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HomeMy WebLinkAbout10-08-2025 CC MinutesCI I V OF �T SEBAsTIA1V HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL REGULAR MEETING MINUTES WEDNESDAY, OCTOBER 8, 2025 — 6:00 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor McPartlan called the regular City Council meeting to order at 6:00 p.m. 2. A moment of silence was held. 3. Council Member Nunn led the Pledge of Allegiance. 4. ROLL CALL Mayor Bob McPartlan Vice Mayor Fred Jones Council Member Ed Dodd Council Member Chris Nunn Staff Present City Manager Brian Benton City Attorney Jennifer Cockcroft City Clerk Jeanette Williams Chief Financial Officer Brian Stewart Community Development Director Alix Bernard Community Development Manager Dorri Bosworth City Engineer/Special Projects Manager Karen Miller Parks and Recreation Director Richard Blankenship Public Works Director Lee Plourde Procurement Manager Jessica Graham Human Resources Director Cindy Watson MIS Manager Barbara Brooke -Reese Social Media Coordinator Avery Joens Police Chief Daniel Acosta Police Lt. Dino Savvidis 5. AGENDA MODIFICATIONS A motion was passed and unanimously approved to move the discussion of replacing the City Attorney up to item #I IA and add Resolution No. R-25-12 as New Business Item #12H. Regular City Council Meeting October 8, 2025 Page 2 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS 25.146 Proclamation - Cybersecurity Awareness Month - October 2025 Mayor McPartlan read and presented the proclamation to the City of Sebastian's MIS Manager Barbara Brooke -Reese who encouraged the residents to learn how to identify scams and what they can do if they fall victim. 25.147 Proclamation - Domestic Violence Awareness Month - October 2025 - Courtney Malfetti. Serene Harbor Proaram and Supportive Housina Manager Mayor McPartlan read and presented the proclamation to Ms. Malfetti who thanked Council for the proclamation and invited anyone that might need help to reach out to the shelter. BriefAnnouncements: Saturday, October 11- Craft Club ofSebastian in Riverview Park -10am to 3pm (Rain date is October 12) Thursday, October 16 - Sebastian Police Department Community Night Out in Riverview Park - 5pm to 8pm Friday, October 24 - Halloween Celebration at Riverview Park Costume contest registration begins at 5.30pm Trunk or Treat begins at 5:30pm Costume contest begins at 6:15pm Sebastian Police Department Movie Night Out - Minecraft - 7.15pm Wednesday, October 22 - Cookies with Council in Chambers - 5.00pm Vice Mayor Jones announced the upcoming events. 7. PUBLIC INPUT Bill Flynn, Main Street, said a contractor filled the swale a couple houses down when installing a fence and now the back yards of both sides of the swale are flooding. He said the property owner said it was the fault of the City. Mr. Flynn said he doesn't see how it could be the fault of the City. He said there is a lot of rain coming and would like to see it rectified. The City Manager asked the Public Works Director to speak to Mr. Flynn. 8. CONSENT AGENDA A. Consideration of Draft September 10, 2025 City Council Minutes 25.148 B. Consideration of Resolution No. R-25-39 - Request for Abandonment of Public Utility Easement - 900 & 908 U.S. Highway #1 - Dunkin Donuts Regular City Council Meeting October 8, 2025 Page 3 25.046 C. Consideration of a Purchase Order for Alan Jay Automotive Management, Inc., in the Amount of $50,285.00 for One 2026 Ford Transit T-350 Cargo Van for the Sebastian Police Department, and Authorize the City Manager or Designee to Execute 25.046 D. Consideration of a Purchase Order for SAG Cocoa LLC in the Amount of $44,183 for One 2026 Ford Explorer and Vehicle Uplifting for the Sebastian Police Department and Authorize the City Manager or Designee to Execute 25.149 E. Consideration of a Purchase Order for Communications International, Inc. for $26,525.28 to Purchase Six Onboard Radios for the Sebastian Police Department, and Authorize the City Manager or Designee to Execute 25.150 F. Consideration of a Purchase Order in the Amount of $40,525.00 for Aquatic Vegetation Control, Inc. to Provide Application Services and Authorize the City Manager or Designee to Execute MOTION by Vice Mayor Jones and SECOND by Council Member Nunn to approve Consent Agenda Items A-F. Roll call: Vice Mayor Jones - aye Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Motion carried. 4-0 9. COMMITTEE REPORTS & APPOINTMENTS 25.081 A. Presentation of the Citv's Planning and Zonina Board's Annual Report Louise Kautenburg, Chair of the Planning and Zoning Commission, said planning and zoning was an important feature that creates sustainable, long term healthy communities. She encouraged the citizens to attend their meetings to provide input. She described the projects, comprehensive plan amendments, and code updates the commission has reviewed during the past 12 months. Council Member Dodd said the members of commission have helped to keep the community the way they want it to be. He thanked Ms. Kautenburg and the members. 25.114 B. Consider Reaapointina Two Incumbents to the Construction Board MOTION by Council Member Nunn and SECOND by Vice Mayor Jones to reappoint Mr. Nicholas Scheskowsky and David Rust to the Construction Board passed with a unanimous voice vote of 4-0. Regular City Council Meeting October 8, 2025 Page 4 10. PUBLIC HEARINGS - None 11. UNFINISHED BUSINESS A. Discussion Reaardina the Replacement of the Citv Attorney Council Member Dodd said there were two processes they need to consider which was to find a permanent replacement to which they chartered the Human Resources Director to go out into the marketplace for and the interim City Attorney process. He asked the City Attorney if she would address the interim process. The City Attorney said under separate cover, she provided a proposal from the TG Law Firm that she plans to join to provide interim services until the beginning of the year. She said Human Resources has posted the permanent position and received a few applications. She said two partners from TG Law Firm were present if they would like to explore their proposal. Gemma Torcivia introduced herself and partner, Zachary Good, who said their proposal was an interim proposal but if Council was happy with their services, they would honor the terms for the permanent position. Council Member Dodd said if they appoint an interim attorney who would also like to be the permanent attorney, he asked how that would affect the permanent attorney applicant pool. He said he contacted a few attorneys who are interested in applying for the permanent position that do not want to apply for the interim position because it will discourage people in the marketplace from applying for the permanent position. Council Member Dodd said there are some attorneys interested in the interim basis such as Jim Stokes. He suggested they slide the TG Law proposal into the applicants interested in the permanent position. Council Member Nunn asked why they wouldn't consider the interim attorney for the permanent position if they fit well, worked well and did the job well. Council Member Dodd said if they appear that they made up their mind with an interim, it would hurt their pool of applicants for the permanent attorney. Council Member Nunn said he originally thought he would like to see a full-time attorney but this calendar year they have spent over $261,000 on attorney's fees. If they had a firm, they wouldn't have to hire specialized attorneys. He suggested putting a paralegal in the seat to draft legal documents and do research and just let the firm handle the legal matters like in the City of Deltona. Council Member Dodd said if they add onto TG Law's proposal of $262,000 a year plus outside attorney services will come to $300,000-350,000 a year which might be Regular City Council Meeting October 8, 2025 Page 5 legitimate; once they hire a firm, the firm could come up with some justifications if there should be a paralegal in the office. Vice Mayor Jones asked if there have been any applications noting he prefers to have a in-house attorney. The Human Resources Director said there are three applicants but none of them have the experience they are looking for. Council Member Nunn said it's a tough job and they need someone with municipal experience. Mayor McPartlan said in his experience, people wait until the last week to apply and if there is an interim that would apply it would lessen the pool because anyone that's going to apply wants to make sure they have a legitimate shot. Also, some that put their name in might affect where they are currently working. Council Member Dodd said he knows Jim Stokes is interested in 20 hours a week, has knowledge of Sebastian and he suggested the Mayor and Human Resources could work with him on the interim position. MOTION by Council Member Dodd and SECOND by Vice Mayor Jones to ask the mayor to work with Human Resources to contact Jim Stokes to work out an arrangement for temporary services. The City Manager stated the interim attorney would need to be available for night time meetings. Ms. Torcivia said TG Law would be interested in the permanent basis. The City Attorney said she spoke to Mr. Stokes earlier who confirmed he would be available at an hourly rate of $250.00 an hour. She advised that Mr. Stokes tenure at the City of Titusville should be wrapped up before he is appointed to avoid dual office holding. Mayor McPartlan invited the public to speak on this matter but no one came forward. Roll call: Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Motion carried. 4-0 12. NEW BUSINESS Regular City Council Meeting October 8, 2025 Page 6 25.046 A. Consideration of a Purchase Order for Hardv Automotive, Inc. in the Amount of S264,397.50 for Five Chevrolet Tahoe Police Pursuit Vehicles, and Consideration of a Purchase Order for SAG Cocoa, LLC dba Cocoa Ford in the Amount of S 120,485.04 for Vehicle UDfittina and Authorize the Citv Manager or Designee to Execute The Procurement Manager pointed out that the vehicles will be coming from Dallas, Georgia because all of the Florida dealers have run out of their Tahoe allotment; and the cost does not include in -car printers, the AEDs and the vehicle wraps which can be purchased separately as they are under the staff approval threshold. Council Member Nunn asked if there were to be any more items to purchase under the budget line -item number. The City Manager said the amount budgeted was for $636,885 which was a larger purchase for all of the vehicles for this fiscal year; combining Consent Agenda Items #A,C,D,E and adding those Items in #12a, brings the total to $505,821.14 which leaves $131,000 for some of the items not included in the transmittal. MOTION by Council Member Dodd and SECOND by Council Member Nunn to approve the purchase of five Chevrolet Tahoe's from Hardy Automotive, Inc. in addition to vehicle upfitting from SAG Cocoa, LLC dba Cocoa Ford. Mayor McPartlan invited the public to speak on the purchase but no one came forward. Roll call: Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Motion carried. 4-0 25.151 B. Consideration of a Purchase Order for Euna Solutions, Inc. in the Amount of S67,100.00 for Euna Budqet Pro Software for the Finance Department, and Provide Authorization to the Citv Manager to Execute the Appropriate Documentation The Procurement Manager said this purchase was competitively bid and the contract was awarded to GTY Technology who is doing business under the name Euna Solutions, Inc. The Chief Financial Officer said this budget software will automate the budget process, make it more efficient and transparent, and provide the capital and operating budgets on-line. The City Manager pointed out the one-time onboarding fee of $39,950 on page 278 of the agenda packet. Regular City Council Meeting October 8, 2025 Page 7 MOTION by Council Member Nunn and SECOND by Vice Mayor Jones to approve the purchase of Euna Budget Pro Software for the Finance Department. Mayor McPartlan invited the public to speak on the purchase but no one came forward. Roll call: Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Council Member Dodd - aye Motion carried. 4-0 25.152 C. Consideration of a Purchase Order for Shenandoah General Construction, LLC for $58,532.00 to Complete Investigation and Slip Lininq Repairs of Failed Culvert Pipina at La Plava and Harris Drive: Authorize the Citv Manaaer or Desianee to Execute the Appropriate Documents The Public Works Director said this failing infrastructure was identified late in last year's budget schedule requiring it to be pushed forward to this fiscal year. He requested approval to repair the piping. MOTION by Council Member Dodd and SECOND by Council Member Nunn to approve a purchase order to Shenandoah General Construction to repair the failed culvert piping at La Playa and Harris Drive. Mayor McPartlan invited the public to speak on the item but no one came forward. Roll call: Mayor McPartlan - aye Vice Mayor Jones - aye Council Member Dodd - aye Council Member Nunn - aye Motion carried. 4-0 25.153 D. Consideration of a Purchase Order for Doosan Bobcat North America. Inc. for S58.136.72 to Provide One Bobcat E 35 Compact Excavator for the Stormwater Division and Authorize the Citv Manaaer or Desianee to Execute the Appropriate Documentation The Public Works Director said this purchase would allow crews access to the smaller ditches and help with sidewalk repair. He requested approval of the purchase order. MOTION by Vice Mayor Jones and SECOND by Council Member Nunn to approve the purchase of a Bobcat E 35 Compact Excavator. Mayor McPartlan invited the public to speak on the item but no one came forward. Regular City Council Meeting October 8, 2025 Page 8 Roll call: Vice Mayor Jones - aye Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Motion carried. 4-0 25.154 E. Consideration of a Purchase Order in the Amount of $159.144.47 for Vac -Con, Inc. to Purchase One Neptune NP800/325 Trailerfor the Stormwater Division and Provide Authorization to the Citv Manager or Designee to Execute The Procurement Manager said in October 2024, Council approved the purchase of a new vac truck and the goal was to use the new vac truck and old vac trunk but the old vac truck reached its end of life. The Stormwater Division is looking to use a vac trailer that will still allow duties to be performed with the new vac truck. Vice Mayor Jones said there are some areas that the big vac truck can't get into so this will ensure the work is done in the smaller areas. MOTION by Vice Mayor Jones and SECOND by Council Member Nunn to approve the purchase of a One Neptune NP800/325 Trailer for the Stormwater Division. Mayor McPartlan invited the public speak on the purchase but no one came forward. Roll call: Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Motion carried. 4-0 25.155 F. Consideration of a Purchase Order for Alan Jav Automotive Management, Inc. in the Amount of $83.248 to Purchase a 2026 2WD Ford F-550 Reaular Cab Chassis Duran Truck for the Stormwater Division and Provide Authorization to the Citv Manaaer or Desianee to Execute The Procurement Manager asked for approval to purchase this dump truck for the Stormwater Division. MOTION by Council Member Dodd and SECOND by Vice Mayor Jones to approve the purchase of a 2026 2WD Ford F-550 Dump Truck for the Stormwater Division. Mayor McPartlan invited the public to speak on the purchase but no one came forward. Roll call: Council Member Dodd - aye Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Motion carried. 4-0 Regular City Council Meeting October 8, 2025 Page 9 25.156 G. Consideration of Selectina EsteD Construction, Inc. as the Primary Vendor and Florasod. LLC as the Secondary Vendor for ITB 25-20 Citvwide Ditch and Swale Grindina and Authorize the Citv Manaa_ er or Desianee to Issue Purchase Orders u D to S 750.000.00 The Procurement Manager said a solicitation was issued to see if the City could procure additional contractors. She requested approval for the two responding contractors. She said there was up to $750,000 budgeted and the plan is to issue purchase orders by the contracted rates as they are invoiced. It will be based on the linear footage that the swales are cleaned. Council Member Dodd said the bottom line of the bid sheets didn't add up to the noted $750,000. The Procurement Manager explained the total amount of $750,000 is the total budget for swale grading. She said because they do not have the total footage of swales that need to be done, the unit price was requested to receive an estimate for evaluation purposes and all of the work to be done will be done based on their unit prices. The City Manager said because they are going back out for roadway assessment for future years, they needed to go with a roundabout estimate of a project to get numbers that could be used as a per unit price. It was bid on a project basis so they could use the unit numbers per road that will be done. He said he won't reach the $750,000 number but this was the number that was needed to allocate based off if they did all of the roadways but a lot of the homeowners have kept their swales clean so they won't be using the full allotment. He predicted that there will be money left over to do more road paving with the unused money. MOTION by Council Member Nunn and SECOND by Vice Mayor Jones to approve Estep Construction, Inc. as the primary vendor and Florasod, LLC as the secondary vendor for ITB 25-20 Citywide Ditch and Swale Grinding. Mayor McPartlan invited the public to speak on the item but no one came forward. Roll call: Council Member Nunn - aye Mayor McPartlan - aye Vice Mayor Jones - aye Council Member Dodd - aye Motion carried. 4-0 25.157 H. Consideration of Resolution No. R-25-12 Exr)ressina Support for the Indian River Environmental Lands Acquisition Proaram (ELAP) in Consideration of Recommendina to the Indian River Countv Board of Commissioners the Purchase of ProDerty_ Located at 11360 S. Indian River Drive for Conservation Purposes Regular City Council Meeting October 8, 2025 Page 10 The City Manager said staff received information that there was a submittal to the Indian River Environmental Lands Acquisition Program for a bond acquisition to help purchase the property just south of the City limits where there was a hotel approved to be built on the property. This resolution will show the City's support for purchasing the property to protect the water quality and the lagoon. He requested support. MOTION by Vice Mayor Jones and SECOND by Council Member Nunn to approve Resolution No. R-25-12. Roll call: Mayor McPartlan - aye Vice Mayor Jones - aye Council Member Dodd - aye Council Member Nunn - aye Motion carried. 4-0 13. CITY ATTORNEY MATTERS 25.145 A. Discussion/Direction on City Attorney Matters 7.09pm The City Attorney said in Fiscal Year 2025-2026, the total line item spent for litigation expenses so far is $265,000. The outside counsel was budgeted at $30,000 with $53,850 spent. She also reported that she has sorted out the opioid litigation matter and will have that on the next agenda for them. 14. CITY MANAGER MATTERS The City Manager said with the recent heavy rain, there were a couple of areas in the City that have been assessed by the Stormwater Director but with the continued forecast of additional rain, he asked the public to help him identify any issues that need to be evaluated and addressed. He said he has registered to represent the City at the Indian River County Delegation Meeting set for October 22, 2025. He has distributed a copy of the priorities he plans to address and asked if anyone would like to add anything to please contact him. He advised that there hasn't been anyone from the public to apply to be on the Employee Retirement Board of Trustees, he asked that if anyone interested to apply as quickly as possible. He said if there weren't any applicants, Council could appoint staff members. Council Member Nunn asked if residents could serve on two boards. The City Attorney advised that it would need to be evaluated if it was a decision -making board. Council Member Nunn invited those sitting on a board to contact the City Clerk. The City Clerk Regular City Council Meeting October 8, 2025 Page 11 stated there is a code provision allowing board members to also serve on the Charter Review Committee. The City Attorney said the Parks and Recreation Committee, Veterans Advisory Board, Natural Resources Board and Charter Review are fact finding committees. The Planning and Zoning Commission, Police Pension Board, and Board of Adjustment are advisory. The City Manager recognized the Parks and Recreation staff and the Police Department staff for all of their hard work on the successful KidsFest held this past Saturday. He thanked Council Member Dodd for challenging him to come under the $750,000 threshold for the ditch and swale repair with Estep Construction and Florasod, LLC. CRA Septic to Sewer Ur)date The City Manager said the City is still in partnership with the County to complete the CRA Septic to Sewer Project. He is aware that the County is working to receive parts and materials to proceed. He advised the FDEP grant that the City was awarded could be used to for the property owner to connect but it will not pay for impact fees. In the City's interlocal agreement with the County, the County agreed to waive the connection fees however the grant will pay for the connection fees so on Tuesday, he asked the County if they could figure out how to make the numbers work so there would be zero cost for the property owners. He said in the meanwhile, staff is working on another funding mechanism to help the property owners. Council Member Dodd proposed an amendment to the interlocal agreement to change the language so the connection fee is paid up to the amount of the impact fee so the entire cost is covered. The City Manager offered to work on an amendment to bring to Council. 15. CITY CLERK MATTERS The City Clerk advised there are many board openings right now and invited the public to contact her if they are interested in participating in their local government. 16. CITY COUNCIL MATTERS Council Member Nunn also invited the public to join a board to get involved and learn about their government. He also invited the public to listen or attend the Indian River Delegation Meeting to realize and represent what their community needs to the state law makers who favor passing along unfunded mandates to local governments. Council Member Nunn noted that many may think they spent a ton of money tonight but he asked them to remember it was the first meeting of the new fiscal year to approve the things needed for storms and safety in the City. Regular City Council Meeting October 8, 2025 Page 12 Council Member Dodd thanked Commissioner Flescher for his thoughtful questions and concern regarding the septic to sewer process during Tuesday's commission meeting. Vice Mayor Jones also thanked Commission Flescher. He said he was disappointed in not being able to attend the Sebastian River High School Homecoming Parade tonight, which had been rescheduled due to rain. Mayor McPartlan noted with all of the recent rain, the swales are working very well. 17. Being no further business, Mayor McPartlan adjourned the Regular City Council meeting at 7:28 p.m. Approved at the November 12, 2025 Regular City Council meeting. Mayor ( S loll /6r JeanetteWilliaf'n 'yClerk