HomeMy WebLinkAbout03301999 City of Sebastian
1225 MAIN STREET o SEBASTIAN, FLORIDA 32958
TELEPHONE (561) 589-5330 n FAX (561) 589-5570
PUBLIC NOTICE
CITY COUNCIL
CITY OF SEBASTIAN
INDiAN RIVER COUNTY
FLORIDA
SPECIAL MEETING
& CITY COUNCIL ORIENTATION
TUESDAY, MARCH 30, 1998 - 9:00 A.M,
The City Council of the City of Sebastian has called a special meeting of the City Council for
Tuesday, March 30, 1999 at 9:00 a.m. in the City Council Chambers, City Hall, 1225 Main Street,
Sebastian, Florida, for the purpose of acting on three agenda items.
The Special Meeting will be followed by a City Council orientation.
,dny person who decides to appeal any decision made by the CiO~ Council with respect to any matter considered at this meeting (or
hearing) will need a record of the proceedings and may need to entre that a verbatim record of the proceedings is made, which
record includes the testimony and evidence upon which the appeal ia to IJ~ heard. (286.0105 F.$.)
In compliance with the Americana with Di~abilitie.~ Act (ADA), anyone who need, a special accommodation for this meeting shouM
contact the ciO~ 's ADA coordinator at 589-5330 at lea.~t 48 ho~rs in advance of this meeting.
SEBASTIAN
CITY CO UNCIL ORtENTATION
AGENDA
Tuesday, March 30, 1999
The City Council Orientate'on is designed to acquaint councilmembers
with the day to day operations of the City. As back up, a brief outline
of each department is provided for you in the attached packet. Each
department head will provide a brief overall summary of their
department and be available to answer questions.
INTRODUCTION: John L.Van Antwerp, Interim City Manager
DEPARTMENTAL PRESENTATIONS:
City Clerk
Kathryn M. O'Halloran, City Clerk
(Packet Under Separate Cover)
City Manager
John L. Van Antwerp, Interim City Manager -City Council
-City Council - Employee Relationship
-Office of City Manager
-Airport
Paul Wagner, Purchasing & Contract Administrator/Asst. To City Manager
-Purchasing & Contract Administration
Finance Department
Mark Mason, Director of Finance
Legal
Richard Stringer, City Attorney
CITY OF SEBASTIAN
AND COUNCIL ORIENTATION
AGENDA
Tuesday, March 30, 1999
Page #2
Police Department
Randy L. White, Chief of Police
Building Department
George Bonacci, Building Official
Growth Management
Tracy Hass, Director of Growth Management
Engineering/Public Works
Terry Hill, Public Works Director
-Administration/Engineering
-Roads & Drainage
-Parks & Mowing
-Building Maintenance
-Central Garage
-Cemetery
Martha Campbell, City Engineer
-Engineering
-Capital Project Report
Human Resources Department
Richard Samolewicz, Director of Human Resources
Golf Course
Patrick Cerjan, Golf Pro-Manager
COMMENTS/DISCUSSION:
ADJOURN:
I
i
SEBASTIAN
I CITY CO UNCIL ORIENTATION
AGENDA
Tuesday, March 30, 1999
The City Council Orientation is designed to acquaint councilmembers
with the day to day operations of the City. ~Is back up, a brief outline
of each department is provided for you in the attached packet. Each
department head will provide a brief overall summary of their
department and be available to answer questions.
INTRODUCTION: John L.Van Antwerp, Interim City Manager
DEPARTMENTAL PRESENTATION$:
City Clerk
Kathryn M. O'Halloran, City Clerk
(Packet Under Separate Cover)
City Manager
John L. Van Antwerp, Interim City Manager -City Council
-City Council - Employee Relationship
-Office of City Manager
-Airport
Paul Wagner, Purchasing & Contract Administrator/Asst. To City Manager
-Purchasing & Contract Administration
Finance Department
Mark Mason, Director of Finance
Legal
Richard Stringer, City Attorney
CITY OF SEIIAS~IA~
CITY AND COUNCIL ORIENTATIO~
AGENDA
Tuesday, Mnr~h 30, 1999
Page ~
Police Department
Randy L. White, Chief of Police
Building Department
George Bonacci, Building Official
Growth Management
Tracy Hass, Director of Growth Management
Engineering/Public Works
Terry Hill, Public Works Director
-Administration/Engineering
-Roads & Drainage
-Parks & Mowing
-Building Maintenance
-Central Garage
-Cemetery
Martha Campbell, City Engineer
-Engineering
-Capital Project Report
Human Resources Department
Richard Samolewicz, Director of Human Resources
Golf Course
Patrick Cerjan, Golf Pro-Manager
COMMENTS/DISCUSSION:
AD JO URN:
i HISTORY OF THE CITY OF SEBASTIAN
The City of Sebastian was originally incorporated under the general laws
I the "Town of Sebastian, in 1924, then reincorporated by the state
as
legislature
in 1925.
I The 1925 Charter Act was amended at successive sessions of the
legislature until 1933, when by Chapter 16683, a subsequent Charter was
I approved. Since 1933, Chapter 16683 has been amended. Superseded and added'
to by numerous legislative enactments, resulting in a patchwork of laws affecting
I the City creating a confusing legal condition some areas of the City's
in
government.
I Today, the City of Sebastian operates under the general laws of the State
as provided by Florida State Constitution. These general laws make many of the
I provisions of old municipal charter obsolete. The current Charter of the City of
Sebastian was approved at a referendum election held June 8, 1971. On March
I 10, 1987 the voters approved the change from a strong Mayor form of
government to a City Council/City Manager form of government.
I TOWN HALL
I ..- 1924 TOWN HALL
-"i._.i' i.....(_.:~=i¢:i:.,iiii ,.::: .. 1999
"- I .:-,'"~ ~,'
I ~ ..... ,.i.~.~
CITY COUNCIL
CITY COUNCIL
The City Council consists of five (5) council members elected by the qualified voters of the
City at large.
All powers of the City shall be vested in the City Council, except as otherwise provided by
law or the Charter, and the City Council shall provide for the exercise thereof and for the
performance of all duties and obligations imposed on the City by law.
The City Council may establish city departments, offices or agencies in addition to those
expressly created in the City Charter and may prescribe the functions of all departments, offices and
agencies. Notwithstanding the foregoing sentence, no function specifically assigned in the citY
Charter to a particular department, office or agency may be discontinued or reassigned to a different
department, office, or agency by the City Council, except to the extent allowable under the provisions
of the City Charter.
CEFY COUNCIL - EMPLOYEE RI~LATIONSHI~
Sec. 2.10. City council - employee relationship.
Neither the city council nor any of its members shall in any manner dictate the
appointment or removal of any city employees except the charter officers nor shall the city council
or any of its members give orders to any employee, other than city council orders to a charter officer.
The city council or its members shall implement all policy matters through the appropriate charter
officer.
CITY MANAGER
CITY MANAGER
Sec. 2-66. City Manager.
The city manager shall be the chief executive officer of the city, appointed by the
city council. The city manager shall become vested in accordance with the employment agreement
between the city manager and the city.'
Sec. 3.05. City manager; powers and duties.
(a) The city manager shall be the chief administrative officers of the city.
Co) The city manager, when necessary, shall appoint, suspend, demote, or
dismiss any city employee under his jurisdiction in accordance with he law and the personnel rules
of the city and may authorize any department head to exercise these powers with respect to
subordinates in his respective department.
( c ) The city manager shall direct and supervise the administration of all
departments of the city except the offices of the city clerk and city attorney. He shall attend all city
council meetings unless excused by city council and shall have the right to take part in discussions,
but not vote.
(d) The city manager shall see that all laws, Charter provisions, ordinances,
resolutions, and other acts of the city council subject to enforcement by the city manager are faithfully
executed.
(e) The city manager shall also prepare and submit the annual budget, budget
message, and capital program to the city coUncil and shall keep the city council fully advised as to the
financial condition and future needs of the city, and shall make such recommendations to the city
council concerning the affairs of the city as he deems desirable.
Sec. 3.05. City manager; powers and duties. (Continued)
(f) The city manager shall designate a qualified city employee to exercise the
powers and perform the duties of city manager during any temporary absence or disability of the city
manager. The city council may revoke such designation at any time and appoint another eligible
person, other than a sitting council member, to serve as acting city manager.
(g) The city manager, as authorized by the city Charter, the Sebastian Code or
Ordinances, or by the direction of the city council, may sign all contracts, bonds, debentures,
franchises and official documents on behalf of the city, which shall also be attested by city clerk.
CITY MANAGER
John Van Antwerp, Interim City Manager
The City Manager's office consists of three people, the City Manager, the Executive Assistant, and
the Purchasing & Contract Administrator/Assistant to City Manager.
Projects in progress or planned:
Renewal of the Golf Course Maintenance
Comract - Renewal/September 30, 1999
Renewal of Pat Cerjan's Contract
Contract - Renewal/August 1999
Velocity Lease
Lease Renewal/June 1999
Airport Field Rules Review and Update
Riverview Park Addition
Exploring GranlfAvailability
This is a brief list of projects for the City Manager's office, with the exception of the City Clerks
Office and the City Attorneys Office. All projects for the City are administered by the City
Manager's Office. For this briefing, I have asked the individual Department Heads to give you a
brief list of projects they are working on.
The Office of the City Manager is located in the City Hall building.
PURCHASING AND CONTRACT ADMINISTRATION
Paul Wagner
Purchasing & Contract Administrator/Asst. to City Manager
This position is a division of the Office of the City Manager. Its purpose is to
implement policies and laws governing the procurement of supplies, equipment and contractual
services and to provide the City of Sebastian with a unified purchasing and contract administration
system with administratively centralized procurement, and contract administration responsibility.
Acts as professional liaison and assists in administrative functions including receiving request and
complaints from the public.
Plans, organizes, directs and review all functions relating directly to the acquisition'of equipment,
supplies and services for the City.
Develops and writes standardized and specialized bid specifications through researching and analyzing
information. ,~
Approves purchase requisitions, purchase orders, and invoices for payment.
Be knowledgeable in the legal aspects of government contracts, contract services and bidding and
procurement procedures.
One of the primary goals is to maintain the most efficient use of City funds.
Projects in progress or soon to be started:
2.
3.
4.
5.
6.
7.
8.
9.
City Hall I-IVAC Renovation Project Contract Administration
Complete interior painting of the Police Department facility contract and bidding.
Bridge Repair (4) contracts and bidding
Asphaltic concrete resurfacing contract and bidding
ElkcamWaterway Control Structure contract and bidding
Barber Street Sports Complex, south site improvements contract and bidding
ISS Landscape contract renewal/bid discussions
Golf Course Pro/lvlanager contract renewal
Purchase metal building 40'x 100'x 16' for Public Works Compound, RFP/bid
AIRPORT
AIRPORT
Sec. 22-29. Airport manager.
(a) General duties. The city manager may either perform the duties of the airport manager
or appoint a qualified individual to perform the duties outlined herein. The airport manager shall
administer and be responsible for the enforcement of field rules, operation procedures and all
maintenance and storage requirements in compliance with Federal Aviation Administration rules and
regulations, state statutes and rules and city ordinances. The airport manager shall present for review,
as requested by the city manager, complete reports regarding any and all airport activities. All copies
of Federal Aviation Administration reports, U.S. Department of Transportation reports and Florida
Department of Transportation reports will be submitted to the city manager.
(b) Field rules. Field rules (reference: Resolution No. R-79-11) are to be established and
prominently displayed at the airport by the airport manager. Field rules and city ordinances would,
for the purpose of enforcement, be mandated on all air, ground, vehicular and pedestrian traffic.
Penalties for non compliance with any of such rules and ordinance would be disbarment from the
airport for 30 days for first offense, or permanent disbarment for a second offense by air 'or ground.
None of the rules required by this section are meant to except, duplicate, or relieve an offender of
other existing FAA, state, county, civil or penal codes, rules or regulations.
AIRPORT
John Van Antwerp, Airport Manager
Projects in progress or planned:
Fuel Farm For Sebastian Aero Services
Contract issued, Grant approved
Runway Re-striping
Specifications in preparation
Scrub Jay Mitigation
In progress
Airport Master Plan Update
Grant applied for
United States Sky Diving Championship September 18, 1999 to Oct. 4, 1999
Special event permit pending
This is a brief list of Airport projects we will have an opportunity to fully explore the Airport
plans when we do the Master Plan Update.
The Office of the Airport Manager is located on the west romp of the Sebastian Municipal
Airport.
FINANCE
~ANCE DEPARTMENT
Sec. 2-107. Director of finance - Qualifications and salary.
The director of finance shall have knowledge of municipal account and taxation and
shall have had experience in budgeting and financial control. The director shall receive an annual
salary to be fixed by the city council.
Sec. 2-109. Same - Powers and duties.
The director oftinance shall have charge of the administration of the financial affairs
of the city and to that end he shall be the city treasurer and shall have the authority and shall be
required to:
(1)
(2)
(3)
(4)
(5)
(6)
Compile the current expense estimates for the budget for the city manager.
Compile the capital estimates for the budget for the city manager.
Supervise and be responsible for the disbursement of all moneys and have control over
all expenditures to ensure that budget appropriations are not exceed.
Maintain a general accounting system for the city government and each of its
offices, departments and agencies keep books for and exercise financial budgetary
control over each office, department and agency; keep separate accounts for the items
of appropriation contained in the city budget, each of which accounts shall show the
amount of the appropriation, the amounts paid therefrom, the unpaid obligations
against it and the unencumbered balance; require repons of receipts and
disbursements from each receiving and spending agency of the city government to be
made daily or at such intervals as he may deem expedient.
Submit to the city manager a monthly statement of all receipts and disbUrsements
from each receiving and spending agency of the city government to be made daily or
at such intervals as he may deem expedient.
Submit to the city manager a monthly statement of all receipts and disbursements
in sufficient detail to show the exact financial condition of the city.
Sec. 2-109. Same - Powers and duties. (Continued)
(7) Prepare for the city manager, within 60 days of the end of each fiscal year, a complete
financial statement and report.
(8) Supervise and be responsible for the assessment of all special assessments for the city
government, and give such notice of special assessments as may be required by law.
(9) Collect all special assessments, license fees and other revenue of the city for whose
collection the city is responsible and receive all money receivable by the city from the
state or federal government, or from any court, or from any office, department or
agency of the city.
(10) Have custody of all public funds belonging to or under the control of the city, or any
office, department or agency of the city government, and deposit all funds coming into
his hands in such depositories as may be designated by resolution of the council, or,
if no such resolution is adopted, by the citymanager, subject to the requirements of
law as to surety and the payment of interest on deposits, but all such interest shall be
the property of the city and shall be accounted for and credited to the proper account.
(11) Have custody of all investments and invested funds of the city government, or in
possession of such government in a fiduciary capacity, and have the safekeeping of
all bonds and notes of the city and the receipt and delivery of city bonds and notes for
transfer, registration or exchange.
(12) Supervise and maintain proper procedures for the purchase of all supplies, materials,
equipment and other articles used by any office, department or agency of the city
government, in cooperation with other department heads.
(13) Approve all proposed expenditures, unless he shall certify that there is an
unencumbered balance of appropriation and available funds, in which case no
appropriation shall be encumbered and not expenditure shall be made.
(14) Keep a list of outstanding city bonds and revenue certificates, to whom issued, for
what purpose and when and where payable and the rate of interest such obligations
respectively bear, and recommend to the city council, through the city manager, such
action fi-om time to time as will ensure punctual payment of principal and interest of
such bonds.
Sec. 2-109. Same - Powers and duties. (Continued)
(15) Issue all warrants for the payment of money by the city and countersign such warrants.
Memorandum
To:
From:
Date:
Re:
Honorable Mayor and Council Members
Mark C. Mason, Director of Finance
March 26, 1999
City Council Orientation
Following is a synopsis of the Finance Department of the City of Sebastian:
Department Head: Mark C. Mason, CPA
Duties and Responsibilities: Attached please find a copy of Sections 2-107 to 2-109 of the City Code of
Ordinances outlining the duties and responsibilities of the Director of Finance. In addition, the Director of
Finance is responsible for Risk Management, Management of Information Systems and Grants
Administration as it relates to report filing and recording of receipts of grant draws. There are currently no
divisions with the Finance Department.
Number of Personnel: There are currently five personnel in the Finance Department including the Director
of Finance. Following is a list of names and responsibilities:
x,~ Marjorie Poole, Account Clerk III - Responsible for revenue collection and recording. Supports the
Director of Finance with cash flow estimates, revenue estimates and cash management. In addition,
performs all functions related to grant reporting and insurance matters under supervision, as well as
initiating and maintaining COBRA insurance policies.
& Nancy Veldt, Computer Operator - Responsible for Payroll production, management information
systems maintenance and fixed assets.
Vaunette Davis, Account Clerk II - Responsible for accounts payable. Duties include preparation of
Purchase Orders, maintenance of encumbrances, cash disbursement, i.e. checks, preparation and
vendor file maintenance. Supports Director with various analyses and allocations of common
expenditures, such as electric, water, telephones, etc.
Cathy Bricker, Account Clerk II - Responsible for project maintenance and general finance records
maintenance. Supports other three clerks as necessary.
Projects in
1.
process and/or scheduled:
MUNIS Accounting Program conversion from current accounting software. Project entails
creation of a new chart of accounts compatible with new fund structure, set up of program
functions including general ledger, accounts payable and payroll, conversion and testing -
anticipated completion date is June 1.
2~ Mid-year budget review and adjustment.
3. Construction in process analysis and CIP Budget.
4. Management Information Systems - City Wide Network implementation and Y2K conversion.
5. Franchise fee collection analysis.
6. Finance Department and City cash management and investment policy revisions.
7. Budget Preparation and Performance Budgeting implementation and communication.
8. Phone system analysis regarding rate savings.
9. Copier and printer leasing analysis emphasizing rate savings and expenditure flow of funds
streamlining based upon changes in technology architecture.
10. Write and implement Grants administration policies and procedures.
1 I. Implement comprehensive annual financial report policies and procedures.
LEGAL
LEGAL
Sec. 3.09 City attorney.
(a) There shall be a city attorney of the city who shall serve as chief legal advisor
to the city council, mayor and city departments, offices and agencies, shall represent the city in all
legal proceedings and shall perform any other duties prescribed by this Charter or by ordinance.
Co) In the event that one or more council member believes that cause exists for the
removal of a Charter officer, such council members shall present written charges to the entire city
council at a regularly scheduled meeting for discussion. The city council may, by a vote of at least
three (3) council members, charge the named Charter officer with misconduct and immediately
suspend such Charter officer from office. Notice of the suspension and the specific charges of
misconduct shall be served upon the affected Charter officer in person or by certified or registered
mail, return receipt requested, to the last known address of the affected Charter officer. The
suspended Charter officer shall have the right to a hearing before the city Council upon request. The
suspended Charter officer shall be given a reasonable period of time in order to prepare for such
hearing. At the conclusion of the heating, the suspended Charter officer shall be removed from office
if the City Council finds, by a vote of at least three (3) council members that cause exists to Support
such removal. In the event that at least three (3) council members do not find that cause exists for
removal, The suspended Charter officer shall be immediately reinstated to his or her Charter office.
POLICE
pO[~I_CE DEPARTMENT
Sec. 3.06. Creation; chief
There shall be a police department which shall consist of chief of police and such
other sworn and non-sworn employees as may be determined by the city council. The chief of police
shall be the head of the police department and shall direct the activities of its members and police
department employees. The chief of police shall be appointed by the city manager. The mayor may,
as provided by law, appoint and discharge special policemen in times of riot or public emergency.
Sec. 3.07. Chief of police - Duties and authority.
It shall be the duty of the chief of police to attend meetings of the city council as
directed by the city manager; to aid in the enforcement of order and to enforce the city's ordinances,
to execute all papers and processes of the city or its authorities; and to perform such other duties as
may be lawfully required of him/her.
SEBASTIAN POLICE
1201 Main street
Sebastian, Florida 32958
DENNIS R. WHITE, Chief
E-mail: spd@sunet.net
DEPARTMENT
Telephone 561/589-5233
24 hr Fax 561/589-207
Admin Fax 561/388-1872
Web: www.sebastianpd.org
March 30, 1999 - City Council Briefing
ABOUT THE S.P.D.: The Sebastian Police Department is a full service law enforcement agency
serving the 16,000+ residents of this 13.5 square mile City. The term "full service" denotes that we
provide all the traditional forms of police service including patrol, traffic, investigations and
community oriented policing services. The SPD has earned and now enjoys a good reputation and
strong support within the community. It prides itself on the excellent level of professional community
service provided to the city's residents and guests.
SERVICE POPULATION: According to our Chamber of Commerce, our service population'
increases by about 4,000 people during the snowbird season. When added to the 16,000 plus full
time residents, this totals 20,000 full and part time residents being served by this department. About
40% of residents are retirees, however, the area is growing rapidly and more working families with
children are moving into the area. According to our Growth Management department, over the past
3 years there have been 729 new homes and 12 duplexes built within our city limits. These new
housing units average 2.4 people each, which equates to a population increase of 1,778 more
residents; an average of 592 per year.
CRIME iN SEBASTIAN: Crime, accident and drug abuse rates are below average. Crimes are
mostly against property. There have been only two homicides within the past 7 years; one a
murder/suicide and the other was solved by this department by the arrest of Choya Hodges- within
72 hours of the crime. According to our Uniform Crime Reports, which go to both FDLE and the
FBI, Sebastian had the following criminal offenses for the years shown below:
Offense Type 1996 1997 1998
Violent Crimes
(murder, sex offenses, robberies)
58 51 35
Non-Violent Crimes
(Buxslaries, larcenies, motor vehicle thefts)
641 561 499
TOTAL CRIMES:
699 612 534
The above shows a 12.7% reduction in reported crimes in Sebastian for 1998.
* Note: A more detailed listing will be included in our forthcoming 1998 Annual Report.
STAFF: The department consists of 43 full time personnel; 31 Officers, 12 Support Staff plus 2
part time Dispatchers. Federal funding under the COPS program currently pays $25,000 per year
for each of 3 of the full time officers. In addition, the department maintains 12 School Crossing
Guards, who are also part time employees, to staff the 6 crossing guard posts at our two elementary
schools. Last but certainly not least, there are 15 members of our Community Volunteer Program,
including our Police Chaplain. This brings the total membership of the department to 84 dedicated
individuals. The department actively seeks officers with a strong sense of dedication, integrity, public
service and a community policing orientation. Please see attached table of organization for
employee assignments, areas of responsibility and distribution.
WORKLOAD: 1997 ~98 %Change
Adult Arrests 367 407 + 10.9%
Juvenile Arrests 120 108 - 10.0%
House Watches Performed(most ~ volunte~) 5,337
6,735 + 19.7%
Suspicious Person Calls Investigated
200 298 + 49.0%
Suspicious Vehicle Calls Investigated
143 195 + 36.4%
Traffic Accidents Investigated
254 296 + 16.5%
Traffic Citations Issued
1,423 2,268 + 59.4%
Traffic Stops 4,282 4,766 + 11.3%
Total Calls Answered &
Police Activity Incidents:
28,656 35,863 + 25.1%
Note: The above is only a representative sample of police activities. A more detailed
listing will be forth coming in the department's 1998 Annual Report.
GRANT PROJECTS: The SPD currently has 2 grant projects underway. One, a $56,700 COPS
project (75% Federal Funds) is installing a new Records Management System and LAN within the
department. The second project is an LLEBG grant for $I 1,112. (90% Federal Funds) will add 3
more video camera systems to our patrol fleet, bringing the number of cars with these systems to 10.
This is in addition to the 3 previously mentioned COPS grant funded officers.
Respectfully submitted,
Dennis R. White
Chief of Police
I
I
I
I
.I
I
I
I
I Detective'Bureau
S~. J.M. Morris
I I'
__'Crimes Against PersonsI
i 1- petective
:l ~[ Crimesl_ D~tectiv~Aaainst Property
I
GeI~e. ral Detail/Narc.
i Detective
i_~ MACE
I 1- Detective
Sebastian Police Department
Or~,anizational Chart March 1999
Chief of Police
Dennis R. White
Deputy Chief
David J. Puscher
Admin. Assistant
Dehorn Cum.'
Detective/Support Services
Division
Lt. Chanse Reardin
---~ Internal Investigations
i
lSupport Services
Supv. J. Bennett
Records
I}-Records Supv.
B-[¢cords Clerk~l
I Dispatch
7-Comm Tech's F/
· 2-Com~ Tech'$ P/
FProperty & E~SdenceI
! ,
Unifom Division
Lt. Gene Ewert
Shift i
1 - Sergeant
I - Field Training Officer
3 - Officers
Shift 2
I - Sergearit
i - Field Training Officer
2 - Officers
'Shift 3
1 - Sergeant
1 - Field Training Officer
3 - Officers
Shift 4
1 - Sergeant
i1 - Field Trainine Officer
2 - Officers
I Special Opexations
. 1 ~ Field Training Officer
I 2 - Officers
, [ 1-COPSOfficer
~ 12 - School Cross Guards
. ICommuni.ty Service V°lunteers~i
BUILDING
BUILDING DEPARTMENT
Sec. 26-33. Building department created; building official, appointment, qualifications and
duties.
(a) There is hereby created within the city a building department to be headed by the
building official, who shall be appointed by and serve at the pleasure of the city manager.
(b) The building official shall be qualified by education and training to perform the
duties of his office. The building official shall receive such salary and compensation as shall be
fixed from time to time by the city council
(c) The building official shall have authority to receive applications and issue building
permits and to enforce the building code, building ordinances and standard codes adopted by the city.
Neither the building official nor anyone under his direction shall enter any private property withou, t
the consent of the owner. The repair, vacation or demolition of unsafe buildings or structures shall
be handled pursuant to the unsafe building abatement code-, as amended here.
Sec. 26.66. Powers and duties of building official.
(a) The city building official, sometimes referred to in this article as the electrical
inspector, shall enforce the provision of this article, and he or his duly authorized representative may
enter any building, structure or premises that is subject to this article to perform any duty imposed
on him by the electrical code.
(b) Upon notice fi.om the building official that work on any electrical installation is being
done contrary to the provisions of this article or the code adopted in this article, or in a dangerous
or unsafe manner, such work shall be immediately stopped. Such notices shall be in writing and shall
be given to the owner of such property, or to his agent, or to the person doing the work, and shall
state the conditions under which work may be resumed. Where an emergency exists, oral notice given
by the building official shall be sufficient.
(c) The building official may revoke a permit or approval issued under the provisions of
this article in case there has been any false statement or misrepresentation as to the material fact in
the application or plans on which the permit or approval was based. In all such cases, no permit fees
shall be refunded.
Sec. 26.66. Powers and duties of building official. (Continued)
(d)
(e)
¢)
(g)
(h)
All electrical installations, regardless of type, which are unsafe or which constitute a
hazard to human life, health or welfare are hereby declared illegal and shall be abated
by repair and rehabilitation or by demolition in accordance with the procedure as
outlined in the electrical code.
It shall be the duty of the building official to issue permits for and inspect all electrical
wiring apparatus or equipment for lights, .heat, power and other uses or purposes
inside of or attached to buildings, structures of appurtenances subject to this article
and to look after the enforcement of laws, rules and regulations relating to such
electrical wiring apparatus of equipment.
The building official may give temporary permission to connect and furnish electric
current to any wiring apparatus or fixtures for a period of not exceeding 30 days, if,
in his opinion, such wiring apparatus or fixtures are in such condition that current may
safely be connected therewith, and there exists an urgent necessity for such use, when
written permission is filed with him requesting such permission.
The building official is hereby empowered to inspect or reinspect at his option all
interior wires and apparatus conducting or using electric current for lights, heat or
power. When such conductors or apparatus are found to be unsafe to life or property,
the building official shall notify the person owning, using or operating them to place
such conductors or apparatus in a safe and secure condition within 24 hours or such
further time as he determines necessary,
Whenever any wiring apparatus or fixture conducting or using current for lights, heat
or power is found upon inspection by the building official or one of his duly
authorized assistants to be especially or immediately hazardous to life or property, the
building official shall immediately open a switch or circuit breaker controlling the
supply of current to such wiring apparatus or fixture and post in a conspicuous place
near such switch or circuit breaker a notice reading as follows:
Sec. 26.66. Powers and duties of building official. (Continued)
NOTICE - WIRING CONDEMNED
The use of electric current is prohibited through this wiring or equipment until proper repairs
have been made and approved by the building official.
The building official must be notified when repairs are completed. After such notice is posted, no
person shall close the switch or circuit breaker or use or attempt to use any current through such
wiring apparatus or fixture that has been condemned until necessary repairs have been made and
approved by the building official. The building official may also notify the person furnishing current
to such wiring apparatus or fixture to disconnect the supply wires and cut off the current from
premises where such wiring apparatus or fixture is located and such supply wire shall be disconnected
and the current cut offuntil necessary repairs are made and approved by the building official.
(I) Any person failing or refusing to comply with any of the provisions of this section shall
be guilty ora misdemeanor in the second degree and subject, to fine or imprisonment as provided by
section 1-10 of this Code.
City of Sebastian
1225 MAIN STREET E] SEBASTIAN, FLORIDA 32958
TELEPHONE (561)58%5330 [] FAX (561)589-2566
MEMORANDUM
DATE: March 26, 1999
TO: John Van Antwerp, Acting City Manager
FROM: George Bonacci, Building Department, Director ~
' N
SUBJECT: Department Summary for City Council Orientation
My presentation will consist of a run-dom of the general workings of the department as well as a
more detailed report of the duties of the departmental personnel.
City Council will be given a copy of our organb,ational chart. I will also give them copies of a
detailed break down of the duties of each employee.
This department does not generally deal with outside projects. Our function is basically day to
day duties and operations.
City of Sebastian
1225 MAIN STREET ~ SEBASTIAN. FLORIDA 32958
TELEPHONE (407) 589-5518 El FAX {407) 589-2566
BUILDING DEPARTMENT
GEORGE BONA CCI, DIRECTOR
Currently, my staff consists of five (5) employees. Our main function is to review and issue
building permits for all residential and commercial projects. We also handle all phases of
contractor licensing.
Departmental staff and responsibilities are as follows:
DIRECTOR/BUILDING OFFICIAL, GEORGE I~ONACCI:
1. Enforces ail SBCCI and Sebastian City and Land Development Codes related to construction.
2. Issuing of ail building permits.
3. Inspects and issues land clearing and tree removal permits.
4. Does courtesy inspections.
5. In charge of contractor licensing.
6. Advisor to the Sebastian Construction Board.
7. Arbitrates a conflict between a homeowner and contractor.
8. Does annual budget and approval of all department expenditures.
9. Attends related seminars for continuing education for license renewal for DBPR. :
ADMINISTRATIVE ASSISTANT, KATHRYN NAPPI:
1. Secretary to the Sebastian Construction Board.
2. Issuing of all contractor licenses.
3. Updating contractor licenses on a daily basis.
4. Accepting applications to go before the Construction Board for testing approval.
5. Accepting and approving in-house applications for licensing non-tested trades, letters of
reciprocity and grandfathering from Indian River County.
6. Check all contractors listed on permit applications to make sure they are properly licensed and
up to date.
7. Working with the annual budget and preparing of bills for the Building Department and
Growth Management.
Page 2
ADMINISTRATIVE ASSISTANT, cont.
8. Prepare payroll for the Building Department and Growth Management.
9. Take inspections and code complaints.
10. Perform any duties delegated by the Building Official, Director of Growth Management and
the Construction Board.
ADMINISTRATIVE SECRETARY, GERALDINE KUBES:
1. Accept permits from contractor or homeowners with fees.
2. Issue permits and type property cards for keeping record of all inspections and when to issue a
certificate of occupancy. Make up folders by block, lot and unit number to be filed.
3. Take inspections.
4. Run a computer report at the end of each month regarding all permits.
5. Back-up for contractor licensing and Dawn Corapi in their absence.
6. Secretary to the Citizen's Advisory Task Force Board.
7. Answer questions from contractors and citizens concerning building permits.
8. Balance the cash box at the end of each day.
CLERICAL Il, DAWN M. CORAPI:
1. Takes in permit applications.
2. Schedules inspections.
3. Posts inspections and all related paperwork to property cards.
4. Closes out permits when they are completed.
5. Issues Certificate of Occupancies.
6. Prepares weekly reports for Indian River County Impact Fees & Solid Waste Disposal District
Fees.
7. Processes & issues alarm user, landclearing, & tree removal permits
8. Filing.
9. Acts as Gerry Kubes's backup issuing building permits in her absence.
10. Acts as the Tree Advisory Boards Secretary.
11. Acts as the System coordinator for the city's phone system.
12. Acts as the Network Administrator for the local area network that includes Building, Growth
Management and Engineering Departments.
BUILDING INSPECTOR Ii, CHARLES GEISZ:
l. Review all building plans for code approval. This includes structural, electrical, plumbing and
mechanical.
2. Does on-site inspections for commercial and residential including structural, electrical,
plumbing and mechanical.
3. Perform the duties of acting building official in George's absence.
4. Answer code questions for builders and general public.
5. Over see all inspections called in and separate for inspectors to take out next day.
Page 3
BUILDING INSPECTOR I, RICHARD SCHOFIELD:
1. Certified 1 & 2 family inspector.
2. Reviews all zoning on residential building applications.
3. Inspects all trades on 1 & 2 family houses.
4. Does land clearing permits in George's absence.
Z
1
GROWTH
MANAGEMENT
GROWTH MANAGEMEN~
At the June 17, 1998 City Council Meeting, it was the consensus of the city council to initiate
the reorganization of the Community Development Department and to divide the department into
a planning and code enforcement department and a building department, thereby renaming the
departments as "Building Department and Growth Management Department." By Resolution No.
R-98-31, a job description was adopted for the position of Growth Management Director.
Growth Management Director
Under administrative direction of the City Manager, the growth management director
will plan, coordinate, and direct operations of the Planning and Code Enforcement Department;
supervise the research analysis, and design a Comprehensive Plan for the physical development of
the City; administer the City's Land Development Codes; administer a variety of Housing and
Community development programs; perform other related work as required.
I
City of Sebastian
I 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958
TELEPHONE (561) 589-5330 [] FAX (561) 589-2566
MEMORANDUM
DATE:
March 26, 1999 '
TO: Mayor and Council
FROM: Tracy E. Hass, Growth Management Director'-~
SUBJECT: City Council Orientation Packet
Please find enclosed the Growth Management Departmeni Organizational Chart and supplemental
information concerning the descriptions, activities, duties and responsibilities for the Planning and
Zoning and Code Enforcement Divisions of the Growth Management Department.
There are two areas within this organizational chart that I will explain in greater detail later.
As mentioned above, the Growth Management Department consists of the Planning and Zoning
Division and Code Enforcement Division.
The Planning and Zoning Division is responsible for the research, design and supervision of
physical development within the City. Additionally, we administer, interpret, modify and
supervise the implementation of the City's land development code to insure "controlled" growth.
The planning division is also responsible for supervising and directing the Planning and Zoning
Commission, Local Planning Agency, Board of Adjustment, Citizens Advisory Task Force and
Tree Advisory Board.
An essential function of the Planning Division is reviewing, analyzing and assessing development
proposals, conditional use permits, variances and waivers. Upon completing our review of these
projects, we then present our findings to the appropriate board or committee for their
recommendation, approval or denial. A vast majority of our time is spent in assisting the public as
well as developers, engineers, insurance companies, real estate personnel and contractors by
addressing problems, answering questions concerning city codes, demographics and interpreting
city zoning regulations. The Planning Division is also responsible for reviewing requests for
occupational licenses, sign permits, model homes and coordinating address issuance with the post
office and 911.
City Council Orientation Packet
Page 2
March, 26, 1999
The Code Enforcement Division is responsible for securing compliance with City codes,
ordinances, laws and regulations. The Code Enforcement Division maintains proactive
enforcement by performing regular inspections to determine potential violations. Code
Enforcement Officers are also responsible for responding to complaints of potential violations
relating to signage, nuisances, hazardous conditions, parking, land use, clearing and grading,
unregistered vehicles and other code related issues.
Our Code Enforcement Officers routinely conduct field investigations of potential violations,
question violators, make findings and issue warnings, correction notices or citations. The Officers
also assist the public in resoMng complex and sensitive issues and explain federal/state laws and
interpret city codes. The Officers maintain current logs and records relating to enforcement
activities; initiate correspondence and violation notices; initiate Code Enforcement Board action
against owner's failing to comply and serve as witnesses against offenders.
Currently the Growth Management Department is responsible for completing the CDBG grant
project that included the new lights along Indian River Drive and the Cav Corp Parking area. We
hope to be presenting to the Council a proposal to use excess grant funds for purchasing benches
to place along the sidewalk. We are also in the process of completing the new Comprehensive
Plan, updating (rewriting) the Land Development Code and working with the Local Update of
Census Addresses Bureau in preparing for Census 2000.
I hope that this information provides each of you with better insight and understanding of the
duties and responsibilities within the Growth Management Department. If at any time you have
any questions or comments, please do not hesitate to call me.
The following is an explanation for the Growth Management Departments Organizational Chart.
The first concerns the Administrative Assistant position filled by Kathy Nappi. Although the
Building Department officially employs Ms. Nappi, she performs administrative functions and
budgeting activities for both departments. Therefore, I felt it appropriate to include this position
within the Growth Management Organizational Chart.
Additionally, the Growth Management Department consists of the Planning and Zoning Division
and the Code Enforcement Division. Each of these divisions requires tailored and detailed clerical
knowledge. However, we have only one person who performs both of these jobs. Consequently,
I have listed Mrs. Dorri Bosworth within the breakdown for each division.
I hope the following information is helpful and provides you with insight on the essential day to
day activities of the employees within the Growth Management Department:
PUBLIC WORKS
ENGINEERING
CITY OF SEBASTIAN
DEPARTMENT OF PUBLIC WORKS
TERRY D. HILL, DIRECTOR
The Public Works Department consists of six Divisions, with a total of forty-five (45)
employees, working together as one department.
The departments are as follows:
1) The Admin/Engineering Division; This Division has the Director, City Engineer,
Administrative Assistant, Clerical II, Engineering Teeh., and Construction Inspector.
This Division provides the administration, management, planning, and engineering
services to the department. Administrative and management functions include budget
preparation and monitoring, purchasing materials, issuing and tracking permits, plaiming
and priorities maintenance activities, establishing and implementing capital projects for
infrastructure improvements.
The Engineering Office is responsible for providing a variety of engineering services to
the public work operations as well as to the City departments. Engineer services include
the following types of activities:
Planning, Development and Intergovernmental Coordination:
Subdivision, Site Plans & Final Plat review and inspections, Drainage and
Driveway permits and inspections, coordination of transportation issues
with Indian River County and FDOT, coordinating stormwater issues with
St. Johns River Water Management District.
Capital Projects Development, Design & Implementation:
Facilities, Stormwater Management, Roads, Parks
2) Roads and Drainage Division; This Division has twenty (20) employees, under
supervision of the Assistant Public Works Director and consists of;
1-Heavy Equipment Operator
4-Maintenance Worker III
5-Maintenance Worker II
6-Maintenance Worker I
3-Laborers
This Division is responsible for road repairs, pot holes, collapsed culvert pipes, as
well as drainage work involving swale repair, ditch cleaning, rights- of- way clearing
and repair, culvert pipe cleaning and replacement, side ditch cleaning and installing
drainage pipe through-out one hundred fifty (150) miles of streets, three hundred
(300) miles of swales, and fifty (50) miles of ditches.
Another branch of Roads and Drainage is the City Sign Shop. The Sign Shop is
responsible for all sign construction and. replacement. The Sign Shop also constructs
all letters and numbers installing them on all Police units. Also deploys all safety
signs, barricades and traffic cones for road crews.
4) Parks and Mowing Division. This Division has ten (10) employees consisting off
1-Supervisor
2-Maintenance Worker III
2-Maintenance Worker II
4-Maintenance Worker I
1-Laborer
This Division is responsible for the mowing, trimming, and up-keep of all parks
including the Barber Street Sport's Complex,~ City Hall Complex, Community
Center, Yacht Club, and Main Street Boat Ramp. Parks and Mowing also has the
responsibility of Riverview Park, Hardee Park, Memorial Park, Schumann Tennis
Courts, all medians on US#1 and Schumann Drive, and also the mowing of all rights-
of-way, easements and ditches.
5) Building Maintenance Division; This Division has four (4) employees consisting of;
1-Supervisor
1-Building Maintenance Technician.
2-Maintenance Worker I
This Division has. the responsibility of cleaning and maintaining the following City
properties:
City Hall Complex
Police Department
Community Center
Golf Course Buildings
Yacht Club Building and Dock
Main Street Dock
Building Maintenance is also responsible for renovations and construction projects
involving all city structures.
6) Central Garage Division. This Division has four (4) employees consisting of'.
1-Supervisor
1-Head Mechanic
1 -Mechanic
1-Clerical (part time)
This Division is responsible for the maintenance and repair of all City owned vehicles
and equipment such as:
Police Vehicles
Roads and Drainage Vehicles and Equipment
Parks Vehicles and Equipment
Admin/Engineering Vehicles
Building Maintenance Vehicles
Cemetery Vehicles and Equipment
This maintenance includes preventative maintenance service major and minor repairs
to all vehicles, heavy equipment, mowers, and small equipment.
7) Cemetery Division; This Division has two (2) employees consisting off
1-Sexton-Supervisor
1-Maintenance Worker I
This Division is responsible for total maintenance of the cemetery including mowing,
edging, weeding, trimming, and fertilizing turf and shrubbery. Staff removes wilted
flowers and maintain headstones as well as handling the sale ofgravesites.
This is a brief summary of the Public Works Department and only touches the major
responsibilities of each Division. For more information please contact the Public
Works Department and let us answer all questions and give you a tour of our
facilities.
/cityofseb
03/22/99
CITY OF SEBASTIAN
CAPITAL PROJECTS STATUS REPORT
In Co~t. rucflon
Schumann Drive Drainage Project- Awarded with 3/26/99 Preconstruction Date
Limits: Bailey to Beach
Scope: Replace existing storm drainage system
Construction Schedule: March 1999 to August 1999
Indian River Drive (FDOT Project)
Sidewalk Construction - thru April 1999
Resurfacing - April 1999 (after sidewalk completion)
Swale Regrading Citywide - ongoing
Approx 6 miles completed this FY by City Crews
Approx ~.5 miles issued to new contractor ($160,000)
$600,000 balance
Pipe Replacements - ongoing
FY99 14 Pipes ~ $175,000, Balance $82,000 ($144,000 transferred to
Schumann Dr.)
Side-Yard Culvert Pipes - ongoing
Fleming Street in construction ~ $12,000, Balance $54,000
Wentworth & Concha in planning
In Procureme~
· Citywide Resurfaci.ng- May 1999 anticipated start
Bridge Repairs - May 1999 anticipated start
Scope: Repair bridge railings, install guardrail, repair deck
Barber ~ Lake/Wimbrow - Englar ~ George
Periwinkle ~ Concha/Joyhaven
Fleming ~ Lake
· Barber Street Sports Complex - South Site Development - May 1999 anticipated start
Scope: Install soccer field, basketbhll courts, football practice field, parking areas,
and retention areas
· ' Pre-Engineered Metal Storage Building- April 1999 Award anticipated
Scope: Provide & install pre-engineered Storage Building for DPW Compound
Improvements
03/22/99
In DesigtlLl'[anning
319 Stormwater Grant - Awarded 8/98 for a 3 year term projects underway include: 1. Elkcam Dam - Design 90% complete awaiting SJRWMD Permit, Fall 1999
Construction Planned
2. Stonecrop Water Control Structure- 10% design complete, Winter 1999/2000
construction planned
3. Education Plan - Contract awarded to BTR Labs, Kickoff planned Spring
1999
4. Monitoring - PrerBMP monitoring underway.
Bridge Widening - Fall 1999 anticipated
Barber ~ Caravan/Rolling Hill
Blossom Drainage - 100% Design Complete, Awaiting IRC Construction
Main Street Dock Repairs - 10% Complete, April/May Procurement anticipated
Barber Street Sports Complex Pavillion - 50% Complete, April Procurement
anticipated
Main Street & Yacht Club Ramp Repairs - No Progress
Hardee Park & Creative Playground Playground - No Progress
Coml~l~ted Projects
I * Main Street Drainage System - January 1999
· Riverview Park - Parking Area and Street Lights - February 1999
Main Street Baffle Box - january 1999
I ° Underground Tank Removal - October 1999
HUMAN RE S OURC E S
City of Sebastian
1225 MAiN STREET g SEBASTIAN, FLORIDA 32958
TELEPHONE (561) 589-5330 n FAX (561) 589-5570
DATE:
TO:
March 29, 1999
All Council Members
THRU:
FROM:
SUBJECT:
John VanAntwerp
Interim City Manager
Rich Samolewicz
Director of Human Resources
Department of Human Resources
The following information is being provided to give a brief description of the duties and
responsibilities of the Department of Human Resources.
D¢l~artm, e. nt of Human Rgsources Staffing;
Department Head - Rich Samolewicz
Human Resources Technician - Doris Lee
Missiom
To achieve the highest level of customer satisfaction through proactive approaches utilizing
technology, innovation, and teamwork.
Goals and Obiectiv¢~;
a. To maintain a competitive Classification and Compensation Plan.
To provide a comprehensive Employee Assistance Program (EAP) for employees and family
members with any mental health and/or stress related problems.
To maintain a professional and effective process for the selection, transfer, and promotion of
qualified candidates.
To acknowledge the various labor organizations representing the employees of the City of
Sebastian and agree to enter into negotiations with those organizations with regard to term.~;
and conditions of employment.
To develop and promote harmonious working relationships between management, labor, and
the general public.
To develop and maintain a comprehensive, innovative, and effectively managed insurance
benefits program for the employees of the City of Sebastian and their dependents.
General D e p ~,rt menLllT..u~ gtio n s:
Duties
Under executive direction of the City Manager, the purpose of the department is to administer the
planning, organization, and direction of all human resoume functions for the City of Sebastian. The
department performs highly complex, managerial and strategic work with responsibility for areas
including, but not limited to, recruitment and assessment, classification and compensation, employee'
assistance, benefits/heall~ and safety, employee and labor relations, grievance handling, background
investigations, and EEO. The department functions under charge in compliance with broad policy
guidelines, regulations and collective bargaining agreements.
and Besponsibilitie~
Administer the planning, organization, and direction of all agency human resource management
functions; provide managerial oversight for all agency human resource management functions..
Establish the department's priorities, goals, and objectives through collaboration and consultation with
the City Manager and agency executive staff.
Develop and implement human resource strategies to improve efficiency and effectiveness for .the City
Of Sebastian.
Direct planning, scheduling and coordination of programs under charge, i.e., recruitment and
assessment, selection and placement, classification and compensation, management development,
collective bargaining, employee assistance, benefits/health and safety, ADA, FLMA, drug free work
place and EEO.
Evaluate and improve the agency's selection procedures, hiring practices, classification and pay
practices, employee group health and life insurance plans, and EEO programs.
Develop policies, procedures and priorities to meet established goals and objectives; ensures agency
compliance with regulatory standards concerning human resource management.
Develop, implemenL and maintain strategic, fiscal and capital improvement plans for the department;
prepare, administer, and monitor department budget.
Prepare reports relative to policy development and implementation, recommending solutions or
courses of action regarding human resources management functions.
Ensure the accomplishment of all human resource programs and functions in accordance with
policies, procedures, and collective bargaining agreements.
Exercise critical judgment on special recruiting methods, application considerations, departmental
requests, and department record maintenance procedures.
ko
Provide administrative direction to all department directors, managers, and supervisory personnel;
evaluate performance and adherence to established policies, procedures, goal~ and obiectives.
Represent the City of Sebastian in negotiating collective bargaining agreements with the two
recognized Bargaining units. Develop labor relations strategies in conjunction with legal counsel and
the City of Sebastian executive staff.
Ensure all funclJons and programs under charge are performed with established budgetary
parameters, to include performing cost control activities, monitoring revenues and expenditures, and
ensuring sound fiscal control.
Prepare annual budget requests in a manner to ensure effective and efficient use of budgeted funds,
personnel, and materials.
The department functions as a professional, technical, and strategic human resource advisor to the
City of Sebastian Department Heads, as well as all agency employees.
p. Required to attend conferences and public professional meetings representing the City of Sebastian.
Required to maintain current knowledge of trends and developments in state-of-the-art human
resource management for application to programs and functions under charge.
Projects:
Current
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
CWA labor agreement reopener reference to Health, Dental and Vision care. (12-31-98)
Exempt employee salary review. (retro to 10-1-98)
City of Sebastian Policy and Procedures Manual Review.
Implementation of a City wide Random Drug Testing with a level of zero tolerance.
Preparation of new Charter Officer Evaluations.
Management/Labor Liaison Chairperson (PBA/CWA)
Lead negotiator pataining to labor agreements. (MOU revisions reference current cor]trs(:t language)
Implementation of Exit Interview Process
Events Chairperson
Safety Chairperson
Newsletter Chairperson
Future
2.
3.
4.
5.
CWA labor agreement reopener reference to pension benefits. (12-31-99)
Implementation of Standard Operating Procedures per department.
Employee Handbooks. (for all employees)
I.D. Cards and procedures.
Supervisory Training (documentation and discipline)
HUMAN RESOURCES
Richard H. Samolewicz
Director of Human Resources
Doris Lee "
Human Resources Technician
Febn, ary 22, 1999
GOLF COURSE
SEBASTIAN GOLF
COURSE
A
PROSPECTUS
PATRICK J. CERJAN
DIRECTOR OF GOLF
MARCH 30,1999
SEBASTIAN GOLF COURSE
OVERVIEW
Sebastian Golf Course is an 18-hole daily fee/membership club with a driving range and full
service restaurant. The golf course plays approximately 70,000 rounds of golf, has an annual
budget of 1.3 million, and turned a profit of $216,000.00 in fiscal 1998. The in-house
tournament program encompasses an extensive Men's and Ladies" association and the outside
tournament program boasts 50+ charitable tournaments a year. Our own second annual Sebastian
Open hosted a record 196 players in all divisions from junior golfers to super seniors. Many of
the junior players came from our own junior golf program which had 86 participants in 1998. The
Sandhill Crane, Scrub Jay, and the Gopher Tortoise are a few endangered species who make their
home around the 150 acres of golf course grounds. Open every day except Christmas, the golf
shop at Sebastian Golf Course is open from 6:30 AM to 5:30 PM. The restaurant, which is
contracted-out, is open for breakfast, lunch, and dinner every day. The Director of Golf; who, in
lieu of a salary, contracts-out the driving-range and golf shop concession. The golf shop is one of
the finest, fully-stocked shops in the municipal golf course sector. The maintenance of Sebastian.
Golf Course is contracted to, One Source, whose employees have done an excellent job towards
the advancement of the condition of the golf course and equipment maintenance. This system of'
contractors provides a unique relationship with Sebastian Golf Course and the City of Sebastian
that benefits the many patrons of the golf course.
MISSION STATEMENT
To provide the members and guests of Sebastian Golf Course with an upscale, innovative,
friendly, and professional golf experience. In support of this the golf professionals and staff
should:
* provide unsurpassed customer service to all patrons;
* oversee all contracts and events in the best interest of the golf facility;
* develop and promote a new and exciting tournament program for all levels;
* provide an upseale fashion conscious golf shop at competitive costs to the community;
* provide innovative instruction programs thereby promoting the club as well as the game of
golf;
* direct and promote a comprehensive junior program;
* manage a professional staff dedicated to the future-plans and goals of Sebastian Golf
Course
GOALS
To continue to promote and elevate the game of golf, so that our members and guests feel
that playing golf at Sebastian is a unique and pleasurable experience.
To provide our members and guests with consistent and outstanding service. The golf
business is a service industry, hence it is important to our continued financial success to
deliver the utmost in customer service.
To provide and promote a well-organized, attractive program in all areas including
instruction, shop appearance and merchandising, tournament operations, course condition,
and staff/customer relations. -
To continue as a recognized asset to the City Of Sebastian and its residents.
To remain self-sustaining and financially sound with regard to all fiscal policies and
procedures, and to continually upgrade the resources at the facility.
STAFF
Director of Golf, Patrick Cerjan, PGA - Oversee all golf operations & fiscal controls.
Head Golf Professional, Greg Gardner, PGA - Assist Director of Golf in all phases of golf
operations.
Head Cashier, Joy Green, -Performs a variety of clerical, accounting, and administrative tasks in
cash receipt, revenue, inventory, and customer relations.
Administrative Secretary, Bernice Marsh, -performs a variety of secretarial duties while meeting
with public in a cooperative, courteous manner.
Cashier, Steve Obendo~ Alice Locke, Steve Beane, -Operate POS, work with cash receipts and
other forms of revenue, provide excellent customer service.
Starter and Ranger, Addie Wojciechowski, Bill Shandor, Doug Baker, Ed Brambrick, Bob
Cristello, Arthur Locke - Control speed of play, enforce on course rules, monitor 1 st and 10th
tee, provide excellent customer service.
Cart Attendant, Jack Caffrey, Paul Croy, Ken Ivins, Jim MCCandrew, Buck McGowan, Jerry
Pollifrone, Earl Poweil, Art Schrof, Bill Schiffman, - Provide golf carts to customers, driving
range, clean and execute minor maintenance on golf carts, and provide excellent customer service.
TOTAL NUMBER. OF STAFF: 24
CAPITAL PROJECTS
With an fiscal budget in excess one million, Sebastian Golf Course has several planned
improvements scheduled in the near future including:
1. Cart paths throughout the entire golf course/Waste bunker project
2. Turn-in leased fleet of 86 golf carts and receive a new leased fleet of 86 golf carts
3. Granite tee signs for each hole (18 total) add names fi-om contest.
4. Landscape front entrance and entrance road of golf course./entrance sign
5. Rebuild greens.
6. Informational and welcome sign positioned at 1 st tee.
7. Update all golf course computers (Y2K compatible).
8. irrigation system overhaul
9. Level and reshape teeing areas
10. Continue drainage program/lakes
11. Redo all bunkers/sand/drainage
12. Recarpet golf shop and bagroom
13. Cart tag hole locators
14. Tuff.and plant nursery
15. Enlarge putting green to accommodate traffic
CITY CLERK
Sec. 3.05 City clerk
The city clerk shall give notice of city council meetings to its members and the
public, keep the journal of its proceedings and perform such other duties as assigned to the clerk
by this Charter or by the city council.
Sec. 2-2~ Powers and duties of city clerk.
The city clerk shall perform the duties of clerk of the council, and receive all minutes
and documents from all boards, commission or committees appointed by the city manager and/or the
city council, and in that capacity shall give notice of city council other meetings to its members and
the public, keep the journal of its proceedings, and shall keep and maintain all official documents for
the city. In addition, the city clerk may perform duties of city tax collector, city supervisor of
elections and other additional duties as are assigned to the city clerk by the Charter or by city council.
The city clerk shall have such powers as are confirmed by the Charter, this Code of Ordinances and
by the Florida Statutes, as presently constituted or herea~er amended.
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I CITY OF SEBASTIAN
CiTY CLERK'S OFFICE
ORGANIZATIONAL CHART
CITY COUNCIL
Martha S. Wininger, Mayor
Chuck Neuberger, Vice-Mayor
Joe Barczyk, Couneilmember
Ben Bishop, Couneilmember
Edward J. Majcher, Jr. Councilmember
CITY CLERK
(13 years)
INFORMATION
SPECIALIST
Ann Rousseau
(6 years)
ADMINISTRATIVE
ASSISTANT
Linda Galley
(91/2 years)
DEPUTY CITY
CLERK
Sally Maio
(13 years)
ADMINISTRATIVE
SECRETARY
Joaxme Sandberg
(9 years)
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I MEMORANDUM
I DA?: MARCH 25, 1999 ·
i T
O. MAYOR AND CiTY COUNCIL MEMBERS
FROM: KAY O'ItALLORAN, CITY CLERK ·
I Subject; City Council Orientation
I The Office of the City Clerk is staffed by five personnel, including the Deputy City Clerk and City
Clerk. The various duties of the three remaining personnnel each are listed in the attachmems. I
I am also including a survey by the International Institute of Municipal Clerks, which is self-
explanatory. You will notice that there is a duplication of duties and responsibilities in this office.
Each lady is crossed trained to an appropriate extent and should there be any questions a
I Procedures Manual is available and updated every six months for any changes in the Code of
Ordinances, Florida Law and the way a duty is to be performed.
i Not to belabor this memo I will close with the fact that the five of us have been together
approximately 50 years.(that is collectively).
I
I
I
I
I
OFFICE OF THE CiTY CLERK
This office is responsible for care and custody of the books, records, papers, legal documents,
and journals of proceedings of the city council (contracts, agreements, leases, ordinances,
resolution, deeds, easements, etc.).
Records, transcribes, indexes and maintains the city council minutes.
Video tape council meetings and workshops and replay for channel 3 5.
Also reproduce video and audio tapes for requests for purchase by public.
Prepares action and pending lists.
Maintains the municipal code book of the council's legislation for the public, the mayor, city
council, city staff and distribution of supplements.
Prepares, reproduces and distributes agendas, all backup material and packages in multiple copies
to serve the mayor and council, staff and news media.
Publishes all public notices required by the city council or by law.
Arranges and gives notice of council meetings.
Conducts all municipal elections, prepares information manual for potential candidates, advises
candidates of procedures and time tables, processes all election forms and serves as chairman of
the canvassing board when city election is not held in unison with the county.
Prepares and submits to the city manager the city clerk's annual budget.
Designated by the state to be records management liaison.
Serves as secretary to the mayor and city council (proclamations, follow-up letters to bidders,
appointments to city boards, receiving complaints from public to mayor and council, etc.)
Conducts research on any and all subjects through munimetrix system for mayor and council,
staff, city attorney and the public.
Prepare city council records for storage during retention period prescribed by law.
Perform notary public services for the mayor and council, staff and public.
Take reservations for community center and yacht club.
Coordinate with cemetery sexton on various items. (Sales, deeds, locations, etc.)
Prepares legal advertising for public hearings, final reading/adoption of ordinances, bid openings
and the budget.
Administers oath of office to city council and police officers.
Countersigns official documents with the mayor and/or city manager.
Authorized to sign "manually-signed" checks as an alternate.
Prepares r~cord retention per Florida Statutes.
Submits to the county the recording of deeds, easements, vacations, assessments, etc.
Provides information on officials, employees and board/commission/committee members to the
state regarding financial disclosure.
Remit letters of appointment, appreciation for serving if member resigns from
board/commission/committee for the city.
Responsible for all aspects of the Occupational Licensing program.
Accept, receipt and validate all money received by office. Reconcile cash to tape and deliver to
finance department upon balancing for deposit.
Issue and keep track of all garage sale permits.
Responsible for an inventory and titles for all city vehicles.
Collect, distribute all incoming mail and post and carry to the post office all evening outgoing
mail. All mail is processed twice a day.
Issue and receive employment application for job openings.
Receive, log and deliver all faxes sent to city.
Prepare and maintain calendar for Riverview Park.
Maintains custody of the city seal.
AND OTHER ADDITIONAL DUTIES AS ASSIGNED TO THIS OFFICE BY THE CITY
COUNCIL ........
A survey of the duties performed by municipal clerks, conducted
by the International Institute of Municipal Clerks, found that
174 separate duties were cited by the responding clerks.
Individually, the municipal clerks performed an average of 17
distinct functions. The ten most frequent functions (performed
by at least 90 percent of the reporting clerks) are:
~- Maintains official documents and records
Answer inquiries
citizens
from other municipal departments and
-- Has custody of city seal
-- M~intains official council minute books
-- Maintains official ordinance and resolution books
Records council minutes
-- Countersigns official documents
-- Arranges and prepares for council minutes
-- Administers oaths
-- Supervises clerical staff
In addition to these ten basic functions, most are the records
manager or have major record keeping responsibilities. Over
three-quarters of the municipal clerks are the local election
administrators. Fifty percent of the clerks have license
administration responsibilities. A third are responsible for
vital statistics. As many as two-fifths have some financial
duties (finance director, treasurer, tax collector, etc.).
Twenty-nine percent serve as administrators of city services:
central services, purchasing, personnel, and central
communications.
Another fallacy that some people may have is that the above
duties can be delegated to the clerical and less-skilled
personnel while the city administrator simply provides the
overall supervision.
First of all, some of the so-called routine functions (minute
preparation, maintenance of official records books, etc.) are
very time consuming and if not properly executed, could result in
adverse legal complications.
Secondly, such
management, and
administrative
functions as election administration, records
word processing require not only responsible
but also technical knowledge. In a small
community some of theses duties can be delegated to one person,
but it would be very shortsighted to expect a city administrator
to handle overall supervision of all city departments, as well as
directly supervise one or more technical operations, supervise
time-consuming and routine functions, and spend at least one
third of the time away from direct city busin~ss dealing with
other governmental agencies and jurisdictions.
The city clerk, therefore, not only performs some very important
municipal activities but does so in a professional, competent
manner. A survey of the education and skill requirements of the
municipal clerk's office found that the occupants have the same
problems, stresses, and value objectives as other high level,
responsible decision-makers who must deal constantly with solving
problems.
The skills needed for the office of municipal clerk can be summed
up in the following statement: "skills in planning, organizing,
sched~.fng and leadership; possession of good judgment and
decision making ability; a penchant for accuracy and
dependability with a touch of creativity; the virtue of
confidentiality and diplomacy; and the capacity to adapt to new
policies, methods and technological improvements.
To combine these two separate and distinct offices in t~e
interest of economy would be detrimental in the overall
administration of community services~ On the contrary, every
effort should be made to strengthen the city clerk's
responsibility and operation so that these on-going and vital
aspects of local government will continue to be performed
efficiently; thus freeing the city manger to engage in the
planning and projections that are required of today's chief
administrative officer.
10.
11.
12.
13.
14.
15.
ADMINISTRATIVE SECRETARY
MARCH, 1999
(JOANNE SANDBERG)
SECRETARY TO CITY CLERK
USE OF COMPUTER, TYPEWRITER, FAX MACHINE, COPiER, PRINTER AND
TELEPHONE
COMPOSITION OF LETTERS AND MEMOS
RECORD KEEPING - BY ACCOUNT NUMBER - CITY CLERK ACCOUNTS
(ASSISTS CITY CLERK WITH BUDGET PREPARATION)
MAINTAIN PAYROLL RECORDS FOR CITY CLERK'S OFFICE
ADVERTISING - BIDS, PUBLIC HEARING NOTICES, ETC.
(KEEP RECORDS OF DATES, TIMES, DEADLINES, ETC.)
(CUT ALL ADVERTISEMENTS FROM NEWSPAPER FOR FILES)
POSTING OF ALL NOTICES AND KEEPING FRONT BULLETIN BOARD
UPDATED
MAKE ALL TRAVEL AND HOTEL RESERVATIONS FOR CITY CLERK'S OFFICE
AND CITY COUNCIL AND KEEP FILES ON EXPENDITURES
DISTRIBUTE CODE OF ORDINANCE AND LAND DEVELOPMENT CODE BOOK
SUPPLEMENTS AND KEEP RECORD OF PAYMENTS, ETC.
TYPE AND PROCESS RIVERFRONT ASSESSMENT LIENS AND RECORD
DOCUMENTS WITH INDIAN RIVER COUNTY CLERK OF COURT
MONTHLY/QUARTERLY REPORTS ON ACTIVITIES IN CITY CLERK'S OFFICE
NOTARY PUBLIC
SECRETARY - HANDICAPPED SELF-EVALUATION COMMITTEE
CITY BOARDS - WORK WITH BOARD SECRETARIES REGARDING BOARD
TERM EXPIRATIONS AND RECRUITING NEW BOARD MEMBERS THROUGH
ADVERTISING. KEEP BOARD HANDBOOK UP TO DATE BY MAKING
CHANGES AND DISTRIBUTING INFORMATION.
FILING - KEEP CURRENT FILES AND PREVIOUS YEARS IN ORDER IN VAULT.
16.
17.
18.
19.
20.
ORDER SUNSHINE MANUALS, FLORIDA STATUTES, ETC. AND DISTRIBLri~
RECORDS STORAGE CONTROLLER AND OVERSEER OF RECORDS
DESTRUCTION
WORK WITH PUBLIC DAILY
ASSIST CITY CLERK AND DEPUTY CITY CLERK IN DAILY WORK, AS
NEEDED - PREPARE AGENDA AND AGENDA PACKET IF DEPUTY CLERK ON
VACATION
BACKUP FOR THE FOLLOWING, AS NEEDED: ISSUE GARAGE SALE PERMITS
OPEN AND SORT MAIL -DROP OFF AT POST OFFICE IN EVENING
COLLECT FEES, FINES AND MAKE CHANGE
VIDEOTAPING OF COUNCIL MEETINGS
TALLY DAILY CASH RECEIPTS
I N T E R
I 0 F F I C E
MEMO
To-'
From:
Subject:
Date:
Kathryn M. O'Halloran, City Clerk
n~n Rousseau b%ho
Job Duties - Information Specialist
March 25, 1999
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Switchboard Operator for all incoming calls, answering questions and directing calls to
proper department
Greet public, assist them or direct to proper department
Issue Garage Sale Permits and keep records of issuance to ensure compliance with
Ordinance
Rental of Community Center and Yacht Club for various events
Annual scheduling of Community Center and Yacht Club for regular users
Riverview Park Scheduling
Notarize Documents for Public
Disseminate Voter Registration Cards when requested
Apply Postage to all outgoing mail, maintain postage meter log, sort and distribute all
incoming mail
Record fax documents received and distribute to recipient
Contact local clergy and schedule invocations for council meetings
Type Proclamations
Check out keys to City facilities and maintain key log
Make a monthly calendar for Community Center and Yacht Club for City departments
information
Request checks from Finance for Postage Meter and Security Deposit Refunds
Assist with Occupational Licenses when required
Update Web Page and check internet for e-mail
Create In-House Telephone Directory
Submit transmittal forms for city facility rentals
Linda M. Galley
Administrative Assistant
Duties and Responsibilities
1. Prepare and distribute monthly meeting schedule.
2. Notify Falcon Cable, Indian Rive School Board, Press Journal and Florida Today of monthly meetings.
3. Answer and direct telephone calls.
4. Write up complaints and direct them to appropriate department/person, and t'ollow up when necessary with
department and/or citizen.
5. Safety Committee member since 1993.
6 Prepare and update office inventory list.
Order and stock office supplies.
8. Make sure video equipment is set up properly.
9. Video Tape City Council Meetings.
10. Deliver video tapes of meetings to Falcon Cable each Friday after Council Meeting.
I I. Label, index and file all audio and video tapes.
12. Duplicate hudio and video tapes as requested.
13. Index and file all deeds for city owned property.
14. issue garage sale permits.
15. Log in faxes.
16. Issue keys for city buildings.
17. Previously set up filing system for airport files, now maintain them.
18. Assign codes for copy machine use.
19. Maintain office equipment (copier, fax machine, printer, tape decks).
20. Teach personnel how to operate copier and fax machine.
21. Place service calls on office equipment as necessary.
22. File approved minutes for all City Boards.
23. Unlock/lock vault, safe and key box daily.
24. Notary Public - notarize documents for city and citizens.
25. Update office procedures manual as necessary.
26. Deliver documents to the Clerk of the Court for recording.
27. Explain forms, procedures and process to every person interested in opening a business.
28. Determine number of property owners within 300' of applicants property line for Home Occupational Licenses.
29. Look up property owners on Tax Rolls as needed.
30. Collect appropriate application fees and license tees as outlined in City Codes.
31. Review all license applications tbr completion prior to sending them to Growth Management.
32. Notify applicants of license application approvals and of fees due.
33. Enter license information in computer, print license, license due and delinquent license forms and mail them.
34. Complete Emergency Contact Cards for Police Department on all new businesses~
35~ File all license applications and remove applications for closed businesses from files.
36. Verify occupational license as requested.
37. Assist [.R.C. Property Appraisers Office with information on businesses.
38 Order soda for machines located at City Hall, Police Department, and City Garage.
39. Set up Council Chambers for meetings as needed.
40. Take minutes at meetings as needed~
41. Transcribe minutes as necessary.
42. Sell Cemetery Lots and coordinate the sales with the Cemetery personnel and Funeral Homes.
43. Process cemetery deeds.
44. Update Cemetery files.
45. Complete Resolutions for vacation of easements after City Council approval, inform applicant, request check
for recording.
46. Put together City Council Election Packets.
47. Community Center and Yacht Club Bookings.
48. Code all accounts receivables and process to Finance Department for deposit.
49. Work with other departments on various items.
50. Retrieve/return records from vault as requested.
City of Sebastian
1225 MAIN STREET g SEBASTIAN, FLORIDA 32958
TELEPHONE (561) 589-5330 n FAX (561) 589-5570
AGENDA
SEBASTIAN CITY COUNCIL
SPECIAL MEETING
TUESDAY, MARCH 30, 1999 - 9:00 A.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
ALL A GtiBIDA ITIi3,1$ MA Y BE INSPECTED IN THE OFFICE OF THE CITY CLERK. 122.5 MAIN STREET, SEBASTIAN. FLORIDA
No public input is allowed at a Special Meeting unless approved by majority vote of CiO, Council at the beginning of the Special Meeting (in accordance
with R-97-21)
2.
3.
4.
CALL TO ORDER
ROLLPLEDGE CALL OF ALLEGIANCE~
SPECIAL MEI~T!NG ITEMS
99.065 A.
1-6
First Reading of Ordinance No. O-99-02. Charter Review Committee Appointment Procedures
Schedule Public Hearing for 4/14/99 (City Attorney Transmittal 3/25/99, Proposed 0-99-02)
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ESTABLISHING
PROCEDURES FOR APPOINTMENT AND OPERATION OF CHARTER REVIEW COMMITTEE; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABIL1TY; PROVIDING FOR EFFECTIVE DATE.
99.073 B.
7.15
Review Resolution No. R-97-21 - City Council Meeting Procedures for Possible Amendment (City
Clerk Transmittal 3/25/99, R-97-21)
99.033 C.
17.19
Prior Approval for Mayor Wininger, Councilmembers Bishop and Majcher Travel Expenses for
City Council Attendance at 1999 Institute for Elected Officials in Deerfield Beach - April 16-18,
1999 in Accordance with State Limitations (City Clerk Transmittal 3/25/99, Conference Agenda)
99.019 D.
21.23
Approve Payment to the Supervisor of Elections for Administering 3/9/99 General Election in the
Amount of $9,769.90 (City Clerk Transmittal 3/25/99, SOE Letter 3/24/99)
5. ADJOURN
ANY PEtgg, ON WttO DEC2DES TO APPEAL ANY DECISION MADE BY THE CITY COUNCIL IVITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING (OR
HEARING) WiLL NEED A RECORD OF THE PROCEEDP1GS AND MA Y NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCFFDINGS IS MADE, WHICH
RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HF_MRD. (286. 0105 .F.S.)
IN COMPLIANCE WITH THE AMERICANS WITH DI.g,IBILITIES ACT (ADA). ANYONE WHO NF_,EDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD
CONTACT THE CITY'S ADA COORDINATOR AT.589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING.
Hearing Assistance Headphones are Available in the Council Chambers for all Government Meetings
City of Sebastian
AGENDA SUBMITTAL
Agenda So.
Subject: Ordinance O-99-02; appointments
to Charter Review Committee
Department Origin: City Attorney?.~~
Approved for Submittal by:iCity. Manager
Exhibits: Ordinance 0-99-02
Date Submitted: 3/26/99
For Agenda of:
Expenditure Required: n/a
Amount Budgeted: a/a
Appropriation Required; n/a
3/30/99
.&
4/14/99
SUMMARY STATEMENT
A Charter referendum passed March 9, 1999, requires the appontment of a Charter
Review Committee no later than April 15, 1999 and that the manner of appointment shall
be as provided in the Code of Ordinances. The Council has expressed a desire to appoint
the membership of this Committee in a manner other than that provided for general
boards.
This Ordinance provides that each Councilmember shall individually appoint two
Committee members and the remaining five shall be, chosen by the Council as a whole. The
Ordinance also provides for meeting times, procedures and dissolution &the Committee.
RECOMMENDED ACTION
Adopt Ordinance No. O-99-02
ORDINANCE NO. 0-99-02
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN
RIVER COUNTY, FLORIDA, ESTABLISHING
PROCEDURES FOR APPOINTMENT AND OPERATION OF
CHARTER REVIEW COMMITTEE; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABILITY;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Ordinance No. 0-98-13 placed a referendum upon the March 9, 1999,
ballot for the amendment of the City Charter to create a Charter Review Committee composed of
fifteen (15) residents of the City; and
WHEREAS, said referendum was approved by '~he citizens of the City of Sebastian and
the City Charter was amended to require the appointment of said Committee; and
WHEREAS, said Charter Amendment provides that the manner of appointment of the
members of the Committee shall be provided by the Code of Ordinance; and
WHEREAS, the membership to said Committee must be appointed no later than April 15,
1999, initially, and by April 15th of eve~ seventh year thereafter.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF SEBASTIAN, IIqDIAN RIVER COUNTY, FLORIDA, as follows:
~.e~:l[jOO 1.. APPOINTMENT PROCEDURES. That the Code of Ordinances,
City of Sebastian, Florida is hereby amended by adding a Chapter 2, Division 5, to be entitled
CHARTER REVIEW COMMITTEE composed of two sections, the first of which is to be
numbered Sec. 2-231, which said section shall read az follows:
Sec. 2-231. Appointment.
The fifteen members of the Charter Review Committee, as
established by Section 5.03 of the City Charter, shall be appointed in the
following manner:
(a) Each member of the City Council shall appoint two City
residents to the Committee; and
Co) The remaining five members of the Committee shall be
appointed by the Council as a body in accordance with
the general provisions for selection of membership of
City boards and committees.
The announcement of the individual appointments, and the
interview and selection of the at-large members, shall occur at the
regularly scheduled City Council meeting immediately preceding April
15th of the years designated in the City Charter for formulation of the
Committee.
No less than one month prior to the time the Committee
members are to be selected, the City Clerk shall give notice and
advertise the openings in the positions in accordance with Section 2-
169. Applications for the at-large positions must be received no later
than ten (10) days prior the selection date. Members appointed by
individual Councilmembers must submit a completed application with
the City Clerk no later than one week prior to the City Council Meeting
2
at which the formal appointment will be made, for inclusion in the City
Council agenda packet.
There shall be no limit on the number of times a resident
may serve on this Committee.
SectiQn ~, OPERATIONAL PROCEDURES. That the Code of' Ordinances, City
of Sebastian, Florida is hereby amended by adding a section, to be numbered Sec. 2-232, Which
said section shall read as follows:
Sec. 2-232. Operational Procedures.
The Charter Review Committee shall hold its organizational
meeting at 5:30 p.m. on the Tuesday following formulation of' its
membership. At said meeting the majority of tl~e members present shall
select a chairman and a vice-chairman. The selection thereof, and the
operations of the Committee, shall be carried out in accordance with the
established general procedures for boards and committees of' the City.
At said organizational meeting, the Committee shall establish the time
and frequency of its meetings.
The City Attorney shall be advisor to the Committee and the
City Manager shall designate a secretary to the Committee.
After submitting its final recommendation, the Committee shall
have a final meeting at 5:30 on the Tuesday following final City Council
action on said recommendation and shall thereafter be dissolved.
CONFLICT. All ordinances or parts of ordinances in conflict
~5¢cti~3.
herewith are hereby repealed.
~ection 4. SEVERABILITY. In the event a court of competent jurisdiction shall
hold or determine that any part of this Ordinance is invalid or unconstitutional, the remainder of
the Ordinance 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 t~-at the City Council would have enacted the remainder of this Ordinance without said
invalid or unconstitutional provision, thereby causing said remainder to remain in full force and
This Ordinance shall take eff'ect following its
moved for adoption by
effect.
Sgg.tion 5. EFFECTIVE DATE.
adoption by the City Council.
The foregoing Ordinance was
The motion was seconded by Councilmember
upon being put to a vote, the vote was as follows:
Councilmember
and,
Mayor Martha S. Wininger
Vice-Mayor Chuck Neuberger
Councilmember Joe Barczyk
Councilmember Ben A. Bishop
Councilmember Edward J. Majcher, Jr.
4
The Mayor thereupon declared this Resolution duly passed and adopted this 14th
day of April, 1999.
CITY OF SEBASTIAN, FLORIDA
By:
Martha S. Wininger, Mayor
ATTEST:
Kathryn M. O'Halloran, CMC/AAE
City Clerk
Approved as to form and legality for
reliance by the City of Sebastian only:
Rich Stringer, City Attorney
City of Sebastian
I225 Main Street
~bastian, Florida $2958
Telephone (561) 589-$$50
FAX (561) 5&9-$570
Subject: Review Resolution No. R-97-21. City
Council Meeting Proeedurcs for Possible
Amendment
73
Agenda No. ~'7.
"
Department Origin: City Clerk-
Date Submitted: 3/25/99
Approved for Submittal by: Ci~ Manager
Exhibits: R-97-21
Expenditure Required: Amount Budgeted:
For Agenda of: 3/30/99
Appropriation Required:
suMMAg¥ STA~MI~N'C
Mayor Wininger requested this item be placed on the March 30, 1999 Special Meeting agenda for review and
input fi.om City Council members for possible amendment.
RECOMM£ND~D ACTIQN
Review and direct staff accordingly.
RESOLUTION biO. R.-97-2!
A RESOLUTION OF TIlE CITY OF SEBASTIAN,' INDIAN RIVER
COUNTY, FLORIDA, REPEALING RESOLUTION NO. R-97-02;
ESTABLISI~I'G TItE DATE AND ~ FOR CITY COIYNCI~ MlgE~GS,
WORKSHOPS ,MND QUASI-Jt.rDICIAL ItEARINGS; ADOPTING ROBERTS
RULES OF ORDER; PROVIDING FOR AGENDA PREPARATION;
PROVIDING FOR AGENDA MODIFICATION; PROVIDING FOR PUBLIC
HY, ARING PROCEDURES (OTHER THAN QUASI-JIJDICIAL MATTERS);
PROVIDING FOR PUBLIC INPUT PROCEDURES; ESTABLiSnTNG
DIRECTION RELATIVE TO VERBATIM TRANSCRIPTS; PROVIDING
FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN
CONFLICt m~.REWlTH; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Sebastian, Indian River County, Florida,
believes k to be in the best interest of the citizens of Sebastian to provide clear direction to establish
Council meeting times and dates and provide for conduct of City Council meetings.
OF
NOW, THE~O~, BE 1T RESOLVED BY THE CITY COUNCI]L, OF THE CITY
SECTION 1. CITY COUNCIL MEETING DATE AND T1-M-~.,
Regular ?v[eeting~.. Regular Meetings shall be held on the second and fourth Wednesdays
of each month at 7:00 p.m. and shall adjourn at 10:30 p.m. unless extended by a majority vote of City
Council members present. A motion to extend the meeting time shall be made only once during the
Regular meeting and the motion shall be for no more than a thirty (30) minute ex-tension. All
unfinished business at adjournment shall be carried to the be~nning of the ne.ct Regular City Cou. n~cil~
meeting unless, prior to adjournment, items are placed on a special meeting agenda.
Quasi-judicial Hearings: Quasi-judicial hearings, when necessary., shall be conducted at
special meetings called for such purpose on the faa and third Wednesdays of the month, at 7:00 p.m. .
and shall adjourn at 10:30 p.m. unless extended by a majority vote of City Council members present.
The City Manager, at his discretion, may schedule a quasi-judicial hearing for a Regular City Council
meeting when necessary.
Workshop,e: Workshops, when necessary, shall be held on the first and third Wednesdays
of the month at 7:00 p.m. and shall adjourn at 10:30 p.m. unless extended by a majority vote of City
Council members present. In the'event that there is a special meeting for the purpose of conducting
a quasi-jU~cial heating scheduled for the first or third Wednesday, the workshop will follow the
special meeting. A consensus to extend the workshop shall be made only once during the meeting.
and the extension shall be for no more than a thirty (30) minutes. All unfinished business at
adjournment shall be carried to the beginning of the next scheduled workshop.
SpecialMeetin~for Other Purposes;, Spedal meetings for purposes other than quasi-judicial
hearings may be called in accordance with the Charier of the City of Sebastian.
I;EI~-"I'!ON 2. 1~10 SUBS_TAN'UVg_DECISIONS AT WORKSHOPS. At workshops,
matters may be discussed and placed on an appropriate City Council meeting agenda for formal
action. Substantive decisions shall not be made at workshops.
S_ECTION 3. ROBERTS RULES O1~ ORDER ADOP. TED. The City Council will
follow Roberts Rules of Order, Revised, 9th Edition, published by Scott, Foresman as a general
guideline in the conduct of all meetings and workshops. Failure to follow said rules shall not affect
the validity of any action taken.
The City Council recognizes Robert Rules of Order. are not applicable to every procedural
matter governing a public offidal in the State of Flo~ada. Each Councilmember must vote on all
motions unless a Councilmember has a conflict of interest. A Councilmember may make a motion,
second a motion or participate in discussion on a motion without relinquishing the chair. Members
of Council have the exclusive right to raise questions of'procedure or a point of order to the Chair
and have the Chair rule on the procedure or point of' order. Any member of' Council may appeal the
decision of the Chair to the entire Council.
~ECTION 4. A_ GENDA SUBMITI~AL DEADLINE A~ND PREPARATION. The City
Manager is directed to prepare agendas for all City Council meetings. Documentation for items on
agendas' r~a'st be submitted to the City Clerk not later than noon on the Thursday preceding the
respective meeting to expedite the preparation of agenda packets.
SECTION 5, AGENDA MOI)IFIC~TION. City Council, by a majority vote of its
members, may modify the agenda to add an additional agenda item, and, in such event, an individual
who wishes to address City Council with respect to the new agenda item, shall be afforded a
reasonable opportunity to address City Council on such new agenda item.
SECTION 6. ORDER FOR pUBLICJtlilARINGS (OTHER THAN QUASI-
JUDICIAL} BEFORI~ CITY COUNCIL, The order for public hearings (other than quasi-judicial)
A. Order of Brininess:
1. Chairperson shall announce the opening of the pu~olic hearing.
2. City Attorney shall read the Ordinance or Resolution by title unless the
City Charter, Code of Ordinances and/or Florida Statutes requkes more
than the title be read.
3. Chairperson, if appropriate, shall announce the rules that apply to the
hearing.
4. City staffshall make a presentation, comments and preliminary
recommendation, if'ay.
5. Public input.
6. City stafffmal comments and recommendation, if any.
7. Chairperson closes hearing unless hearing continuation granted by the
affirmative vote of three Council members.
B. gontinuancq of. Public Hearing. City Council may continue a public hearing unless
a continuance would violate City Charter, City Code, State or Federal law. A Public hearing may be
continued to a time certain that the heating will be re-opened and shall be stated in the record. City
Council _may defer action on a matter and continue the public hearing for receipt of written comments
on the matter.
C. Deferring 1)~'~5~5otl Qn Merits. City Counc~ may defer a decision~on the merits of any'.
matter pending as a result of a public hearing.
D. Suspension of Rules. Any provisions ofthi~ Resolution may be suspended for good
cause by the affmnative vote of at least three Council members. The good cause shall be stated on
the record.
E. Fa~lureto Follow Rule~. If City Council fails to strictly abide by any provision of this
Resolution, such failure shall not invalidate action taken by City Council or staff.
SECTION 7. P~OCEDUFdE$ EOR SPEAKERS AND i~TRODucTioN OF NEW
BUSINESS FROM THE PUBLIC.
A. Sign-up Sheet. Sign-up sheets shall be provided by the City Clerk prior to the
commencement of any meeting of City Council in the City Council Chambers one half hour prior to
the meeting or in the City Clerk's office fi.om Monday through Wednesday from 8:00 a.m. to 4:30
prior to the meeting for Introduction of New Business from the Public and Public Hearings.
4
B. Public In, ut ofl Agenda !temP. Individuals who wish to address the City Council on
items where public presentations are permitted on the agenda shall address the City Council
immediately prior to City Council deliberation of'the agenda item. Individuals shall not address City
Council after commencement of City Council deliberation on an agenda item after public input has
concluded, provided, however, the Mayor and members of' City Council may recall an individual to
provide additional information or to answer questions. In addition, individuals shall have the
opportu~i~'y to address City Council during a public hearing held in accordance with any federal or
state law, the City Charter, the Code of Ordinance~ and the Land Development Code of the City of
Sebastian.
the~~b~' Ingodll~ior~ ofNew Business_.fr~n th~ Public. Introduction of New Business fi.om
shall be that portion of Regular Meeting agendas at which individuals may introduce new
business not otherwise on the prepared agenda. '"New Business" as used in this paragraph, is defined
as an item that has occurred or was discovered within the previous six months. Any individual wishing
to introduce new business during the Introduction of New Business fi-om the Public section of
Regular City Coundl meetings shall have the opportunity to address the City Council if they have
signed the sign-up sheet prior to the commencement of the meeting on a fa'st come first heard basis.
Individuals are encouraged, whenever possible, to meet with staff to attempt to resolve matters.
Individuals are also encouraged, whenever possible, to sign up for Introduction of New Business
fi-om the public by noon on the Thursday preceding the Regular Meeting and provide documentation
for inclusion in the agenda packet.
D.- No Public I~p. uLat Special M~ings or Workshops. ~Introduction
of New Business fi-om the Public'"~hall be allowed at special meetings or workshops, other than a
scheduled public hearing. Notwithstanding this, the City Council may allow public input at a special
meeting or workshop. Such a determination shall be made at the beginning of the special meeting or
workshop and must be approved by a majority vote, or in the case of a workshop, by consensus.
E. Time_Limit for Public I~ut. Individuals, who are not parties in quasi-judicial
proceedings, shall be limited to ten (10) minutes in making oral presentations to the City Council,
except if extended by the Chair or reduced by the Chair based on the amount of time available.'
F.--- ~fitten Presentations. Individuals may also submit written presentations to the City
Council by providing ten (10) complete copies to the City Clerk prior to commencement of the
meeting.
G. Public input Addressee[ to Chair. All pub!it input shall be addressed to the Chair,
unless answering a question ora member of City Council or City staff.
~ECTION 10. VERBATIM TRANS~S OF CITY CO!I~CIL I~EETI~GS. AnY
person who decides to appeal any decision made by the city council with respect to any matter
considered at any meeting or hearing will need a record of'the proceedings and may need to ensure
that a verbatim record of the proceedings is made., which record includes the testimony and evidence
upon which the appeal is to be heard, in accordance with 286.0105 Florida Statutes.
The City Clerk's office is not required to prepare verbatim transcripts or parts of'any minutes
of'City Council meetings unless City Council, by majority vote, directs verbatim transcripts for any
parts of'any minutes it deems necessary and proper for conduct of internal affairs of city.
SECTION 11. CONFLICT. All resolutions or pans of'resolutions in conflict herewith
are hereby repealed, including Resolution No. R-97-02.
6
~ECT[ON 11. EFI~CTIVE DATI~. This Resolution shall take effect
~e for~o~g R~lufion
The motion w~ s~onded by Councilmember
on
and, upon being put to a
vote, the vote was as follows:
Mayor Walter W. BarneS
Vi.ce-Mayor Richard J. Taracka
Councilmember Louise tL Cartwright
Councilmember Larry Paul
Councilmember Ruth Sullivan
//O?:~Mayor thereupon declared this Resolution duly passed and adopted this ~0'/~--- day of'
1997.
ATTEST:
Kathryn ~ O~alloran, CMC/AAE
Cit7 Clerk
(Seal)
Approved as-to Fcm~ and Content:
Valerie F. Settle~, City Attorney
CITY OF SEBASTIAN, FLOR[DA
Walter W. Barnes, Mayor
City of Sebastian
122~ Mahl {tr~!
Scb~tian, Flodda 32958
Telephone (561) 559-5350
FAX (561) ~9-5570
Subject: Prior apprOVal for reimbursement of
expenses for Mayor Winlnger & Council
Member-Bishop & Majcher to attend 1999
Institute for Elected Municipal Officials
Dqm'anent Origin: City Clerk/C~ .. ~ ,/~//
Date Submitted: 3/25/99
Approved for Submittal b~ity Manager
.....
E~biB: Co~ ~omation
Expenditure ~red:
~05.00 re~ f~
($135.00 ~h)
$648.00 Ho~
(~2~6.00 ~- 3 ~u)
F~rAgenda of: 3/30/99
Amount Badgered: Appropriation Required:
$2500.00 F_dmaion
$2500.00 Travel
SUMMAg¥
Mayor Wininger and Council Members Bishop and Majeher wish to attend the 1999 Institute for Elected
Municipal Officials sponsored by the Florida Institute of Government in Deertield Beach, Florida on April
16-18, 1999.
Section 2-34 of the Cod, of Ordinances requires prior aplam'al of the City Council for reimbursement of
expenses, subject to limitations set by thc State, which will bc incurred in connection with attendance at a
conference or function a City Council member attends on behalf of thc City.
~J~COM~I~NDFJ) ACTION
Approve reimbursement of expenses incurred by Mayor W'mlnger and Council members Bishop and Majcher
for their attendance at the Institute for Elected Municipal Officials in Deerfield Beach, Florida on April 16-
18, 1999 in accordance with State limitations.
FL Institute of Gov't Fax:850-z187-0041
Pleare print or, type. You additional registration~
Name , NJcknalile
(Pl~a~ ~tt name a~ yo~ wi~k it to ~ppe~' on your c~r~'fwal~)
Elected Position
· ~r 17 '99 ~5:09 P. 01
Registration Form
1999 INSTITUTE FOR
.~CTED MUNICIPAL OFFICIALS
April 16 - 18,1999
Deertleld Beach Hilton
Hillsboro Executive Center N~ rth
100 Fairway Drive
Deerfield Beach, FL 33441-1~I94
CityfrownfVi,age
Mailing Ad.ess
Telephone
Registration ~Fee:
C~y
) FAX #: (. )
Zip
$135.00 (includes luch on Friday)
Registration Deadline: Apr j! 2, 1999
Make check~ayaMe to Florida Institute of Government and mail to: Florida Institute o£ Government
Palm B~_ach Coau attuiry College
Division of Contaaing Ed.
Lake Worth, FL ;3461-4796
Confirmatiam and ~em ~o hotel will be mailM upon r~etpt of tl~ form. For further. _,e~tration
information, please call the ]Florida Institute of Government, 1~,~ Beach Community Colleg:. ut (561)
439-8185 or-SC 258-8185. The fax number is (561) 4~9-8369.
Cancellations must be re~iv~d and confirmed in writing by April 2, 1999 to ensure a refitnd.
If yoe arc physically chsllengcd and require spt~tl sex'vices, or if you have special di,us~y needs,
please at~cb e written descrip~on of those needs to your Institute registratiou.
HOTEL INFO TION:
To make your hotel r~servalions, please call:
Deerfield Beach ~ilton
lq~boro Executive Center North
10o Fahnvay Drive
DeerfiddBeach, FL 33441-1894
{954) 427-7700
IEMO~OGfPBCC Group R2u: $7".J s~and~rd room
VERY IMPORT.auNT: This government group rata is available only
if you make your r~servalions prior to March 16, 1999.
MAKE YOUR RESERVATIONS TODAY!
Institute
of Gov't Fax:S50-~l~?-O041 Mar 17 '99 15:09
Institute for Elected Municipal Officials
April 16-1 8,1999
D~u-fi¢ld B~ath Hilton
Agmda
P. 02
Friday, ApriLI6
8:00 am - 8:30 am
8:30 am - 9:00 am
9:00 am- 12:00noon
12:00 noon -':1.30 pm
1:30 pm - 4:3'0 pm
Saturday, AorilA~
8:30 am - 11~30 am
11.30 am - I:00 pm
1:00 pm - 4:~0 pm
Reg~tratio~
Introduetio~s
Structur~ amd ]zuaatioms of Municipal Government in Florida
Lynn Ttpton, Assistant tO'the Executive Director
lqorida Leag~ of Cities
Group Lunch
How to be an Effective Councilmember
Murilyn Crolty, Director
Yk)ri.d~ Institute of Government
Uniyerslty of Cenuml Florida
Taxes and Other Somy. ts of Revenue
Lynn Tipt~n
Florida League of Cities
Lunch onyour own
Budgeting and Accounting
Sunday, April 18
8'30 ,am - I(PA)0 am
10:00am-12:00noon
12:00 noon - 1;00 pm
1:00 pm - 3:00 pm
Inte~ovwnmental Challenges
Lynn Tipton
]Florida Ixagne of Cities
Unde. rslxadiag ~overnment in the Sunshine
John Hubbard, Attorney
lrr3zcr, Hubbard, Brandt & Trask
Lunch os your own
Conflict How m comply with Open Meetings and Open Records Laws
David Coffey, Attorney
Gfhesville
City of Sebastian
1225 MAIN STREET g SEBASTIAN, FLORIDA 32958
TELEPHONE (561) 589-5330 n FAX (561) 589*5570
CITY COUNCIL AGENDA TRANSMITTAL
SUBJECT:
March 9, 1999
Election - Approve Payment
to Supervisor of Elections
AGENDA NO:
DEPT. ORIGIN:
DATE SUBMITTED:
MEETING DATE:
APPROVED FOR SUBMITTAL.~
EXHIBITS:
Expenditure Required:
Amount Budgeted:
e¢.Ol?
City c! rk y,
3/25/99
3/30/99
* SOE Fax and Letter
Appropriation Required:
SUMMARY STATEMENq~
The Supervisor of Elections for Indian River County has submitted a request for payment in the amount
of $9,769.90 for administering the March 9, 1999 general election for the City of Sebastian.
A detailed itemization is being sero to us by the Supervisor of Elections.
RECOMMENDATION
Approve payment to the Supervisor of Elections in the amount of $9,769.90
\wp-elect\transmt2.wpd
,03/25/99 12:21 FAX 5615690160 KIND£L & LENZi ~01
Supe.~sor of Elections
Indian River County, Florida
Marc_h_25, 1999
FAX MEMO
TO:
FROM:
DATE:
Kay O'Halloran, Sebastian City Clerk
Kay Clem
March 25, 1999
I am faxing a copy of my letter dated March 24. 1999 requeating reimbursement for the
City Election held March 9, 1999. in hopes that we can receive your ch~ck prior to March
31, 1999.
The ori~nal letter along with the backup is being marled to you today. Thank you in
advance for anything you can do to expedit- this.
KC:jl
KAY CLEM
1840 25th Street, Suite N.109 - Veto lk~r_h, lq. 32960-3396. (561) 567-8187 · FAY (561) 770-5367
53/25/99 12:21 FAX $615690160 KIND£L & LENZI ~02
5u~ of Elccttom
Indian ~w.r County, Flori~
March 24, 1999
Mrs. Kay O'I-hl~oran, City Clerk
City ot'Seb~.~-tian
1225 1Vmin S~ree~
Sebastian, ..."L ~2~8
Dear Kay:
We have received all of the bills for the Match 9, 1999' City Election and have enclosed a
detailed itemization for th~ City of Sebastian_
Please remit a check in the amount of $9,769.90 made payable to Indian River C,~mry
Supervisor of Elections.
If you or any town official want tn look over the suPporting material used in calculating
~he ~rnount due. I will be happy to discuss and review ~mn with you_
Sincerely,
1840 25th Street,, Suite N-lO9 - Veto Beach, FL 32960-~5~96 - (561) 567-8187. F~JC (561) 770-536~