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HomeMy WebLinkAbout08042000 City of Sebastian, Flori.d,a 1225 Main~St~eet ~ Sebastian, Florida 32955 Telephone 1561} 589-5330 [~ Fax {561} 589-5570 City Council Information Letter August 4, 2000 Grant Award from Florida Inland Navi ation District Please find the attached letter as compiled and delivered by Mark Crosley, Assistant Executive Director, Florida inland Navigation District (FIND) relative to funding from the agency's Waterways Assistance Program. You may recall authorization granted to solicit partnership in this program, to begin improvements to the former Good Guys, Inc. property, as outlined in the Fiscal Year 2001 Proposed Budget. The FIND Commission voted favorably to award a grant to the City of Sebastian for the aforementioned purpose. However, as referenced in the letter, actual funding allocation approval is to be made in September, in time and concert with respective Fiscal Year 2001 budget goals and adoption process accordingly. The City of Sebastian will be notified of an actual dollar amount later next month, to include an agreement for your consideration and authorization sometime in October. Future Fundin from the Federal Aviation Administration As previously discussed publicly and otherwise, the City of Sebastian has been working diligently during the last several months in an effort to build stronger relations with various intergovernmental agencies, namely the Federal Aviation Administration (FAA) to enhance and coordinate opportunities for the Sebastian Municipal Airport (SMA). I am pleased to report (as outlined in the attached letter from Mr. Dean Stringer, Manager of FAA's Orlando Airport District Office) that the FAA is now working to allocate funds to the City of Sebastian for purposes of implementing improvements efforts at SMA. Entitlement grants are anticipated at $150,000 annually for three consecutive years (Fiscal Years 2001 to 2004). City Council Information Letter August 4, 2000 Page 2 The total annual allocation will represent 90% of total respective project costs, to include additional 5% matching contributions from the Florida Department of Transportation (FDOT) Aviation Matching Grant Program. As such, the City of Sebastian's contribution will represent only a 5% match (as opposed to a standard 20% match required for FDOT aviation grants). In the coming weeks, recommendations will be established by City staff and the LPA Group, Inc. for applicable project implementation. Stormwater and Draina e Im rovements Issues 199'i- 2000 Please find the attached list as compiled by Deputy City Clerk Sally Maio that outlines City Council action relative to stormwater and drainage issues since 1991. This information is being presented so as to further communicate initiatives proposed, considered and implemented during the last ten years in an effort to help so~ve citywide drainage problems. As you know, recommendations will be made during next week's meeting to implement stormwater master planning activities in Sebastian (an actual plan, not a study, as was the case in 1996 with the previously referenced Craven Thompson report). Next week's recommendation will also include a status report by Terry Hill relative to projects implemented via recommendations from the 1996 study, as well as a brief presentation from Mr. Troy Rice of the St. John's River Water Management District, to provide further clarification about proposed stormwater master ptanning activities. Student Government Day 2000 The Florida League of Cities has tentatively designated the week of October 22-28 as Florida City Government Week. As such, arrangements will be made to coordinate "Sebastian Student Government Day", whereby students from Sebastian area schools will be invited to tour all city facilities, as well as "partner" with respective city personnel. Essentially, the proposal will be for youth to bus to City Hall (as an actual field trip) so that they may have an opportunity to learn more about local government operations and opportunities. The impetus for this idea was the success of last week's Open House, as it was then decided to implement more programs to invite the public to meet with various staff and officials, as well as to develop a more intimate relationship with Sebastian government. City Council Information Letter August 4, 2000 Page 3 I will keep you abreast as we progress with overall logistics for this activity, in addition to soliciting your participation accordingly. Florida Lea.que of Cities Conference. As the Florida League of Cities 74th Annual Conference is next week in Fort Lauderdale, with most of you scheduled to attend, no information fetter will be delivered. Atl that I ask of those attending is to be sure to stop by the session, Council Manager Relations, Friday, August 11th, 10:15 a.m. - noon, to see one of your colleagues in action. Enclosure(s): Letter from FIND Letter from FAA Stormwater and Drainage Issues Chart My Documents/InfoLetter54 COMMISSIONERS TED lB. MOORItEAD CHAIR BREVARD COUNTY CHARLES R. FAULKNER VICE-CHAIR FLAGLER COUNTY JO ANN ALLEN SECRETARY ST LUCIE COUNTY CATHLEEH C. VOGEL TREASURER MIAMt-DADE COUNTY ~. BRENT WADDELL DAVID K. ROACH EXECUTIVE DIRECTOR MARK T. CROSLEY ASSISTANT EXECUTIVE DIRECTOR FLORIDA INLAND NAVIGATION DISTRICT Iuly 25, 2000 Mr. Terrance R. Moore City Manager - City of Sebastian City Hah 1225 Main Street Sebastian, FL 32958 FY 2000-2001 Waterway Assistance Program - Grant Application Indian River Waterway Enhancement Dear Mr. Moore: On luly 21,t, the District's Board voted on the tentative funding of applications for our FY 2000-01 Waterways Assistance Program. While your project has been tentatively recommended for funding, the amount of funding available for your project will not be established until the final hearing on the District's FY 2000-01 budget, scheduled for September 21't, The maximum funding level for Indian River County for FY 2000-01 has been established at $230,584; As of this date, there are a total of five projects remaining in the program for potential funding. The total of these five projects exceeds the maximum grants available for the County. Should all the proposed projects remain eligible for funding, your District Commissioner will work with you to determine the level of funding available for your project. Upon final funding approval on September 21~t, the budget will commence on a on Octooer 1st. v~,. ~, ~:.-~ will then be available to you reimbursement basis, subject to the execution of a project agreement. Should you have any questions or need addkional information, please contact me. Assistant Executive Director C.C. Commissioner Bunnell ADMiNISTRATiVE OFFICE ON THE INTRACOASTAL WATERWAY IN PALM BEACH COUNTY 1314 MARClNSKt ROAD, JUPITER, FLORIDA 33477-949B TELEPHONE 564-627-3386 FAX NO. E61-624-6480 www.alcw.org U.S. Department of Transportation Federal Aviation Administration July 28, 2000 Mr. Terrance Moore City Manager, Acting Airpod Manager City of Sebastian 1225 Main Street Sebastian, Florida 32958 ORLANDO AIRPORTS DISTRICT OFFICE 5950 Hazeltine National Dr., Suite 400 Orlando, Florida 32822-5024 Phone: (407) 812-6331 Fax: (407) 812-6978 Dear Mr. Moore: On April 5, 2000 the President signed new legislation that significantly increased federal grants for airport improvements under the current Airport Improvement Program (ALP) and our office is the one that directly administers this program. The new provision allows for an entitlement of $150,000 for your airport available ~n our fiscal year 2001 (October 1, 2000 to September 30, 2001), only if Congress fully appropriates the AlP. The appropriation takes place sometime around October 1, but we will have a general idea about your chances of getting an entitlement earlier. This entitlement can be used in the year it becomes available and/or the next two fiscal years. You may choose to postpone using your entitlement the first or second year and combine it with future possible entitlements to use on a larger project. If you do decide to postpone using your entitlement for a given year, you need to notify our office early in that year. The AlP grant pays for 90% of the total project. You are required to pay the remaining 10% although your state may pay for part of your share. Your Federal Aviation Administration (FAA) program manager contact is Vernon Rupinta and may be reached at (407) 812-6331 x24. If you think you will use the money in your fiscal year 2001, you need to budget for the local share. In general, You can use these entitlement AlP funds to do airfield planning projects and most airfield capital improvements or repairs except for terminals, hangars and non- aviation development. Also, the new legislation allows you to use AlP funds on runway, taxiway and apron pavement maintenance. All projects are required to be justified by the aviation demand at your airport and need to meet federal environmental and procurement requirements. Do not contract for any work until we discuss your proposed project. Any construction work started before execution of a grant is not eligible. PARTNERS IN CREATING TOMORROW'S AIRPORTS------~ 2 For more details about AlP grants, visit our website at www.faa.~ov/aso/aso600. Click on the AlP heading and then read our "ALP Guide". The Guide gives you general program information, the major steps in obtaining grant and accomplishing the project, and the terms and conditions of accepting a grant. It is critical that you return the below project data by September 1,2000. W. Dean Stringer Manager Enclosure Name of Airpor[: Sebastian Municipal Please indicate with an X on one of the following, and return to this office: We intend to postpone a FY 2001 project to a later year or We intend to accomplish the following project in FY 2001 Description: Total Cost: Signature of Representative: Title: CITY cOUNCIL ACTION ON STORMWATER AND DRAINAGE ISSUES FROM 1991 TO PRESENT ~pproved pursuing Implementation of Stormwater Utility District - Drainage - Direct Staff to Prepare RFP to Prepare Master Drainage Plan - hire consultant 10/9/91 authorized to begin negotiations with Bromwell Carrier, Inc. For Stormwater Utility .~rve the option of the City of Sebastian for non-ad valorem assessment to fund stormwater drainage project and authorize advertisement of notice of intent. City Manager reported that negotiations with Bromwell Carrier were not going well. City Engineer Report on Negotiations with BromwelI-Carrier, Inc. for Stormwater Drainage Utility Study - numbers are too high and an agreement has not been reached. The City Manager suggested, rather than continuing negotiations with consultants, City Council authorize hiring a ~ful! fime Utilities Director who would be a registered engineer to do the stormwater study in-house. consensus of City Council to direct the City Manager to do a cost analysis on his recommendation to hire a Utilities Director. 2/26/92 RESOLUTION NO. R-92-06 - Electing to Use Uniform Method of Collecting Non-Ad Valorem Special Assessments - Stormwater Management Project - adopted Bid awarded to Fischer and Sons for US 1 culvert installation - $9,200 ;taft directed to draft resolution for city to participate in installation of side lot culvert pipes 313/93 4/28193 Resolution No. R-93-14 side lot culvert adopted 7/28/93 11/3/93 ~n No. R-93-35 culver~ pipe policy adopted near drainage pipe installafion unit 13 between Seahouse and Whitmore - staffto find funding and go out to bid for installafion of pipe Schumann Ddve Drainage Improvements - Stormwater Discharge Permit - H.F. Lenz Co. - Not to 1/26/94 Exceed 3,000.00 - approved discussed drainage problems and recommended the City establish a stormwater master plan - 7124/94 stated a prior City Council had appropriated $100,000 for a drainage plan, but the funds were spent in other areas. , established to use concrete reinforced pipe for culvert pipe material on publicly owned les unless velocity proven to be less than three foot a minute Seahouse ditch culvert installation bid awarded to Jobear inc. In the amount of $35,000.24 Seahouse ditch culvert pipe purchase from IRC commodities contract $12,503.20 10/26/94 Seahouse ditch culvert installation change order approved /25195 Concrete pipe installation side culvert pipe - Southern Culvert - $ 8,824.24 ~/8/95 discusssion moving fo[ward with stormwater master plan Workshop on Stormwater Drainage Pipe Policy Review Resolufion No. R-95-22 Re: Administrative Procedures for Consultant Selection - suggested that the committee shortlist consultants and recommend to City Council two separate sets of at least three consultants, one for stormwater and one for other smaller services. The City Manager and City Attorney advised that the manner in which the RFP was written would allow for splitting the award among two consulting firms. Council concurred. It was the consensus of City Council that it would provide names for the committee to the City Manager by Friday ge problem - referred to staff for meeting with DEP and SJRWMD and written recommendation 5/24/95 Costa Drainage problem - motion to retrofit culvert pipe in accordance with staff recommendation dated 3/8/95 and subsequent documents and this not be precedent setting Stormwater Engineering Consultant Presentations 1) Applied Technology 2) Craven Thompson & Associates 3) Professional Engineering Consultants, inc. City Manager directed to begin negotiations with Craven Thompson Bid Waiver Clearbrook Street culvert pipe replacement - approve purchase of pipe Southern Culvert Pipe - IRC Commodities price - $2,463.44 6/14/95 Craven Thompson contract approved 7/12/95 General Engineering Services contract with Masteller Moler approved 8/9/95 Craven work tasks and supplementals 1-4 approved not to exceed $45,000 Masteller supplements 1-5 approved not to exceed $15,660 9/7/95 Craven supplemental #5 approved 1111/95 Craven Thompson Presentation - Storm Drainage and Flood Control - John Hill, Vice President, Craven Thompson & Associates, Inc., gave a brief history on the development of Sebastian Highlands and presented a report on the proposed stormwater management program, exhibiting the contents of a handout - Mr. Hill also introduced his associate David Phillips, and Rod Reed of Masteller & Moler. Following Mr. Hill's presentation, it was the consensus of City Council to concur with his first two · ecommendations at this time as follows: 1. Formally state that the City of Sebastian will plan and implement a Stormwater Management System that, on a best efforts basis, meets current and future treatment and discharge limitations, as well as appropriate public safety standards. 2. Request the. assistance of the St. John's River Water Management District in planning, acquisition, development, and maintenance of a large, multi-function tract that will serve as a stormwater retention basin; an environmental preservation, restoration, and learning area; and a recreation, canoeing, boating and fishing area. The City Manager said he would work with Mr. Hill to develop a cost estimate, report back to City Council as soon as possible for further direction. Mr. Hill said he would come back to City Council for a workshop sometime in January with updates 11/15~95 Craven Thompson & Associates, Inc. - Supplemental Agreement No. 6 - Conceptual Stormwater Management Master Plan - approved 12/6/95 Resolution No. R-95-66 - Stormwater Management Plan - adopted John Hi[i, Craven, Thompson and Associates, said a retention basin is not the answer to stormwater drainage but a component part of a system to be integrated into the whole system. Craven supplemental #6 approved 2/14/96 John Hill - Craven Thompson & Assoc. - Glentry-Concha Drainage Basin - motion passed to approve the project and authorize staffto go with the HDPE pipe for the stormwater drainage. 2~28~96 recommendation that stormwater in the area around Vocelle Avenue be addressed as soon as possible. Mr. Hill would present the stormwater master plan in April. The City Manager said he was meeting with Mr. Hill and would let him know of concerns 5/22/96 City Council to visit the St. John's River Water Management District once on June 11 - trip would be attended by Council, the press, some City staff and there may be space available for the public to avoid any sunshine issues. John Hill, Craven, Thompson, briefly addressed City Council on the purpose of the trip and updated them on the Stormwater Master Plan funding process. He said Craven Thompson will provide transportation. 6/5196 John Hill, Craven Thompson & Associates, Inc., gave a presentation relative to Phase I and the overall proposed stormwater project. He requested authorization to utilize Council Chambers to conduct public meetings to obtain public input. St. Johns River Water Management District Stormwater Management Cost Share Agreement - Drainage Management Plan (R-96-46) (9JW257) - approved 6/10~96 Drainage Study Results - John Hill, Craven Thompson and Associates, had distributed the Stormwater Management System Conceptual Master Plan and following a brief presentation, he requested use of the City Council Chambers for citizen meetings to obtain public input on the plan )ossibly on Tuesday.evenings and then to schedule a workshop with City Council. It was the consensus of Council to have Mr. Hill work with the City Clerk to schedule the citizen meetings and to schedule a Council workshop on the matter for June 27, 1996. Mayor Cartwright suggested the citizen meetings be audiocast. (Subsequent to this meeting, the June 27, 1996 workshop was canceled and will be rescheduled) 7/24/96 Glentry-Concha Drainage Basin bid awarded to CR McLellan, Inc. W/bid alternate 2 (reinforced concrete pipe) in the amount of $84,069 8/8/96 Presentation of Stormwater Conceptual Master Plan by John Hill, Craven Thompson - Hill responded to questions from City Council relative to the possibility of private development of 160 acres of the subject lake area, the use of pumps in the proposed lake, berms.The City Manager recommended a stormwater utility district be established before the end of the year to allow one year to bring it into operation, a stormwater advisory board be created, and funds be allocated to drainage. Mr. Hill said St. Johns River Water Management Distdct is doing the preliminary work on funding for the acquisition of the property on the proposed stormwater park.The City Manager recommended that the city contract out for a pipe crew and allocate those city employees to ditch crews and consider contracting out right-of-way mowing. He said he hoped to present Council with a pro-active Public Works Mayor Cartwright suggested and City Council concurred on the following: 1) Prepare a resolution to formally adopt the stormwater master plan 2) Look into the establishment of a stormwater utility before the end of the year with sufficient time for review 3) Establish a Public Works Plan by the end of November 8/28196 McLellan change order 2 for LakeNVimbrow outfall emergency repair - $54,639 approved 9/5/96 A brief discussion took place on the proposed city stormwater lake, a portion of which was ntended to be located on the subject property. The City Manager said the city does not own the property, therefore, is not in a position to stop this development. 9/25/96 Resolution No. R-96-71 - Conceptual Stormwater Master Plan Prepared by Craven Thompson & Associates - adopted The City Manager explained that adoption formally approves the plan and directs staffto draft an ordinance for establishment of a stormwater utility. 10/15/96 John Hill, Craven Thompson, presented elements of the Stormwater Master Plan, citing specific areas of need and proposed restoration thereof. He discussed an idea presented to work the Stonecrop basin improvements into development of a canoe launching area on the south prong of the Sebastian River. Mr. Hill reviewed funding sources for the stormwater projects from the U.S. Department of Environmental Protection. He explained that certain revenues and expenditures will not show due to the fact that while the City is the recipient, Brevard Testing Labs is the actual contracting party. 11/13/96 Side Yard Swale Culvert Installation - City Manager gave a brief presentation on the installation program which has had a moratorium imposed since 1995, recommended not proceeding as was initially set up and sought direction from Council. The City Manager said twelve property owners had entered into agreements which had not been executed by the City since the work had not yet been scheduled. Public input John Hill, Craven Thompson and Associates, said there is a definite need to do something, noting the original GDC design did not anticipate the amount of till that is used for septic tanks. He said that some of the twelve are major outfalls and that at least three of the subject properties will be aart of the overall stormwater program. Mayor Car[wright asked if all of the properties can be incorporated when the stormwater project gets into each of those areas. John Hill said they can be incorporated and that it is just a matter of Council allocating the funds when the time comes. The City Manager suggested looking at alternative pipe types. Mr. Halioran agreed he'd like to see these merged in with the stormwater plan. Mayor Cartwdght said she would like to see the work done no later than two years from now and a that a report be brought backwithin 60 days. Mr. Hill reminded Council that funds will need to be allocated. The City Manager said he would like to come back to Council with a reallocation analysis within 60 days. Mr. Barnes reiterated that this work will not include the four major outfalls. Mr. Hill said the cost analysis was based on concrete and HDPE pipe. He said the overall cost would be approximately $40,000 for the eight projects. The City Manager said in the case of major outfalls, the responsibility for ditch maintenance should not be put on the property owner. Council consensus to complete eight of pending side yard swale culvert installations - other four viii be included in stormwater master plan - City Manager to bring back fund reallocation plan report within 60 days Council approved supplemental agreements for engineering works for fy 96/97 4 11/20196 Review Proposed Stormwater Ordinance The City Manager recommended that the first reading of the proposed stormwater utility ordinance be withdrawn from the regular agenda, explaining that he was requesting City Council to go in a different direction and consider a procedure under F.S. 197.3632, allowing municipalities to use a uniform method of collecting non-ad valorem assessments for stormwater management and road projects. He explained the differences between a utility and non-advalorem assessments, whereby each property owner rather than just owners of improved properties will pay an equal share. He went on to explain required procedures, whereby a public hearing could be conducted and a resolution adopted on December 18, 1996 following proper notice which would state the City's intent to elect to use the method prescribed in F.S. 197. He stated that this resolution will not impose any assessment at this time but that assessments can be imposed next year possibly between June and September following proper notice to each property owner and required public headng and that a comprehensive ordinance could be drafted prior to March 1. In closing, the City Manager presented identified basin districts, i.e., airport, old Sebastian/ Riverfront and Highlands; and finally requested that Council withdraw the first reading of proposed Ordinance No. 0-96-33, give him authority to proceed to advertise the December 18, 1996 public hearing in accordance with F.S. 197 and that he will proceed with the development of a comprehensive street and drainage improvement and maintenance ordinance utilizing non-ad valorem assessments. The Finance Director said reduction in ad valorem taxes and accomplishment of pending projects are advantages of the recommended assessment. The City Manager said there was a possibility that the millage rate could be reduced as a result of this assessment. John Hill, Craven Thompson and Associates, stated that public participation is a plus with this method. The City Attorney added that in accordance with F.S. 197 there is a requirement for consent and recommended that authorization for the Mayor to sign a consent agreement with Indian River County to hold public hearings be added to the fo[lowing regular agenda. The City Manager said he had received a verbal that the county has no objection. Harry Thomas, 654 Balboa Street, Sebastian, inquired what had happened to impact fees and taxes people have paid over the years and recommended accountabil~ by the City staff. The City Manager said that no one knows the cost of assessments at this time. stormwater utility ordinance withdrawn from agenda -instead advertise ph to adopt resolution to allow collection of non-advalorem assessment 12/18/96 Public Hearing in Accordance with F.S, 197.3632 (3)(a) and Adopt Resolution No. R-96-90 - Electing to Use Uniform Method of Collecting Non-Advalorem Special Assessments for Stormwater Management and Road Projects and Services - adopted 3/5/97 Bid and contract award for Annual Culvert Installation to CR McLellan 4/23/97 Drainage ditch encroachment Unit 1 Block 12, Lot 23 - CM to obtain appraisal and negotiate purchase of lot 5/28/97 Surveying costs for DempseyNocelle drainage to Masteller approved 5 6/4/97 Workshop - Stormwater Issues The City Manager introduced the new City Engineer, Martha Campbell. purpose of the workshop was to provide an update to and seek direction from City Council on issues relating to stormwater in the City. He stated that Craven Thompson had been hired in 1995 to assist the City with stormwater and that due to lack of a City Engineer during that period of time, the former City Manager had used the consultant freely resulting in recent Council and public concerns regarding consultant payments. The City Manager presented a slide presentation exhibiting problem areas throughout the City. John Hill, gave an update on the Stormwater Management Plan presented in conceptual form in 1996, exhibiting the city-wide plan elements on an overhead display. He then updated Council on St. Johns River Water Management receipt of two appraisals for the stormwater park property. He explained that if a portion of the property is developed, the remaining 390 acres will suffice. Mr. Hill gave an update on the $230,000 grant, stating that although held up since approval, it must be processed by this summer. He said its uses will be Elkcam, Stonecrop Basin, Main Street baffle box and pollution and retention devices. Dempsey-Vocelle Barber Street Sports Complex Perimeter Pipe Program explained that the worst area of the City was determined to be DempseyNocelle, explained that its repair will be a joint effort of contractors and staff and that the total project cost will be in excess of $400,000 for the contractor portion; explained the program to alleviate the Barber Street Spods Complex drainage problem which is currently out to bid. The City Manager said there was funding this fiscal year in the amount of $140,00 and proposed for the '98 fiscal year in the amount of $250,00 for the perimeter pipe program. Hill said the Lake/Wimbrow Outfall project was completed, and that 30 sites had been identified as major problems in the City. He exhibited the worst cases and said there is a book detailing the description of all problem areas. Mrs. Sullivan asked that a copy of the book be placed in the library. The City Manager suggested the possibility of CDBG grants to help subsidize stormwater problems once the current block grant project is completed. He said Louisiana Avenue might qualify for block grant funds. Mr. Hill suggested that in light of the City's relationship with St. Johns, it could request their assistance in obtaining other funding. Current Status on Drainaqe Pipes in Sebastian Deteriorating Pipes Under Street Side Yard Pipes, i.e. Deferred Cost Share Program Adverse Development Practices City Liability of Drainage Ditches The City Manager explained the previous administration's side culvert pipe policy; the moratorium that was placed on it, that eight property owners had submitted applications for installation which were never executed bythe City and therefore not binding. He said, however, that the City had a moral obligation to address their concerns but that it was a policy decision. The City Manager explained that there was no money budgeted for the side swales, however, funds could be moved from the perimeter pipe program or undistributed non-departmental. Mrs. Cartwright expressed concern for the City's liability due to steep side culverts and suggested funding $35,000 this year and $35,000 next year toward the most critical of the culvert problems. John Hill exhibited several of the subject culverts and the City Manager said he would compile a priority list and bring it back to Council. Current Development Practices Fill and Slopes Minimum Driveway Pipe Sizes Use of Siltation Barriers The City Manager went on to recommend a 6 to 1 slope, alternative construction methods, an increase in driveway permit fees to cover staff costs and the use of siltation barriers. He said he would come back with further recommendations on these subjects as well as a recommendation on pipe size. Canal and Ditch Maintenance Issues Aquatic Weed Control Aesthetics vs Function & Who Pays Bulkhead or Seawalls Discussion took place on deteriorating seawalls, materials used to construct them and maintenance. The C~ Manager said it is not the responsibility ofthe City to replace seawalls noting that canals ~vill continue to function with or without them. He said staff would need to conduct an evaluation and come back with a recommendation. Mayor Barnes requested that the question of seawall maintenance be added to the future workshop. vlaintenance vs Caoital Improvements Setting Priorities Current Requirements vs. Amended Requirements - Can Public Afford Current Design Criteria The City Manager said priorities need to be established and a program followed rather than addressing just the small problems. ~, discussion of the FEMA flood map took place. =rofessional En(3ineerinc~ Suppor[ Future Uses of Retained and/or Contracted Engineering Services · In-House Capacities The City Manager said the new City Engineer will be utilized thus lessening the need for consultant services. Public Participation and Education Workshops Public Hearings Out-Reach Meetings Drainage Advisory Committee (Citizen Appointees) Discussion took place on establishing a Drainage Advisory Committee. Fundinq Alternatives The City Manager reviewed the pros and cons of the following funding sources: Discretionary Sales Tax Ad valorem Property Taxes Special Assessments Stormwater Utilti¥ Fees Special Districts Grants Other Pertinent Stormwater or Drainage Issues Staff Recommendations The City Manager listed the items that had been discussed as priorities at tonight's workshop as follows: 1) Side yard culvert pipes - budget $35,000 this year and $35,000 next year - prioritize needs and report back. Mr. Paul requested a repor[ on payment arrangements, i.e., City/citizen participation. 2) Staff to move on siltation barrier recommendation - draft language 3) Schedule a workshop on slopes, pipe size 4) Need to upgrade right-of-way regulations during construction regarding placement of materials. Mayor Barnes recommended a requirement for trash containment during construction. 5) Schedule a workshop on seawalls 6) Establish a Drainage Citizen Advisory Committee and come back with a recommendation on number, function, authority, etc. John Hill thanked the Council and citizens for their work with him on the establishment of the Stormwater Master Plan and said he looked forward to working with them in the future. Mrs. Cartwright said Mr. Hill had secured more money for the City than anyone else had over the past ten years. 6/11/97 approved cost share agreement with SJRWMD for Main Street baffle box and filtration system 6/25/97 CR McLellan change order for not to exceed $103,046 for Culvert Installations outlined in Craven 6/18/97 memo approved 7 8/13197 Drainage ditch encroachment Unit 1 Block 12, Lot 23 - purchase in the amount of $15,000 approved Piping and drainage out'fall ditch between lots 14 and 15 block 293 unit 11 - approved Resolution No. R-97-42 - establishing new policy on installation of culvert pipe and repealing R-95- 35 adopted 9/3/97 Presentation by John Hill, P.E. - Craven Thompson & Associates - FEMA Flood Zones and Flooding Predictions for the Highlands Subdivision John Hill, Craven Thompson & Associates, said that evaluation of the City's flood zones was a part of his contract with the City and made a brief presentation on his report and exhibited a map indicating the areas he believed would be subject to flooding in a 100 year storm although, he said, not all lots would be involved based on their elevations. His report discussed drainage solutions for the City such as actively engaging citizens in establishing priorities, allocating sufficient resources to restore drainage systems, adopting and supporting proper lot development regulations, continuing the City's alliance with St. Johns and the Department of Revenue, and introducing drainage programs. The City Manager presented a concept map showing six separate districts that could be designated as drainage districts with six members appointed from each distdct to a City Stormwater advisory committee to provide recommendations to City Council. Mr. Hill said FEMA has a program to pay for remapping, meanwhile, he said residents may want to consider flood insurance if their homes are Iow-lying. He said he believed that remapping would result in a much broader flood zone area. The City Manager said these items could be scheduled for upcoming meetings for action to allow some time for review by Council and additional information from staff. It was the consensus of Council to support the establishment of the advisory committee. 1st Amendment to SJRWMD Agreement Agreement between Zurstrassen and city for catch basin and culvert pipe - lots 14 and 15,293 approved 9/25/97 DempseyNocelle drainage improvements awarded to Maxwell Contractors, Inc. In the amount of $377,00 contingent upon FY 98 budget approval 10/22/97 DempseyJocelle drainage improvements change order for engineering fees in the amount of $13,130 Craven Thompson -supplemental 8 and po 1520 CR McLellan change orders for culvert replacements not to exceed $124,393.75 as part of annual culvert replacement program approved 1/19~97 Report on culvert pipe on Louisiana Avenue 12/3197 Emergency culvert replacement on Chesser Avenue - approved CR McLellan change order 19 to ~ncrease PO 1829 by $8,863 12/17/97 City Manager authorized to execute supplemental #12 with Craven Thompson to design Main Street drainage system and baffle box improvements - $16,600 1/28/96 CR McLellan - authorized change order 20 annual culvert pipe installation - increase PO 1829 by $19,085.75 2/25/98 The City Manager said that in light of problems with negotiations for land for the stormwater park, he would be meeting soon with staffto address drainage and come back with other options. DempseyJocelle drainage project Maxwell Contracting, Inc. Change order 1 on PO 1861 in the amount of $8,379.84 Craven Thompson change order on PO 1520 in the amount of $3,000 CR McLellan - Annual Pipe Installation - Change order 21-30 in the amount of $121,936.95 approved 4/22198 CR McLellan - annual pipe installation - extended for one additional year to 4/10~99 8 ' 4/29/98 City Manager said lake was deal issue - gave a lengthy report on reasons and possible alternatives 5/11/98 Staff explained meeting with St. Johns officials about alternatives to the defunct stormwater park plan. The City Manager said he encouraged formation of a drainage advisory committee. 5/27/98 CR McLellan - annual pipe installation - change order for Main Street manhole installation - $7,500 6/10/98 DempseyNocelle drainage project Maxwell Contracting Inc change order 3 to PO 1861 in the amount of $29,988.72 Craven Thompson change order 3 to supplemental 8 and PO 1520 in the amount of $6000 for inspection (originally asked for $8700) CR McLellan - annual pipe installation - change orders 31 through 39 approved in the amount of $111,692.85 6/24/98 PO authorized for Shenandoah Construction in the amount of $20,725 for Main Street drainage pipe rehabilitation 8/12/98 Contract No. WMT08 with Department of Environmental Protection for Stormwater Improvements and Authorize Cit7 Manager to Execute - approved The City Engineer gave a bdef presentation on the contract originally begun in 1996 by John Hill, Craven Thompson; and exhibited the City's obligations under this contract and budget for the projects The City Engineer stated references to Craven Thompson can be removed in certain instances. The City Engineer assured Council that the former City Attorney had approved the contract; and agreed that plans should be drawn up showing the project area. It was noted there was a bound book which had plans for the projects. 1st Agreement with SJRWMD to extend contract 97W278 for Main Street Baffle Box and Filtration system to 1/99 approved Contract No. WMT08 with the Department of Environmental Protection and authorize the City Manager to execute said contract approved Supplemental #9 with Masteller & Moler Contract for Engineering Services for Reconstruction of E[kcam Dam in the Amount of $66,315 approved CR McLellan - annual pipe installation - approved change orders 40-45 in the amount of $45,272.75 8/26/98 CR McLellan - $7,500 Main Street pipeline manhole intallation approved 9/9/98 Main Street Baffle Box contract awarded to MD Utilit~ Contractors, Inc $66,240.99 contingent upon DEP approval 10/14/98 1st Reading of Ordinance No. O-98-17 amending allowed culvert material 10/28/98 2nd Amendment to SJRWMD Surface Water Management Agreement approved CR McLellan -Annual Pipe Installation - 1st Qtr expenditure of $110,973.20 11/4/98 Presentation by Carmen Wieher, Director of Educational Programming - Brevard Teaching and Research Laboratories - Update on DEP Stormwater Grant Ordinance No. O-98-17 amending allowed culvert matedal adopted 12/2/98 1st reading of Ordinance 0-98-20 - materials for drainage pipes under ddveway swales 12/16/98 Ordinance O-98-20 materials for drainage pipes under driveway swales adopted FY 1999 Priority List Side Yard Culvert Installation approved 1/20/99 CR McLellan - Annual Culvert Replacement Contract - Work orders 1-3 in the amount of $30,121.30 4/14/99 Authorize Expenditures of $32,271.90 for Culvert Replacements and $12,578.01 for Side Yard Pipe Installation to C.R. McLellan, the Annual Culvert Replacement Contractor - approved - C.R. McLellan Annual Culvert Contract - Approve Work Orders 1-4 in the Amount of $53,807.55 and Work Order 1 in the Amount of $22,553.55 - postponed to 4/28/99 for Neuberger question re: subcontracting and then postponed again on 4/28/99 for questions about workers comp 5126/99 Authorize Expenditures of $32,271.90 for Culvert Replacements and $12,578.01 for Side Yard Pipe installation to C.R. McLellan, the Annual Culvert Replacement Contractor - approved - C.R. McLellan Annual Culvert Contract- Approve Work Orders 1--4 in the Amount of $53,807.55 and Work Order 1 in the Amount of $22,553.55 - approved 6/23/99 Mayor Wininger reported on Stormwater Project Meeting with SJRWMD on June 22, 1999 1/13/99 Contract with Brevard Teaching & Research Laboratories and City of Sebastian to Conduct Education Program - Authorize City Manager to Execute Contract for $48,400 w/Funding from Stormwater Grant 1/20/99 First Amendment to Agreement Between Brevard Teaching & Research Laboratories and City of Sebastian for Water Quality Monitoring - Authorize City Manager to Execute - approved The City Engineer responded to questions from Council relative to funding for this and other stormwater projects; and it was determined that the City Manager would bring a spreadsheet back to Council for next week's meeting showing revenues, expenditures and fund balances for all the projects. CR McLellan Annual Culvert Replacement Contract - Work order 1-3 $30,121.30 approved 1/27/99 City Council Authorized Expenditures - $32,271.90 Culvert Replacement and $12,578.01 for Side Yard Pipe Installation - C.R. McLellan 2/10/99 Masteller and Moler supplemental agreement 11 - Stonecrop dam replacement design in the amount of $43,790 approved 3/10/99 Contract with MD Utility Contractors Inc for Schumann Drive drainage project in the amount of $382, 857 approved authorize transfer of $144,350 from perimeter culvert program (SWMS-001) to Schumann project (23-98-DST001) approved 3/24/99 Mastelier and Moler supplemental 13 Schumann Drive drainage project in the amount of $11,800 approved 6/23199 Mayor reported on Stormwater Project meeting with SJRWMD on June 22, 1999 7/14/99 Interlocal Agreement with IRC for Schumann Ddve drainage project approved 10/13/99 Masteller and Moler supplemental 14 in the amount of $15,050 approved 11/17/99 Cit7 Council Adopts R-99-53 Authorizing Grant Application to SJRWMD for Stormwater Master Plan 1131/00 Change Order to SJRWMD Agreement approved 2/9100 Resolution No. R-00-09 - vacation of portion of plat for SH Unit 16 adopted - SJRWMD stormwater tract - adopted 2/23/00 Bid Award and Authorize City Manager to Execute Contract with M.D. Utility Contractors for Culvert Replacements in the Amount of $118,620 approved 3/8/00 Resolution No. R-00-14 vacation of portion of plat for SH Unit 11, 16 and 17 adopted - SJRWMD stormwater tract - adopted 4/12/00 Resolution No. R-00-16 final plat for CC Unit One - SJRWMD stormwater tract adopted Partial release of reserved right of easement - city to SJRWMD approved 5/24100 1st Renewal to SJRWMD Agreement - Funding in Amount of $115,000 10