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02/04/2002 CITY COMMISSION WORK SESSION CITY OF CLEARWATER February 4, 2002 Present: Brian J. Aungst Mayor/Commissioner Ed Hart Vice-Mayor/Commissioner Whitney Gray Commissioner Hoyt P. Hamilton Commissioner Absent: William C. Jonson Commissioner Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Ralph Stone Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. Service Awards Debbie Weitzel, Fire Department, was presented the January 2002 Employee of the Month award. The Commission recessed from 9:05 to 9:32 a.m. to meet as the Pension Trustees and Community Redevelopment Agency. FN FINANCE Adopt Res.#02-11 approving the form of and authorizing the execution and delivery of an interlocal agreement between the City of Clearwater and Pinellas County regarding splitting the costs of obtaining estimated for undergrounding utilities on Clearwater Beach from the Roundabout, south on Coronado to Gulfview and then south on Gulfview to the Clearwater Pass Bridge, such validation of this agreement through the Courts in order to determine if Penny for Pinellas Funds can be used for undergrounding utilities. Pinellas County and beach communities have been pursuing the Gulf Boulevard Improvement Project to include streetscaping and undergrounding utility lines on certain beach thoroughfares, including those on Clearwater beach, south of the roundabout. The project envisions each beach community paying half the costs of these improvements, and the County paying half. Clearwater has requested the route through Clearwater extend south from the roundabout down Coronado to Hamden, west to Gulfview, and south to Clearwater Pass Bridge. Pinellas County, the City, and several beach municipalities wish to use Penny for Pinellas funds to pay for the project. Attorneys have advised against the use of Penny for Pinellas funds to underground utilities until courts have approved this use. Approval can be obtained by validating an interlocal agreement specifying that use of the funds. Although the remaining beach communities are not ready to agree to pursue this project and the validation mws02a02 1 02/04/02 process can take several months, the City has volunteered to enter into this agreement to begin the validation process. The agreement states if Pinellas County or other beach communities do not pursue this project, the agreement will be null and void and estimates will not be pursued. The City will learn if Penny for Pinellas funds can be used to underground utilities. If the validation is unsuccessful, the City will not proceed with obtaining estimates and the agreement will be canceled. Pinellas County has agreed to pay all costs of validating this question. Finance Director Margie Simmons said the courts will be asked to determine if burying power lines is a public safety issue. Lines already are buried in Clearwater on Sand Key. It was recommended the project extend north to Acacia Circle if the court approves use of Penny for Pinellas funds. It was felt the project should traverse the entire beach community, as it does throughout the project. Assistant City Manager Ralph Stone said the project is based on consultant recommendations and extends between Pinellas County’s most northern and southern beach access routes from the mainland. St. Pete Beach has requested the project be extended south to Pass-A-Grille. To be consistent, it has been determined the project will be limited to the area between the Bayway and Memorial Causeway. Ms. Simmons said reimbursement of City costs to bury power lines along the project route will be addressed in a separate interlocal agreement. MR MARINE Adopt Res.#02-09, authorizing a Joint Participation Agreement with the Florida Department of Transportation, for 100% funding for Airport Security Cameras, Security Gate Improvements and Perimeter Fence Repair at Clearwater Airpark. Due to the need for increased security at public airports, the City, by this resolution, requests FDOT (Florida Department of Transportation) funding at 100% for Airport Security Cameras, Security Gate Improvements, and Perimeter Fence Repair at Clearwater Airpark as provided by Senate Bill 48-B. The total project cost is estimated at $70,000 and is in FDOT’s current year of the Five-year Work Program. Marine & Aviation Director Bill Morris said gates will permit visiting pilots to depart the premises at all times. Access for visitors without key access cards will be through the FBO (Fixed-Base Operator) building. PD POLICE Approve an addition to the Police Department's Take Home Car Plan to increase visibility of patrol officers and vehicles to the citizens of Clearwater in the amount of $372,990 for cars and equipment, to include the awarding of a contract to Garber Auto Mall of Green Cove Springs, Florida, in the amount of $247,440 for the purchase of ten 2002 Ford Crown Victoria Police Sedans. The take-home car program will enhance citizens’ perception of safety by disbursing additional marked patrol cars throughout the City. The program will maximize the visibility of patrol officers, who reside in Clearwater, and also officers who work off-duty assignments using mws02a02 2 02/04/02 marked patrol cars. The Police Department is experiencing a loss of police officers to agencies that provide take-home cars. The take-home car program will provide an initiative to retain City officers. The total impact annually for fuel and maintenance is estimated to be $10,000. The department is beginning a program using trustee prisoners to wash, wax, and detail the vehicles to offset Fleet charges, resulting in minimal or no increase. The program would require additional take-home cars to be provided to 16 sworn patrol officers. The Police Department would need to purchase 10 new cars and reassign 10 cars from the current deployment plan. Four vehicles will be in reserve to enhance visibility for specified off-duty jobs. These four vehicles also would be used for new officers who reside in Clearwater or officers, who may move into the City. The 10 additional cars will require replacement in five to eight years. The department will provide for the replacement funding by absorbing the cost through special non- general fund budget codes. Officers are required to provide assistance, or answer calls, when they are on- or off-duty, while assigned a take-home car. Total program costs of $372,990 include: 1) $247,440 - 10 vehicles; 2) $85,550 - 10 vehicle equipment packages; and 3) $40,000 - 10 vehicle technology equipment packages. The City Manager said a recent newspaper article had not reported program advantages of enhancing police visibility and deterring crime. Police Chief Sid Klein said 15 officers now have take-home vehicles. A study determined that the take-home vehicle replacement rate is significantly less than the normal two to three year replacement rate. Officer productivity also will increase as equipment will not have to be loaded and unloaded at the beginning and end of each shift. Department policy limits personal use. The practice is common Statewide. Federal and contraband forfeiture funds can be used for capital items, not salaries. Police Chief Klein opposed allowing personal use of the vehicles, stating the program, as designed, is an effective incentive for recruitment and retention. PR PARKS AND RECREATION Approve Standard Agreement Form to be used with various Co-Sponsor Groups and City of Clearwater and authorize City Manager and/or designee to approve such agreements. The Parks and Recreation Department has partnered with several volunteer groups to provide quality recreational opportunities and programs for Clearwater’s citizens. These groups are known as Co-Sponsor Groups, with the City and volunteers working together to provide programs for citizens. Currently, the City recognizes 18 Co-Sponsor Groups, which provide programming for baseball, football, soccer, swimming, horseshoes, shuffleboard, lawnbowls and softball. The Co-Sponsor Group provides a valuable service to the community, through extensive use of volunteers and volunteer resources. To provide their programs, the groups need facilities such as ballfields, soccer fields, lawnbowl rinks, etc. The City owns certain public properties and facilities that are available for use by the Co-Sponsor Groups for their programs. The City meets annually with each group and enters into a facilities use agreement with the Co-Sponsor Group. This use agreement is a standard form used by all groups or persons renting city facilities. This agreement continues to serve the City well regarding standard rental agreements. However, staff recommends approval of a new standard agreement for use with Co-Sponsor Groups since their uses are more demanding and complex than those addressed in the normal rental agreement. mws02a02 3 02/04/02 The new agreement clarifies the roles between the City and Co-Sponsor Groups and provides added protection for citizens and Clearwater by placing clear expectations on the Co- Sponsor Groups. The agreement covers areas such as certification, facility care, cooperation, publicity, documentation, participation, leadership and scheduling. As there are many Co- Sponsor Group agreements to negotiate and approve, staff recommends authorizing the City Manager or designee to enter into these agreements, a procedure similar to rental and park use agreements. Parks & Recreation Director Kevin Dunbar said currently he is responsible for approving the annual agreements. The agreement went through many redrafts based on input from citizens and affected groups. Staff is working with groups to achieve required residency levels. Groups that do not meet requirements cannot use City facilities. It was suggested the City work with the County to cover City costs. Staff will provide a list of Co-Sponsor Groups. The City Manager said this issue will be addressed during American Assembly discussions. The City needs to determine how to charge for providing recreation facilities for County residents. Update on Coca-Cola Contract Mr. Dunbar said after six months, the City has received a little less than $80,000 from its revenue agreement with Coca-Cola. The firm has provided 750 $1-beverage coupons, is sponsoring a second vend-to-win contest, installed 17 new scoreboards, distributed funds for Co-Sponsor group signage, and provided a credit line to Co-Sponsor groups for products. Staff meets with Coca-Cola quarterly and is pleased with the partnership. Revenues are lower than the $154,990 that had been projected. Additional placement of vending machines is planned and new vending machines for the beach are being designed. Staff will submit a copy of this report with a comparison of projected versus actual income. PW PUBLIC WORKS Sewer System Update Wastewater Collection Superintendent Dave Sickler reported the City’s system is comprised of shallow gravity sewers and pumping stations. The oldest portion, in downtown, dates back to the early 1900s. The newest portion was constructed in Countryside in the 1970s. The City’s system has 390 miles of gravity pipeline, 30 miles of force main pipeline, 78 pump stations, 7,995 utility access portals, and 35,845 combined residential and commercial accounts. In 1998, the EPA (Environmental Protection Agency) invited the City to perform a self- audit evaluation study to assess current conditions and provide guidelines for future needs. The new EPA program includes a deficiency correction guide. Evaluation methods include utility access portal inspections and line inspections of the gravity system, smoke testing, and pump station inspections. An annual program has been developed to clean and inspect sewer lines, perform smoke testing, rehabilitate utility access portals, repair gravity lines and sanitary lateral, inspect pump station force main, rehabilitate pump stations, and replace telemetry and electronic mws02a02 4 02/04/02 sensors. A five-year plan is to be contracted to clean, televise, and inspect the entire collection system. In the first year, 62% of the goal was met, with 38 miles inspected. The five-year annual smoke-testing program is contracted to test 101 miles of the gravity system in 2002. The annual utility access portal rehabilitation program, based on the utility access portal inspection report, is contracted to rehabilitate 205 utility access portals in 2001. The annual gravity line repair, based on cleaning and inspection program results, is contracted to repair 15,365 feet of gravity line with lining in 2001. Other areas will be repaired by grouting or replacement. Force main inspection is contracted to clean and inspect 22,000 lineal feet of pipes. The replacement of two subaqueous force mains is in the design phase. Of 24 pump stations identified in Phase I as needing rehabilitation, four are under rehabilitation and 9 are in design. In-house efforts to replace old technology with telemetry and sensors have converted six pump stations and plan to convert 18 pump stations in 2002. Future enhancements include: 1) elimination of predicted overflows for estimated 2020 population/10-year storm event; 2) redirect gravity system/force main flows; 3) upsize gravity system lines; 4) reduce inflow and infiltration; and 5) monitor grease program. Performance indicators comparing 2000 with 2001 indicates: 1) blockages reduced from 248 to 163; 2) overflows increased from 34 to 84; 3) PS failures reduced from 224 to 56; 4) claims decreased from 60 to 40; 5) reimbursements increased from $28,000 to $125,000; 6) miles of pipe relined increased from 0.47 to 2.91; 7) proactive maintenance increased from 79 to 136; and 8) reactive maintenance decreased from 220 to 71. Policy issues relate to financial support, project and equipment authorization, and program support. Approve a contract with W.H. Wolfe, Jr., and Jody R. Wolfe to purchase Stevenson's Creek Sub., Lots 3-15, less road right-of-way, for $350,000 plus estimated environmental site assessment costs and closing expenses of $25,000, for total estimated transaction costs not to exceed $375,000 In October 2000, USACOE (United States Army Corps of Engineers) completed the Stevenson Creek Estuary Preliminary Restoration Plan and then began its Feasibility Study for implementing the restoration plan. It is anticipated the study will be completed by July 2002. The plan will dredge between 80,000 and 130,000 cubic-yards of Stevenson Creek sediment between the Douglas Avenue bridge and Clearwater Harbor. If USACOE headquarters approves the project, up to 10 acres of land close to the project for staging and dewatering dredge material could be required. Sediment disposal options have not been determined. The subject property, on Stevenson Creek east of the Marshall Street Wastewater Treatment Plant, will provide approximately four vacant upland acres to accommodate project needs. The additional 3.5 acres contain the estuary’s last remaining stand of tidal marsh. A July 1999 appraisal valued the property at $385,000. The property purchase may be credited toward the City’s binding obligation to implement $900,000 in environmental stormwater projects to comply with a FDEP (Florida Department of Environmental Protection) consent order, and may be used to offset USACOE’s 35% local project sponsor match requirement should the project be approved. Upon completion of the dredging project, or as an alternative to the project, the subject property presents an opportunity to preserve a unique habitat, and is ideal for development of a passive recreational park abutting the North Greenwood community. Closing within 75 days of contract approval is contingent on a satisfactory environmental report. mws02a02 5 02/04/02 City Engineer Mike Quillen said the subject property has four acres of upland. The portion adjacent to the salvage yard property could be used for the spoil. As dredged materials smell badly, it was recommended the spoil be located as far away from residential property as possible and that an alternate location be considered so that residents are not affected. Declare as surplus for the purpose of exchanging the fee simple estate in a parcel of land being a portion of Lot 1, A Resub of Baskin's Replat, and authorize Administration to Contract for Exchange of Real Property with New Plan Excel Realty Trust, Inc. to exchange said parcel for the fee simple estate in a similar size parcel of land lying within the Southwest 1/4 of Sec. 17- 29-16. The Sembler Company, in association with New Plan Excel Realty Trust, Inc., is redeveloping the Clearwater Mall property. The site plan has been submitted and proposes using a portion of the fire station property for a minor expansion of the mall for retail space. The request is to exchange 1.271 acres for a like size parcel east of Sky Harbor Drive and south of the current fire station. After the exchange, the current fire station can be used until its new site is ready. A new fire station at this location is scheduled for Spring of 2003. The Fire Chief indicates the proposed exchange will not affect operations, response times, or levels of service at the existing station and the new location is adequate for construction of a fire station. This exchange also provides the City with a marketable 2.42-acre parcel fronting Gulf-to- Bay Boulevard with an estimated value of $918,000, if vacant, based on an appraised land valuation of $9.50 per square foot. The City has prepared an appraisal for the current fire station and reviewed the estimated value of the property provided by Sembler/New Plan Excel Realty and has concluded the City will receive property of equal or higher value than the current appraised value of the existing fire station. An appraisal of the City F.S. 49 site performed on August 13, 2001, valued the land at $9.50 per square-foot. An appraisal of the Sembler parcel performed on September 5, 2001, valued the land at $10 per square-foot. This exchange will enhance the proposed mall redevelopment, provide the City with an alternative fire station site, and leave a marketable “remainder” parcel fronting Gulf-to-Bay Boulevard. Fire Chief Rowland Harold said replacement of the Fire Station was in the department’s five-year plan. This would bump up the project. The property swap does not infringe on the current station facilities, parking, or driveway. Staff will submit copies of the tow property appraisals. CLK CITY CLERK Community Development Board Consensus was to reappoint Alex Plisko and continue the appointment for the seat to be vacated by Gerald Figurski until March 21, 2002. Parks and Recreation Board Consensus was to reappoint Kim Cashman. mws02a02 6 02/04/02 2002 Federal Legislation Package City Clerk Cyndie Goudeau reviewed the proposed 2002 Federal Legislation Package 1)Clearwater Beach Redevelopment for the City: : a) goal to obtain $5-million appropriation in FY (fiscal year) 2003 unnamed appropriation bill to assist in revitalizing Clearwater beach; b) Federal support of City’s “Beach by Design” initiative will provide public infrastructure & improvements to foster private redevelopment; and c) supported upgrades to beach to include constructing “beach promenade,” and promoting congestion mitigation by improving sidewalks, 2) Stevenson Creek incorporating bike paths, and mobilizing a beach front transit system; Estuary Restoration Program : a) goal to obtain $2.8-million appropriation in FY 2003 Energy & Water appropriations bill for restoration and rehabilitation of this threatened estuarine ecosystem; b) creek has been impacted significantly by encroachment that has eliminated approximately 40 acres of tidal wetlands; c) creek is located partially in federally designated Brownfields area & discharges into Clearwater Harbor; and d) project is component of larger 3)Wastewater and Reclaimed Water Stevenson Creek Watershed Management Plan; Infrastructure : a) goal to obtain $5-million appropriation in FY 2003 VA-HUD appropriations bill under State & Tribal for assistance in repairing & upgrading wastewater & reclaimed water infrastructure: b) system upgrade needed to meet federal & state regulations; and c) expansion of reclaimed water system will reduce impacts on natural aquifer & assist with disposal of 4) Brownfields Clean-up treated wastewater; : a) goal to obtain $3 million appropriation in FY 2003 unnamed appropriations bill under Economic Development Initiative for acquisition & remediation of downtown properties; b) Downtown Clearwater is within Clearwater’s Brownfields Area; c) acquisition & remediation of area properties will remove impediments to downtown redevelopment; and d) environmental concerns will be addressed by removing anticipated soil & 5) Homeless Intervention Program groundwater contamination; and - obtain $2.5 million appropriation in unnamed appropriation bill. Project details are being determined. Additionally, Clearwater will seek funding through Firefighters Investment and Response Enhancement, Brownfields Remediation, Urban Park and Recreation Recovery and other grant programs. Ms. Goudeau said details regarding the Homeless Intervention program are being developed. If the City Commission agrees with the concepts of the package and its priorities, staff will move forward on these issues. The Mayor said the President had promised $3.8-billion of the $38-billion homeland security budget will go directly to cities. It was recommended the Legislation Package emphasize that environmental issues are a priority issue, hand in hand with economic development. Other Commission Action Mayor Aungst said Commissioner Jonson was missed today, after his lovely wedding on Saturday. Adjourn The meeting adjourned at 10:48 a.m. mws02a02 7 02/04/02