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HomeMy WebLinkAbout04/08/2025 (2)Indian River County, Florida Indian River County Administration Complex 1801 27th Street Vero Beach, Florida 32960 indianriver.gov 4:- �LORIO�' Meeting Minutes - Final Tuesday, April 8, 2025 9:00 AM Commission Chambers Board of County Commissioners Joseph Fiescher, District 2, Chairman Deryl Loar, District 4, Vice Chairman Susan Adams, District 1 Joseph H. Earman, District 3 Laura Moss, District 5 John A. Titkanich, Jr., County Administrator Jennifer W. Shuler, County Attorney Ryan L. Butler, Clerk of the Circuit Court and Comptroller Shauna James, Deputy Clerk Board of County Commissioners Meeting Minutes - Final L CALL TO ORDER Present: 5 - Chairman Joseph Flescher Vice Chairman Deryl Loar Commissioner Susan Adams Commissioner Joe Earman Commissioner Laura Moss April 8, 2025 2.A. A MOMENT OF SILENT REFLECTION FOR FIRST RESPONDERS AND MEMBERS OF THE ARMED FORCES 2.11. INVOCATION Commissioner Deryl Loar, Vice -Chairman 3. PLEDGE OF ALLEGIANCE Commissioner Joseph E. Flescher, Chairman 4. ADDITIONS/DELETIONS TO THE AGENDA / EMERGENCY ITEMS A motion was made by Commissioner Moss, seconded by Commissioner Adams, to approve the Agenda as amended, moving Item 12.A.1. to be heard after Item 15.A.2. The motion carried by the following vote: Aye: 5 - Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 5. PROCLAMATIONS and PRESENTATIONS 5.A. 25-0357 Presentation of Proclamation Honoring the Moonshot Community Recommended action: Receive Presentation Attachments: Moonshot 2025 Proclamation Marie O'Brien, Coordinator of the Moonshot Community Action Network (MCAN), emphasized the importance of community engagement in addressing literacy challenges, stating that schools alone cannot solve these issues. She invited Healthy Start Coalition CEO Megan McFall to share insights, noting that the County received national recognition for its initiatives. Ms. McFall encouraged the Board to envision a world where every child could achieve their potential through literacy, highlighting the benefits for families and neighborhoods. She expressed gratitude for the Board's commitment to the Moonshot journey, which empowers change for future generations. Presented by Commissioner Adams 5.6. 25-0406 Presentation of Proclamation Recognizing April 2025 As the 50th Anniversary of the Visiting Nurse Association of the Treasure Coast Recommended Action: Read & Present Indian River County, Florida Page 1 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Attachments: VNA 50th Anniversary Carol Kanarek, Chair of the Visiting Nurse Association (VNA), along with Vice Chair Sarah Connors and Founder Ann Marie McCrystal, received the Proclamation celebrating 50 years of service. Ms. Kanarek highlighted the VNA's dedication to the community and commended Ms. McCrystal for her long-standing commitment to the organization. She expressed gratitude to the Board for the recognition. Presented by Commissioner Earman 5.C. 25-0422 Proclamation Recognizing National Public Safety Telecommunications Week Recommended Action: Read and Present Attachments: Telecomnunications Proclamation Sheriff Eric Flowers discussed the recognition of dispatchers as first responders, highlighting a bill sponsored by Senator Grall that supports this initiative. He acknowledged the challenging work of dispatchers and their role as the first point of contact during emergencies. Dispatcher Lee Bruce expressed gratitude for the Board's support and advocated for recognition through the 911 SAVES Act bill, inviting the public to experience a day as a dispatcher. Chairman Flescher encouraged citizens to participate in this opportunity. Vice Chairman Loar noted that Sheriff Flowers' team manages police calls in Fellsmere and public safety in Indian River Shores, stressing the value of their work in animal control as well. Presented by Vice Chairman Loar 5.D. 25-0438 Flood Awareness Week Presentation Recommended action: Receive Flood Presentation Attachments: Signed Proclamation - Flood Awareness Week Floodplain Coordinator Kari Cundiff emphasized Indian River County's involvement in the National Flood Insurance Program (NFIP) through the Community Rating System (CRS). She added the County holds a Class 5 designation, which provides residents with a 25% discount on flood insurance. She explained to maintain this discount, the County must effectively enforce its Land Development Regulations. Denise Boehning, Manager of the Florida Floodplain Managers Association, used a PowerPoint presentation to showcase Indian River County's efforts in enhancing flood awareness and protecting residents from flooding. Participation in the NFIP allows residents to secure flood insurance, access hazard mitigation funding, and receive Indian River County, Florida Page 2 Board of County Commissioners Meeting Minutes - Final April 8, 2025 disaster assistance. Ms. Boehning noted the importance of adequate regulations to ensure safety and resilience, ultimately benefiting the entire community. Presented [Clerks note: The Board went into recess for the Time Certain 10:00 a.m. Security Plan closed Shade Meeting. The Board reconvened in the Chambers at 11:05 a.m. The Chairman concluded the Shade meeting and reopened the Board meeting with all members present, resuming with Item 12.A.1.] 6. APPROVAL OF MINUTES 7. INFORMATION ITEMS FROM STAFF OR COMMISSIONERS NOT REQUIRING BOARD ACTION 7.A. 25-0425 Event Calendar Recommended Action: No action required Attachments: April -May Event Calendar.docx No Action Taken or Required 8. PUBLIC COMMENT: AGENDA -RELATED MATTERS (EXCEPT FOR PUBLIC HEARINGS) 9. CONSENT AGENDA A motion was made by Commissioner Adams, seconded by Chairman Flescher, to approve the Consent Agenda as presented. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 9.A. 25-0371 Approval of Checks and Electronic Payments February 8, 2025 to February 14, 2025 Recommended Action: Approve the list of checks and electronic payments issued for the time period of February 8, 2025 to February 14, 2025 Attachments: Comptroller Division Staff Report Approved 9.B. 25-0415 Approval of Checks and Electronic Payments March 1, 2025 to March 7, 2025 Recommended action: Approve the list of checks and electronic payments for the time period of March 1, 2025 to March 7, 2025 Attachments: Comptroller Division Staff Report Indian River County, Florida Page 3 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Approved 9.C. 25-0436 Approval of Checks and Electronic Payments March 8, 2025 to March 14, 2025 Recommended Action: Approve the list of checks and electronic payments issued for the time period of March 8, 2025 to March 14, 2025 Attachments: Comptroller Division Staff Report Approved 9.D. 25-0439 Approval of Checks and Electronic Payments March 15, 2025 to March 21, 2025 Recommended Action: Approve the list of checks and electronic payments issued for the time period of March 15, 2025 to March 21, 2025 Attachments: Comptroller Division Staff Report Approved 9.E. 25-0441 Approval of Funding Agreement and Grant Application for Next Generation 911 Core Services for PSAPs Recommended Action: Staff recommends the Board approve the DMS Agreement for PSAP Upgrade Project, and the Florida Emergency Communications Board (FECB) 911 State Grant Application, and authorize the Chairman to execute both, after review and approval by the County Attorney as to form and legal sufficiency. Staff also requests the Board authorize the Emergency Services Director to execute any necessary documents related to the grant, after review and approval by the County Attorney as to form and legal sufficiency. Attachments: DMS Agreement for PSAP Upgrade FECB Grant Application Approved 9.F. 25-0442 Award of Bid 2025030 for Hobart Park Baseball Field Improvements Recommended action: Staff recommends the Board award bid 2025030 to Proctor Construction Company, LLC, approve the sample agreement, and authorize the chairman to execute the agreement after review and approval of both the agreement and public construction bond by the county attorney as to form and legal sufficiency. Attachments: Sample Agreement Award of Bid 2025030 for Hobart Baseball Field Improvements Indian River County, Florida Page 4 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Approved staffs recommendation 9.G. 25-0440 Fire Station 11 Renovations, Change Order #1 Recommended Action: Staff recommends approving the Change Order #1, for an increase in the Contract amount of $13,775.69 for a total of $525,287.69. Attachments: Summary from Proctor to Capital Projects Mar Work Change Directives 1-10 Tracking Log Change Order #1 Approved staffs recommendation 9.H. 25-0374 Southeastern Fastpitch Inc. License Agreement Recommended action: Staff respectfully requests that the Board of County Commissioners approve the Parks Recreation & Conservation License Agreement with Southeastern Fast Pitch Inc. and authorize the Chairman to execute the agreement after review and approval by the County Attorney. Attachments: Southeastern Fastpitch LICENSE AGMT 2025 Approved staffs recommendation 9.1. 25-0420 St. John's River Water Management District Project Agreement Amendment for the South Oslo Riverfront Conservation Area Recommended Action: Staff respectfully recommends the Board accept the Project Amendment for Contract 38600 for the South Oslo Floodplain Restoration Project, and authorize the Chairman to execute the Amendment after review and approval by the County Attorney. Attachments: SJRWMD AMD #1 - IRC SORCA Approved staffs recommendation 9.J. 25-0427 Work Order with MBV Engineering, Inc., for Design of 43rd Avenue Sidewalks Recommended Action: Staff recommends the Board approve the work order with MBV Engineering, Inc. for design of the 43rd Avenue sidewalks and related improvements and authorize the Chairman to execute the work order. Attachments: Work Order with MBV Indian River County, Florida Page 5 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Approved staffs recommendation 9.K. 25-0428 John & Kara Gillespie's Request for Affidavit of Exemption (AOE) Approval with Dedications to the County for the KNJ AOE [AOE-23-10-02 / 2003050066-95328] Recommended Action: Staff recommends that the Board of County Commissioners accept the dedication of the limited access easements and authorize the chairman to execute the KNJ Affidavit of Exemption. Attachments: Location Map Affidavit of Exemption Layout Approved staffs recommendation 9.L. 25-0407 Florida Department of Transportation (FDOT) Memorandum of Agreement (MOA) for 82nd Avenue/CR619 from 26th Street to 69th Street, Financial Project No. 230879-3, IRC -1756 Recommended action: Staff recommends the Board of County Commissioners approve the Authorizing Resolution for acceptance of the MOA and authorize the Chairman to execute the same. Attachments: Authorizing Resolution FDOT Memorandum of Agreement Approved staffs recommendation, and Resolution 2025-013, authorizing the Chairman's execution of the Right -of -Way Acquisition Memorandum of Agreement with the Florida Department of Transportation for acquisition of right-of-way for the construction of 82nd Avenue/CR 619 from 26th Street to 69th Street. 9.M. 25-0413 Kimley-Horn & Associates, Inc., Work Order No. 19 IRC -1761 Aviation Boulevard Extension Alternative Alignment Study Revision Recommended Action: Staff recommends the Board of County Commissioners approve Work Order No. 19 with Kimley-Horn & Associates, Inc.in the amount of $46,720 and authorize the Chairman to execute the work order. Attachments: Work Order No. 19 Approved staffs recommendation 10. CONSTITUTIONAL OFFICERS and GOVERNMENTAL AGENCIES 11. PUBLIC ITEMS Indian River County, Florida Page 6 Board of County Commissioners Meeting Minutes - Final A. PUBLIC HEARINGS April 8, 2025 PROOF OF PUBLICATIONS FOR THESE HEARINGS ARE ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD. [Clerks note: this Item was heard following Item 12.A.1.1 11.A.1 25-0429 Second Public Hearing - Proposed Developer's Agreement Between DRP Bookbinder Multistate, LLC and Indian River County (Legislative) Recommended Action: Staff recommends the Board review the Proposed Developer's Agreement, open the public hearing for comment, close the public hearing and make a motion to approve the Proposed Developer's Agreement with DRP Bookbinder Multistate, LLC. Attachments: Aerial Photo Proposed Developers Agmt with Riverfront Groves Inc. Traffic Study Special Warranty Deed to DRP Bookbinder Multistate, LLC Deputy County Attorney Susan Prado presented the second public hearing regarding the proposed developer's agreement between DRP Bookbinder Multistate, LLC and Indian River County. She explained that the first public hearing had occurred during the March 25, 2025, Board meeting, and this was the same developer's agreement previously reviewed for Harmony Isle; the only difference was that the owner had changed. Therefore, it was necessary to update the agreement to reflect the new owner. The Chairman opened the public hearing. There being no speakers, the Chairman closed the Public Hearing. There was no further discussion on this Item. A motion was made by Vice Chairman Loar, seconded by Chairman Flescher, to approve staffs recommendation. The motion carried by the following vote: Aye: 4- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, and Commissioner Earman Nay: 1- Commissioner Moss 11.A.2 25-0430 Second Hearing Concerning the Special Assessment Providing for The Replacement of Culverts for Waters Edge Phase II Subdivision Indian River County, Florida Page 7 Board of County Commissioners Meeting Minutes - Final April 8, 2025 (Legislative) Recommended action: County staff recommends that the Board approve the resolution confirming the Special Assessments in Connection with the Replacement of Culvert Piping in Waters Edge Phase II Subdivision; and providing for special assessment liens to be made of record. Further, Staff recommends the Board sit as the Equalizing Board to review complaints and make decisions on adjustments to the special assessment. Attachments: Draft Resolution Special Assessment Roll Assistant County Attorney Chris Hicks presented the second public hearing, during which the Commission would act as an Equalizing Board to hear any challenges to the assessment or requests for different levies from affected individuals for the replacement of culverts for Waters Edge Phase II Subdivision. He noted that the public had been notified and was encouraged to attend. He stated that the request was that the Board reassess each property individually, as stated in the original Resolution, to ensure there were no ratios involved. Each property was to be charged a flat amount, which would continue for the next 15 years. He noted that, if approved, a third hearing would be had upon project completion to review the total costs. An estimate from an earlier report, was approximately $6,200 per lot. In addition, a reserve fund had been included in the budget to ensure that the project would be completed. Vice Chairman Loar thanked Attorney Hicks for shepherding this project and stated that it was a successful operation in partnership with the community and the County. Attorney Hicks confirmed to Chairman Flescher that a notice had been sent to all affected parties and advertised in the paper. The Chairman opened the public hearing. There being no speakers, the Chairman closed the Public Hearing. There was no further discussion on this Item. A motion was made by Vice Chairman Loar, seconded by Commissioner Adams, to approve staffs recommendation and Resolution 2025-014, confirming the special assessments in connection with the replacement of culvert piping in Waters Edge Phase 11 subdivision in Indian River County, Florida; and providing for special assessment liens to be made of record. The motion carried by the following vote: Aye: 5 - Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss B. PUBLIC NOTICE ITEMS Indian River County, Florida Page 8 Board of County Commissioners Meeting Minutes - Final April 8, 2025 12. COUNTY ADMINISTRATOR MATTERS 12.A.1. 25-0410 Requested Salary Increase - Chief Medical Examiner, District 19 Recommended Action: Review and consider the information contained in this agenda item, staff recommends supporting the requested increase. Attachments: SLC Letter re ME Salary Increase 2023 -Annual -Workload -Report -FINAL Med Exam Medical Examiner FY24 Amended Budget Request County Administrator John Titkanich shared that in February 2025, St. Lucie County Administrator George Landry had written a letter to inform him of Chief Medical Examiner Dr. Patricia Aronica's requested salary increase and resignation plans. In response, Administrator Titkanich included the matter in a budget amendment, proposing a salary increase for Dr. Aronica from $367,143 to $495,000, resulting in a total increase of $127,857. This proposal was contingent upon unanimous consent from the four involved counties, as stipulated in the Interlocal Agreement (ILA) governing budget increases. The total financial impact on Indian River County for this fiscal year would be $43,734. Administrator Titkanich expressed regret for failing to send a copy of Administrator Landry's letter to the Board beforehand. He reiterated his support for the proposed salary increase, emphasizing the potential impact if Dr. Aronica were to accept another job offer. He mentioned the backing from various stakeholders who had confirmed their support for Dr. Aronica. Chairman Flescher expressed his deep respect for Dr. Aronica, acknowledging her significant contributions to her profession. He questioned the salary study, noting that it was linked to St. Lucie's recommendation and had not been formally vetted. He discussed the challenges faced by the Medical Examiner and the new state-of-the-art facility being built, voicing concerns about potential changes in workload. He valued the input from stakeholders but emphasized that critical questions about the decision-making process and salary methodology remained. He noted the potential for bias in salary studies and expressed concern that the decision may have seemed predetermined. A lengthy discussion ensued between the Board and the County Administrator, primarily focusing on the deliberations regarding the proposed salary increase for Dr. Aronica, especially in light of budget constraints and negotiations with other Counties. The Board expressed skepticism about the proposed increase, noting that the decision had been made without thorough vetting. Despite Dr. Aronica's accomplishments, the absence of a detailed salary study further fueled concerns, Indian River County, Florida Page 9 Board of County Commissioners Meeting Minutes - Final April 8, 2025 highlighting the influence of external pressures on the decision-making process. Dr. Aronica presented her case for the salary increase, detailing her five years in the role, during which she helped achieve accreditation with the National Association of Medical Examiners. She highlighted her commitment to employee health, recent mold remediation efforts, and an upcoming building project that was set to enhance safety and services across the four counties. She addressed her concerns regarding a fellow medical examiner in District One, who earned $417,000 despite having less experience. With 18 years in the field and significant responsibilities, she believed her expertise placed her among the top medical examiners nationally. She expressed her willingness to negotiate her salary increase. The Board discussed finding a more affordable financial solution than the proposed $495,000. They acknowledged the non -confrontational handling of previous budgets, citing the Medical Examiner's contributions. However, they were not prepared to vote on the requested increase. A joint negotiation involving the Medical Examiner was proposed to reach a mutually agreeable figure. Commissioner Adams emphasized the difficulty in justifying such an increase to constituents. A proposal for a Budget Committee was suggested to ensure alignment, and it was recommended that representatives from each County, along with the Medical Examiner, convene to discuss further. Vice Chairman Loar proposed a 12% increase, which totaled approximately $415,000. He believed that this adjustment could help alleviate the Board's concerns. Dr. Aronica stated that she would not accept the proposed offer from Commissioner Loar, explaining that the amount would not work for her. She expressed that while she did not believe $495,000 was the right figure either, the proposed amount was not acceptable. Dr. Aronica appreciated the consideration and discussion but emphasized the importance of the issue. She expressed uncertainty about the potential outcomes while affirming her own value and contributions to her team. She concluded by thanking the Board for their time. A motion was made by Commissioner Adams, seconded by Chairman Flescher, to not approve the Medical Examiners salary increase request. The motion passed by the following vote: Aye: 5 - Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 13. DEPARTMENTAL MATTERS A. Building and Facilities Services B. Community Services Indian River County, Florida Page 10 Board of County Commissioners Meeting Minutes - Final April 8, 2025 C. Emergency Services D. Human Resources E. Information Technology F. Natural Resources G. Office of Management and Budget H. Parks, Recreation, and Conservation 13.H.1. 25-0419 Draft Coastal Technology Corporation Boat Ramp Siting Study - Work Order Number 1 Recommended action: Staff respectfully request that the Board review the December 21, 2024, Coastal Tech Draft Report for the South County Boat Ramp Assessment and provide staff with directions on future project assessment. Attachments: 2.14.2025 Coastal Tech - IRC Boat Rama Report Coastal Technology Engineer Charles "Tem" Fontaine presented the Draft Assessment for the South County Boat Ramp using a PowerPoint presentation. Mr. Fontaine explained that his team considered several factors when evaluating potential sites for a boat ramp, including land availability, parking options, and other civil improvements. They also assessed environmental aspects such as the location of the Intracoastal Waterway, existing water depths, seagrass beds, and mangrove areas. Additionally, the team reviewed the regulatory criteria that agencies would use when evaluating possible boat ramp sites. To streamline the process, the team identified and ranked various potential locations for the boat ramp according to their likelihood of receiving permits. This ranking ranged from sites with a high chance of approval to those that posed significant challenges in obtaining the necessary permits. This thorough evaluation was deemed crucial and marked the first step towards securing approval for a new boat ramp facility. Ultimately, Mr. Fontaine highlighted six locations that stood out favorably; the less favorable sites faced hurdles mainly due to their proximity to environmental resources, which would complicate or even jeopardize the chances of securing the needed environmental permits for the construction of a boat ramp facility. The Board and staff discussed the options and recognized that there were limited alternatives available for a new boat ramp facility. It was determined that the area identified as the Par Drive site (site 17), currently owned by the Indian River Land Indian River County, Florida Page 11 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Trust, Inc., was the most promising option. However, its development was complicated by issues surrounding land ownership and environmental concerns. A motion was made by Vice Chairman Loar, seconded by Chairman Flescher, to direct staff to inquire about the PAR Drive Site (site17) availability from the Indian River Land Trust, Inc. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 13.H.2. 25-0421 Parks & Conservation Divisions Standard Operating Procedures Recommended action: Staff respectfully requests that the Board approve the Indian River County Parks Division Standard Operating Procedure Manual, and the Indian River County Conservation Lands Division Standard Operating Procedures Manual, subject to any modifications identified by the Teamsters Union via impact bargaining, if any, and authorize the Parks, Recreation and Conservation Director to approve administrative, non -substantive updates to the Standard Operating Procedures, when needed. Beth Powell, Parks, Recreation & Conservation Director, presented the General Standard Operating Procedure (SOP) Manual for approval by the Board. This manual served as a guide for departmental staff, outlining the department's functions, staff roles, and responsibilities in accordance with County policies. Each division within the department developed its own SOP, with draft manuals for the Parks Division and Conservation Lands Division provided for consideration. These SOPS detail daily work responsibilities, facility information, and safety procedures. The goal was to establish expected service standards, operational requirements, and effective communication while ensuring the maintenance of safe and enjoyable parks and conservation areas. Additionally, the SOPS were intended to be adaptable and updated as necessary. Commissioner Moss inquired about Florida -friendly Best Management Practices for Green Industries, focusing on water resource protection. She stated that the original edition was published in 2002, and recent references were lacking, and the content did not emphasize water conservation. She expressed her concern about adopting this document as a guide for new employees, considering it was inadequately relevant to current issues. She sought to know if there were better information resources available. Indian River County, Florida Page 12 Board of County Commissioners Meeting Minutes - Final Ms. Powell informed Commissioner Moss that Green Industries' Best April 8, 2025 Management Practices mainly focus on training commercial landscapers. While this training was beneficial, it was not mandatory for County staff. She suggested adding water conservation guidelines to the SOP. Introducing these guidelines, especially concerning the operation of irrigation systems in parks, would be easy to implement. Ms. Powell and Deputy County Administrator Mike Zito expressed their heartfelt gratitude to Brad Dewson for his remarkable 18 years of service with Indian River County as he prepared to retire at the end of the month. Staff appreciated his leadership and dedication and wished him the best in this new chapter. A motion was made by Commissioner Eannan, seconded by Commissioner Moss, to approve staffs recommendation. The motion carried by the following vote: Aye: 5 - Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss I. Planning and Development Services J. Public Works K. Sandridge Golf Club 13.K.1. 25-0426 Award of Bid 2025026 for Sandridge Golf Club New Clubhouse Recommended Action: Staff recommends the Board award bid 2025026 to Quest Contracting, LLC, approve the sample agreement, and authorize the Chairman to execute it, after review and approval of the agreement and required public construction bond by the County Attorney as to form and legal sufficiency, and after the contractor has reactivated its registration with the Building Division. It is further recommended that staff be directed to secure sufficient construction bond financing to complete the project upon approval by the Board of County Commissioners of the appropriate bond resolution. Attachments: Sample Agreement Clubhouse Elevation Deputy County Administrator Mike Zito presented a proposal for a new $11.2 million clubhouse at Sandridge Golf Club (Sandridge) to replace outdated facilities and enhance event hosting. Director of Golf Bela Nagy highlighted a revised construction plan that resulted in estimated savings of $1.8 million. The project included a commercial kitchen, expanded dining space, parking improvements, a standby generator, and the demolition of the existing clubhouse. Mr. Nagy stated Indian River County, Florida Page 13 Board of County Commissioners Meeting Minutes - Final April 8, 2025 that Sandridge hosts over 40 competitive and charitable events annually and has experienced increased demand for improvements. Upon completion, the new facility would feature a pro shop, restaurant, bar, and event space for up to 200 guests. Chairman Flescher emphasized the project's value, while Commissioner Earman expressed eagerness for construction to begin. The Board was optimistic about the project's potential for community enhancement and revenue generation. It was suggested that the County Attorney be authorized to initiate bonding processes. A motion was made by Commissioner Earman, seconded by Chairman Flescher, to approve staffs recommendation. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss L. Utilities Services 14. COUNTY ATTORNEY MATTERS 15. COMMISSIONERS MATTERS A. Commissioner Joseph E. Flescher, Chairman 15.A.1. 25-0454 Time Certain 10:00 am - Security Plan Closed Shade Meeting on 4/8/25 Recommended Action: Read notice of shade meeting into the record Attachments: Notice re Closed Shade Meeting for Security Plan 4.1.25 Chairman Flescher initiated the process for entering into a closed Shade meeting regarding the County's Security Plan. This closed Shade meeting was scheduled for Tuesday, April 8th, 2025, at 10:00 a.m., during the regularly scheduled meeting of the Board of County Commissioners of Indian River County, Florida. This meeting was exempt from the Sunshine Law under Florida State Statute 286.0113(1) and was closed to the public as it involved discussions with the Indian River County Sheriff concerning threat response planning. The closed Shade meeting included all five County Commissioners, Sheriff Eric Flowers, the County Attorney, the County Administrator, and representatives from various departments, including Emergency Services, Public Works, Utilities, Information Technology, and Building and Facilities. Indian River County, Florida Page 14 Board of County Commissioners Meeting Minutes - Final April 8, 2025 The estimated duration of this Shade meeting was one hour, and a certified court reporter was present to record the entire meeting. Upon concluding the Shade meeting, the Board of County Commissioners would return to the Chambers to resume the regular Agenda. No Action Taken or Required B. Commissioner Deryl Loar, Vice Chairman C. Commissioner Susan Adams D. Commissioner Joseph H. Earman E. Commissioner Laura Moss 16. SPECIAL DISTRICTS AND BOARDS The Board of County Commissioners reconvened as the Board of Commissioners of the Solid Waste Disposal District. The minutes will be approved at an upcoming Solid Waste Disposal District meeting. A. Emergency Services District B. Solid Waste Disposal District 16.8.1. 25-0414 Recommendation for Award of the Operation and Maintenance of Indian River County Landfill (Bid No. 2025028) Recommended Action: Staff recommends that its Board approve the following: a) Award Bid No. 2025028 to Republic Services of Florida, Limited Partnership as the lowest, responsive, responsible bidder for the Operation and Maintenance of the Indian River County Landfill to be operated 7 -days per week with the vendor providing cover material for an annual grand total in the amount of $5,591,681.08. b) Authorize the County Administrator and his designated staff to negotiate on behalf of the SWDD Board with Republic Services to optimize the sample agreement for the overall benefit of all county residents; and c) Approve and authorize the Chairman to execute the sample agreement, as presented, pending receipt of the required bonds and insurance, and final approval of a negotiated Agreement by the County Attorney's Office as to form and legal sufficiency. Indian River County, Florida Page 15 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Attachments: Sample Agreement Himanshu Mehta, Managing Director of the Solid Waste Disposal District (SWDD), presented a PowerPoint on the new Invitation to Bid (ITB) for landfill services, which included services for the landfill and litter control. The ITB requested bids for Class I landfill services on a per -ton basis, specifically excluding landfill gas operations. Vendors were asked to submit a per -ton price based on a five-year average of 220,000 tons, including estimated costs for cover materials and various operational costs. All three vendors submitted the required documents and were considered responsive bidders. Republic Services emerged as the lowest bidder for all options. Mr. Mehta noted that closing on Sundays could save $99,000 annually, and using SWDD-supplied cover materials could save an additional $44,000. However, due to the negative impact of a Sunday closure, staff recommended awarding the contract to Republic Services for seven-day operations, which would require them to supply cover materials. Vice Chairman Loar was in support of maintaining the landfill operations seven days a week. No further discussion took place. A motion was made by Commissioner Adams, seconded by Chairman Flescher, to approve staffs recommendation. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 16.6.2. 25-0423 Recommendation for Award of the Operation and Maintenance of Indian River County Customer Convenience Centers (Bid No. 2025029) Recommended Action: Staff recommends that its Board approve the following: a) Award Bid No. 2025029 to Republic Services of Florida, Limited Partnership as the lowest, responsive, responsible bidder for the Operation and Maintenance of the Indian River County Customer Convenience Centers without residency verification for a grand total in the amount of $5,074,332. b) Authorize the County Administrator and his designated staff to negotiate on behalf of the SWDD Board with Republic Services to optimize the sample agreement for the overall benefit of all county residents; and b) Approve and authorize the Chairman to execute the sample agreement, as presented, pending receipt of the required bonds and insurance, and final negotiated Agreement by the County Attorney's Office as to form and legal sufficiency. Indian River County, Florida Page 16 Board of County Commissioners Meeting Minutes - Final April 8, 2025 Attachments: Sample Agreement Himanshu Mehta, Managing Director of the Solid Waste Disposal District, announced that the current hours of operation for the Customer Convenience Centers (CCCs) will remain unchanged. All five CCCs would continue to operate five days a week from 7 AM to 6 PM, except during holiday closures. The Gifford, Winter Beach, and Roseland CCCs close on Tuesdays and Wednesdays, while the Oslo and Fellsmere CCCs close on Wednesdays and Thursdays. Mr. Mehta utilized a PowerPoint presentation to outline the overall scope of work specified in the CCC Invitation to Bid (ITB). This was aligned with current practices for ensuring safe operations, delivering quality customer service, and managing the transportation of various materials from the CCCs to the landfill. He presented a list of the policies and procedures included in the CCC ITB: 1. Verification of IRC residency at the entrance. 2. Presence of at least three trained attendants at all times. 3. Strict acceptance policies for materials. 4. Introduction of new containers at CCCs. 5. Proper packaging of certain waste for collection by third -party vendors. Mr. Mehta stated that Republic Services was recognized as the lowest bidder, offering annual savings of $535,980. Staff recommended not requiring additional personnel at the entrance gates of the CCCs to verify IRC residency and suggested negotiating further cost savings with Republic Services. He advised evaluating the impact on the use of CCCs at intervals of 6, 12, and 18 months after the implementation of Universal Collection in Unincorporated Indian River County. He noted that closing the Roseland and Winter Beach CCCs could save the County approximately $1.4 million annually, with potential savings allocated to improve the remaining CCCs. The Board and staff discussed the operation of the convenience centers, with a focus on customer service and operational efficiency. They agreed to opt out of residency verification to avoid potential complications and public dissatisfaction. The Board planned to monitor the impact of the upcoming Universal Collection Services on CCC usage. A motion was made by Commissioner Earman, seconded by Vice Chairman Loar, to approve staffs recommendation. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss Indian River County, Florida Page 17 Board of County Commissioners Meeting Minutes - Final April 8, 2025 C. Environmental Control Board 17. PUBLIC COMMENT: NON -AGENDA -RELATED MATTERS 18. ADJOURNMENT There were no public comments There being no further business the Chairman adjourned the meeting at 2:02 p.m. Indian River County, Florida Page 18 Board of County Commissioners Meeting Minutes — Final April 08, 2025 ATTEST: Ryan K. Butler Clerk of Circuit Court and Comptroller By: V✓L�� Deputy Clerk Approved: June 3, 2025 Indian River County Florida Page 19 COLIC