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Home My WebLink About12-13-2023 CC Minutes111) G SE�TIN HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING & COMMUNITY REDEVELOPMENT AGENCY (CRA) MINUTES WEDNESDAY, DECEMBER 13, 2023 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Dodd called the Regular City Council meeting to order at 6:00 p.m. 2. A moment of silence was held. 3. Council Member McPartlan led the Pledge of Allegiance. 4. ROLL CALL Mayor Ed Dodd Vice Mayor Kelly Dixon Council Member Fred Jones Council Member Bob McPartlan Council Member Chris Nunn Staff Present: City Manager Brian Benton City Attorney Jennifer Cockcroft City Clerk Jeanette Williams Finance Director Ken Killgore Community Development Director Alix Bernard Community Development Manager Dorn Bosworth City Engineer/Stormwater Director Karen Miller Airport Manager Jeff Sabo Human Resources Manager Cindy Watson MIS Manager Barbara Brooke -Reese Deputy Police Chief Greg Witt 5. AGENDA MODIFICATIONS There was no objection to staffs request to pull item 9d. 6. PROCLAMATIONS. AWARDS, BRIEF ANNOUNCEMENTS 23.203 A. Proclamation - Coneratulatina the Sebastian River Hish School Varsitv Football Souad for their Sunshine State Athletic Association Chamnionshin — Coach Tvrone Penv and the Football Team Regular City Council & CRA Meeting December 13, 2023 Page 2 Mayor Dodd announced that not only did the Indian River County School District receive an "A" this week but also the Sebastian Sharks Football Team received an "A." Head Coach Tyrone Perry introduced his coaching staff: Freddie Bass, Brad Butler, Lewis Caswell, Stuart Fletcher, William Franklin, Ron Freeman, Rob Harris, Wayne Snow, Richard White, and Chavar McKenzie. Mayor Dodd read the proclamation and presented it to Coach Perry who invited the team to the front of the chamber. Coach Perry presented Council with a helmet signed by all of the players and a season yearbook. He introduced Principal Christopher Cummings and Assistant Principal James Thimmer. A slide show highlighting the team was played and Mayor Dodd noted that given all pressures the school districts are under, this was a great accomplishment that should be celebrated. 23.204 B. Introduction of New Community Development Director and CRA Manager Alix Bernard The City Manager introduced New Community Development Director Alix Bernard who thanked Council for the warm welcome. Brief Announcements: December 15 — Sebastian Police Department's Family Movie Night "Polar Express " — 6pm December 16 - Wreaths Across America at the Veterans Memorial at Riverview Park — Noon Vice Mayor Dixon announced the upcoming events and added that if anyone would like to participate in putting the wreaths on the veterans' graves they should meet at the cemetery at 10:30 a.m. 7. PUBLIC INPUT - None 8. Mayor Dodd recessed the City Council meeting and convened the Community Redevelopment Agency meeting at 6:18 p.m. A. MOTION by Mr. Nunn and SECOND by Mr. Jones to approve the September 27, 2023 CRA meeting minutes passed with a unanimous voice vote. 5-0 9. Chairman Dodd adjourned the Community Redevelopment Agency meeting and reconvened the City Council meeting at 6:19 p.m. All members were present. 9. CONSENT AGENDA 23.105 A. Approval to Name Archangel Engineering & Construction, Inc. as the Design - Build Firm to be Used in Response to RFQ 23-12 — Design Build Hangar D Office Spaces at Sebastian Municipal Airport and Authorizing Negotiations for a Guaranteed Maximum Price (GMP) Contract (Transmittal, Scoring Tab, R-23-13, Termination Letter) Regular City Council & CRA Meeting December 13, 2023 Page 3 23.205 B. Approve the Renewal of the CAPERS Software Support Contract at an Annual Cost of $25,000.00 for the Current Year (Transmittal, Quote) 23.206 C. Approve to Piggyback State Contract 43211500-WSCA- I 5-ACS for the Purchase of Computers/Laptops from Computers At Work!, Inc. for the Amount of $47,586.15 and Authorize the City Manager to Execute (Transmittal, Quote, Contract, Summary, Amendment) 23.207 D. Snow's Space Coast Superior Events — Winter Wonderland (Transmittal, Application, Insurance Certificate, Receipt) 23.208 E. Snow's Space Coast Superior Events — Sweet Tea Sip and Stroll (Transmittal, Application, Insurance Certificate, Receipt) MOTION by Council Member McPartlan and SECOND by Council Member Nunn to approve consent agenda items A, B, C, and E. Roll call: Vice Mayor Dixon - aye Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Motion carried. 5-0 10. COMMITTEE REPORTS & APPOINTMENTS Mayor Dodd said Charter Sec. 2.16(b) requires the City's committees and boards to make annual reports as to their planned activities and he asked if it was the consensus of Council to have the chair of the committees provide them a report during 2024. It was the consensus of Council to have the Clerk schedule the reports. Council went back to the Consent Agenda and agreed to make the pulled "Consent Agenda item D" as "New Business item L." 11 PUBLIC HEARINGS 23.048 A. Consideration of Resolution No. R-23-37 Electing to Use the Uniform Method of Collecting a Non -Ad Valorem Special Assessment to be Levied within the Incorporated Area of the Citv of Sebastian (Transmittal, Ex. A & B, R-22-37) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, ELECTING TO USE THE UNIFORM METHOD OF COLLECTING A NON -AD VALOREM SPECIAL ASSESSMENT TO BE LEVIED WITHIN THE INCORPORATED AREA OF THE CITY OF SEBASTIAN; STATING A NEED FOR SUCH LEVY; PROVIDING FOR ADMINISTRATIVE ACTIONS; PROVIDING FOR Regular City Council & CRA Meeting December 13, 2023 Page 4 CONFLICTS; PROVIDING FOR SCRIVENER' S ERRORS; AND PROVIDING FOR AN EFFECTIVE DATE. The City Attorney read the title to Resolution No. R-23-37. Mayor Dodd clarified this item was only dealing with the assignment of a collection agency to collect the funds. The City Manager said this resolution was requesting direction to place the Waste Management non -ad valorem special assessment fee onto the tax roll. Public Input Mr. Pasquale, Wimbrow Drive said he was totally against this because it forces the residents to pay for services rendered before they are received. He would rather see the fee placed on the water bill. Ann Stanley also said she was totally against this as she has very little trash and will be paying the same amount as a larger family. Council Member McPartlan said he was against putting this assessment on the tax bill. When discussing this earlier it was said that 17% of the residents didn't subscribe in addition to the 13% snow birds not using the service which has increased the customer base over 30% for Waste Management providing for a 92% clip. He said it also looked like the residents would still have to pay the franchise fee to supplement the billing system. Council Member Jones said he too thought the franchise fee was going to be eliminated. He said he was still a "no" on the matter. Council Member Nunn said he knew the tax collector was going to charge 2% to put it on the TRIM notice and if the residents don't pay the franchise fee, it will have to come out of the general fund. He said the City Manager provided a chart outlining that the City would lose $300,000 a year if they privately billed the cost. He noted if the franchise fee isn't used, the general fund taxes will have to pay. He said the only sensible way to collect the fee is to put it on the tax bill. Vice Mayor Dixon agreed with Council Member Nunn, noting that because of the decision of the previous City Manager they were in hard spot. She said as a Council they decided to push the City forward so they shouldn't take any more from the general fund; using the tax collector is the soundest method for City. Mayor Dodd said if they didn't include the franchise fee, the City will be in a deficit of $170,661.34 that might be used for other things such as hiring additional staff. If they do include the franchise fee there is a small positive number at the end. He noted the tax collector will handle the default process. Mayor Dodd said it is the financially soundest thing to do. He said he was in favor of the universal collection because 70% of the people do the right thing and government should protect the majority rather than the non- Regular City Council & CRA Meeting December 13, 2023 Page 5 paying 10% who are mad because they can't go to the transfer stations and avoid universal collection monthly fees. Mayor Dodd asked if it was appropriate to bring back the franchise fee back to 6%. The City Attorney advised that they should stay with what was advertised for the levy. MOTION by Council Member Nunn and SECOND by Council Member Dixon to approve R-23-37. Roll call: Council Member Jones - nay Council Member McPartlan - nay Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Dixon - aye Motion carried. 3-2 Mayor Dodd said Ms. Stanley spoke to the non-performance by Waste Management and he has heard similar complaints. He requested a future presentation on what is being done. The City Manager said he would be glad to show the public how the process works and provide the report to Council. 12. UNFINISHED BUSINESS - None 13. NEW BUSINESS 6. 52 pm 23.209 A. Sebastian Stormwater Master Plan Update by Arcadis U.S., Inc. (Transmittal, Wan can be accessed at httt)s://www.citvofsebastian.org_ /486/4889/2023- Stormwater-Master-Plan-Information) The City Manager said Arcadis U.S., Inc. staff were present to make a stormwater presentation. Chris Tilman, Project Manager and Melissa Pomales, the Florida Area Leader for Arcadis, introduced themselves. Mr. Tilman displayed a PowerPoint going over the basic highlights of the plan. (See attached) He noted they had to create a GIS map of the existing systems. The model indicates the system can handle small events but when there are bigger events, there is flooding because the water can't get to a channel fast enough. He said using the allotted $1 M a year in the Capital Improvement Program he was able to carve out $800,000 to $1.3M each year, for ten years of doable projects that the City can do themselves that would make a big difference in the performance of the system. He said the larger projects are pushed to the future because of the cost. He said the stormwater quality is dictated by the Indian River Lagoon Basin Management Action Plan and so far the City has completed 16 projects resulting in about a 16% Regular City Council & CRA Meeting December 13, 2023 Page 6 7: 00 pm 7: 24 pm reduction in nitrogen and phosphorus levels. They estimate a half foot increase in the sea level rise by 2050 which they don't feel will have much of an effect on the system. Mr. Tilman said as far as staffing levels, the current staff is doing a really good job with what is available but more staff, funding and equipment is needed to maintain the system. He suggested a second vector truck is needed and the proposed recommendation along Sebastian Blvd. would make a big difference with the system. He also suggested increasing the canal storage volume with an adjustable weir to perform better in the larger storm events. He concluded by saying as a revenue source for the City, a certification program could be established for private systems to have them inspected periodically. Mayor Dodd said it was a very good report and a great beginning point. Vice Mayor Dixon noted that everything mentioned was to just maintain the system, not enhance the system. Council Member Jones said they should move the recommendations forward. Council Member Nunn said he was expecting a larger plan for moving forward with the major tasks. Council Member McPartlan said this plan is for a 10 year storm, he asked what it would cost to handle a 25-50-100 year storm event so they can budget and get from point A to point B. He also asked what grant opportunities are possible. Mayor Dodd said they have the current operations being done; the next step is to produce a plan on what they need to do. He said he would love to see a project plan of what they have to do for the next 18-20 years with the estimated costs. He noted a lot of the work they need to do is replacing the system, not maintaining the system. He said he was in favor of accepting the plan and direct City staff to produce a plan that brings together all of the things that need to be done, including the large projects. That way, Council can decide what project they want to tackle. He advised they need to take advantage of the grant money that is available while the Indian River Lagoon is a high priority because it won't be five years from now. Dr. Graham Cox asked for more time to read the stormwater master plan and noted it needs to be in plain English. He submitted his comments for the record. (See attached) Dr. Tim Glover, President of the Friends of the St. Sebastian River, asked if there could be a public workshop or presentation to understand the details. Mayor Dodd said the time for a workshop would be after the overall plan is developed. Regular City Council & CRA Meeting December 13, 2023 Page 7 MOTION by Council Member Nunn and SECOND by Vice Mayor Dixon to accept the plan and direct staff to create an action plan based on the CIP items and the larger projects passed with an unanimous voice vote of 5-0. 23.092 B. Evaluation and Action on the StillDragon of North America, LLC Proposal in Response to Request for Proposal RFP #23-11 for the Sale and Redeveloument of City -Owned Proverty and Provision of a Mixed -Use Development at 100 Veterans Memorial Way, Sebastian, Florida (the Former Public Works Compound) (Transmittal, RFP#23-11, Proposal, Appraisal, CRA Master Plan Excerpt, Minutes Excerpt) The City Manager said based on a presentation to City Council last September, staff has had discussions with StillDragon and have worked out a solution. The cogany handling the remediation of the contamination on the property will be on site the 2n and P week of January and the City hopes to receive some clearance on the property. He recommended that City Council accept the bid proposal and have staff enter into contract negotiations with StillDragon to bring back a contract at a later date. There was no public input. MOTION by Council Member Nunn and SECOND by Council Member Jones to accept the RFP from the StillDragon owners and their company passed with a unanimous voice vote of 5-0. 23.210 C. Whelen Aerospace Technologies Lease Extension (Transmittal, Agreement,. Extension) The City Manager said Whelen's lease agreement expires January 1 and it does have a lease extension that they have chosen to extend as long as Council desires it. The City Manager confirmed the City is receiving fair market value for the hangar. MOTION by Council Member McPartlan and SECOND by Council Member Nunn to approve the staff recommendation approving the lease extension passed with a unanimous voice vote of 5-0. Council Member Nunn noted Whelen Technologies is part of LoPresti Aviation who is a very active member of the community and it was good to keep them at the airport. 23.211 D. ADnrove Amendment to Sebastian Stormwater Park Cooperative Agreement to Incomorate St. Johns River Water Management District's (SJRWMD) Annexation of 0.82 Acre Parcel (Transmittal, Letter, Agreement, Plat Book 7, Page 86 and 363, Official Record, Plan) The City Manager said this was an amendment to an existing cooperative agreement between the City and SJRWMD for the stormwater treatment property facility. He Regular City Council & CRA Meeting December 13, 2023 Page 8 explained the property is surrounding the facility and this would memorialize the addition of the property to the management plan. Mayor Dodd noted there are many great walking trails at the facility. There was no public input MOTION by Council Member Jones and SECOND by Council Member McPartlan to approve the amendment to the agreement passed with a unanimous voice vote of 5-0. 23.154 E. Approve the Proposals with Shenandoah Slip Lining for Slip_ Lining at Four Locations Along Schumann Drive (Transmittal, Proposals) The City Manager said this item was utilizing Shenandoah to slip line four failed culvert pipes along Schuman Drive and he requested approval. There was no public input. Council Member Nunn asked what it would cost to replace the culvert. The City Engineer explained that it is easier to slip line the pipe than close the roads and pay to reconstruct the road. In addition, it would take stormwater crews off the job to tear up/reconstruct the road. MOTION by Council Member Nunn and SECOND by Council Member Dixon to approve the slip lining of the four locations. Roll call: Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Dixon - aye Motion carried. 5-0 23.104 F. Approve Resolution No. R-23-36; Approval of Amendment #1 to the FDOT Public Transportation Grant Agreement (PTGA) for Runway 05-23 Rehabilitation; and Approval for the City Manager to Execute the Appropriate Documents (Transmittal, R-23-36, Amendment, Grant) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, AUTHORIZING THE CITY MANAGER TO EXECUTE A PUBLIC TRANSPORTATION GRANT AGREEMENT (PTGA) WITH THE FLORIDA DEPARTMENT OF TRANSPORTATION FOR FUNDING THE DESIGN COST OF FM451510-1-94-01 "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-23-36. The City Manager said the local portion of the grant was coming out of DST fund. There was no public input. Regular City Council & CRA Meeting December 13, 2023 Page 9 MOTION by Council Member McPartlan and SECOND by Council Member Nunn to approve Resolution No. R-23-36. Roll call: Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Dixon - aye Council Member Jones - aye Motion carried. 5-0 23.212 G. Approve the Purchase of New Security Hardware, Along with the Renewal and Upgrade of Software Licenses from Laver 3 Technologies using the Piggyback of Omnia Partners Contract Number 01-155 in the Amount of $169,360.00 and Authorize the City Manager to Execute all Appropriate Documents (Transmittal, Ouote, Contract, Letter) The City Manager said this item was requesting approval to purchase security hardware. The MIS Manager indicated this hardware was consistent with what other governmental entities are using. There was no public input. MOTION by Council Member Dixon and SECOND by Council McPartlan to approve the purchase of security hardware. Roll call: Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Dixon - aye Council Member Jones - aye Council Member McPartlan - aye Motion carried. 5-0 23.028 H. Approve the Joint Special Event Agreement with the Rotary Club of Sebastian Recreational Foundation, Inc. and Authorize the Mayor to Execute the Appropriate Documents (Transmittal Agreement) The City Manager said the Rotary Club does a great job in giving back to community with the funds they raise for the event. MOTION by Council Member Nunn and SECOND by Council Member Jones to approve the joint special event agreement with the Rotary Club. There was no public input. Roll call: Mayor Dodd - aye Vice Mayor Dixon - aye Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Regular City Council & CRA Meeting December 13, 2023 Page 10 Motion carried. 5-0 23.213 I. Authorize the Purchase of a John Deere 190GW Wheeled Excavator in the Amount of $374,128 from Dobbs Equipment for the Stormwater Department and Authorization for the City Manager to Execute all Appropriate Documents (Transmittal, Ouote, Notice of Award. Ouotes) The City Manager said this excavator was included in this year's budget to replace a 2013 model that is reaching its end of life. MOTION by Council Member Jones and SECOND by Council Member Nunn to approve the purchase of the John Deere excavator and noted they will see more purchases like this one given the stormwater plan presented earlier in the evening. Roll call: Vice Mayor Dixon - aye Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Motion carried. 5-0 23.214 J. Review Resolution No. R-21-32 City Council Meeting Procedures (Transmittal R-21-32. Legislative Markup) Mayor Dodd explained that staff is requesting a change on page 423 that will allow them to hold workshops prior to 5:00 p.m. Council Member Jones asked if they should change the speaking time to 3 minutes. Council Members McPartlan and Dixon said they would prefer to keep the speaking time to 5 minutes. MOTION by Council Member Nunn and SECOND by Vice Mayor Dixon to direct staff to modify the resolution to change the workshop times as suggested in the agenda backup. There was no public input. Roll call: Council Member Jones - aye Council Member McPartlan - aye Council Member Nunn - aye Mayor Dodd - aye Vice Mayor Dixon - aye Motion carried. 5-0 23.214 K. City Attornev Reauest for Direction on Codification of Certain Procedural Matters Relating to Council and Citizen Advisory Boards Including Training on Law, Ethics, and Procedures (Transmittal. R-22-15) Regular City Council & CRA Meeting December 13, 2023 Page 11 The City Attorney said there were a few issues with the citizen advisory boards where it was realized that some training was needed regarding Roberts Rule of Order and decorum. She included a list on page 428 and requested codification of the procedures outlined in the previous resolution. She requested a workshop in the future to further discuss the items. A MOTION was made to codify the meeting procedures and hold a workshop for the other matters at the end of January passed with a unanimous voice vote of 5-0. L. Snow's Space Coast Superior Events — Winter Wonderland (Transmittal, Application, Insurance Certificate, Receipt) The City Manager explained this event is coming to them late because of the recent price increases to rent the park and is actually scheduled for the upcoming weekend however inclement weather is predicted so Ms. Snow would like to change the event dates to the following weekend, December 22, 23, and 24. MOTION by Council Member Nunn and SECOND by Council Member Dixon to approve the Winter Wonderland event in Riverview Park on December 22, 23, and 24 passed with a unanimous voice vote of 5-0. 14. CITY ATTORNEY MATTERS - None 15. CITY MANAGER MATTERS The City Manager advised Council that the agreement for Crab E. Bill's lease at Working Waterfront will expire in March and he asked if they would like to amend the contract to allow Crab E. Bills to operate through the season or let it expire. The City Manager offered the end date to be May 1 st or June 1 St and have them vacate the facility within 60 days after the end date. He advised that they are current with their lease and the City has a property list for the museum. It was the consensus of Council to allow an extension but make sure that there is a clear picture for the termination of the lease and who owns what property. The City Manager wished everyone a Merry Christmas and Happy New Year. 16. The City Clerk wished everyone a Merry Christmas. 17. CITY COUNCIL MATTERS A. Council Member Nunn wished everyone a Merry Christmas. B. Vice Mayor Dixon also wished everyone a Merry Christmas. Regular City Council & CRA Meeting December 13, 2023 Page 12 C. Mayor Dodd asked if there was a feeling to cancel the December 27 h Council meeting. It was the consensus of Council to cancel the meeting and if there is anything pressing, the City Manager can call a special meeting. Mayor Dodd said he had been approached by Mayor Hudson of Ft. Pierce to write a letter of support to have a Brightline station in Ft. Pierce. He asked Council for their support. It was the consensus of Council to have Mayor Dodd to send a letter. Mayor Dodd said there are some issues being run through the House and Senate committees in Tallahassee that include things such as term limits for local officials and since Council won't meet again until January le, he asked if he could put together correspondence to send to legislators as the issues come up. There was no objection from Council. D. Council Member McPartlan announced that Mayor Dodd was installed as the president of the Treasure Coast League of Cities this morning. He said those issues do affect local government and he respects his work with the league. Council Member McPartlan noted that he would like to see a sign constructed at the entrance of the City for the Sebastian Sharks Football Championship; and he noted if It was possible, a sign should also be erected for the 2012 Girls Basketball Championship. It was the consensus of Council to have the City Manager make it happen if it was possible. Council Member McPartlan also wished everyone a Merry Christmas. E. Council Member Jones said after watching the Natural Resources Board meeting, he has been thinking about the number of trees required on new home sites and asked if there was an enforcement mechanism to make sure the required trees are there. The City Manager offered to look into the process to see if changes are warranted. Council Member Jones also asked that the food trucks during the festivals be placed on the street so they are accessible for all that attend the events. The City Manager said that could be addressed in the site plan assessment. Council Member Jones also wished everyone a Merry Christmas and Happy New Year. Council Member Nunn noted when the trees grow they touch everything which is why people pull the trees out and that is where the problem lies; people would like to have more of a yard. Mayor Dodd said this might be a catalyst to look at the landscape code. Regular City Council & CRA Meeting December 13, 2023 Page 13 18. Being no further business, Mayor Dodd adjourned the Regular City Council meeting at 8:25 p.m. Approved at the January 10, 2023 Regular City Council meeting. :i;,� Mayor Ed Dodd Ow SIS ✓L W -6 nette Williams PARCADIS Project Goals & Highlights OStormwater System Mapping and Modeling — Sea Level Rise Analysis — Published Documentation Reviews, GIS System Surveys, report data and tide gauge trend data Condition Assessment, H&H Model Development 0 Capital Improvements Program - O Prepared a 10-yr CIP Program, with capital Stormwater Rate Sufficiency Analysis projects prioritized based on effectiveness. (7 O&M Plan Development — Stormwater Stormwater Quality Analysis — SWIL Dept operations analysis (tasks, labor & O Model, BMAP Credits equipment costs, etc.), minimum maintenance tasks required, calculation of staffing and equipment needs Project Adaptation To Maintain the Project Schedule, the Project Approach was Adapted Lack of Stormwater System Component Data, GIS Map, or H&H Model Data No Detailed Stormwater System Operations Plan No Financial Model of the Stormwater Department No O&M Activity Analyses No 10-Year CIP Program Funding Analysis 01ARCADIS Rented Survey Equipment, Deployed Survey Team, Reviewed Hundreds of Archived City File Documents Inspected and Surveyed System Components, Acquired System Data for H&H Model and Built the GIS Map Analyzed Current O&M Activities and Created Proposed Operations Plan Q9- Based on Minimum Needed Activities Created 10-Year Financial Model of the Stormwater Department to Verify Revenues Could Support Proposed O&M and Capital Projects Plan 12 December 2023 Stormwater System Mapping and Modeling SWMS Asset Inventory (5,039 features) • 756 bulkheads • 2,381 inlets/nodes • 1,875 conduits (canals, ditches, etc.) • 27 outfalls H&H Model -A dynamic 1D Hydrologic and Hydraulic (H&H) computer model of the stormwater network was developed to evaluate the system performance in response to various conditions. Model Results - The existing stormwater network performance was evaluated for the 10yr-24hr, 25yr-24hr, and the 100yr-24hr design storm events • H&H model showed many locations across the City experience flooding for more than two hours under the 10yr-24hr, 25yr- 24hr, and 100yr-24hr design storm events Nqe SenyhdlleN�M�M1wn rviN�. M1cy„ 1AARCADIS PARCADIS Stormwater Quality • State water quality standards are regulated by FDEP and include Total Maximum Daily Load Requirements for Total Nitrogen (TN) and Total Phosphorus (TP) for the Indian River Lagoon • City's allowable loadings were established under the Central Indian River Lagoon Basin Management Action Plan as follows: Total Phosphom (TP) 8.901 3.84 6.015 67.6 2,886 • The City is progressing towards meeting its required reduction goals. To date, the City has begun or completed 16 management actions (projects), resulting in load reduction credits of 5,223 lbs./year of TN (15.7% of required reduction) and 620 lbs./year of TP (10.3% of required reduction) • While the City's performance appears to be lower than the overall progress reported for CIRL Project Zone SEB, the City has not yet received reduction credits for seven completed projects, including the Stormwater Park. That single project may account for a significant part of the City's required reduction goals. Updated 10-yr Capital Improvement Program Capital Improvement Project Criticality vs. Effectiveness 1. Reprioritized projects based on criticality, effectiveness, and funding availability 90% 2. Approximately $800k to $1.3M per year for a0% 10 years v 70% 3. Based on available funds from the q Department, other City funding sources, 0 9 and outside sources. z , N 4. Many CIP projects that would improve the aa% SWMS performance can be completed with 2D% available City funds 10% P ARCADIS o% 0% 10% 20% 30% A. 50% 6 70% 80% 90% 100% Effectiveness I%of total score) Stormwater Operations Analysis In coordination with City staff, Arcadis developed an MS -Excel O&M model that calculates the full labor and equipment cost per hour and applies them to each activity based on labor crew size and composition and equipment used Costs for maintenance activities performed by City contractors were also included in the total cost calculations The model generates a breakdown of total costs and full-time equivalent labor required for each maintenance activity on an annual basis • Visual Inspections • Swale Cleanin • Inlet/Pipe Cleaning • Channel Regrading Based on the results of the analysis, additional maintenance activities, staffing • Mowing and equipment are required to meet • Aquatic Weed minimum maintenagr.e leyttls needed for the Control City's stormwa ant system • Canal Dredgir PARCADIS ministration :)ervisors trical Support Id Crews ;kup Trucks cavators imp Trucks Mars ctor Trucks 12 December 2023 Sea Level Rise Based on the data available, the estimated increase in mean sea levels through 2050 are not expected to have a significant effect on the performance of the City's SWMS • Relative sea level along the contiguous U.S. coastline is expected to rise on average as much over the next 30 years (0.25-0.30 m from 2020 to 2050) as it has over the last 100 years (1920-2020)` • Tidal data collected from the National Oceanic and Atmospheric Administration (NOAA) Tide Station closest to the City of Sebastian from 1994 to 2022 show the mean sea level elevation increasing at a rate of approximately 0.5 feet (0.15 m) between 2020 and 2050 and the maximum sea level elevations increasing at a rate of approximately 0.6 feet (0.18 m) over the same period. These rates appear to be generally consistent with the lower range of the 0.25 — 0.30 m increase projected in the report. ARCADIS NOAA Station No. 8721604 - Trident Pier, Port Canaveral, FL Historical Water Surface Elevation Data 1994-2022 (Feet, Relative to MSL) Mean M, —Maa Call I ..... -"near lMwn W54 ..1 unwr iM"WAi 'Source: Global and Regional Sea Level Rise Scenarios for the United States: Updated Mean Projections and Extreme Water Level Probabilities Along U.S. Coastlines. U.S. Sea Level Rise and Coastal Flood Hazard Scenarios and Tools Interagency Task Force, February 2022. 12 oncan,ner 1021 ARCADIS Conclusions & Recommendations • Increase Funding — The financial analysis showed that the current Stormwater Department revenues were insufficient to fund minimal O&M activities. The City's stormwater fees have not changed since 2018. • Increase SWMS Maintenance Activities — The current level of effort is insufficient to operate and maintain the SWMS at minimum levels. • Increase Stormwater Department Staffing - Based on the labor needs to perform the minimum level of maintenance on the City's SWMS, ten additional FTE positions will be needed. • Modernize and Increase the Capital Equipment Fleet — Additional equipment resources are needed to operate and maintain the SWMS at minimum levels. • Reprioritized 10-Year CIP Program - The CIP projects were reorganized and scheduled based on available funding to prioritize the most cost-effective projects. Large canal projects were postponed as no funding is available. Completion of key projects are expected to improve SWMS performance. • Increase Available Canal Storage Volume - Include an adjustable weir in the Concha Dam replacement design to allow the City to decrease canal water elevations by approximately 1.5 feet. This will increase the storage capacity of the canal system available at the beginning of a storm event and will reduce peak discharges to the South Prong of the St. Sebastian River. • Establish a Certification Program for Private Systems - Ensuring that privately -owned BMPs are properly operated and maintained is very important, as they typically discharge into the City's SWMS. For this reason, it is recommended that the City establish a program for annual certifications for all privately -owned stormwater systems. 1, __._mnrzC 3 ARGADIS Financial Analysis • Arcadis prepared a Revenue Sufficiency Analysis and forecast for the City's Stor mwater Department for FY2022 through FY2031 • The Revenue Sufficiency Analysis is a determination of the annual revenue from rates which, combined with other sources of funds, will provide sufficient funds to meet the fiscal requirements of the system. • The O&M model prepared by Arcadis estimates that the Department has a need of approximately twenty FTEs versus the fourteen FTEs currently budgeted. • The O&M model prepared by Arcadis assumes an increase in need of operating equipment associated with maintenance activities due to increased maintenance frequencies for some activities and the resulting projected operational hours of equipment. • All capital projects and capital outlay (vehicles, equipment, etc.) during the forecast period assume full funding via the DST Fund or an alternative third -party funding source. No capital in the financial model is currently being funded from operating revenues or fund balance/cash reserves. The revenue requirements and financial goals of the Department during the forecast period identified the need for additional revenue. The annual adjustments required during the forecast period are as follows: o October 1, 2023: 41.00% revenue increase. If applied to the Stormwater Fee, the monthly fee would increase approximately $4.10 per customer, from $10.00 to $14.10. o October 1, 2024 (and annually thereafter): 3.00% revenue increase. St..tw NOlryte enueWM Pevenuwvs. Fipenus "s SaA 5a5 SaA ` sss va ss Ma xmt xma xms —4Y,M —UNOu� 1p16 =7 Ma =9 2M xwt 12 [)armmt;cr :±U3'7 Questions? PARCADIS 12 December 2029 PARCADIS Why Does The Revenue Need To Be Increased? Stormwater Fee vs. Cost Escalation (CPI) 519.ao Set .423 \ Escalated Cost $2.42 $12.50 $12.00 $11.50 $11.00 $10.50 $10m $9.50 59.00 w n n n Q —Stormwater FeeCost Escalatlon 12 Dem ber 2023 SOLID WASTE BILLING OPTIONS IRC Tax Collector: Payment to Waste Management $ (3,087,216.80) Amount Billed (No Franchise Fee) $ 3,087,216.80 3.6% Discount for Early Payments (111,139.80) 2.0% Fees by Tax Collector (59,521.54) Net Amount Collected $ 2,916,555.46 Annual Deficit Without Franchise $ (170,661.34) Annual Deficit With 3% Franchise $ (83,164.69) Annual Balance With 6% Franchise $ 4,331.98 Assumed Collection @ 95% Rate I nitial City Staff Annual Cost Forms and Supplies Postage $.60 Letters Pricing per Bill Annual Contracted Cost: Annual Deficit Without Franchise Fee Annual Deficit With 3% Franchise Fee Annual Deficit With 6% Franchise Fee City Bills Company A $ (3,087,216.80) $ 3,087,216.80 $ 2,932,855.96 (100,000.00) (5,000.00) (92,462.00) (13,303.68) $ (365,126.52) $ (277,629.86) $ (190,133.19) City Bills Company B $ (3,087,216.80) $ 3,087,216.80 $ 2,932,855.96 (100,000.00) (5,000.00) (92,462.00) (22,278.00) $ (374,100.84) $ (286,604.18) $ (199,107.51) Plus First Year Equipment (Envelope Stuffer/PC) $ (50,000.00) $ (10,000.00) Plus Company Charge for Set-up $ (5,000.00) $ (44,363.00) By Contract "All $ (3,087,216.80) $ 3,087,216.80 $ 2,932,855.96 (45,000.00) (1,000.00) (92,462.40) (30,820.80) $ (323,644.04) $ (236,147,38) $ (148,650.71) $ (2,500.00) $ (1,500.00) By Contract "B" $ (3,087,216.80) $ 3,087,216.80 $ 2,932,855.96 (45,000.00) (1,000.00) (151,210.00) $ (351,570.84) $ (264,074.18) $ (176,577.51) By Contract 11C11 $ (3,087,216.80) $ 3,087,216.80 $ 2,932,855.96 (45,000.00) (1,000.00) (269,073.00) (15,000.00) $ (484,433.84) $ (396,937.18) $ (309,440.51) $ (2,500.00) $ (2,500.00) SOLID WASTE BILLING OPTIONS IRC Tax Collector: Payment to Waste Management $ (3,087,216.80) Amount Billed (No Franchise Fee) $ 3,087,216.80 3.6% Discount for Early Payments (111,139,80) 2.0% Fees by Tax Collector (59,521.54) Net Amount Collected $ 2,916,555.46 Annual Deficit Without Franchise $ (170,661.34) Annual Deficit With 3% Franchise $ (83,164.69) Annual Balance With 6% Franchise $ 4,331.98 Assumed Collection @ 90% Rate I nitial City Staff Annual Cost Forms and Supplies Postage $.60 Letters Pricing per Bill Annual Contracted Cost: Annual Deficit Without Franchise Fee Annual Deficit With 3% Franchise Fee Annual Deficit With 6% Franchise Fee City Bills Company A $ (3,087,216.80) $ 3,087,216.80 $ 2,778,495.12 (100,000.00) (5,000.00) (92,462.00) (13,303.68) $ (519,487.36) $ (431,990.70) $ (344,494.03) City Bills Company B $ (3,087,216.80) $ 3,087,216.80 $ 2,778,495.12 (100,000.00) (5,000.00) (92,462.00) (22,278.00) $ (528,461.68) $ (440,965.02) $ (353,468.35) Plus First Year Equipment (Envelope Stuffer/PC) $ (50,000.00) $ (10,000.00) Plus Company Charge for Set-up $ (5,000.00) $ (44,363.00) By Contract "All $ (3,087,216.80) $ 3,087,216.80 $ 2,778,495.12 (45,000.00) (1,000.00) (92,462.00) By Contract tl B" $ (3,087,216.80) $ 3,087,216.80 $ 2,778,495.12 (45,000.00) (1,000.00) By Contract 11CH $ (3,087,216.80) $ 3,087,216.80 $ 2,778,495.12 (45,000.00) (1,000.00) (269,073.00) (30,820,80) (151,210.00) (15,000.00) $ (478,004.48) $ (505,931.68) $ (638,794.68) $ (390,507.82) $ (418,435.02) $ (551,298.02) $ (303,011.15) $ (330,938.35) $ (463,801.35) $ (2,500.00) $ (2,500.00) $ (2,500.00) $ (1,500.00) $ $ Notes on Sebastian Storm Water master plan, Dec. 13 2023. Graham Cox, 1213 George Street Sebastian Thanks to Karen Miller, Public Works director, for guiding this plan forward. I have asked her about the plan at every opportunity. She has answered each of my queries with a smile. This is an impressive, detailed report on the size and complexity of the city's stormwater management challenges. I have skimmed and quickly read most of the eleven sections and the ten appendices. I now need to go back through each chapter and understand the details. I am willing to bet that most people, including Council members and certainly me, want more time to read and absorb the details. The report does include a section called SWMP Cliff Notes, Even though it is a summary it is still more than 50 pages. This brings me to the major point of my comments: I am urging city council to delay adopting and moving ahead with the report's findings until we have had time to read and digest the report. It has taken two years plus to compile the data and write the text. Two more weeks to read and digest it is not too much to ask. To get public understanding and support I ask that you give the reader a couple of weeks through the holidays to read and understand the details. Though I appreciate the cliff notes — signed off by Ms. Miller -- we have got to find a way to condense the report still further — say, down to four pages! An exec summary should state the problems, should spell out alternative solutions and should leave the reader knowing that there is a big price tag to pay. It should a set a timetable to implement the action steps, and the reader should know what the priority projects are, that is, what are the biggest problems and what will it take to fix them. To accompany the executive summary you need a press release that hits the highlights — their number one question is: what will this all cost, where will the money come from, and can the city secure state and federal grants to share the cost burden? I am going to suggest that the City Public Works and community development staff together set up workshops —not a hearing, not an antagonistic forum but true workshops at which the city staff and the engineering consultant spell out in clear language what the issues and solutions could be. And answer questions from the public. We can wait till after the New Year to do this. It is crucial that community members understand and support the actions outlined in the plan. Our collective engagement and cooperation will be essential for successfully moving this plan forward. The 400 plus recommendations will impact every resident and every neighborhood in the city. Thank you.