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HomeMy WebLinkAbout08122009CRA AgendaCrTV OF ~~~i~~ST .a. HOME OF PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY (CRA) (CITY COUNCIL) AGENDA WEDNESDAY, AUGUST 12, 2009 - 5:30 pm CITY COUNCIL CHAMBERS 1225 MAIN ST, SEBASTIAN, FL CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 1-s 4. APPROVAL OF MINUTES - 3/25/09 Meeting 5. NEW BUSINESS: 09.126 A. Feather Wars -Tom Lowe (City Manager Transmittal) 9 09.127 B. Facade, Signage and Landscape Program Report (City Manager Transmittal) 11-13 6. ADJOURN HEARING ASSISTANCE HEADPHONES ARE AVAILABLE IN THE COUNCIL CHAMBERS FOR ALL GOVERNMENT MEETINGS. ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS /S MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL /S TO BE HEARD. (286.0105 F.S.) IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS /N ADVANCE OF THIS MEETING. an~~ HOME OF PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY (CRA) (CITY COUNCIL) AGENDA WEDNESDAY, MARCH 25, 2009 - 6:00 PM CITY COUNCIL CHAMBERS 1225 MAIN ST, SEBASTIAN, FL Mayor Gillmor called the CRA Meeting to order at 6:00 p.m. 2. The Pledge of Allegiance was recited. 3. ROLL CALL City Council Present: Mayor Richard H. Gillmor Vice-Mayor Jim Hill Council Member Andrea Coy Council Member Dale Simchick Council Member Eugene Wolff Staff Present: City Manager, AI Minner City Attorney, Robert Ginsburg City Clerk, Sally Maio Deputy City Clerk, Jeanette Williams Airport Director, Joseph Griffin Police Captain, Bob Lockhart Police Captain, Greg Witt MIS Senior Systems Analyst, Barbara Brooke-Reese 4. APPROVAL OF MINUTES 1-6 A. 9/17/08 Meeting MOTION by Ms. Coy and SECOND by Mayor Gillmor to approve the 9/17/08 CRA minutes was approved on a voice vote of 5-0. 5. OLD BUSINESS -None 6. NEW BUSINESS 7-3Q A. Formal Acceptance of Annual Sebastian CRA Report Which Will Be Officially Filed with City Council at 3/25/09 Regular Meeting in Accordance with FS 163.356 (3) (c) (Finance Transmittal FS 163.356(3)(c), Ad Copy, Annual Report) MOTION by Mayor Gillmor and SECOND by Mr. Wolff to approve item A carried on a voice vote of 5-0. CRA Meeting March 25, 2009 Page Two 31-45 B. Authorize Appropriation of $20,000 for Advertising Costs for Billboard ($15,000) and Treasure Hunt Advertising ($5,000) (Finance Transmittal, IRD/Main Project Funds Summary, Billboard Examples, Treasure Hunt Information Provided by Chamber) The City Manager said this item was brought forward to shift over moneys for these projects in the recommended amounts, and asked for Council to give direction on how it wants to move forward on billboards and the treasure hunt and then appropriate funds if needed. Mayor Gillmor asked if there are any cost estimates, and the City Manager said the figures provided previously were still valid. Mr. Wolff noted at the last meeting a billboard committee was formed and recommended first obtaining quotes from various billboard companies before money is appropriated. Ms. Simchick stated there was someone here tonight from the public to give updates on what the County is doing and the input may change our view of numbers of billboards. Mayor Gillmor opened the floor to the public regarding both moneys for the treasure hunt and billboards. Charlie Wilson, Vero Beach, said the Tourist Development Council is planning a presentation to recommend billboards on I-95 to the County and possibly permanent locations, said the estimates they have are accurate, and spoke on the treasure hunt stating it is a good idea but cautioned that the City be careful with rules and regulations. Ms. Simchick said if the County is planning to fund billboards soon perhaps we might not want move to be spending our money at this time. Mr. Wilson said they are in the early planning stages, noting the next TDC meeting is in May at which time they will set out the budget which is at least six months out, and noted it is because of Sebastian's efforts they are thinking of this. Mr. Hill said he was glad to hear the County is doing this but did not see how this affects us and wanted to continue the City's efforts immediately. He recommended not doing anything short of one northbound and one southbound on I-95, and changing the billboard number to $35,000. Louise Kautenberg, Sebastian, said billboards are terrific because people remember the effective ones all of their fives, cautioned giving money as a reward in the treasure hunt, and expressed concern for the security of businesses which have only one person working. Ms. Simchick asked the City Attorney if these two issues should be lumped together or should it be two separate items, with two separate motions. The City Attorney said this is at the discretion of the CRA. Ms. Coy agreed we could separate if need be. Tom Collins, Captain Hirams, said US 1 billboards are not going to attract people to Sebastian and I-95 would be perfect. He said the urgency is now, suggested year to year leases, said he has estimates from $1000 to $2000 per month depending on the location, recommended one north and one south on I-95, or maybe two each way, and taking the 2 CRA Meeting March 25, 2009 Page Three budget up to $40,000 for the billboards since there is no one using the money because no one is building. Cindy Falco, Sebastian, said if the billboards are connected to the Chamber of Commerce it would be unfair to businesses which are not members and should be tied to the City website. She said she loved the idea of the Treasure Hunt, and suggested awarding "bucks" to spend in local businesses. She said a local business owner was told by the City the FSL program no longer existed because there were no funds. Lisanne Monier, Sebastian, said advertising is key but remember we are Sebastian and we have our own fun and funky character, and are not Vero Beach or the County. She said we should keep it simple, recommended not ruling out US 1 for placement of billboards based on personal experience. She said she would be willing to contribute gift certificates as prizes for the Treasure Coast. Damien Gilliams, Sebastian, said he was part of the CRA when it started and thought it was for community redevelopment, said if you are going to bring people you need to landscape entryways. He said a lot of palm trees give a feeling of being on vacation, was not a Chamber member and said if you are going to use taxpayer money you should use the City website, put something in that says "free", said he thought the Treasure Hunt is a great idea but the devil is in the details. Ms. Coy said she would like to separate the two items. MOTION by Ms. Coy and SECOND by Ms. Simchick to approve the re-appropriation of up to $40,000 for advertising costs for billboards and the focus should be on north and southbound I-95. Mr. Hill recommended setting up a three member committee so we can move forward. Ms. Simchick said this is only on the money. Roll call on the motion was as follows: Ayes: All Nays: None Passed 5-0 Mr. Hitl said again we need to set up the committee and get them working, and Ms. Simchick suggested its members be Beth Mitchell, AI Minner or designee with final run by by the City Attorney, so when it comes back the Attorney's eyes have already been on it. Mr. Hill suggested the City Manager or someone he appoints. MOTION by Mr. Hill and SECOND by Ms. Coy to set up a three person committee consisting of the City Manager, the Executive Director of the Chamber of Commerce, as well as the Attorney passed on a voice vote of 5-0. The City Manager suggested in regard to the committee, that they use the City Attorney on a legal basis to keep costs down, the committee will hash out the type of sign and locate some spots, come back with a couple of ideas, and recommended shifting the remainder of approval on billboards to City Council and place it on the April 8th agenda. CRA Meeting March 25, 2009 Page Four MOTION by Ms. Coy and SECOND by Mr. Hill to designate authority for the billboards to the City Council passed on a voice vote of 5-0. Treasure Hunt Ms. Simchick said she thought this was a good idea for a contest, but for transparency this is not a City contest but a Chamber contest, and the City is not structuring it, but recommended the City have final review of advertising if we are paying for it. Mayor Gillmor recommended moving forward and if businesses are not interested and it can't get off the ground, the money would not be spent for advertising. MOTION by Mayor Gillmor and SECOND by Ms. Simchick that we appropriate $5,000 for the advertising of the Treasure Hunt contingent upon the feedback from the local businesses. Beth Mitchell, Executive Director of the Chamber of Commerce, said she wanted to be clear on the role of Council as to management of the Treasure Hunt, and as to what she needs to do relative to approval for the advertising. Mr. Hill said he thought the direction was that they approved advertising, and Mayor Gillmor suggested she bring the proposed advertisement to the City Manager and he can forward it to Council. Ms. Simchick said it is easiest to designate this as a Chamber event. Ms. Coy said she has heard concerns about the cash, and Ms. Mitchell encouraged anyone with concerns to contact the Chamber. Mayor Gillmor said we have talked about putting up services or something in lieu of cash. Ms. Mitchell said she thought the next Chamber meeting on the Treasure Hunt is March 31St at 5:30 p.m. Mr. Ginsburg suggested in case there is any further action necessary that there be a similar portion of the motion to designate authority for this to the City Council. At this time the Mayor amended his main motion to say that for any future discussions we would authorize the City Council to make decisions for the CRA, and Ms. Simchick seconded. Ms. Coy called the question. The City Clerk inquired whether the Mayor wanted two roll call votes since there is a motion and an amendment or was the Mayor including the new language into his original motion. Mr. Hill said he had dropped his first motion and went on to the next motion. Roll call on the motion was as follows: Ayes: All Nays: None Passed 5-0 ~, 4 CRA Meeting March 25, 2009 Page Five 47-49 C. Re-Appropriate $20 000 for the CRA Flagpole Project with Transfer of $14,000 from Indian River Drive/Main Street Prolect Added to $6,000 Contribution from Clambake Foundation (Finance Director Transmittal, IRD/Main Prolect Funds Summa The City Manager said this is to re-appropriate funds for the flagpole project, funds which had been originally designated but then shifted around for other projects. He said we have a design and later on Council will act on the maintenance agreement. MOTION by Ms. Coy and SECOND by Mayor Gillmor to approve re-appropriation of $20,000 for the CRA Flagpole Project with transfer of $14,000 from Indian River Drive/Main Street added to $6,000 contribution from the Clambake Foundation. Mr. Wolff said he had been on the CRA for over two years and did not believe there had been any discussion of the flagpole issue during his term, so had asked for minutes on discussions of the flagpole. He said on December 2006 Ms. Coy brought up the issue and discussed the garrison flag at a cost of $1000 to $2000 but could find no subsequent approvals to move forward or do anything on this project, so was surprised to see this item and the Clambake donation. He asked if any of the discussions had taken place in the sunshine, and asked how this project got to this point without any discussion or votes. The City Manager said there was consensus of Council when the idea was brought up by Ms. Coy and he had provided a sketch of the project that may not have shown up in the minutes, that there had been no specific allocation because the allocation we had was for gateway improvements, and then we had shifted money to the Indian River Drive project and canceled other projects. He said he had continued to move forward on the flagpole project administratively and had brought back the concept, which is also included in the Council packet for tonight. He said the concept board was in the Public Works Department. He said he would not say there were any discussions of Council outside of the sunshine, and other than those initial conversations most of it had been managed by him. Mr. Wolff asked how the Clambake approached the City Manager and the City Manager said he could not recall, but may have administratively determined to apply for their funding for this project, and said he could not recall whether that came before Council, though it may have come from Council discussion. Mr. Wolff said St Johns is asking us to irrigate once per week and we are planning to dig a well, suggesting xeriscape be considered, and perhaps solar. He experienced concern for the jump in cost from $1000 to $2000 up to $20,000. Ms. Coy said this flagpole is not even tall enough to support a garrison flag, it is a smaller version, there will be an oversized flag, and does not require troops to raise and lower the flag. Ms. Simchick said Mr. Wolff's recollection is correct, it went from an idea and Council had no picture of what was going up, there should be xeriscape, heard rumors of one, two, and three thousand, and to have this show up as a $20,000 project there were gaps in communication. She said we can put this through tonight, but agreed she would have like _, to have seen a visual of what we are funding. ~ '/ 5 CRA Meeting March 25, 2009 Page Six The City Manager said he meant to have the picture here and would provide it at the regular meeting. Mr. Hill said not five minutes ago we were talking about beautifying our entryways and this is a main entry to our City and a focal point. He said xeriscape can be done and a lot of the cost is the electricity and erecting the flagpole. Mayor Gillmor agreed. The City Manager noted in the Council packet circle pages 60-62 there is a location and rendering. Ms. Simchick said there was a large display two years ago. Mr. Wolff said he was bringing this up was to create some analytical thinking, how was this process brought to Council, what about trying to be green. He said if you ask on a ballot should the Council spend $20,000 on a flagpole the answer would be a resounding no, it can be an asset but we have a fiduciary responsibility and should not just check it off and move on to the next thing. Ms. Coy said this has gone back a long time, noting at one time Billero and Billero were going to provide a landscaping scheme, it was one of her ideas, and this has been discussed many times. Mr. Wolff asked why there are no minutes. Ms. Coy asked the City Manager if she had talked to him about putting this on, and he said no. She said it was approved at one time and had been handled administratively. Ms. Simchick said she supported Mr. Wolff, noting he was talking about communication, that we had a small dollar item and now it has been brought back as a larger ticket item. She said the conversation is directed at staff now and not Ms. Coy. Mr. Hill said xeriscape is great but advised that the City originally xeriscaped Schumann Drive medians in 2000 and then we had to put in irrigation to save the plants and it ended up costing us more to fix the problem. Mr. Wolff said this is a project initiated by Ms. Coy, it is a good project, but he did not believe the project was approved, and was asking for critical thinking, and was not trying to stir the pot. He said he thought it needed more thought when you are spending $20,000. Mr. Hill said Mr. Wolff's discussion is important, but he brings up a lot of his concerns with staff ahead of time, unless it needs to be brought up to Council. Mayor Gillmor said for $20,000 he wants something that will really stand out, and had voiced concern to the City Manager today this looks a little "vanilla" for that amount. Ro{I call on the motion was as follows Ayes: All Nays: None ,r Passed 5-0 6 CRA Meeting March 25, 2009 Page Seven MOTION by Mayor Coy and SECOND by Ms. Simchick to continue the meeting passed on a voice vote of 5-0. D. Direct Staff in Accordance with March 18, 2009 Tourism Workshop Issues Including (Workshop Minutes): ^ Kiosk Project Proposal from Chamber of Commerce Ms. Simchick said we had a consensus at the workshop that the Chamber would investigate and come back with a report on kiosks. MOTION by Ms. Simchick and SECOND by Mayor Gillmor to allow the Chamber of Commerce to gather information and return at a later time. Ms. Simchick said maybe she spoke for them too soon. Beth Mitchell, Executive Director, Sebastian River Area Chamber of Commerce, said she thought she was to make a presentation tonight, had spoken with Public Works Director, Jerry Converse who sent her to the cemetery to look at the kiosks there, and advised that PW staff could build kiosks for $600 to $800, and recommended four two sided kiosks rather than one sided, and the Chamber will maintain the information inside the kiosks. Ms. Simchick suggested one-sided kiosks with the City emblem on one side. Ms. Mitchell said they were suggesting two sided so there is enough room. Mr. Hill said this is not at all what he was thinking about when we talked about kiosks, but rather a kiosk with someone maintaining it, and this looked like a shadow box. Ms. Mitchell said Mr. Wolff's picture from the last meeting defeats the purpose of the kiosk, because the purpose of the kiosks is to provide information when there is no one around. Ms. Coy said she would like to see something bigger, like a gazebo you can walk into. Ms. Mitchell said you cannot compare St. Augustine to Sebastian, and we have to work within a budget, if you set up something that depends on volunteers it doesn't serve the purpose long, and that the Chamber would maintain the kiosks on a monthly basis. Ms. Simchick suggested putting three together at an angle with an emblem on the back. Ms. Coy suggested asking staff to come back with ideas. It was the consensus of Council to direct staff to bring back suggestions. Mayor Gillmor called for a vote, and the City Clerk asked if he still wanted to have a vote even though the Chamber already gave the presentation.. Ms. Simchick withdrew the motion and now it would be up to Council to direct staff. Cindy Falco agreed with Mr. Hill that she was expecting something larger, and with more personality, and suggested putting it in the new parking lot. 7 CRA Meeting March 25, 2009 Page Eight Damien Gilliams said there was no public input on the flag and he thought $20,000 was a lot, suggested saving the flag for another time, give it to an organization and let them run with it. Mr. Hill said we are acting as a CRA and using CRA funds that are in place for these issues. Ms. Simchick said we talked about two different issues -informational boards and informational booths, with the boards as a short term issue and would be happy with one or two boards, and address the booth as an open project. Mayor Gillmor asked if we can direct the City Manager to bring us back information on the kiosk project as well as signage. Ms. Simchick said she wants to move on to signage. Mr. Wolff asked if we want to continue the CRA meeting. Ms. Simchick said she would reserve her pet map project until another day. Mr. Wolff said it will fall onto the Chamber to organize, noting a kiosk would not have to be manned all the time, but thought we could find dependable people to man it. Signage -Museum, Historic Districts, Splash Pad/Scenic Route Ms. Simchick said the City sign shop put up the Historic District signs, Commissioner O'Bryan will follow up with the FDOT sign, and the Historical Society requested brown signs on Main Street and US 1 each side prepared by sign shop to direct people to the museum. City Council agreed this could be an administrative issue and they did not need to vote on it. Other Issues Discussed None. 7. Being no other business, Mayor Gillmor adjourned the CRA meeting at 7:24 p.m. Approved at the Richard H. Gillmor, Mayor ATTEST. Sally A. Maio, MMC -City Clerk ~~ CRA meeting. 8 cm OF ~~~~ HOME OF PELICAN ISLAND CRA AGENDA TRANSMITTAL Subject: Agenda No. ~ R , l Z l~ Eagle Productions -Tom Lowe Department Ori ~ Cit Man er President/CEO Presentation City Attorney: City Clerk: pr d for Submittal by: Date Submitted: August 4, 2009 ` For: CRA Meeting of August 12, 2009 n er, Cit Mana er Exhibits: None EXPENDITURE AMOUNT BUDGETED: APPROPRIATION REQUIRED: REQUIRED: $0 N/A N/A l A few Council Members have spoken with me (individually) about supporting Tom Lowe of Eagle Productions documentary titled "Feather Wars". The film targeted for release on PBS highlights Paul Kroegel's effort to have Pelican Island named as a wildlife refuge. Tom Lowe has also produced other PBS documentaries such as "Zora's Roots - The life of Zora Neale Hurston" and"River Into the New World -The St. Johns". Lowe has been asked to come to the CRA meeting to describe and show a portion of the documentary. He will be seeking a sponsorship from the City. LU CITI' OF HOME OF PELICAN ISLAND CRA AGENDA TRANSMITTAL Subject: Agenda No. d ~ ~ I Z Facade, Sign and Landscaping Grant Program Department Orig' G Update City Attorney: City Clerk: A rov or Submittal by: Date Submitted: ugust 4, 2009 For: CRA Meeting of August 12, 2009 I ~ ne , Ci Mana er Exhibits: None EXPENDITURE REQUIRED: AMOUNT BUDGETED: APPROPRIATION N/A REQUIRED: $30,000 Annually N/A At the request of Council Member Jim Hill, the following Facade, Sign and Landscape (FSL) report is provided. The intent of the report is to (1) provide a narrative and expense history on the program; (2) highlight the programs shortcomings; and, (3) provide recommendations as discussion points for program improvements. NARRATIVE AND EXPENSE HISTORY In 2005, the City established a FSL grant program to assist property owners make improvements within the CRA boundary. In general, the funds must be used to help create/expand the "Old Florida Fishing Village" theme by making FSL improvements that maintain the historic character or achieve the architectural vernacular sought by the community. Emphasis was on remedying non-conforming signs. Additionally, funds may be awarded for landscaping projects that improve the overall project and fulfill the requirements of the landscape code. The basic grant criteria are that each application must: 1. Be current with local business tax requirements; 2. Be current on property taxes; 3. Be located within the CRA District, and, 4. Have no outstanding code violations. The City grant thresholds for matching funds are: 1. Up to $7,500 for signage and landscaping improvements; and, 2. Up to $15,000 for facade, signage and landscaping. Funding cycles were then created and applications were solicited from property owners within the CRA district. Advertising for the program was through the City's website and through the Chamber of Commerce. Applications are reviewed by a FSL Grant Review Committee comprised of AI Minner (City Manager), Rebecca Grohall (Growth Management Director), Beth Mitchell (Chamber of Commerce) and, later, AI Paternoster as a Council representative. The committee reviewed applications and made recommendations to the CRA Board (City Council) for final approval. Beth Mitchell resigned from the committee last fall. ll~ The CRA allocated $30,000 per year to be used as City matching funds for Fiscal Years 2006, 2007, 2008 and 2009. A $30,000 allocation is proposed for FY 2010. Below is a chart which depicts funding and reimbursed projects: FISCAL YEAR -RECIPIENT FUNDS AVAILABLE CITY MATCHING FY 2006 $30,000 Buena Vista Eyeland $6,050 FY 2007 $30,000 Wendy's $3,251 Professional Animal World/HALO $15,000 Professional Title (Expired) $0 FY 2008 (Round I) $30,000 Keg Shack $5,005 Sebastian Executive Plaza $4,000 FY 2008 (Round II) Anchor Plaza $7,500 Captain Hiram's $15,000 VFW $6,775 FY 2009 $30,000 $0 TOTAL FUNDS $120,000 $62,581 REMAINING FUNDS $57,419 At of the end of FY 2009, $57,419 is still available for grant funding. If $30,000 is allocated for FY 2010, $87,419 will be available effective October 1, 2009. PROGRAM SHORTCOMINGS Essentially two short comings have affected the FSL grant program. First, it was believed that the grant award level was too low; thereby, prohibiting participation. Originally, the program funded on a 67% (Applicant) to 33% (City Match) ratio. This was increased to 50% (Applicant) to 50% (City Match) in 2007. Secondly, concern grew over whether grant awards should be provided to recipients for improvements made prior to FSL grant application. These shortcomings led to the CRA Board requesting that the FSL grant program be suspended until the grant criteria are reviewed. RECOMMENDATIONS Upon review, the following actions have been discussed by staff and are provided for your consideration and direction. - City Staff -The Growth Management Director and/or City Manager should not be members of the FSL Grant Review Committee. r A New Composition for FSL Grant Review Committee -The CRA Board should create a new FSL Grant Review Committee that functions in the same fashion as other advisory boards and makes /L recommendations to the CRA Board for final grant award. The Growth Management Director shall serve as a liaison to the FSL Grant Review Committee. The Committee should be five members with the following composition: A. Three (3) persons owning businesses in the CRA district; and, B. Two (2) citizens at large. - Increase Grant Allocation Ratios -While this recommendation has positives and negatives, the CRA Board should increase the grant allocation ratios to 20% (Applicant) and 80% (City Match). An ancillary discussion point should be to discuss increasing the total grant award parameters ($7,500 for signage & landscaping projects and $15,000 for sign, landscaping & facade improvements). In today's economy these types of improvements are not going to be made. Therefore, it is reasonable to believe participation has been low because the FSL Grant is not providing enough incentive. Hence, increasing the match can be viewed as a redevelopment stimulus. - Application Restrictions - If grant allocations are increased then tougher restrictions are needed such as: A. No grant awards shall be made for improvements that have been made or commenced prior to grant application. B. After being a recipient of an FSL Grant, an application can not be made for another grant within 10 years. This regulation should be retroactive to the inception of the FSL Grant program. ACTION GOING FORWARD The CRA Board should discuss the above outlined recommendations and direct staff to modify the FSL Grant program accordingly. The changes can be modified, brought back to the CRA Board for formal ratification and a new grant cycle can begin once the FY 2010 CRA budget is adopted. ~?