Loading...
10/30/2000 CITY COMMISSION WORKSESSION CITY OF CLEARWATER October 30, 2000 Present: Brian J. Aungst Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Ed Hooper Commissioner Robert Clark Commissioner Ed Hart Commissioner Also present: William B. Horne II Interim City Manager Garry Brumback Assistant City Manager Bob Keller Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Brenda Moses Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. PUR PURCHASING copy machine rental & serviceIT Xerox Corporation, , 10/1/00-9/30/01, est. $60,000 () postageSBS / IT Postmaster, , 10/1/00-9/39/01, est. $323,000 () maintenance & support for licensed products Cayenta Canada Inc., , 10/1/00-9/30/01, est. SBS $60,000 () maintenance of K580 & D350 servers & software support Hewlett-Packard Company, , IT 10/1/00-9/30/01, $34,212 () maintenance of 3 Alpha servers & 1 VAX 4000-300 DEC server Compaq Computer Corp., , IT 10/1/00-9/39/01, $54,452.28 () telephone & related servicesIT Verizon, , 10/1/00-9/30/01, est. $540,000 () software serviceGS Ericcson Inc., , 12/10/00-12/9/01, $37,500 () recapped heavy truck tiresGS PRIDE of Florida, , 1/1/01-12/31/01, est. $50,000 () maintenance for PeopleSoft applications PeopleSoft USA Inc., , 10/1/00-9/30/01, $67,910 IT () 2 Excell Hustler 3200 Z riding mowers with attachments & 1 Hustler Equipment of Florida, Excell Hustler 2500 mid mount riding mower with attachments , replacements, $34,745 GS () local & long distance telephone Department of Management Services (State of Florida), serviceIT , 10/1/00-9/30/01, est. $205,000 () purchase & install 3 Nortel PBX telephone systems Sprint Telephone of Florida, , $156,560 IT (lease-purchase financing $135,220 & balance $21,350 cash) () software & supporting hardware Principal Decision Systems Int'l, , for managing, $43,756 FD () database licenses & software support Oracle Corporation, , 10/1/00-9/30/01, est. $50,000 IT () building materials & equipmentGS Home Depot, , 12/1/00-11/30/01, est. $45,000 () building materialsGS Hughes Supply, , 12/1/00-11/30/01, est. $45,000 () 1 mws10c00 10/30/00 2 screenings conveyor with compactor including American Buck-el % The Mack Company, installationPW , $74,680 () Purchasing Manager George McKibben said the City also has a contract with Lowe’s to purchase unanticipated miscellaneous materials. Purchasing items are submitted as vendor bills arrive. Assistant IT Director Dan Mayer said staff plans to consolidate all maintenance contracts by year-end. Staff is working with PeopleSoft regarding high cost maintenance agreements and with Oracle to determine software needs. The Department of Management Services (State of Florida) provides centranet and long distance services. Verizon provides local telephone service. ED ECONOMIC DEVELOPMENT tourism services Agreement with Clearwater Beach Chamber of Commerce, , $25,000 to be funded with $17,809.09 paid by City in FY01 & $7,190.91 to be rolled over from unused funds Consent from last year's contract () Last year, the Commission changed the way it promoted tourism. The City entered into agreements with the Clearwater Regional Chamber of Commerce and the Clearwater Beach Chamber of Commerce in which the Chambers provided specific tourism services on behalf of the City in exchange for a certain amount of funding from the City. This has proven to be an excellent partnership and the City is satisfied with this arrangement. The Beach Chamber will continue to provide visitor information services at the visitor Information Center at the Clearwater marina. Services include payroll, scheduling and maintaining employees, providing all needed supplies, materials, and furnishings to the Visitor Information Center, telephone service, and its attendant costs. In FY (Fiscal Year) 1999/00, the City provided $25,000 to the Beach Chamber to assist with funding agreed upon activities and expenses. Due to some internal staffing issues, which have since been rectified, funds totaling $7,190.91 remained from last year's funding. In keeping with normal City business practices, remaining funds will be deducted from the $25,000 agreement amount for FY 2000/01. Funding in the amount of $17,809.09 has been budgeted for and is available in the Quality of Life program to fund this agreement. The Beach Chamber shall provide an accounting of said funds, as well as furnish the City with a monthly report of activities on behalf of the City. The term of the agreement is for one year. Assistant City Manager Bob. Keller said staff will assess whether an adjustment is needed and make budget amendments as necessary. Sheila Cole, Clearwater Chamber of Commerce, said companies that provide rack cards maintain the advertising racks surrounding the visitors’ desk. The cards mainly promote City businesses and services. PR PARKS AND RECREATION Clearwater Country Club, Inc. Amendment #1 to Lease with , regarding operation of property Consent known as Clearwater Country Club Golf Course () Clearwater Country Club has operated the site since June 1, 1937. The current lease expires on April 30, 2032. Clearwater Country Club desires to construct a $2.2 million 2 mws10c00 10/30/00 clubhouse on the parcel owned by the club to enhance and expand golfing opportunities offered to members and residents of the City. To secure necessary private financing to construct the new facilities, the club and lending agency have requested an addendum to the current lease, which would allow for the assignability of the lease to another operator in the event the club defaulted on the mortgage. Per the lease revision, the following would need to occur for the assignment to take place: 1) at City option, City would have right to purchase clubhouse and property from bank for outstanding balance of loan; 2) should City chose not to purchase clubhouse and property, City would have 120 days to complete RFP (Request for Proposals) process to secure new operator and lending agency will not unreasonably withhold its permission on assignment of clubhouse and property; and 3) should City not be able to secure new operator, lending agency would have authority to assign balance of golf course lease to a new operator without City permission. Without the addendum, the Club will not be able to secure necessary financial resources to construct a new clubhouse and will continue to operate out of the current facility. The City Attorney said the City is not providing a mortgage guarantee. In the event of a default, the City has the option to buy the mortgage. The bank would need a good reason to reject the City’s recommendation. Should the bank choose a new leaseholder, the City retains the right to enforce the lease. Parks and Recreation Director Kevin Dunbar said the golf course will remain City property. After 30 years, the City has the option to purchase the clubhouse and land at its assessed value. PW PUBLIC WORKS Tampa Bay Water Agreement with , reimbursement of funding for preliminary engineering for advanced water treatment facilities in cooperation with City, in the amount of $270,000; McKim & Creed approve Work Order for engineering services providing concurrent studies and technical oversight of advanced water treatment project, $369,000 Tampa Bay Water (TBW) has expressed an interest in developing a water treatment facility in cooperation with Clearwater. TBW and the City are engaged in negotiations to enable TBW to construct advanced water treatment facilities on City property and improvements to the City well-field to achieve an increase in water production in one year. TBW is requesting City cooperation to achieve a two million gallons per day (MGD) increase over the current City water production of three-MGD by September 2001 to offset regional demand. The City previously was considering upgrades to water production facilities to meet forthcoming Safe Drinking Water Act regulations by December 2003. TBW has offered to accelerate City plans by funding early delivery of the project. The McKim & Creed work involves technical oversight of TBW’s technical efforts, coordination of public information plans, conducting corrosion studies, and providing engineering services to change the City’s disinfection system. The change in disinfection is required due to the County’s plans to change its disinfection process. Of the total cost of $369,000, $161,000 is applicable to the TBW effort. TBW has contracted with Camp Dresser and McKee, Inc., (CDM) to conduct preliminary engineering over the next two months addressing project scope and cost issues. At the conclusion of this 3 mws10c00 10/30/00 period, a basis of design report shall be provided to determine project feasibility. At that time, the City will have the opportunity to assess the project and decide whether or not to move forward with it. The total cost for the CDM effort is $700,836. The City’s reimbursable portion is $270,000 based on sharing the cost with TBW for both the CDM and McKim & Creed work ($700,836/2 - $161,000/2 = $269,918 (rounded to $270,000). The City will provide reimbursement of $270,000 to TBW only in the event that TBW and the City do not enter into an agreement to construct a water treatment plant. The City will be updating the Water and Sewer Rate Study concurrently with this project and will bring forward that analysis with rate recommendations. The last rate study assumed the City would purchase all water from Pinellas County (at the then $179/1,000 gallons), that it would issue bonds for capital projects (did not include this project), and resulted in annual 6.6% increases in each of the following five years. The first 6.6% increase was approved and effective July 1, 2000. It is anticipated the Commission will need to approve a series of rate adjustments in order to issue bonds for this project (if pursued) as well as other planned projects. Donald Polmann, of Tampa Bay Water, said TBW is reaching its allowable limit for water production due to area drought conditions. TBW is looking for a multitude of small-scale projects to meet its short-term needs. Mr. Polmann reviewed joint project objectives: 1) Reduce demand on regional water supplies by two to three MGD; 2) meet mutual needs of City and TBW; 3) commence project operation by late 2001; and 4) transfer ownership to City at end of start up/testing period in early 2002. He said the regional limit of 158 MGD could be exceeded by 2001 if the drought continues. SWFWMD (Southwest Florida Water Management District) intends to enforce limits and all reasonable alternatives must be pursued. SWFWMD supports local groundwater use to reduce regional reliance and encourages the partnership to move on a fast track. Project elements: 1) Study all wells, well field facilities, treatment needs; 2) recommend improvements for Reservoirs 2 and 3; 3) prepare “basis of design report” and project costs for Reservoir 1 facilities; 4) execute license and purchase agreement between City and TBW for Reservoir 1 facility; 5) at Reservoir 1 facility construct improvements and provide startup, testing, and training to operate facilities; and 6) City to purchase facilities and pay project costs. Public Utilities Water Superintendent Andy Neff said the City will negotiate project costs. The disinfection charge is required to be consistent with the County upgrade. TBW proposes to accelerate equipment purchases to expedite completion of the project. Costs will be evident as the project moves forward. Economics and cost savings drive the project. The more the City can control water production, the more it can control costs. Finance Administrator Margie Simmons said it is in the City’s best interests to produce more water. When the last rate study was done, debt refunding and other issues existed. The Capital Plan needs to be restructured as it does not include a new plant. Costs for a new rate study are estimated at $25,000 or less. Public Works Administrator Mahshid Arasteh said the City is promoting conservation with reclaimed water, public education efforts, and by partnering with the County. The City meets 20% of its water needs. It was stated increased City water production will not make water cheaper, but will provide less expensive water than could be purchased from the County. 4 mws10c00 10/30/00 Ms. Arasteh said costs for the proposed water treatment facility are difficult to estimate without engineering drawings. Previous rate study information will be used whenever possible. Mr. Polmann said the water treatment plant would not adversely affect the neighborhood, would have no noticeable noise or odor, and its exterior façade would be similar to a house or warehouse. He said although the City will purchase two-thirds of its water from Pinellas County, it will be less expensive for the City to produce its own water than purchase all of its needs from the County, even with costs associated with treatment plant construction and necessary upgrades. It also will comply with new governmental regulations. TBW studies indicate that limited City water production is due to poor quality fresh water, not brackish water. Water quality standards under this proposal are extremely high. Interim Assistant City Manager Garry Brumback said staff will work with Senator Latvala to obtain grants. Staff will provide information regarding its previous recommendation that the City get out of the water production business. The City Manager said the request is to approve a shared cost for design studies to determine costs to improve the well field to produce quality water and if it can be done within a year. Study results will help the City determine if it should move forward with the partnership. Mr. Brumback said the proposal will help the City meet Safe Water Drinking Act regulations. CLK CITY CLERK Confirm dates of Public Meetings for Beach by Design and Downtown Redevelopment ideas Public meetings for Beach by Design: 1) November 6, 2000 - 7:30 p.m. - Countryside Recreation Center; 2) November 8, 2000 - 6:30 p.m. - Harborview Center; 3) November 13, 2000 - 7:00 p.m. - Ross Norton Recreation Center; and 4) November 15, 2000 - 7:00 p.m. - Clearwater Beach Recreation Center. Public meetings for Downtown Redevelopment: 1) January 9, 2001 - 6:30 p.m. - Harborview Center; 2) January 17, 2001 - 6:30 p.m. - Clearwater Beach Recreation Center; 3) February 6, 20001 - 7:00 p.m. - Countryside Recreation Center; and 4) February 22, 2001 - 6:30 p.m. - Martin Luther King Center. Other Commission Action Commissioner Johnson presented the Mayor with gifts from the Austrian orchestra; hoped the Florida Orchestra will consider playing the music. Commissioner Clark wished the City Clerk “Happy Birthday.” Mayor Aungst said he greeted the Statewide Fraternal Order of Police; reminded everyone of the Farmer’s Market on Saturday; requested Commission approval to attend National League of Cities conference in December. Adjourn The meeting adjourned at 11:09 a.m. 5 mws10c00 10/30/00