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HomeMy WebLinkAbout06101996 City of Sebastian 1225 MAIN STREET [] SEBASTIAN, FLORIDA 32958 TELEPHONE (561) 589-5330 [] FAX (561) 589~5570 MINUTES SEBASTIAN CITY COUNCIL WORKSHOP WEDNESDAY, JUNE 10, 1996 - 1:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor Cartwright called the workshop to order at 1:00 p.m. ROLL CALL City Council Pr~ent; Mayor Louise Cartwright Vice Mayor Walter Barnes Mrs. Norma Damp Mr. Raymond Halloran Mr. Richard Taracka Staff Pres~llt; City Manager, Thomas Frame City Attorney, Valerie SeRies City Clerk, Kathryn O'Halloran Finance Director, Joel Haniford Public Works Director, Richard Votapka Building Official, George Bonacci City Planner, Robert Massarelli Acting Chief of Police, Dave Puscher Human Resources Director, Wendy Widmann Purchasing Agent, Paul Wagner Deputy City Clerk, Sally Maio Also Pre~¢nt: Consulting Engineer, John Hill Dr. David Sullivan, Provost, IRCC City Council Workshop June 10, 1996 Page Two 96.119 Item 1. Strategic Plmming - Dr, David Sullivan. Indian River Community College The City Manager recommended Council consider strategic planning to develop goals and objectives for the City of Sebastian. it was the consensus of Council, rather than following the order of the agenda, that each Council member would address one of his or her items in rotation. Discussion took place on public input for this workshop. Mayor Cartwright noted that the current procedures resolution calls for no public input at workshops and perhaps that procedure can be changed. Dr. Sullivan gave a brief presentation on strategic planning. He distributed a City of Sebastian Strategic Planning Proposal (see attached). This item was placed on the June 26, 1966 agenda for formal approval. Further discussion took place on workshops and when public input was merited. The City Attorney suggested that the public workshop forum be used more frequently and that input be limited at regular meetings. 96.120 Item 15. Fund and Upgrade Sound System and Chairs for Council Chambers - Mrs. Damp Mrs. Damp recommended upgrading the sound system and purchasing new chairs similar to those used by the County Commission for City Council members. City Council concurred in directing the City Manager to look into this. The City Clerk advised Council that the Purchasing Agent is obtaining proposals for the sound system. City Council Workshop June 10, 1996 Page Three 96.121 Item 13. a. b. C. d. e. f. g. Per~$ojlnel Information - Vice Mayor Barnes Org~izational Charts Approved Personnel. etc. CitY l~ngineer (in-house or contracted services) Performance Appraisals - Forms Counseling, Goals for Improvements Wj]ltell.Poli~ies - Sexual Harassment F, anployee Txaining & Policie~ Mr. Barnes began by discussing the merits of in-house versus contract engineers. He then discussed the importance of the above referenced personnel matters. The City Manager concurred with the necessity for positive training, said perhaps these items can be put in a format that could be available to the public, that an organizational chart could be put together, said all matters will be reviewed for any deficiencies. The Personnel Director said that the previously deferred Employee Plan would be complete in approximately two weeks. The City Manager said that he will bring back cost comparisons relative to engineers by the end of the summer. 96.122 Item 7b. Recreation - Input from Middle and High School Student Re: Po~ssibl¢ Activities - Mr. Taracka Mr. Taracka expressed concern for the fact that Sebastian is statistically number one in juvenile crime in Indian River County. He requested Council approval to set up a workshop in the fall with area youth from ages 12 to 18 to give them an opportunity to tell Council what they would like to see in the City. Mayor Cartwright said a group called the Youth Enrichment Foundation has formed to come up with activities for that age group. TAPE I - SIDE II (1:47 P.M.) There was no objection to Mr. Taracka's idea. City Council Workshop June 10, 1996 Page Four 96.123/ Item 10. 95.165 96.035 96.124/ 95.007 Disposition of Former Utility Building, Main and U.S~i - Mr. Halloran Discussion took place on possible uses for the city building at Main Street and U.S. 1. The City Manager said he preferred to have city staff clustered in one area rather than spread out and discussed needed repairs to the building. It was the consensus of Council that a combination of users be considered to use the building, i.e., Sebastian River Area Historical Society working with the Chamber of Commerce and Community Affairs Council. Item 7a. Recreation - Recreation.(2ommittee - Mayor Cartwright Following some discussion on recreation in the City and assistance by Vero Beach/Indian River County Recreation, it was the consensus of City Council to concur with the recommendation of the City Manager to set up a non-Council meeting with VB/IRC Recreation and all volunteer recreation groups and then bring a proposal to a Council workshop at a later date. Mayor Cartwright announced that VB/IRC Recreation is now providing transportation from the North County to Leisure Square and White City. Mr. Halloran requested information on the County recreation budget and where the funds are spent. Item 5. Update Land Development Code - Mrs. Damp d. Noise - Mayor Cartwright/Mrs. Damp Mrs. Damp said she would like the noise ordinance revisited. City Council Workshop June 10, 1996 Page Five 96.125 96.126/ 95.091 b. I~unlillg - Mayor Cartwright/Mrs. Damp Mrs. Damp and Mr. Taracka said they would like to see burning eliminated in the City. The City Attorney said the state has delegated environmental regulation authority to the County, however, Council could amend the code to be make it more restrictive but to prohibit it would require amendment to zoning. The City Manager recommended strengthening the variance standards. The City Attorney said the variance provision could be eliminated. Mayor Cartwright suggested that "special hardship" and "large land area" be defined. It was the consensus of Council to direct the City Attorney to draft three language amendment alternatives for review and selection. The City Manager said the selection would be sent to Planning and Zoning for review and recommendation if necessary prior to Council action. e. Building Code Standard &.Procedures - Mrs. Damp Mrs. Damp inquired as to the status of adoption of the 1994 standard building code requested by Council some time ago by direction to the former City Attorney. The City Manager explained that he had received the proposed ordinance, however, adoption of the 1996 National Electrical Code was now being added to the ordinance, and the ordinance would be brought to Council soon. Mrs. Damp went on to say that other areas of the Land Development Code need revision. The City Manager said the City Planner had budgeted funds for fiscal 96/97 for review and update. The remaining items under this heading were, therefore, not addressed since they will be addressed in the review of the LDC. Sandminillg - Mayor Cartwright Si_mas - Mayor Cartwright Boat Trailer Parking (On Riverfront) - Mayor Cam~ght City Council Workshop June 10, 1996 Page Six 96.127 Item 4. Airport ManagementDd~ager - Vice Mayor Barnes/Mr. Halloran Vice Mayor Barnes recommended reinstituting the position of Airport Manager or redefining the position, stating that he's been made aware that safety rules are being violated at the airport because there is no supervision. The City Manager, in response to Mr. Halloran, said he had visited with airport tenants today. TAPE ii - SIDE I (2:35 p.m.) He said most tenants said they would prefer someone at the airport to enforce rules. He explained that Public Works people currently do check and maintain the airport daily, suggested he conduct regular tenant meetings no less than quarterly, and recommended that airport rules be upgraded. it was the consensus of City Council that the City Manager prepare an airport needs assessment for the budget workshop. The City Manager reported that he was meeting with Golden Horn because its lease is scheduled to expire at the end of this year, said Airport Drive West construction is under way, said staff should be going out to bid on runway 4-22 any day, and that he could not devote two hours a day to the airport. Mrs. Damp requested a copy of airport rules and inquired when the defeated ballot question relative to the 50 year airport leases could go back on the ballot. It was the consensus of Council that the City Clerk find out the earliest date the question can be put back on the ballot. Mayor Cartwright called recess at 2:53 p.m. and reconvened the workshop at 3:07 p.m. Ail members were present. City Council Workshop June 10, 1996 Page Seven 96.112 Item 8. 96.128 Drainage Study Results (Jolm Hill) John Hill, Craven Thompson and Associates, had distributed the Stormwater Management System Conceptual Master Plan during the recess. Following a brief presentation, he requested use of the City Council Chambers for citizen meetings to obtain public input on the plan possibly on Tuesday evenings and then to schedule a workshop with City Council. It was the consensus of Council to have Mr. Hill work with the City Clerk to schedule the citizen meetings and to schedule a Council workshop on the matter for June 27, 1996. Mayor Cartwright suggested the citizen meetings be audiocast. (Subsequent to this meeting, the June 27, 1996 workshop was canceled and will be rescheduled) Item 6. Tra~ Circulation Issues Traffic Control - Mr. Taracka I. Line Marking II. Control Signals Mr. Taracka discussed problems relative to sPeed, mm markings, traffic light adjustments and the blinking light at Delaware brought to his attention at property owners meetings. He requested input from Council and the public to bring back to Commissioner Adams. He recommended improved visibility of turning lanes by using reflectors or florescent markers. He said he'd been informed by Commissioner Adams that the traffic signals would not be readjusted. Mrs. Damp suggested a reflector on the curb on the west of the intersection of Fleming. Mayor Cartwright reported on a traffic light problem at CR 512 and Roseland Road. City Council Workshop June 10, 1996 Page Eight 96.129 Item 17. a. b. Co <oun~il Meeting Matters Agenda Confined to Council Matt~r.s Only - Mr. Halloran R-95-33 Council Meeting~n,cli~g T~lxlcs/15;~tension$/Agenda Deadline/Workshops~et~., - Mayor Cartwright Scheduling of Workshops Every Other Month - Mrs. Damp Mr. Halloran said some public recitations on subjects not of a nature that Council can handle at meetings are unproductive and time consuming. Mayor Cartwright announced that City Council will have to meet with the City Attorney to go over meeting procedures before the next regular meeting. Mrs. Damp, Mayor Cartwright and Vice Mayor Barnes discussed shortening the time for public input. Mrs. Damp suggested City Manager matters be put on the agenda fa'st. Mayor Cartwright suggested reformatting the agenda and considering a new procedure for meeting extension. 96.130 d. Review Unc0lllp!~tegl Council Action Items - Vice Mayor Barnes Vice Mayor Barnes requested that the City Clerk "Pending Lift' be added as a regular meeting agenda item and that perhaps should be reviewed periodically. Mayor Cartwright concurred with placement on a regular agenda to clean it up. TAPE II - SIDE II (3:37 p.m.) It was the consensus of City Council to tentatively schedule a workshop on July 10, 1996 at 6 pm prior to the regular meeting relative to meeting procedures items 17 a, b and c. Mr. Taracka said he would have to get back to Council on this date. The City Clerk said each Council member will receive a copy of the pending list after each meeting. City Council Workshop June 10, 1996 Page Nine 96.131 96.132 e. Refme Code: Council.F, agg~l~s¢ ?rocedur¢ - Mayor Cartwright Mayor Cartwright said she would like the code amended to reflect that approved expenses incurred by Council members be presented for payment within 60 days of occurrence or before the end of a fiscal year unless Council knows its coming. The Finance Director said as long as bills are submitted before the audit it can be put into the proper year for payment. He said he is working on a travel and per diem policy. The City Manager said the code will be reviewed and the matter addressed. Item 16. Revise Code Regarding Council Appoin.te~ Committees/Term Limits, Interview Procedures, Handling Complaints Against 13oard Members - Mayor Cartwright/Mrs. Damp a. Ord. O-91-23 b. Ord. O-9J-24 c. Ord. O-91-25 d. Ord. O-91-26 e. Res. R-94-51 Mrs. Damp expressed concern for the board term limit of two three year terms, stating that good people are lost as a result. Mayor Cartwright said there are other areas that need to be fixed, stating she liked six years but that there should be a waiver provision. She said she thought there were problems with the interview requirement, suggested language be amended to reflect that the board "shall" interview rather than "may", and suggested a citizen complaint process. Vice Mayor Barnes suggested that both the board and Council be required to interview. City Council Workshop June 10, 1996 Page Ten The City Planner said there was no provision for interviews in the Code relative to the Planning and Zoning Commission. Item 2. Item 3. Q0a]~$ and Objectives - Vice Mayor Barnes Financial Planning & Reports (Budget & CIP, Long Short Term) - Mayor Cartwright/Mayor Cartwright Vice Mayor Barnes noted these two items will be addressed during the strategic planning process. The City Manager said there needs to be more focus on the five year capital budget due to the fact that a significant amount of money will be coming into the City from the discretionary sales tax which can only be spent for capital infrastructure needs. Item 9. Inspections of Propert~t - Vice Mayor Barnes The City Manager said the city needs to take a more pro-active position in dealing with conditions of its buildings, suggesting an annual inspection process to be brought to City Council by staff for its review. 96.133 Item 11. Marina Purchase l~ley/l~r~terprise Fund) - Mayor Cartwright Mayor Cartwright recommended Council look to additional enterprise funds as revenue producers and suggested staff do a feasibility study relative to purchasing the Channel 68 marina available on Indian River Drive. The City Manager said he would do so. 96.134 Item 12. Economic Development Fund (From Occupational License l~ees) - Mayor Cartwright Mayor Cartwright reported that Martin County allocated a portion of its increased occupational license fee to an Economic Development fund and said she'd like to see how they determined the use of the funds. it was the consensus of Council to direct staff to research. Mr. Halloran said he'd like to see a portion used to police licensing. 10 City Council Workshop June 10, 1996 Page Eleven 96.135 Item 14. 96.136 Civilian Review Board for Police Department - Mayor Cartwright Mayor Cartwright recommended formation of a civilian review board for Police Department grievances. Mr. Taracka said sometimes problems with boards arise due to lack of knowledge of police procedures. The City Attorney said a lot of police departments are unionized and don't allow such boards. Chief Puscher said procedures are handled in accordance with F.S. 112. Mr. Halloran said he was not in favor and Mr. Barnes said such boards are more common in large municipalities. The City Manager said he could do some research and report back. There was no objection. Item 6. Traffic Circulation issues a. Wave Street - Mayor Cartwright Mayor Cartwright recommended something be done to alleviate traffic on George and Wave Street. She suggested making Wave Street one way from Fleming and opening Clearmont into Chessers Gap. b. Laconia & C.R. 512 - Mayor Cartwright Mayor Cartwright suggested requesting Indian River County to delay closing off Laconia Street until after Winn-Dixie is constructed. The Public Works Director said Indian River County does not intend to close off Laconia, however, it will remain one way. Mayor Cartwright requested that the Public Works Director verify this. TAPE III - SIDE I (4:25 p.m.) 11 City Council Workshop June 10, 1996 Page Twelve 96.137 d. 13ike P. aM Pla~s - Mayor Cartwright Mayor Cartwright suggested Council look at extending the bikepath plan. The Public Works Director said the Capital Improvement Program includes a bikepath plan through the year 2000. The City Manager said Council reviews the program annually and can recommend changes. 18. Review City Charter - Mrs. Damp Mayor Cartwright said she would like to see two other proposed charter amendments come back to Council, besides the previously discussed fifty year airport leases, on the four year term limits and mayoral election, and suggested the City Attorney review them. Being no further business, Mayor Cartwright adjourned the workshop at 4:30 p.m. Approved at th5 ' Council Meetin~ ....... ,1996, Regular City 12 Sebastian City Council Workshop Monday, June 10, 1996, 1:00 pm AGENDA CALL TO ORDER ROLL CALL ~ 1 IStrategJc P_.[annmg - Dr. David Sullivan. tncilsn River Co_mmunity Cotlege 2 Goals & Objectives 3 F~nanma P annng & Re~_o~rts~(..B. udg~_&_._Cl_LP_,_L._o_n_~ & Short Term) 4__ AJmon Mana~q. ement/Mana_,q.~[ S Update Land Development Code ~ a. Sandmining b. Burning c. Signs d. Noise ~ e. Building Code Standards & Procedures f. Boat Trailer Partdng g. A~/Other Sug~qes'dons - 6 JTraffic Circulation Issues a. Wave SL b. Laconia & C.R. 512 c. Traffic Control Flow I. Line Marking I1. Cona'ot Signals d. Bike Para Plans -7 }Recreation a. Rec~eaaon Comm~ee b. Input f~om Middle and Hi~ School Student Re: Posable Activ~ies $ IDrainage Study Results ( John Hill ) ............ 9 llnspections of Property 10/Dls~,3sition of longer Ut~y Bldg, Main & U.S. 1 11 I Manna Purchase (New Enterprise 121 Economic Development Fund (,From Occt~atJonat Uc, Fees) a. Organiza~onal Charts b. ADproved Pemonnel, etc. c. C~ Engineer (imhouse or cohO'acted d. Performance Al)pralsals -Forms e. Counsetin_g, Goals for Improvements f. Written Policies - Sexual Harassment g. Employee Training & Policies 14tCivilian Re'dew Board for Police Dedt 15 LFund and UI3_g. rade sound system and. cf to,rs tor Council Chambers 16JRevlse C,~e Re.~ar_di~_g__Council A~opointed Committees/Term Umits, Inter,new Procedures, Handling Complaints Against Board Re'dew & Cha~ge if Appropriate: a. Ord. O-91-Z3 b. Ord. 0-91-24 -- d. Ord. 0-91-26 17 Council MeelJn.g_ Ma,~ers a. A_..g_enda Confined to Council MaEem Only OeacilineANorkshoos, etc. c. Sceduling of Workstmps Every O'~er Month d. Revmw Uncompleted Council Aclion Items 18 [Review C[tV Charter ADJOURN - 4:30 PM X _ X X X :J INDIAN RIVER COMMUNITY COLLEGE MUELLER CENTER VERO BEACH SITE 5880 LUNDBERG ROAD-VERO BEACH, FL 32966 TELEPHONE (407) 569-0333 OR (407) 462-4713 FAX NUMBER (407) 462-4615 TRAINING To: Mr. Tom Frame City Manager City of Sebastian From: Dr. David Sullivan/~n~ Provost IRCC Mueller Center Date: June 10, 1996 PROPOSAL Dr. Norma Thompson Director IRCC Business Development Center Thank you for the opportunity to present this training proposal to you. Dates, times, and specifics are tentative pending your approval. IRCC will create a facilitating team (typically 3 professionals) which will meet with you and your staff as much as needed until all details are in place. During the planning process we expect to get to know you and your staff very well as we do spend quite a bit of time on site bringing together a large effort like this. You can count on IRCC to do whatever it takes to get the job done at the quality level you would expect. The IRCC Business Development Center, under the direction of Dr. Norma Thompson, will be supporting us t?om the main campus when needed. Included at the completion of the plan, IRCC will bind 20 finished copies and provide you with a disk (using Microsoft Word ) to reproduce as many more as you would like. We will register all participants from the large SWOT session(s), and will also register 15 people from the planning team to constitute a planning class. All registered participants will receive credit for this effort. The total tuition and fees for this project will be $6800.00. Attached you will find a tentative schedule. I would like to meet with you and your staff again soon to discuss the big picture and plug in dates for implementation. Thank you for your consideration. SERVING . . INDIAN RIVER, MARTIN, OKEECHOBEE AND ST. LUCIE COUNTIES City of Sebastian Strategic Planning Proposal The purpose of this proposal is to look over the process of developing a 3-5 year strategic plan for the City of Sebastian. It should be noted that IRCC can and will adapt as needed during delivery, and can adjust strategies throughout the implementation process. The entire program should take 10-12 weeks to complete. Participants Tentative Dates T. Frame July 96 Subject Matter Pre-Planning Meetings (2) City Council July 96 Explain Process and answer questions Phase I Planning Team Aug 96 Mini-SWOT, General Goals, Scope of Strategic Plan, Unified Mission Statement Executive Aug 96 Committee Review results of Phase I meeting. Adjust strategy for planning process. Discuss TQM initiatives. Phase II All Participants Aug 96 SWOT, SWOT Review, Develop goals, 8-Noon Discuss Planning Process, Lunch (Note: the above meeting may be divided into two different day sessions to allow all interested employees to be involved.) Planning Team Aug 96 1 -4PM Review morning session(s), configure notes and goals. Discuss departmental responsibilities for Phase Iii and TQM. Assemble notes for distribution Phase Iii Departments Sept 96 Identify tactics to work towards goal accomplishments. Identify activities to tie the department into the broad goals. Identify long term goals of department. Identify benchmarks for department. Create format for strategic plan and assemble department portions. Phase IV Planning Team Sept 96 Create Draft #1. Distribute to Collect edits. ()ct 96 Create Final dralt. Distribute to planning team. Tweak. Executive Committee Oct 96 Final tweak.