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HomeMy WebLinkAbout10-19-2007TO: Members of the Sebastia FROM: Al Minner, City Manr6O7V RE: CURRENT TOPICS DATE: Friday, October 19, SHAI FRANCIS RESIGNATION As you all know, on September 24t', 2007 Shai Francis submitted her resignation as Finance Director with the City of Sebastian. Shai stated that she needed to slow down a little and it was important for her to get back into the state retirement system. Shai has accepted a position with the St. Lucie County Clerk of the Courts. Most Florida counties are participants in the state retirement system. Shai's resignation becomes effective October 26, 2007. Nonetheless, while no resignation comes at the right time, Shai's departure is a little more precarious because it comes right during the audit process. As such, there are a few options that exist. Unfortunately, each option may cause an increase in professional service fees in an effort to complete the FY 07 Comprehensive Annual Financial Report (CAFR). Currently staff will be able to complete a significant portion of the CAFR, but the most important part of the CAFR is the balance sheets and some outside help may be required to complete these items. In that regard, I have already negotiated an agreement with Shai to provide the City 80 hours of additional work to complete the CAFR after her departure date. The cost to the City will be approximately $3,600; this rate is paid at her current rate. This is the best option available to us at the moment. Other options may include delaying the audit until a new Finance Director is hired, but this would require moving the scheduled audit review with Harris, Cotherman back. That would conflict in their schedule and require additional payments. A second option could be to hire a second outside firm (remember the auditing firm can not be the same group that compiles the CAFR) to complete the CAFR. This option however, would obviously be of a substantial cost. Hence, the proposed arrangement with Shai is best. In the interim, the Human Resources Department has already mobilized for a Finance Director search. Advertisements have been submitted to the Florida Government Finance Officers Association (FGFOA), Government Finance Officers Association (GFOA), Florida League of Cities and locally, on the City's website and Channel 26. Through these sources some quality applications have already been received and interviews with two candidates are already scheduled for next week. In the interim, Debra Krueger, Human Resources Director will be the acting Finance Director until a replacement is hired. She has been the Assistant Finance Director as well as the Interim Finance Director in the past, and I feel she is more that qualified to continue operations. PHONE SYSTEM AND VOLUNTEERS This item was briefly discussed at Wednesday's goal meeting session. With this year's mandated tax reform and changes made to the budget, in large part due to the early retirement program, a few changes have been made at City Hall. The most recognizable change is that no one will be operating the front Lobby Desk as a receptionist on a full time basis. We have re -assigned Barbara Baran as a part-time Lobby Desk receptionist and her hours are from Monday -Friday from 10:00 AM — 2:00 PM. During this time, someone will be available to answer phones and direct pedestrian traffic accordingly. However, all calls that come into City Hall in the mornings and afternoons will be answered by the automated system. If citizens are patient enough to listen to the phone system, they will be able to directly contact anyone within the City. In case this does not work, residents will still have the option to talk to the operator and in the mornings and afternoons that will be Mary Rosenthal, Finance Clerk. Jean Tarbell has been assigned as the supervisor of the phone set-up, so it will be monitored. The system has now been in operation for about three weeks and the numbers of complaints that have made it to my office have been minimal. However, the Human Resources Department has been working to start a volunteer program to help with this situation and main the lobby desk during working hours. TAX ADMINISTRATIVE ADJUSTMENTS As an informational item, the FY 08 millage rate will actually be lower than the approved rate of $3.0519. In completing the final assessment value for the City of Sebastian, the taxable value of the City actually increased from $1,569,874,532 to $1,601,474,712. The budget was computed using the lower amount. Because final assessments are actually completed after budget adoption, F.S. 200.065(5) requires that specific jurisdictions must reduce their millage rate to be revenue neutral if the final assessment is greater than 1%. In our case the final assessment is actual 2% greater. Therefore, to generate the same budgeted ad valorem tax revenue of $4,551,545, the millage rate required is $2.9917. The process of adjusting this fee is administrative, because of its revenue neutrality and I have completed the final taxable value forms. In short, note that our tax rate is now $2.9917 not $3.0519. US 1 BRIDGE Recently, I received some information from Hector Matos of FDOT- Construction Project Manager. He has informed me that as of October 22, 2007, the State will begin construction improvements on the US 1 bridge over the Sebastian River. The project aims to replace the two existing bridges with one single 4-lane bridge, containing 10 feet shoulders on both driving lanes (inside and outside) and a 6-foot sidewalk on the outside in each direction. The approach to the bridge on either side will also be reconstructed for an approximate length of 500 feet. First southbound traffic will be diverted to the northbound bridge and one lane of traffic each direction will exist on the northbound bridge until the newly built southbound bridge is completed. This should last approximately one year. Then the opposite will occur with the northbound traffic diverted to the new southbound bridge. The total contract construction contract is for 740 days. DRAINAGE '/a PROJECT UPDATE Moving into the new fiscal year the Public Works and Engineering Departments have begun some preliminary planning work on drainage and asphalt paving projects. For your information, the first phase of the %-round project is complete. The project finished with the installing Y4-round in the areas bordering Montrose, Gladiola, Stonecrops and Laconia. The original budget allocation for this work was $800,000 and finished $140,000 under budget. This money can now be added to the $250,000 allocated for FY 08. In starting % round for FY 08, we are now of the opinion that cost may be reduced by using two separate contractors, one contractor for % round and one contractor for instillation and concrete improvements (mostly driveway replacements). There may be some additional coordinating in accomplishing these methods, but the savings may be beneficial. Based on the numbers, Sunshine's bid was $16.90 LF for % round and $3,300 for driveway replacements. Driveway replacements generally consist of 250 square feet. Under the Regan Concrete services contract this cost would be $2,000, saving $1,000 per driveway. In beginning this process, we originally did not take this approach because of scheduling concerns. Now, with some experience under our belt, we are ready to start making modifications to the process to get it smoother and less expensive. To start, staff will be proposing a perpetual Y4-round installing contract. This will work in similar fashion to the concrete perpetual contract. Hence, anytime, % round is needed we can have a ready contractor. Linda Kinchen will be starting the RFP for the % round service and our hope is to have a contract for your approval in November. Once the contract is in place, we have an approximate budget of $390,000 (FY 07 - $140,000, plus FY 08 $250,000). The target area for installation is in the area bordered by Autumn Terrace, George and Melrose. In addition to this work, the departments are also examining % round and drainage work in the Barber Street/Beard area. You may have noticed work there now, associated with the sidewalk construction. While that work has been successful, we have actually moved the drainage problem two blocks west. To completely remedy this area, a drainage culvert needs to be installed across Roseland. This was a remedy specified in the stormwater master plan, where a retention area in the Potomac/Wentworth area would be constructed. However, based on cost associated with Collier Creek, this project has been delayed. But, if a culvert pipe can be installed, some of the drainage problems can be relieved. Monies earmarked for "Stormwater Drainage Projects" in the DST account for FY 08 will be able to fund these considerations. BOAT RAMP PERMITTING A few months ago, the discussion of permitting for boat trailer parking was discussed. I have not finished a report on this item for Council, but it will be before you again, unless you direct otherwise. At this time, Jean Tarbell and I have conducted a survey to see how other communities handle boat ramps. It was found that most Cities to not charge a fee for parking or boat ramp use. The only City that charged was Tarpon Springs. Their fee was $26.76 per year or $5.35 each for non-residents (no charge for residents). The Cities surveyed included: Fort Pierce, Vero Beach, Stuart, Titusville and St. Lucie County on the Treasure Coast, and Panama City, Safety Harbor, Treasure Island, Tarpon Springs and Marathon in other locations. No other committees in our survey have a parking fee and use of boat ramps and parking is a fee free service. To complete the study, I still need to review our grants and other documents, as the assumption is citizens and non -citizens that use the boat ramps, must be handled equally. In that fashion, a strong consideration may be to issue fee free permit stickers. More on this to follow. COLLIER CREEK As a quick update on the Collier Creek project, Dave Fisher and CDM are on target to have the project out to bid by October 23d, with bids received by December 11, 2007. We expect several weeks of review, meetings and pre approval with the low bidder, prior to bringing the contract to Council for formal awards. Therefore, at the earliest, Council could expect a construction agreement on the project at the January 23, 2008 regular Meeting. Also, based on feedback from Council, staff has been working details, which consider (1) a construction -phasing plan; (2) docks; and, (3) the spoil issues. Concerning the spoil issue, we have had a very positive conversation with SJRWMD concerning the use of the stormwater park. In addition, Joe Griffin has also been somewhat successful in a conversation with the FAA to use the airport as a spoil collection area. The area that would be used is approximately 1200 feet south of the closed runway 31. This area would also spread to some land between the 9th and 18th tees at the golf course. If this area were used, some type of rental would probably be required. Nonetheless, the project bid scope has now been placed in the market place with mandatory cost estimates for using (A) Hardee Park; (B) Stormwater Park; or (C) the Airport Site. A forth alternative is requesting contractors to provide other areas for soil disposal that may not have been considered. This plan will provide alternatives to examine costs and other options, while also providing some time to address potential permit modifications for this issue. With regard to docks, a plan is being considered to construct a "standard dock". By our research there are presently 31 docks on the Collier Creek. Of these docks, records indicate that only 3 have been properly permitted. At this time, we are not planning to have the contractor's bids on docks as a line item in the project. We are however, preparing to earmark funds. At this time, additional time is needed to consider how docks can be built to match the rip -rap slope. Initial plans call for a short 3'x5' walkway that would lead an 10'x8' dock. However, economies may be realized by addressing the actual construction of this later. Also, there are still additional considerations that need to be made to provide this amenity fairly to effected residents. Finally, based on our existing budget, contractors have also been requested to provide phased construction estimated. This will provide estimates for completing the project between 512 and the Barber/Lake Street Bridge (Phase 1) and Barber/Lake Street Bridge to the head wall (Phase 2). This provides specific break points to keep the project within tolerable budget parameters. DITCH SWALE MAINTENANCE PROGRAM FY 08 Last week the Public Works Department meet with Jon Conlon of Conlon Landscape to estimate the ditch cutting schedule for FY 08. Below is a chart that provides when the target areas will be cut. The plan's focus was to have the ditches cut every four months and stay within the fiscal year. Considerations were made for what areas need immediate attention, when the rainy season falls, and keeping all expenses in the fiscal year. For the most part, I think a good plan has been established. I do not think the ditches will remain in the best of condition without the forth cut, but I do believe that this plan will keep the ditches under control, which has always been an issue for the City. Date October 07 November 07 December 07 January 08 February 08 March 08 DM #1 $ 8,313.00 $ - DM #2 $13,583.00 $ - DM #3 $17,083.00 $ - DM #4 $23,426.00 $ 23,426.00 DM #5 $14,527.00 $ 14,527.00 DM #6 $14,527.00 $ 14,527.00 Other ROW & Ditches $ 14,338.75 $ 14,338.75 April 08 May 08 June 08 July 08 August 08 September 08 DM #1 $ 8,313.00 $ 8,313.00 $ 16,626.00 DM #2 $13,583.00 $13,583.00 $ 27,166.00 DM #3 $17,083.00 $17,083.00 $ 34,166.00 DM #4 $23,426.00 $ 23,426.00 $ 46,852.00 DM #5 $14,527.00 $ 14,527.00 $ 29,054.00 DM #6 $14,527.00 $14,527.00 $ 29,054.00 Other ROW & Ditches $14,338.75 $ 14.338.75 Ditch Mowing $ 264,075.50 ROW Mowing $ 96,946.60 TOTAL $ 361,021.00 A few more short points on this topic: v 1. Attached is the target area map. The amount in the corresponding months shows how much will be paid and in what month that area will be cut. 2. The chart refers to Other ROW and Ditches in the amount of $14,338.75. This is an accounting for mowing the following additional areas Laconia Ditch, Davis House Ditch Clean -Up, Indian River Drive Clean-up; Twin Ditches and outfall; Schumann and RR Tracks, Golf Course ROW, North Powerline Road; and Arbor Ditch. 3. Another notation for ROW mowing in the amount of $96,945 is made for undeveloped front lot mowing. 4. The estimated total for mowing is $361,021, which is projected at $38,979 under budget. MAIN STREETIPELICAN PUB Recently, I have received appraisals for the consideration of purchasing 1301 US Highway 1 and the Pelican Pub located at 1318 US Highway 1. 1 believe these estimates to be very competitive and need your input to move forward. As such, please contact me concerning some direction on this topic. KIRBY — 437 SEASIDE TERRACE Today, City staff met with Mr. Kirby and his attorney Bruce Barkett. In short, Mr. Kirby lives at 437 Seaside Terrace and has received many complaints about the "lighting" he has constructed in his backyard. The lighting allows his children to play on an athletic field during evening hours. As a result many of the neighborhoods have complained and staff has had to find a way to address the situation. The land development code simply does not address the situation of recreational use or lighting an area with "stadium" style lights. It does state that the any structure needs to be within the setbacks and screened to stay within specific areas. To date, Mr. Kirby has agreed to (1) remove three of the six lights that area within the set backs; (2) not use the lights past 9PM; and, (3) shield the lights to prevent a nuisance. These conditions will be placed in a building permit. While I do not know if this remedy will make the neighborhood happy, it is the most we can do from a regulatory stand point. As always, if you have any other questions concerning these or any other matters, please feel free to contact me at your convenience.