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SEN
HOME OF PELICAN ISLAND
SEBASTIAN CITY COUNCIL
REGULAR MEETING
MINUTES
WEDNESDAY, OCTOBER 11, 2023 — 6:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
Mayor Jones called the regular meeting to order at 6:00 p.m.
2. A moment of silence was held.
3. Vice Mayor Nunn 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:
City Manager Brian Benton
City Attorney Jennifer Cockcroft
City Clerk Jeanette Williams
Finance Director/CFO Ken Killgore
Procurement Manager Don Wixon
Community Development Manager Dorn Bosworth
City Engineer/Stormwater Director Karen Miller
Golf Pro Greg Gardner
Police Chief Dan Acosta
Police Captain Tim Wood
Police Lt. Rob Vafiades
5. AGENDA MODIFICATIONS - None
6. PROCLAMATIONS. AWARDS. BRIEF ANNOUNCEMENTS
23.167 A. Proclamation — Florida Citv Government Week — October 16-22.2023
Mayor Jones read the proclamation to recognize the importance of local government.
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October 11, 2023
Page 2
23.168 B. Presentation to Citv Council — The Learninja Alliance Moonshot Leadership Award
Mayor Jones announced that the Learning Alliance recently recognized Council for their
contribution in promoting the importance of learning to read.
23.169 C. Presentation — City of Sebastian Citizen Request Process
The City Manager said there has been an increase of phone calls going to other
departments instead of to the Citizens Request Line and introduced the City Engineer
who went over the process to request assistance.
The City Engineer explained there is one person in charge of the Citizen Request Line so
if the phone call isn't immediately picked up, the employee may be on the other line or
away from her desk. The engineer explained that requests for assistance can also be
placed on line where there is an option to upload pictures and citizens can track the
progress of their request.
The City Manager emphasized that the quickest way to receive assistance was to use the
Citizens Request Line because if he or a Council Member is contacted, he will then put
the request in the queue behind the last request for assistance.
BriefAnnouncements:
October 14 - Craft Club of Sebastian at Riverview Park —10am — 3pm
October 19 — Sebastian Police Department's Community Night Out in Riverview Park —
5pm to 7:30pm
October 26 — Last Day to Request Vote -by -Mail Ballot
October 21- Snow's Halloween Arts & Crafts Boo Bash at Riverview Park — 9am — 5pm
October 22 - Snow's Halloween Arts & Crafts Boo Bash at Riverview Park —10am — 4pm
October 27 — City of Sebastian and the Sebastian Police Department
Halloween Celebration at Riverview Park
Contest Registration Begins at 5: 30pm
Trunk or Treat Begins at 5:30pm
Costume Contest Begins at 6:15pm
Movie Night Out — Hotel Transylvania Begins at 7:15pm
Vice Mayor Nunn announced the upcoming events and the last day to request a vote -by -
mail ballot.
7. PUBLIC INPUT
Nelson McCollum, Sebastian, spoke on an action recently taken by Vice Mayor Nunn.
Regular City Council Meeting
October 11, 2023
Page 3
Lance Lunceford representing the Indian River Taxpayer Association thanked Council
for recently participating in the inaugural Community Council Roundtable Discussion.
He said he looked forward to future council meetings.
Grace Reed, Sebastian, said she was in region 1 of the stormwater map shown on the City
Engineer's Citizens Request PowerPoint presentation and noted City employees recently
did a phenomenal job.
Jim Sullivan, Sebastian, said in thinking about the Harbor Lights property discussion at
the last meeting, he said the property is invaluable for the community in perpetuity as a
park and asked Council to save the property.
8. CONSENT AGENDA
A. Approval of Minutes — September 13, 2023, Regular City Council Meeting
23.170 B. Approve Alcoholic Beverages for the Harding Family Event at the Community
Center on November 12, 2023 from 11:30 p.m. to 4:30 p.m. — Permittee DOB
Verified (Transmittal, Application, Receipt)
23.171 C. Approve Alcoholic Beverages for the Rios Family Event at the Community
Center on November 18, 2023 from 3:00 p.m. to 7:00 p.m. — Permittee DOB
Verified (Transmittal, Application, Receipt)
23.172 D. Approve Alcoholic Beverages for the Dillard Family Event at the Yacht Club on
January 27, 2024 from 3:00 p.m. to 11:00 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-D.
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
Council Member McPartlan said he recently attended the Indian River Veterans Council
meeting where Rodney with the Disabled American Veterans Association described how
he just needed office space, a Wi-Fi connection and scanner to help disabled veterans
with their disability claims in the northern part of the county. He asked if the City
Manager could have a discussion with Rodney. The City Manager offered to look at
what space is available.
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October 11, 2023
Page 4
Council Member McPartlan reported that at the County Commission meeting, the Five
Guys Restaurant project was put on hold due to a concern with parking; and they will
start their strategic plan process soon and asked that Council be involved especially with
regard to the requirement of sewer connections.
Vice Mayor Nunn said he was appointed to the Sebastian River Area Chamber of
Commerce Advisory Board and the new tourism director would like to come to meet
Council to discuss the City's priorities.
23.157 A. Construction Board (Transmittal, Application, List, Advertisement)
i. Fill One Expired, Regular Member, Concerned Citizen Position
MOTION by Council Member Dodd and SECOND by Council Member Dixon to
reappoint Jean Carbano to the Construction Board passed with a unanimous voice vote of
5-0.
10. PUBLIC HEARINGS
23.160 A. Second Reading and Ouasi-Judicial Public Hearing of Ordinance No. 0-23-11 —
Request for Approval of a Conceptual PUD Plan — River Oaks Preserve
Subdivision (Transmittal, 0-23-11, Staff Report, Justification Statement, Plan,
Survev, Exhibits, Drainage Plan, Letter, Environmental Assessment, Traffic
Statements, Designs, P&Z Minutes, Council Minutes)
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY,
FLORIDA, APPROVING A CONCEPTUAL PLANNED UNIT DEVELOPMENT
PLAN FOR A PROJECT KNOWN AS RIVER OAKS PRESERVE, CONSISTING OF
146.5 ACRES, MORE OF LESS, WITH A ZONING DESIGNATION OF PUD-R
(PLANNED UNIT DEVELOPMENT RESIDENTIAL) AND A LAND USE
DESIGNATION OF VLDR (RESIDENTIAL VERY LOW DENSITY, 3 DU/AC),
LOCATED SOUTH OF LANFAIR AND LIGHTHOUSE AVENUES, AND NORTH
OF CR 510 & CITRUS HIDEAWAY SUBDIVISION; PROVIDING FOR
CONFLICTS; PROVIDING FOR SCRIVENER'S ERRORS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-23-11. Council Members reported
that they didn't have any new ex-parte communication to disclose since the first reading.
The City Clerk swore in those who were to provide testimony.
Emily 0' Mahoney, Project Agent for 2GHO, Inc. said they understood the conditions of
approval and upon review of the minutes she asked to clarify some of the confusion
regarding cluster parking. She displayed the diagram depicting the cluster home area and
pointed out how they face the street with additional parking and a grass/roadway area that
can be parked on. She said it was envisioned so that cars could not park in the driveways
so the courtyard could create a strong sense of neighborhood. She said they look forward
to bringing this project forward.
Regular City Council Meeting
October 11, 2023
Page 5
The Community Development Manager asked to enter the staff report into the record and
noted that they did revise some of the conditions for approval based on their motion at the
first reading. Staff recommended approval of this PUD.
She said the next steps would be that the applicant will undertake geotechnical and
surveying of the property to get the grades, drainage plan design and complete the
landscape and buffer design as a preliminary plat. Then another review will be completed
by the Planning and Zoning Commission and it will then come back to Council. If that is
approved, the construction plan will be reviewed by the City Engineer; ending with a
final plat.
She said staff recommends approval with the conditions listed in section 3 of the
ordinance.
Council Member Dixon asked if the location of pickleball courts would provide the
peaceful life that residents have expressed concern with as they move through the
process. The Community Development Manager said the preliminary plat might show
more of a buffer around the court. She noted the canal does have to be relocated and if
that changes a lot of drainage or design plans, the conceptual plan would have to come
back to Council if the court is relocated but otherwise it would be addressed at the
preliminary plat or with the construction drawings.
There was no one to speak in favor or against the conceptual PUD development plan.
Vice Mayor Nunn thanked the applicant for not carrying Shakespeare through.
Council Member Dodd said they addressed the biggest issue which was the continuation
of Shakespeare which can't change and will now provide access for emergency vehicles.
The Community Development Manager confirmed that pedestrian access would still be
allowed through Shakespeare that will be open to the public.
Council Member Dodd said attention should be paid when they redo CR510 since there
are two entrances and if FDOT doesn't make the cut correctly, they won't be able to turn
eastbound into the subdivision; they will have to go around the roundabout. He
suggested that the City might facilitate discussion on whether they will pay or the
developer. The Community Development Manager said they will need driveway permits
from FDOT and that will be coordinated with the civil engineer and be on the preliminary
plat. Council Member Dodd said they are in the design phase so now is time to tell them
they need a cut.
MOTION by Council Member Dodd and SECOND by Vice Mayor Nunn to approve
Ordinance No. 0-23-11.
Vice Mayor Nunn clarified that the emergency access is two way feature for both
neighborhoods.
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October 11, 2023
Page 6
Council Member McPartlan asked if the language of perpetuity means for the life of this
Council or Councils to come further that can change this; and emergency becomes
temporary, becomes permanent. Mayor Jones said it would go with the property —
forever.
Roll call: Council Member Dixon - nay
Council Member Dodd - aye
Council Member McPartlan - nay
Mayor Jones - aye
Vice Mayor Nunn - aye
Motion carried. 3-2
11. UNFINISHED BUSINESS - None
12. NEW BUSINESS
23.173 A. Authorization for the City Manager to Utilize Open Edge/Global Payments to
Provide Merchant Services at the City's Municipal Golf Course (Transmittal.,
Ouotes)
The City Manager said this was an agreement for merchant services (credit card
transaction fees and interchange fees) at the golf course and staff recommended approval.
The City Manager said the credit cards charge the interchange fees (2.75%); Open/Edge
Global receives .25% processing fee per transaction plus 10¢ per transaction (which is
smaller than the interchange fee.)
MOTION by Vice Mayor Nunn and SECOND by Council Member McPartlan to
authorize the City Manager to utilize Open Edge/Global Payments to provide merchant
services at the City's Municipal Golf Course.
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
23.174 B. Authorization to Enter into a Three (3) Year Agreement with Eagle Club Systems
to Provide Point of Sale, Tee Times, Inventory Control, Reports and Online
Marketing at the City's Municipal Golf Course (Transmittal, Ouote, Agreement)
The City Manager said the software the City is currently uses charges eight tee times a
day at approximately $20.00-25.00 a day whether they are used or not so this new
company will save approximately $60,000-70,000 a year. There was no public input.
Regular City Council Meeting
October 11, 2023
Page 7
MOTION by Council Member McPartlan and SECOND by Mayor Jones to enter into a
three year agreement with Eagle Club Systems to provide point of sale, tee times,
inventory control and online marketing at the City's Municipal Golf Course.
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
23.175 C. Selection of Conlon Landscaping, Inc. for ITB #23-15 for Citvwide Swale
Improvements in Coniunction with Roadwav Rehabilitation (Transmittal, Bid
Sheets, Ex. A)
The City Manager said this was in regard to the citywide swale improvements that will
happen in conjunction with the road improvements and he requested approval.
MOTION by Council Member Dixon and SECOND by Council Member Dodd to
approve the selection of Conlon Landscaping for the citywide swale improvements.
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
23.176 D. Authorization for the Citv Manager to Purchase Four (4) Servers and the Relevant
Accessories Utilizing a Piggvback on the Florida State Contract #43211500-
WSCA-I5-ACS with Computers At Work, Inc. (Transmittal Ouote, Agreement,
Amendment)
The City Manager said this item was requesting authorization to purchase 4 servers and
the relevant accessories for improvements within the MIS Department.
MOTION by Council Member Dodd and SECOND by Council Member Dixon to
approve the purchase of four servers and the relevant accessories. There was no public
input.
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
Regular City Council Meeting
October 11, 2023
Page 8
23.177 E. Approve the Purchase of Playground Equipment for the Creative Playground at
Barber Street Sports Complex at a Cost of $331,003.61 from Plavcore Wisconsin,
Inc. d/b/a GameTime Utilizing a "Piggvback" on the City of Charlotte, North
Carolina Contract #2017001134 (Transmittal, Ouote, Design, Grant Documents,
Contract)
The City Manager said this was a playground design recommended by the Parks and
Recreation Advisory Committee for Creative Playground at Barber Street Sports
Complex. He advised that the City does have to make a selection by October 27 to utilize
the grant funding and if the City pays up front, it will save the City $28,000.00-29,000.00
for a total savings of $130,000.00.
The City Manager said the committee asked to include the musical element that he
displayed on the overhead screen. (See attached) He pointed out a rocking station that
will gently move a child in a wheelchair, larger slides for older kids, a gravity rail track
feature, a century swing, a merry-go-round and a sensory area. He also pointed out that
he plans to install a concrete sidewalk to provide wheel chair access from the entrance to
the equipment to ensure the accessibility.
Vice Mayor Nunn thanked him for making this an inclusive playground.
Council Member Dodd confirmed this was consistent with what the Parks and Recreation
Committee approved and made a MOTION to approve Option 1, Revision 2 that was
SECONDED by Vice Mayor Nunn.
Sherrie Matthews, Sebastian, asked if they could put something in the center of the
equipment so the wheel chair can have access and if there could be a glider for a wheel
chair to roll in and lock in. The City Manager explained the rocking boat -like structure
will accommodate a wheel chair. He also explained that a glider swing typically has a
staff member present at all times.
Ms. Matthews noted that it would still hard to get a wheel chair to the center to access the
swings on the mulch.
Cathy Clark, Coply Terrace spoke via Zoom. She said you can't push a wheel chair
through 5 inches of mulch and asked if a sidewalk could be installed to the equipment.
Vice Mayor Nunn said he did talk with the City Manager and found the cost of a wheel
chair swing very cost prohibited.
Council Member Dixon suggested forking the additional cement sidewalk towards the
swings. The City Manager offered to have a discussion with the manufacturer.
The City Manager said the color is changeable and the life expectancy is about 10-12
years. The City Manager said the total cost will be $331,131.86 for this playground
which is a little more than what is on the agenda transmittal.
Regular City Council Meeting
October 11, 2023
Page 9
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
23.178 F. Approval to "Piuvback" on the National IPA Cooperative Agreement #202329-0
Contract Between Tucson, Arizona and Network Services Comvanv d/b/a
Network Distribution for Janitorial and Sanitation Products, Suunlies and Related
Services, Not to Exceed $28,000 a Year (Transmittal, Agreement)
The City Manager said this contract was a piggyback contract for janitorial equipment
and supplies that the City purchases that are mostly bathroom related.
MOTION by Council Member Dodd and SECOND by Council Member Dixon to
approve piggybacking off of the National IPA Cooperative Agreement for janitorial and
sanitation products. 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
13. CITY ATTORNEY MATTERS - None
14. CITY MANAGER MATTERS
The City Manager reported that the City hasn't received any communication from FEMA
regarding the twin piers south dock, finger piers but the City did have a contractor on site
last week to provide a cost estimate so that we will proceed with the permitting through
DEP for the repairs.
15. CITY CLERK MATTERS - None
16. CITY COUNCIL MATTERS
A. Council Member Dodd said he has noticed on social media that there is a lot of
concern regarding the state requirement for sewer connections by July 2030. He said
there are a lot of forces that are working with Tallahassee to try and put some sense in
that 2030 date. He asked the residents not to panic.
B. Council Member McPartlan - None
C. Mayor Jones - None
Regular City Council Meeting
October 11, 2023
Page 10
D. Vice Mayor Nunn added to Council Member Dodd's comment that during the
joint City/County meeting they discussed the CRA area to be a separate priority area to
install sewer connections.
E. Council Member Dixon added that as homeowners, they are not immune from the
sewer mandate as well.
17. Being no further business, Mayor Jones adjourned the Regular City Council meeting at
7:53 p.m.
Approved at the 11 /15/2023 Regular City Council meeting.
Mayor Ed Dodd
ATTEST.•
J ette Williams, City Clerk