually and in the aggregate, to the financial statements taken as a whole,
We understand that management will provide us with such information required for our audit, including a
reasonably adjusted trial balance, and that management is responsible for the accuracy and completeness of
that information. Assistance provided by our Firm In the preparation of a reasonably adjusted trial balance is
considered an additional billable service.
We will advise management (and the City Council, as necessary) about appropriate accounting principles and
their application and may assist in the preparation of the City's financial statements, but the ultimate
responsibility for the financial statements remains with management with oversight by those charged with
governance. As part of our engagement, we may propose standard, adjusting, or correcting journal entries to
the City's financial statements. Management is responsible for reviewing the entries, understanding the
nature of any proposed entries and the impact they have on the financial statements, and the implications of
such entries on the City's internal control over financial reporting. Further, the City is responsible for
designating qualified management -level individual to be responsible and accountable for overseeing these
nonattest services.
Management is responsible for the design and implementation of programs and controls to prevent and
detect fraud, and for informing us about all known or suspected fraud affecting the government involving
(1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud
could have a material effect on the financial statements. Management's responsibilities include informing us
of its knowledge of any allegations of fraud, suspected fraud or illegal acts affectingthe government received
in communications from employees, former employees, grantors, regulators, or others. In addition,
management is responsible for identifying and ensuring that the City complies with applicable laws,
regulations, contracts, agreements, and grants. Additionally, as required by the Uniform Guidance, it is
management's responsibility to follow up and takecorrective action on reported audit findings and to prepare
a summary schedule of prior audit findings and a corrective action plan. The summary schedule of prior audit
findings should be available for our review at the conclusion of fieldwork.
Management is responsible for preparation of the schedule of expenditures of federal awards in conformity
with the Uniform Guidance. Management agrees to include our report on the schedule of expenditures of
federal awards in any document that contains and indicates that we reported on the scheduleofexpenditures
of federal awards. Management also agrees to include the audited financial statements with any presentation
of the schedule of expenditures of federal awards that includes our report thereon OR make the audited
financial statements readily available to intended users of the schedule of expenditures of federal awards no
later than the date the schedule of expenditures of federal awards is issued with our report thereon.
Management's responsibilities include acknowledging to us in the representation letter that (a) management
is responsible for presentation of the schedule of expenditures of federal awards in accordance with the
Uniform Guidance; (b) that management believes the schedule of expenditures of federal awards, including
its form and content, Is fairly presented in accordance with the Uniform Guidance; (c) that the methods of
measurement or presentation have not changed from those used in the prior period (or, ifthey have changed,
the reasons for such changes); and (d) management has disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the schedule of expenditures of federal
awards.
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The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 7
Management is also responsible for the preparation of the other supplementary information, which we have
been engaged to report on, that is presented fairly 4n relation to the basic financial statements. Management
agrees to include our report on the supplementary information in any document that contains and indicates
that we have reported on the supplementary information. Management also agrees to include the audited
financial statements with any presentation of the supplementary information that includes our report
thereon. Management's responsibilities include acknowledging to us in the representation letter that (a)
management is responsible for presentation of the supplementary information in accordance with GAAP; (b)
that management believes the supplementary information, including its form and content, is fairly presented
in accordance with GAAP; (c) that the methods of measurement or presentation have not changed from those
used in the prior period (or, if they have changed, the reasons for such changes); and (d) management has
disclosed to us any significant assumptions or interpretations underlying the measurement or presentation
of the supplementaryinformation.
Management is responsible for establishing and maintaining a process for tracking the status of auditfindings
and recommendations. Management is also responsible for identifying for us previous financial audits,
attestation engagements, performance audits, or other studies related to the objectives discussed in the
Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to
address significant findings and recommendations resulting from those audits, attestation engagements,
performance audits, or studies. Management is also responsible for providing management's views on our
current findings, conclusions, and recommendations, as well as management's planned corrective actions, for
the report, and for the timing and format for providing that information.
During the course of our engagement, we will request information and explanations from management
regarding the City's operations, internal control over financial reporting, various matters concerning fraud
risk, future plans, specific transactions, and accounting systems and procedures. At the conclusion of our
engagement, we will require, as a precondition tothe issuance of our report, that management provide certain
representations in a written management representation letter.
We are not hosts for any City information. Management is expected to retain all financial and non -financial
information that management uploads to a portal (document sharing site), and management is responsiblefor
downloading and retaining in a timely manner anything we upload. Portals are meant as a method only of
transferring and sharing data, and are not intended for the storage of City information, which may be deleted
at any time. Management is expected to maintain control over the City's accounting systems to include the
licensing of applications and the hosting of said applications and data. We do not provide electronic security
or back-up services for any of the City's data or records. Giving us access to the City's accounting system does
not make us hosts of information contained within.
Fees
The not -to -exceed fee for the audit of the financial statements will charged at rates commensurate with the
valueof our professional services rendered and are not expected to exceed $46,200 ($41,400 forthe financial
audit and $4,800 for the single audit). If the City has more than two major programs tested in the single audit,
a fee of $1,500 will be charged for each additional program.
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The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 8
Our invoices for these fees are due and payable as follows:
Payment schedule:
Payment 1 $ 20,790 12/01/2021
Payment 2 20,790 01/31/2022
Payment 3 4.620 Upon report issuance
This fee is based on the assumption that unexpected circumstances will not be encountered during the audit.
This fee is based on anticipated cooperation from the City's personnel, continued readiness and proactive
assistance on their part in providing us with complete and accurate information (whether financial or
nonfinancial in nature) considered necessary by us to farm an appropriate opinion, and the assumption that
unexpected circumstances will not be encountered during the audit. Such circumstances include, but are not
necessarily limited to significant addition or deletion of funds, component units or related entities and first-
time application of significant new professional accounting or auditing pronouncements. In addition, the fee
above assumes management will analyze and maintain appropriate support for significant valuation
assertions embodied in thefinancial statements includingthe valuation of investment securities, the actuarial
methods and assumptions used to calculate the net pension and other postemployment benefits liabilities,
impairment of capital assets including those held for sale, the valuation of inventories and land held for resale,
allowances for uncollectible receivables, and the estimate for incurred -but -not -reported self insurance
claims. If significant additional time is necessary, we will discuss the related circumstances with management
and arrive at a new fee estimate, which may or may not occur before we incur the additional time. In these
circumstances, we may also issue a change order form (an attached example is provided.)
Engagement Administration, and Other
Management shall discuss any independence matters with Rehmann that, in management's judgment, could
bear upon Rehmann's independence.
Atthe conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form
that summarizes our audit findings. It is management's responsibility to submit the reporting package
(including financial statements, schedule of expenditures of federal awards, summary schedule of prior audit
findings, auditors' reports, and a corrective action plan) along with the Data Collection Form to the federal
audit clearinghouse. We will coordinate with management the electronic submission and certification. If
applicable, we will provide copies of our reports for the City to include with the reporting package the City
will submit to pass -through entities. The Data Collection Form and the reporting package must be submitted
within the earlier of 30 days after receipt of the auditors' reports or nine months after the end of the audit
period, unless a longer period is agreed to in advance by the cognizant oroversight agency for audits.
The audit documentation for this engagement is the property of Rehmann and constitutes confidential
information. However, pursuantto authoritygiven by law or regulation, we may be requested to make certain
audit documentation available to a cognizant or grantor agency for audit or its designee, a federal agency
providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality
review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify
management of any such request. If requested, access to such audit documentation will be provided under
the supervision of Rehmann personnel. Furthermore, upon request, we may provide copies of selected audit
documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies
or information contained therein to others, including other governmental agencies.
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The Honorable Mayor and Members of the City Council
City of Sebastian
March 2, 2021
Page 9
The audit documentation for this engagement will be retained for a minimum of five years after the report
release date or for any additional period requested by the cognizant agency, oversight agency for audit, or
pass -through entity. If we are aware that a federal awarding agency, pass -through entity, or auditee is
contesting an audit finding, we will contact the parties contesting the audit finding for guidance prior to
destroying the audit documentation.
Our audit engagement and our responsibility as auditors ends on delivery of our audit report to the City
Council at the Regular or Special Board meeting. Anyfollow-up services that might be required will be part of
a separate, new engagement. The terms and conditions of that new engagement will be governed by a new,
specific engagement letter forthat service.
Government Auditing Standards require that we provide the City with a copy of our most recent external peer
review report and any subsequent peer review reports received during the period of the contract. Our 2020
peer review report accompanies this letter.
This engagement letter, including the attached Rehmann Audit Engagement Letter Terms and Conditions
which are incorporated herein by reference as if set forth within the body of this engagement letter in their
entirety, reflect the entire understanding between us relating to the audit services covered by this
agreement. This agreement may not be amended or varied except by a written document signed by bath
parties. It replaces and supersedes any previous proposals, correspondence, and understandings, whether
written or oral. The agreements of the City and Rehmann contained in this document shall survive the
completion or termination of this engagement. If any term hereof is Found unenforceable or invalid, this shall
not affect the other terms hereof, all of which shall continue in effect as if the stricken term had not been
included.
We appreciate the opportunity to be of service to the City and believe the arrangements outlined above and
in the attached Rehmann Audit Engagement Letter Terms and Conditions accurately summarize the
significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms
of our engagement, please sign the enclosed copy of this document and return it to us.
L Lc
P. Ross Cotherman, CPA
Principal
Executive responsible for supervisingthe
engagement and signing our report
ACKNOWLEDGED AND ACCEPTED:
This letter correctly sets forth the understanding of City of Sebastian, Florida.
Officer Signature
Printed Name
Title
Date
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Rehmann Audit Engagement Letter Terms and Conditions
ADDITIONAL SERVICES - The City may request that we perform
additional services not addressed in this engagement letter. if this occurs,
we will communicate with management regarding the scope of the
additlonal services and the estimated separate fees. We also may issue a
change order form (an attached example Is provided), or a separate
engagement letter covering the additional services. In the absence of any
other written communication from us documenting such additional
services, our attest services will continue to be governed by the terms of
ON engagement letter.
CODE OF CONDUCT - Management Is responsible for identifying any
violations by employees of the City's code of conduct.
CHANGES IN STANDARDS, LAWS AND REGULATIONS - We perform
services for the City based an present professional standards, laws and
regulations. While we may on occasion be able to communicate with
management with respect to changes in professional standards, laws and
regulations, as a general principle we cannot undertake with clients to
advise them of every change that may occur. The City can always obtain
reassurance in this regard by contacting us for an updated review of the
City's situation.
MANAGEMENT'S REPRESENTATIONS - The procedures we will
perform in our engagement and theconclusionswe reach as a basis for our
report will be heavily Influenced by the written and oral representations
that we receive from management Accordingly, false, misleading,
Incomplete, Inconsistent, or omitted representations could cause us to
expend unnecessary efforts or could cause material error or a fraud to go
undetected by our procedures. In view of the foregoing, the City agrees
that we shall not be responsible for any material misstatements In the
City's financlal statements that we may fail to detect as a result of false,
Inaccurate, Incomplete, lnconsistent, or misleading representations that
are made to us by management In addition, the City further agrees to
Indemnify and hold us harmless for any liability and all reasonable costs,
Including legal fees, that we may incur as a result of the services
performed under this engagement in the event there are false or
misleading representatlons made to us by any member of the City's
management
CLIENT ASSISTANCE - We understand that the City's employees will
prepare all cash, accounts receivable, and other confirmations we request
and will locate and reflle any documents selected by us for testing. In
addition, managementwl II provide us wlth coples of all minutes and other
documents that we believe may have a bearing on our evaluation of the
City's financial affairs.
WORK SPACE - The City shall provide reasonable work space for
Rehmann personnel at audit work sites, as well as occasional clerical
support services.
TIMELY DECISIONS AND APPROVALS - The City understands that
Rehmanns performance Is dependent on the City's timely and effective
satisfaction of its own activities and responsibilities In connection with
this engagement, as well as timely decisions and approvals by City
personnel.
ACCURACY AND COMPLETENESS OF INFORMATION - Management
agrees to ensure that all information provided to us is accurate, complete,
and consistent in all material respects, contains no material omissions and
is updated on a prompt and contlnuous basis. in addition, management will
also be responsible for obtaining all third -party consents, if any, required
to enable Rehmann to access and use any third -party products necessary
to our performancc.
EMAIL - The City acknowledges that (a) Rehmann, the City and others, if
any, participating in this engagement may correspond or convey
documentation via Internet e-mail unless the City expressly requests
otherwise, (b) no party has control over the performance, reliability,
availability, or security of Internet e-mail, and (c) Rehmann shall not be
ll able for any loss, damage, expense, harm or Inconvenience resulting from
the loss, delay, Interception, corruption, or alteration of any Internet e-
mail due to any reason beyond Rehmann's reasonable control.
OFFERS OF EMPLOYMENT - Professional standards require us to be
independent with respect to the City in the performance of our services.
Any discussions that management has with personnel of our Firm
regarding employment could pose a threat to our Independence.
Therefore, we request that management inform us prior to any such
discussions so that we can implement appropriate safeguards to maintain
our Independence.
Neither party shall, during the term of this engagement letter and for one
(1) year after its termination, solicitfor hire as an employee, consultantor
otherwise any of the other party's personnel without such other party's
express written consent If the City desires to offer employment to a
Rehmann associate and the associate is hired in any capacity by the City,
a market -driven compensation placement fee may apply,
ADDITIONALFEESAND BILLING POLICIES- It must beunderstoodthat
the nature of our engagement requires us to exercise our independent
professional judgment with respect to various auditing, accounting and
related issues. In reaching our conclusions, we must retain the right to
judge the nature and scope of the work required In order to conform to
professional standards, as well as the work we deem necessary to enable
us to reach the conclusions and form the opinions required of us. If our
judgment as to the scope of the work required causes us to reassess our
estimate of fees for this engagement, we will so advise the City. We
reserve the right to refrain from performing additional work (and thereby
incurring additional time charges) unless and until the City has confirmed
Its understanding of, and agreementto, any additional estimated charges.
Our fee estimate is based upon our discussions with management, In
which management has disclosed no unusual problems or Issues which
would require us to conduct an audit of unusual scope or otherwise
expend time and effort in excess of that normally anticipated In an
engagement of this type. The estimate also assumes that we will have the
full cooperation of City personnel, as required, and that there is a
reasonable contirwityc f City personnel fami liarwkh the matters to which
our engagement relates. In addition, our fee is based on the experience
level of our personnel, at their respective standard hourly rates,
performing certain audit procedures at certain timeframes. If we are
caused to vary from that planning formula, additional fees will need to be
charged to allow for more experienced personnel performing the work,
reallocation of our client priority, overtime, etc. Further, management will
provide us with the schedules and records that we request (which
ordinarily are detailed In a request list In advance of our fieldwork) and
that all such schedules and records will be provided to us timely in
accordance with the scheduled fieldwork dates, to be mutually agreed
upon. If the requested schedules and records are not provided to us in
accordance with the scheduled dates and we are unable to continue our
work, we will attempt to resume our work as soon as the schedules and
records are provided to us and our professionals assigned to the
engagement again become available.
As a result of well -publicized events, global economic convergence, and
the continued evolution of the accounting profession, accounting and
auditing standard setters and regulators are contlnually evaluating the
need for changes that may affect the City. Such changes may result in
changes in financial reporting and expandl ng the nature, timing and scope
of activities we are required to perform to provide the services discussed
in this letter. Proposed changes and shortened deadlines could result in a
reduction of the level of assistance and preparedness the City is able to
provide. We expect that our clients may continue to look to us to assist
them with these changes. To the extent any changes require us to Increase
the time required to provide the services described in this letter or to
complete new tasks required by such changes, we reserve the right to
adjust our fees appropriately. We will endeavor to advise the City of
anticipated changes to our fees an a timely basis.
In accordance with our Firm policies, work may be suspended ifthe City's
account becomes 30 days or more overdue and will not be resumed until
the account is paid In full or we have a definitive payment agreement
approved by our Firm administrator in Saginaw, Michigan. If we elect to
terminate our services for nonpayment, our engagement will be deemed
to have been completed even If we have not issued our report. The City
will be obligated to compensate us for all time expended and to reimburse
us for all out-of-pocket expenditures through the date of termination.
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Rehmann Audit Engagement Letter Terms and Conditions
Our terms and conditions impose a late charge of 1.5% per month, which
is an annual percentage rate of 18%. Balances not paid within 30 days of
the receipt of invoice are past due and a late charge of 1.5% wil I be appl led
to the entire past due amount.
Rehmann charges a 3% convenience fee on credit card payments,
CLAIMS -Because there are inherent difficulties inrecallingor preserving
information as the period after an engagement increases, the City agrees
that, notwithstanding the statute of limitations of any particular State or
U.S. Territory, any claim based on the audit engagement must be filed
within 12 months after performance of our service, unless management
has previously provided us with a written notice of a specific defect'sn our
services that forms the basis of the claim.
TERMINATION OF SERVICES - We reserve the right to suspend or
terminate services for reasonable cause such as failure to payour invoices
on a ti mely basis or fail u re to provide adequate information In response to
our inquiries necessary for successful performance of our audit services.
Our engagement will be deemed to be completed upon written
notification of termination, even If we have not completed the audit and
issued our signed auditors' report, The City is obligated to compensate us
for the time expended to that point and to reimburse us for all out-of-
pocket expenditures through the date of termi nation.
We acknowledge the City's right to terminate our services at any tl me, and
the City acknowledges our right to withdraw at any time, including, but
not limited to, for example, instances where, in our judgment, (a) the
conditions in the first paragraph of the Audit Objectives section of this
letter exist, (b) our independence has been impaired, (c) we can no longer
rely on the integrity of management, (d)management (or the Audit
Committee, if applicable) falls to reasonably support our efforts to
perform the engagement In accordance with what we bel leve is necessary
to comply with professional standards, or (e) a lack of professionalism
exhibited by management appears to demonstrate a lack of respect for
our personnel such as that evidenced in inappropriate or threatening
language/emails, subject in eithercase to our right to payment for charges
incurred to the date of termination or our resignation.
In the event that we determine to resign, and the City seeks damages
allegedly resulting from such resignation, our maximum liability to the
City in the event we are held liable because of such resignation shall be
limited to the fees actually paid to us for current year audit work
performed up to the date of resignation.
INITIAL ISSUANCE OF OUR AUDIT REPORT ON FINANCIAL
STATEMENTS- If the City intends to publish or otherwise reproduce our
audit report on the financial statements and/or make reference to our
Firm name, such as for inclusion in an annual report (such as, for example,
In a CAFR), prospectus, official statement, or similar disclosure document.
Including incorporatlon by reference thereto, the City agrees to provide
us with a copy of the final reproduced document for our review and
approval before It is dlstrlbuted, circulated or submitted. Additional fees
for Issuance or inclusion of our audit report and/or any other reference to
our Firm in such other document, will be based on our standard hourly
rates.
With regard to electronic dissemination of audited financial statements,
Including financial statements published electronically on the City's
Internet web site, the City understands that electronic sites area means
to distribute €nformation and, therefore, we are not required to read the
information contained in these sites or to consider the consistency of
other Information in the electronic site with the original document,
SUBSEQUENT REPRODUCTION OF OUR AUDIT REPORT ON
FINANCIAL STATEMENTS - If the City decides to Include, publish or
otherwise reproduce our audit report on the financial statements at a date
subsequent to our original report issuance, such as for inclusion in a
Preliminary or Official Statement, an exempt offering in connection with
a sale of bonds ornotes, orother securities, or in a sim€larexempt offering
or otherdisclosure document such as a prospectus, official statement, etc -
(hereinafter referred to as the "document"}, our Firm Is presumed not to
be associated with such document, and we have no obligation to perform
any procedures with respect to such document. In these circumstances,
the City agrees to ind ude in such document a statement that Rehmann
has not been engaged to perform and has not performed, since the date of
our audit report being reproduced, any procedures on the finandal
statements contained in such document or on any unaudited financial or
other information contained in the document, or on the document itself.
If, however, management orthe City's agent (such as an underwriter, bond
counsel, placement agent, financial advisor, broker -dealer, etc) requests
our involvement, thereby causing us to be engaged to or othernise
prepare a written acknowledgement (sometimes referred to as a
"consent' or"agree to include"] letter prior to Including our audit report in
such a document, or requests or engages us to assist in preparing or
reviewing financial or other information contained in such document. or
part€dpate in related oral due diligence meetings or offering discussions,
our Firm then becomes associated with the document. In this event, in
accordance with professional standards, we will be required to perform
certain subsequent events -based or other limited procedures with
respect to this or other unaudited information contained In the document
shortly before the Initial and any subsequent distribution, circulation; or
submission. Fees for reissuance or inclusion of our audit report in such a
document will be based on our standard hourly rates. ifthe City wishesto
make reference in such a document to our Firm's role In connection with
the purpose and dissemination of the document, the caption
'Independent Auditors' may be used to title or label that section of the
document. In accordance with professional standards, the caption
`Experts" should not be used, nor should our Firm be referred to as
"Experts" anywhere In the document.
INFORMAL ADVICE - As part of our engagement we may provide advice
on operating, internal control over financial reporting and other matters
that come to our attention. Informal advice is not considered to tx: a
consulting service unless we have entered Into a separate engagement.
THIRD PARTY PROCEEDINGS -Asa result of our prior or future services
to the City, we might be requested or subpoenaed to provide information
or documents to management, a court, a trier of fact, or a third party In a
legal, Investigative, administrative, mediation, or arbitration or similar
proceeding in which we are not a party. If this occurs, our efforts in
comply€ng with such requests will be billable to the City as a separate
engagement. We shall be entitled to compensation for our time at our
standard or special hourly rates and reasonable reimbursement for our
expenses (Including our legal fees) in complying with this request. For all
such requests, we will observe the confidentiality requirements of our
profession and will notify management promptly of the request. This
paragraph will survive the termination of this agreement for any reason,
and will be binding upon successors to the Clty.
PEER REVIEW - Our Firm, as well as other major accounting firms,
participates in a "peer review' program cove ring our audit and accountl'ng
practices. This program requires that once every three years we subject
our quality assurance practices to an examination by another accounting
firm. As part of the process, the other firm will review a sample of our
work. It Is possible that the work we perform for the City may be selected
by the other firm for their review. If it is, the other firm is bound by
professional standards to keep all Information confidential. If
management objects to having the work we perform for the City reviewed
by our peer reviewer, please notify us in writing.
PROMOTIONAL MATERIALS - The City consents to Rehmann's use of
your City name and a factual description of the services to be performed
by Rehmann under this agreement in Rehmann's advertising and
promotlonaI materials and other proposal opportunities.
MEDIATION - If any dispute arises among the parties hereto, the parties
agree first to try in good faith to settle the dispute by mediation
administered by the American Arbitration Association under Its Rules for
Professional Accounting and Related Services Disputes before resorting
to binding arbitration or litigation. Costs of any mediation proceeding
shall he shared equally by all parties.
GOVERNING LAW -Th€s Agreement shall be governed by and construed
in accordance with the laws ofthe State of Michigan, without regard to t he
principles cf conflicts of law thereof.
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Lehmann
EXAMPLE CHANGE ORDER
Client: City of Sebastian (the "City")
Date:
Project Description (and estimated completion date, if appropriate):
Estimated Additional Fees: $
We believe it is our responsibility to exceed the City's expectations. This Change Order is being prepared
because performance by us of the above project and/or additional service efforts was not anticipated in our
original Agreement dated March 2, 2021. The estimated fees forthe above project have been mutually agreed
upon by the City and Rehmann. It is our goal to ensure that the City is never surprised by the price for any
Rehmann service and, therefore, we have adopted the Change Order Policy. The estimated additional amount
above is due and payable upon completion of the project described.
If management agrees with the above project description and theestimatedfee amount, please authorize and
date the Change Order below. A copy is enclosed for the City's records. Thank you for letting us serve the
City.
Agreed to and accepted:
Officer Signature
Printed Name
Title
Date
85 of 97
Clifton[ arsonAllen LLP
CLAwnnect.com
REPORT ON THE FIRM'S SYSTEM OF QUALITY CONTROL
September 15, 2020
To the Principals of Rehmann Robson LLC
and the National Peer Review Committee
We have reviewed the system of quality control for the accounting and auditing practice of Rehmann
Robson LLC (the Firm) applicable to engagements not subject to PCAOB permanent inspection in
effect for the year ended March 31, 2020. Our peer review was conducted in accordance with the
Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the
American Institute of Certified Public Accountants (Standards),
A summary of the nature, objectives, scope, limitations of, and the procedures performed in a System
Review as described in the standards may be found at vvww.aicpa.orq/prsumm2.r . The summary also
includes an explanation of how engagements identified as not performed or reported in conformity with
applicable professional standards, if any, are evaluated by a peer reviewer to determine a peer review
rating.
Firm's Responsibility
The Firm is responsible for designing a system of quality control and complying with it to provide the
Firm with reasonable assurance of performing and reporting in conformity with applicable professional
standards in all material respects. The Firm is also responsible for evaluating actions to promptly
remediate engagements deemed as not performed or reported in conformity with professional
standards, when appropriate, and for remediating weaknesses in its system of quality control, if any.
Peer Reviewer's Responsibility
Our responsibility is to express an opinion on the design of the system of quality control and the Firm's
compliance therewith based on our review.
Required Selections and Considerations
Engagements selected for review included engagements performed under Government Auditing
Standards (including compliance audits under the Single Audit Act), audits of employee benefit plans,
an audit performed under the Federal Deposit Insurance Corporation Improvement Act (FDICIA), and
an examination of a service organization (SOC 1 engagement).
As a part of our peer review, we considered reviews by regulatory entities as communicated by the
Firm, if applicable, in determining the nature and extent of our procedures.
rlcniLei ,:
a.Nexia
nterr�atlon��
86 of 97
To the Principals of Rehmann Robson LLC
and the National Peer Review Committee
Page 2
Opinion
In our opinion, the system of quality control for the accounting and auditing practice of Rehmann
Robson LLC applicable to engagements not subject to PCAOB permanent inspection in effect for the
year ended March 31, 2020, has been suitably designed and complied with to provide the Firm with
reasonable assurance of performing and reporting in conformity with applicable professional standards
in all material respects. Firms can receive a rating of pass, pass with deficiency(ies), or fail. Rehmann
Robson LLC has received a peer review rating of pass.
NMI
CliftonLarsonAllen LLP
87 of 97
City of Sebastian
427575
Rehmann
E-Billing Enrollment/Confirmation
Timely and easy -to -access invoices and statements will now be emailed to you. Please provide your
contact information below to start taking advantage of electronic invoicing and statements.
Primary Billing Contact:
Billing Phone Number.,
Email Address:
Comments:
If you are already taking advantage of e-Billing, we will confirm this information in our systems.
Additionally, the billing contact will receive information on e-Payment options to simplify your accounts
payable process.
Rehmann
LID tf
SEBAST'N
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL
Council Meetina Date:
Title & Recommendation
March 10, 2021
Award and Authorize Negotiations for Request for Qualifications
(RFQ) #21-04 Design Build - Yacht Club Seawall Replacement to the top -
ranked firm Ferreira Construction Co., Inc.
Backaround: The Procurement Division recommends that Council AWARD and
AUTHORIZE NEGOTIATIONS for RFQ #21-04 to the top -ranked frm FERREIRA CONSTRUCTION CO.,
INC. This RFQ is to award and negotiate with a qualified and well established Design -Build Firm to provide
design and construction services for the Yacht Club seawall replacement. This RFQ was released on
February 1, 2021 and was available for download via the City's website; DemandStar.com and
myVendorLink.com. All proposals were due electronically on February 19, 2021, in which two (2) proposals
were received and deemed responsive by the Procurement Division. Evaluators evaluated proposals
independently and an Evaluation Meeting was held at which time the top -ranked firm is being recommended
for award.
Negotiations will take place with this firm to ensure that all needs and expectations of the City can and will be
met as well as getting to a Guaranteed Maximum Price (GMP) to fully complete the work.
If Agenda Item Reauires Expenditure of Funds:
Budgeted Amount: NIA
Total Cost: NIA
Funds to Be Utilized for Appropriation: NIA
Attachments:
1. Evaluation Meeting Scores RFQ 21-04...................................................................... 2
2. Evaluation Committee Individual Scores and Comments....................................................... 3
3. Current Project Commitments - Ferreira Construction Co., Inc........................................5
Administrative Services Department Review:
City Attorney Review: r" f aNwu y Avw-tv, Jr.
Procurement Division Review, if applicable:
City Manager Authorization: %
Date:
Page 1 of 5
89 of 97
cm Lx
SEAT �1V
EVALUATION MEETING SCORES
Evaluation Meeting: March 2, 2021
HOME OF PELICAN ISLAND
RFQ 21-04
DESIGN BUILD: YACHT CLUB SEAWALL REPLACEMENT
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PROPOSER:
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100
FERREIRA CONSTRUCTION CO., INC.
85.00
I
9.2..50
92.50
90.00
INDIAN RIVER DOCKS, LLC
87.50
90.00
85.00
87.50
Upon review of the proposals, the Evaluation Committee recommends to award the top ranked Proposer:
FERREIRA CONSTRUCTION CO., INC.
Legal Ad: 01/31/2021
Published: 02/01/2021 - 02/19/2021
Due Date: 02/19/2021
Proposals Received: 2
Page 2 of 5
90 of 97
Title Design Build - Yacht Club Seawall Replacement
Number RFQ 21-04
Phase Evaluation Meeting
Terms
The following leans have been agreed upon by all evaluators that have conducted an evaluation for this bid solicdalion
• Each member will be given a copy of all responsive proposals received to independently read, review and rank based on established criteria included in the solicitation Do not Compare proposals, review each
individually.
• Evaluations must be fair and equal. If one proposal Is scared for a specific shortcoming, the same must be done for all others, All scores should be supported by content, which will be deliberated at the meetings.
• The Committee shall maintain confidentiality throughout the process of evaluations. Any discussion about the solicitation between Committee Members must be conducted at publicly noticed meetings.
• The established evaluation criterion in the solicitation is the only criteria that may be used to evaluate the proposals. Evaluations are based solely on the contents of their proposals.
Scores
:riteria
Firm Qualifications
Team Qualifications
Workload & Scheduling
References
Total
Velght
40
30
20
10
100
erreira Construction Co., Inc.
36.67
27,50
1 B.33
7.60
90
Irian Benton
30.00
30.00
20,00
5.00
85
,aul Chapline
40.00
30.00
15.00
7.50
92.5
:enneth Griffin
40.00
22.50
20.00
10.00
92.5
ldian River Pocks, LLC
36.67
25.0e
16.67
9.17
87.50
Irian Benton
40.00
22.50
15.00
10,00
$7.5
lain Chapline
40.00
22.50
15.00
7.50
85
'.enneth Griffin
$0.00
30.00
20.00
10.00
90
=_spondent: Ferreira Construction Co., jnG.
• Criteria: Finn Qualifications
Evaluator: Kenneth Griffin
Comment Very Impressive projects with significant concrete work. Please to see commitment to bringing in project within the City's stated budget, which really is the City's available budget for this important project
Evaluator: Brian Benton
Comment Ferreira is an established company that has been In the Marine Construction Industry since 2004. Showed experience in design -build projects that were simllar to ours and larger. Shepard park was a removal an
replacement of 660 LF of seawall with similarities in the tiebacks and concrete path. No mention of unique resources of any answers to the project completed on time, in budget and how many change orders were necessar
Is currently doing the Working Waterfront in Sebastian
Evaluator Paul Chapline
Comment Currant project for city operating on a timely manner
• Criteria: Team Qualifications
Evaluator Kenneth Grim
Comment. Very experienced VP and superintendent, no discussion of engineering services qualifications. including Charles Darden, PE. although copy of PE license included
Evaluator: Brian Benton
Comment Ferreira has a high level of experience in Marine construction projects based on the provided documentation of the high level staff that will be involved in this project Their chosen engineering firm has great work
experience in their past, current and future jobs that would be utilized in this project.
Evaluator: Paul Chapllne
Comment Personnel qualifications meet or exceed
• Criteria: Workload & Scheduling
Evaluator: Kenneth Griffin
Comment. Workload is fairly busy but projected schedule is acceptable
Evaluator: Brian Benton
Comment. Ferreira has a large current commitments list, however their designlconstrucGon schedule falls in line with our requests. Their Identified technical approach seems to be the best, most cost-effective method for thi:
project however I would lean on Kan's engineering expertise to ensure this is true. The Idea of demolition of staggered 50 ft sections seems Interesting and would like Kan's opinion on this process.
Evaluator Paul Chapline
Comment Scheduling time line looks as completed ahead of schedule
• Criteria: References
Evaluator Kenneth Griffin
Comment Strong references on Comparable projects to our proposed Yacht Club sea wall and walkway project
Evaluator Brian Benton
Comment, Page 18 reference was great. It was very informative to hear they have came in under budget and within the time frame while causing minimal impact to the public and environment Martin County project was
completed well ahead of the substantial completion date. Only supplied 2 references. 1 of the 2 submittals was not related to seawall as it was a baffle box installation for Martin County.
Evaluator: Paul Chapline
Comment. Description of work outline sufficient Current work for city
Page 3 of 5
espondent: Indian River Docks, LLC 91 of 97
Criteria: Firm Qualifications
Evaluator Kenneth Griffin
Comment'. Firm has Successfu€ly designed and built a comparable project in size and scope - a 385 It seawall project. Didn't see a commitment to build project for the City's stated available budgetwhich really is the budge
the City have available_
Evaluator Brian Benton
Comment €R Docks was founded in 2017, owners have a combined 40 years of experience in construction industry. 90% of projects are design -build with KMA engineering. Listed 9 projects alj completed within budget and
agreed price. 1 project. Archie Smith Restoration had 1 change order due to material change on decking. All projects met within the time frame. !R Docks Is Identified as the closest vendor therefore mobilization and travel
time to and from project is minimum. They receive preferred pricing and quick delivery due to large amounts of marine construction materials purchased. Owners of the company are hands on throughout the project,
experienced this with the ADA dock at Yacht Club,
Evaluator: Paul Chapline
Comment History of work for city
• Criteria: Team Qualifications
Evaluator: Kenneth Griffin
Comment. Assembled design, permit, construct team well experienced with similar projects as Cily's desired project.
Evaluator Brian Benton
Comment: Team qualifications are sufficient and they plan to use KMA Engineering, who they have exclusively used on all their design builds, and David Cox Consulting for environmental and permit specialist. Organization
chart shows the flow of how the project will progress throughout all firms_ Project pictures show similar projects completed and shows they have worked in Sebastian and knew how to handle the sub base which will be
instrumental in this projeCL
Evaluator Paul Chapline
Comment Questioning if completion time is possible
Criteria: Workload & scheduling
Evaluator Kenneth Grim
Comment Flrm's work load appears to have adequate room to design. permit and construct Yacht Club seawall and walkways in a timely manner. Schedule is realistic and acceptable.
Evaluator Brian Benton
CommentCurrent workload is about 2 months out, however it is estimated to take at least that long for permitting according to both firms. Contractor seems to think the July 151h large[ date is aggressive, however we have
had discussions regarding this being Ruid due to the permitting and design requirements. I like the plan to maintain 1 lane of the boat ramp open at ail times during this construction so that boaters can still utilize the ramp or
daily basis
EvaluatorPaul Chapline
Comment. Lack of description on process (railing walkways ramps amenities j
Criteria: References
Evaluator: Kenneth Grim
Comment. Strong, positive references
Evaluator. Brian Benton
Comment: Provided 3 reterences whom all spoke highly of this firm and its capabilities of building sea walls in this area. These references show that the communication is important with the owners and in ensuring the
customers are happy with the end result being within budget and on -time.
Evaluator Paul Chapline
Comment: familiar with some of the projects
Page 4 of 5
92 of 97
FERREZRA
FERRFJRA CONSMUCYTON SO NI On ISION CC- INCI
DESIGN BUILD -YACHT CLUB SEAWALL
Current Commitments
NAME OF PROJECT -OWNER
TOTAL CONTRACT VALUE
COMPLETED
COMPLETION
%
DATE
Fisherman's Landing Shoreline Protection & Parking
Improvements 1 City of Sebastian
$562,000.00
60%
Apr-,21
FPL PCD Asplundh Lot
$629,437.24
80%
Mar-21
Florida Power & Light Co.
Martin County Fire Station #3
$581,822.00
50%
Jun-,21
Morgantil Martin County
Pinetree & Tequesta Bridge Drainage Improvements
$127,771.50
25%
Apr-21
Village of Tequesta
_
Shepard Park Boat Trailer Parking Improvements
$529,072.08
0%
Aug-21
of Stuart
Lighthouse Outstanding Natural Area Living
Shoreline
$537,170.40
0%
Jul-21
Jupiter inlet District
Circle Bay Yacht Club - Seawall & Dock
$1,951,168.50
0%
Dec-21
Circle Bay Yacht Club
Pines Natural Area Restoration
$534,890,60
20%
Jun-121
Palm Beach Board of County Commissioners
Kirby Loop Rd. Bridge repair
$243,633.25
0%
Jun-21
St. Lucie County
Stormwater & Rights of Way Maint
$4,500,000.00 over 3 years
Currently
City of Port St. Lucie
(all vendors)
ongoing
City of Palm Beach Gardens
$12,000,000.00 over 6 years
Currently
Miscellaneous Public Works Projects
(all Vendors)
ongoing
Martin County Infrastructure Construction
$5,000,000.00 over 5 years
Currently
Martin County Board of County Commissioners
(all Vendors)
ongoing
Martin County Bridge Repair & Maintenance
$3,000,000.00 over 5 years
Currently
Martin County Board of County Commissioners
(all Vendors)
ongoing
Marine Contracting
$2,500,000,00 over 5 years
Currently
Martin County Board of County Commissioners
(all Vendors)
ongoing
Page 5 of 5
93 of 97
15.
Lm OF
SE Tom"
HOME OF PELICAN ISLAND
CITY COUNCIL AGENDA TRANSMITTAL
Council Meeting Date: March 10, 2021
Title & Recommendation: City Council discussion on the 4th of July Fireworks Display
Backqround: The annual 4th of July Fireworks Display has historically proceeded with the
fireworks being shot off from the island directly to the East of the Yacht Club facility (identified in Attachment
as IR6). The City was contacted following this year's Labor Day fireworks show by Mr. Jeremy Edwardson,
Refuge Manager of the Pelican Island National Wildlife Refuge. Mr. Edwardson informed us that the island
that we have used in the past, labeled IR6, falls within the Refuge's jurisdiction. Based on this fact, Mr.
Edwardson informed me that he did not see a way to provide an opportunity to continue to shoot fireworks off
the island since they are committed to the process of determining appropriateness and compatibility for
activities found on a National Wildlife Refuge.
In speaking with the Fireworks vendor we have a few options:
1) Shoot the fireworks off of a barge, cost estimates have come in between $27k - $30k. If the decision
is made to use a barge staff would obtain quotes and bring it back to Council for approval.
2) Shoot the fireworks off of the Twin Piers, however we would have to establish a boundary around the
area specifically a large portion of the grass area in that location.
If Agenda Item Requires Expenditure of Funds:
Budgeted Amount: NIA
Total Cost: NIA
Funds to Be Utilized for Appropriation: NIA
Attachments:
1. Pelican Island National Wildlife Refuge Boundary Map
Administrative Services Department Review:
City Attorney Review:
L 1
Procurement Division Review, ifapplic e:
City Manager Authorization
Date:
94 of 97
Brian Benton
Subject: FW: [EXTERNAL] RE: City of Sebastian
Attachments: PINWR GeoPDF Water_poster.pdf
From: Edwardson, Jeremy[mailto:jeremy_edwardson@fws.gov]
Sent: Wednesday, March 03, 2021 9:56 AM
To: Brian Benton
Subject: Re: [EXTERNAL] RE: City of Sebastian
CAUTION: This email originated from outside your organization. Exercise caution when opening attachments
of clicking links, especially from unknown senders.
Thanks for taking time to reach out to us with the inquiry.
As a resident of Sebastian, I recognize the fireworks show is a highlight to the community and enjoyable to watch.
However, the entire boundary of Pelican island National Wildlife Refuge, including the waterway (Map attached), is subject to be
managed as part of the National Wildlife Refuge System. As part of the Refuge system, every use is subject to be approved as
compatible and appropriate before the use can occur. This is part of the Refuge Administration
Act httiDs://www.fws.p-ov/laws/lawsdiRest/NWRSACT.HTIVL
Digest of Federal Resource Laws of Interest to the U.S. Fish and Wildlife Service
Digest of Federal Resource Laws of Interest to the U.S. Fish and Wildlife Service National Wildlife Refuge System
Administration Act In addition to specific acts of Congress, refuges can be established in many ways, including
public land withdrawal, transfer from other agencies, and by cooperative agreement with other agencies, such as in
mitigation for water resource development and other ...
www.fws.aov
Fireworks would not be considered compatible or appropriate for Pelican Island National Wildlife Refuge (Or probably on any of the
other 567 National Wildlife Refuges). As a matter of other discussion, City of Sebastian does not have the authority to prohibit
access on the islands, without coordination from us, either. So closing the island and posting regulatory signs is inappropriate as
well.
You are welcome to coordinate with the Florida DEP, Indian River Aquatic Preserves Program on potential to conduct fireworks on
other islands or within the water (U.S. Coast Guard probably also needs to be involved if utilizing Barges).
Sorry to be the bearer of bad news, but I hope City of Sebastian can come up with a more appropriate alternative.
I'm happy to discuss this issue or anything else further to you or City Council as well.
Jeremy Edwardson
Acting Project Leader
Everglades Headwaters National Wildlife Refuge Complex
Everglades Headwaters, Pelican island. Archie Carr, and Lake Wales Ridge NWRs
772-216-0067
Jeremv Edward son(d)fws.aov
96 of 97
4055 Wildlife Way
Vero Beach, FL 32963
From: bbenton@cityofsebastian.org <bbenton@cityofsebastian.org>
Sent: Wednesday, March 3, 2021 8:50 AM
To: Edwardson, Jeremy <teremy_edwardson@fws.gov>
Subject: RE: [EXTERNAL] RE: City of Sebastian
Mr. Edwardson,
Good morning, this item is going before our City Council for discussion and I am generating the agenda transmittal. Is
there any additional information you can give me as to the reason we could not get approval to shoot the fireworks off
from the island each year on July 41"? The staff has cleaned up the area each time better than they found it so I want to
make sure that was not a concern of yours. We have gotten price estimates to shoot off a barge and the cheapest is
$27k, which is more expensive than our fireworks show which cost $25k. I am preparing the agenda summary today so if
there is any way you could respond quickly it would be greatly appreciated,
Thanks for all your support and hard work in maintain Pelican Island National Wildlife Refuge.
Thank you,
$EBAS
==
HOME OF PELICAN ISLAND
Brian Benton, CPRP
Leisure Services Director
772-228-7057
bbenton@citvofsebastian.orp,
97 of 97