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Home My WebLink About07-12-2023 CC Minutes�lfl i\ SEBASTIAN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, JULY 12, 2023 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Jones called the Regular City Council meeting to order at 6:00 p.m. 2. Pastor Grant Foster from the Riverside Church Assembly of God, gave the invocation. Council Member McPartlan led the Pledge of Allegiance. 4. ROLL CALL Mayor Fred Jones Vice Mayor Chris Nunn Council Member Kelly Dixon Council Member Ed Dodd Council Member Bob McPartlan Staff Present: Interim City Manager Brian Benton City Attorney Jennifer Cockcroft City Clerk Jeanette Williams Administrative Services Director/CFO Ken Killgore Community Development Manager Dom Bosworth City Engineer/Public Works Director Karen Miller Procurement/Contracts Manager Don Wixon Airport Manager Jeff Sabo Police Lt. Rob Vafiades 5. AGENDA MODIFICATIONS - None 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS 23.023 A. Supervisor of Elections Leslie Rosswav Swan — Changes to Vote-Bv-Mail Ballot Requests Supervisor Swan thanked Council for allowing her to hold early voting at City Hall during the even year elections. She said that due to legislation passed in 2021, voters are now required to request vote - by -mail ballots on a more frequent basis and as of December 21, 2022, all requests for vote -by -mail ballots expired in Florida. For the upcoming November 7 b Election ballots Regular City Council Meeting July 12, 2023 Page 2 could be requested online at voteindianriver.gov or by calling (772) 226-4700. Ballots can be sent anywhere in the world but the request must be in writing. Prior to the December 21, 2022 expiration, there were 44,000 requests on file at her office and now only 10,000 voters have renewed their request. She encouraged voters to contact her office as soon as possible to request their ballot for the November 7 h election. 23.112 B. Proclamation — Treasure Coast Waterway Cleanup Week — July 15-23, 2023 - Justin Beard, Executive Director, Marine Industries Association of the Treasure Coast and Felicia Gordian, City of Sebastian Environmental Technician Mayor Jones read the proclamation and presented it to Mr. Beard and Ms. Gordian. Mr. Beard introduced himself and invited everyone to participate in the cleanup on July 22 at Sam. For those that would like to dive for trash, Ms. Gordian invited the public to meet up at the Peck Lake Reef Dive Cleanup also scheduled for Saturday, July 22na. Mayor Jones read a letter from the Lions Club thanking the City for making the 0 of July Festival the greatest event yet. (See attached) 7. PUBLIC INPUT Bob Bruner, 861 Montrose Avenue, said he was delighted to see the erosion problem was being corrected on the drainage ditch behind his house however the FEMA contractors have left and the project is stalled because of the increase in costs. He asked if FEMA or the City could cover the cost increase and send out a letter advising residents of when the project will start up again. The Interim City Manager advised Council that he is waiting for FEMA to review the City's request for an extension but he doesn't want to provide an estimated time line because it could be incorrect. He also said if the City doesn't follow FEMA's process they take a chance on not being reimbursed for the $1.2M project. 8. CONSENT AGENDA A. Approval of Minutes — June 28, 2023 Regular City Council Meeting 23.113 B. Award Consultant Service Agreements for Professional Planning and Architect Services to GAI Consultants, Inc.; Kimley-Horn and Associates, Inc.; LandDesign, Inc.; Inspire Placemaking Collective, Inc. and Coastal Wide, LLC for Three Years with Two Optional One -Year Extensions and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Summary, Agreements) 23.114 C. Approve the Execution of a Contract with Trane USA Services for the Repair of the Air Conditioning Unit at City Hall and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Proposal) Regular City Council Meeting July 12, 2023 Page 3 23.115 D. Approve the Purchase of Two (2) Commercial Mowers to Replace Older Equipment for the Sebastian Municipal Airport and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Quotes) 23.116 E. Approve the Purchase of One (1) Ram 1500 Tradesman Crew Cab, V8, 2-Wheel Drive Pick -Up Truck for the Leisure Services Department and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Quote, FL Vendors, Quotes) Mayor Jones asked to pull item D. MOTION by Vice Mayor Nunn and SECOND by Council Member Dixon to approve consent agenda items A, B, C and E. Roll call: Vice Mayor Nunn - aye Council Member Dixon - aye Council Member Dodd - aye Council Member McPartlan - aye Mayor Jones - aye Motion carried. 5-0 Item D - Two (2) Commercial Mowers for the Airport Mayor Jones said when he crunched the numbers, there was a $232 difference and it is not listed where that is coming from. The Interim City Manager said that would come from the airport's existing budget. MOTION by Mayor Jones and SECOND by Vice Mayor Nunn to approve consent agenda item D. Vice Mayor Nunn advised that most of the money was coming from the equipment they were auctioning off. Roll call: Council Member Dixon - aye Council Member Dodd - aye Council Member McPartlan - aye Mayor Jones - aye Vice Mayor Nunn - aye Motion carried. 5-0 9. COMMITTEE REPORTS & APPOINTMENTS Council Member McPartlan announced that Col. Martin Zickert (USAF, Ret.) from the Indian River Veterans Council passed away July 2. He noted that Col. Zickert started the Victory Center Military Store in the Vero Beach Mall, as well as many other veterans programs. He said there would be a service for him on July 29 at 9am at the Memorial Island in Vero Beach and at the Walking Tree Brewery from 4-6pm. Regular City Council Meeting July 12, 2023 Page 4 Council Member Dodd reported that Council Member McPartlan volunteered to provide breakfast when they meet with the Indian River County Commission to identify five top issues of mutual concern. Vice Mayor Nunn announced that Sebastian also lost an important community member, Steve Lulich, Esquire, who was very involved in Chamber and with the City. 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS - None 12. NEW BUSINESS 23.104 A. Resolution No. R-23-15 — Federal Aviation Administration (FAA) Airport Improvement Program (AIP) Grant Agreement 3-12-0145-021-2023 — Runwav 05-23 Rehabilitation — Authorizing the Citv Manager to Execute the Appropriate Documents (Transmittal, R-23-15, Grant) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE AN FAA AIRPORT IMPROVEMENT PROGRAM (AIP) GRANT FOR FUNDING THE COST OF "RUNWAY 05-23 ASPHALT REHABILITATION" AT THE SEBASTIAN MUNICIPAL AIRPORT; PROVIDING FOR CONFLICT; PROVIDING FOR SEVERABILITY; PROVIDING FOR SCRIVENER'S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. The City Attorney read the title to Resolution No. R-23-15. The Interim City Manager said at the June 14 meeting, staff requested the approval of the FDOT grant for $158,546, and on this agenda transmittal they will see that amount increased to $170,382.28. The reason is at the time when the City had to accept he FDOT grant on a tight timeline and the budget was $3,170,910 and after opening the bid the budget became $3,407,645.65 which increases the FDOT portion to which they have verbally agreed to cover but if they don't, it would fall back to the City to cover. Scott Baker, Sebastian, said he was a pilot and very familiar with the airport and spoke in favor of the agenda transmittal because the rehabilitation is about 3 Y2 years overdue. He gave a shout out to the Airport Manager for coordinating these grants. MOTION by Council Member McPartlan and SECOND by Vice Mayor Nunn to approve Resolution No. R-23-15. Roll call: Council Member Dodd - aye Council Member McPartlan - aye Mayor Jones - aye Vice Mayor Nunn - aye Council Member Dixon - aye Motion carried. 5-0 Regular City Council Meeting July 12, 2023 Page 5 23.104 B. Award Ranger Construction Industries, Inc. to be the Licensed Contractor Selected in Response to ITB #23-10 - Runway 05-23 Rehabilitation at the Sebastian Municipal Airport and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Bid Tab, Agreement) The Interim City Manager noted that contrary to the notation on the agenda transmittal, the City Attorney has now found the contract acceptable since the contract was included in the bid documents and he asked for approval. There was no public input. MOTION by Vice Mayor Nunn and SECOND by Council Member McPartlan to approve a contract with Ranger Construction Industries for the rehabilitation of Runway 05-23. Roll call: Council Member McPartlan - aye Mayor Jones - aye Vice Mayor Nunn - aye Council Member Dixon - aye Council Member Dodd - aye Motion carried. 5-0 23.104 C. Authorize CSA #10 Work Services Agreement with Infrastructure Consulting and Engineering, Inc. (ICE) to Provide Professional Engineering Services Relative to FDOT FM451510-1-94-01 and FAA X26-SOG-3-12-0145-021-2023, Rehabilitation of Runway 05-23 at the Sebastian Municipal Airport and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, CSA-10., Exhibit A) The Interim City Manager said the funding for this was provided in the two grants recently approved by Council, and asked for approval. Scott Baker, Sebastian, said ICE has been a friend of the City and airport for years and they will do an incredible job looking out for best interests of the City. MOTION by Vice Mayor Nunn and SECOND by Mayor Jones to approve CSA#10 Work Services Agreement with Infrastructure Consulting and Engineering, Inc. (ICE) for engineering services relative to the rehabilitation of Runway 05-23. Roll call: Mayor Jones - aye Vice Mayor Nunn - aye Council Member Dixon - aye Council Member Dodd - aye Council Member McPartlan - aye Motion carried. 5-0 Regular City Council Meeting July 12, 2023 Page 6 23.073 D. Approval to Name Miller Construction Company as the Desian-Build Firm in Response to RFO #23-01 - Design -Build Four (4) Airport Hangars at the Sebastian Municipal Airport and Authorize Negotiations for a Guaranteed Maximum Price Contract (Transmittal, RFO, R-22-30) The Interim City Manager said Wright Construction was selected to enter into guaranteed maximum price (GMP) negotiations but was unable to come close to a budget so the City terminated negotiations and would like to move forward with the second company, Miller Construction Company. Council Member Dodd said he had concerns with how multiple change orders could affect this process. He said he would like to consider a "do not exceed maximum price" to prevent excessive change orders. The Interim City Manager said staff would follow the same protocol that was done with the new Public Works Compound. The Interim City Manager clarified that the $1.5 is the allocated budget; neither Wright Construction nor Miller Construction have provided a price. If the price comes back high as it did with Wright Construction, there will need to be discussions on how to move forward with the project. There was no public input. MOTION by Council Member Dodd and SECOND by Vice Mayor Nunn to name Miller Construction Company as the design -build firm for four airport hangers and authorize negotiations for a guaranteed maximum price contract. Roll call: Vice Mayor Nunn - aye Council Member Dixon - aye Council Member Dodd - aye Council Member McPartlan - aye Mayor Jones - aye Motion carried. 5-0 23.117 E. Approval of the Final Proiect Report Prepared by Pavement Management Group Inc. (PMG) to Finalize the City's Paving and Preservation Plan through Fiscal Year 2028 (Transmittal, Report) The Interim City Manager said tonight they have received the plan and at the next meeting there will be a schedule to pave the evaluated roads. The City Engineer explained that in 2018 the streets were evaluated and a six year plan was drawn up but only three years have been completed. She described how the Pavement Condition Index (PCI) has only decreased three points which indicates the City's efforts are working. Since 2022, staff has been working with Pavement Management Group to develop a seven year plan that will include contracted swale and drainage work to allow three years to be completed in one year. Regular City Council Meeting July 12, 2023 Page 7 Mayor Jones noted on page 204 of the agenda backup, there is 248 miles of 12 feet wide lanes but most streets are 17-18 feet wide and he asked if we were getting charged correctly. The City Engineer explained that the 12 feet wide lanes are the minor collectors such as Barber or Laconia. The spreadsheets contain the exact square footage of what would be repaired that will be loaded on the City's website. Vice Mayor Nunn said since PMG mentioned the roads should be evaluated every three years, he asked if it was built into the plan. The City Engineer said it was not included in this plan. The next evaluation will be about $32,000. Vice Mayor Nunn said he would like to see everything included in the seven year plan. The Interim City Manager said they could plan out what the estimated costs will be in the future years. Council Member McPartlan asked if we are paving enough now because those rated good and below will rapidly deteriorate. The City Engineer said in the last three years, the minimal CPI reduction is really quite good; and her fear is that if all roads are paved at one time, they will have the same life span and fail at same time. Scott Baker said when PMG puts together a plan; they get their que from Council as to what roads should be addressed and that is what they put into the plan. Council Member Dodd said he agreed with Mr. Baker, if they are serious about the street repairs, it's Council's responsibility to put more money in the budget. MOTION by Council Member Dodd and SECOND by Council Member Dixon to approve the final project report prepared by Pavement Management Group Inc. Roll call: Council Member Dixon - aye Council Member Dodd - aye Council Member McPartlan - aye Mayor Jones - aye Vice Mayor Nunn - aye Motion carried. 5-0 13. CITY ATTORNEY MATTERS The City Attorney thanked Council for helping her settle in and said she looked forward to working with all of them. 14. CITY MANAGER MATTERS The Interim City Manager announced there will be a budget workshop on July 26 at 5 p.m. prior to the City Council meeting. Regular City Council Meeting July 12, 2023 Page 8 He also announced that staff will not be purchasing the cement truck in this year's budget. He thanked the Finance Department for their hard work on the budget document so far. 15. CITY CLERK MA i i ,t~;KS - None 16. CITY COUNCIL MATTERS A. Council Member Dixon invited everyone again to the Treasure Coast waterway cleanup on July 22. B. Council Member Dodd asked Council for a consensus on having staff prepare a RFQ or RFP to find a consultant to do a strategic plan as efforts to engage the Treasure Coast Regional Planning Council have been unsuccessful. There was a consensus. Council Member Dodd advised that the street plan will be available on the internet and the public will be able to see their street's evaluation grade and when it will be repaired. C. Council Member McPartlan congratulated the new City Attorney for making it through her first meeting. He thanked the City staff, volunteers, and law enforcement for their work on making the 4t' of July parade a success. He thanked the Interim City Manager for helping with the light situation himself. He noted that Mr. Benton is always available and willing to get his hands dirty. He noted that Sgt. Marcinik recently retired and gave more than 25 years of Community Policing to the City and his mark will be left for quite a while. He noted that the new Clerk of Court, Ryan Butler, plans to reopen the north County Clerk of Court office on August 7 h. He also said Jordan Abbey from the Tax Collector's office would be coming to a future City Council meeting to give a presentation on the PACE Program and how they are carrying out predatory type practices on home owners. Council Member McPartlan said he did agree to provide breakfast when they meet with the County Commissioners. He said the County is going to make a decision on their trash contract ahead of time and noted it will be interesting if they go to mandatory pickup since about 30% of their residents do not subscribe. The Interim City Manager reported that he did speak to Dr. Baker about obtaining 100 saplings for the centennial year but he would like to look into procuring a more mature tree. He is also looking into developing a plan for where the trees should be planted. Council Member McPartlan said he attended the County's budget meeting and an interesting note was that over 7% of their budget is state mandated; property values went Regular City Council Meeting July 12, 2023 Page 9 up 13.8% and they are increasing the City's CRA contribution to 15.9% which will increase the annual allotment to over $278,000. He encouraged everyone to look at their budget in preparation for Sebastian's budget. D. Mayor Jones said he too met with Carole Jean Jordan, Indian River County Tax Collector, to discuss the PACE Program and he would like to inform others of the program. E. Vice Mayor Nunn thanked the Interim City Manager, employees and the Police Department for the wonderful 4u' of July parade. Mayor Jones also thanked the Interim City Manager and staff for the parade. 17. Being no further business, Mayor Jones adjourned the Regular City Council meeting at 7:14 p.m. Approved at the July 26, 2023 Regular City Council meeting. Mayor Fred Jones ATTEST. - , inette Williams, City Clerk Sebastian City Council Members Sebastian City Hall 1225 Main Street, Sebastian, Fl 32958 July 12, 2023 To the Sebastian City Council Members: On behalf of the citizens of Sebastian and the surrounding area, the Sebastian Lions Club along with the Sebastian Masonic Lodge wish to thank you all and the employees of the City for allowing us to make the 41h of July Festival the grandest event yet. The Department of Leisure Services did an excellent job with all their preparations and activities during and after the event. All Departments from the Police to City Hall deserve much praise. Sebastian makes the surrounding towns and villages jealous. Thanks to all concerned. Yours truly, Norman Meyer MD Event Coordinator RENEW YOUR {TOTE -BY -MAIL BALLOT BEQUEST TODAY V*TE BY MAIL Vote -By -Mail p` Ballot Request • All requests for mail ballots expired on December 31, 2022 SUPERVISOR 0 ELECTIONS Voters wishing to vote by mail in the 2023 — 2024 elections are required to make a new Vote -By -Mail Ballot request %.. S UPERV ISOR 1 ELECTIONS A vote -by -mail ballot may be requested for: • A specific election or All elections through the next regularly scheduled General Election year SU PERVISOR a ELECTIONS I Ways To Request Your Vote -By -Mail Ballot Online: VoteIndianRiver.gov By Phone: (772) 226-4700 In Person: Supervisor of Elections Office 4375 431d Avenue, Vero Beach Email: Send request via email to: votebymail@VoteIndianRiver.gov In Writing: Indian River County Supervisor of Elections 4375 431d Avenue, Vero Beach 32967 T. By Fax: (772) 770-5367 SUPERVISOR 4 ELECTIONS A Vote -By -Mail Request Must Include the Voter's: • Florida Driver License Number • Florida Identification Card Number or • Last four digits of Social Security Number SU PERVI�SOR 4 ELECTIONS Who Can Request A Vote -By -Mail Ballot? A voter s designated immediate family member • Voter's legal guardian SUP ERVI'SO i ELECTION UU HUI OUR BY MAIL