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HomeMy WebLinkAbout01232013 MinutesC CITY OF J HOME OF PELICAN ISLAND SEBASTIAN CITY COUNCIL MINUTES REGULAR MEETING WEDNESDAY, JANUARY 23, 2013 - 6:30 P.M. CITY COUNCIL CHAMBERS 1225 MAIN STREET, SEBASTIAN, FLORIDA Mayor McPartlan called the Regular Meeting to order at 6:30 p.m. 2. The Invocation was given by Pastor Clifton Cooley, Calvary Baptist Church. 3. The Pledge of Allegiance was led by Council Member Coy. 4. ROLL CALL Mayor Bob McPartlan Vice -Mayor Don Wright Council Member Jerome Adams Council Member Andrea Coy Council Member Jim Hill Staff Present: City Manager, Al Minner City Attorney, Robert Ginsburg City Clerk, Sally Maio Records Program Manager, Donna Cyr Administrative Services Director, Debra Krueger Community Development Director, Joseph Griffin Finance Director, Ken Killgore Police Chief, Michelle Morris 5. AGENDA MODIFICATIONS Modifications and additions require unanimous vote of City Council members The City Manager requested withdrawal of New Business item 12A — Resolution R -13 -01 Airport Lease Assignment from Nationair Aviation to Rud Aero due to the fact that staff needed more time for review since Rud requested a flight school operation, which staff first thought was merely in relation to their manufacturing operation and is now known to be a separate request. MOTION by Ms. Coy and SECOND by Mr. Wright to remove as requested. No objection from Council members. 6. PROCLAMATIONS, AWARDS, BRIEF ANNOUNCEMENTS Presentations of proclamations, certificates and awards, and brief timely announcements by Council and Staff. No public input or action under this heading. 13.008 A. Proclamation — Sebastian Purple Heart Community — Requested by Brian Heady Mayor McPartlan read and presented the proclamation to Colonel Martin Zickert and three Purple Heart recipients. Regular City Council Meeting January 23, 2013 Page Two 13.009 B. Proclamation — Harlem Ambassadors Basketball Game and Show Night at Sebastian River High School — February 21, 2013 — Accepted by Jim Davis, President, Indian River County NAMI Mayor McPartlan read and presented the proclamation to Jim Davis, National Association on Mental Illness, who invited everyone to come and support the event at Sebastian River High School. C. Brief Announcements Ms. Coy asked how the St. Baldrick's Children's Cancer Team Sebastian effort was going. Mr. Hill said there were four participants so far including Mayor McPartlan and they had created a web page for donations. Ms. Coy decided to "throw her hair in the ring" and would have her head shaved. She said Team County had five members so far and had made a challenge to Sebastian. Mayor McPartlan said Team Sebastian hoped to raise $1000, noting the event will take place at Captain Hiram's on March 4, 2013. Mr. Adams reported on the following programs offered by Harbor Branch: Feb. 6 — 6:30 pm Ocean Science Lecture - Sir Peter Crane of Yale University at St. Edwards School, 1895 St. Edwards Drive, Vero Beach; Feb. 7 — Harbor Branch Johnson Education Center, 5600 N. U.S. 1, Fort Pierce. Indian River Lagoon Symposium: Health of the Lagoon — 8am to 5 pm, followed by "Meet the Scientists" poster session 5:30 to 7 p.m.; and Feb 8 — Harbor Branch Johnson Education Center: Forum on Lagoon Health 9 a.m. to noon and Love Your Lagoon dinner from 6 to 10 p.m. Feb. 8 at Harbor Branch Plaza. He said people can call (772) 242 -2317 for further information. 7. CONSENT 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 City Council so 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. Pg A. Approval of Minutes — January 9, 2013 Regular Meeting 13.010 B. Approve FY13/14 Budget Calendar (Administrative Services Department Transmittal, Calendar) C. Second Amendment to Sebastian River Area Chamber of Commerce Lease for Building Insurance Coverage (City Manager Transmittal, 2nd Amendment, Lease) Council Member Adams removed items 7B and 7C on behalf of citizen, Damien Gilliams. MOTION by Mr. Hill and SECOND by Mr. Wright to approve item A of the Consent Agenda. Result of Roll Call: Ayes: All Nays: None Passed 5 -0 2 Regular City Council Meeting January 23, 2013 Page Three Item 7B — FY 13/14 Budaet Calendar Damien Gilliams, 1623 US 1, Sebastian, said he did not see reference to discussion of employee COLA raises or review of the CAFR which should be reviewed by the Budget Board and Council. He said he would like to see a rolled back rate for the next fiscal year because taxes and drainage were raised last time. MOTION by Mr. Hill and SECOND by Ms. Coy to approve item B. Result of Roll Call: Ayes: All Nays: None Passed 5 -0 Item 7C — Chamber of Commerce Lease — 2nd Amendment Damien Gilliams said we should not waive insurance fees since the Chamber has been given use of the building and other areas for fifty years. He asked Mr. Hill not to laugh at him. Mayor McPartlan told him to direct his comments to the Chair and stop pointing his finger at him. Mr. Gilliams said enough with freebies, that the Chamber needs to produce and pursue grant funding to create jobs and be accountable to Sebastian, stating the majority of Chamber members were from outside Sebastian. MOTION by Mr. Hill and SECOND by Mr. Wright to approve item C. Mr. Hill said this amendment merely removes redundancy and clarified there were no additional funds, and the City Manager replied no substantial funds. Ms. Coy said she found the speakers comments untruthful, that the Chamber represents the business community and does a wonderful service for the community and they have her respect. She advised that comments made be taken with a grain of salt. Mr. Adams said he spoke to Mr. Gilliams and the City Manager and found that City property casualty coverage is provided for all non - profits who lease City buildings and the Chamber does a lot of good. He asked if we could explore the possibility of all non- profits paying their own insurance. Mr. Wright said the property casualty insurance on the building was the issue and was consistent with all other non - profit leases, and this simply corrects an error of duplicate coverage. He said he echoed Ms. Coy's comments that the Chamber provides tremendous service and the number of members is increasing over the last year and most are Sebastian businesses. He said they do a fantastic job of promoting Sebastian. Ms. Coy said as long as non - profits own their own building they should cover the cost, but would not want to set precedence when we own the building. Regular City Council Meeting January 23, 2013 Page Four The City Manager said the City annually pays $133,186 to cover all City facilities with a total value of $24.7 M, noting the insured value of the Chamber is $325K, and said all non - profits are required to pay for their own liability insurance and cover their personal property. Result of Roll Call: Ayes: All Nays: None Passed 5 -0 8. COMMITTEE REPORTS & APPOINTMENTS City committee reports and Council Member regional committee reports. No public input or action except for City committee member nominations and appointments under this heading. Mr. Adams reported on the Treasure Coast Council of Local Governments meeting on January 9, 2013 where the group opposed armed guards in schools but supported funding for police officers in schools. He then reported on the Treasure Coast Regional Planning Council meeting on January 18, 2013 and receipt of the publication Six Pillars which he sent to the City Manager to review, and which suggests methods for making it easier for businesses to do business with cities. 9. PUBLIC HEARINGS - None 10. UNFINISHED BUSINESS 12.055/13.012 A. Update CavCorp Project — Frank Hickson, Infrastructure Engineers (City Manager Transmittal, Layout 13 -1) The City Manager recapped that Council had reviewed the last concepts on September 12, 2012, a public workshop was then conducted where many ideas were received and brought back to Mr. Hickson. He said Mr. Hickson will present newly revised concepts which the City Manager provided in a power point over the weekend to Council Members. Frank Hickson, Infrastructure Engineers, introduced Nate Wilbur, Deputy Project Manager, gave the power point presentation (see attached to minutes) which represented three concepts and pros and cons of each: #1 asphalt paving with minor adjustments from the first designs, #2 a greener version with concrete roadways but green parking areas at a greater cost of $1.1 M, and #3 installing perimeter driveways and off street parking stalls with an alternate stamped concrete and leaving the center sod turf at a cost of $560K with an additional $75K for the stamped concrete. The City Manager asked for Council feedback on how they wished to proceed. Mr. Wright said he liked concept #3 and stated his reasons including flexibility for different uses, environment and maintaining green space, installing parking where needed, substantially lower cost, that it maintains its character and meets the goals that Council set forth. Mayor McPartlan said he too liked concept #3, liked concept #2 but the cost was too high and asked what the maintenance costs for #3 will be by maintaining sod. 0 Regular City Council Meeting January 23, 2013 Page Five The City Manager responded that there are maintenance costs now and it would be a wash. Mayor McPartlan said concept #3 is more multi -use. Mr. Hill said since we have been planning for this lot since the first CRA Master Plan this has been anticipated to be paved and with concept #3 he did not see any improvement, therefore we shouldn't spend a half million, that concept #1 is what we were going for. He said Council's job is to provide a high quality parking lot, and a concept should not be approved on events that occur seven days out of the year. Ms. Coy said she was happy with concept #3 and it had never been her expectation to pave the entire lot. She said it is environmentally sound, that it is not her job to provide space for every boat owner in Sebastian, that there are sufficient spaces for boats and need to be fair to all who want to park there, noting the State had confirmed that cars outnumber trailers 6 to 1 as licensed in Sebastian. She said she liked the stamped pavement and the center grass area can be readdressed at a later date. Mr. Adams said he had no problem with concept #1, concept #2 was cost prohibitive, and on concept #3 agreed with Mr. Hill that if we were to do this why don't we just leave it as it is and was not in favor of #3. He said he was in favor of concept #1. MOTION by Mr. Hill to send back concept #1 to the public failed for lack of second. MOTION by Ms. Coy and SECOND by Mr. Wright to send back concept #3 to the public. Result of Roll Call: Ayes: McPartlan, Wright, Coy Nays: Hill, Adams Passed 3 -2 Mr. Gilliams said this reminds him of the Main Street improvement which has created a bottleneck on US 1, said if it isn't broken don't fix it, suggested taking the $750K and investing in purchasing new properties for parking instead, and asked the event sponsors to form a committee to help fund the needed improvements. Ben Hocker, Sebastian, expressed concern for cars parking along Indian River Drive and backing out, suggested lowering the speed limit to 15 mph for all of IR Drive or move cars in so they aren't sticking out, and said there was no sidewalk adjacent to Hiram's spaces. 11. PUBLIC INPUT Damien Gilliams said in regard to the Chamber issue he takes exception to someone saying he made false statements. Mr. Hill called a point of order stating Public Input is for items not on the agenda. Mr. Gilliams asked for an opinion from the City Attorney. Mayor McPartlan agreed this was an item already discussed. Mr. Hill read from the agenda procedures for Public Input, which provides an opportunity for individuals to bring new information or requests to City Council not otherwise on the prepared agenda. Regular City Council Meeting January 23, 2013 Page Six Mr. Gilliams said there are profit and loss statements not being provided. Mr. Wright called a point of order and said he was speaking to an agenda item. Mr. Gilliams continued that there was $150K of City money given for the Davis Street project and Indian River County already has impact fee money for this purpose, asked why we are footing the bill for private businesses, and said he spoke to a Commissioner who agreed with him that the County had funding. 12. NEW BUSINESS 13.013 A. Resolution No. R -13 -01 Transfer NationAir Aviation Insurance Lease to Rud Aero (Community Development Transmittal, R- 13 -01, Letters of Intent, Lease, Consent A RESOLUTION OF THE CITY OF SEBASTIAN, INDIAN RIVER COUNTY, FLORIDA, PERTAINING TO THE SEBASTIAN MUNICIPAL AIRPORT; AUTHORIZING THE TRANSFER OF LEASEHOLD ASSETS BETWEEN NATIONAIR INSURANCE AND RUD AERO; PROVIDING FOR THE REPEAL OF RESOLUTIONS IN CONFLICT AND PROVIDING FOR EFFECTIVE DATE. Withdrawn from the agenda during agenda modifications. 12.019/13.014 B. Authorize the Following Englar Street Improvements: (City Manager Transmittal, Bid Responses, Contract) i. Ranger Construction Overlay Contract in the Amount of $73,022 ii. Asphalt Recycling Rebuilding Contract in the Amount of $49,923 iii. Allocate $3,000 to CTI for Inspection Services iv. Transfer $36,173 from the General Fund to Local Option Gas Tax Fund The City Manager reiterated his recommendation to award overlay to Ranger, award rebuild to Asphalt Recycling, and allocate funds for inspection, and advised Council on the need to allocate additional funds to complete the project by transferring $36,173 from the GF from savings in Facilities Management personnel due to loss of a position which will be filled at a later time, and an anticipated increase in FPL Franchise fees. MOTION by Mr. Wright and SECOND by Mr. Hill to approve staff's recommendation. In response to Mr. Adams, he cited the City's Code on local vendor preference and the origins of the bids, noting there were no Sebastian bidders. He also advised him we have $22K of the needed additional funding from the open position in Facilities Management, and hoped to continue to see an increase in franchise fee revenues to make up the difference, and if not he would have to go to reserves which is currently at $4.6 M. He said we will know if we have the additional when % of the fiscal year has passed. (July 1). Result of Roll Call: Ayes: All Nays: None Passed 5 -0 in Regular City Council Meeting January 23, 2013 Page Seven 13.015 C. Review Solid Waste Franchise Request For Proposal (City Manager Transmittal, Draft Ad, Specs, Ordinance, Agreement) The City Manager gave a brief background on the Waste Management franchise agreement which is due to expire on June 30, 2013, and was originally five years with an automatic five year extension first approved in 2003. He said there are currently 9700 units in Sebastian with approximately 4500 participating in the non - mandatory pickup by opting in to the single carrier franchisee. He outlined the timetable for advertising the RFP on February 18th to final approval of a franchise ordinance on June 12th. He said he had prepared the RFP using language from our franchise, and that of other agencies that had recently gone through the process — Indian River County and North Miami. He cited some new ideas he had added such as a paper day shredding, electronic recycling day, green energies such as natural gas fueling station and then asked for Council's input on the proposed RFP language. Mr. Wright brought up several issues he thought needed to be addressed: 1) Park Place residents want options to being forced to opt in; 2) the fact that IRC makes electronic recycling available at all the landfills every day so do we really need that; 3) cost out the added services so when vendors make proposals we can see if we want to pay extra because most people just want home collection, and we need to consider extras with cost options so residents don't see an increase; 4) commercial waste is critical and he suggested on -call service for cost savings which he noted Hiram's tried recently and saved money; 5) recycling of other products needs to be addressed; and said 6) IRC currently picks up recycling and bidders need to know how this works and be clarified. The City Manager responded to his concerns by saying recycling is a County service paid for by tax assessments, and that residential recycling collection is also covered by the County, and we don't have the authority to regulate further recycling, though he said, most of the carriers are familiar with that setup, and Waste Management has the recycling contract with the County. He suggested on commercial pickup letting the proposers tell us how they can provide the service because they know better and that and the question of specific considerations can be discussed at the pre -bid meeting and amended at a later date if necessary. He said as to Park Place he perceives it as a difference of opinion of the residents, said their price increased from Capital to Waste Management, and he did not recommend an option for them to opt out of the franchise because it would set a bad precedent. He said another consideration could be negotiating a separate cost for mobile home parks, and this too could be addressed at the pre -bid and amended. Discussion continued on Park Place. The City Manager said Park Place has a Homeowners Association, and residents are split on opting in or out, so we could address it a few different ways — don't address, require special service in mobile home parks, noting they are treated as one customer but charged individually internally. Mr. Hill said it is an HOA pass through issue, noting in the past the problem was they were considered commercial and with the new franchise they received increases in one year; and if changes were made for them they would have to be made for all mobile home parks in the City. Ms. Coy agreed. 7 Regular City Council Meeting January 23, 2013 Page Eight Mr. Wright discussed single stream and dual stream recycling and suggested we be open to all options offered, and not reject anyone out of hand due to a technicality or due to the high cost of recycling. Ms. Coy said she did not see amenities as tacked on costs, but Mr. Wright responded — nothing is free. The City Manager said it will all be measurable, if they provide a service they have to be compensated. Ms. Coy said she has talked to vendors at conferences who say it gets them thanks points. Mr. Adams asked why waste has to be hauled to the County landfill, and the City Manager responded it goes back to the IRC assessments we all pay. Bruce Zingman, Sebastian said he would love to see recycling in the parks and asked who would empty them and discussed single stream where all recycling goes in one bin. The City Manager said we should not fight the single /dual stream fight, noting right now we are dual stream recycling in Indian River County. He said Waste Management wants to go to single. Mr. Wright said carriers are not dividing the recycling at the trucks, but at the dump. In response to Mr. Zingman, the City Manager said recycling collection is not part of our franchise. Ms. Coy said bins in parks are being picked up by our people but there are options. Damien Gilliams said if recycling bins had wheels more people would recycle, and we need to talk to Indian River County and other agencies, do away with franchise fees, ask IRC to increase the franchise area, said commercial should not have to use the City's franchise but decide who they want to use themselves, and the City should pay for pickup at City events. Jim Rott, Park Place resident, said Waste Management billing is on a commercial basis for Park Place and that is why the HOA passes it on to the residents, that costs went up substantially in recent years because of the pass through from the Park Place management company and residents do not have a say in the cost. He said he had done a long term study of pickup and for the 392 homes in the park, it was typically less than 50% of the homes that had pickup, and they are billed on the number of lots, not the numbers who use the service. He said he would provide his information to the City Manager. He said there is a pass through cost of $60 dollars per six months. Ms. Coy said that is about what she pays and invited him to call her. Mr. Rott said there had been a ruling on the issue and the HOA has no say. Mr. Hill noted it appeared the consensus of Council was to move forward with the RFP. 13. CITY ATTORNEY MATTERS - None Regular City Council Meeting January 23, 2013 Page Nine 14. CITY MANAGER MATTERS 13.017 A. Update — Credit Card Billing /Payment Process (Administrative Services Transmittal, F.S.501.0117, Proposal) The City Manager briefly updated Council on a new credit card use process to be implemented based on recent requests from customers for the ability to pay by credit card, and administered by a provider who will charge a fee to administer the program. 13.018 B. Goal Setting Workshop Direction (City Manager Transmittal, Calendars) Following a brief discussion, City Council opted to discuss goals at the February 27th Regular Meeting, as long as the City Manager can keep the agenda light, and if he cannot, to move it to another date. Other Matters The City Manager reported on savings from recent changes to the Police Pension plan. 15. CITY CLERK MATTERS The City Clerk reminded Council that the Hospital District Special Election will take place in the Council Chambers on Tuesday January 29, 2013 from 7 am to 7 pm. 16. CITY COUNCIL MATTERS A. Council Member Adams - None B. Council Member Coy Ms. Coy said the Fine Art and Music Festival was grand and thanked Lisanne Monier - Robinson and the 130 artists who participated. C. Council Member Hill - None D. Mayor McPartlan Mayor McPartlan reported on the Sebastian Art Club's 75th Anniversary last Thursday. E. Vice Mayor Wright Mr. Wright said the Art Festival was fantastic and said during our goals workshop we need to talk about gateways again because people called from Vero Beach to ask "Where is Sebastian?" 17. Being no further business, Mayor McPartlan adjourned the Regular Meeting at 9:00 p.m. Approve t th Februar ,3, 2013 Regular City Council Meeting. By. � c.� ATTES Bob McPartlan, Mayor Sa y Maio, C -City Clerk 9 RIVERVIEW PARK "CAVCORP" ENHANCEMENT PROJECT ,} nLSary 31 � 2R3 f i Agenda • Project Introduction • Concepts. • Next Steps rOMEO 71SLA "*' ,4 i i G Project Introduction Scope • Selected by City to develop plans for CAVCORP • Project is in three phases: • Concept development • Final Design • Construction Support • We are in concept development Project Introduction i Overall project site �i �. hr I . # 1� ``�AL- _. t Project Introduction Concept Development: How did we get here? • Kick off Meeting • Held one -on -one meetings with the Council • Presented to Council • Public Meeting • Met with Event Organizers • Election /Holidays • Re- kickoff • Refine Concepts • Present update to Council Project Introduction Feedback • More trailers than cars Avec&,4ventq:,- - is - - - • Separate car parking on perimeter com► enMts • Grass maintenance YVldaralsies�largerspaces • Gar,oa4ing on p,_,im, %r • Protect the oaks and landscape Relocate clock to wsr • Maintain SW access lleai nlndian ' Lanc+ g River Drive • Maintain clock tower scaping • Special events needs • "7rimizeCarParking Eliminatepavelvent sop �A'r sr _ _ Agenda Project - -1 .m.4ion • Concepts ,4ext Steps r- iy' A: 1 711 � � • s T+ - �i Concepts Cavcorp lot Public Meeting Concept ., ,7 JL is i'-A -. •� .. f CA'VCORP PARKJNG LOT JWMVD Concepts Cavcorp lot Public Meeting Concept Concepts Cavcorp lot Public Meeting ConceiLt Pros: ➢ Defined circulation /parking 9 ➢Sidewalks s ! ➢... Protected Trees /Clock ➢ Provided necessary drainage '�- Cons: ➢ Limited vehicle /trailer lengths to 40 -45 feet (65 %) ➢ Hard to navigate with larger trailers ➢ Large pond size /event usage ➢ Reduced event parking spaces ➢ Heating from the pavement ➢ Less landscaping Concepts Cavcorp lot Post Public Meeting Concept A .3� l Car spots 82 plus 5 disabled parking Trailer 5p ots =Based on tight parking Eventspots = depends on event organizers Concepts Cavcorp lot Post Public Meeting Concept Pros: Y Improves parking space lengths for differing trailer lengths ➢ Improved aisle widths and turning radii y Reduced pavement thus reducing pond size ➢ Protected Trees, Relocated Clock to more prominent location Provided necessary drainage, sidewalks ➢ Improves intersection safety Cons: ➢ Limits number of parking spaces Increased Costs, especially to relocate clock tower and road ➢ Removes some riverfront car spots ➢ Rework of river pond and pedestrian access to the river ➢ Traffic Control on Indian River Drive Concepts Cavcorp lot Perimeter Only Concepjt High Maintenance Areas s Concepts Cavcorp lot Perimeter Only Concept Pros: r No change for trailer parking over current (maximum capacity and size of vehicle /trailer arrangement) Perimeter parking for cars, sidewalks, protects trees and clock ➢ Least costly Y Provides pavement in the toughest maintenance areas y Drainage is easily accomodated, no pump relocation y Maximizes ability to provide event parking compatible with existing parking schemes Cons: Increased maintenance on grass in the lot ➢ No defined circulation What Now ?' t T • Need direction► • Staff has done a thorough evaluation of this site, weighed alternatives, and solicited feedback • Need direction to move forward with final Design Thank you! y y� 1 r `�' - _` i - � _,� __� -__-� �► -:.,_ 'il � ; .