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 ()
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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
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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
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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.
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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.
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