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09/13/1999 CITY COMMISSION WORK SESSION CITY OF CLEARWATER September 13, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Ed Hart Commissioner Also present: Michael J. Roberto City Manager Bill Horne Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia Sullivan Board Reporter The meeting was called to order at 1:07 p.m. at City Hall. Service Awards Four service awards were presented to City employees. The Commission recessed from 1:12 to 1:17 p.m. to meet as the Pension Trustees. PUR PURCHASING materials & labor to paint structures AAA - A Painting, Inc., located at East Advanced GSS Pollution Control Facility, $36,399 () roof replacement Anderson and Shah Roofing, Inc., at East Water Pollution Control Facility, GSS $26,000 () service & maintenance of generators Diesel Energy Systems, 2nd & Final renewal, used GSS throughout City by all departments, 10/01/99-09/30/00, estimated $75,000 () street & parking lot sweeping at Clearwater Sweeping Corporation of America, extension, Beach and downtownPW , 10/01/99-09/30/00, $127,980 () disposal of yard waste & Angelo's Recycled Materials, d/b/a Frontier Recycling, extension, other materials suitable for recycling collected throughout City, 09/17/99-09/30/00, SW estimated $350,000 () miscellaneous construction materials Hughes Supply, during remaining portion of contract GSS ending 11/30/99, increase to estimated $40,000 due to closure of Builders' Square () miscellaneous construction materials Home Depot, during remaining portion of contract GSS ending 11/30/99, increase to estimated $40,000 due to closure of Builders' Square () Purchasing Manager Bill McKibben said the City has a similar contract to purchase construction materials from Loew's. Home Depot is convenient for staff. This request increases the contract by $16,000. Transportation & Drainage Director Gary Johnson said the City contracts services of an additional sweeper for street and parking lot sweeping. The outside service will be discontinued after the City purchases a fourth sweeper. 1 mws0999 09/13/99 BU BUDGET Third Quarter Budget Review At third quarter, anticipated fund revenues and expenditures reflect a $12,350 increase, offsetting increases in Public Works program expenditures for damages on transportation devises funded from $9,550 in insurance proceeds and funding from Sailing Center contractual services for the purchase of a $2,800 point-of-sale system at the Sailing Center. Decreases of $564,250 in franchise fees and utility tax revenues due to slower than anticipated collections were offset by anticipated increases in property tax proceeds and court fines. Mid-year amendments reflect the distribution of $6,000 in "Vision Funds" for the June Lorelli/McQueen presentation. To date, $364,439 of the $750,000 in Vision Funds has been distributed. Significant amendments include: 1) Gas Fund - revenue reduction of $174,270 and expenditure reduction of $302,690 as fuel sales and purchases were reduced due to a warm winter; 2) Stormwater Fund - $20,000 appropriation of retained earnings offset unanticipated FDEP (Florida Department of Environmental Protection) penalty; 3) Marina Fund - $45,000 increase in gas and oil sales due to seasonal weather offset by $25,000 increase in fuel inventory purchases; 4) Internal Service Funds - $297,600 appropriation of retained earnings for Commission approved Oxford consulting to upgrade PeopleSoft software; 5) Capital Improvement Fund - $246,621 net decrease. Amendments not yet approved include $74,000 transfer of recreation facility impact fees to Skate Park facility project; and 6) Special Program Fund - $1,292,284 net increase, includes more than $450,000 in new grant funds. Budget amendments also include transfers of more than $477,000 from programs in the General Fund primarily in the Police Department to provide matching funds for these grants and establish a project to fund the Municipal Services Building and Library Police Aides for FY (fiscal year) 2000. Balance of program increases reflects funds from court proceeds funding Police Contraband Forfeiture and other Police programs and donations for various purposes. Public Works Administrator Rich Baier said the FDEP penalty is part of a settlement negotiated over several years. Budget Director Tina Wilson reviewed matching grants for Police Aides and transfers from the Gulf-to-Bay Boulevard beautification project for air- conditioning systems and to replace Fire Department airpacks. Parks & Recreation Director Kevin Dunbar said matching funds are budgeted if the City is awarded a skateboard park grant. The SPJC (St. Petersburg Junior College) campus seems like the best location. The City Manager said the site meets more City Commission requirements than any other, including parking, rest rooms, central location, and adequate distance from residential neighborhoods. Concern was expressed the site is being considered for a Phillies stadium. An agreement for the SPJC fields between the City and college is under negotiation. Staff was mandated to make the skateboard park self-supporting. FD FIRE Agreement with Pinellas County Fire Protection Authority to provide fire services 2 mws0999 09/13/99 In his September 9, 1999, memorandum regarding the 10-Year Pinellas County/City of Clearwater Fire Protection Services Agreement, Fire Chief Rowland Herald reviewed unresolved issues: 1) budget change issue; 2) fire station locations; and 3) local training requirements. A Wednesday meeting with the County is scheduled. Fire Chief Herald reported significant progress in negotiations with the County regarding unincorporated areas within City limits. The City has retained control of its training requirements and approval of its fire station locations. The County still wants authority to review, then change Fire Department budget submissions. The City follows a formula in determining fire station locations. The Countryside area has more coverage than necessary since abutting cities have constructed nearby stations. If an agreement is not reached, the County indicated it will delay funding in October while the City continues providing services. The City Manager said the City has tried to retain most control at the City Commission level. While eight cities agreed to the agreement as presented, St. Petersburg, East Lake, South Pasadena, and Largo share City concerns. The Fire Chief wished to avoid problems similar to conflicting interpretations that occurred after changes to the EMS contract. GAS GAS SYSTEM install natural gas mains for relocation during US 19N Joint Project Agreement with FDOT, at Drew Street improvement projectRes. #99-41 , estimated $80,000; - authorizing execution of agreement and acceptance of new city facilities; and placing of funds with FDOT for completion of utility installation The FDOT project to construct an overpass on US 19N at Drew Street includes roadway, sidewalk, other improvements, and utilities, including CGS (Clearwater Gas System) facilities, which conflict with the design. Under the JPA (Joint Project Agreement), FDOT's general contractor will relocate the gas mains. The agreement allows work to be done in a timely manner and releases CGS from any penalty payments. The City Manager said the project is scheduled to begin in 2000. Concern was expressed regarding affects on nearby businesses. It was stated a public information firm is part of the project's engineering group. While some loss of business is expected, it was felt the firm will mitigate problems as much as possible. The City encouraged FDOT to provide incentives to the contractor. Agreement with Peoples Gas System, a division of Tampa Electric Company, approving purchase of gas mains & service facilities at a cost not to exceed $26,157.29; and approve joint filing of petition for Territorial Agreement with Florida Public Service Commission Approval of the Agreement will establish southern and eastern boundaries in Pinellas County between CGS and TECO PGS (Peoples Gas System). PGS has approved this Agreement. Once approved by the City Commission, CGS will submit the Agreement to the FPSC (Florida Public Service Commission), which has final jurisdictional authority for establishing utility territories. This Agreement is similar to the Commission approved Pasco County Territorial Agreement with PGS, which was approved by FPSC. FPSC approval of the 3 mws0999 09/13/99 Pinellas County Territorial Agreement will complete the delineation of boundaries between the PGS and CGS service areas and avoid future territorial conflicts and customer disputes regarding the appropriate natural gas service provider. In 1997, CGS developed a three-phase expansion plan to Indian Shores, Redington Shores, North Redington Beach, and Redington Beach. The project was designed, Interlocal Agreements secured, and permits obtained, before construction began on August 31, 1998. PGS then contacted CGS to open a dialogue to establish territorial boundaries. FPSC was noticed regarding these negotiations. The proposed Agreement establishes the county line between Hillsborough and Pinellas counties as the eastern boundary and generally SR 688 (Ulmerton/Walsingham Road) as the southern boundary on the mainland and the municipal boundary between Madeira Beach and Redington Beach as the southern territorial line on the beaches. The Agreement calls for a transfer of customers and facilities along SR 688. CGS will transfer one customer south and PGS will transfer 10 customers north of the boundary. This Agreement calls for a transfer of customers and facilities within 90 days after FPSC approval. The acquiring party will pay the transferring party a negotiated price for facilities serving each of the transferred customers, based on replacement costs, less depreciation. CGS will pay a transfer cost to PGS not to exceed $26,157.29 and PGS will pay CGS $7,091.90. CGS Managing Director Chuck Warrington said businesses transferred from south of the boundary are high quality. The gas utilities will be separated along territorial lines. PR PARKS AND RECREATION WSO Golf Course Report () In his August 23, 1999, memorandum, Parks & Recreation Director Kevin Dunbar reviewed recommendations related to City golf course leases. Leases for the City's golf courses expire: 1) Clearwater Country Club - May 1, 2000; 2) Glen Oaks - April 6, 1999; 3) Clearwater Golf Park - February 28, 2000; and 4) Chi Chi Rodriguez - November 12, 2010. The City retained NGF (National Golf Foundation Consulting, Inc.) to analyze the Clearwater Country Club and Clearwater Golf Park. The study did not include the Chi Chi Rodriguez Course or Glen Oaks. The scope included a golf market overview, inspection of courses, identification of needed renovations and upgrades, analysis of economic and financial performance, examination of management and operational alternatives, recommendation of options, and preparation of a report. The report indicates a demand for local golf opportunities. All public golf courses in the market area operate at or near full capacity. Land is limited in the County with only two new courses planned. NGF recommends the City continue the lease with the Clearwater Country Club. The City should more closely supervise its operation, maintenance, and facility improvements. The Club should pay the City a fair annual rent, pay property taxes, and make improvements in accordance with a capital improvement schedule agreed upon by both parties. NGF recommends issuing a RFP (Request for Proposals) to lease the Clearwater Golf Park to a party with extensive experience. The lease should require upgrades to golf course features, 4 mws0999 09/13/99 improvements to maintenance facilities, and installation of a new irrigation system. In return for a long-term lease, the City should receive annual rent and real estate taxes. A private operator must be willing to make a long-term investment in the facility, reduce expenses, and increase revenues. The report indicates if the course is operated and maintained for the City using the expertise of a professional management firm, it is possible the course can break even or achieve a small positive cash flow after completed improvements. The City will be assuming a risk that can be a financial liability for several years. NGF analyzed a proposal received on July 9, 1999, from Steward L. Krug to lease Glen Oaks Golf Course, Clearwater Country Club, and Clearwater Golf Park. The City can require lessors of City property to be partners in future profits. It is estimated renovations to the three courses will take up to five years. Leases should identify the attention needed by all three properties. The City wants course revenues to increase. One operator could increase market share for all courses through local and international promotions. The City can regulate the type of accounting practices used and schedule regular reviews of objectives and strategies. The report noted the City does not control the entire Clearwater Country Club property. Improvements to the Clearwater Airpark will require 125 feet of Clearwater Golf Park land, eliminating two long holes and affecting two others. The City also has a documented need for additional recreation facilities, which could be constructed on the Clearwater Golf Park property. Recommendations for the Chi Chi Rodriguez Golf Course are for staff to continue monitoring and administering the lease between Chi Chi and the City. Staff will increase its involvement and participation with the Foundation with regular inspections and oversight of facilities. Two years before the agreement expires, staff will begin addressing the lease's future. The current agreement cannot extend beyond November 12, 2010. Recommendations for the Clearwater County Club Golf Course are to commence negotiations with a target date of May 1, 2000, for resolution. If an acceptable agreement cannot be reached, the City should consider accepting RFPs for its operation. If no acceptable agreement can be achieved by May 1, 2001, the report recommends the City consider selling the property or using it for other purposes. Negotiations are to include increased staff participation and supervision of operations, maintenance, and facility improvements, the Club's remittal of a fair annual rent and payment of all property taxes, the Club making specific improvements, and Club increasing facility accessibility to the public and Clearwater residents. Recommendations for Clearwater Golf Park are to extend the lease on month-by-month basis until final determination on future use of the property is made. Related issues include construction of Keene Road extension adjacent to property's west boundary, construction of retention pond north of golf course, and Airpark's need for 125 feet along the east boundary. Deteriorating conditions will require substantial capital for necessary improvements. While some may express interest in a RFP, there may not be enough revenue to generate substantial returns to the City. In addition, the Parks & Recreation Department has a documented need for additional recreation facilities, including soccer and baseball fields. The tree farm property will be used for the retention pond. A site for a Parks & Recreation infrastructure facility needs to be 5 mws0999 09/13/99 identified. Staff wants to explore other revenue options that could be generated from this property to support needed ball fields and infrastructure facilities. Recommendations for the Glen Oaks Golf Course include increasing the rent, increasing City participation and supervision of operations, maintenance, and facility improvements, City participation in removing and redesign of the asphalt parking lot in the Court street right-of-way, development and implementation of a landscaping and signage plan to improve the course's appearance along Court Street, inclusion of the Glen Oaks Tree farm property in the lease for relocation of the clubhouse and parking facilities and changes to the course layout, the Foundation conducting a feasibility study in the next year to determine future capital improvements, and the Foundation making specific improvements. Staff will continue to negotiate a lease with the Clearwater Country Club as directed by the City Commission. Commission direction relative to the Glen Oaks and Golf Park leases is required. AND Glen Authorize negotiation of lease with Chi Chi Rodriguez Youth Foundation, Inc. to operate Oaks Golf Course The Chi Chi Rodriguez Youth Foundation, Inc., has operated the Glen Oaks Golf Course for 15 years. The lease, which ended on April 6, 1999, has been extended on a month-to-month basis. The City received only one bid to its RFP. Negotiations were postponed until the consultants' study on golf course options was complete. The Foundation's proposal was comprehensive and met all RFP requirements. During its operation, the Foundation has renovated and managed Glen Oaks as a public facility, provided funds for maintenance and capital improvements, created youth programs and an afternoon school program, and worked to improve the course. In 1994, after review of staff's report of options related to uses of the subject property, the City Commission approved a five-year renewal with the Foundation. Staff recommends negotiating a new lease with the Foundation. Negotiations to include: 1) Foundation to pay City fair annual rent based on profits; 2) City to be more involved in operations via monthly inspections, meeting participation, and closer monitoring of lease compliance; 3) Foundation and City to make specific improvements in accordance with capital improvement schedule agreed upon by both parties; 4) lease to include property known as Glen Oaks Tree Farm; and 5) Foundation to conduct feasibility study within 12 months to determine future capital improvements to the golf course, including a new clubhouse and improved parking. Parks & Recreation Director Peter Dunbar recommended leasing the Clearwater Golf Park for one-year with renewal options up to four years while staff reviews use options. Staff also would like to explore the need for additional soccer and softball fields. The Chi Chi Rodriguez Foundation proposed to pay the City one-third of its profits for the Glen Oaks course, or approximately $5,000 annually. The City Manager said the City is responsible for moving its share of the parking lot out of the right-of-way. Mr. Dunbar suggested a lease coincide with both Foundation facilities. The lease will address the deadline for repairs and 6 mws0999 09/13/99 construction of a new building. Staff will establish detailed review criteria for all facilities to include financial records. Staff will report on the number of youth and seniors who play golf. The importance of protecting taxpayers was noted. Concern was expressed a five year lease for the Clearwater Golf Club would limit needed improvements. The City Manager recommended completing the 12-month analysis of long-term recreation needs before approving a long-term lease. The popularity of golf and shortage of land was discussed. Concern was expressed that the industrial park not expand onto the Clearwater Golf Club site. Opposition was expressed to constructing a Parks & Recreation building on golf property. The City Manager said long term recreation needs are affected by younger City demographics. It was recommended the City approach the County regarding its responsibility to meet the recreation needs of unincorporated residents. It was felt management by a single firm would result in economies of scale. The City Manager suggested a management firm could be hired to operate all of the courses. Assistant Parks & Recreation Director Art Kader said the Chi Chi Foundation submits annual audited reports. The leases for the other two courses do not require reports. The importance of reviewing course financial books was indicated. It was felt the Foundation's offer for the Glen Oaks Course is minimal. The City Manager said negotiations have just begun. PW PUBLIC WORKS 917 Park Street Contract for Purchase of Property with Walton McLean Byars, Trustee, , Magnolia Park Sub., Blk 3, west ½ of Lot 5 and north 9.88' of vacated alley, for $90,000 plus estimated transaction expenses of $1,300 for total not to exceed $91,300 The subject property is the third of four separately owned parcels the City is acquiring for the Town Pond. One more parcel is needed. On August 21, 1998, Appraisal Associates of Tampa Bay, Inc. estimated the property's value at $50,000. The recommended purchase price of $90,000 is the lowest figure the owner considers sufficient to replace the property's current annual rental income of $8,400. The City will pay all closing costs, estimated at $1,300. The property is being purchased "as is." Environmental assessments of the Dimmitt property on the subject property's southern and western property lines found no major environmental impacts. No other site-specific assessments have been done. The contract allows, Florida Final Coat, Inc., to remain in occupancy on a month-to-month basis as a tenant at sufferance and continue to pay $700 monthly rent, plus applicable sales taxes, until a mutually agreed upon termination date is determined. Tenant has given verbal assurance that paint containers and a 5-gallon open container of waste oil stored inside the structure will be disposed of properly prior to vacation of the property. Concern was expressed the City is paying too much for the property. It was requested that staff report on the qualifications of the appraiser who undervalued the property. PLD PLANNING & DEVELOPMENT SERVICES 7 mws0999 09/13/99 designating Clearwater Neighborhood Housing Services (CNHS) a Community Authorize Development Housing Organization (CHDO) and enter into a contract under provisions of Cranston-Gonzalez National Affordable Housing Act of 1990 The amended Cranston-Gonzales National Affordable Housing Act of 1990 was designed to promote partnerships between States, local governments, and nonprofit organizations, and to expand the capacity of nonprofit organizations to develop and manage decent and affordable housing. Under HOME (Housing Opportunity Made Equal), the City must reserve at least 15% of its HOME allocation for investment in housing to be developed, sponsored, or owned by CHDOs (Community Housing Development Organizations). The City must identify eligible nonprofit organizations capable of carrying out elements of the City's approved housing strategy. Only nonprofit organizations certified by HOME as CHDOs can receive funds from the set-aside. The City has $60,300 for FY 1998 and $64,500 for FY 1999 available for a CHDO to develop housing, own rental property, or sponsor housing programs. CNHS (Clearwater Neighborhood Housing Services) has provided requisite documentation for CHDO designation, and a plan to use the City's 15% set-aside from HOME funds. The plan complies with the City's Consolidated Plan and conforms to HUD guidelines. Senior Planner Ralph Stone reviewed City funding requirements. Reserve funds must be spent within two years. The program will benefit low-income residents. Concern was expressed the City's built-out status will affect future construction. The City Manager said studies indicate 1,500 housing units are needed. Rebuilding is a program option. CNHS will use the funds to develop subsidized rental housing owned by CNHS. The City will issue a RFQ (Request for Qualifications) in 2000. City Manager Verbal Reports The City Manager said the County Commission had requested the City Commission to recommend a Commissioner for appointment to the St. Petersburg/Clearwater Area Economic Development Council. The meeting time and schedule have not been determined. A member will be recommended on Thursday. Other Commission Action Commissioner Clark and Mayor Aungst congratulated the Police Department for winning a national Community Policing Award. Commissioner Clark congratulated four staff members who were chosen for the 2000 Leadership Pinellas Class. Mayor Aungst and Commissioner Hooper reported the Officer Friendly Bicycle Rally at Countryside Recreation Center was well attended last Saturday. Police and Fire Department volunteers were thanked for their services. Adjourn The meeting adjourned at 2:23 p.m. 8 mws0999 09/13/99