08/14/2000
CITY COMMISSION WORKSESSION
CITY OF CLEARWATER
August 14, 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 Acting Assistant City Manager
Pamela K. Akin City Attorney
Cynthia E. Goudeau City Clerk
Brenda Moses Board Reporter
The meeting was called to order at 1:00 p.m. at City Hall.
Service Awards
Eight service awards were presented to City employees.
Convene as Pension Trustees
The Commission recessed from 1:03 to 1:38 p.m. to meet as the Pension Trustees.
PUR PURCHASING
Spartan Oil, diesel fuel, remaining portion of contract ending 12/15/00, additional $200,000 for
GS
total est. $600,000 ()
Central Parking Systems of Florida, parking facility management / attendant services on
PW
Clearwater Beach, 10/1/00-9/30/03, est. $1,300,000 ()
PR
Home Depot, misc. materials & supplies, 8/18/00-8/31/01, est. $35,000 ()
Resource One, 2nd & Final renewal, misc. custodial supplies, 8/18/00-8/31/01, est. $35,000
PR
()
PR
Lesco, Inc., chemicals, 8/18/00-8/31/01, est. 30,000 ()
Nortrax Equipment Co., debris removal equipment for use on City-owned wheel loaders,
PW
$48,666 ()
J & J Truck Bodies & Trailers, one aluminum transfer trailer, replacement, $66,000; funding to
GS
be provided under City's Master Lease-Purchase Agreement ()
SW
Marathon Equipment Co., one horizontal dual ram baler, $173,767 ()
PC Connection, misc. small dollar item computer equipment, contract extended to 9/30/01,
IT
additional $36,000 for total est. $60,000 ()
MR
Gator Dock and Marine Inc., five floating docks & gangways at Seminole Ramp, $25,370 ()
Pennington, Moore, Wilkerson, Bell and Dunbar, P.A., 4th of 5 available renewals, lobbyist
CLK
services, 10/1/00-9/30/01, est. $60,000 ()
PD
Dell Marketing L.P., 54 Dell Latitude CPxJ650GT laptop computers, $154,707.30 ()
1
mws0800 08/14/00
IT
Nextel Corporation, cellular services, 10/1/00-9/30/01, est. $141,000 ()
Engineering Director Mike Quillen said the attendant services contract is estimated and
can be terminated at any time. City Clerk Cyndie Goudeau said lobbyist costs are the same as
last year. If the lobbyist has a conflict of interest, costs to hire an alternate lobbyist would be
deducted from this contract.
PCM PUBLIC COMMUNICATION & MARKETING
Purchase two replacement Beta SP recorder/players for C-VIEW from Washington
Professional Systems, $23,650; funding to be provided under City's Master Lease-Purchase
Consent
Agreement ()
These items are budgeted in the current year 1999/00 capital improvement budget,
replacing five-year old machines that have far exceeded normal hours of operation. These
broadcast, video tape machines are essential for C-VIEW operations: one plays broadcast
quality “Beta format” videotapes and the other edits and plays back “Beta format” videotapes.
The video tape recorders are to be used as replacement decks throughout the system.
Public Communication and Marketing Director Jackii Molsic said these purchases were
budgeted. While the life expectancy of broadcast videotape is four years, they normally are
replaced every three years.
PR PARKS AND RECREATION
First Reading Ord. #6596-00 - Relating to Schedule of Fees, Rates and Charges, amending
Appendix A, Art. XI, Parks, Beaches, Recreation, providing for use of city recreation facilities
by nonresidents, including fees for nonresidents.
The Commission increased nonresident fees for annual individual and family cards on
February 3, 2000. The annual individual fee was increased from $56 to $70 and the family fee
from $140 to $175. All other nonresident fee options and categories including tennis facilities,
swimming pools, program fees, clubs (i.e.. lawn bowls, shuffleboard and horseshoe), and
cosponsored programs were to be evaluated. Fee options and categories were last evaluated
and/or increased in 1994. Based on staff analysis and a comparison of other municipalities,
proposed fees and policy changes included in the Ordinance for nonresidents are: 1) replace
separate nonresident rates for tennis, swimming, programs, classes, and admissions with non-
cardholder rates that vary depending upon activity but will not be less than nor equal to
cardholder rates, and 2) fees for cosponsor programs: season youth recreational leagues -
increase from $10 to $30; seasonal adult recreational leagues - increase from $20 to $40;
adult or youth clubs (season extends seven months or greater/year) - increase from $10 to
$70; and lawn bowls, shuffleboard, and horseshoe clubs - change from $100/club to
$30/person. Nonresidents who rent City facilities must possess a nonresident card. Annual
cards are valid for one year from date of purchase rather than for calendar year. If fees are
approved, an estimated net increase in revenue of $65,160 during FY (Fiscal Year) 2000/01
will be realized. If not approved, the FY 2000/01 budget will need to be reduced by $65,160.
2
mws0800 08/14/00
Parks & Recreation Director Kevin Dunbar said fees are consistent with neighboring
communities. Recreation community feedback indicates the new fees are a fair value for
services. The American Softball Association is reimbursing the City for all out of pocket
expenses related to the championship tournament. A daily fee will remain in effect.
PLD PLANNING & DEVELOPMENT SERVICES
Public Hearing & First Reading Ords. #6582-00 & #6583-00 - Land Use Plan Amendment to
Residential High & MHDR Zoning, 19034 US19, Bradford Court Sub., Lot 1 (Bradford-Scott
Corporation of Florida, Z00-05).
The site at 19034 US 19 is approximately 440 feet south of the Harn Boulevard
intersection on the west side of US 19. The site is rectangular with a limited amount of
frontage on US 19 and comprises approximately 4.31 acres. The land use plan amendment
and rezoning is to construct multifamily dwellings that are not allowed in the current
commercial zoning district. The property is vacant and will be served by City water and
sanitary sewer service. The applicant is aware of the need and costs to extend and connect
the water and sanitary sewer lines to the property. Staff has determined the proposed land
use plan amendment and rezoning applications are consistent with the standards specified in
the Community Development Code and the Comprehensive Plan. The potential range of uses
and the specific proposed use are compatible with the surrounding area. Sufficient public
facilities are available to serve the property. The applications will not have an adverse impact
on the natural environment.
Assistant Planning Director Cyndi Hardin said the only access to the property is via US
19. The property owner plans to purchase property to access Harn Boulevard.
Public Hearing & First Reading Ord. #6595-00 - Amendments to Community Development
Code
Comprehensive amendments to the Community Development Code were effective on
June 29, 2000. At the time of first reading of this ordinance, the parking on the grass issue
was deferred for further evaluation. A revised provision restricting parking on the grass is
included in Ordinance #6595-00. Three other issues also surfaced through this code review
process and are included in the proposed ordinance for consideration: 1) clarify permitted
flexibility regarding development standards for residential infill projects; 2) allow temporary yard
signs on nonresidential properties; and 3) exclude use of comprehensive sign program for
certain permitted monument signs.
At the July 18, 2000, Community Development Board (CDB) meeting, staff presented
these issues, except for the provision restricting parking on landscaped areas. The CDB
conceptually supported the amendments. The Community Response Team reviewed the
parking on the grass provision and suggests that the Code Manager and/or designee decide
how to determine the designated parking location and/or whether if suitable parking materials
would be needed. To avoid neighborhood feuds and prevent selective enforcement, the
inspector should have the authority on a case-by-case basis to determine what is appropriate
thus promoting consistency, fairness, and impartiality.
3
mws0800 08/14/00
The Commission had directed staff to review specific language with regard to
temporary yard signs for political candidates. Sign content is not regulated. The current
provision specifies the permitted size and length of time temporary yard signs can be erected
on residential property. Staff is proposing to expand temporary yard sign regulations to apply
to nonresidential properties. The proposed amendment would permit temporary yard signs,
not exceeding 32 square-feet in area, on parcels used for nonresidential purposes. Staff
proposes allowing one temporary yard sign for each political candidate or issue for each
frontage per parcel of land. Such signs shall be erected no sooner than 60 days prior to the
election for which they were intended, and shall be removed within seven days after the
election for which they are intended. The total sign face area of each sign shall not exceed six
square-feet in area on parcels of land designated or used for residential purposes, and 32
square-feet of total sign face area on parcels of land designated or used for nonresidential
purposes.
One other temporary yard sign shall be permitted for each road frontage per parcel of
land provided that such signs are displayed no more than three times a year for a total of 90
days during a one-year period, and provided that the total sign face area of each sign does not
exceed six square-feet on parcels of land designated or used for residential purposes. At the
August 15, 2000, meeting the CDB recommended approval of Ordinance #6595-00 with
changes to the parking on the grass provision: 1) only one designated parking space be
located on the grass in a required front setback adjacent to the existing paved driveway or
existing designated non-paved driveway on the property and 2) access to such designated
parking space shall be by way of the property’s driveway. The City Attorney’s office
recommends a change that if the designated parking space cannot be maintained as a
landscaped area and is either reported by neighboring residents as a detrimental property or is
determined by any Code inspector to be in violation of this provision, such designated parking
space shall be filled in by the property owner with pavers, concrete, turf block, or other
approved suitable parking material. These have been incorporated into staff’s proposals, but
have not been included in the revised ordinance. In the former Code, the “savings” clause
provision stated that notwithstanding any other provisions of the Code, no sign shall be subject
to any limitation based on its content or message.
It was remarked that this amendment provides the Community Response Team with the
ability to identify a complaint and enforce the ordinance. Lt. Jeff Kronschnabl, Community
Response Team, said the ordinance allows staff to achieve consistency and improve sight
distances and aesthetics. Ms. Hardin said a residence could have one political candidate sign
on each street frontage. A comprehensive sign program amendment prohibits doubling the
size of a sign. It was requested that staff rework language for temporary signs, specifically for
campaigns, that specifies a timeframe for installation and removal.
OTHER CITY ATTORNEY ITEMS
Proposed Ordinance Regarding Commission Salaries
The City Attorney reviewed language suggested by the Human Resources Department
for a proposed ordinance regarding Commission salaries. The ordinance proposes increasing
Commission salaries beginning March 15, 2001, and every January thereafter in the same
percentage as the annual Social Security cost of living adjustment. Section 2.04, City Charter
4
mws0800 08/14/00
states “The Commission may determine the annual salary of Commissioners and the Mayor-
Commission by ordinance. No ordinance increasing such salary shall become effective until
the date of commencement of the terms of Commissioners elected at the next regular election,
provided that such election follows the adoption of such ordinance by at least six months …”
Section 2.263, Code of Ordinances, provides that the Mayor-Commissioner shall receive an
annual salary of $18,000 and each City Commission shall receive an annual salary of $15,000.
The Charter does not prohibit adoption of an ordinance, which provides for annual
adjustments based on a stated standard. It was remarked that in some years, the Social
Security Administration does not change the cost of living adjustment. The City Attorney
suggested including a 2% - 4% minimum increase. The Human Resources Director said the
Commission is eligible for health insurance benefits.
Consensus was for the City Attorney to draft an ordinance for review.
The City Attorney reviewed a draft contract for the Interim City Manager, which permits
him to be reassigned to his former position if he is not selected as City Manager. If he declines
the position, or if the new City Manager does not wish him to have the position, he would be
entitled to severance pay. The Human Resource Director said the proposed salary is slightly
below the midpoint of City Manager salaries at similar cities. It was felt a salary adjustment is
warranted. Consensus was to consider a flat salary of $100,000.
The City Attorney said the Interim City Manager’s former position would have received
a 4% increase in January 2000. The Commission has discretion act on that increase. Instead
of a City vehicle, the Interim City Manager will use his personal car and receive a $400 monthly
car allowance.
Commission Discussion Items
December 2000/January 2001 Commission Meeting Schedule
City Clerk Cyndie Goudeau recommending changing Commission meeting schedule:
1) Reschedule December 4, 2000 Worksession and December 7, 2000 meeting to December
11 and December 14 to allow attendance at the Florida League of Cities Conference, and 2)
cancel January 2, 2001 Worksession and January 4, 2001 meeting to eliminate the need for
staff to produce and review an agenda pack when many people are away and allow everyone
to enjoy the holiday season. In the past three years, scheduling only one meeting in January
has not adversely affected City business.
Consensus was to adopt the amended meeting schedule as proposed.
City Manager Search
The Human Resources Director reviewed the proposed City Manager search process
and timeline. The timeline for recruitment and selection of the former city manager took
approximately six months at a cost of $16,487. Executive search firm Slavin Management
Consultants, Inc. performed the search. Staff proposes a five to seven month timeline for a
new search. Key recruitment and selection tasks include: 1) Designate City staff liaison to
Commission; 2) consult with FCCMA (Florida City and County Management Association)
5
mws0800 08/14/00
Range Rates and former/current City Managers; 3) develop and release RFP (Request for
Proposals) for executive search firm; 4) evaluate proposals, select and interview finalists, and
hire firm; 5) develop profile of desired candidate with Commissioners and selected stakeholder
and translate City needs into detailed recruiting specification; 6) design and conduct
recruitment campaign and contact potential candidates through written material, advertising,
and direct contact; 7) screen and evaluate candidates to establish qualified list of 10 – 15
semi-finalists; 8) conduct in-depth background checks of semi-finalists, research personal,
professional, and academic qualifications, and interview candidates; 9) consolidate findings
and present detailed candidate profiles of seven to eight finalist candidates detailing current
situation, past experience, education, training, skills, values, and performance evaluation; 10)
conduct selection process with finalist including panel interviews and possible assessment
centers such as critical thinking, personality type, management and leadership styles,
motivation, etc.; and 11) final candidate selection including contract negotiation.
The estimated cost for an executive search firm is $20,000 to $25,000 plus travel and
administrative expenses. Proposed firms are: 1) Avery Associates, Santa Cruz, CA; 2)
Bennett Associates, Norwell, MA; 3) The Brimeyer Group, Hopkins, MN; 4) DMG-Maximus,
Tallahassee, FL; 5) Executive Recruitment Specialist, Charlotte, NC; 6) The Hawkins
Company, LA, CA; 7) Hughes, Perry & Associates, Sea Ranch, CA; 8) Isaacson & Miller,
Boston, MA; 9) Kuehl & Payer, Storm Lake, IA; 10) L.B. Hayhurst & Associates, Novato, CA;
11) Jack Lipovac & Associates, West Des Moines, IA; 12) Local Government Institute,
Tacoma, WA; 13) MMA Consulting Group, Boston, MA; 14) The Mercer Group, Atlanta, GA;
15) The OLDANI Group, Bellevue, WA; 16) PMW Associates, San Clemente, CA; 17) the PAR
Group – Paul A. Reaume Ltd., Lake Bluff, IL; 18) Gerald Plock Associates, Flower Mount, TX;
19) Ralph Andersen & Associates, Dallas, TX; 20) Slavin Management Consultants, Norcross,
GA; and 21) Municipal Advisors, Inc., Virginia Beach, VA.
Key factors to consider in selecting an executive search firm: 1) analysis of City needs;
2) analysis of candidates; 3) discovery process (background checks); 4) matching candidates
to City needs; 5) City Manager search experience for cities of equivalent size; 6) client
references; and 7) cost. The Human Resources Director said another other is to hire a
facilitator or do the search internally. Typically, the City has hired a national search firm.
Discussion ensued with comments that the new City Manager should not be hired
before a new Commission is seated in March and that the search process should not be
delayed. The Human Resources Director said a consultant had opined that the Interim City
Manager is not prejudicing himself by having accepted the position and his being a candidate
will not adversely affect the potential pool of candidates. He agreed that the new Commission
should make the hiring decision.
Beach Entryway (Roundabout) Team
City Engineer Mike Quillen reviewed entryway milestones. The Crown Report will be
completed by August 15, 2000. Cost estimates to implement recommendations will be
completed October 2, 2000. The Beach Entryway Committee should be created by early
September. The City can add a change order to the current contract and not have to bid
construction repairs. If the Commission approves the change order on October 19, 2000,
construction would be completed by mid-February 2001.
6
mws0800 08/14/00
Immediate measures include spread out signs on the causeway, shorten cycle times,
change bollard spacing, and move Mandalay Avenue bus stop. Short term measures include:
1) enlarge radii at all intersections; 2) Mandalay/Coronado reconfiguration; 3) final pavement
markings; 4) cut back fountain; 5) tilt fountain nozzles inward; 6) relocate Mandalay pedestrian
crossing; 7) provide pedestrian crossing at Causeway; 8) add sidewalk at Marina; 9) curb
extension on Mandalay; 10) Marine exit onto Coronado; and 11) emergency vehicle access at
East Shore Drive. Suggested long-term measures include reducing lane designation signs
from three to two, take drastic measures by changing bypass lanes to one or three lanes, and
install speed tables at pedestrian crossings if speeds are too high.
Mr. Quillen said if the City proceeds with short-term measures, the committee could
evaluate other measures over a longer period of time. Discussion ensued with comments that
the proposal cannot be evaluated without associated costs, the committee should be
encouraged to provide the Commission with feedback on proposed enhancements, and it is
difficult to satisfy everybody.
Mr. Quillen said the objective of changing the entryway is to address legitimate citizen
concerns, visibility problems, and the tight turning radii. Improvements will help reduce
accidents and make citizens feel more comfortable. The Interim City Manager said the public
has expressed concerns about the safety of the entryway. Staff feels it is necessary to reduce
conflict points and make it easier to negotiate the entryway. With appropriate enhancements,
staff is concerned that vehicle speed could increase. The City is at a point where it must
consider public input and concerns about the entryway. Mr. Quillen said Mr. Crown feels his
recommendations will improve problems. Concern was expressed that committee members
will not be traffic engineers. It was suggested the committee also monitor short-term fixes. Mr.
Quillen said the Crown Report will be a comprehensive report of the charettes.
Discussion ensued regarding committee composition. An odd number was would
prevent ties. Consensus was for Commissioner Hart to serve as nonvoting member/facilitator.
Other Commission Action
The City Attorney said Internet usage is monitored. The Interim City Manager said
according to City policy, if an employee uses the Internet improperly, the supervisor is made
aware of the problem and appropriate disciplinary action is taken. Generally, a one-time
warning is sufficient.
The City Attorney said a draft e-mail policy and procedures is being circulated for
review.
Adjourn
The meeting adjourned at 3:21 p.m.
7
mws0800 08/14/00