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11/15/1999 CITY COMMISSION WORKSESSION CITY OF CLEARWATER November 15, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Ed Hart Commissioner Absent: Robert Clark Commissioner Also present: Michael J. Roberto City Manager Bill Horne Assistant City Manager Bob Keller Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia Sullivan Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. Service Awards Nine service awards were presented to City employees. The Commission recessed from 9:08 to 9:40 a.m. to meet in attorney/client session regarding L.L. Wings, Inc. versus the City and recessed from 9:40 to 10:46 a.m. to meet as the Community Redevelopment Board and Pension Trustees. Roundabout Construction Public Works Administrator Rich Baier said last weekend three large events on Clearwater beach ended at the same time, resulting in significant traffic backups. This is the slowest time of year for beach businesses. Traffic routes are limited while Mandalay Avenue is severed from the road network. The contractor will resolve this problem before Thanksgiving and the roundabout will be fully useable within three weeks. He hoped the traffic jam was an aberration. He recommended access to south beach via Clearwater Pass Bridge. PUR PURCHASING Motion Industries, 15 sumitomo SM-Cyclo gearmotors to be used in all WPC facilities, $65,523.30 (PW) Tampa Bay Engineering, extension from current expiration of 12/31/99 through project completion, re previously approved FDOT Joint Project Agreements that have been completed through design phase but are delayed while the State completes the r-o-w acquisition (SR 54 from Madison Ave. to US 19; SR 54 from Little Rd. to Gunn Highway; & Sunset Point Rd. and US 19N)(GAS) 1 mws11b99 11/15/99 Encore Broadcast Sales, Inc., frame rate system to operate Video Bulletin Board Program of C-VIEW, $19,538; funding to be provided under City's Master Lease-Purchase Agreement (PCM) J.J. MacKay Canada Limited, decorative parking meter posts & yokes for installation on Clearwater Beach and downtown, $165,000 (PW) Regarding the Encore Broadcast Sales, Inc. purchase, Purchasing Manager George McKibben said special arrangements were made for a lease-purchase agreement, which is economically advantageous. The firm is the only known source for this item. Regarding J.J. MacKay Canada Limited purchases, he said the products have been on the market for two months. The posts and yokes are coated with aluminum copper, easy to maintain, and match City meters manufactured by the same company. BU BUDGET Presentation - Fiscal Year 2000/01 Budget Procedure Budget Director Tina Wilson reviewed the proposed budget process, which includes regular meetings with community stakeholders. The new procedure will be monitored, measured, and evaluated within three years, and necessary adjustments made. She suggested enhancing stakeholder involvement in the procedure through Strategies for Success Teams, task forces, town meetings, public hearings, round table discussions, and video presentations. A task force needs a defined mission, time limit, established goals and procedures, and membership criteria. A budget task force could be successful if it focuses on one specific issue, such as financial policies. She said FRC (Fiscal Review Committee) members are frustrated as they lack clear direction, were not included in preliminary budget discussions, and received the budget after it was presented to the Commission. Discussion ensued with support expressed for continuing the FRC once goals are clarified, such as reviewing financial policies and procedures. The City Manager said current financial policies will be posted on the City network. He said the FRC had not used Strategies for Success methods. Seeking public input was encouraged. It was requested that staff identify ways to accomplish a public partnership in the budget process. Approve reappropriation of $200,000 of General Fund operating savings in the Fiscal Year 1998/1999 budget to fund current fiscal year "vision" funds The FY (fiscal year) 1998/99 operating budget had a $750,000 appropriation for “vision” funding. At the end of the fiscal year, approximately $365,000 had been spent, leaving an approximate balance of $385,000. During the FY 1999/2000 budget process, $200,000 of the balance was allocated as “vision” funds for the current fiscal year. The $185,000 balance will be returned to General Fund retained earnings. Funds will be provided by a first quarter budget amendment reappropriating the $200,000 of savings from FY 1998/99 “vision” funds to a Special program project established for “vision” fund expenditures. 2 mws11b99 11/15/99 Ms. Wilson said as of September 12, 1999, the Vision Fund had a balance of $385,000. Staff wants to establish a formal process to address the immediate need for “vision” funds. FN FINANCE First Reading Ordinance 6422-99 - Relating to Purchasing; amending Secs. 2.541, 2.542, 2.544-2.547, 2.561-2.564, 2.622-2.624, and deleting Sec. 2.565, Subdivision IV and 2.601 City Charter revisions approved in March 1999 allow simplification of purchasing procedures through changes to the Code of Ordinances. This ordinance changes purchasing procedures: 1) authorizes surplus property valued at less than the current fixed asset control level ($500) to be donated to charitable organizations or otherwise disposed of through transfer to Solid Waste; 2) aligns the City’s bid advertising requirement to that of the State; 3) authorizes sealed bids to be sought from any available source, including the Bidder Vendor List; 4) aligns exemptions to bid with those of the State; 5) increases the bid threshold to purchases exceeding $25,000 (from current $10,000); 6) standardizes the list of possible bid criteria; 7) authorizes department directors to recommend trade-in as being in the City’s best interest; 8) authorizes responsible department directors to approve items purchased for resale; 9) requires vendors protesting bid results to submit a fee of 5% of the recommended vendor’s award total to cover administrative costs related to the protest. Fee shall not be less than $50 nor more than $2,500. Full refund will be provided should the protest be substantiated. This aligns the City’s protest procedures with those of the State; and 10) deletes definitions of recycled and recyclable products. Definitions will be included in the next Purchasing Manual. It was suggested that the Library not use a blanket purchase order. Mr. McKibben said staff supports bid process standards that meet training requirements and minimize costs and parts acquisition difficulties associated with multiple vendors. Staff is working on a pre- qualification process. It was felt the bid process should be more inclusive and allow more options. The City Manager said a standard laptop computer is being adopted. Concern was expressed that sole providers not inflate costs. Mr. McKibben said the standards list excludes some vendors temporarily. Commission approval is required for purchases greater than $25,000. HR HUMAN RESOURCES Approve continued use of Premium Stabilization Fund to offset a percentage of biweekly premium for employees with two or more dependents, for period 1/1/2000-12/31/2000, estimated $221,225 Effective January 1, 1997, the City’s health insurance option changed from a two-tiered plan (employee and employee plus family) to a three-tiered plan (employee, employee plus one dependent, and employee plus family). The change reduced the cost for employees with one dependent, but significantly increased costs to employees with two or more dependents. The Insurance Committee recommended and the City Commission approved use of a portion of the Premium Stabilization Fund to offset approximately one-half of the increase for the past three years. The Premium Stabilization Fund was established in 1989 to guard against increased health care costs. As of June 30, 1999, the fund’s balance was $2,769,700. 3 mws11b99 11/15/99 The Insurance Committee recommends continuing the Premium Stabilization Fund health insurance premium subsidy for employees with two or more dependents. For the year 2000, it is recommended to continue the subsidy at the ratio provided in 1999. The City’s portion of the premium for HMO coverage per employee is 51%, or $227.45 per month; $57.58 of this is subsidy. The City’s portion of the premium for POS coverage per employee is 45%, of $274.73 per month; $57.58 of this is subsidy. The estimated annual costs of $221,225 are based on 324 employees in the HMO plan and nine employees in the POS plan. Human Resources Administrator Paul O’Rourke said the recommendation does not affect retirees. Human Resources Manager Cindy Bender said the fund balance includes savings on medical insurance costs, which were budgeted to increase 20%. Concern was expressed that employees with more than one dependent may forego family coverage if cost increases are unaffordable. Mr. O’Rourke will survey the issue. He said the City is bracing for significant future increases and considering long term strategies. Ms. Bender said rates for the new health care insurer are guaranteed if claims compare with past City experiences. Mr. O’Rourke said Prudential had proposed a 30% increase. Financial Services Administrator Margie Simmons reviewed the background of the Premium Stabilization Fund. Total plan refunds have topped $1-million. Staff must forecast insurance rates nine months before they are available. She estimated the remaining fund balance will be greater than $2-million. The Commission recessed from 11:26 to 11:49 a.m. PD POLICE Contract with Dell Marketing, L.P., Police Field Reporting Hardware, not to exceed $567,004; funding to be provided by COPS More grant awarded to Police Dept. & approved by Commission on 09/16/99 The Field Reporting Hardware Committee evaluated proposals received in response to RFP (Request for Proposals) 100-99. After establishing a vendor short list, sample laptop computers were supplied for evaluation and testing. The department currently uses Fujitsu hand-held computers, secured and powered by a stand in patrol vehicles. These computers are too slow and cannot run a current field reporting system. Proposed laptops will facilitate real time reporting, in-car Graphical Information System, car-to-car messaging, and access to Florida Crime Information Center, Pinellas County Judicial Information System, and National Crime Information Center databases. These features are necessary to fulfill COPS More grant requirements. This hardware is part of the overall strategic plan for the Police Department’s computer network capital project, originally established and approved in FY 1993/94. Future COPS More Grant expenditures and estimated costs: 1) Field Reporting System/ Records Management System - $537,000. 50% funding - COPS More Grant, 50% - Computer Network Capital Project; 2) modifications to laptop stands for patrol cars - $19,000. Funded by COPS More Grant; 3) CDPD (Cellular Digital Packet Data) telephone service software - $90,000. Funded by FY 2000 Local Law Enforcement Block Grant; and 4) modems for CDPD - $189,000. Funded through COPS More Grant. 4 mws11b99 11/15/99 Police Chief Sid Klein said the laptops were purchased with grant money. Total project costs are estimated. The DELL Latitude laptop configuration is the City’s adopted standard. Units are airbag compliant for docking mounts. While the laptops have a maintenance contract, he anticipated most repairs will be handled in house. Units replace obsolete laptops purchased in 1995 that will be declared surplus or donated. Police Chief Klein will report on the program’s total budget plan. Approve transfer of $30,092.83 from General Fund retained earnings to CHIP (Clearwater Homeless Intervention Projects, Inc.) In June 1999, CHA (Clearwater Housing Authority) paid $30,092.93 PILOT (Payment in Lieu of Taxes) to the City. These funds were deposited as General Fund revenue in FY 1999. In a September 15, 1999 letter to the City Manager, CHA requested the City donate these funds to offset CHIP (Clearwater Homeless Intervention Project, Inc.) operational costs. The City Commission approved this request on October 7, 1999. A first quarter budget amendment transferring the funds from the General Fund to CHIP would not be processed and approved by ordinance until March 2000. To provide CHIP access to these funds in a timely manner, staff recommends transferring the funds immediately from the unappropriated retained earnings of the General Fund to Special Program 181-99938, Homeless Shelter. As this is the second request for an exception to procedures, it was recommended that procedures be amended to address transfers that cannot be delayed until the end of a quarter. The City Manager suggested a standard policy make these transfers automatic. Discussion ensued with a recommendation to minimize exceptions to procedures and policies and agreement that automatic transfers would streamline the process. PR PARKS AND RECREATION Agreement with African American Leadership Council, Inc., use and supervision of Holt Avenue Youth Center, 10/1/99-9/30/2004, with associated grant of $96,564 for Fiscal Year 1999-2000 On October 7, 1999, the City Commission approved the RFP Review Committee’s ranking for the use and supervision of the Holt Avenue Youth Center and associated grant; 1) AALC (African American Leadership Council, Inc.) and 2) Suncoast Family YMCA and authorized staff to negotiate an agreement with AALC. AALC has agreed to provide: 1) programs to include, but not be limited to, parental support groups and skills training, family literacy services, job counseling, child development activities, liaison to the health care system, outreach, including home visits, on-site childcare for programs, facilitation and support of community meetings and activities; 2) agency personnel and volunteers to operate and supervise activities and special programs at the Youth Center, the north basketball court, and the picnic shelter; 3) necessary leadership and supervision of Agency activities conducted on the recreation grounds adjacent to the Youth Center; and 4) scheduling and monitoring of picnic shelter use next to the Youth Center. AALC will be required to submit an annual report of activities to include the number of clients 5 mws11b99 11/15/99 served, costs of such service, commentary on the viability, effectiveness, and trends affecting the program, and success of same. An accounting of funds received from the City is required. The City will provide funding and in-kind services: 1) $96,564 operational grant for FY 1999/00. Future year grants subject to annual City Commission approval; 2) lawn/ landscape maintenance for all areas around Youth Center; 3) maintenance for all of the building’s major capital components, including air-conditioners, roof, plumbing, electrical, etc.; 4) payment of two-thirds of Solid Waste bill; and 5) if necessary, installation of a fence, according to City Code, around the picnic shelter and other facilities maintained by the Agency. No other in-kind services, supplies, labor, or equipment, for loan or consumption, will be granted to the agency. The City Manager reported staff is developing measurable objectives to evaluate City- funded programs. Assistant Parks & Recreation Department Art Kader said under a previous agreement, the City had funded Ervin’s All- American Youth Club with $101,000, plus a $16,000 match. City in-kind services will be similar. The City Manager said standard language in the lease retains some flexibility should future funding be denied. Mr. Kader said staff did not want to issue annual RFPs for this program. Agreement with Ervin's All-American Youth Club, Inc., for club to provide community services in the North Greenwood Community, 10/1/99-9/30/2000, with associated grant of $50,000 and in-kind services of City Grant writer Since 1987, Ervin’s All-American Youth Club, Inc. (Agency) has operated out the City owned Holt Avenue Youth Center. On August 31, 1999, the agreement with the Agency expired. The Agency is seeking to relocate to 1104 North Greenwood Avenue and is continuing on a month-by-month basis at the Holt Center until January 1, 2000. Over the past several years, the City has supported the Agency by providing use of the Holt Avenue Youth Center, funding, and in-kind services. The Agency agrees to provide: 1) After School Enrichment Program - homework club and tutoring assistance provided by Pinellas County School volunteers, tutors, staff, and certified teachers; 2) Dream Builders Academy - incorporates the Rites of Passage program, develops family bonding, educational experiences, and self-image enhancement; and 3) Academy of Entrepreneurship - provides job training for youth. The Agency will be required to submit an annual report of activities to include the number of clients served, costs of such service, commentary on the viability, effectiveness, and trends affecting the program, and success of same. City funding received by the Agency will be used for these programs and accounting for same will be provided. The City will provide a $50,000 grant to fund the above mentioned services. In addition, the City will provide the in-kind services of the City’s grant writer to assist the Agency in writing one substantial grant, or several smaller grants totaling $50,000 during the term of this agreement. No other in-kind services, supplies, labor, or equipment, for loan or consumption, will be granted to the Agency. A first quarter budget amendment will provide $50,000 in funding for this agreement from the unappropriated retained earnings of the general fund. 6 mws11b99 11/15/99 In response to a question, Mr. Kader said a letter from the Agency indicated they plan to vacate the Holt Avenue Youth Center property by December 15, 1999. The October 1, 1999, agreement with AALC references the fiscal year. The AALC will be required to provide bonds, proof of insurance, etc., when they move into the facility. PW PUBLIC WORKS Presentation - Mangrove Trimming Public Works Administrator Rich Baier said State and Federal statutes govern mangrove trimming. A project to trim mangroves to improve Memorial Causeway vistas would be lengthy, require a complex management plan, permits, and would cost approximately $1.25-million. Assistant Director of Public Works PD&E Tom Miller said the City had received complaints that mangroves block drivers’ views of beach features and businesses. Boaters and Island Estates residents feel mangroves buffer them from Memorial Causeway traffic. Pinellas County is the authority delegated to issue permits. Mitigation requirements are significant, as the area is an aquatic preserve and designated outstanding water. Legislation seeks to protect mangroves on public lands. As proposed, the project would cut through the mangroves diagonally to provide water views and maintain a buffer for Island Estates. The project will encourage drivers to look at oncoming traffic and beyond. Trimming would require the City to plant one acre of new mangroves and four acres of upland trees. Annual maintenance costs are estimated at $190,000. It was noted that staff’s report indicates that project approval is unlikely. Mr. Baier anticipated the County would require a net gain in mangroves. With Commission support, he recommended scheduling public meetings to gather input. Proposed management plan improvements may include seven gazebo type educational displays for pedestrians, a boardwalk, etc., to improve benefits to mangroves. The project would be the first of its kind in Pinellas County. The City Manager said this report responds to regular resident reference to the issue at neighborhood meetings. Contract to Westra Construction Corp., for North Beach Reclaimed Water Distribution System, $2,410,175 This item continues development of an expanded reclaimed water system in the City. This contract will construct a reclaimed water system expansion in the north Clearwater beach area to serve residents and businesses with reclaimed water for non-potable use. The project consists of approximately 10,000 linear feet of 12-inch transmission pipeline, and approximately 33,700 linear feet of 8-inch, 6-inch, and 4-inch distribution pipeline. The construction contract time is 270 days. The project is funded in part by a SWFWMD (Southwest Florida Water Management District) grant. The Cooperative Funding Agreement between the City and SWFWMD includes reimbursement of 50% of the cost of transmission facilities up to a maximum $350,000. The City is funding the $2,060,175 balance from Water/Sewer/Reclaimed Water Revenues. This project is within the Engineer’s $2.7-million estimate. Distribution pipelines will be installed by the directional drill technique to minimize impacts on project area residents. The project is consistent with the City’s Updated Reclaimed Water Master Plan. 7 mws11b99 11/15/99 Mr. Baier said the project will save significant potable water now used for irrigation. The Island Estates reclaimed water project required approval by more than half of the residents. Due to a large number of absentee property owners on Clearwater beach, it was difficult to obtain majority support. Delays will endanger SWFWMD funding. The rate structure will be the same as the one for Island Estates. The Sand Key reclaimed water project is part of a County project to widen Gulf Boulevard. No conduit is available for Clearwater to serve Sand Key. City and County rate structures differ. Billing Sand Key residents for County reclaimed water costs via City utility bills is under development. Cooperative Funding Agreement with SWFWMD, on behalf of Pinellas-Anclote River Basin Board, to design & construct Town Pond Stormwater Retrofit Project over a period of 3 fiscal years, ending on 6/30/2003, for total not to exceed $3,105,000 In December 1998, the City Commission approved development of the Town Pond Project. On October 20, 1999, the Pinellas-Anclote River Basin Board of SWFWMD approved an agreement with the City to fund the design and construction of the Town Pond Project. SWFWMD shall reimburse the City 50% of project design and construction costs not to exceed $3,105,000 over a three fiscal year period. Entering into this agreement now does not obligate the City to expend additional funds beyond those approved in December 1998 for the design of the Town Pond Project. Furthermore, entering into this agreement now also does not obligate the City to construct the project. Endorsement of the agreement allows only for reimbursement to SWFWMD for costs incurred by the City and reimbursable under the agreement after construction of the project has commenced. Over the past three fiscal years, the City has received a commitment from the State for approximately $4,927,485 to fund reclaimed water and stormwater projects. Funding for the Town Pond Project was anticipated in the 1998 Utility Rate Study and is included in the 6-year Capital Improvement Program budget. Mr. Baier said this request is for one-third of the project’s funding. Staff is looking for additional funding sources. Commission Discussion Items City Manager & City Attorney evaluation process Recommendations for the evaluation process included: 1) each Commissioner submit written evaluations; 2) assign liaison to negotiate salary and benefits between City Manager and Commission and City Attorney and Commission; 3) develop a formal process; 4) consider evaluation and benefit modifications separately; 5) schedule one-hour meetings with each Commissioner; 6) consider goals and review plans; 7) link process to Commission approved goals and objectives; 8) allow Commission input and recommendations; 9) approve policy and procedure annually; and 10) staff to provide model evaluations for Commission review.. It was stated the State and other municipal governments have evaluation forms. City Clerk Cyndie Goudeau said staff will gather Commission suggestions and compile information after surveying other cities. Information will be distributed to the Commission. 8 mws11b99 11/15/99 Commission policies & procedures Continuing this item was recommended, as Commissioner Clark was not present. The City Manager said as completion of an administration policies and procedures document will take a year, he recommended considering changes in phases. He requested direction regarding retained earnings and Strategies for Success. Consensus was to schedule discussion of retained earnings for December 6, 1999. The City Manager said staff will propose recommendations to complete the policy and procedure review in January 2001. The City Attorney said City Commission Rules clarify procedures that differ from Robert’s Rules. Recommendations were made to revise some processes to be more generic and for the Commission to review its direction to City advisory boards. Other Commission Action Commissioner Hart apologized for inconveniences due to last weekend’s traffic jam on Clearwater beach; requested a public meeting on the beach before the next City Commission meeting review Mandalay Avenue laneage alternatives and provide updates on the Cheezum project. Adjourn The Commission adjourned at 1:24 p.m. 9 mws11b99 11/15/99