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03/15/1999 CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 15, 1999 Present: Rita Garvey Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Vacant Seat Commissioner Also Present: Michael J. Roberto City Manager Richard L. Hedrick Deputy 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 Five service awards were presented to City employees. Steven Kelley, Planning & Development Services, was presented the March 1999 Employee of the Month award. The Commission recessed from 9:08 to 9:32 a.m. to meet as the Pension Trustees. PUR PURCHASING gas materials M.T. Deason Company, Inc., extension, - meters & regulators, 05/01/99- GAS 04/30/00, estimated $86,400 () gas materials Fisher Controls International Inc. c/o Key Controls Inc., extension, - meters & GAS regulators, 05/01/99-04/30/00, estimated $38,800 () gas materials Equipment Controls Company, extension, - meters & regulators, 05/01/99- GAS 04/30/00, estimated $58,900 () gas materials National Meter, Inc., extension, - meters & regulators, 05/01/99-04/30/00, GAS estimated $49,700 () one 1999 Ford F-800 truck Atlantic Ford Truck Sales Inc., with Pro-Patch TCM 415-160-DH asphalt pothole patcher, replacement, for use by PW, $81,832; financing to be provided under GSS City’s Master Lease-Purchase Agreement () two 1999 Dodge cargo vans Maroone Dodge, , for use by PW & PR, $30,171; financing to be GSS provided under City’s Master Lease-Purchase Agreement () three 1999 GMC Sonoma 4x4 extended cab compact Kaiser Pontiac-Buick-GMC, Inc., pickup trucks , replacements, for use by PW; $55,668.50; financing to be provided under GSS City’s Master Lease-Purchase Agreement () 1 mws03b99 03/15/99 one 1999 Jeep Cherokee Caruso Chrysler Jeep, , approved additional unit, for use by PW, GSS $18,844; financing to be provided under City’s Master Lease-Purchase Agreement () front loading refuse containers & associated spare Industrial Refuse Sales, final extension, partsSW , 03/19/99-03/31/00, estimated $95,000 () automated residential carts (black barrels) & Rotonics Manufacturing, extension, associated spare partsSW , 03/19/99-03/31/00, estimated $90,000 () solid waste roll-off containers & compactors Industrial Refuse Sales, , 03/19/99-03/31/00, SW $102,000 () Landscape Maintenance Laub’s , first of two available options, 03/01/99-03/31/00, estimated QOL $41,000 () Purchasing Manager George McKibben said this is the second of a three year contract to purchase gas materials. The request authorizes debt payment through the end of this fiscal year. Solid Waste Director Bob Brumback said the ordinance for commercial dumpsters, black barrel retrieval, and lawn service debris will be effective after second reading on March 18, 1999. The importance of providing affected businesses with clear instructions regarding enclosure specifications and compliance dates was discussed. Mr. Brumback said warnings will not be issued until information is distributed with utility bills. Staff will work with those who receive warnings to develop reasonable accommodations and treat offenders as gently as possible. The ordinance targets those who never remove their barrels from the street. GS GENERAL SUPPORT SERVICES Y2K compliance Two Contracts to Ericsson, Inc., 1) hardware, software & services to achieve software maintenance for City Radio System, $117,799.33 and 2) , 12/09/98-12/09/00, hardware maintenance $128,250; and One Contract to Communications International Inc., , 04/01/99-03/31/00, $100,284; total $346,333.33 Components of the Ericcson radio system used by the Police and other departments must be updated/revised/replaced to achieve Y2K compliance. The radio system software, including but not limited to the 911 Emergency Dispatch Area, various functions of the transmitter towers and site controllers, is dependent on software provided by and/or through Ericsson, Inc. The manufacturer or its trained and authorized representatives should provide this highly sophisticated software due to its level of complexity and maintenance requirements. The contract’s 2-year duration is a condition of the Y2K compliance guarantee agreement. The hardware maintenance agreement with Communications International, Inc., provides for all parts and labor necessary to maintain and repair the radio system’s infrastructure. This sophisticated and complex equipment is integrated with the Police and Gas Utility department computer systems. The manufacturer or authorized representatives should provide this service to best support the radios’ Public Safety functions. The Police and General Support Services Department leadership believes the City cannot train staff quickly enough to keep up with this sensitive technology. 2 mws03b99 03/15/99 The City Manager said in May, staff will make a technical presentation to the City Commission that includes Y2K compliance issues. General Support Services Administrator Bill Horne said the final tally of Y2K related costs will not be available until the end of the year. The radio shop currently maintains City radio hardware. The City does not intend to replace these positions but will send City technicians for training on the increasingly complex system. It is difficult for staff to keep up with technology changes without training. As systems are upgraded, staff skills need to evolve. There is no intent to review personnel issues at this time. Fleet Manager Frank Rhame said the system is designed to last approximately 10 years. Numerous upgrades to the system occurred in FY (fiscal year) 1995/96. The City will continue paying for parts. Staff will submit a report estimating the system’s life expectancy. MR MARINE Res. #99-21 - Establishing amendment of existing slow speed minimum wake zone, to include all waters from the western boundary of the Intracoastal waterway east to the shoreline of the City of Clearwater The City received a request to extend the Pinellas County “Slow Speed Minimum Wake” zone in the Intracoastal Waterway approximately 2,500 feet north of the Memorial Causeway. Staff feels this extension will better protect vessels being launched and retrieved at the Seminole Street Launch Ramp from wakes by northbound vessels. The ramp is one of Pinellas County’s busiest. The FDEP (Florida Department of Environmental Protection), Division of Law Enforcement reviewed this request and asked that the City provide the appropriate language, resolution, and letter requesting the change. Marine Advisory Board recommended approval. Harbormaster Bill Morris said the Seminole boat launching dock experiences severe wake problems. The State recommended extending the wake zone farther from the west boundary of the existing channel to the shoreline. He reported the Marine Advisory Board was reluctant to slow everyone down. OTHER CITY ATTORNEY ITEMS Request authorization to hire the firm of Nabors, Giblin & Nickerson as outside counsel regarding renewal of Fire District Contract with Pinellas County The City Attorney requested authorization to hire Nabors, Giblin & Nickerson to assist in negotiations regarding renewal of the Fire District Contract with Pinellas County. Fire Chief Rowland Herald said the contract with the County to provide fire protection services in unincorporated portions of the City’s Fire District will expire soon. This firm would review language, which created the authority and City rights as a municipality. As the proposed contract covers a wide variety of issues, staff is concerned it may infringe on the City’s right to provide services as it sees fit. Some language and terms may be inappropriate. The contract is standard for all municipalities. The proposed contract is for five years. 3 mws03b99 03/15/99 Fire Chief Herald said the $5,000 charge is for the City’s portion of the work, which is shared with other cities. The City Attorney said this contract will cover the initial phase of a review to provide an opinion. Staff will return to the Commission if more services are needed. City Manager Verbal Reports The City Manager referred to media coverage of the recent administrator retreat in Haines City. He apologized that the activity did not comply with community standards. He said similar retreats are common in other communities. He said goals to position a structure and identify priorities had been accomplished. Concerns were expressed that taxpayers should not fund retreats outside the City, pay for open bars, nor spend thousands of dollars for a comedian entertainer. An ordinance was recommended that prohibits charging taxpayers for alcoholic beverages. It was noted the City must serve alcohol on some occasions. The estimated $15,000 cost of the retreat was criticized and a detailed accounting requested. It was stated future actions must avoid problematic appearances. The importance of retreats for top-level personnel was noted. It was suggested attendees’ attention could be diverted at a local location. It was felt if the retreat was a success, its cost could be considered a bargain. Other Commission Action Commissioner Hooper said he will present the baseball, signed by the National League President, to the City at the Clearwater Little League opening. The City Manager said a display case for signed baseballs will be purchased. Commissioner Hooper said his lobbying trip to Washington D.C. was successful. He expressed concern regarding effects of the Internet on the local economy. Sales tax loses are estimated at $9-billion this year, and rising. This loss affects Florida. Commissioner Johnson recommended including City Commissioner names in Clearwater Magazine. Mayor Garvey thanked those who helped at Paint Your Heart Out and residents who attended the ceremony to remove the tanks as part of North Greenwood Empowerment Day. Mayor Garvey requested a review of the Bordner Research study. The City Manager said staff is considering ways to communicate with residents. The study indicates 10% of City residents have accessed the City’s Home Page; 5% use it regularly. Staff plans to expand C- View TV and better target Clearwater Magazine. The magazine’s most successful feature is information on school activities. He said data were positive. Mayor Garvey reported Mayor-Elect Aungst was out of town and could not attend today’s meeting. On March 18, 1999, the new Mayor and Commissioners Hart and Hooper will be sworn into office. Adjourn 4 mws03b99 03/15/99 The meeting adjourned at 10:23 a.m. 5 mws03b99 03/15/99