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HomeMy WebLinkAbout05041994 City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 AGENDA SEBASTIAN CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 4, 1994 - 7:00 EM. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL PROPOSED ORDINANCES AND INFORMATION ON ITEMS BELOW MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAIN STREET, SEBASTIAN, FLORIDA. Individuals shall address the City Council with respect to agenda items immediately prior to deliberation of the item by the City Council if they have signed the sign-up sheet provided prior to the meeting - limit often minutes per speaker (R-93-19) Introduction of New Business from the Public shall not be allowed at City Council Workshops (R-93-19). 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL AGENDA MODIFICATIONS iADDITIONS ANDIOR DELETIONS) items not on the written agenda may be added only upon unanimous consent of the Council members present (Resolution No. R-93-19). 5. ANNOUNCEMENTS 93.245 94.003 94.003 94.019 94.120 94. 121 94.122/ 93.064 94.123 6. CONSENT AGENDA Ail items on the consent agenda are considered to be routine and will be enacted by one motion. There will be no separate discussion of consent agenda items unless a member of City Council so requests; in which event, the item will be removed and acted upon separately. Bid Award - City Hall Storm Covers - Florida Shutters, Inc. (Low Bid) - Alternate Bid $10,058.00 (Director of Community Development Transmittal dated 4/26/94, Bid Tabulation, Bid Specifications) Accept Resignation of Wayne Tozzolo from Equity Study Commission (city Clerk Transmittal dated 4/26/94, Tozzolo Resignation dated 4/26/94) Approve Councilmember Damp Appointment of Thomas Randall Cecrle to Equity Study Commission (City Clerk Transmittal dated 4/27/94) CITY ATTORNEY MATTERS CITY MANAGER MATTERS WORKSHOP ITEMS Hartman and Associates - Presentation - Water and Wastewater Master Plan - 60% Draft (Utilities Director Transmittal dated 4/25/94, Report Distributed Previously) City Reorganization and Related Matters (To Be Distributed) Proposed Resolution No. R-94-24 - City Attorney Contract (City Clerk Transmittal dated 4/29/94, Torpy Letter dated 4/27/94, Proposed R-94-27) Discuss Proposed ordinance Nos. 0-94-05 and 0-94-06 - Tree Protection (Director of Community Development Transmittal dated 4/27/94, Proposed 0-94-05, Proposed 0-94-06, Homeowner's Packet) Southern Bell Request to Install Cabinet on City Property (City Engineer Transmittal dated 4/27/94, Norris Letter dated 4/19/94, Drawings) 2 10. MAYOR AND CITY COUNCIL MATTERS A. Mr. Frank Oberbeck B. Mayor Arthur Firtion C. Vice-Mayor Carolyn Corum D. Mrs. Norma Damp E. Mr. Robert Freeland 11. ADJOURN ANY PERSON WHO DECIDES TO APPEAI~ ANY DECISION MADE BY THE CITY COUNCIL WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING (OR HEARING) WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (286.0105 F.S.) IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. PUBLIC INPUT ON AGENDA ITEMS SIGNUP SHEET MAY 4, 1994 WORKSHOP (Use this form ONLY for input on items on the prepared agenda EXCEPT for public hearings which have their own signup sheets. You will now speak immediately prior to the subject after being recognized by the Mayor. SUBJECT . [ ~ . ~ ADDRESS ITEM NO SUBJECT : '~-o~, NAME : ADDRESS : ITEM NO.: SUBJECT : NAME : City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 MINUTES SEBASTIAN CITY COUNCIL WORKSHOP MEETING WEDNESDAY, MAY 4, 1994 - 7:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA ALL PROPOSED ORDINANCES AND INFORMATION ON ITEMS BELOW MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK, CITY HALL, 1225 MAIN STREET, SEBASTIAN, FLORIDA. 1. Mayor Firtion p.m. 2. The Pledge of 3. ROLL CALL City Council Staff Present: called the workshop to order at 7:00 Allegiance was recited. Present: Mayor Arthur Firtion Vice Mayor Carolyn Corum Mrs. Norma Damp Mr. Robert Freeland Mr. Frank Oberbeck City Manager, Joel L. Koford City Attorney, Charles Nash Assistant City Attorney, Richard Torpy Director of Community Development, Bruce Cooper Utilities Director, Richard Votapka Deputy City Clerk, Sally Maio Administrative Secretary, Joanne Sandberg cit~ Council Workshop May 4, 1994 Page Two 94.119/ 93.245 94.003 94.003 AGENDA MODIFICATIONS (ADDITIONS AND~OR DELETIONS) Items not on the written agenda may be added only upon unanimous consent of the Council members present (Resolution No. R-93-19). None. 5. ANNOUNCEMENTS None. 6. CONSENT AGENDA Ail items on the consent agenda are considered to be routine and will be enacted by one motion. There will be no separate discussion of consent agenda items unless a member of city Council so requests; in which event, the item will be removed and acted upon separately. Bid Award - city Hall Storm Covers - Florida Shutters, Inc. (Low Bid) - Alternate Bid $10,058.00 (Director of Community Development Transmittal dated 4/26/94, Bid Tabulation, Bid Specifications) Accept Resignation of Wayne Tozzolo from Equity Study Commission (City Clerk Transmittal dated 4/26/94, Tozzolo Resignation dated 4/26/94) Approve Councilmember Damp Appointment of Thomas Randall Cecrle to Equity Study Commission (city Clerk Transmittal dated 4/27/94) The City Manager read the consent agenda in its entirety. MOTION by Corum/Damp I move to approve items A, B, and C of the consent agenda. ROLL CALL: Mrs. Corum - aye Mrs. Damp - aye Mr. Freeland - aye Mr. Oberbeck - aye Mayor Firtion - aye MOTION CARRIED 5-0 2 city Council Workshop May 4, 1994 Page Three 7. CITY ATTORNEY MATTERS The City Attorney reported on the L.I. Tree/Fey and Fischer and Sons lawsuits. 8. CITY MANAGER MATTERS The city Manager reported on a meeting held last night with Golf Course membership, noting his recommendation to change the membership date from October to December. 9. WORKSHOP ITEMS 94.019 ae Hartman and Associates 2 Presentation ~ Water and Wastewater Master Plan - 60~ Draft (Utilities Director Transmittal dated 4~25/94, Report Distributed Previously] The Utilities Director introduced Gary Revoir, Project Manager, Hartman and Associates, Inc., who gave a brief overview of the firm's evaluation and projections for the water and wastewater system, discussed relief for the THM problem by ammoniation, and stated that the next presentation will be at the 90% stage. city Council discussion and inquiries followed. TAPE I - SIDE II (7:49 p.m.) A lengthy discussion continued. Mayor Firtion called recess at 8:20 p.m. and reconvened the workshop at 8:30 p.m. Ail members were present. City Council discussion continued. Mr. Revoir said the 90% report will be submitted in two weeks and the report will be final in early June. It was the general consensus of city Council that water expansion for development along the commercial U.S. 1 corridor be looked at. The City Manager stated that he and the Utilities Director have met on funding sources for improvements and that those will be included in the next budget amendment. cit~ Council Workshop May 4, 1994 Page Four TAPE II - SIDE I (8:46 p.m.) 94.120 B. ~ Reorganization and Related Matters (To Be Distributed) The City Manager discussed several options to create needed space for the Utilities Department as stated in his memo dated May 2, 1994 distributed at this meeting (see attached). It was the consensus of city Council to concur with moving the Utilities Department to the "Teen Center" at this time (Option A). The city Manager reiterated his recommendation on restructuring staff positions as stated in his memo to city Council dated May 4, 1994, distributed at this meeting (see attached). It was the consensus of City Council to concur with the city Manager's recommendation. 94.121 Proposed Resolution No. R-94-24 - City Attorney Contract (City Clerk Transmittal dated 4/29/94, Torpy Letter dated 4/27/94~ Proposed R-94-27) City Council discussion took place. Mrs. Damp suggested thirty day termination by either party. Mr. Oberbeck concurred with the proposed agreement. Mrs. Corum and Mayor Firtion suggested looking at other firm's proposals. Mr. Freeland concurred with the proposal. The City Manager suggested that the recommended change be discussed. The City Attorney said that a contract on a thirty day basis would not work for his firm. The City Manager suggested extending the current contract, scheduled to expire May 11, 1994, for an additional ninety days. The city Attorney requested that he be given an opportunity to speak to Attorney Torpy prior to committing to the ninety day extension. city Council concurred to come back to this item. city Council Workshop May 4, 1994 Page Five 94.122/ D. 93.064 Discuss Proposed Ordinance Nos. 0-94-05 and 0-94-06 - Tree Protection (Director o_~f Community Development Transmittal dated 4~27~94~ Proposed 0-94-05, Proposed 0-94-06, Homeowner's Packet) Mayor Firtion suggested that, in light of recently submitted language amendments, the proposed ordinances be sent back to Planning and Zoning. City Council discussion followed. The Director of Community Development noted the options suggested in the language submitted by a resident had been looked at before by a previous City Council. Donna Starck, 541 Melrose Lane, Sebastian, addressed city Council on her submitted language amendments and read a prepared statement. Mr. Oberbeck was excused from 9:27 p.m. to 9:29 p.m. TAPE II - SIDE II (9:33 p.m.) Ms. Starck continued her prepared statement. Wally Kramer, Micco, spoke on the menace of location of pine trees adjacent to homes. Charles Stachel, 1698 Coral Reef Street, Sebastian, urged returning the ordinances to Planning and Zoning to prevent clear cutting. City Council discussion followed. Following some discussion, it was the consensus of of City Council to conduct a workshop with Planning and Zoning. The City Manager said staff will schedule the meeting and come back to city Council with a recommendation. 94. 123 Southern Bell Request t_9o Install Cabinet on City Property ~ Engineer Transmittal dated 4/27/94, Norris Letter dated 4/19/94, Drawings) The City Attorney said only a general consensus was needed at this time and that an agreement will be brought back with an indemnification clause. City Council concurred and the city Manager said the appropriate documentation would be brought back to City Council. 5 city Council Workshop May 4, 1994 Page Six 10. 11. At this time, the City Attorney stated he would be willing to extend his contract for ninety days. City Council concurred with the extension. MAYOR AND CITY COUNCIL MATTERS A. Mr. Frank Oberbeck Mr. Oberbeck commented on the previous City Council meeting he had listened to while home ill; and defined the word "council". B. Mayor Arthur Firtion Mayor Firtion said what he does is for the good of the City. C. Vice-Mayor Carolyn Corum Mrs. Corum inquired about the police station air quality problem; and suggested that live oaks rather than laurel oaks be planted at Creative Playground. D. Mrs. Norma DamE Mrs. Damp inquired about the final for First Union Bank relative to handicap access; and suggested that handicap access be considered when Schumann Park improvements are made. E. Mr___~. Robert Freeland Mr. Freeland noted all residents who sign up to speak are allowed to speak for ten minutes; read a statement quoting Mayor Firtion's comments from the last meeting and a letter from Carol Harrison, relative to the Golf Course pro shop, into the record (see attached). Being no further business, Mayor Firtion adjourned the workshop at 10:15 p.m. 6 cit~ Council Workshop May 4, 1994 Page Seven Approved at the Meeting. O' Halloran, CMC/AAE , 1994, City Council Arthur L. Firtion, Mayor 7 City of Sebastian 1225 MAIN STREET c~ SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 MEMORANDUM DATE: May 2, 1994 TO: Mayor Firtion, & Sebastian City Council Members FROM: Joel L. Koford, City Manager RE: Relocation of Utilities (Administration) The current work space requirement for the proper administration of Utility admirdstrafive and associated customer service, including the accounting function, is approximately 1200 square feet. The current work space area available in City Hall for Utility administration is 250 square feet. The Utility accounting function is currently co- mingled with other finance activities. The customer service area is in the hallway. The available storage and active file space is extremely limited and the current configuration to accommodate expansion in City Hall is the second floor. This area would require a total renovation, including air conditioning. It may also require an elevator sometime in the future. The current estimate for construction to upgrade the second level of City Hall is $65 per square foot. The second floor is approximately 4500 square feet and the cost therefore, would be $292,500. This figure does not include the elevator. The Finance Department has a work space requirement for 1800 square feet, and they currently occupy less then 1000 square feet. Between the two functions of Finance and Uhlities the required work space is 3000 square feet. The transfer of Utility administration and Utility accounting from City Hall to another location would only provide temporary relief for the Finance Department. Also, the future work space storage and public accommodations indicate that the current facilities are inadequate to accommodate growth. The following represents the projected requirements. UNIT CURRENT ACTUAL OVER(UNDER) Finance 1800 Square Feet 1000 Square Feet (800) Utilities 1200 Square Feet 250 Square Feet (1000) A new facility construction cost would vary between $45 - $80 per square foot, not including impact fees. The current location of the Council Chambers eliminates 2500 square feet of available space for City Hall growth. The cost of renovating the "Teen Center" is approximately $17,000. The cost of erecting a separate facility for the City Council is estimated at $157,094. (See attachment "A") OPTION A 1. Relocate Utility administration and Utility accounting to the "Teen Center". (See attachment "B") Estimated Cost: Computer/Telephone Line Rental: Estimated Total 17,000 2,500 !9,500 2. Budget the construction funds over two budget (fiscal) years to construct a new City Council Chambers. Estimated Cost: $ 5 3. Upon completion of the new facility, relocate Utilities/nto part of the space vacated by the City Council. The remainder of the space vacated would be d/vided up between Finance (less the Data Center) and Engineering. Total Cost: $ 19,500 157._094 OPTION B $ 17_2.i74 1. Relocate Utility administrative and' Utility accounting to the "Teen Center". 2. Renovate the second floor and dedicate 1800 square feet for the Finance Department. Renovation Estimate Costs: Renovation 2nd Floor: Total $ 17,000 292fi00 $ OPTION C 1. Renovate the second floor of City Hall and relocate the Finance Department and transfer Utility administration and Utility accounting into the Finance area on the first floor. Estimated Cost: $ 292,.500 OPTION D 1. Maintain current occupancy and wait until the Utility Department is capable of financing their own consmaction project. The current estimate would be two to three years. General Comments: Regardless of where we locate the Utilities Department, they are liable for rent ' as long as they do not occupy their own structure. We must also be mindful of the fire code and the el/m/nation of work hazards. Recommendation: (In Priority) 1. Option A 2. Option B PnOJECT NO. City of Sebastian ~OST OFF,CE .ox .~o,27 o re, AS?,^...~0.,0^ 3297. gHE[l I ur tl~ TYPE ESTIMATE ~[ P~-eJ. tminapy ~ Final 0 DATE OESCnIPrION QUANTITY LABOR 'NO. UNi~ --P~n UNITS MEAS UNIt (MH] [$}_MATERIAL PER TOTAL TOTAL UNIT TOTAL COST .. / UTILITY IO'd PROPOSED ADMINISTRATION PROPOSED UTILiTY ACCOUNTING i,,--r 7~0 MAI~ Attachment "~" . City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 n FAX (407) 589-5570 MEMORANDUM DATE: TO: FROM: RE: May 4, 1994 Mayor Firtion and Sebastian City Council Members ,loel L. Koford, City Manager Internal Control - Sebastian Mnnlcipal Golf Course The recent report of our Golf Course operations as submitted by Hoyman, Dobson & Company, P.A., provided many suggestions and recommendations for improvements. I propose therefore, to reassign the Finance Director, Marilyn Swichkow, to a position of Special Assistant to the City Manager and address this problem immediately. Upon completion, she would then devote sufficient time and energy toward the newly acquired Utilities and developing the appropriate purchasing/inventory control system for the total City. These three areas require our mediate attention in order to implement the appropriate changes and safe guards. I recommend Mr. Chris Moore, CPA, become the Acting Finance Director during this period. /jmt May ~, 199~ City Council. At the April ~?th meeting Mayor Firtion erroniously stated that a member of the council too;-, m competitor ou± to the golf course because they discounted prices. At that time ] had ladies come into my store complaining that my prices on David Smith shorts and tops were way out of line and the same items could be purchased at the golf course for less than half of my cost. I assumed that the vendor must have m different cost for the golf' course, than they were charging me for the same merchandise. I contacted the vendor and was assured that the golf course paid the same price that I was charged. In fact, they sent me a copy of the invoice signed by the Pro Mr. Delarme. I was irritated as any merchant would be to find that items were being sold for less than cost at the golf course. I also knew that it was new inventory since I had just received my initial shipment from David Smith Company. This was not goods that had been on the shelf for a long time. My next step was to contact Mi-. McClary but he showed no interest. I then called Mrs. Damp, Mr. Oberbeck and Mr. Freeland. Mr. Oberbeck said he would like to see some invoice figures. Mr. Freeiand also said he would like to see some evidence that the pricing was below cost. I assume they wanted accurate information.~ so they could deal with facts. I asked Mr. Freeland to meet me at the golf course where I could show him prices charged for each item by the D@vid Smith Company. Mr. Freeland agreed to meet me at the pro shop along with my husband, to compare invoices and pricing. We did not discuss this with any personnel at the course. Mr. Freeland suggested that I call the Finance Director since she was aware of other problems at the golf course an~ would make sure these types of problems are corrected. A Oay or so later the Finance Director called me and assured me that things would be taken care of as soon as possible. To me this was a conclusion and I was surprised to hear it brought up by Mr. Fiction at the April a?th meeting I decided a true version should be or, record. Carol Harrison City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (407) 589-5330 [] FAX (407) 589-5570 SUBJECT: Correction to 5/4/94 City Council Minutes APPROVED FOR SUBMITTAL BY: City Manager: ~~ AGENDA FORM ) Agenda No. ~% ) Dept. Origin ~ Cler ) ) Date Submitted 5J19194 ) ) For Agenda Of 5/25/94 ) ) Exhibits: Kilkelly and Gardinier Applications EXPENDITURE AMOUNT REQUIRED: N/A BUDGETED: N/A APPROPRIATION REQUIRED: N/A SUMMARY STATEMENT The May 4, 1994 City Council Workshop minutes were approved at the May 11, 1994 Regular Meeting. It has been brought to our attention by Councilmember Damp that an error exists on page three, city Manager Matters. The sentence, "The City Manager reported on a meeting held last night with Golf Course membership, noting his recommendation to change the membership date from October to December.", should actually read, "The City Manager reported on a meeting held last night with Golf Course membership, noting his recommendation to change the membership date from December to October." RECOM'MENDED ACTION Move to amend the May 4, 1994 City Council Workshop minutes as recommended. Regula~ city Council Meeting May 25, 1994 Page Three 94.143 94.144 CONSENT AGENDA All items on the consent agenda are considered to be routine and will be enacted by one motion. There will be no separate discussion of consent agenda items u~less a member of City Council so requests; in which event, the item will be removed and acted upon separately. Approval of Minutes - 5/11/94 Regular Meeting, 5/18/94 Special Meeting Correct 5/4/94 Minutes - Page Three Re: Golf Course Membership Dates· ~SO~UTION NO. R-94-23 - Vacation of Easement (City Clerk Transmittal dated 5/6/94, Application, Survey, Letters of No Objection) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, VACATING, ABOLISHING, ABANDONING AND DISCONTINUING THE SOUTHWEST SIX FEET OF LOT 16 AND THE NORTHEAST SIX FEET OF LOT 17, PUBLIC UTILITY AND DRAINAGE EASEMENT, BLOCK 256, SEBASTIAN HIGHLANDS UNIT 10, ACCORDING TO THE PLAT THEREOF, RECORDED IN PBI 6-37G, PUBLIC RECORDS OF INDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH; PROVIDING FOR RECORDING; AND PROVIDING AN EFFECTIVE DATE. RESOLUTION NO. R-94-~9 - Vacation of Easement (City Clerk Transmittal dated 5/19/94, R-94-29, Application, Survey, Letters of No Objection) A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, VACATING, ABOLISHING, ABANDONING AND DISCONTINUING THE WEST FIVE FEET OF LOT 15 AND THE EAST FIVE FEET OF LOT 16, PUBLIC UTILITY AND DRAINAGE EASEMENT, BLOCK 83, SEBASTIAN HIGHLANDS UNIT 2, ACCORDING TO THE PLAT THEREOF, RECORDED IN PBi 5-34, PUBLIC RECORDS OF iNDIAN RIVER COUNTY, FLORIDA; PROVIDING FOR REPEAL OF RESOLUTIONS OR PARTS OF RESOLUTIONS IN CONFLICT HEREWITH; PROVIDING FOR RECORDING; AND PROVIDING AN EFFECTIVE DATE. 3 Regular City Council Meeting May 25, 1994 Page Four 94.145 94.146 94.147 G. 94.148 H. 94.149 I. 94.150 J. Bid Award - Schumann Park Tennis Cour~ Resurfacing - Low Bid - Accurate Tennis Courts - $3,053.00 (City Engineer Transmittal dated 5/16/94) Bid Waiver - Sole Source - Melrose Street Resurfacing - Asphalt Recycling ($6,500.00) and Marianna Asphalt ($4,421.70) (City Engineer Transmittal dated 5/19/94) Louis J. Leone - Specimen Tree Removal Request - One Pine - Lot 6, Block 296, Sebastian Highlands, Unit 11 (Director of Community Transmittal dated 5/12/94, Application and Survey) Emma J. Denton - Specimen Tree Removal Request - One Pine - Lot 13, Block 169, Sebastian Highlands, Unit 5 (Director of Community Transmittal dated 5/12/94, Application and Survey) Ed & wilma Adler - Specimen Tree Removal Request - One Pine - One Eucalyptus - Lot 18, Block 67, Sebastian Highlands, Unit 2 (Director of Co,unity Development Transmittal dated 5/17/94, Application and Survey) Sally Pietz - Specimen Tree Removal Request - One Oak - Lot 17, Block 365, Sebastian Highlands, Unit 11 (Director of Community Development Transmittal dated 5/19/94, Application and Survey) The city Manager read the consent agenda in its entirety. The City Attorney read titles for Resolution Nos. R-94-23 and R-94-29. Mrs. Damp removed items F, H and J. MOTION by Oberbeck/Freeland I move for the approval of items A, B, C, D, E, G, and I of the consent agenda. ROLL CALL: Mrs. Damp - aye Mr. Freeland - aye Mr. Oberbeck - aye Mayor Firtion - aye Mrs. Corum - aye MOTION CARRIED 5-0