HomeMy WebLinkAbout08-10-2007TO: Members of the Sebas ' C' Cou
FROM: Al Minner, City Mana r
RE: AUGUST CURREN TO C DATE
DATE: Friday, August 10, 2007
Please find enclosed the August 2007 edition of the City Manager Current Update Memo. As requested
at the Council Retreat, I will be working to get this memo out to you on a monthly basis. As always, if you
have any questions about these topics or would like more information on other topics not included within,
please feel free to contact me at your convenience.
FDOT GRANT PROGRAM — BARBER/SCHUMANN INTERSECTION IMPROVEMENTS
Several weeks ago, I received information about a Florida Department of Transportation County Incentive
Grant Program. This grant is designed to provide money to counties and cities to make road
improvements that will relieve congestion on the state road network. An immediate need Sebastian has,
which qualifies for this grant program, is the Barber/Schumann Intersection Improvement Project.
As you know this project has been discussed with Indian River County Staff and while no design plans
have been formalized, IRC Engineers have estimated that the cost of Barber/Schumann is in the range of
$3.5 million. IRC officials have also stated that the project costs should be split between the County and
the City, requiring an estimated $1,750,000 match.
While I have and will continue to maintain that this project should be completely funded by the County,
there is no indication to date that this will occur. In addition, as we look at east/west alternatives in
Sebastian, we have found that making the intersection improvements at Barber/Schumann become a key
element in the long-range transportation element. Hence, I do not want the City to be in a financial
crunch if these improvements become reality and the County does not fund the entire cost of the project —
especially considering that when placing this item in our CIP, the budget becomes unbalanced.
Therefore, the FDOT County Incentive Grant is a good option for this project.
In that endeavor, a Sebastian grant application was submitted in the amount of $875,000. The first step
in this grant process is ranking County wide projects. For Sebastian, IRC officials ranked the Barber
Street/Schumann Drive proposal as the highest priority for FY 08-09. The next step is a State wide
review of the County rankings. We are anticipating a final state ranking and award notice sometime in
September. However, there is only $6 million available in this grant program state wide, so the odds of
being awarded the final grant may be slim. Nonetheless, we will keep our fingers crossed and keep you
up-to-date as we receive final notice.
One other issue on this matter I wanted to bring to your attention. As a result of completing this grant
application, I took the opportunity to contact County staff to get an update on the design. It turns out, that
County staff has not moved forward on this project. Apparently, County Staff has some concern on who
should be the driving force on this project, because of its location inside city limits and acquisition/future
maintenance of ROW. My position has been that Barber/Schumann, while City roads, are primary
arteries and improvement of such should be handled on a regional basis. In addition, at the February 13,
2007 County Commission meeting, the Commission instructed staff to begin this project. Nonetheless, I
have had some preliminary discussion with Jim Davis and Joe Baird on this topic. My hope is to better
coordinate with the County to make sure this project continues to move. At the time I spoke with Joe
Baird, the Piper question was in "high gear", so I will be again talking with him on this topic.
ENGINEERING DEPARTMENT PROJECTS
Aside from the two major projects in the Engineering Department (Collier Creek Canal and Twin Ditches)
the Department is working on a number of other projects. Below is an update on each:
1. EASY STREET — Dave Fisher currently has the interns working on survey and design plans to
widen and improve this street. Because widening the street will remove pervious area, a
SJRWMD permit will be required. Neel -Schaffer is putting together that permit application and it
should be submitted to SJRWMD by August 9th. Upon approval, the plan is to use existing City
contracts for issues such as street re -nourishment, asphalt paving and concrete work. Existing
forces will also be utilized for swale improvements. Construction is scheduled to start by
November 2007 (depending on issuance of SJRWMD permit for improvements to drainage
system) and estimated to finish by May 2008.
2. DAVIS STREET BAFFLE BOX PROJECT — The Notice to Proceed and kick-off meeting with the
contractor for this project, Derrico Construction, is scheduled for Tuesday, August 10. In early
preparation for the Project, Derrico Construction proposed a baffle box modification that would
have the potential to reduce the project cost by $12,000. However, after informing SJRWMD of
the modification, the proposal would not have met general specifications that the project sought to
address. Therefore, to protect the grant award ($42,000) we are moving forward as originally
planned. The project is scheduled to begin on Tuesday, August 14th, and is expected to be
complete within six months.
3. PEDESTRIAN BRIDGES — As you know, there is approximately $148,000 currently available in
the FY 07 budget for the construction of a pedestrian bridge. This, combined with an additional
$200,000 to be provided in the FY 08 budget, will enable the construction of a pedestrian bridge
spanning Collier Creek near the Barber/Wimbrow/Lake Street intersection near Hardee Park.
Even though the Collier Creek project is imminent, this bridge, currently estimated to have a total
cost in the range of $220,000 to $240,000, can still be constructed without fear of interference to
the larger project. Moreover, there may be some efficiency in doing the projects somewhat
simultaneously as this will place construction related nuisances together. Nonetheless, the
intems have been checking on ROW issues and Neel -Schaffer is starting design. RFPs on
construction should be ready by mid -September.
4. PERIWINKLE STORMWATER RETENTION PROJECT — A another project in the Stormwater
Master Plan, is a stormwater retention pond scheduled for the area near the intersection of
Periwinkle and Ocean Breeze. Like the Collier Creek and Twin Ditch project, the goal of the
project is to create an area for settlement and stormwater treatment. The total cost for this
project is currently estimated to be in the range of $720,000. A grant of $313,000 was received
on this project, bringing an estimated total cost to the City in the range of $407,000. At this time, I
have instructed the Engineering Department to move forward with project bidding. The City share
is scheduled to be paid from the Series 2003 Issue.
TWIN DITCH PROJECT
The Twin Ditch project is wrapping up. For the most part, staff has received a number of compliments
about the project. Most have been very happy with the "aesthetic improvements" of the ditch and it
should work to help the City's overall goal to improve stormwater quality. This project should stand out as
a major accomplishment because it is the first to be completed from the City's Master Stormwater
Management Plan. It also established measures to capture and treat stormwater prior to discharge to the
Sebastian River and onward to the Indian River Lagoon. This is a major step in reducing pollutant loads
from reaching these environmentally sensitive systems. Previous flow from the Twin Ditch system was
not treated and entered directly into the Sebastian River. This project is greatly important in moving
forward to reduce pollutant loads and the established Total Maximum Daily Load (TMDL) reduction goals
enforced by the EPA, FDEP and SJRWMD. Finally, it should be noted that these accomplishments have
been completed pretty close to budget parameters. More to come on that, as we get closer to closing out
the project — right now it looks to be under budget.
I am also proud to report that staff has done a very good job managing this project. When the
construction processes started there were some minor issues with discharge, but since then the project
has gone relatively smoothly. Having said that, like with any project, there were a few snags that I would
like to bring to your attention. I am confident that these issues were properly managed and now
addressed; but, they do deserve some mention because it is a good illustration of the dynamics involved
in managing a major capital project where interaction between City managers, contractors and engineers
is constant.
1. "Weep Hole" or Orifice — As stated above, the primary reason for this project was to turn the twin
ditches into one large ditch. To retain water, CDM designed a headwall at the west end of the
ditch, located near the intersection of Wimbrow and Main Street. The headwall is essentially
made of two baffle boxes. The baffle boxes were originally designed to release water over a weir
structure once water reached an elevation of 17' NGVD (National Geological Vector Data — This
is similar to MSL or Mean Sea Level).
However, high water levels were noticed shortly after construction because water was not
dropping fast enough from the 17' NGVD level. This resulted in water staying at a higher level in
some of the nearby upstream ditches and tributary culvert pipes (noticed by some citizens in the
Main Street area and golf course). An intensification of the problem also occurred because (1)
the contractor held back water during the entire construction phase; (2) during construction of the
new ditch, the contractor was scheduled to dig through some of the existing hardpan which
allowed additional groundwater to flow up into the new ditch; and, (3) lengthy rainfall events
occurred over the course of a 2 to 3 week period in June/July adding even more water.
To handle the slow release of water before it reached the 17' NGVD level, the original design of
the structure placed a "weep hole", or more technically called an orifice, into the baffle wall
structure at 15.5' NGVD. The purpose of the orifice is to slowly bleed down the water elevation
over an extended time. For your information, the following are some of the conclusions made to
locate the orifice at this elevation:
(a) The system is designed to retain the 25-year, 72-hour storm event. Events in excess
of the 25-year event will result in water being "stacked up" behind the weir or
headwall.
(b) 15.5' NGVD was determined to be the best elevation to hold water because it is the
level of the water table.
(c) The initial ditch design placed the bottom of the ditch at 9.5' NGVD. This was an
important elevation because enough depth needed to be made for retention while
taking into account the best side slope ratios.
(d) Houses, back yards and private property are substantially above 17' NGVD, while
most tributary pipe inverts and Main Street ditch swales are below, at or slightly
above 15.5' NGVD.
Nonetheless, because of the rainy events and stacking up of water during construction, it became
quickly evident that the orifice was not releasing enough water. Accordingly, CDM was
immediately contacted and they reviewed the plans. As it turned out, CDM looked into the model
of the system. Assumptions for area tributary were found to be in error along with assumptions
for groundwater impacts. The information was also compared to more recent investigations and
data received from the Collier Canal project (recently permitted). It was officially determined by
the project engineer that the 6-inch orifice was not large enough to bleed down the stormwater
within the allotted time frames established by SJRWMD. Subsequently, CDM reviewed various
options, reevaluated the model, identified a solution, and worked with the MEI to implement the
best solution. To their credit, CDM immediately agreed to take responsibility for the situation and
will be absorbing the cost of the change order required to relieve the "stacked up" stormwater.
While all this sounds catastrophic, the fix was relatively minor. In short, a change order was
made with MEI to cut a W" notch in each of the baffle walls. The bottom of the "V" is at an
elevation of 15.5' NGVD, while the top of the "V" is at an elevation of 17' NGVD. The normal
water elevation will now be about 15.5 NGVD; however, the elevation will rise during and after
storm events and water will bleed down more quickly through two v-notch weirs. The v-notch
weirs also allow for easier maintenance by City personnel. Most important, the improved system
meets all SJRWMD requirements and treats the stormwater the way in which the project originally
intended.
2. East Head Wall — A second head wall was installed on the east side of the ditch near Airport
Drive. This head wall was installed during a very rainy time and with the inability to keep the ditch
water level down, we have had trouble inspecting the work. Now that the water level is about
where it should be staff can re -inspect the fabric -form.
3. Guardrail — There have also been requests for additional guardrail. Guardrail was part of the
original design, but was scheduled to run from the road crossing at Airport Drive to just before the
first entrance into the golf course parking lot. This is the area where the ditch is closest to the
road. A consideration is being made to construct two 50-foot sections of guardrail directly across
from the two golf course parking lot entrances. In speaking with the contractor about this change
order, we believed their price was too inflated and we have opted to tackle this issue with an in-
house contractor, once the project is completed. This decision has saved some money and there
is currently enough money in the project fund to complete this additional guardrail construction.
4. Painting — One other additional item we want to consider is painting the fabric -form that was
installed on the east headwall and in the middle of the ditch near the Collier Creek/Golf Course
sanitary sewer lift station. By painting the concrete green, we hope to minimize some of the glare
and hope to camouflage the concrete into the green slope. This is purely an'aesthetic action.
5. Future Maintenance — The Public Works Department will ultimately be responsible for maintaining
the grass side slopes. Right now, it seems that the slopes are a little steep for some of our
equipment. However, we do believe that the slopes can be easily maintained with "walk -behind"
mowers or using our periodic inmate workers to weed -eat, the slope sides. Nevertheless, the
condition of the ditch will be much easier to maintain going forward than ever before.
COLLIER CREEK CANAL
In May, Dave Fisher and I met with CDM and Councilmember Wolff. At that time, the City had recently
received its SJRWMD permit and was waiting on the permit from the Army Corp of Engineers. The
purpose of the meeting was to discuss additional details of the project and some concerns of
Councilmember Wolff.
As a result of the meetings, and because we were still waiting on the Army Corp authorization, I
contracted with CDM to do some additional studies and modeling to ensure that the chosen alternative
(rebuilding the canal w/ Rip -Rap) was the best solution from a financial and environmental standpoint.
For a fee of slightly less than $5,000, which is within my authority to spend, I authorized CDM to examine
other construction alternatives, including pollutant levels and stormwater flow modeling, in deeper detail.
Please note that this step was not missed during initial construction. As you know, various design
schemes were considered in great length to determine the rip/rap alternative. However, this exercise was
authorized by me to confirm or re-examine the chosen alternative from other angles..
The details of CDM's coming report are too lengthy for this up date, but I did want to get you some notice
that this project was still moving forward. In short, the scope of the additional work focused on the
question, "How can we change the canal wall treatment while saving money and improving stormwater
quality?" Two issues are examined in particular. First, can the grass side slope alternative (A) save
money; (B) be constructed without significant future erosion problems; and, (C) be built with side slopes
that still provide enough room for quality retention? Second, by using different dredging methods that
focus on removing silt and dirt from the center of the canal, (A) can enough retention are be created; and,
more importantly, (B) will the walls have structure integrity?
As of this writing, Dave Fisher and CDM are finishing up a formal written report, which will be provided to
Council very early next week. Our plan is to give you enough time to review the report and then speak to
you on an individual basis about our findings. Finally, I hope to schedule a discussion on this issue for
the August 22"d Regular Meeting. The plan is aimed at providing you ample time to review, think and
inquire about the project and methods being implemented to ultimately consider either (1) moving forward
as originally planned or (2) changing the scope of the project.
Obviously this has been a giant project almost four years old without any dirt having been turned. We
are very close to construction bid time and if an alternative for the project is to occur, it must occur now. If
you believe that a simple review at the August 22"d meeting is not enough for the consideration, please
advise me shortly. If this is the case, we should hold a special meeting for the Collier Creek question
before the end of August.
DOG PARK
Over the last week or so I have been working with the Engineering and Parks Department to find some
alternative locations for the proposed Dog Park. We are also firming up some costs. Briefly, I am
working to provide preliminary site -plans which will show a Dog Park set-up at the following locations (1)
SJRWMD Stormwater Park — Near the Intersection of Caprona and South Easy Streets; (2) Old Hole #17
at the Airport Administrative Building/Golf Course; (3) Filbert Park; (4) Schumann Island; (5) Schumann
Park — Near the Railroad Tracks and US 1 and; (6) Friendship Park — behind the Police Department
Parking Lot.
Staff identified these sites and the Recreation Committee previously took a look at some of these sites in
their report to Council. These site recommendations focus on trying to locate the Dog Park in an area
that is not primarily residential. Many commercial sites were considered; but the drawback we found were
numerous such as (1) reduction in size of the park; (2) paying rent at the Airport; (3) lack of commercial
property inventory; and/or (4) using riverfront locations which are not desirable.
In summation, I will have a more formal report and site plans ready for your review at the August 22"d
Regular Meeting.
RIVERVIEW PARK IMPROVEMENTS
Back in January 2007, Council approved a purchase order in the amount of $32,430 to buy historic lights
for Riverview Park. This purchase was part of a larger project to add lights, as well as additional electric
services that included (1) re -wiring the entire park and (2) adding new electric service outlets. Since the
purchase of the historic lights, the Public Works Department has completed an electric schematic for the
re -wiring and an RFP process for new receptacles and pedestals. In all 33 new electric pedestals will be
added to the park.
In researching this project however, two concerns have developed. First, the cost to re -wire the park,
purchase the pedestals and install the historic lights is $98,810. Second, I am concerned that the
pedestals are too tall and would create an unsightly appearance at the park. To correct this issue, we are
in the process of renegotiating the bid with the low bidder to purchase only an electric outlet, which can
be mounted to a shorter wooden or concrete post (similar to the current set-up), making the outlets more
aesthetically pleasing.
I am hopeful that this process will be complete and ready for your approval at the August 22"d meeting.
Pending your approval, the improvements will be installed during the months of September and October
and ready for fall and winter activities in the park.
As an update, $91,500 was budgeted for this project from Recreational Impact Fees. In addition, $20,511
was received by the Clambake Foundation as a grant for the project, bringing the total budget amount to
$112,011. Currently the project is $19,229 over budget, but that can be reduced by $5,310 if the
pedestals are shortened. Therefore, the estimated total overage of $13,919 can easily be covered with
Recreation Impact Fees. As we move forward with an agenda transmittal recommending the next phase,
I will provide you an update on these figures.
911 CENTER OPERATIONAL
Just a note to inform you that at 2:25 PM on Wednesday, August 1, 2007 the 911 Emergency Center at
the Sebastian Dispatch became operational. So far the system is working great and all emergency calls
are first coming to Sebastian and not the Indian River County Dispatch Center in Vero Beach.
The Sebastian MIS Department coordinated the project along with a number of other parties such as Bell
South, AT&T technical group, Interact, IRC 911 group, IMC, Communications International, Complete
Electric low voltage team, Complete Electric High voltage team, Liebert, the City of Sebastian
Maintenance Public Works and, of course, the Sebastian PD.
SIDEWALKS AND'/4 ROUND
The Sidewalk and Y4 Round projects have really progressed nicely without any major problems or
complaints. More importantly, each has stayed within budget parameters. Concerning the sidewalks
project, Regan Masonry is approximately 70% complete. They have completed all sidewalks on
Periwinkle and Laconia, including guardrail where needed and sod. The Company is finishing up work on
Bevan and will be moving over to Barber Street, While Barber Street is a relatively short segment needed
to close the gap between 512 to Beard, it will take a little additional time to weave between the
underground utilities, overhead utility poles and work in the continually wet swales. Once Barber Street is
finished, Regan will move over to Main Street and finish the initial project scope.
Upon completion of these sidewalks, Council may want to reconsider addressing sidewalks in the
community. With the completion of these sidewalks, I do believe most of the low hanging fruit will be
picked, as adding additional sidewalk in the Highlands will require marrying sidewalks into narrow ROWs
with front swale drainage systems.
On the % Round Project, Sunshine Land Design only has three more driveway replacements and half of
Seahouse Lane to finish before the project will be complete. There have been a number of rain days in
the contract, but the project has moved extremely well. If you recall this project focused on the southwest
quadrant of town and the following streets have now received % round: Bevan, Montrose, Sweetberry,
Streamlet, Starflower, Franciscan, Quaker, Galilean, Fatima, Stonecrop, Coral Reef and Whitmore. This
project is projected to come in or slightly under budget. Once the books are closed, I will provide you with
that information.
OLD CITY HALL PROJECT
The contracted work for the renovation of the Sebastian Elementary School is nearing a close. The
banner for Indian River Community College was installed Thursday, August 9, 2007. We hope to have a
temporary certificate of occupancy no later than Wednesday, August 15, 2007. At that point Indian River
Community College will be able to start moving their desks and furniture in. We have been in the process
of completing punch out items, and hope to have a certificate of occupancy by Friday, August 24, 2007.
There will still be items to be completed, when E & D Contracting has completed their contract work, such
as paver bricks by the handicap entrance ramp, as well as some landscaping, but these items will be
completed by public works. The project has been delayed due to elevator and fire escape problems; but
the City will be recovering liquidated damages in the amount of $100.00 per day from the Contractor, for
any days after June 17th in which the project has not been completed.
PBA AGREEMENT
On July 19, 2007 City Management Staff and PBA negotiators tentatively agreed to terms for another
three-year collective bargaining agreement. The basic terms of the agreement will provide for an annual
3.5% COLA increase on October 1st and a 3% merit increase, payable after satisfactory annual
evaluations on the date of employment of the officer. This is a decrease in the current plan where a 2.5%
COLA and a 3.0% pay adjustment was provided every October 1st with an additional 3% merit on the date
of employment was paid. In exchange for the decrease some additional benefits were made such as
increasing overtime pay for field training, on -call duty and increasing uniform allowances. Also a
reduction was made in state incentive pay. In short, I believe both sides walked away from the "table"
happy with what both sides considered a good deal. The PBA ratification election has not been
scheduled yet, but should be soon, and based on its successful passage, the Agreement will be
presented to Council for formal approval.
OTHER PERSONNEL ISSUES — RETIREMENT INCENTIVE OFFER & CODE ENFORCEMENT
Other than the PBA agreement, two other personnel issues are ongoing. First, the retirement incentive
program has now been officially offered. Two employees have accepted the offer and the remaining
employees are still considering. Notice must be received by the City before August 30t"
The other issue is that Antoine Vanmeir of the Code Enforcement Department has applied for and
received the position of Supervisor in the Parks and Recreation Division. After an internal job
advertisement, Antoine competed for the position with four (4) other employees. Antoine has formally
accepted the position and effective August 20, 2007 his position in the Code Enforcement Department will
be open. While I would normally not bring this type of matter to your attention, in this case I am because
with budget issues looming and a hiring freeze in place, I am of the opinion that Antoine's Code
Enforcement position should not be filled. Recently, code enforcement added a third position and this is
opportunity to reduce personnel costs by $38,500, which will be an immediate savings to help balance the
budget for FY 08. Leaving the position unfilled will provide the City with two Code Enforcement Officers.
Additionally, Warren Lindquist is a Code Enforcement Officer who is eligible for early retirement. Should
Warren accept this offer, I do believe that a Code position will need to be filled so that the City has at
least two officers.
FY 07-08 BUDGET
Just as a reminder, the Budget Workshop is scheduled for Wednesday, August 15, 2007 at 6:OOPM. If
you have any questions on the budget provided, please feel free to contact me. At the time the Budget
Committee reviewed the FY 08 Budget, it was approximately $585,000 out of balance. At the writing of
this memo, (1) Council has set the millage rate at $3.0519; (2) Police Department personnel expenses
have been reduced by $50,000; (3) liability insurance has been reduced by $63,000; (4) health care
insurance has dropped to a 16% increase instead of a budgeted 18% increase saving $39,104; (5) one
code enforcement position has not been filled saving $38,500; (6) 2 accepted early retirement offers
$107,184; (7) the CRA contribution was reduced by $5,364; and, (8) a new franchise fee revenue project
has increased by $100,000. In summary, $403,152 has been found to reduce the projected FY 08 deficit
to $181,848. 1 remain optimistic that based on the number that can still opt into early retirement, that
program has the potential to balance the budget for FY 08 and establish future savings for additional
potential tax reform legislation that may effect the City in FY 09.
On a final budget update, as briefly alluded to above, FY 09 may see additional tax reform in the form of
the Super Homestead Exemption. If ratified by the voters in January 2008, this legislation will provide up
to a 75% homestead exemption on the first $200,000 of taxable value and a 15% exemption on housing
value between $200,001 - $500,000. Based on today's assessment level, if the super homestead is
passed and everyone eligible in Sebastian takes the tax exemption, the General Fund would see a
shortfall of $1,000,000. While there are still many variables to this issue, it is all the more important to
have the budget as tight as possible for FY 08.