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Home My WebLink About09-08-2021 CC MinutesIn IN SEBASTL HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, SEPTEMBER 8, 2021 —6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA 1. Mayor Dodd called the regular meeting to order at 6:00 p.m. 2. Deacon John Dunlop, St. Sebastian Catholic Church, gave the invocation. 3. Council Member Jones led the Pledge of Allegiance. 4. ROLL CALL Mayor Ed Dodd Vice Mayor Jim Hill Council Member Fred Jones Council Member Bob McPartlan (via Zoom) Council Member Chris Nunn Staff Present: City Manager Paul Carlisle City Attorney Manny Anon, Jr. City Clerk Jeanette Williams Deputy Police Chief Greg Witt Administrative Services Director1CF0 Ken Killgore Asst. Admin. Services Director Cindy Watson Leisure Services Director Brian Benton Environmental Planner Kimberly Haigler 5. AGENDA MODIFICATIONS Indian River County Commissioner Laura Moss was in attendance. There was no objection to her announcing the availability of the Eviction Mediation Program under Brief Announcements. 6. PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS Commissioner Laura Moss described the Eviction Mediation Program which is intended to help landlords receive past -due rental payments and guarantee future rents for those tenants that have fallen behind due to the loss of income resulting from COVID-19. (See attached brochure) It was the consensus of Council to assist with a community outreach effort in Sebastian. Regular City Council Meeting September 8, 2021 Page 2 21.116 A. Proclamation — Suicide Awareness and Prevention Month — September — Acceoted by Milo Thornton. Director - New Horizons of the Treasure Coast and Okeechobee Mayor Dodd read and presented the proclamation to Indian River County Sherri f Office Deputy Chief Milo Thornton. 21.117 B. Proclamation — Constitution Week - September 17 — 23 - Accepted by Dr. Holly Hamilton. Treasure Coast Societv Children of the American Revolution & Pelican Island Chaoter. Dauchters of the American Revolution Mayor Dodd read and presented the proclamation to Holly Hamilton, Chapter Regent for the Pelican Island Chapter, and Mary Penn whose 5" great uncle was one of the signers of the Declaration of Independence. She invited the public to visit the Constitutional display at the North County Library. 21.118 C. Proclamation — Inflammatory Breast Cancer Awareness Month — October — Accepted by Dr. Holiv Hamilton Mayor Dodd read and presented the proclamation to Dr. Hamilton who said since losing a close friend to this cancer, she was proud to be part of her friend's effort to spread awareness and instigate research to find a cure for inflammatory breast cancer. She invited everyone to the 9th annual Hunt for Hope Florida to be held Saturday, October 2 at Riverview Park from 12:30 pm to 05:00 pm 21.109 D. Presentation by Gehring Group. Citv Insurance Consultants: Emplovee Health, Dental. Vision Insurance for FY21/22 Marc Rodriquez, Gehring Group Senior Analyst, presented a PowerPoint outlining the October 1st renewal with the insurance carriers for the employee's health, dental and vision plan. (See attached) Brief Announcements: Saturday September 11"', the 20'" Anniversary 9-11 Remembrance Ceremony at the Veteran's Memorial in Riverview Park — 8:30am In addition to the Remembrance Ceremony, Mayor Dodd announced that Council would be holding a Special Meeting on Monday at 6:00 pm to discuss the proposed FY21/22 Millage Rate and Budget. PUBLIC INPUT Troy Romans said he recently purchased a house on the end of Main Street and last Saturday he and his wife were woken up to a car crashing into their dining room. The responding officer advised this was the third time he had been to this house for the same problem. Mr. Romans requested rumble strips at the end of Main Street so drivers know a stop sign is coming up and the installation of a concrete barrier behind the reflector signs to prevent drivers from blowing the stop signs. Mayor Dodd asked Mr. Romans to give his contact information to the City Manager. Regular City Council Meeting September 8, 2021 Page 3 Sybil O' Connor requested a fountain in the pond at the Dog Park to decrease the amount of mosquitoes. Mayor Dodd asked Ms. O'Connor to give her contact information to the City Manager. John Christino, SE Sebastian, requested that parameters of where the CARES Act money could be spent be posted on the City's website for those that have questions about it. 8. CONSENT AGENDA A. Approval of Minutes —August 10, 2021 Regular City Council Meeting B. Approval of Minutes — August 25, 2021 Regular City Council Meeting 21.109 C. Formal Approval of Employee Group Health, Dental and Vision Insurance Policies for the Year Beginning October 1, 2021 (Transmittal, Summary, PPT) 21.113 D. Approve Continuing Engineering Services Agreement #2 from Kimley-Horn and Associates, Inc. (KHA) Agreement for a Boundary and Topographic Survey of the Riverview Park Event Complex in the Amount of $42,800 (Transmittal, CSA #2, KHA Proposal) 21.119 E. Approve Change Order #1 Under the Continuing Engineering Services Agreement with Schulke, Bittle & Stoddard, LLC for Additional Construction Administration Review of the Working Waterfront Parking Lot Improvements in the Amount of $3,622.17 (Transmittal, CO#1) 21.120 F. Approve the Piggyback Purchase of Playground Improvements for Blossom Park and George Street Park from the Manatee County Contract #21-0053-M and the Omni Co -Operative Contract in the Total Amount of $71.575.78 (Transmittal, Quotes & Designs) 21.121 G. Approve Alcoholic Beverages for the Rivas Family Event at the Community Center on Saturday, September 11, 2021 from 8:00 a.m. to 1:00 p.m. — DOB Verified (Transmittal, Application, Receipt) 21.110 H. Approve the Sebastian Police Department's Community Night Out Road Closure and Use of Mobile Stage Request at Riverview Park on October 14, 2021 from 5:00 p.m. to 7:00 p.m. (Transmittal, Application, Map) 21.111 I. Approve Sebastian River High School Homecoming Parade Road Closure and Use of Mobile Stage at Riverview Park on October 20, 2021 at 6:00 p.m. (Transmittal, Application, Agreement) 21.112 J. Approve Wreaths Across America Special Event at the Sebastian Municipal Cemetery and Veterans' Memorial Park on December 18, 2021 (Transmittal, Application) Regular City Council Meeting September 8, 2021 Page 4 Council Member Nunn requested to pull items F and I. Council Member Jones asked to pull item E. MOTION by Vice Mayor Hill and SECOND by Council Member Jones to approve items A-D, G, H, and J. Roll call: Vice Mayor Hill - aye Council Member Jones - aye Council Member McParllan - aye Council Member Nunn - aye Mayor Dodd - aye Motion carried. 5-0 Item E - Additional Construction Administration Revenue for the Working Waterfront Parkina Lot Improvements Council Member Jones inquired about the reason for the increase. The City Manager responded there were some additional engineering and inspection fees required. MOTION by Council Member Jones and SECOND by Council Member Nunn to approve consent agenda item #E. 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 Item F - Plavaround Improvements for Blossom and George Street Parks Council Member Nunn asked if the playgrounds are bringing in ADA accessibility. The City Manager advised in 2017, the Parks and Recreations Advisory Committee determined that ADA assessable components should be incorporated throughout the City's park system. The mulch the City uses is ADA compliant and is free of chemicals and provides for a softer impact. He described the handicapped assessable activities that will be available at Blossom and George Street Parks. MOTION by Council Member Nunn and SECOND by Council Member Jones to approve consent agenda item A. 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 Regular City Council Meeting September S, 2021 Page 5 Item I - Sebastian River Hiah School Homecomino Parade Council Member Nunn said it was exciting to have the local high school parade on October 20' and he wanted to bring a little extra light to it. MOTION by Council Member Nunn and SECOND by Council Member Jones to approve consent agenda item #1 passed with a unanimous voice vote. (5-0) 9. COMMITTEE REPORTS & APPOINTMENTS - None 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS 21.109 A. Presentation of Draft FY 2021-22 Budget and Caoital Prooram (Transmittal. PPT) The Chief Financial Officer displayed a PowerPoint presentation with an update to the general fund budget, property values, millage rate, enterprise funds and the capital improvement program. (See attached) He said the personnel costs, operating costs, and capital spending have increased but transfers to other funds have decreased. The bottom line is that the budget has increased 1.6% but transfers shouldn't be counted so it would be a 4.6% increase in spending proposed for next year. He said most of the operating increase was to provide for the additional election cost. He said the FY21/22 Budget is balanced at the rolled -back rate of 3.0043. Vice Mayor Hill advised that staff, the Budget Review Advisory Board and Council has been working on this budget for months and everyone has done a wonderful job providing the level of services required while keeping tax rates lower. Mayor Dodd also thanked everyone for their approach to budget. Council Member Nunn thanked the CFO and his team for his hard work in going to a lower tax rate than they had last year. Mayor Dodd noted this is the 50 year the City has been able to go to rolled -back rate which has a lot to do with the controls that staff have in place. Council Member Jones also thanked the CFO for his hard work and asked where the parking -in -lieu of funds are used. The City Manager explained that when the City has the opportunity to build additional parking those monies are used. He noted that the owner of the Squid Lips Restaurant will be constructing additional parking on Indian River Drive for his new upcoming restaurant. Council Member McPartlan said the CFO always does a fantastic job. Public Input Sherrie Matthews said she has been researching the budget and does not see where the Golf Course has gotten to the amount of rent that is paid to the City and how that amount was reached; and, she noted it is supposed to be an enterprise fund but they are starting in a hole. She asked if there are capital issues, would they be sustainable. Ms. Matthews also asked if the cash flow of $500,000 that is supposed to start in 2021 was included. Regular City Council Meeting September 8, 2021 Page 6 In regard to the labor negotiations, she asked if there is a date set to begin negotiating, noting a 4 'h% increase in health care premiums is considered low but for those lower income employees, that is considerable. Mayor Dodd advised that should not be discussed at a Council meeting. John Christino, SE Sebastian, said at the Planning & Zoning Commission meeting, they reviewed what is spent and what is allotted to fix roads. He said they should keep up with the infrastructure; don't let it get into disrepair to the point where they just don't have it. Vice Mayor Hill noted they do have a plan and study in place to make sure that our roads are in repair. The City Manager said the progressive pavement management policy uses all methodologies to develop the roadways. The study will show what condition the pavement index is in to see if we are maintaining where we want to be. Mayor Dodd said he agreed that they might need to spend more money but they would have to raise taxes to get that money. 12. NEW BUSINESS 21.101 A. Resolution No. R-21-16 - Children's Trust District. a Dependent Special Taxino District of the Board of Countv Commissioners of the Indian River Countv (Transmittal. R-21-16. F.S.125.01(5)(a)) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PURSUANT TO SECTION 125.01(5)(a), FLORIDA STATUTES, GRANTING APPROVAL TO THE INCLUSION OF THE INCORPORATED AREAS OF THE CITY OF SEBASTIAN WITHIN THE PROPOSED CHILDREN'S TRUST DISTRICT, A DEPENDENT SPECIAL TAXING DISTRICT OF THE BOARD OF COUNTY COMMISSIONERS OF INDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. The City Attorney read the title to Resolution No. R-21-16. Lisa Kahle and Michael Kent, members of the Children's Trust Committee, asked to move forward in bringing the referendum to the public in November 2022. Council Member Nunn said he has seen discussion on Facebook that people don't need more social services and he noted if people don't want this to happen, November is the time to make that decision. MOTION by Council Member Nunn and SECOND by Vice Mayor Hill to approve Resolution No, R-21-16. Commissioner Laura Moss said the smart, hard-working community will be able to decide for themselves. Council Member McPartlan said if they are able to establish this trust it will be a game changer for the County. Regular City Council Meeting September 8, 2021 Page 7 T22 pm Discussion followed if the resolution was not passed, Sebastian children would not be able to participate in the programs. Mr. Kent said there is currently an entity funded called the Children Services Advisory Committee (CSAC) that has been coming out of the County's general fund for 30 years that a great many of Sebastian kids are taking advantage of; the trust would supplant the Children Services Advisory Committee. Council Member Jones asked if there are any cities represented on the board and could one of the two at -large appointees be from a city. Mr. Kent said there are not, but each County Commissioner could appoint someone from their district; and several other appointees might be Sebastian residents. Mayor Dodd said the resolution before them tonight doesn't address that but there would be on -going conversations to include representation from the municipalities. Caryn Toole said that she has served on the CSAC for the last six years as an at -large member noting the application process is open to any interested Sebastian resident. Via Zoom, Construction Board Chairman, Jim Fortier, asked to speak on a Construction Board matter but was advised this was not the appropriate time on the agenda. Roll call: Mayor Dodd - aye Vice Mayor Hill - aye Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Motion carried. 5-0 Mayor Dodd offered the Council Chambers to be available to hold some of the committee's outreach efforts. 21.122 B. City of Sebastian Intearated Pest Management Plan for the Citv's Stormwater Convevance Svstem i. Presentation by Leisure Services Director. Brian Benton. CPRP and Environmental Planner. Kimberly Haialer Mayor Dodd said this started in 2017 when Council asked the City Manager to identify the pests he was encountering and what the solutions were to those pests. As a result, it was decided that there should be more experts involved. A committee was formed made of members of the Natural Resources Board, the University of Florida WAS Program, and additional technical resources to produce two extremely beautiful documents outlining how the City needs to move forward. Brian Benton, Leisure Services Director, displayed a PowerPoint presentation introducing the Integrated Pest Management (IPM) Subcommittee who has been meeting since November 2020. He said the plan's goals will protect the environmental resources by reducing the amount of pollutants entering the surface and ground water; minimize the effects on native plants, animals and habitats; ensure effective economic pest management on the City's properties while minimizing the health risk to the public, Regular City Council Meeting September 8, 2021 Page 8 City staff and the environment; promote the transparency of the City's best management activities and increase the public awareness of the IPM methods benefits. Kim Haigler, Environmental Planner, went over the elements to accomplish the goals. (See attached) She noted the IPM and educational resources would be available on the City's website. Mr. Benton described the projects that the City's Stormwater Division has completed over the last six months. Ms. Haigler carefully described the herbicide application plan. ii. Resolution No. R-21-14 — Adootina the Intearated Pest Management IPM) Plan for the Citv of Sebastian Stormwater Convevance (Transmittal R-21-1 1 A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, SUPPORTING THE "INTEGRATED PEST MANAGEMENT (IPM) PLAN FOR THE CITY'S STORMWATER CONVEYANCE SYSTEM" TO BE IMPLEMENTED INTO CITY POLICY; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR EFFECTIVE DATE. Mayor Dodd said this was highly unique, he was not aware of many places that have gone to this level and many cities will be interested in what is being done here. Vice Mayor Hill congratulated the committee noting it is important for the general public to be aware of what the City goes through on a daily basis. Council Member Nunn noted before the moratorium, the City was already doing these things and now it is a plan so others can understand; it is wonderful to have this document. Council Member Jones said he enjoyed watching the Committee's meetings as they developed the plan. Council Member McPartlan said Sebastian has always led the way environmentally. MOTION by Vice Mayor Hill and SECOND by Council Member Jones to approve Resolution No. R-21-14—Adopting the Integrated Pest Management Plan for the City of Sebastian's Stormwater Conveyance System. 7.59 pm Charles Stadelman, Chair of the Natural Resources Board, described the importance of the plan to protect the balance of nature with the vitality of community. He asked Council to pass the resolution for a sustainable Sebastian, now and for the years to come. Zoom - Graham Cox said he appreciated all of the work that was done and asked everyone to review the minutes from the meetings which supports the record of an integrated pest management plan. He asked Council to consider continuing the moratorium on glyphosate. Roll call: Vice Mayor Hill - aye Council Member Jones - aye Regular City Council Meeting September 8, 2021 Page 9 Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Motion carried. 5-0 iii. Certificates of Appreciation to Integrated Pest Manaaement Plan Subcommittee Members Mayor Dodd said the development of the plans were such an important thing, he presented the following present members of Subcommittee with an award for their achievement: Thomas Carrano, Charles Stadelman, Ruth Callaghan, Nickie Munroe, Kim Haigler, Brian Benton, Zoom -Graham Cox, and Zoom -Sharon Tyson. Mayor Dodd described Sustainable Sebastian which is a nine step program where the Natural Resources Board is going to make a multi -year attempt to integrate ecologically friendly systems in Sebastian. He thanked the Natural Resources Board for the work they have done which is trend setting. Mayor Dodd called for a recess at 8:12 p.m, and reconvened the meeting at 8:20 p.m. All members were present. 21.115 C. Award RFP #21-07 Compensation and Benefit Study and Analvsis to Evergreen Solutions. LLC in the Amount of $22.500 and Authorize the City Manager to Execute the Aocromiate Documents (Transmittal. Bid Tab. Review. Proposal, Agreement) The City Manager said this was to do a classification, compensation study for all of the employees of the City to help evaluate what the wages should be in comparison to other cities and he asked Council for approval. MOTION by Vice Mayor Hill and SECOND by Council Member Nunn to approve the RFP #21-07 Compensation and Benefit Study and Analysis to Evergreen Solutions, LLC. The City Manager said this would compare the City to several other communities and evaluate each employee so there will be a task by task comparison. There was no public input. Council Member Jones said this will obtain and review the current pay structure and look for potential problems to be resolved, determine the strength and weaknesses of the current pay plan and structure, identify and discuss with the CPM any pay compression issues that may exist and provide recommendations for improvements, complete an assessment of current conditions that detail the pros and cons of the current system for the City as well as highlight any area of potential improvement for final adoption. Council Member Jones said this was awesome and he couldn't wait to get this started so the employees can see what the differences are. Regular City Council Meeting September 8, 2021 Page 10 Council Member Nunn said he worked for St. Lucie County as an integrated technology tech and one of the important things a government can do is attract good employees that will keep them at the organization. He said the difference with a government entity and civilian could be huge so this will give us an opportunity to evaluate what the City is paying employees and if there are issues, fix those issues. Mayor Dodd said he wanted to set an expectation level that is realistic. There will be a study that they will evaluate the result of and come up with an implementation plan for actions that the study drives. It did not mean there will be an across the board pay raise. There will be a comprehensive plan to address any issues that the study points out. The secondary issue is the march to $15.00 an hour which is also rolled into this. Mayor Dodd emphasized this was to correct any deficiencies found in a logical, structured planned manner as they go through the process. Council Member McPartlan said it was a double edge sword as there is tough hiring all around, including the State. 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 21.123 D. Aoorove Prooerty. Casualty. Liabilitv and Workers' CoTensation Insurance Covera/i0 from Florida Municipal Insurance Trust (FMIT) for a Total Estimated Annual Premium of $517.238 and Authorize the Citv Manaaer to Execute the Appropriate Documents (Transmittal. Proposal) The City Manager said FMIT came in $80,000 lower with some additional coverage than the proposed renewal received from the City's current carrier. He noted the premium is estimated because staff was still working on cyber security coverage. He asked Council to approve to the new contract with FMIT. MOTION by Vice Mayor Hill and SECOND by Council Member Nunn to approve the property, casualty, liability and workers' compensation insurance coverage from Florida Municipal Insurance Trust (FMIT). There was no public input. Council Member Nunn asked if they will be able to work cyber security into the contract. The City Manager explained there is a $1 M in the plan and staff is trying to increase it to $2M. Council Member Nunn said because he works with computers for a living, he is aware that many businesses have been compromised, the coverage is very valuable. Roll call: Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Hill - aye Council Member Jones - aye Regular City Council Meeting September 8, 2021 Page 11 Motion carried. 5-0 21.124 E. 8gorove a Sole Source Contract with RingCentral for VoIP Equipment to Rec�ace the Current Teleohone Svstem in the Amount of 516.720 and Authorize the City Manager to Execute a 48 t onth Licensina Aareement with RingCentral in the Aaareaate Amount of $124.467.84 (Transmittal. Order Form. Overview. Sole Source Certificate) The City Manager said the current phone system is non -serviceable; moving to the RingCentral System has a lot more features for a less expensive price. The warranty will be 48 months. MOTION by Council Member Nunn and SECOND by Council Member Jones to approve Contract with RingCentral for VoIP Equipment to Replace the Current Telephone System with a 48 Month Licensing Agreement. 21.124 There was no public input Roll call: Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Hill - aye Council Member Jones - aye Council Member McPartlan - aye Motion carried. 5-0 F. Aonrove a Sole Source Contract with DOF Creations. LLC to Purchase Four (4) Fortinet Switches at Cost of $21.314.88 (Transmittal. Quote. Sole Source Certificate The City Manager said staff has worked with RingCentral to get the switches needed to operate the new phone system. Council Member Nunn noted in the industry, Fortinet has the premier switches in security solutions. MOTION by Council Member Nunn and SECOND by Council Member Jones to approve the contract with DOF Creations, LLC to purchase four Fortinet switches. There was no public input. Roll call: Mayor Dodd Vice Mayor Hill Council Member Jones Council Member McPartlan Council Member Nunn Motion carried. 5-0 aye aye aye aye aye 21.071 G. Award Bid #21-09 Professional Janitorial Services and Bid #21-10 Public Restroom Cleanino Services to Cleansoace. Inc. in the Annual Amount of $109.260.68 and Authorize the City Manager to Execute a Work Services Aareement Between Cleansoace and the City of Sebastian (Transmittal. Bids. Agreement) Regular City Council Meeting September 8, 2021 Page 12 The City Manager said the current contract was going to expire and Cleanspace was the low and most responsive bidder. He recommended award to Cleanspace Inc. MOTION by Vice Mayor Hill and SECOND by Council Member Jones to award bid #21- 09 Professional Janitorial Services and Bid #21-10 Public Restroom Cleaning Services to Cleanspace, Inc. in the Annual Amount of $109,260.68. 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 13. CITY ATTORNEY MATTERS The City Attorney went over an e-mail he recently sent to Council regarding community forums sponsored by private organizations. (See attached) In interpreting the Sunshine Law statute, he advised that in Attorney General Opinion 92-05, a candidate night where candidates (including incumbents) described their political philosophies, trends and issues facing the city would be allowed unless two elected officials began to discuss issues amongst themselves. He also cited a recent case in which several Planning and Zoning Commissioners violated the Sunshine Law when they participated in discussions at a community improvement organization that involved Planning and Zoning issues. He said the forum should be reasonable open to the public meaning all interested individuals can attend the forum. He said he did not consider Facebook group discussions to be open to the public because membership is required. He also said attendance may be impeded for forums held in a church or restaurant because not everyone wants to attend church or may think they have to purchase a meal to attend. He said the Sunshine Law provisions did not apply to the non -incumbent candidates. He advised the incumbent candidates to err on the side of caution and not appear together at the candidate forums; if they have any questions they are invited to reach out to him. 14. CITY MANAGER MATTERS - None 15. CITY CLERK MATTERS - None 16. CITY COUNCIL MATTERS A. Council Member Nunn said as they move through their day, there is enough division in our country but they have a beautiful City, try to throw the division out the window and realize that we are one City with the same goal, to raise our kids to be good adults and give them good examples to do that. B. Mayor Dodd said the County is running a survey for broadband access for their residents. He said the survey forms are available in the lobby of City Hall and he Regular City Council Meeting September 8, 2021 Page 13 asked if the listening viewers know anyone that doesn't have access fill out the form and the City will forward their survey to the County. C. Vice Mayor Hill - None D. Council Member Jones said he looked forward to the budget hearing Monday night. E. Council Member McPartlan - None 17. Being no further business, Mayor Dodd adjourned the regular City Council meeting at 8:48 p.m. Approved at the October 13, 2021 Regular City Council meeting. Mayor Ed Dodd ATTEST., nette lMllrams, MMC City CC Employee Benefits October 1, 2021 Renewal Inc SEE;A$TIAN HOME OF PELICAN ISLAND Presented By: rZ. GEHRING GROUP EMPLOYEE BENEFITS I RISK MANAGEMENT s�r Items for Discussion: 1. Employee Benefit Program Summary 2. Industry Overview 3. 2021-2022 Renewal Process 4. Recommendation of Renewal 5. Questions C GEHRING GROUP Employee Benefit Program Summary • Medical Insurance — Currently with Florida Blue — High Deductible Health Plan (HDHP) o $1,500 Employee Only / $3,000 Family Deductible o $4,500 Employee Only / $9,000 Family Out of Pocket Max • City funded Health Reimbursement Account — City funds $2,500 for Employee Only / $5,000 for Family Coverage • Dental and Vision Insurance — Currently with Humana • Life, Long Term Disability, and Employee Assistance Program — Currently with Lincoln Financial Group C GEHRING GROUP Industry Overview • ACA — Patient Centered Research Institute Fee $2.66 per member/year for 2021-22 Plan Year (was $2.54 last plan year) • 2021 Medical inflation at 6%-8% increase and Prescription Inflation at 11%-12% • Carriers factoring in additional load to rates due to COVID and anticipated increases in utilization. Can account for 2%-4% increase to medical premium. • No Surprises Act - Effective for health insurance plan years beginning January 1, 2022. Limits patient payment responsibility for certain unavoidable out -of -network services, prohibits providers and facilities from balance billing patients for those services C GEHRING GROUP 2021=2022 Renewal Process • Medical Insurance: — Florida Blue initially proposed 17.9% increase — Gehring Group (GG) negotiated to 4.5% increase with no plan changes • Dental Insurance: — Humana proposed 6% increase on Base and Buy -Up plans — GG negotiated this down to no increase in rates with no plan changes • Vision Insurance: — Humana proposed 6% increase — GG negotiated this down to no increase in rates with no plan changes • Life, Long Term Disability, and Employee Assistance Program — Lincoln proposed 5.8% increase to Basic Life rates ($305) and 5.7% increase to LTD rates ($1,102) — No increase to Voluntary Life or EAP with no plan changes C GEHRING GROUP 2021-2022 Recommendation • Accept Florida Blue's medical renewal at 4.5% overall decrease — The City currently has high claimants with ongoing conditions. Changing carriers could cause a disruption in ongoing treatment. — The City switched from United Healthcare to Florida Blue in 2017. At the time, United Healthcare was proposing a 21.8% increase. Since switching to Florida Blue, the City's average increase has been 2.4% • Accept Humana's dental renewal at no increase guaranteed for 12 months • Accept Humana's vision renewal of no increase guaranteed for 24 months • Accept Lincoln's renewal of 5.8% increase on Basic Life, 5.7% on LTD and 0% on other lines of coverage. Guaranteed for 24 months C GEHRING GROUP Questions? GEHRING GROUP 2022 Budget and Capital Program Proposed 2022 Budget and Capital Program Wednesday, August 25, 2021 Prepared By: Ken Killgore Administrative Services Director/CFO 2022 Budget and Capital Program o Summary of General Fund Budget. o Property Values and Millage. o Enterprise and Other Funds. o Capital Improvement Program. o Closing Comments. 2 General Fund Personnel Additions/Deletions oThree Full-time Additions MIS — Help Desk Tech./Admin. Asst. Police — Crime Analyst Leisure Services — Events Coord./MWIII o No Full-time Deletions o No Part-time Changes 3 Draft FY2022 General Fund Budget Versus Amended FY2021 Budget $ 489,997 Personnel Costs 101,755 Operating Expenditures 5,669 Capital Spending (379,462) Transfers to Other Funds $ 217,959 Increase in Budget —1.6% Excluding Transfers — 4.6% Increase 0 Personnel Up $489,997 o 3% for Wages/Benefits Contingency. o Health Insurance Premiums Up 4.5%. o 3 Additional Full -Time Employees. MIS Help Desk Technician/Admin. Asst. Police Crime Analyst. Leisure Services Events Coord./MWIII. Operating Up $101,755; Transfers Down $379,462; Balanced at 3.0043 o Most of Increase in Operating Accounts is the $72,000 Projected Election Costs. o $379,462 for Yacht Club Seawall Repairs is Most of Interfund Transfers Decrease. o General Fund is Balanced Assuming the Rolled -back Rate of 3.0043. o State Published Amount of Revenue Sharing Payment Will be 25% Higher. 0 Property Values and Millage: 3.1514 Versus 3.0043 1. 04% On Homestead: 10% On Others: 3.1514 3.0043 3.1514 3.0043 ASSESSED VALUES $200,000 $202,080 $200,000 $220,000 TAXABLE VALUES $150,000 $152,080 $200,000 $220,000 TAXES $473 $457 $630 $661 CHANGE (3.4%) - 4.9% ($16) _...........-.......................... .._....._........_.................. .....-........... $31 ...... - ... I.- ...... . .._._..........................._........................-.....--......................_.......................... ASSESSED VALUES $250,000 $252,600 $250,000 $275,000 TAXABLE VALUES $200,000 $202,600 $250,000 $275,000 TAXES $630 $609 $788 $826 CHANGE (3.3%) - 4.8% -.--............... ($21) .................................... ......................... ........................... $38 I .......... I.." ... .. ......................................................................... ............ .•ASSESSED VALUES ............ ............... $300,000 $303,120 $300,000 $330,000 TAXABLE VALUES $250,000 $253,120 $300,000 $330,000 TAXES $788 $760 $945 $991 CHANGE (3.6%) - 4.9% ($28) $46 Enterprise Funds: Golf Course o Same $30,000 from Restaurant Lease; Same $106,135 Airport Rent; $36,085 Payment on $700,000 Loan from the Building Fund; and $35,000 toward General Fund Loans. o Expecting Additional Year on Golf Carts. o Revenue $18,709 Short Due to $25,000 of Work on Parking Lot and Ditch #15. 0 Enterprise Funds: Airport o Property Rental Revenue is Covering Operating Cost and DST Loan Payments. o DST Funds for Grant Matching: Square Hangars in 2022; Runway 05/23 in 2024; Shade Hangars, Golf Apron Utilities, Taxiway Golf and Airport Road West in 2025. o Airport Funds for Grant Matching: Security Cameras, Runway 10-28 Markings, Taxiway Alpha Aprons and Taxiway Golf Apron Design in 2023; Taxiway Alpha Aprons in 2025; and Aircraft Wash Rack 2026. Enterprise Funds: Building o Continuing Open Building Inspector Slot. o Contracting to Cover Inspections. o Budgeting to Modify Front Counter. o Expecting $36,085 Principal and Interest Payment on Golf Course Loan. o Revenues Covering All Expenses. W11 Special Revenue and Other Funds: Special Revenue Funds o Local Option Gas Tax: Collections 6.3% Higher than Prior Year. $100,000 Allocated for Sidewalks. $4,870 Allocated for Traffic Analyzers. Holding Off on Road Improvements, Pending Update to Road Assessment Study. $242,801 for Payment on Notes. $358,000 Outstanding 9/30/2021. Matures 12/01/22. 11 Special Revenue and Other Funds: Special Revenue Funds o Discretionary Sales Tax: Collections 13.1% Higher than Same Months of the Prior Year. Allocations to MIS and Police Vehicles. Funding Balance of GMP Contract on Construction of Public Works Compound. Stormwater Slip Lining/Pipe Replacements and Matching Funds for Canal Restoration. Construction of Two Square Hangars. 12 Special Revenue and Other Funds: Special Revenue Funds o Riverfront CRA Fund: Working Waterfront Deck, Landscaping and Historical Signage. Special Events, Sign Grants, CRA Manager. No New Sewer Connection Grant Funds. About % of Landscaping Contract. $225,000 To Harrison Street Park Plaza. State Mandate Requires Separate Audit. 13 Special Revenue and Other Funds: Special Revenue Funds o Recreation Impact Fee Fund: Fully Allocating the Available Collections. Unspecified Improvements ($5K per Zone). Additional Park Signage. Barber Street Backstops. Playground Improvements ($50,000 to Easy Street and $50,000 to Filbert Park). Approved by Parks and Recreation Board on July 26, 2021. 14 Special Revenue and Other Funds: Special Revenue Funds o Stormwater Utility Fund: Adding Two Maintenance Worker Positions. Fees Cover Operational Cost and Some Equipment Replacements. $115,000 Roadway Swales/Culverts Work and $100,000 to Match Grant for Work on Concha Dam in 2022. Future Funds to Roadway Swales/Culverts; Tulip and Bayfront Road Crossings; and to Stabilizing Ocean Cove Slopes. 15 Special Revenue and Other Funds: Special Revenue Funds o Law Enforcement Forfeiture Fund: Used Only for Unbudgeted Items. Specific Items Need City Council Approval. Current Balance is $32,818. o Parking In Lieu Of Fund: Expecting $70,287 Year End 2021 Balance. $9,600 on 807 Indian River Drive Adds $1,140/Year for 10 Years. $6,400 on 1623 US#1 Adds $1,788/Year Over 48 Months. 16 Special Revenue and Other Funds: Special Revenue/Trust Funds o Cemetery Trust Fund: of Sales Expendable on Expansions or Cost Incidental to Adding Future Sites. oFunding Columbarium Niches in 2025. of Sales on Operations and Maintenance. oAllocation for Signage, Fencing and Grounds Improvements. o$90K Transfer to General Fund in 2022. o$605,656 Expected 2021 Balance for Perpetual Maintenance. 17 Special Revenue and Other Funds: Debt Service Funds o Stormwater Utility Debt Service: Includes Required Bank Note Payments Which are Paid by Discretionary Sales Tax. $395,000 Outstanding as of 9/30/21. Final Maturity on 5/01/22. Only Need to Fund $233,403 in FY2022. 18 Capital Improvement Program o $54.2 Million Over 6 Years. $20.2 Million Next Fiscal Year. $5.7 Million This Year. o Largest Items for Next Fiscal Year: $5,334,024 Public Works Compound. $11,500,000 Canal Restoration. $400,000 Concha Dam Wall. $720,000 Construction of Square Hangars. o $11,876,000 to be Funded by Grants. o Going to P & Z Board on August 19tn M Closing Comments o Staff is Recommending the 3.0043 Rolled -back Rate as the Final Millage. o Only Unsettled Issue is Labor Negotiations (Have 3% Contingency). o First Public Hearing on Millage and Budget Will be at Special Meeting on Monday September 13tn o Final Public Hearing is Also a Special Meeting on Wednesday September 29tn 20 CITYOF SEA T!AN HOME OF PELICAN ISLAND In sincere appreciation for the collaborative product of hard work, in-depth discussion, thoughtful assessment, and peer -reviewed scientific research in producing the City of Sebastian's Integrated Pest Management Plan for the City's Parks, Properties, and Stormwater Conveyance System Natural Resources Board Members Kathy Brothers Thomas Carrano Jessica Lovell Brian O'Neill Charles Stadelman Scientific Advisors Ruth Callaghan, CEAC (Certified Environmental Analytical Chemist) Dr. Graham Cox, Pelican Island Audubon Society Christine Kelly-Begazo, University of Florida — IFAS Nickie Munroe, University of Florida — IFAS Sharon Tyson, Florida State Parks City Staff Brian Benton, Leisure Services Director Kimberly Haigler, IPM Coordinator, Environmental Planner sysr $EB 0 0o J, City Staff: Brian Benton, Leisure Services Director Kimberly Haigler, Environmental Planner Natural Resource Board: Thomas Carrano Jessica Lovell Charles Stadelman Scientific Consultants: Nickole Munroe, OF IFAS IRC Extension Office Dr. Graham Cox, Pelican Island Audubon Society Ruth Callaghan, CEAC (Certified Environmental Analytical Chemist) IPM WORKSHOPS (2) SW IPM SUB -COMMITTEE MEETINGS (17) ADDITIONAL UPDATES PROVIDED AT: Natural Resource Board Meetings City Council Meetings YOUR VOICE MATTERS! GALS �R7A`M • Reducing the amount of pollutants entering surface and ground water • Minimizing effects on native plants, animals and habitats • Ensure effective, economic pest management • Minimizing health risks to the public, City staff, and the environment • Promote the transparency of the City's pest management activities • Increase public awareness of IPM methods and benefits ELEMENTS OF THE IPM PROGRAM • IPM Policy, established with R-21-14 • Program Coordination • Tracking Herbicide Use • Public Outreach • Contractor Provisions • Annual Review � li I rr teArYll ryl/�`. i naAryp epl eiar.A,re urr:,nm.I.a hna..n,,.. I:aX.x 1 nr vM1'u(rreel anAip J.h lnaR�lenn aWnRrThrnl NrilvAl.. IR.:alnllr,vl • 44rxifalfup4nly: faMl(5aA'I^Frn r , pinlaAienl Canlrv:-Iv1: ' Onvlvlgl.hy�a +.. � �YVM':I Ia4e11riJrx h'nxl-Tncie .plernatir'e cGR'r^ia'al 1'nn(rvrly a'h3XyliaF Owln Ova WORM Other NRB The IPM Plan, Pages with Resolution, & Great Tables Environmental Information Map of City's Stormwater System Educational Presentations & Resources Links for Sub - Committee Agendas & Minutes Program Contacts https://www. ci t yofsebastion. org/415/Storm water-IPM ALL DOCUMENTS ARE VIEWABLE, DOWNLOADABLE, & PRINTABLE!! V EVALUATE EFFECTIVENESS IDENTIFICATIO cOLSVLmumEur MIN RECORD KEEPING PLANNING IMPLEMENT IPM STRATEGY 1 2 3 4 F LOGICAL CULTURAL MECHANICAL CHEMICAL ONTROL CONTROL CONTROL CONTROL INSPECTION 0 N Staff monitor properties regularly for idence of pests. IDENTIFICATION II the Citizen Request ions. also logs eir "Field r) Ef�_r jdE�I r . 1. n inator will utilize resources to assist Ad`i' with precise ID. W�H�Y MANAGE AQU • Reduced Water Storage Capacity • Impeded Water Flow • Damaged Infrastructure • Spread Invasive Species • Reduced Storm Protection • Localized Flooding • Expensive Repairs/ Replacements • Natural Habitat Damage BECAUSE IT'S THEE LAa 4 .J- sunset over Canal PLANNING Stormwater Treatment Area Pond concha Dam �ZM AkSSIFICA STRUCTURES CANALS Dams Elkcam Waterway Weirs Collier Waterway Spillways Schumann Lake Catch Basins Hardee Lake Baffle Boxes Harbor Waterway Culvert Pipes Schumann Waterway Inlets Harbor Pt. Waterway Outlets Joy Haven Waterway Ouffalls Seawall Perimeter PONDS DITCHES Retention Ponds ROWS Detention Ponds Dry DAs Retention Areas Swales Treatment Areas Stormwater Basins 1pw e 1 P' +1 • Water is fluid! • Accessibility • Limited Pesticide Options • Herbicide Resistance • Adjuvants are Needed • Exponential Growth!! .w Water Hyacinth Invasion at weir IMPLEMENT IPM STRATEGY ol G BIOLOGICAL CONTROL 2 CULTURAL CONTROL 3 MECHANICAL CONTROL 1 . KTQ ®, 4 CHEMICAL CONTROL 27 IMPLEMENT IPM STRATEGY NOW Each asset class is assigned its own set of non -chemical methods CHEMICAL CONTROLS These are conducted as part of the .01 regular maintenance of these areas `y 'r All activities are recorded on "Monthly IPM Log" Form Creation of a table detailing every r 1 sub -committee recommended �— method 1,�, Further method recommendations VA �� have been made which will be considered during future reviews Vacuum removal of sediments from baffle box HoH MAN, HARDEE LAKE PROJECT • Cost $27K • Mechanically removed 170 cubic yards of vegetation from 1,800 linear feet of canal COLLIER CREEK CANAL PROJECT • Mechanical vegetation removal and bank re -grade • 8,735 linear feet of canal was excavated • Over 3,500 cubic yards of brush, vegetation and muck were removed 13 Staff use rental equipment to stabilize the canal bank PLANT 7. Vegetation ;"'' waits to be NO SOUTH DITCHES PROJECT • Mechanical vegetation removal and ditch excavation project. • In Potomac, Melrose, and Tulip areas • 17,057 linear feet excavated • 10,799 cubic yards of aquatic vegetation and muck removed '1 x - , Staff work , hard to maintain the V stormwater system ._ ya+�W Tulip area ditch after excavation .. t 6 - Astabilized bank will soon be covered in t,-i hay and grass seed _ - - Waterflow inhibited by vegetation and murk 512 DRAINAGE PROJECT • Excavation of vegetative overgrowth and muck accumulation • Ditch parallel to 512 • 5,000 linear feet excavated • 100 cubic yards of aquatic vegetation and muck removed • $16K in equipment repair //r Water ��iiT/// begins to flow Cqj�� through the '� ditch again Inconsistent i z muck 4� swallows up is tractor IMPLEMENT IPM STRATEGY • Carefully weigh environmental costs & benefits. CHEMICAL CONTROL • Choose the least -toxic option available that will do the job. • The LABEL IS THE LAW! • Create a comparison table for all herbicides and adjuvants. -- Develop an Aquatic Herbicide Use Methodology. • Ensure public transparency and notification. Application by airboot P MMUNIES USE The 2 year average for herbicides applied across the entire stormwater system is 55 gallons FY18- Amount of Chemicals Applied Top Film Polaris Aquaneat Anchor Rugged Accuracy Flumioxazin Garlon 3A Clipper Semera Trycera Schooner Kammo plus Weedar 64 Induce Tribune Roundup Custom 0 5 10 15 20 25 ■ Gallons FY19- Amount of Chemicals Applied Schooner Flumioxazin Clipper Accuracy Rugged Polaris Top Film Aquaneat Trycera Garlon 3A Weedar 64 Anchor Induce Semera Kammo plus Tribune Roundup Custom 0 10 20 30 ■ Gallons 0 e c,. HER ICID; U.', g, _r�JOJ a-I)OLOGY • Applications by a licensed contractor, not City staff. • Avoid routine and broadcast applications • Herbicides to be rotated and/or mixed according to their Mode of Action (MOA) to protect from herbicide resistance. • Adjuvants will be utilized to increase efficacy and safety • Safety Data Sheets (SDS) will be on site at all times • Notification signage must be posted • Field Data Sheets will be completed and submitted monthly • All methods of application are according to the product label! THE i 1NTAN � � M ITvm FIND 0S1 EIOECMOGIG( ACTIVE INGREDIENT ACTION DAEENAME E11EEG./ RE3131RNCE SIGH4 flO 15g115 IYGflCP33 11RGfl51ECl(3 MGI. GINN, G.VE INCREOIENI VNNG, yregW[ FIO COMPON(NI" All-..'.. oelwcnl cm— ru Nn YJ OT wnn.ny rv+ r(A mn rva ryavae.rvn< NA NA merMtoleJ—N 0(gsnml MekA5O1 NA NA 7Nrip 50.9 NA NA NA SUIOC. NA NA ^ ' ODCO'"'-4" pplYocMpmiOe pavrptl NA NA 30S +Vrup NA NA NA NA NA NA p.NmNene Aww ADD NA NA NA IOM WliEq NA NA NA NA 0.rTCCIEM NA NA pdyorlkvne eN— NA IIA m wprurg NA NA NA NA well(+, tprODDfr NA NA ws,,eec M+dtkle pDAeerl MARTA. R YM1 CWACrr 111) 2p1/pVe 1.1 RJ ryNeMct 4l . 3udrNEHE.IIODNg NM1b SAmyav 219R296]6" 21J% 135 oiloae 3.6 85 R'rmp{C, WDIp Cmfe"-- IADIiep IA caMD, 2pp comocl,mkcnve pmeryCnl.11oolirg SpeeDxarlc 221I'm 286% lGTIV.cm 989 an l¢INce. Nroenm Copps hRNCTdA cPo 565164 NA WR Opnprr 61.9 1.IW1aoe 1072 MAT cmlpcl.nVHpktlive wMrmN tlgw M11e IAdnre IWI]Po wEmnuE,emagent ISamrn..wrar 0N-I IwGCbe 22 ]1J C.W,p 392 $�1/oVe us IIIJ CMIpC1.nm-$eIBCLra Ilmliy htio. g9wPp IpTlpil v"c".1 nlnn CO3E IWEDCI C031 IRAIING lrye-:dnv. 3 u1vw.DJ9pN s fIY'ITmrlpy 3 fvL3r grrpel S 31x»nT 13Drtr 3 Snsv3mmlvr S{ S.'s GA rpY S f11r 45 pw l9a S F �',O1��l,�VJ��J��lPACT 0 UOTREN0 Q �' ; EIQ={C[(DT*5)+(DT*P)]+[(C*((S+P)/2)*SY)+(L)]+[(F*R)+ (D*((S+P)/2)*3)+(Z*P*3)+(B*P*5)]}/3 toxicity to humans eachability to groundwater ,unoff potential ;oil persistence dvildlife toxicity ,isk to pollinators affects on aquatic species EIQ FIELD USE RATING = EIQ x % ACTIVE INGREDIENT x APPLICATION RATE RESTORATION IN PROGRESS CAUTION As a part of Sebastian's work to restore and maintain a healthy and functional stormwater conveyance system, noxious aquatic vegetation is being treated with approve herbicides by state -licensed applicators, in compliance with the City's Integrated Pest Management Policy. Thank you for your cooperation. TARGET PLANT(S): AREA TREATED: HERBICIDE(S): RE-ENTRY PERIOD: APPLICATION DATE: APPLICATION TIME: For more Information, contact the City's Citizen Request Line: (772)581-0111 5 sysr . To learnmorn, about Sabastian's II'm I'll am and other Sustainable Sebosllon inilialwor please vklt the Natural Resources Board Webslle: RECORD KEEPING EVE EFFEC INSPECTION & � MONITORING MOD, R, Er IN-F 0 'A REGARDING THE, C ETY'S RPM PROCDR-AM',) SE VHSHT OUR 1�