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HomeMy WebLinkAbout01-27-2016 CRA Agenda w Council8. RECESS CITY COUNCIL MEETING/CONVENE AS COMMUNITY REDEVELOPMENT AGENCY A. Call to Order and Roll Call B. CRA Items 63-64 i. Approval of 1/13/16 Minutes (Excerpt of 1/13/16 Council/CRA minutes) Presentation by Rob Bolton — Step Program Power Point (no backup) 65-78 iii. Consider Construction of Mooring Field (Transmittal, Boat Mooring Field Assessment, City Engineer Power Point Presentation) C. Adjourn CRA Meeting 9. CONVENE AS BOARD OF ADJUSTMENT A. Call to Order and Roll Call 79-81 B. Approval of Minutes - Excerpt of 11/18/15 (Excerpt of Council/BOA minutes) 82-104 C. Quasi -Judicial Hearing on Request from Brian Frazier, 851 Williamson Avenue Variance Requested from Section 54-2-7.13(b)(4) of the Sebastian Land Development Code to allow a boat to be parked in the driveway in front of the house, whereas the Code requires the boat to be located behind the front building line, and in no event less than 25 feet from the front house line, or be located wholly within a carport or garage. • Mayor opens hearing • Attorney reads title • City Council Members disclose ex -parte communication • City Clerk swears in all who intend to provide testimony • Applicant or applicant's agent makes presentation • Staff presents findings and analysis • Council asks questions of the applicant and staff • Mayor opens the floor for anyone in favor of the request (anyone presenting factual information • shall be sworn but anyone merely advocating approval need not be sworn in) • Mayor opens the floor for anyone opposing the request • Applicant provided opportunity to respond to issues raised by staff or public • Staff provided opportunity to summarize request • City Council deliberation and questions • Mayor calls for a motion • City Council Action D. Adjourn Board of Adjustment Meeting 10. RECONVENE AS CITY COUNCIL 3 of 130 Regular City Council/CRA Meeting January 13, 2016 Page Three Ms. Coy asked for a hard copy of the Power Point presentation. Discussion continued on the different types of compressors available, how compressors are powered, cost savings from outfitting vehicles for CNG, the fact that ethanol in gas has lowered mpg on vehicles and CNG provides better mileage, though the opposite is true for diesel, and that 80% of all refuse trucks currently on order are CNG. Mayor Gillmor thanked Mr. Hayhurst for his presentation and Mr. Hayhurst said he was available if they needed any further assistance with CNG. F. Brief Announcements 1116115& 1116116- Sebastian Fine Art and Music Festival - IR Drive/Riverview Park Area • 1118116- City Hall Closed for Dr. Martin Luther King Jr. Day • 1/21/16 through 1/24/16 - Fellsmere Frog Leg Festival Mayor Gillmor read the above listed announcements, and Mr. McPartlan announced the Sebastian Citizens Academy which will begin January 21st for six weeks and said people can pick up applications in City Hall or by visiting the Police Department website www.sebastianpd.org. 7. RECESS COUNCIL MEETING/CONVENE AS COMMUNITY REDEVELOPMENT AGENCY A. Call to Order and Roll Call Mayor Gillmor called the CRA meeting to order and the City Clerk called the roll: Present: Mayor Richard Gillmor, Vice Mayor Jerome Adams, Council Member Andrea Coy and Council Member Bob McPartlan Absent: Council Member Jim Hill (excused) B. Approval of 10/14/15 CRA Minutes Excerpt w/in Council Minutes (Page) MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve the CRA minutes carried on a voice vote of 4-0 (Hill absent) C. Approve Wastewater Hook -UD Grant Application of $5.000 to Allen Properties LLC — Wendy's, 1625 US Highway One (Transmittal. Application. Deed, Tax Receipt, Construction Plan, Budget Account Summary) The City Manager presented the request for approval of the septic to sewer hookup grant application from Wendy's. MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve the grant. Roll Call: Ayes: Gillmor, Adams, Coy, McPartlan Nays: None Absent: Hill Passed: 4-0 Regular City Council/CRA Meeting January 13, 2016 Page Four to The City Manager said for too long we have experienced ups and downs in landscape services in the CRA, through no fault of City workers with vacations or people out sick, resulting in non-standard services especially at Riverview Park, which also extends to pest control issues. He said he and the City Engineer went out for a solicitation of qualifications, and got two responses by the November 25th deadline. He said they were interviewed and asked to submit a cost bid, and following review, staff selected Ameron to supply landscape services in the CRA district for $156,450 per year. He recommended approval of the agreement and authorization for him to execute. MOTION by Ms. Coy and SECOND by Mr. McPartlan to approve and authorize the City Manager to execute the contract. In response to Mayor Gillmor regarding the difference between RFP and RFQ, the City Engineer said generally when you go out for general contract services you base it on a bid price, and typically go for the lowest bid, and that is usually what we do with an RFP request for proposal. He said when you go after professional services, typically like engineering or architectural services, you have to go through competitive bidding under State CCNA law, however, when you go after other professional services that are not under that umbrella like and engineer or architect, you want to hire based on best qualifications, and most cities send out a request for statement of qualifications with no numbers, rank them based on qualifications and then select based on price. He said because they were looking at a high profile area, they wanted a more professional company. In response to Mr. McPartlan, he confirmed that the process was appropriately advertised. In response to Mr. Adams, the City Manager said the cost from the Conlon proposal was $161,754, and that Conlon was going to do a month long cleanup for an extra $8,000. He said staff made the distinction on qualifications, wanted to be sure we had a company responsive to us, uniformed properly, trucks clean and marked, cleanliness, friendliness and attention to detail and their price fell into line. The City Manager also responded to Vice Mayor Adams question about whether it may have been cheaper using City staff, stating that he, the City Engineer and Administrative Services Administrator ran the numbers and after looking at all factors, fixed and variable costs, and the fact that there are people locked into parks who can't be transferred to stormwater and roads and drainage, this was the only viable option. He said he wanted to make sure we had a professional company we could hold accountable where we have escape clauses, and we can have more control as to quality of work in the CRA. He said this is a three year contract with two one year automatic extensions. Ms. Coy said this is an excellent choice since Ameron has been around for a long time, have an excellent reputation, and already provide us good service in pest control. She asked about the address 706 South Easy Street from the other proposer and whether it was a residence. The City Manager said he did not pick up on that. I I`, Roll Call: Ayes: Coy, McPartlan, Gillmor, Adams Nays: None Absent: Hill Passed: 4-0 Iv' E. Mayor Gillmor adjourned the CRA Meeting at 7:17 p.m. 0 CITY OF VERO BEACH Septic Tank Effluent Pump (STEP) System City of Sebastian City Council Meeting January 27, 2016 1 of 44 Introduction •Robert J. Bolton, P.E; “Rob” •Director of Water and Wastewater for the City of Vero Beach; •Have worked for municipal government for 25 years (Vero Beach – 16 years; Palm Bay – 9 years); •Father owned a Septic System business that I worked for when I was young. 2 of 44 Locations of Septic Tanks in Indian River County (hyperlink) 3 of 44 4 of 44 What do we know about Septic Systems? Conventional Septic System Average level of nitrogen removal (28%); Level of phosphorus removal (57%); Contains elevated levels of bacteria (E. coli, salmonella, etc.); Contains viruses. 5 of 44 What are areas of concern for Septic Systems? Density (lot size); Proximity to lagoon; Elevation of the water table; Distance from the septic tank to the water’s edge; Year house was built; Flow direction of ground water; Irrigation systems that use shallow wells. 6 of 44 What are we trying to accomplish? •Stop nutrients from entering the water table and ultimately the Indian River Lagoon; •Affordably connect septic systems to the sewer system by breaking the septic system cycle; •Maintain growth in our community (no septic system moratoriums). 7 of 44 How can a STEP System accomplish this? •Nutrients no longer enter the water table through the drain field (except during emergencies) but, instead, are pumped to a wastewater treatment plant; •STEP System cost is comparable to a drain field replacement; •STEP System is the only sewer system that can be installed during new home construction and later connected when the 2” STEP System mains are installed in an area. 8 of 44 Communities with STEP Systems City of Vero Beach, FL Hillsborough County (1,200) City of Palm Bay, FL City of Port St. Lucie, FL Charlotte County Utilities, FL City of Olympia, WA City of Camas, WA Clark Regional Wastewater District, WA Washington County, AL South Alabama Utilities, AL (3,000+) Fulton County, AL Grand Bay, AL Pearl County, MS Bethel Heights, AR Mt. Union, IA Truesdale, IA Amesville, OH Elkton, OR Victoria, PEI Diamond Lake, WA Lacey, WA Starbuck, WA Yelm, WA Consolidated Utility District of TN (4,000+) 9 of 44 Why a STEP System? Non mandatory (Vero Beach); Competitive pricing with septic system replacement; Lowest upfront cost for availability; Minimal construction effort; Low maintenance. 10 of 44 •The total cost, including availability and connection costs, of a Hybrid STEP System is approximately 1/2 the price of a conventional gravity sewer or a vacuum style sewer system; •The availability cost of a Hybrid STEP System (i.e. installation of mains, valves, etc. in City Right-of-Ways) that is normally fronted by a local governments is less than 1/10th the cost of a conventional gravity sewer or a vacuum style system. This lower cost for availability may allow Local Governments to make sewer available to more residents quicker; •Collection lines for a Hybrid STEP System are normally 2” up to 4” therefore they can be installed using directional drilling techniques instead of open cutting the ground. The drilling of these lines causes less disruption therefore residents and businesses can continue their normal affairs with minimal interruption. In addition, tree canopy and heavily landscaped areas are virtually untouched; •Installation time for a Hybrid STEP System is less than 1/4 the time required for a conventional gravity sewer or a vacuum style system; “Talking Points” of a Hybrid Septic Tank Effluent Pump (STEP) System A Hybrid STEP System is a sewerage collection system that uses a septic tank to contain and treat solids, a pump station to remove the clear effluent, and a drain field to act as a backup to the pump station for disposal of the effluent during power outages. 11 of 44 “Talking Points” of a Hybrid Septic Tank Effluent Pump (STEP) System (continued) •Hybrid STEP Systems are compatible with existing On-Site Sewage Treatment and Disposal Systems (otherwise known as Septic Systems) and normally will just attach to these systems; •Pumps and collection lines of a Hybrid STEP System require less maintenance because the effluent is relatively free of grease, oil, and solids; •In some cases, the Septic System drain field is left in-place as a backup during prolonged power outages that can occur during hurricane season. When a drain field is not left in place, the STEP System will have a larger holding tank that will provide capacity for approximately 3 days; •The Water and Sewer Utility of a Local Government typically maintains the Hybrid STEP System and controls the pump-out frequency of the septic tank; •Local Governments may eliminate more than 99% of the nitrogen and phosphorus rich septic system effluent that is now being discharged to groundwater by installing Hybrid STEP Systems; •Groundwater carrying pollutants from Septic Systems will no longer flow to the Indian River Lagoon. 12 of 44 What did Vero Beach do? •Funded the installation of the 2” mains through the Water and Sewer Enterprise Fund (1 million dollars); •Created an incentive program to entice homeowners to connect early (total of $3,390 credits available); •Provided a mechanism for property owners to finance equipment and impact fee costs over 10 years; •Implemented a mandatory pump out and inspection program for existing septic systems; •Applied for, and received, grants from the St. Johns River Water Management District for STEP System installation ($539,000); •Got to work installing 2” mains. 13 of 44 Directional Drilling 2” Mains 14 of 44 2” Main Installed 15 of 44 Double Service Connection 16 of 44 Typical Connection at Street 17 of 44 18 of 44 19 of 44 Type 1A Installation 20 of 44 Existing Septic Tank 21 of 44 Type 1A Tying Into Drain Field 22 of 44 Type 1B Install 23 of 44 Type 1B Tying Into Existing Tank 24 of 44 Pump and Filter System 25 of 44 26 of 44 27 of 44 Type 3A Installation 28 of 44 Tying Into the House 29 of 44 Installing 500 Gallon Pump Tank 30 of 44 Testing Pump System 31 of 44 Residential Electrical Panel 32 of 44 33 of 44 34 of 44 35 of 44 36 of 44 LOW (1a) HIGH (3a) STEP Equipment $2,425 $3,745 Installation of STEP $2,300 $2,500 Electrical Connection $ 600 $ 600 Electrical Permit $ 80 $ 80 Plumbing Permit $ 80 Subtotal $5,405 $7,005 Service Line (1”) $ 500 Availability Cost (2” Main) $ 600 Impact Fee $2,290 Grand Total* $8,795 $10,395 3 Bedroom House Estimate for STEP System * Additional costs may occur depending upon plumbing layout. 37 of 44 STEP System progress since April The City has 8 Basins (areas) that will have the STEP System installed (approximately 1,500 parcels); 4 Basins have been designed and permitted for construction (900 parcels); STEP mains are available to 278 parcels; 20 parcels are connected; 36 parcels have applications pending; The City has not notified any homeowners that they can connect to the system. Connections have been made because of septic system failures and building construction with the incentives offered; Construction is behind schedule as indicated above do to constant starts and stops to address failing septic systems; City has hired a company to help with installation of 2” mains; City will notify homeowners after a Basin is complete to avoid additional work slow downs; City has an interactive map on it’s website, LINK, to help homeowners and real estate agents with the STEP System progress; Currently working on an APP! 38 of 44 39 of 44 Free STEP System Sales Force 40 of 44 Is participation mandatory? No. However, upon septic tank failure, the IRC Health Dept. will not issue a permit for repairs. You will be required to connect to the STEP System at such time. Who is responsible for maintenance of the STEP System? The City is responsible for the maintenance of the STEP System including all force mains, valves, service lines, check valves pumps, filters electrical, control panels, alarm systems, and monitoring devices. The City will also be responsible for periodic pump-outs and maintenance of the new tank. The homeowner is responsible for costs associated with the STEP System and any necessary connection charges in place at the time of connection. Property owners are responsible for the power supply to the pump control panel, the cost of the power to operate the panel and pump, and any negligence that causes damage to the System. How much does the STEP System cost? The cost of the STEP System is approximately $10,000 before applying the STEP UP and Save Credit (SUSC) which is as follows: $2,290 if signed up within 12 months of notification from City; $1,100 Wastewater Utility Extension Credit if signed up within 12 months and pay “cash” with an option to finance for 10 years at no interest in lieu of $1,100 credit; Requires connection within 12 months of signing application. Otherwise, credits and/or financing are null and void. STEP System Frequently Asked Questions (FAQs) 41 of 44 How much are the monthly sewer and electric bills? The minimum bill for sewer is $19.89/monthly and the maximum bill is $55.79/monthly. The average is $38/monthly. The electric cost will be .50 cents to $1/monthly. Why are the incentives for only one year and not forever? The City authorized the incentive program to entice homeowners to connect to the STEP System early. While homeowners that connect early will receive an incentive, they will also spend money earlier than necessary, and will incur a monthly sewer bill. Those homeowners that choose not to connect will not spend money early and will not have a monthly sewer bill, therefore, the incentives are only offered for one year. How often do I have to have my existing septic tank pumped out? Per City Ordinance 2014-21, commencing 1/1/16, pump outs must occur on a regular frequency not to exceed every five (5) years. Additionally, owners shall have a licensed septic tank contractor perform an inspection of the private disposal system. For each inspection, the septic tank contractor completes an inspection report which was included in your mailing. 42 of 44 QUESTIONS? 43 of 44 End of Presentation 44 of 44 M', SEBASTIAN HOME PELICAN ISLAND COMMUNITY REDEVELOPMENT AGENCY TRANSMITTAL FORM CRA MEETING DATE: 27 January 2016 AGENDA ITEM TITLE: Mooring Field RECOMMENDATION: Consider construction of Mooring Field BACKGROUND: Definition: A mooring refers to any permanent structure to which a vessel may be secured. Examples include quays, wharfs, jetties, piers, anchor buoys, and mooring buoys. A boat is secured to a mooring to forestall free movement of the vessel on the water. An anchor mooring fixes a vessel's position relative to a point on the bottom of a waterway without connecting the vessel to shore. Since 2007, there has been active discussion regarding the deployment of a Mooring Field within the City's waterways. In November 2013, a Mooring Field Assessment was completed at the instructions of the then City Manager. That assessment identified a location east of Captain Hiram's that could moor up to 17 vessels. No action was taken on the matter and no presentation to Council was made recommending construction of the Field. In an effort to resurrect the discussion, Tom Collins has requested that the City Manager present to Council the Mooring Field Assessment. Mr. Collins will make a presentation in support of the establishment of the `Field.' If Agenda Item Requires Expenditure of Funds: Requires Expenditure of Funds: N//Aj Administrative Services Department/CFO Review: ATTACHMENTS: City Manager Authorization: Date: 20 January 2016 1. Boat Mooring Field Assessment 2. City Engineer PowerPoint Boat Mooring Field Assessment HOME OF PELICAN ISLAND November 14, 2013 Prepared by: ISI_ NEED—SCHAFFER _ Solutions you can build upon \\\\\pp\��K T I Ili//// �ICElys4S' 1 � * No. 66735 'gym STAr OF Fr nk Watanabe /i ii10 29256 20" Street • Vero Beach, Fl. 32960 • phone 772-770-4707 • fax 772-770-4640 • www.neel-schaffer.com City of Sebastian Mooring Report — November 14, 2013 Technical Memorandum Cid of Sebastian Boat Mooring Assessment This assessment on a boat mooring field for the Indian River Lagoon across from Captain Hiram's Pier was to review and identify the permit and application process for implementation of a boat mooring field by the City of Sebastian. The following is information regarding construction a Boat Mooring Field in the Indian River Lagoon. 1. Application a. Joint Application completed on the web. b. FDEP receives Application for review. At the same time FDEP sends Application to Florida Fish and Wildlife as well as other agencies — (Endangered species, etc.) i. Contact Information: Benny Luedike, Port St. Lucie, 561-681-6646 c. Army Corps of Engineers (Cocoa Permitting) receives Application; At the same time the Corps sends it to Federal Fish and Wildlife and other agencies — (Endangered species, etc.) d. Application Fee: The fee will either be based on area or # of vessels — Depends if uplands or not and less than 40 acres L 10-29 vessels - $2,110.00 ii. 30 — 49 vessels - $4,210.00 iii. 50+ - $5,610.00 e. Supplemental Information i. Vicinity Map ii. Plan View Drawing iii. Cross sectional Drawing iv. Need to detail the length, width and height of proposed project v. May need additional information — example: exact mooring locations; type, height, etc. vi. All drawings must be on 8 Y2" X 11" sheets vii. Must clearly show project dimensions viii. XY Coordinates ix. Submerged Aquatic Vegetation Survey x. Listed Species information f. It is a Joint Permit with the Army Corps of Engineers and DEP. i. Army Corps of Engineers, Cocoa Permitting Section, 400 High Point Drive, Suite 600, Cocoa, FL 32926 ii. Phone: 321-504-3771 2. Construction guidelines of the Application will not be a State Programmatic General Permit (SPGP), meaning that the Army Corps will let you work through them and they will issue documentation through the Corps. a. Mooring Project will need Federal Authorization 2 ISI.. NEEL—SCHAFFER Solu[lon• you can bulld upon City of Sebastian Mooring Report — November 14, 2013 3. Surveys will have to be conducted. a. Resource Survey Report b. Seagrass Survey Report c. Submerged Resource Land Survey — Go beyond the area defined. Go to surrounding areas as well. 4. Channel Area —There is a channel in the area —The channel would have to be identified. 5. Lease — A lease from the State will be needed. Sovereign Submerged Lands — State owns the sediment. a. Fee: Depends on either square footage ($/ft2 ) or % of Revenue (Could be 6%). 6. Aquatic Preserve — means any and all of those areas which are exceptional areas of sovereignty lands and the associated water body so designated in Part II of Chapter 258, Florida Statutes, including all sovereignty lands, title to which is vested in the Board, and such other lands as the Board may acquire or approve for inclusion by the Legislature. These areas also include the water column over such lands, which have been set aside to be maintained in an essentially natural or existing condition of indigenous flora and fauna and their supporting habitat and the natural scenic qualities and amenities. 7. DEP wasn't sure if an "Avoidance Demonstration" would be needed. 8. Endangered Species Johnson's seagrass doesn't appear to be any critical habitats in the Sebastian area. There were some "smalltooth sawfish" sightings between 1968 and 2004 and "Right whale" sightings between 2003-2004. The Army Corp of Engineers will use the Manatee Key 2013 Edition for Manatee Areas. I haven't found enough information out regarding the manatee. This could be designated as an "Important Manatee Area" (IMA). The Indian River Lagoon is America's most diverse estuary. There are more than 400 species of fish, 260 species of mollusks and 479 species of shrimp and crabs. DEP Contact: Benny Lyedike — Benny. Lyedike(a.dep.state.fl.us; 561-681-6646; West Palm Beach IIS NEEL—SCHAFFER