HomeMy WebLinkAbout01-14-2026 Agenda1. CALL TO ORDER
2. MOMENT OF SILENCE
3. PLEDGE OF ALLEGIANCE - Led by Council Member Dodd
4. ROLL CALL
5. AGENDA MODIFICATIONS
6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS
Brief Announcements:
January 17th & 18th - Sebastian Riverfront Fine Art & Music Festival -
Saturday 10-5pm, Sunday 10 - 4pm.
January 19th - Martin Luther King Day - City Hall will be closed.
January 23rd - Chamber of Commerce Concert in the Park - Conspiracy Theory.
January 24th - Sebastian Art Club in Riverview Park from 8-4pm
January 24th - Treasure Coast Food Bank will distribute food in the City Hall Parking lot
from 8-10am
7. PUBLIC INPUT
8. CONSENT AGENDA
CITY COUNCIL
REGULAR MEETING
AGENDA
WEDNESDAY, JANUARY 14, 2026 - 6:00 PM
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
ALL AGENDA ITEMS MAY BE INSPECTED IN THE OFFICE OF THE CITY CLERK OR ON THE CITY'S WEBSITE
Modifications for additions require a unanimous vote of City Council
Presentations of proclamations, certificates and awards, and brief timely announcements by
Council and Staff. No public input or actions under this heading.
The heading on Regular Meeting agendas "Public Input" provides and opportunity for individuals
to bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE
PREPARED AGENDA. Individuals are asked to resolve matters with staff prior to meetings.
Individuals are asked to provide copies of materials for Council one week prior to the meeting if
they intend to refer to specific material. City Council will not debate an issue during Public Input
but may by consensus direct a Charter Officer in regard to the item if necessary or place a
requested item on a future agenda.
All items on the consent agenda are considered 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
1
A. Consider Approval of Draft December 3, 2025, City Council Minutes
B. Consider Approval of the 2026 Municipal Elections Agreement for the November 3, 2026
Election.
C. Alcohol Beverage Approval - Espinoza Family
D. Alcohol Beverage Approval - Jackson Family
9. COMMITTEE REPORTS & APPOINTMENT
A. Consider Parks & Recreation Board Appointment
10. PUBLIC HEARINGS
11. UNFINISHED BUSINESS
12. NEW BUSINESS
A. Consideration and Direction of Proposed Riverview Park Master Plan Renovation
Concepts
B. Presentation of Pavement Management Group Inc.'s Final Assessment of City Roads and
Recommendations for Future Roadway Treatment Plans
requests; in which event, the item will be removed and acted upon separately. If a member of the
public wishes to provide input on a consent agenda item, he/she should request a Council Member
to remove the item for discussion prior to start of the meeting or by raising his/her hand to be
recognized.
Staff Report
12-03-2025 Draft Minutes
Staff Report
Election Agreement
Staff Report
Espinoza Application
Espinoza Payment Receipt
Staff Report
Jackson Family Application
Jackson Family Receipt
City committee reports and Council Member regional committee reports. No public input or
action except City committee member nominations and appointments under this heading.
Staff Report
G. Sheldon application
K. McLellan application
Press Release
Member List
Staff Report
Conceptual Plan B
Conceptual Plan C
Riverview Park Gantt Chart
Staff Report
2
pgs 5-17
pgs 18-29
pgs 30-32
pgs 33-35
pgs 36-43
pgs 44-51
pgs 52-72
C. Consideration of Approving the Emergency Closure Disaster Wage Policy to comply with
FEMA's latest Public Assistance Program Policy Guide and Authorize the Mayor to
execute the Policy
D. Consideration of Proposed City Council Meeting Dates for Calendar Year 2026
13. CITY ATTORNEY MATTERS
14. CITY MANAGER MATTERS
15. CITY CLERK MATTERS
16. CITY COUNCIL MATTERS
Council Member Nunn
Council Member Dodd
Council Member Matthews
Mayor Jones
Vice Mayor McPartlan
17. ADJOURN(All meetings shall adjourn by 9:30 pm unless extended for up to one half hour by a
majority vote of City Council).
PMG - 2025 Final Project Report
PMG Condition and Project Year Maps with Treatments
Resolution R-25-40
Staff Report
Emergency Closure Disaster Wage Policy
O-15-07 Public Emergency Procedures
Staff Report
2026 City Council meeting calendar
NO STENOGRAPHIC RECORD BY A CERTIFIED COURT REPORTER WILL BE MADE OF
THE FOREGOING MEETING. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION
MADE BY THE CITY COUNCIL, BOARD OR AGENCY WITH RESPECT TO ANY MATTER
CONSIDERED AT THIS MEETING OR HEARING WILL 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. (F.S.286.0105)
IN COMPLIANCE WITH THE AMERICAN WITH DISABILITIES ACT (ADA) OF 1990, ANYONE
WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT
THE CITY’S ADA COORDINATOR AT 388-8226 – ADA@CITYOFSEBASTIAN.ORG AT LEAST
48 HOURS IN ADVANCE OF THIS MEETING
3
pgs 73-84
pgs 85-86
Regular City Council Meetings
Public input is ALLOWED under the headings:
Consent Agenda
Public Hearings
Unfinished Business
New Business
Public Input
Public input is NOT ALLOWED under the headings:
Proclamations, Awards, Brief Announcements (except for individuals giving or accepting
proclamations or awards)
Committee Reports and Appointments (except for committee members giving reports and
applicants being interviewed for committee appointments)
City Council Matters
Charter Officer Matters
Council may, by majority vote, call upon an individual to provide input if desired.
Workshops and Special Meetings
Public input is limited to the item on the agenda
Time Limit
Input on agenda items where public input is permitted on agendas is THREE MINUTES; however, City
Council may extend or terminate an individual’s time by majority vote of Council members present.
Input Directed to Chair
Speakers shall address the City Council IMMEDIATELY PRIOR TO CITY COUNCIL
DELIBERATION of the agenda item and ALL INPUT SHALL BE DIRECTED TO THE CHAIR,
unless answering a question of a member of City Council or City staff. Individuals shall not address
City Council after commencement of City Council deliberation on an agenda item after public input has
concluded, providing, however, the Mayor and members of City Council may recall an individual to
provide additional information or to answer questions.
Certain Remarks Prohibited
Personal, impertinent, and slanderous remarks, political campaigning, and applauding are not permitted
and may result in expulsion from the meeting. The Chair shall make determinations on such remarks,
subject to the repeal provisions below.
Appealing Decisions of Chair
Any member of Council may appeal the decision of the Chair to the entire Council. A majority vote of
City Council shall overrule any decision of the Chair.
Public Input Heading on Agenda
The heading on Regular Meeting agendas “Public Input” provides an opportunity for individuals to
bring NEW INFORMATION OR REQUESTS TO CITY COUNCIL NOT OTHERWISE ON THE
PREPARED AGENDA. Individuals are asked to attempt to resolve matters with staff prior to meetings.
Individuals are asked to provide copies of material for Council one week prior to the meeting if they
intend to refer to specific material. City Council will not debate an issue during Public Input but may by
consensus direct a Charter Officer in regard to the item if necessary or place a requested item on a
future agenda.
4
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Cathy Testa, Acting City Clerk
SUBJECT
Consider Approval of Draft December 3, 2025
City Council Minutes
EXECUTIVE SUMMARY
Draft minutes of the December 3, 2025 City Council meeting are presented for review.
RECOMMENDATION
Request changes if necessary. Consider approval of minutes.
ATTACHMENTS: 1. December 3, 2025 City Council Minutes.
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
N/A N/A N/A
Additional Funds Needed: $ 0.00
5
6
7
8
9
10
11
12
13
14
15
16
17
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Cathy Testa, Acting City Clerk
SUBJECT
Consider Approval of the 2026 Municipal Elections
Agreement for the November 3, 2026 Election.
EXECUTIVE SUMMARY
Each year the Indian River County Supervisor of Elections provides an agreement between her office
and the City of Sebastian to set forth each party’s responsibilities for conducting the City’s annual
Election.
Funding for the 2026 Election is included in the FY 2026-2027 budget. The invoice will be submitted
after the Elections and is based on the number of registered voters.
RECOMMENDATION
Consider Approval of the Municipal Election Agreement for the City of Sebastian’s November 2026
Election.
ATTACHMENTS: 1. Staff Report
2. 2026 Municipal Elections Agreement
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
65,675.00 65,675.00 FY 27 General Fund – City
Clerk Operating Budget
Additional Funds Needed: $ 0.00
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Cathy Testa, Acting City Clerk
SUBJECT Consider Parks & Recreation Board Appointment
EXECUTIVE SUMMARY
The Parks and Recreation Advisory Committee reviews the development of the City’s Park system and
makes recommendations on the active recreational programs and facilities.
With the resignation of board member, JoAnne White, there is a regular member vacancy on the Parks
and Recreation Advisory Committee.
There are two alternate members, Grace Shelton and Dale Moore. Dale Moore prefers to remain in his
alternate position but Grace Shelton is interested in moving to a regular member position.
Also, in response to the Acting City Clerk’s advertisement, there is one new applicant, Kayla McLellan
that would like to be considered to serve on the board.
RECOMMENDATION
Consider interviewing the applicants and submit nominations to fill one unexpired regular member
and one alternate member position.
ATTACHMENTS: 1. Applications
2. Advertisement
3. Board Member List
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
N/A N/A N/A
Additional Funds Needed: $ 0.00
36
37
38
39
40
41
42
43
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Richard Blankenship, Parks and Recreation Director
SUBJECT
Consideration of renovation concepts for Riverview Park,
provide staff with direction.
EXECUTIVE SUMMARY
In May of 2024 staff conducted public workshops to discuss needed renovations and upgrades to
Riverview Park. The renovations included several upgrades to existing amenities. Those include a new
playground, as the existing playground is near the end of its useful and safe life , a new splash pad as
the existing splash pad is beyond its useful life and elements of the pad are obsolete and cannot be
repaired. This would also include relocating the splash pad to the north side of Harrison Street so that
the playground and splash pad would be next to one another, therefore providing users the opportunity
for a complete experience. This would also include new and additional picnic pavilions so that users
have a more convenient option for facility usage. The renovations include relocating the sand volleyball
courts across Indian River Drive to the area referred to as Twin Piers. This move creates a more efficient
stormwater collection option as well as creates space for the performance area. The performance area
would be a larger permanent structure that would replace the aging portable stage. The project also
includes additional parking, landscaping, sidewalks and pier upgrades.
The difference between Concepts B and C is that Concept C does not close Harrison Street. However,
Concept C does provide for an extended speed table, a long, flat-topped speed hump, designed to slow
traffic for pedestrian safety.
The Parks and Recreation Advisory Board Recommended Concept C at the October 27, 2025 meeting.
Next Steps and Timeline
Regardless of concept selected the next steps are as follows (tentative timeline):
January/February 2026 - Site survey.
January – September 2026 - Phase I design and permitting (funded in part by FIND grant with
a deadline of September 2026). Phase I includes overflow parking design, ingress and egress
upgrades, playground design (public involvement), splash pad design (public involvement) and
picnic pavilion design and associated required permitting, utilities and landscaping
44
June 2026 - Public workshop to include public input on Phase I design and Phase II potential
design elements
July 2026 - Phase I design updates from public workshop
October 2026 – December 2026 - Phase I bid package development and bidding
March 2027 – March 2028 - Phase I construction
September 2026 – February 2027 - Phase II design and permitting (funded partially by Land and
Water Conservation grant) Phase II would consist of development of performance area,
development of the Twin Piers area with sand volleyball, development of on street parking,
upgrades to piers at Twin Piers, additional sidewalks and landscaping
March 2027 - Public workshop to include input on Phase II design elements
April 2027 - Phase II design updates from public workshop
June 2027 – August 2027 - Phase II bid package development and bidding
October 2027 – July 2028 - Phase II construction
This project addresses the strategic plan initiative of improving quality of life for the residents of and
visitors to the City of Sebastian.
RECOMMENDATION
Consider Concept B or Concept C for Riverview Park upgrades and renovations. Provide staff with
direction.
ATTACHMENTS:
1. Concept B graphic
2. Concept C graphic
3. Riverview Park Gantt Chart
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
$200,000.00 $200,000.00 FIND Grant
Parks CIP DST
$3,000,000.00 $3,000,000.00 LWCF Grant
Parks CIP DST
Additional Funds Needed: $ 0.00
45
MASTER PLAN - CONCEPT BRIVERVIEW PARK -
CITY OF SEBASTIAN
I
N
D
I
A
N
R
I
V
E
R
D
R
INDIAN RIVER
U
.
S
.
H
W
Y
1
HARRIS
O
N
S
T
SEBAS
T
I
A
N
B
L
V
D
E
A
S
T
B
O
U
N
D
COOLID
G
E
S
T
RETAINED EXISTING AMENITIES
PARK MONUMENT SIGN
IRRIGATION WELL HOUSING
VETERANS MEMORIAL
VETERANS FOUNTAIN PLAZA
RESTROOMS
PAUL KROEGEL STATUE
KAYAK LAUNCH
TWIN PIER (RECREATION)
TWIN PIER (EMERGENCY SERVICES)
DRY POND
BOAT & EVENT PARKING AREA
EVENT LAWN
BIKE REPAIR STATION
PAVILION
• IMPROVES RIVERVIEW PARK’S ORGANIZATION THROUGH THE GROUPING OF SIMILAR PROGRAMMATIC USES, IMPROVED
PEDESTRIAN AND VEHICULAR CIRCULATION, & PRIMARY AND SECONDARY EVENT SPACES WITH FLEXIBILITY TO HOST
EVENTS OF VARIOUS SCALES.
• EMPHASIS ON ENHANCED PLANTINGS THROUGHOUT ENTIRETY OF THE PARK WHILE PROVIDING MULTIPLE LAYERS OF
TEXTURE COLOR AND CONSISTENCY. FINAL PLANT SELECTIONS WILL KEEP SITE LINES OPEN WHILE SOFTEN EDGES AND
PROVIDING FOREGROUND, MIDDLE AND BACKGROUND ENHANCEMENTS.
• MULTIPLE POINTS OF NEW INTEREST LIKE THE HARRISON STREET PEDESTRIAN PLAZA, THE LARGE COMPASS
SCULPTURE, BAND SHELL AND ARTIFICIAL TURF LAWN, STORM WATER BOARDWALK WITH ENHANCED PLANTINGS, AND
PROVIDING A SENSE OF ARRIVAL AT PARK THE SEBASTIAN BOULEVARD AND US 1 ENTRANCE WITH ARCHWAY SIGNAGE
AND WELCOME PLAZA.
• STRENGTHENS THE ORGANIZATION AND PROVIDES A MORE COHESIVE VETERANS MEMORIAL SPACE FOR SPECIAL
EVENTS.
• IMPROVED PARKING CONDITIONS OF THE OVERFLOW PARKING AREA WHILE ADDING TO OVERALL QUANTITY OF SPACES
THROUGH THE USE OF ON-STREET PARALLEL PARKING.
RELOCATED/PROPOSED AMENITIES
BAND SHELL
BOARDWALK WITH RAIN GARDEN PLANTING
SPLASH PAD
SPLASH PAD EQUIPMENT AREA
PAVILION
VOLLEYBALL COURTS
NATURE-BASED PLAYGROUND
CLOCK PLAZA
PARK GATEWAY
STAMPED-CONCRETE PEDESTRIAN CROSSING
ON-STREET PARKING WITH CURB
PAVER PLAZA WITH BOLLARDS
DROP OFF TURNAROUND W BUS STOP
BURY OVERHEAD ELECTRIC UTILITIES
ARTIFICIAL TURF EVENT LAWN
8’ WIDE SIDEWALKS
ENHANCED PLANTINGS
MULCHED TREE RINGS AT EXISTING TREES
BUFFER PLANTING
STREET-SCAPE ENHANCEMENT WITH ALLÉE OF PALMS/STREET
TREES
LARGE COMPASS SCULPTURE PLAZA
LOCAL ARTIST SCULPTURE
12’ WIDE RIVERFRONT WALK WITH ENHANCED PAVING
SPECIAL EVENT PLAZA WITH CITY OF SEBASTIAN LOGO
TEMPORARY SHADE SAIL STRUCTURES
FLEXIBLE EVENT PLAZA W/ STABILIZED GRAVEL
STABILIZED GRAVEL PARKING
ENHANCED VETERANS MEMORIAL
RELOCATED BARTRAM TRAIL HISTORICAL MARKER
RELOCATED 9/11 MEMORIAL
SEAT WALL
FOOD TRUCK PARKING & BIERGARTEN
REMOVABLE BOLLARDS
MAINTENANCE SHED/STORAGE
LEGEND
CONCEPT B MASTER PLAN
AR-PAT’S CLEANERS
NO NAME SPORTS BAR
LISA LYNN JEWELRY
THE ITALIAN COUSIN
RIVERVIEW COFFEE, TEA & BOOKS
PARADISE ICE CREAM
CC’S PLACE
SEBASTIAN SANDWICH SHACK AND GRILL
SPEEDWAY GAS STATION
EXISTING BUILDINGS
21
1
5
16
23
15
17
22
21
20
19
18
10 6
3
4
11
8
1
9
19
5
15
13
23
2
10
20
6
16
14
3
11
21
7
17
4
12
22
8
18
14
14
14
5
12
10
10
11
11
11
13
14
7
9
5
24
1
6
15
24
29
2
11
20
7
16
25
30
3
12
21
8
17
26
31
4
13
22
9
18
27
32
5
14
23
10
19
28
22
6
23
23
23
12
12
13
12
9
1
2
34
5
7
8
10
10
10
10
10
14
15
15
16
16
1616
18
18
17
17 17
17
17
18
14
10
26
32
32
27
28
29
30
31
31
10
21
25
25
20
20
20
17
19
19
19
11
11
11
11
11
33
34
33
34
33
33
5
5
46
ENLARGEMENT AREAS - CONCEPT BRIVERVIEW PARK -
CITY OF SEBASTIAN
BAND-SHELL WITH EVENT LAWNHARRISON STREET PLAZA
SPLASH PAD ENTRANCE ARCHWAY
FOOD TRUCK PARKING & BIERGARTEN
NATURE-BASED PLAYGROUND ENHANCED PLANTING
STORM WATER BOARDWALK
1 1
1
1 1
1
1
1
2 2
2
2 2
2
2
2
47
MASTER PLAN - CONCEPT CRIVERVIEW PARK -
CITY OF SEBASTIAN
I
N
D
I
A
N
R
I
V
E
R
D
R
INDIAN RIVER
U
.
S
.
H
W
Y
1
HARRIS
O
N
S
T
SEBAS
T
I
A
N
B
L
V
D
E
A
S
T
B
O
U
N
D
COOLID
G
E
S
T
RETAINED EXISTING AMENITIES
PARK MONUMENT SIGN
IRRIGATION WELL HOUSING
VETERANS MEMORIAL
VETERANS FOUNTAIN PLAZA
RESTROOMS
PAUL KROEGEL STATUE
KAYAK LAUNCH
TWIN PIER (RECREATION)
TWIN PIER (EMERGENCY SERVICES)
DRY POND
BOAT & EVENT PARKING AREA
EVENT LAWN
BIKE REPAIR STATION
PAVILION
• IMPROVES RIVERVIEW PARK’S ORGANIZATION THROUGH THE GROUPING OF SIMILAR PROGRAMMATIC USES, IMPROVED
PEDESTRIAN AND VEHICULAR CIRCULATION, & PRIMARY AND SECONDARY EVENT SPACES WITH FLEXIBILITY TO HOST
EVENTS OF VARIOUS SCALES.
• EMPHASIS ON ENHANCED PLANTINGS THROUGHOUT ENTIRETY OF THE PARK WHILE PROVIDING MULTIPLE LAYERS OF
TEXTURE COLOR AND CONSISTENCY. FINAL PLANT SELECTIONS WILL KEEP SITE LINES OPEN WHILE SOFTEN EDGES AND
PROVIDING FOREGROUND, MIDDLE AND BACKGROUND ENHANCEMENTS.
• MULTIPLE POINTS OF NEW INTEREST LIKE, THE LARGE COMPASS SCULPTURE, BAND SHELL AND ARTIFICIAL TURF
LAWN, STORM WATER BOARDWALK WITH ENHANCED PLANTINGS, AND PROVIDING A SENSE OF ARRIVAL AT PARK THE
SEBASTIAN BOULEVARD AND US 1 ENTRANCE WITH ARCHWAY SIGNAGE AND WELCOME PLAZA.
• STRENGTHENS THE ORGANIZATION AND PROVIDES A MORE COHESIVE VETERANS MEMORIAL SPACE FOR SPECIAL
EVENTS WITH SHADED SEATING.
• IMPROVED PARKING CONDITIONS OF THE OVERFLOW PARKING AREA WHILE ADDING TO OVERALL QUANTITY OF SPACES
THROUGH THE USE OF ON-STREET PARALLEL PARKING.
RELOCATED/PROPOSED AMENITIES
BAND SHELL
BOARDWALK WITH RAIN GARDEN PLANTING
SPLASH PAD
SPLASH PAD EQUIPMENT AREA
PAVILION
VOLLEYBALL COURTS
NATURE-BASED PLAYGROUND
CLOCK PLAZA
PARK GATEWAY
STAMPED-CONCRETE PEDESTRIAN CROSSING
ON-STREET PARKING WITH CURB
PAVER PLAZA WITH BOLLARDS
POCKET PLAZA
BURY OVERHEAD ELECTRIC UTILITIES
ARTIFICIAL TURF EVENT LAWN
8’ WIDE SIDEWALKS
ENHANCED PLANTINGS
MULCHED TREE RINGS AT EXISTING TREES
BUFFER PLANTING
STREET-SCAPE ENHANCEMENT WITH ALLÉE OF PALMS/STREET
TREES
LARGE COMPASS SCULPTURE PLAZA
LOCAL ARTIST SCULPTURE
12’ WIDE RIVERFRONT WALK WITH ENHANCED PAVING
SPECIAL EVENT PLAZA WITH CITY OF SEBASTIAN LOGO
TEMPORARY SHADE SAIL STRUCTURES
FLEXIBLE EVENT PLAZA
STABILIZED GRAVEL PARKING
ENHANCED VETERANS MEMORIAL
RELOCATED BARTRAM TRAIL HISTORICAL MARKER
RELOCATED 9/11 MEMORIAL
SEAT WALL
SHADED VETERANS MEMORIAL SEATING
REMOVABLE BOLLARDS
MAINTENANCE SHED/STORAGE
PALM PROMENADE
LEGEND
CONCEPT C MASTER PLAN
AR-PAT’S CLEANERS
NO NAME SPORTS BAR
LISA LYNN JEWELRY
THE ITALIAN COUSIN
RIVERVIEW COFFEE, TEA & BOOKS
PARADISE ICE CREAM
CC’S PLACE
SEBASTIAN SANDWICH SHACK AND GRILL
SPEEDWAY GAS STATION
EXISTING BUILDINGS
21
1
5
16
23
15
17
22
21
20
19
18
10 6
3
4
11
8
1
9
19
5
15
13
23
2
10
20
6
16
14
3
11
21
7
17
4
12
22
8
18
14
14
14
5
12
10
11
11
11
13
14
7
9
5
24
1
6
15
24
29
2
11
20
7
16
25
30
3
12
21
8
17
26
31
4
13
22
9
18
27
32
5
14
23
10
19
28
22
6
23
23
23
12
13 35
12
9
1
2
34
5
7
8
10
10
10
10
10
14
15
15
16
16
1616
18
18
17
17 17
17
17
18
14
10
26
32
32
27
28
29
30
31
31
10
21
25
25
20
20
20
17
19
19
19
11
11
11
11
11
33
34
35
33
34
33
33
5
5
48
ENLARGEMENT AREAS - CONCEPT CRIVERVIEW PARK -
CITY OF SEBASTIAN
BAND-SHELL WITH EVENT LAWNPALM PROMENADE
SPLASH PAD ENTRANCE ARCHWAY
FLEXIBLE EVENT LAWN
NATURE-BASED PLAYGROUND ENHANCED PLANTING
STORM WATER BOARDWALK
1 1
1
1 1
1
1
1
2 2
2
2 2
2
2
2
49
EVENT EXHIBIT - CONCEPT CRIVERVIEW PARK -
CITY OF SEBASTIAN
RETAINED EXISTING AMENITIES
PARK MONUMENT SIGN
IRRIGATION WELL HOUSING
VETERANS MEMORIAL
VETERANS FOUNTAIN PLAZA
RESTROOMS
PAUL KROEGEL STATUE
KAYAK LAUNCH
TWIN PIER (RECREATION)
TWIN PIER (EMERGENCY SERVICES)
DRY POND
BOAT & EVENT PARKING AREA
EVENT LAWN
BIKE REPAIR STATION
PAVILION
• IMPROVES RIVERVIEW PARK’S ORGANIZATION THROUGH THE GROUPING OF SIMILAR PROGRAMMATIC USES, IMPROVED
PEDESTRIAN AND VEHICULAR CIRCULATION, & PRIMARY AND SECONDARY EVENT SPACES WITH FLEXIBILITY TO HOST
EVENTS OF VARIOUS SCALES.
• EMPHASIS ON ENHANCED PLANTINGS THROUGHOUT ENTIRETY OF THE PARK WHILE PROVIDING MULTIPLE LAYERS OF
TEXTURE COLOR AND CONSISTENCY. FINAL PLANT SELECTIONS WILL KEEP SITE LINES OPEN WHILE SOFTEN EDGES AND
PROVIDING FOREGROUND, MIDDLE AND BACKGROUND ENHANCEMENTS.
• MULTIPLE POINTS OF NEW INTEREST LIKE, THE LARGE COMPASS SCULPTURE, BAND SHELL AND ARTIFICIAL TURF
LAWN, STORM WATER BOARDWALK WITH ENHANCED PLANTINGS, AND PROVIDING A SENSE OF ARRIVAL AT PARK THE
SEBASTIAN BOULEVARD AND US 1 ENTRANCE WITH ARCHWAY SIGNAGE AND WELCOME PLAZA.
• STRENGTHENS THE ORGANIZATION AND PROVIDES A MORE COHESIVE VETERANS MEMORIAL SPACE FOR SPECIAL
EVENTS WITH SHADED SEATING.
• IMPROVED PARKING CONDITIONS OF THE OVERFLOW PARKING AREA WHILE ADDING TO OVERALL QUANTITY OF SPACES
THROUGH THE USE OF ON-STREET PARALLEL PARKING.
RELOCATED/PROPOSED AMENITIES
BAND SHELL
BOARDWALK WITH RAIN GARDEN PLANTING
SPLASH PAD
SPLASH PAD EQUIPMENT AREA
PAVILION
VOLLEYBALL COURTS
NATURE-BASED PLAYGROUND
CLOCK PLAZA
PARK GATEWAY
STAMPED-CONCRETE PEDESTRIAN CROSSING
ON-STREET PARKING WITH CURB
PAVER PLAZA WITH BOLLARDS
POCKET PLAZA
BURY OVERHEAD ELECTRIC UTILITIES
ARTIFICIAL TURF EVENT LAWN
8’ WIDE SIDEWALKS
ENHANCED PLANTINGS
MULCHED TREE RINGS AT EXISTING TREES
BUFFER PLANTING
STREET-SCAPE ENHANCEMENT WITH ALLÉE OF PALMS/STREET
TREES
LARGE COMPASS SCULPTURE PLAZA
LOCAL ARTIST SCULPTURE
12’ WIDE RIVERFRONT WALK WITH ENHANCED PAVING
SPECIAL EVENT PLAZA WITH CITY OF SEBASTIAN LOGO
TEMPORARY SHADE SAIL STRUCTURES
FLEXIBLE EVENT PLAZA
STABILIZED GRAVEL PARKING
ENHANCED VETERANS MEMORIAL
RELOCATED BARTRAM TRAIL HISTORICAL MARKER
RELOCATED 9/11 MEMORIAL
SEAT WALL
SHADED VETERANS MEMORIAL SEATING
REMOVABLE BOLLARDS
MAINTENANCE SHED/STORAGE
PALM PROMENADE
LEGEND
CONCEPT A MASTER PLAN
AR-PAT’S CLEANERS
NO NAME SPORTS BAR
LISA LYNN JEWELRY
THE ITALIAN COUSIN
RIVERVIEW COFFEE, TEA & BOOKS
PARADISE ICE CREAM
CC’S PLACE
SEBASTIAN SANDWICH SHACK AND GRILL
SPEEDWAY GAS STATION
EXISTING BUILDINGS
1
9
19
5
15
13
23
2
10
20
6
16
14
3
11
21
7
17
4
12
22
8
18
12 X 12 TENT (+/- 275)
20 X 60 TENT (+/- 2)
EVENT OVERLAY LEGEND
1
6
15
24
29
2
11
20
7
16
25
30
3
12
21
8
17
26
31
4
13
22
9
18
27
32
33
34
35
5
14
23
10
19
28
I
N
D
I
A
N
R
I
V
E
R
D
R
INDIAN RIVER
U
.
S
.
H
W
Y
1
HARRIS
O
N
S
T
SEBAS
T
I
A
N
B
L
V
D
E
A
S
T
B
O
U
N
D
COOLID
G
E
S
T
21
1
5
16
23
15
17
22
21
20
19
18
10 6
3
4
11
8
14
14
14
5
12
10
11
11
11
13
14
7
9
5
24
22
6
23
23
23
12
13 35
12
9
1
2
34
5
7
8
10
10
10
10
10
14
15
15
16
16
1616
18
18
17
17 17
17
17
18
14
10
26
32
32
27
28
29
30
31
31
10
21
25
25
20
20
20
17
19
19
19
11
11
11
11
11
33
34
33
33
5
5
50
Task Start End
PHASE I
Design & Permitting 1/1/2026 9/1/2026
Site Survey 1/1/2026 2/28/2026
Public Workshop 6/1/2026 7/1/2026
Design Updates per Public Input 7/1/2026 8/1/2026
Bid Package 10/1/2026 1/1/2027
Construction 3/1/2027 3/1/2028
PHASE II
Design & Permitting 9/1/2026 3/1/2027
Public Workshop 3/1/2027 4/1/2027
Design Updates per Public Input 4/1/2027 5/1/2027
Bid Package 6/1/2027 9/1/2027
Construction 10/1/2027 8/1/2028
51
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Lee Plourde, Public Works Director
SUBJECT Consideration of Pavement Management Group
Inc's Final Assessment of City Roads.
EXECUTIVE SUMMARY
In October of 2025, the Council approved a “piggybacking” contract with Pavement
Management Group (PMG) for pavement management services. The agreement required an
assessment of our city roads to determine the average pavement index rating, which supports
our strategic plan goal of maintaining a minimum PCI of 68. The City roads are assessed on a
three to five-year basis, and were last assessed in 2022. Between October and November 2025,
PMG inspected all city-owned roads and documented their condition.
RECOMMENDATION
Staff recommends that the City Council approve Pavement Management Group Inc's Final
Assessment of City Roads .
ATTACHMENTS:
1. PMG Final Assessment of City Roads
2. PMG Condition and Project Year Maps with Treatments
3. Resolution No. R-25-40
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
N/A N/A N/A
Additional Funds Needed: $ 0.00
52
655 Hopewell Dr
PO Box 2407
Heath, OH 43056
(800) 638-8040
0) 638.8040
Sales@PavementManagementGroup.com
PAVEMENT MANAGEMENT AND ENGINEERING SOLUTIONS
COMPLETE PAVEMENT MANAGEMENT SOLUTIONS
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
City of Sebastian, FL
Monday, December 29, 2025
Pavement Management Group
53
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 1
TABLE OF CONTENTS
EXECUTIVE SUMMARY .............................................................................................................................. 2
KEY TAKEAWAYS FOR LEADERSHIP ........................................................................................................ 2
INTRODUCTION ......................................................................................................................................... 3
CONDITION ASSESSMENT PROCESS .......................................................................................................... 3
PAVEMENT DISTRESS DEFINITION ......................................................................................................... 3
PCI AND CONDITION CATEGORY DEFINITION ........................................................................................ 4
EXAMPLES OF ROADWAY CONDITIONS .................................................................................................... 5
EXCELLENT CONDITION ......................................................................................................................... 5
GOOD CONDITION ................................................................................................................................. 6
FAIR CONDITION .................................................................................................................................... 6
POOR CONDITION ................................................................................................................................. 7
FAILED CONDITION ................................................................................................................................ 7
ROADWAY CONDITION RESULTS ............................................................................................................... 8
CONDITION GRAPHS .............................................................................................................................. 8
GIS CONDITION MAP ................................................................................................................................. 9
CONCLUSION ............................................................................................................................................ 9
POLICY IMPLICATIONS FOR LEADERSHIP ............................................................................................. 10
54
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 2
EXECUTIVE SUMMARY
The City of Sebastian retained Pavement Management Group (PMG) to deliver a comprehensive, turnkey
Pavement Management Program (PMP) for the City’s roadway network. PMG’s PMP is built upon the
PAVER™ Pavement Management System (PMS), a nationally recognized platform developed by the U.S.
Army Corps of Engineers. The system provides advanced analytical tools, including pavement
performance modeling, maintenance decision trees, and budget- and target-driven scenario planning.
The objective of this program is to maximize the return on investment of available maintenance and
rehabilitation funding by accurately documenting pavement conditions, prioritizing needs, and
supporting data-driven decision-making. As part of this effort, PMG completed the following scope of
services:
• Verified and updated the City’s pavement network inventory
• Captured high-definition (HD) video for each pavement management section
• Identified all pavement distress types, severity levels, and quantities in accordance with ASTM
D6433-23
• Calculated the Pavement Condition Index (PCI) for each pavement section
• Assigned all pavement management data to a Geographic Information System (GIS)
• Developed a GIS-based current condition map
• Delivered a complete inventory and condition database for all pavement sections
• Prepared this final report summarizing findings and results
• Delivered the RoadINsights™ dashboard, enabling interactive, map-based visualization and
analysis of roadway conditions to support informed decision-making
• Provide continued support and consultation services
KEY TAKEAWAYS FOR LEADERSHIP
• The City of Sebastian’s roadway network has an overall average PCI of 68, placing it in Fair
condition.
• Approximately 47% of the network is in Excellent or Good condition, representing pavements
that benefit most from timely preventive maintenance.
• The majority of the network (43%) is in Fair condition, where proactive preservation strategies
can significantly slow deterioration and reduce long-term costs.
• Approximately 10% of the network is in Poor or Failed condition, indicating targeted
rehabilitation or reconstruction needs.
• The pavement management data and RoadINsights™ dashboard provide the City with a
transparent, defensible, and repeatable foundation for capital planning, budgeting, and public
communication.
55
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 3
INTRODUCTION
PMG was contracted to provide pavement management services for the City of Sebastian’s roadway
network, consisting of approximately 155 centerline miles (250 lane miles). Services included verification
and refinement of the pavement inventory, review and update of management sections, and condition
inspections of all 1,460 pavement sections within the network.
All inventory attributes were added to or updated within the PAVER™ PMS database, and a PCI value
was calculated for each section. In addition, high-definition video was collected continuously along each
pavement section from beginning to end. This video record provides a permanent, virtual representation
of the roadway network and enhances the City’s ability to conduct office-based condition reviews, plan
projects, and make informed decisions.
This report documents the condition assessment methodology and summarizes the overall pavement
condition results for the 2025 inspection cycle.
CONDITION ASSESSMENT PROCESS
PMG conducts pavement condition assessments in strict accordance with ASTM D6433-23, Standard
Practice for Roads and Parking Lots Pavement Condition Index Surveys. This standard applies to both
asphalt-surfaced and concrete-surfaced pavements.
For this project, PMG’s trained inspection staff reviewed the collected high-definition video for each
pavement management section using PMG’s proprietary artificial intelligence (AI) distress identification
tools. The AI-assisted process identifies and documents pavement distress types, severity levels (low,
medium, and high), and measured quantities. All identified distresses are reviewed as part of PMG’s
quality assurance process before finalization.
The verified distress data were entered into the PAVER™ PMS, which calculates a Pavement Condition
Index (PCI) for each management section. The result is a consistent, objective, and repeatable condition
rating for the entire roadway network.
PAVEMENT DISTRESS DEFINITION
Asphalt-surfaced pavements may exhibit up to 20 distinct distress types, while concrete-surfaced
pavements may exhibit up to 19 distress types. These distress types, along with their severity definitions
and measurement criteria, are documented in the Asphalt and Concrete Distress Identification Manuals
published by the U.S. Army Corps of Engineers.
Each distress is evaluated based on:
• Distress type
• Severity level (low, medium, or high)
• Quantity or extent of occurrence
Figure 1 illustrates the standard asphalt pavement distress types referenced during this inspection.
56
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 4
Figure 1. Asphalt and Concrete Distresses
PCI AND CONDITION CATEGORY DEFINITION
The Pavement Condition Index (PCI) is a numerical indicator of pavement condition, ranging from 0 to
100, where 0 indicates a failed pavement and 100 indicates excellent condition. The PAVER™ PMS
calculates the PCI value based on the type, severity, and quantity of observed distresses.
In accordance with industry standards, PCI values are grouped into five general condition categories, as
shown in Table 1.
CONDITION CATEGORY LOW PCI VALUE HIGH PCI VALUE
EXCELLENT 90 100
GOOD 70 89
FAIR 50 69
POOR 30 49
FAILED 0 29
Table 1. Condition Category Values
Figure 2 illustrates the relationship between observed pavement distress and the resulting PCI value.
Figure. 2 Factors Determining PCI Value
16 – Shoving
17 – Slippage Cracking
18 – Swell
19 – Raveling
20 – Weathering
11 – Patch/Utility Cut
12 – Polished Aggregate
13 – Pothole
14 – Railroad Crossing
15 – Rutting
06 – Depression
07 – Edge Cracking
08 – Joint Reflection
09 – Lane/Shoulder Drop
10 – L&T Cracking
01 – Alligator Cracking
02 – Bleeding
03 – Block Cracking
04 – Bumps and Sags
05 - Corrugation
57
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 5
EXAMPLES OF ROADWAY CONDITIONS
High-resolution video was collected for every pavement management section during the 2025
inspection. Representative image snapshots were selected from this video to visually demonstrate
typical pavement conditions observed within the City’s roadway network.
These examples provide a visual reference for the range of PCI values and associated pavement
conditions:
EXCELLENT CONDITION
GENESEE AV | SECTION 01 | PCI 100
58
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 6
GOOD CONDITION
TAFT ST | SECTION 01 | PCI 79
FAIR CONDITION
ADDIE ST | SECTION 04 | PCI 57
59
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 7
POOR CONDITION
ROSEBUSH TER | SECTION 04 | PCI 43
FAILED CONDITION
CAMILO CT | SECTION 01 | PCI 21
60
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 8
ROADWAY CONDITION RESULTS
Upon completion of the 2025 pavement management project, PMG determined that the City of
Sebastian’s roadway network has an overall average PCI of 68, which corresponds to a Fair condition
rating. Table 2 summarizes the distribution of pavement conditions across the network by condition
category, including the number of sections, centerline miles, lane miles, pavement area, and average
PCI. A complete Inventory and Condition Report was provided to the City in Microsoft Excel format as
part of the project deliverables.
CONDITION
CATEGORY SECTIONS CENTERLINE
MILES
LANE
MILES
PAVEMENT AREA
(SQFT)
PERCENT
AREA
AVERAGE
PCI
EXCELLENT 210 24.48 42.20 2,673,883 16.88% 97
GOOD 428 44.98 76.32 4,835,652 30.53% 77
FAIR 683 69.01 106.74 6,762,893 42.70% 60
POOR 125 14.81 22.45 1,422,251 8.98% 43
FAILED 14 1.44 2.28 144,588 0.91% 25
TOTALS 1,460 155 250 15,839,267 100%
Table 2. Condition Summary
CONDITION GRAPHS
Figure 3 presents a graphical summary of pavement condition distribution across the network, including
centerline miles and percentage of total pavement area by condition category.
Figure 3. Condition Category by Centerline Miles, and Percentage of Pavement Area
24.48
44.98
69.01
14.81 1.44
CONDITION CATEGORY BY
CENTERLINE MILES
EXCELLENT GOOD FAIR POOR FAILED
16.88%
30.53%42.70%
8.98%0.91%
CONDITION CATEGORY BY
PERCENTAGE OF TOTAL
PAVEMENT AREA
EXCELLENT GOOD FAIR POOR FAILED
61
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 9
GIS CONDITION MAP
All pavement inventory and condition data were entered into a GIS database and delivered to the City
as shapefiles. This allows the City to visualize pavement conditions using ESRI ArcGIS, Google Earth, and
other compatible GIS platforms.
PMG also prepared a current-condition map illustrating the spatial distribution of pavement conditions
across the roadway network. An ANSI Size C, plot-ready PDF map was included in the final deliverables.
Figure 4. Roadway Conditions Map
CONCLUSION
This Pavement Condition Index (PCI) study provides an objective, standardized assessment of pavement
conditions for each roadway section maintained by the City of Sebastian. PCI values are derived from
documented pavement distresses and reflect the overall structural and surface condition of the roadway
network on a scale of 0 to 100.
62
2025 PAVEMENT MANAGEMENT FINAL PROJECT REPORT
Page | 10
The City’s roadway system consists of approximately 250 lane miles (155 centerline miles). Based on the
ASTM D6433-23 condition assessment completed in 2025, PMG determined that the overall average
network PCI is 68, which places the system in Fair condition. This rating indicates that while much of the
network remains serviceable, a significant portion is approaching a condition in which deterioration
could accelerate if not addressed proactively.
POLICY IMPLICATIONS FOR LEADERSHIP
• The City of Sebastian strives to maintain an average network PCI of approximately 68 across its
155 centerline miles (250 lane miles) roadway system, reflecting a balanced, sustainable
approach to roadway maintenance and capital investment.
• Pavements currently in Excellent and Good condition represent critical assets where timely
preventive maintenance can preserve value, extend service life, and minimize future capital
expenditures.
• Roadways in Fair condition present the most significant opportunity for cost-effective
intervention; strategic preservation at this stage can slow deterioration and help avoid more
expensive rehabilitation or reconstruction.
• Pavements in Poor or Failed condition, while a smaller portion of the network, require targeted
capital planning to address structural deficiencies and maintain safe and reliable transportation
infrastructure.
By leveraging the data generated through this PCI study and the RoadINsights™ dashboard, the City is
equipped with a transparent, defensible foundation for capital improvement planning, budget
prioritization, and long-term infrastructure stewardship. Consistent application of data-driven pavement
management practices will help the City maximize taxpayer investment, improve roadway performance,
and reduce lifecycle costs over time.
PMG appreciates the opportunity to support the City of Sebastian with this pavement condition
assessment and its broader pavement management efforts. Our mission is to provide accurate data,
advanced analytics, and professional expertise to help municipalities make informed, fiscally responsible
infrastructure decisions.
Please contact Pavement Management Group if you require additional analysis, planning support, or
clarification related to this PCI study or the PAVER™ Pavement Management System.
PAVEMENT MANAGEMENT GROUP
JAMES GOLDEN III
Founder/CEO
63
SEBASTIAN, FL
PROJECTS FY 2025-2026 BY TREATMENT
pp,00" 11�
PAVEMENT MANAGEMENT GROUP
PROJECTS FY 2025-2026
2" MILL AND OVERLAY
CAPE SEAL
— DOUBLE MICROSURFACING
— FDR/CIR
OSM Standard
Google Satellite
o Sebastian City Limits
SEBASTIAN, FL
AN PROJECTS FY 2026-2027 BY TREATMENT
p C wj'a
PAVEMENT MANAGEMENT GROUP
PROJECTS FY 2026-2027
2" MILL AND OVERLAY
CAPE SEAL
DOUBLE MICROSURFACING
— FDR/CIR
OSM Standard
Google Satellite
o Sebastian City Limits
Q�
SEBASTIAN, FL
PROJECTS FY 2027-2028 BY TREATMENT
PROJECTS FY 2027-2028
CAPE SEAL
DOUBLE MICROSURFACING
— FDR/CIR
OSM Standard
Google Satellite
CSebastian City Limits
PAVEMENT MANAGEMENT GROUP
AN SEBASTIAN, FL
PROJECTS FY 2028-2029 BY TREATMENT
PROJECTS FY 2028-2029
2" MILL AND OVERLAY
CAPE SEAL
OSM Standard
Google Satellite
C—D Sebastian City Limits
PAVEMENT MANAGEMENT GROUP
RESOLUTION NO. R-25-40
A RESOLUTION OF THE CITY OF SEBASTIAN, FLORIDA, APPROVING A
PIGGYBACK CONTRACT WITH PAVEMENT MANAGEMENT GROUP,
LLC FOR PAVEMENT MANAGEMENT SOFTWARE AND SERVICES IN
SUBSTANTIAL CONFORMITY WITH THE AGREEMENT ATTACHED
HERETO AND MADE A PART HERE OF AS "'EXHIBIT A."; ADOPTION OF
RECITALS; PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, Chapter 287, Florida Statutes and City Code of Ordinances Section 2-10,
provide that, whenever advantageous to the City of Sebastian, the City may utilize bids that
have been awarded or under contract by the state, county, or other governmental agencies;
and
WHEREAS, Pavement Management Group, LLC has an existing contract under a
national cooperative with the Town of Greece, New York, effective through May 6, 2025 (with
one (1) additional one (1) year renewal periods), attached "Exhibit A," that the City of Sebastian
wishes to utilize for the purchase of Pavement Management Software and Services; and
WHEREAS, the Sebastian City Council finds it is in the City's best interest to enter into a
piggyback agreement onto the existing contract between Pavement Management Group, LLC,
and the Town of Greece, New York, for Pavement Management Software and Services.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEBASTIAN,
FLORIDA:
SECTION 1. RECITALS. The Sebastian City Council hereby finds and declares that the
statements set forth in the foregoing Whereas clauses are true and correct and are adopted as
the legislative findings of the City.
SECTION 2. AUTHORIZATION. The Sebastian City Council hereby authorizes approval
of the piggyback contract referenced above for the purchase of services specified in this
Resolution, and authorizes the Mayor or his designee and the City Clerk, as attesting witness,
on behalf of the City to issue purchase orders to Pavement Management Group, LLC in an
amount not to exceed $35,000, for Pavement Management Software and Services in
substantial conformity with the Agreement attached hereto as "Exhibit A" and the City's
supplemental agreement attached hereto as "Exhibit B."
70
SECTION 3. CONFLICTS.
If any section, sentence, phrase, word, or portion of this Resolution is determined to be
invalid, unlawful or unconstitutional, said determination shall not be held to invalidate or
impair the validity, force or effect of any other section, sentence, phrase, word, or portion of
this Resolution not otherwise determined to be invalid, unlawful, or unconstitutional.
SECTION 4. SCRIVENER'S ERRORS
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors which do not affect the intent may be authorized by the City Manager or
designee, without need of further action by the City Council by filing a corrected copy of same
with the City Clerk.
SECTIONS. EFFECTIVE DATE.
This Resolution shall become effective immediately upon adoption by the City Council.
The foregoing Resolution was passed for adoption by Council Member
Dodd , was seconded by Council Member Jones , and upon being put to
a vote, the vote was as follows:
Mayor McPartlan aye
Vice Mayor Jones aye
Council Member Dodd aye
Council Member Nunn aye
The Mayor thereupon declared this Resolution duly passed and adopted this 22 day of
October , 2025.
2
71
ATTEST:
4 (x det ter.
anette Williams, City Clerk
CITY COUNCIL OF THE CITY OF
SEBASTIAN, FLORIDA
Bob McPartlan, Mayor
Approved as to form and
Legality:
Jen ' er Cockcroft, Esq., City Attorney
72
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM
Karen Miller, City Engineer & Special Projects
Director
SUBJECT
Consider approval of revised Emergency Closure
Disaster Wage Policy to comply with FEMA’s latest
Public Assistance Program Policy Guide and
authorize the Mayor to Execute the Policy
EXECUTIVE SUMMARY
During fiscal year 2024-2025 the City of Sebastian enrolled in the Florida Recovery Obligation
Calculation (F-ROC) through Florida Division of Emergency Management. This program was
created to help standardize and simplify the public assistance process. This program reviews
all City policies and procedures in accordance with Federal Emergency Management Agency
(FEMA) requirements and provides comments.
We were recently informed by the Indian River County Emergency Operations Center of claw-
backs and litigation where funding was withdrawn in another state, all regarding discretionary
labor pay policies. The IRC EOC provided additional guidelines for appropriate policies. We
have adjusted the City’s Emergency Closure Disaster Wage Policy to include Council approval,
ensure it is not a discretionary policy, and clarify the exempt pay during emergency closures
due to questions from FEMA during the Hurricane Milton public assistance process. With this
we are bringing our current policy better in line with federal requirements and FEMA’s latest
Public Assistance Policy Guide.
RECOMMENDATION
Staff recommends approval of the revised Emergency Closure Disaster Wage Policy and
authorize the Mayor to execute the policy.
ATTACHMENTS: 1. Emergency Closure Disaster Wage Policy 2. Ordinance No. O-15-07
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
73
N/A N/A N/A
Additional Funds Needed: $ 0.00
74
Document ID
Title: Emergency Closures and
Disaster Wages
Print Date
January 2, 2026
Revision
September 6, 2017
June 26, 2018 (Revised)
August 21, 2019 (Revised)
June 14, 2024 (Revised)
March 27, 2025 (Revised)
November 17, 2025 (Revised)
January 14, 2026
Prepared By
Cynthia Watson,
Human Resources Director
Date Prepared
January 2, 2026
Effective Date
January 15, 2026
Reviewed By
Karen Miller
Date Reviewed
January 2, 2026
Signature:
Fred Jones, Mayor
Approved By
(Sebastian City Council)
Fred Jones, Mayor
Bob McPartlan, Vice Mayor
Ed Dodd, Council Member
Sherrie Matthews, Council
Member
Chris Nunn, Council Member
Date Approved
January 14, 2026
Disasters, whether natural or manmade, can have a severe impact on City operations. Therefore, we
must be prepared to keep our employees safe and minimize disruptions to operations. Policy
familiarization is the responsibility of each employee
Scope:
This policy applies to all City of Sebastian employees during a declared state of emergency and/or
emergency closure.
Purpose:
The purpose of this policy is to establish a comprehensive plan for pay, leave and reporting requirements
during an emergency declared by the Mayor as written in Ordinance O-15-07.
Policy:
75
This policy is intended to comply with Florida Statute 252.36 covering short-term critical incidents,
lasting less than seven calendar days. Critical incidents lasting more than seven calendar days will
necessitate re-evaluation.
Authority to Declare Emergency Closure
1. When a state of emergency is declared the City Manager or designee is authorized, based on
the nature and severity of the emergency, to close normal operations of the organization,
whether in part or whole. This time period is defined as an emergency closure.
2. The City Manager’s designation ensures clear communication, consistency, and proper
administration of emergency operations, including the activation of essential personnel and
the implementation of any special pay or staffing measures required to support critical city
functions.
3. 3. Local authorities’ recommendations (e.g., State Governor, County Authorities, City Council,
police, fire department, public health officials) will be taken into consideration.
Criteria for Emergency Closure
The following is a list of Emergency Closure criteria:
1. Natural disasters (e.g., hurricanes, floods, earthquakes)
2. Severe weather conditions (e.g., extreme temperatures)
3. Security threats (e.g., bomb threats, active shooter situations)
4. Health emergencies (e.g., pandemics, outbreaks)
5. Utility failures (e.g., power outages, water supply issues)
6. Any other situation deemed hazardous to safety and operations.
Notification
1. The City Manager will authorize department directors to communicate with employees to identify
and coordinate the required essential workforce during an emergency closure. This workforce will
be determined based on each emergency. Employees will be informed whether to report or not
to report to work.
2. Employees who are required to report to work, will be advised by the department director or
designee of the time, date and place the employee is to report.
Communication
76
1. Communications will be immediately through, but not limited to, the following channels:
a. Email
b. Text messages,
c. Phone calls
d. City’s website and social media, and
e. Local news outlets.
2. A designated spokesperson will handle all communications to the general public in order to
ensure consistent and accurate information dissemination.
General
1. During an emergency closure, payment provided to employees for their regularly scheduled work
time, that is not performed due to the closure, is defined as emergency leave pay. Emergency
leave pay is not contingent on FEMA reimbursement, nor are any other payments made to
employees.
2. An employee who is on a regularly scheduled day off and not required to report for duty will not
receive emergency leave pay for these days.
3. An employee, who is on approved leave and is not required to return to work, shall be charged
the leave for which they were approved and will not receive emergency leave pay during the
closure period.
4. Employees that are in lockdown shall receive their regular pay rate for any other time they cannot
leave the facility due to inclement weather.
5. For pay calculation during a critical incident a day shall be from 12:00 AM to 11:59 PM unless
specific times are designated, and the week is from Sunday, 12:00 AM to Saturday, 11:59 PM.
Employee Meals
During an emergency closure, meals will be provided to all mission critical employees.
Mission Critical Employee
Any employee (exempt, non-exempt or part-time) deemed mission critical and directed to report for
work during an emergency closure within a declared state of emergency.
Exempt Employees
77
1. During an emergency closure within a declared state of emergency, exempt employees released
from duty, will be provided with paid emergency leave pay (base wages). Exempt employees
designated as essential and required to report to work during critical incidents will receive
additional compensation above the emergency leave pay for the time they are required to be on
duty.)
a. This additional pay reflects the critical nature of their responsibilities and the expectations
that essential personnel report to work to support vital operations during emergency
conditions.
b. Additional compensation is not classified as overtime and will be calculated based on the
additional hours worked at a rate of pay equal to the employee’s hourly salary.
2. Exempt employees will be required to document their time and work performed both on their
timesheet as well as the required forms.
Non-Exempt
1. Non-exempt employees, including part-time employees, will receive hourly pay for their normally
scheduled hours during an emergency closure for up to one work week unless they are required
to report to work while the city is closed.
2. Additional paid weeks are at the approval of the City Manager.
3. Non-exempt employees required to complete their shift will be paid for the remainder of their
normally
scheduled shift at two times their regular rate of pay.
4. If an employee only works part of their normal shift, the non-working hours that fall within their
normal
work schedule will be paid as emergency leave and the working hours will be paid at two times
their regular rate of pay.
5. Time that extends beyond the normal shift will be paid at time and one-half.
6. Absences from work while on paid leave, to include sick leave, will be counted as time worked,
solely
for overtime computation within the pay period. This will only apply to the period in which paid
emergency leave is granted.
Failure to Report for Duty When Assigned
Any employee required to report for duty during an emergency operation period who fails or refuses
to report and/or perform duties as directed may be subject to disciplinary actions, up to and including
termination. The only exception to this policy will be for those employees medically unable to report
or perform as directed, or where an employee is on pre-authorized FMLA during the emergency
operations period.
78
Leaving the Area
1. Employees that choose to evacuate the area shall inform their supervisor of their intentions to do
so in advance.
2. Employees that choose to evacuate the area and therefore cannot respond to the City shall be
required to use Personal or Vacation Leave and will not receive emergency leave pay.
Extended Emergency
1. Critical incidents with emergency closures lasting more than seven calendar days will necessitate
re-evaluation and approval for additional paid workdays by the City Manager.
2. For an emergency that extends beyond one work week, employees will be expected to use paid
time off (Vacation/Personal/Comp Time Leave) to cover additional days that the city may be
closed to ensure they continue to receive their pay.
3. During this extended period emergency leave wages will no longer apply.
4. During an extended emergency, exempt employees who cannot safely report to City Hall or an
assigned emergency location will be required to continue working from home at their regular rate
of pay.
5. All critical mission employees are expected to remain available and perform their assigned duties
until the declared emergency has been lifted and regular City business and operations resume.
6. Notice of commencement of regular City business will be released and communicated via phone
calls, text messages, voicemail, email, social media and available local media.
Benefits Coverage for Employees
The City will continue to provide insurance coverage for all employees enrolled in the benefits
program during a declared emergency. This includes the city’s standard health, dental, and vision
insurance plans as well as the life insurance, short term disability, and long-term disability for up to
30 days.
The number of days may be altered by the regulations of the insurance companies and/or by Federal
or State law.
Extending Employee Leave
79
1. All employees are expected to report to work when the emergency closure has been lifted and
regular City business and operations has resumed. At that time a declared state of emergency
may still be in effect as it pertains to other operations of the City.
2. Employees who cannot return to work at the end of the city closure must arrange additional time
off with their manager. If the employee has no available leave, they will be required to apply for
an extended unpaid leave of absence which may or may not be granted.
Part-Day Closure
1. If an emergency event such as inclement weather or a power outage occurs, the City Manager
may determine that the City will close mid-day. When the City closes mid-day, employees are
encouraged to leave immediately so not to affect their ability to travel safely.
2. Exempt employees who were, working at home with prior permission, or at the office on the day
of the partial day closure, will be paid their normal salary.
3. Non-exempt employees will be paid for their scheduled hours of work. No overtime will be paid
unless employees are requested to stay and deal with the emergency, and if after completing their
scheduled hours they are required to work additional hours.
4. Employees who had taken the day off will have the day subtracted from their allotted leave bank
as would have occurred if the City did not close.
Return to Work
1. Individual employee circumstances may affect an employee’s ability to come to work. The key to
assessing the situation on a case-by-case basis is communication between the employee and his
or her manager. The City recognizes that a severe disaster may cause some methods of
communication to be unavailable but requires employees to exhaust all means to contact their
supervisor to discuss their return to work. Failure to do so may be interpreted as job
abandonment.
2. The City is aware that in emergency situations or inclement weather emergencies, employees may
lose
family members, their home, and all regular activities such as school and daycare. Should
personal
emergencies prevent an employee from returning to work this policy will no longer be in effect
once
the emergency closure is lifted and regular City business and operations has resumed. General
pay,
leave, attendance and bereavement policies will apply during further employee absenteeism.
80
Post-Closure Procedures
1. The city will communicate reopening plans and any modifications to operations through the same
channels used for closure notifications.
2. A debriefing meeting will be held to review the response and identify areas for improvement.
3. Support services, such as counseling, may be provided to employees affected by the emergency
through the Employee Assistance Program (EAP).
Emergency Closures and Disaster Wages
I have received, read and understand the Emergency Closures and Disaster Wages Policy.
____________________________________________ ___________________________
Signature Date
__________________________________________________
Print Name
81
ORDINANCE NO. 0-15-07
AN ORDINANCE OF THE CITY of SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA RELATING TO PUBLIC EMERGENCIES,
AUTHORIZING THE MAYOR TO DECLARE STATES OF
EMERGENCY, PROVIDING DUTIES OF THE CITY MANAGER AND
THE CITY COUNCIL DURING EMERGENCY, PROVIDING
SEVERABILITY, INCLUSION IN THE CODE AND AN EFFECTIVE
DATE.
WHEREAS, the City Council of the City of Sebastian deems it advisable to delineate the
respective powers and duties of city elected officials and officers during times of emergencies, or
imminent threat thereof,
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
SEBASTIAN, FLORIDA:
Sec. 2-31 Mayer to aeelare sta4es of emerge.,....,
ARTICLE II A. PUBLIC EMERGENCIES
Section 1. Sec. 2-37 — Public Emergencies; Mayor to Declare States of Emergency
Duties of Mayor, City Manager, City Council During Emergencies
a) In accordance with Section 2.06 (b) of the Charter of the Citv
of Sebastian and Chanter 870.043 Florida Statutes, the Mayor may
in times of public emergency, or imminent threat thereoff, declare a
state of emergency within the boundaries of the city or in any
portion thereof and invoke the provisions of F.S. &870-041-
870.047, inclusive, as the same may be renumbered or amended
from time to time. The city council may terminate a state of
emergency at any time.
b) (1) The city manager shall be responsible for the overall
emergency management function of the city, shall prepare and
maintain the city's emergency management plan, shall coordinate
with Indian River County and shall keep the mayor and the city
council advised of any action.
2) The city manager shall utilize any available means to
give the public notice of the declaration of a state of emergency
and the specific requirements therein.
82
3) The city manager may issue such orders as are
immediately necessary for the protection of life and property:
provided, however, that any such orders shall at the earliest
practicable time, be presented to the city council for ratification,
confirmation, amendment or termination.
c) If, due to a disaster or emergency. it becomes impossible for
the city council to meet at city hall, the council may meet upon the
call of the mayor or any city councilmember at any other place
within the city until city hall is sufficiently repaired to resume
meetings there. All reasonable attempts must be made to comms
with the Sunshine Law and the Public Records Law of the State of
Florida.
Section 2. Severability. If any section, subsection, sentence, clause, phrase or portion
of this Ordinance is for any reason held invalid or unconstitutional by any court of competent
jurisdiction, such portion shall be deemed a separate, distinct and independent provision and
such holding shall not affect the validity of the remaining portions thereof.
Section 3. Laws in Conflict. The provisions of this Ordinance shall prevail over the
provisions of any other Ordinance or Resolutions in conflict.
Section 4. Effective Date. This ordinance shall take effect immediately upon adoption.
The foregoing Ordinance was moved for adoption by Councilmember
motion was seconded by Councilmember E}0 and, upon being put to a vote,
the vote was as follows:
Mayor Richard Gillmor L
Vice -Mayor Jerome Adams
Councilmember Bob McPartlan L
Councilmember Jim Hill
Councilmember Andrea B. Coy
The Mayor thereupon declared this Ordinance duly passed and adopted this A day of
CJ/&:;, 2015.
i%
MW
1.14 of
ATTE!
Sally A. Maio MC
City Clerk
2
83
Approved as to Form and Legality for
Reliance by the City of Sebastian only.
Robert A. Ginsburg, City Attorney
Words stricken shall be deleted; words underlined constitute the proposed amendment;
remaining provisions continue in effect.
84
CITY OF SEBASTIAN
CITY COUNCIL STAFF REPORT
DATE January 14, 2026
TO Honorable Mayor and City Council
THRU Brian Benton, City Manager
FROM Cathy Testa, Acting City Clerk
SUBJECT City Council meeting Dates for 2026
EXECUTIVE SUMMARY
In January 2025, City Council voted to allow Early voting to take place in the Council Chambers
for the 2026 Primary and General Elections. Because of this early voting in the Council Chambers
the following meeting had to be cancelled: October 28, 2026. Staff has also adjusted meeting
dates for November and December to work around the holidays.
RECOMMENDATION
Consider approval of the attached calendar outlining the City Council meeting dates for 2026.
ATTACHMENTS: 1. 2026 City Council meeting calendar
FUNDING SOURCE:
Expenditure required Amount Budgeted: Funding source
N/A N/A N/A
Additional Funds Needed: $ 0.00
85
EARLY VOTING
City Council Meeting Dates
EARLY VOTING
= City Council Meeting Dates
86