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HomeMy WebLinkAbout10-08-2004 1225 Main Street [] Sebastian, Florida 32958 . Telephone (772) 589-$330 ~ Fax (772) 589-5570 City Council Information Letter October 8, 2004 Transition, Relocation and Dedication Ceremony Sebastian Municipal Complex As reported via the September 17, 2004 City Council Information Letter, arrangements were recently initiated to begin relocation activities into both the new city hall and expanded police station. My office hosted its monthly project construction meeting earlie~ this week involving representatives from Suffolk Construction and REG Architects to discuss final components of project completion, as ~well as impending moving activities accordingly. I am pleased .to report that all parties remain comfortable in allowing relocation activities to begin during the weeks of November 1st and November 8th. The remainder of the month wilt be made available for employees to become settled into the new office environment, as well as customizing individual quarters respectively; These efforts are also'being initiated to prepare for the Sebastian Municipal Complex Dedication Ceremony to be held Wednesday, December 8, 2004 beginning at 11:00 a.m. Festivities, to include an open house for both buildings, wil'l be hosted' at the new city hall courtyard area located in the rear of the building, also adjacent to City Council Chambers and adequate parking. Within a few weeks, staff will begin coordinating an agenda for the event, as well as to engage both formal and informal invitation processes in an effort to secure a high level of participation. City Council members, on an individual basis, will therefore be welcome to offer specific recommendations as to how this occasion can be as successful as possible. I also plan to announ~;e during the ceremony approximate, timeframes as to when the municipal complex park portion of the project will become available for public use and benefit. Your last City Council meeting in the current chamber will therefore be held Wednesday, November 17th. An agenda seeking a final direction for naming the park will also be offered during that session. City Council Information Letter October 8, 2004 Page 2 Municipal Complex Monthly Expenditure Report The attached August 31, 2004 spreadsheet report represents the most recent summary of total expenditures related to the development and construction of the Sebastian Municipal Complex. As referenced in both the total budget and the intereSt earnings columns, overall project funds available total $11,598,343.28 (including bond proceeds, Bureau of Historic Preservation Grant for Old Schoolhouse/City Hall Restoration Program, and the' Fiscai Year 2004 third quarter $6,500 adjustment to finance costs associated with shuffleboard court installation). Total expenditures as of the most recent report available for the project is $8,162,648.86. The current outstanding encumbered amount equals $2,812,659, which also represents various related purchase orders, leaving an unencumbered balance totaling $623,035 to cover additional expenses until the project has been completed. Indian River Drive Access and Repair Pro,qram Although various infrastructure components supporting Indian River Drive has sustained additional damage resulting from the presence of Hurricane Jeanne in our community, the Department of Engineering was able to devise a plan'to accommodate thoroughfare access prior to and during periods of construction and repair. As referenced in the attached electronic mail message compiled and delivered by City. Engineer David Fisher, a one- lane section, until repaired, will be positioned in relatively short sections in two or three locations where the roadway has been undermined in the northbound east lane. Respective sections will be signed and barricaded accordingly and vehicles will be asked to share the right-of-way in both directions, 'similar to what occurs via four way STOP procedures currently in place. This program was very well coordinated with various property owners and businesses located in the vicinity as a way to help keep the road "open for business", as well as to provide them with access to respective areas requiring repair and/or activities that will assist in recovery and reopening as soon as possible. Meanwhile, staff is working to solicit proposals to engage clean up, repair and renovation accordingly. As such, our goal in this regard is to present applicable recommendations pertaining to both Contract and expenditure authorizations for your consideration during your October 27th regular meeting. City Council Information Letter October 8, 2004 Page 3 Louisiana Avenue Improvement Pro.qram The City of Sebastian is currently working 'to resume activities associated with the implementation of the Louisiana Avenue Improvement Program. Necessary preconstruction activities, notably the abandonment of the police evidence compound began this week, in. preparation for applicable demolition activities to engage next week. As referenced in the attached electronic.mail message as compiled and delivered by City Engineer David Fisher, a final preconstruction meeting will be held with representatives from Jobear/Warden Construction beginning Tuesday, October 19th to engage detailed instructions governing project implementation. Immediately thereafter, the Office of the City Manager will issue a necessary Notice to Proceed to formally enable mobilization and construction activities thereafter. As with many thoroughfare improvement programs, respective coordination activities with utiiity companies must commence. In this case, both the Florida, Power and Light Company and BellSouth will organize best efforts to accommodate relocation of.utility lines as soon as practicaL. Direction Re.qardin.q Recent Requests for Consideration of Annexation Since eadier this year, the Department of Growth Management has received three additional proposals seeking consideration for annexation into the corporate limits of Sebastian, Florida. As staff has not as of yet intimated any formal recommendations to developers as to whether or not affirmative support for respective projects exists, they are entitled to address City Council in an effort to ascertain whether or not to move forward. As referenced in the attached electronic mail message and accompanying location map as compiled and delivered per my direction by Director of Growth Management Tracy Hass, each of the three proposed projects, the Cypress Bend Subdivision (proposed at 1.54 units per acre), the Cross Creek Subdivision Addition (proposed at 2.00 units per acre), and the Hess/Double R&D, Inc. Project (proposed at 1.40 units per acre) are to be located in areas contiguous to existing city boundaries. Each of the respective proposals incorporate 'higher end,, Iow-density single-family residential developmentS, with an RS-10 zoning, minimum lot size of 10,000 square feet. As such, each of the proposals do not involve construction of planned unit developments. Please therefore be advised that respective presentations will be offered during your October 27th meeting, whereby City City Council Information Letter October 8, 2004 Page 4 Council will have an opportunity to learn more about specific merits of each project, as well as to offer direction as to whether or not to proceed accordingly. 200412005 Concerts in the Park Series Immediately prior to making preparations for the Hurricane Jeanne event, Sebastian River Area Chamber of Commerce Executive Director Beth Mitchell delivered the attached letter that outlines the schedule for the 2004/2005 Sebastian Concert in the Park Series. As referenced, the first session will be held at Riverview Park next Thursday, October 14th beginning circa 5:30 p.m. As with previous year's schedules, Riverview Park has been scheduled every second Thursday of each month to host respective performances. This schedule will run for an eight-month period until June 2005. Enclosure(s): October and November 2004 Calendar - Relocation Process for New City Hall and Expanded Sebastian Police Station August 31,2004 Sebastian Municipal Cornplex Fund Spreadsheet Report Electronic Mail Message from City Engineer David'Fisher - indian River Drive Eleatmnic Mail Message from City Engineer David Fisher- Louisiana Avenue Renovation Electronic Mai[ Message/Location Map from Tracy Hsss - Recent Applications for Annexation Letter from Beth Mitchell - 2004/2005 Concerts in the Park Seriee My Documents/infoLstter232 Terrence Moore From: Sent: To: Cc: Subject: David Fisher Tuesday, October 05, 2004 3:55 PM Terrence Moore Jim Davis; Terry Hill; David Fishers Interns indian River Ddve Terence- Further to our discussions, this is to update the following information regarding Indian River Drive: Per our planning meeting this morning, Indian River Drive will now remain open throughout its entire length within the City limits. The only one-lane sections, until repaired, will be at the relatively short sections in two or three locations where the roadway has been undermined in the northbound east lane. Those one-lane sections will be signed.and barricaded accordingly and vehicles will be asked to share the right-of-way in both directions similar to the 4-way. STOP pi'ocedures currently being used (and working well) at intersections that have lost traffic signals. Any clean-up and construction activities along indian River Ddve will be required to provide their own temporary signage, barricades, and traffic control. The City will collaborate with various property owners and businesses along indian River Drive in keeping the read "open for business" in a safe and workable manner. This may mean revisions to the base plan in the course of work there but the main goal is to keep the read safely ope~ when at all possible. The current overall estimate for clean-up, repair, and renovation of the hurricane damage done to the roadway on Indian River Drive (NOT ~including damage to City-owned facilities) is currently estimated to be in the range of $300,000. This includes estimates for clean-up and for.repairs to signage, sidewalk, roadway, erosion control, and street lights. We will, of course, keep you updated on the progress there -- Dave Fisher Terrence Moore From: Sent: To: Cc: Subject: David Fisher Wednesday, October 06, 2004 9:00 AM Jim Davis; Terrence Moore; Shai Francis Thomas J. Ferriola; Ginny Sieferd FW: Louisiana Avenue Renovation Chief Davis, Terrence, and Sinai -- I understand there is a money issue.as to who/how to pay for the relocation of the Police Evidence Compound. How much money is required? What is in the budget for it? Does the project pay any part of this required relocation? What does the relocation involve? Outside wrecker5 and new fencing? -- Dave .... Original MeSsage---- Fi;em: DaVid Rsher Sent: Wednesday, October 06~ 2004 8:5[ AM, 1'o: 'rmelchiod@neel-schaffer. com'; 'rmelchiori~wcgl.com'; 3ohnafi~an IQser; 3ira Davis; Thomas 3. Femora; Terry HII~; Ginny Siaferd; 3ason MilewskJ; .lesry Converse; Brian Gt'zesiak cc: Terrence Moore; 3esus 1,1. Vielro; Paul Wagner subject: Louisiana Avenue RenoYafion Terrence Moore has requested we do whatever We possibly can to expedite the start of the Louisiana Avenue Renovation project. I am advising him of the ~ollowing: · We have scheduled a comprehensive "Mobilization Meeting" with the contractor and all involved parties on Tuesday, '19 October 04 to begin detailed action on the project. We understand both FPL and BellSouth are to be at that meeting to organize best efforts for the required relocation of the utility lines. The contractor wil be issued a Notice to Proceed after that meeting is held. (Paul Wagner/Jesus Vieiro to issue Notice to Proceed when it is clear the contractor can proceed without likely interruption due to delays caused by others.) · We are organizing the relocation of the Police Evidence Compound to the Airport. Public Works will then demolish and remove the existing City facilities at the Louisiana Avenue compound so that area can be used for the staging of the contractor's equipment. · The contractor can begin operations at least two weeks before the relocation of the utility lines. We are trying to make this date ASAP in order to minimize the irfipact on the schedule of the damage caused by Hurricanes Frances and Jeanne, both of which greatly irqpacted the ability of FPL to make the necessary relocation of the utility lines on Louisiana Avenue. With thanks for your timely assistance and collaboration in getting the contractor started. -- Dave Fisher Terrence Moore From: Sent: Subject: Tracy Hass Thursday, October 07, 2004 4:27 PM Terrence Moore Annexations Terence, As per our discussion yesIerday, Growth Management staff is in the process of reviewing three additional annexation proposals for properties located contiguous to the corporate limits of Sebastian. The land use and zoning headngs for each respective proposal have been presented to the Planning and Zoning Commission, and we are now prepared to present the applications to City Council for evaluation and direction. Following is a brief description of the three annexation proposals: 1. Cypress Bend Subdivision - Annexation, Land Use Amendment and Rezoning for 46-acres immediately north of San Sebastian Spiings and west of Gardenia Street - map reference 2. Cross Creek Subdivision Addition- Annexation, Land Use Amendment and Rezoning for 25-acres west of recently annexed Cross Creek Subdivision along Powerline Road - map reference~2. Hess/Double R&D, Inc. Project - Annexation, Land Use Amendment and Rezoning for 40-acres immediately east Spencer Development, lying east of the Sebastian River High School - map reference ~3. Each of the respective annexations are proposed as LDR - Iow density residential - upto 5 units/acre land use with an RS-10 - single-family residential, minimum lot size of 10,000 SF zoning. As discussed, we anticipate compiling the necessary transmittals for the October 27th City Council meeting. Thank you for your assistance in processing these applications. Tracy City of Sebastian Zoning Map - North KEY 3 ..... m~. ..... Cit , of Sebastian Zoning Map - South CHAMBER OF COMMERCE September 21, 2004 Mr. Terrence'M~ore, City Manager City of Sebastian 1225 Main St. Sebastian, Florida 32958 Concerts in the Park Series, 2004-2005 Dear Mr. Moore: Ii is with pleasure that the Sebastian River Area Chamber of Commerce armounees the schedule for the Concerts in the Park Series for 2004/2005, in partnership with the City of Sebastian. The following dates have been'selected for the Concerts at Riverview Park. October 14, 2004 November 11, 2004 January 13, 2005 Februa~ 10, 2005 March 10, 2005 April 14, 2005 May 12, 2005 June 9, 2005 ' Pete Harris, Island Style music To Be Announced To Be Announced · Mae McHale mad the Old Time Radio Gang To Be Announced To Be Announced ~ To Be Announced To Be Announced Ten'e~e, nomaally I have most of the dates booked, however it has been difficult to do that this month, I will provide you with the entertainment line up as it develops, but I wanted to make sure you have the dates. As yola can see, all Concerts are scheduled for the second Thursday of each month. This schedule is predicated on the fact that entertainment costs are lower for an evening during the week. During season there are so many other enmmllnity events going on during the weekends we did not want to be in conflict with them. We are looking forward to another suceessfttl series this year, and very much appreciate the parmership with the City of Sebastian. Very truly yours, Beth L. Mitchell Executive Director 700 MAIN STREET [] SEBASTIAN, FL 32958.4199 PHONE: (772) 589-5969 [] FAX: (7721 589-5993 v~nv.sebastianchamber, com e-mail to ~ info~sebaatianchamber, com