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HomeMy WebLinkAbout07-26-2023 CC MinutesOt) iY SE�TLAN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, JULY 26, 2023 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Jones called the Regular meeting to order at 6:07 p.m. 2. A moment of silence was held. 3. Council Member Dodd 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 Administrative Services Director/CFO Ken Killgore City Clerk Jeanette Williams Community Development Director/CRA Manager Lisa Frazier Community Development Manager Dom Bosworth City Engineer/Public Works Director Karen Miller Procurement/Contracts Manager Don Wixon Human Resources Director Cindy Watson Airport Manager Jeff Sabo Police Chief Dan Acosta 5. AGENDA MODIFICATIONS - None 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS Vice Mayor Nunn announced the Sebastian River Area Chamber of Commerce's Grill Out Night would be August 11 from 5:30 to 8:30 p.m. PUBLIC INPUT - None CONSENT AGENDA Regular City Council Meeting July 26, 2023 Page 2 A. Approval of Minutes — July 12, 2023 Regular City Council Meeting 23.118 B. Approve Road Closures, Use of Riverview Park, and Use of the Mobile Stage (Without Fees) for the Sebastian River High School Homecoming Parade on October 20, 2023 (Transmittal, Application, Agreement) 23.119 C. Approve a New Lease Amendment for Fishe Flying Corp., Attaching the Operation of Airport Fueling Equipment to the Hangar C Lease at the Sebastian Municipal Airport and Authorize the City Manager to Execute the Appropriate Documents (Transmittal, Amendment, Lease) 23.120 D. Approve an Assignment to Change the Named Lessee for the "80 Taxiway Drive" Lease from Fishe Flying Corporation to EuroAir Consultants, LLC at the Sebastian Municipal Airport and Authorize the City Manager to Execute the Appropriate Documents) 23.121 E. Approve Alcoholic Beverages for the Torres Family Event at the Community Center on August 12, 2023 from 8:00 a.m. to 10:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) 23.122 F. Approve Alcoholic Beverages for the Lazzari Family Event at the Community Center on August 19, 2023 from 12:00 p.m. to 6:00 p.m. — Permittee DOB Verified (Transmittal, Application, Receipt) MOTION by Vice Mayor Nunn and SECOND by Council Member Dixon to approve consent agenda items A-F. 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 9. COMMITTEE REPORTS & APPOINTMENTS Vice Mayor Nunn said this past week at the Affordable Housing Committee they reminded people that assistance is available through the State Housing Initiative Partnership Program to fix up your home or purchase a new home. Mayor Jones said at the recent Elected Officials Oversight Committee it was discussed that ever since COVID, the school district still has 1,200 children being home schooled which provides a lot of space in the schools right now. 23.123 A. Natural Resources Board (Transmittal, Applications, List, Advertisement) Regular City Council Meeting July 26, 2023 Page 3 i. Fill Three Expired Regular Member Positions — New Terms to Expire July 1, 2026 MOTION by Council Member Dodd and SECOND by Mayor Jones to reappoint the existing three members for another term. 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 Council Member Dodd noted there is still an opening for an alternate member position. 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS - None 12. NEW BUSINESS 23.105 A. Set the Prop_ osed Millage Rate for FY23/24 at 3.0503 and Direct the City Manager to Execute and Submit the Required Forms (Transmittal, PPT, Draft Budget: httDs://www.citvofsebastian.org/DocumentCenter/View/2103/Fiscal-Year-2023- 2024-Draft-Budget-Dated-Julv-7-2023?bidld= The Interim City Manager announced that staff was recommending to set the proposed millage rate for FY23/24 at 3.0503. The Chief Financial Officer explained this process is required every year and cautioned that if they go higher than what is proposed, they would have to notify all of the residents by first class mail. He said the budget included a 5% pay increase for all employees; a 10% increase for the health insurance; and seven full time positions leading to a needed 3.0503 millage, which is 5% above this year's rate of 2.9050. (See PowerPoint presentation attached.) Council Member McPartlan said in looking at the City, there are some areas that have been neglected and he would like to set the millage rate at 3.1955 which will raise $295,000 with a 21.6% increase. Council Member Dodd stated that within the organizational efficiency program there are additional staffing positions as well as money to accomplish a strategic plan to enhance what we have been doing in the past. He said he was not uncomfortable remaining with the 3.0503 rate. Regular City Council Meeting July 26, 2023 Page 4 Council Member Dixon asked if there were competitive salaries for all staff included in this budget. The Interim City Manager explained at this point anything above or beyond the presented budget would require a cut in the existing budget or an increase millage or the utilization of reserves. Council Member Dixon suggested they could propose a buffer to give time to figure out where they need to be with the salaries. Vice Mayor Nunn said he agreed, flexibility could be provided and he wasn't opposed to the rate proposed by Council Member McPartlan. MOTION by Council Member McPartlan and SECOND by Vice Mayor Nunn to put the proposed millage rate at 3.1955 and direct the City Manager to execute and submit the required forms. Council Member Dixon reiterated this was to provide a cushion until they figure out what to do with the staff. Public Innut Grace Reed, Sebastian, said she agreed with Council Member McPartlan to have the higher proposed rate to give a cushion. Terry McGinn suggested they take the language of a 16.5% tax increase and bury it someplace because on social media everyone is talking about a "16% tax increase." Vice Mayor Nunn asked what the total budget number was and how much comes from ad valorem taxes. The Chief Financial Officer responded ad valorem, franchise fees and utility taxes are 90% of the funds we receive in the general revenue funds. Council Member Dixon pointed out that when they let the roads deteriorate, it costs more to fix them than if they maintained them. She didn't think it was too much to ask for the tax increase. 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 23.124 B. Approve a Budget Amendment for the American Rescue Plan Fund to Reallocate $750.000 Authorized for Schumann Drive to the Road Improvements Proiect and Authorize the Citv Manager to Execute the Appropriate Documents (Transmittal, Balance Schedule) The Interim City Manager said the City was allocated $3.3M from the American Rescue Plan and City Council allocated $750,000 of the funds to the Schumann Drive Stormwater Project, however, to expedite some of the paving plans, staff is requesting to reallocate those funds and add them to the $500,000 road improvement funds for a total Regular City Council Meeting July 26, 2023 Page 5 of $1.2M out of the American Rescue Plan funds. He noted the Schumann Drive would then be paid from the DST funds in FY24. MOTION by Council Member Dodd and SECOND by Vice Mayor Nunn to approve a budget amendment for the American Rescue Plan Fund to reallocate $750,000 previously authorized for the Schumann Drive Road Improvement Project. There was no public input. 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 23.125 C. Approve Price Increases for Ranger Construction Industries, Inc.'s Roadway Paving Contract (RFP #19-03) (Transmittal, Bid Sheet, Revised Pricing, Contract Excerpt) The Interim City Manager said in 2019 the City put out a RFP for roadway paving which was awarded to Ranger who was not able to meet the CPI index based on the 2019 contract. He noted if the City goes out to bid again today, we would not see the same price as what is proposed today in the agenda backup. MOTION by Council Member McPartlan and SECOND by Council Member Dodd to approve the price increases in the paving contract for Ranger Construction Industries. There was no public input. 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 23.126 D. Approve Price Increases for Asphalt Paving Systems, Inc's Roadway Paving Contract (RFP #19-03) (Transmittal, Revised Pricing, Bid Sheet, Contract, Kissimmee Prices) The Interim City Manager said this item was similar to the previous item and clarified that on page 123 it seems that pages are missing from the Kissimmee contract but only that page was intentionally included to show there was an actual agreement. There was no public input. Regular City Council Meeting July 26, 2023 Page 6 MOTION by Council Member Dodd and SECOND by Vice Mayor Nunn to approve the price increase for the Asphalt Paving System's 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 23.112 E. Annrove the Road Rehabilitation Plans for FY2022-2028 and Authorize the Citv Manager to Execute the Appropriate Documents for the Road Work Planned in Fiscal Years 2022 and 2023 (Transmittal. Plans, Price Comparisons. Ouotes) The Interim City Manager said this was the plan for FY2022-2028 incorporating the Pavement Management Systems plan approved at the last meeting and he requested approval to use the funds to complete the FY2022 and 2023 portion. He said the plans would be placed on the website but cautioned the plans may alter a little as they move forward. Council Member Dodd reminded everyone that they are still at the mercy of the supply line. The Interim City Manager pointed out that the contracts are the same as approved in 2019; they are just approving scheduled prices for 2022-2023. There was no public input. MOTION by Vice Mayor Nunn and SECOND by Council Member Dixon to approve the road rehabilitation plans for FY2022-2028 and authorize the City Manager to execute the appropriate documents. 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 23.127 F. Approve FDEP 2023 Resilient Florida Grant Agreement #23PLN17 to Conduct a Comprehensive Vulnerability Assessment Update Pursuant to Section 380.093. FS and Authorize the Citv Manager to Execute the Appropriate Documents (Transmittal. Ex. A. Contract) The Interim City Manager said this was the acceptance of a FDEP grant that will allow the City to complete an assessment required by Florida statutes. Regular City Council Meeting July 26, 2023 Page 7 MOTION by Council Member Dodd and SECOND by Mayor Jones to approve the FDEP 2023 Resilient Florida Grant Agreement #23PLN17 to conduct an assessment update. There was no public input. 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 23.127 G. Approve CSA #21-01-KHA-01 Kimlev-Horn and Associates, Inc. to perform Sebastian's Coastal Resilience Plan Update in accordance with FDEP FY 23 Coastal Resilience Grant and Authorize the Citv Manager to Execute the Appropriate Documents (Transmittal, CSA# 1, Ex. A) The Interim City Manager said the Community Development Director did a great job in obtaining the funds to conduct this assessment. Council Member Dodd noted the tasks are not due until May 30, 2026 and asked if they were rolling this into a bigger plan. The Community Development Director said the City Engineer was the one that actually put the grant together and they would be working with the County in updating the Local Mitigation Strategy plan. She also explained that the federal government usually gives longer periods to get things done but they would not be taking that long. Council Member Dodd said with the last resiliency plan there was issue with the rising water levels on Indian River Drive and if that turns out to be consistent there might be some things they need to do before 2026. MOTION by Council Member Dodd and SECOND by Vice Mayor Nunn to approve CSA #21-01 with Kimley-Horn and Associates to perform the Coastal Resilience Plan Update. There was no public input. 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 23.128 H. Accept the Lease Termination from Indian River State College (IRSC) for Their Usage of Classroom and Administrative Space at the "Historic Old Sebastian Elementary School" Effective Immediatelv (Transmittal, Agreement, Letter) The Interim City Manager said the college informed the City months ago that they would be pulling their operations out of the building and have vacated the premise. He asked Regular City Council Meeting July 26, 2023 Page 8 Council to accept the termination effective immediately to allow staff to speak to others that would like to move in. There was no public input. MOTION by Mayor Jones and SECOND by Vice Mayor Nunn to accept the lease termination with Indian River State College effective immediately. 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 13. CITY ATTORNEY MATTERS — None 14. CITY MANAGER MATTERS The Interim City Manager thanked the Chief Financial Officer and staff for their hard work in putting together the budget. He said he has spoken to the County Administrator regarding a potential timeline for the joint meeting. He will be reaching out to each of them to get their requests and he will bring back the items at the 2nd meeting in August. He said he has also been asked by the County Administrator if the City would be interested in partnering anchor limitations in the Sebastian area waterways, noting there would be benefits to the City if this was done. It was the consensus of Council to join in the partnership. 15. CITY CLERK MATTERS It was discussed that the next Council meeting was rescheduled to Tuesday, August 8t'. 16. CITY COUNCIL MATTERS A. Council Member Dodd Council Member Dodd said when they offered Brian Benton the Interim City Manager position, he had in his mind several things he was looking for and he is extremely satisfied with Mr. Benton's performance. He has been well received by staff; he's done a great job with the budget and has done an overall great job. He asked Council for their consensus to direct the Mayor to draw up a contract offering him the permanent position. Vice Mayor Nunn and Council Member Dixon agreed. Regular City Council Meeting July 26, 2023 Page 9 Council Member McPartlan said he has been very happy with Brian and considers him a great idea guy. In discussing the contract, he would not like there to be any undue hardship on Brian or his family because he doesn't live in Sebastian. Council Member Dodd asked the Mayor if he would like Council input at a meeting or could he go forward with a contract. Mayor Jones responded that he pretty much has a contract but they would have to discuss the residency requirement. Vice Mayor Nunn said Mr. Benton is doing an amazing job, better than he could have imagined. He said Mr. Benton is invested in the community and it would be a crazy time to force him to buy a house here. Council Member Dixon said Mr. Benton is a breath of fresh air. Mayor Jones said he is pretty set with the contract except when they would want him to move to Sebastian. Council Member Dodd said he could talk to Mr. Benton about relocating and when the contract comes back to them for approval, if it says something different, they could then talk about the differences. He suggested they get past the interim positon and start on some of Mr. Benton's ideas. Mayor Jones said he could be ready by the second meeting in August. Council Member Dodd thanked the Chief Financial Officer and staff for their hard work on the budget. B. Council Member McPartlan Council Member McPartlan reminded the public that the memorial service for Col Marty Zickert would be Saturday, July 29 at 9:00 a.m. on Memorial Island. He asked those planning to attend to wear something colorful. C. Mayor Jones - None D. Vice Mavor Nunn Vice Mayor Nunn said people will surely hear about the money spent tonight at the meeting and he wanted them to know that every cent was well thought about to take care of the things they need in the City. He said the budget was available on-line or in paper by calling the City Clerk for review. E. Council Member Dixon Regular City Council Meeting July 26, 2023 Page 10 Council Member Dixon thanked the Sebastian Police Department and Officer Hart for the radKIDS Training Program that was held at the end of June. She said her children attended for a refresher and the officers did a great job teaching the children how to handle certain situations. She said further programs are advertised on the Police Department's social media. Mayor Jones said at the last legislative session, the legislature allocated $252M in non- recurring funds for the State Housing Initiatives Partnership Program (SHIP) for FY23/24 and an add $109M in non -recurring funds for the State Apartment Incentive Loan Program (SAIL) for FY23/24 for those that might need assistance with housing. 17. Being no further business, Mayor Jones adjourned the Regular City Council Meeting at 7:32 pm Approved at the August 8, 2023 Regular City Council meeting. Mayor Fred Jones ATTEST: J ette Williams, City Clerk — Setting the 2024 Proposed Millage Presentation to City Council Wednesday July 26, 2023 Prepared By: Ken Killgore Administrative Services Director/CFO 1 Facts About the Proposed Millage o Required By State "Trim Process" to Establish a Proposed Millage in July. o Can Not Levy the Final Millage at Rate Higher Than Proposed, Without the Cost of 1st Class Mailing to All Taxpayers. o City Traditionally Sets a High Proposed Millage in Case of Unanticipated Events Between Now and September. z Status of 2024 General Fund Budget 0 5% Raises as Ratified in Labor Agreements. o Group Health Insurance Budgeted to Increase 10% But Rates Are Not Yet Firm. 7 New Full -Time Positions, With 2 of Those Changes From Part -Time Positions. 0 3.0503 Millage Needed to Balance Personnel and Other Cost to Revenues. 0 3.0503 is 5 % Above This Year's 2.9050. 3 Property Values and Millage: Certified Taxable Values o Certified Taxable Property Values Increased $272,728,446 or 15.05% Above 2023: Additions Account for $84,817,696 or 4.68% of the Increase. Reassessments Account for $187,031,447 or 10.37% of the Increase. o Rolled -Back is 2.6275. Using 3.0503 Avoids Using $846,224 of Reserves or Making Cuts. o Using Last Year's 2.9050 Millage Avoids Using $290,715 of Reserves or Making Cuts. M Different Millage & Affecting Factors ($846,224 Shortfall Without 3.0503) DR-420 Same As Equal to Last Year Rolled -Back Last Year Expense Millage 2.9050 Percent vs. Rolled -Back Property Tax Revenues $ 5,066,772 Incremental Difference Incremental Revenues Factors Affectinq Added Revenues: From Additions From Reassessments From Millage Change Incremental Revenues Budget Shortfall 2.6275 0.00% $ 532581880 $ 192,108 $ 1923108 213,944 471,768 (493)605) 192,108 846,224 2.9050 10.56% $ 5,814,289 $ 555,410 $ 747,517 3,0503 16.09% $ 6,1053104 $ 2901815 $ 846,224 $ 2363540 $ 248,371 $ 5103978 $ 547,682 $ (0) $ 50,172 $ 747,517 $ 846,224 $ 290,715 $ - 0 Property Values and Millage: Rolled -Back and 3.0503 Versus Prior Year 2.9050 ASSESSED VALUES TAXABLE VALUES TAXES 1.03% On Homestead: 2.9050 2.6275 3.0503 $200,000 $206,000 $150,000 $156,000 $436 $410 CHANGE FROM LAST YEAR ($26) ASSESSED VALUES TAXABLE VALUES TAXES $250,000 $257,500 $200,000 $207,500 $581 $545 CHANGE FROM LAST YEAR ($36) ASSESSED VALUES TAXABLE VALUES TAXES $300,000 $309,000 $250,000 $259,000 $726 $681 CHANGE FROM LAST YEAR ($45) $206,000 $156,000 $476 $40 $257,500 $207,500 $633 $52 $30%000 $259,000 $790 $74 10% On Others: 2.9050 2.6275 3.0503 $200,000 $220,000 $220,000 $200,000 $220,000 $220,000 $581 $578 $671 ($3) $90 $250,000 $275,000 $275,000 $250,000 $275,000 $275,000 $726 $723 $839 ($3) $113 $300,000 $330,000 $330,000 $300,000 $330,000 $330,000 $872 $867 $1,007 ($5) $135 6 Property Values and Millage: Rolled -Back and 3.0503 Versus Prior Year 2.9050 1.03% On Homestead: 10% On Others: 2.9050 2.6275 3.0503 2.9050 2.6275 3.0503 ASSESSED VALUES $3501000 $360,500 $3601500 $350,000 $3851000 $385,000 TAXABLE VALUES $300,000 $310,500 $310,500 $350,000 $385,000 $385,000 TAXES $872 $816 $947 $1,017 $1,012 $1,174 CHANGE FROM LAST YEAR ($56) ASSESSED VALUES $400,000 $412,000 $412,000 $400,000 $440,000 $440,000 TAXABLEVALUES $350,000 $362,000 $362,000 $400,000 $440,000 $440,000 TAXES $1,017 $951 $1,104 $1,162 $1,156 $1,342 CHANGE FROM LAST YEAR ($66) ($6) $180 ASSESSED VALUES $450,000 $463,500 $463,500 $450,000 $495,000 $495,000 TAXABLEVALUES $400,000 $413,500 $413,500 $450,000 $495,000 $495,000 TAXES $1,162 $1,086 $1,261 $1,307 $1,301 $1,510 CHANGE FROM LAST YEAR n Millage Setting 18 Year History At or Below Rolled -Back 11 Years - 61.1% of the Time (2024 is 5% Above 2023 and 26% Lower Than 2015) 4.0000 3.8000 3.6000 3.4000 3.2000 3.0000 2.8000 2.6000 2.4000 2.2000 2.0000 1 1 1 1 1 1 1 1 1 1 1 '' -' ' 1' 2007 2004 2009 2010 2011 2012 2013 2014 2015 ORolled-Back 3.0519 3.2121 3.3646 3.8038i3.9019 3.7311 3.5646 3.7394 3.5441 0Final 3.0519 2.9917 3.3456 3.3456 3.3041 3.3041 3.7166 3.7166 3.8551 2016 12017 2018 2019 12020 ' 2021 2022 2023 2024 3.4939 3.1514 2.9399 2.8090 3.0043 2.6834 2.6275 3.4000 3.1514 2.9399 3.1514 3.0043 2.9050 3.0503 9 Other Considerations o Adding Seven Positions in General Fund (Two Are Part -Time to Full -Time) Needed to Maintain Current Service Levels. o Funding Designated to Organizational Efficiency Program. o Draft Budget and Millage May Change Before Public Hearings in September. • Setting Proposed Millage for the Trim Notices at 3.0503 Will Be Advertised as an 16.09% Tax Increase. I Conclusion o Staff Request The Proposed Millage For Fiscal Year 2023 Be Set At 3.0503. o This Should Be Done With a Motion to Adopt the Proposed Millage At 3.0503 And to Authorize The City Manager To Submit The Required Forms to The Property Appraiser.