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07/22/1996 and 07/26/1996 - Special >, '~1 ~ ,,' , ',:~'" ,\ . , .:.. '~~.,' ' l " .. :'.' ; ~ :. ',:" , ' ,'. ,', ,', .,. " . ,': ,;" '~', ['. . .'-1 ' I , " .~ ,".:' ".' .~::\ .' '~~ .. .h.,..~:). .' , i \. ~"l : j ", . ,~ ", .1 s .... ~ ,,; ,",' ,. " 1.. : l' '.,',; , . ,'I ":. , . .""c .: ~' " . 1 .:"j ," ," 't' . ,; ~ ,.' , ".: '.\ <:" M,,,';N!:~'4f\\~ftH~~~)4,t]~~W!~j~~~;~~;0,it:1:\;l:~1!:!:1:i4(i:iY';.:;'\;:,i" 'yi;'",,!' , " ..,' , , . I ~ ' . , ,City Commission ., . Special W orksession 7 -22 & 26-96 l'" i. f;" .~!;:. ,/ '.... '4. ,;:::-. '. . , , ': ~ '. . ., " , .' ,:,:,',"., . ':., l,: -<', ,', . . ~ . \ '.ILI? " '. ~ ' . ~ ~ . ."<' ", '. , j" ,.,\ ;. r:,. ;-~~ ':'\". ",:. ~, .' " l' "'; l c ~ . ......-,:.\. ~'. . '; c .,..: . ,. v;'~<,.'> ~':,'~ '.: :J :~~:~.::.:~ :<:. ~r-, : . 1..- (v: .)' . .;"" ; ~ -.-.-.,.,... .........-- .. . .. , ., c,., c, ~ . ,'" ~ ~ - .' I' ~~ Re U i.5{J tI- MEMORANDUM TO: Mayor and City Commission ...J FROM: Tina Wilson, Budget Director C via: Betty Deptula, City Manager SUBJEcr: Budget Worksessions of July 22 & 26, 1996 DATE: . July 16, 1996 ~ following is a tentative schedule for the budget worksessions of July 2211I and 261b. JulY 22. 1996 9:00 a.m. 9: 15 a.m. 9:30 a.m. 9:45 a.m. 10:00 a.m. 10: 15 a.m. 10:30 a.m. 11:00 a.m. 11 :30 a.m. 12:30 p.m. 12:50 p.m. 1:20 p.m. 1 :45 p.m. 2:00 p.m. 2: 15 p.m. 2:45 p.m. July 26. 199Q 9:00 a.m. 9:30 a.m. 10:00 a.m. , 10:30 a.m. 11:00 a.m. 11 :30 a.m. 12:30 p.m. 12:45 p.m. 1:00 p.m. 1:15 p.m. 1 :30 p.m. 1:45 p.m. Introduction Hwnan Relations Internal Audit Community Response Office of Tourism Organizational & Employee Development Harborview Solid WastelRccycling Finance Hwnan Resources Police Gas Central Pennitting Economic Development Parks and Recreation Library 12:{)()p.m.. Lunch break 3:00 p.m. Adjourn Engineering Public Works Fire Marina General Services Infonnation Management 12:00 p.m. Lunch Break Non-Departmental Office of Management & Budget Legal City Clerk Revisit Capital Improvement Fund Other Issues - Staff Asst and Adm SuppOrt Mgr for Economic Development - Maintenance of St. Petersburg Jr. College Fields - City Hall in the Mall - Social Service Funding - Other issues 3:00 p.m. Adjourn '.1 If you have any questions, please call me at 562-4543. I.' .,' t . r. '. '<...i",'" I: ",:., ,.. .' r~.~'." ',' ........:,"'~.... .... ,.,,-' 1"'.' 7 " . . ,. .+." . ;, .. " " c':....., , , '. . I . , . , . I".:). r.' .... ."1. . J'" " :,.. I .,;. .~. : < . ~ . 'c . . j.;~. .,.':.:. . . !' ,." ~ > :, C',". t.' ~. . f' .c.\' ' " . " - ~, . ? c ~ .. " ., - . I' . ~. " ''''''''r. '...., '. . ...... 'c,. ,"l',.c-:;:'~)' "1'''':.~.1'''' ,,...,,~>;.....:L--\.l"':'t',r.H':"!>'3 ""'~"'~tn...,.... ,~,.,. ,.'... ........,.. ~ ~ /.~ ,",.. . '. -.1,1 : CITY OF CLE.ARWATER Interdepartmental Correspondence , TO: . Mayor'and Commissioners COPIES TO: FROM: . Cynthia E. Goudeau, City Clerk COMMISSION SUBJECT: Budget Work Session JUL 25 1996 PHI:..::iS , COPIES: Elizabeth Deptula, City Manager CLERK I ATTORNEY Tina Wilson, Budget Manager DATE:' July 25, 1996 . , . ' . ,Attached is the Agenda for tomorrow~s budget work session. Also attached is additional itironnation,and responses to questions raised at Monday's session. lhope this information is helpful. '." , :", . :'. .. . ' .. . ", \.. '\ J. , .:; , . . \ . . - - . .' , .'" ~ . \. ~. . > ' ~ ~, c/o.. : ~'\,.~ > :>"~ ""~'. 0,;0..... ~~ .. ._~...."~.' y~"'. 'I ,.~.."" ''"d' /~ :... 9:00 a.m. . 9:30 8.m. 10:00 8.m. 10:30 8.m. . 11 :00 8.m. 11 :30 a.m. 12:30 p.m. "1 :00. p.m. 1 :10 p.m. . 1 :20 p.m~ 1 :30' p.m. 1 :45 p.m. 2:10 p.m. .' c.," y . >, . .' , BUDGET WORKSESSION JULY 26, 1996 AGENDA Engineering Public Works Fire 10:208.m. Break Marina General Services Information Management 12:00 p.m. Lunch Break Gas Non.:.Departmental/City Comm:ssion/City Manager Office of Management & Budget ,Legal , City Clerk Revisit Capital Improvement Fund 2:00 p.m. Break Other Issues: . Staff Asst & Adm Support Mgr for Economic Dev - $69,000 . Maintenance of St. Petersburg Jr College Fields - $60,000 . City Hall in the Mall - $37,560 . Social Service Funding .. Marketing Pieces for Winter Olympics . Nagano Hospitality Center Funding . Long Center Recreation Leader - $7,370 . Grant Writer Position . Non Budget Item - Schedule for Tuesday, July 30, 1996 .- p -r..' ~ 'r_~~;;~~ ~ j)/$C.~~s/~ Elizabelh M. DePIUl?~ Man:ger ?i.,2:,rr- el~ o! eteo"tlJaPJ ......<.:...~~.. ~ ~ ...-r~ ~ "~.z:- Interoffice Correspo ence Sheet To: From: Ream Wilson, Director, Parks and Recreation Depart CC: Date: July 23, 1996 RE: St. Petersburg Junior College Athletic Fields Attached is a letter from Mr. Nyle Bosier. Director of Facility Services for St. Petersburg Junior College, indicating that the Junior College is no longer in a financial position to continue the maintenance of the sports complex thet is located on their Clearwater Campus at Drew Street and Old Coachman Road. Specifically, this complex includes two. regulation baseball fields (Joe DiMaggio Fields) and three regulation soccer fields. Because of the importance of these facilities to the youth of Clearwater. the college is inquiring as to the City's interest in assuming the responsibility of operating and maintaining the complex. This may be accomplished by the City either leasing the property from the college or by the college conveying ownership of the property to the City. Mr. Bosier is correct in that the City has had a long-standing relationship with the junior college and that the current athletic complex is heavily used by the youth of Clearwater. Specifically, current use involves: SOCCER FIELDS: . Clearwater Soccer Association, September 1 to June 1. (450 participants) . Countryside Soccer Association, August 1 5 to November 1, (400 participants) . Chargers Thanksgiving Classic, (157 teams/2,826 participants) . Sun Bowl Tournament (Christmas), (120 teams/2, 160 participants) . Countryside Easter Tournament, (234 teams/4,212 participants) . St. Petersburg Junior College Club Soccer Team . Private School Rentals, etc. JOE DIMAGGIO BASEBALL FIELDS: . St. Petersburg Junior College Baseball Team, September 1 to November 30, and January 1 to May 1 5 . Clearwater For Youth Upper Pinellas Winter Instructional Baseball League, September 1 to November 15, (120 participants) . Clearwater Junior/Senior Little Leagues, February 1 to April 15, (450 participants) . Private School Rentals, etc. i' . . , o. "'" . ,..~ T .,.. _., .....'..... ...'... .._....., ", ~ .... Elizabeth M. Deptula, City Manager July 23, 1996 Page 2 In consideration of current use and after reviewing Mr. Bosier's letter, staff offers two recommendations: 1. Authorize staff to meet with officials of St. Petersburg Junior College to discuss the possibility of the City becoming responsible for the complex and for the City acquiring the complex through lease or transfer of property ownership. 2. Authorize a maximum operating budget of $59,950 for Fiscal Year 96/97. This is a first-year budget and includes $9,900 for one.time start.up expenses for machinery and equipment. This budget will include one additional Groundskeeper position which will work with the staff currently located at the Carpenter Field Complex located on the east side of Old Coachman Road. This maximum requested budget is outlined as follows: Personal Service (new employee) Other Operating Expenses Internal Service Capital Items (start-up equipment) $26,950 20,500 2,600 9,900 $59,950 The above budget is "'new" monoy that will be needed in 96/97 jf the City takes over the complex. Additionally, as in past years, the Department will continue to contribute other in-kind services including fertilizers and pesticides, irrigation work, electrical maintenance of the lighting systems, etc. These in.kind services are provided out of our existing budget and they have an estimated annual cost of $22,000, covering labor and equipment. It is difficult to estimate the amount of revenue the City might realize in the event it assumes the operation of the complex. Currently, according to verbal discussions with Mr. Bosier, the junior collage receives approximately $2,500 a year from rentals. We assume that at 8 minimum, this amount could also be achieved by the City through rentals. ! Your earliest direction Is appreciated and please contact me if you have any Questions or . desire further information. RW Ibd PARKS/BOOWf:.IS/RW/SPJC i I I I ! ., 1 ~-~ ~ ~R - ;;0 - " J..l..=.2~:~~.."Q~tD}.J~, ,1.0: ~:lJ: :-:r: :>_=\"1'>11'1::' TE_ ~J: :-~< ~ (313,. '341-3377 ~4S2 ::1"2 GAV P\NE9 FAClUlY , 4J u.,Wtkh q.t\IIt'WI)' SI, P.,-"t>wv. n . la'~l ;)oat,~ , CA,NAI, put( lXTEmlON TARPot. 'f"1NQ6 can~R 3tlOTll/l\~.RC<<l ' 010"""'. fl (Ot;): 724'14'15 . CARl LLON CS:NTtA \00 Call1on'p'lllll'Y $u1of toa e.I, P1!le(Ulurll, fL (1\311T,1,11n 'CLUohWlTER CANPU$ 2.&& 01"" Sn.l . Cl.''lNaItl'. FI. . . It'31 7;l.24t(1 o.'TAlC'f omc&. ' &51!1Q. ellnS:ttlll Noc1\ . P......,u p.,tt. fl. (8ml~"~ ' ' HEALlH i'DtJCATlON C!H1U . 1200. 88~ s.,.~ NMtl Pintlu Pa/1C,FL . (11', S"H"~. . " UMIHOlt C.IJFUS tPknnl", III'IIkr ~.V) rJ61 ~ Rou Strnf>>ll.A. ~2 (a"1 ~,.3&00 5JtJCALLaTATl ClHlltli o.2OQ, 34ft SU"1 $oW\ .$t. PQ~. Po, (0':)) ~t","40 " ST. PE.1ERS8U"QlGI,,, <:AMPUl 'ooos. :11' A.WfIl,Of N)r'I:1 , $l, f'fI9'.Nt, fl ' ,I!:J) ~,"~ T ""'OM;' I'IMS <<NTEIl 600 I<'ocl.rm~ RuCl palm HtrbcI. R. ' 181:s) 1i1-S7SQ . . " ST. PETERSBURG .JUNIOR COLLEGE FACiliTIES PLANMNG 6 INSTITUTIOHAL SERVICES 01"11\;1 Olrll..... (813)34! .3228 July 22; 1996 Mr. Ream Wilson Director, Parks arid Recreation Department City of CfealWater P..O..Box' 4748 ' CI9aIWater, ,Florida 34618.4748 . Dear Mr. Wil5on: , . . The City of Clearwater and St. Petersburg Junior College have long enjoyed a very good relationship.. ,Since the CO!)structlon of the Clearwater"Carhpus In 1965. many changes have occurred, including the College's acquisitIon of thfl City-owned property where the Joe DiMaggio CompleX and assooiated SOGcer fields (SP9rtS' complex) are now lcoated. The purpose of this 19lter Is to convGY the College's interest in having the City assume the operation or ownership of, this spOrts. complex, Due to increasing funding limitations. It Is dltficult fQr the ,College to justUy contlrJued malnten~mce of'1hls spor1s complex. The College recognizes the import~nce to the City. of this sports complex and, therefore. would offer the complex to the City for Its use a'nd maintenance. The Coltege would also consider transferring the sportfi complex' property, to the' City. In eilh(lr event, the College would be ,~illlng,to' $hare lts parking area for use by the City In its operation of ~he cporti cOlTlplex. . The College w<<?uld continue ownership of the parking araa and. gymna.sium. The College would use the baseb~lI field for its baseball team., Should the City. a~cept ,this opponunity~ Q recommendation Wm be made to th$ District Board of Trustees for Its consideration of this matte'rt including a~ appropriate lease of the parklt1g -area and an agreern,ent for the City's use afld maintenance or the,return of the sports complex property to City ownership. Pleas(itet us h~arfrom you, Sincerely, . . '---N~17BX. ~~- " ya 'i;-~. Director, 'FacUlties, Servic~s '. , .' . NB:maf ...A1LINQ AOORn,; ~ Offl" 10. 13...., St. P.,....IIMa. "L ,1)731.1411 . 'AN EQUlt. "CCESS'EO<..lAl oPPOfnu~ IN~'TI"l'TlON PrlntN IHl ,.cyOled p.p., , .' . ~ - " j" I' . . r" " . .' '. . .". . ,.' o . i' .. <:, f; I . ," ~ ~ '. IT, ' , . . i > c <' . ...,~,;l .....L ~],~,'~ ~"""~~~""""............ ....~.....-<:.",.........:n":'!-l.I>i'l--r."'.:~~~t..,...,4,.i-~oJ.p....'i....,~..f-oI.lj~".f.t\....~.,r-t"'.\I".,,"",.~.'J-c'~':' ~.L.. ;'~'.~ 'c'.U . .", .c.....~ , ., 'S. '=- . , , . CITY OF CLEARWATER Interdepartmental Correspondence Sheet TO: . Betty Deptula, City Manager d Tina Wilson, Budget Director '0 FROM: SUBJECT: . Taxable Values of City Property , DA1E: July 25, 1996 l\: '" Attached are the value of properties within the City of Clearwater based on specific parameters: · The # of parcels and assessed values of properties with values less than $25~OOO with . the homestead exemption; . · The' # of parcels and assessed values of properties owned by religious organizations . with Zero taxes paid, and; · The total parcels~ taxable values, and assessed values of City properties by township 'and range. Engineering. has provide maps to allow the identification of these pr~perties. . ~ " : ,., .: ..! , .' . , I . I have also attached information provided to Commissioner Seel prior to her appointment to the City Commission' regarding the values of Church of Scientology, Clearwater Beach, Sand Key, Island Estates, and Countryside. t: '::' . ..\ . . . " ~ ~ . .' . -.'.1 . i ' .' I . ...... .' . ;~,\; ; : : ~ . -;, . .... '.1' , 'T" '; '~ PrinAi Recycled Peper " ~ \ :1;,'.... .+" ~... , , .. ;r . , .., ~ '" . ;. ~ .' , , , . . <.:~ " . .' . :>. ,~ . , . ~ ., , .. " ,: l " .. ., '. ,~ :,' , , . ,c.1' .'::1- '..; ).. ',",..j " , " " . , .! .. ,", ,.,.t,.",~~~ )~.'''''''''~.''~'.{,''~~oe-..:. r-t......:.......:~ "~,~... ...~-:t~""'.~;I.~..+~..U..........,'>~1.......''''''--~F,',U......:.. .~,...;.:..,'.if!'....;..1 ,.....:..... 1-'~.H:' :.. Hf ":'., J.' ..l..,... 11 M Sl'llTH PROP. I=lPPR. 905 P03 JIM SMITH' " PlNELLAS COUNTY PROPERTY APPRAISER 15-JUL-96 ' PAGE: 1 PARCEDS LESS THAN $ 25,000 WITH HX # OF PARCELS. TOTAL ASSESSED VALUE 1303 $ 27,514,600 , t' T ".,. RELIGIOUS ORGANIZATIONS WITH ZERO TAXES PAID ", i OF,' PARCELS' .TOTAL ASSESSED VALUE , .' $ 221 117,778,200 . ;, ..' I t~. ,,", , . . .. L '.. ", "~" [ . ;, t.., ~ ' '....:. ; ~ ~ : ", ,:-Z., . 'T~' .,'.. )':','; , '. . .' " , ' , : "1, . ; . ,c ", I. ., , :. 'i' ; , ~ . " . ,. . .'; \'.)>1, ,.' '. " :.j, \ :' ,'~ n ~ . . , .' " .' . . ,.~ ., ,~" ,,;' . 1 f:::>'",' . ~ ~.:~:::' ' ~; ~ . ~:. " j , ..,.I;TT, :; :~'.C::" C ..c: rc. c ,J, iJ~~~.~<\~c:j ~:~~:':' :::~t ,;,~', ~ ~ :~:,,' ~ .,. ! --- ...;.---- ~ I. --~1~', ~ ._'~"'.".~.~'\f~" ". F " , '.---"._+""~~"''''''''''''._''''''~--.-~f~~''... '"" .....,..'" ,) JLL 16 ' 9G . 09: 20 , . t'. j,"I' ,... 'I'; <'+:, c . ". -j. '. .', :,. '. . .. . .' ~ ..1, : . , " ' .,'> " .,\ , t . . .., ~, . .c.' . i. , , ,~ . . .) . , . . ;". .l, . . .~ , " . ' ,'/. , ," , , ..'.,.. ~ , < . ... . Nl"i ~'.''''. '\~~.:-.~~~~lJ:;"o.'Ir''''''H''_", "";"~'t..pJ;.l.":""~_~;,~_....._",,....f,, \ ~.... <j'.t 1. ~ ,..." '!-~'~'i'\\'~.'~,,~'''''.rt,i /',.~' .,~ .r~,_ ~ . .. . 11 M Sf1ITH PROP. APPR 939 P02, JUL 18 '96 12:32 JIM SMITH PINELLAS COUNTY PROPERTY APPRAISER 18-JUL-96 PAGE: 1 CITY OF CLEARWATER RG 'rw PARCELS TOTAL.TAXABLE TOTAL ASSESSED 15 28 ,390 $ 47,562,000 $ 59,707,900 15 29 26,844 2,161,908,510 3,099,631,700 16 28 7,612 777,474,100 982,865,500 ,16. 29, 8,443 815,335,500 1,066,920,200 .. . ; "' , , PARCELS TAXABLE' TOTAL TOTALS: 43,289, $ 3,802,280,110 '$ 5,209,125,300 , " .>., '. ", I .. .... .' " .. . . ,.. . . . . ~~: ~ .. " ,", ,) ., I. ". . ':<: c:.; ~: I, .. , t.. -!.. ~', .' I> ,,' :, - .' ... , .: . I .; " ..,........OT:. ,'-;" l.1.....I..~ ,,,:,,~,,".~(""'cl,'.c'"~<":.'}<..~l.."',,. 'OIl.......... '.'0 .,,;. +" ~ ,_ '. ,.' ,., . .' iI, .~., CITY OF CLEARWATER Crrv MANAGER PosrOFFICE Box 4748, CLEARWATER, FLORJDA 34618-4748 112 SOUllI OsCEOLA AVENUE, ClEARWATER, FLORIDA 34616 TELUHONE (813) 462.06700 FAX (813) 462.06720 . January 25, 1996 Karen Seel " 2980 Eagle Estates Circle Clearwater, FL. 34621 ' Dear Ms~ Seel: . Attached is the information you requested regarding City property tax values for the Church 'of Scientology, Clearwater Beach, Sand Key, Island Estates, and Countryside. The data for Countryside reflects the area north of Sunset Point . Ro~d and East of u.s. 19. To assist in your research, the total taxable value for the City of Clearwater for the 1995/96 budget year was $4,260,488,109 and total estimated tax receipts will be approximately $20,706,020. Therefore, Sand Key properties: represent approximately 9% ($373',522,000/$4,260,488,109) of the City's total taxable value, and approximately 9% ($1,910,863/$20,706,020) of total City ad valorem tax receipts. I hope this will ,provide you with the information you need. If you have any questions, please call me at 462-6945. Very truly yours, .~~.~ Tina G. Wilson, CPA Budget Director cc: Mayor & Commissioners Betty Deptula, City Manager :Cyndie Goudeau, City Clerk ~. I ',; f~. .. ..1 , '::', " j> , '.'. ,. '. ,~ . . ". I " " ( '.~ , ' , t'. ~ : : '<.' ~ . ..1,' ," '. , <' 1 "," "\' .. ' . . \ ~ , ., .. .'. I,>"" . . >' . ~ . , . .. c, . . ~,. ". . I .,....~~ '"::4'i".'~~';1:r.tY.a4--I~"'~It.'..:ft'+"f'l.(,~.;:o.;\f""" >..n..,.~!I-r':'---: ,.,,'l""......"''I: ,.....,..... ~~;,~-....;.......IIiI'.."., "".. ~~... t ..".. , ,.... ,'fI ."~'"'''''.''~~~''''''' > " . " ~ ' .. , JIM SMITH PINELLAS COUNTY PROPERTY APPRAISER 18~JAN~96 PAGE: 1 . ,REAL PROPERTY OWNED' BY THE CHURCH OF SCIENTOLOGY' '" PARCELS: ' '. TQTAL JUST VALUE: TOTAL ASSESSED VALUE: . TOTAL' TAXABLE VALUE: TOTAL.CLW TAXES DUE': .TOTAL TAXES DUE: $ $ $ $. $ . 20 27,190,300 27,190,300 9,304,840 47,601.70 222,208.09 '. ."". , . ,~> ." , .' \ ~'> ,.: .' .. ',~ ': ~~ ~ " ; . " ~\.l' l ;/ ~ . , " . ..\ "I.' ..c.' d ~. ,", C r:" u~.. . , " . . ,." ~ .,' + ~:~.~ ~cr~.;.~ I ~ f:' <. ".: ,> '. ' . , . ~: :.\:~ , -- '. : '. . , . . . .. ", , " . {:',. , . "" ., ;; '<':; ':.: ~: . . ': " , , . . ~."r '. . ~ ' : '; }'. ,,' . .'>, " > , , : ~/I ". <.;#. .: ".: ' -:. ~; . , '. I' " . . '." , " I' I:. '.' ~ .. ' <. " " ' :, 1. .' ~. : ' ~ .'j , ". \ . ". . fJ '-'. I . I ','::' ,.' ~: ',." .\>.:" ;..C', .T ~ .,': > . !.....-".J ' . ',' ~~ ~ . '<+ ~~~.;.': :' >c. ~ ~.' '.'-/, < ~;~~~~~ ~.: ,.>. . I;;' : > f:~.~;'~~<: .,' - . ;~~:...~r:b .,;, . .. "/:~ I ~;!i~'i::...:,',' ':,' ,'.' , , . ,". ,;. :( " . .\ \. ',' .. . " : - ., ; '" . . ., ..:' .. ) ~ , . ~ . ' ~ ' ~ " :<, t",l ... ".' .' ~. " \ : ~ .' . . , . I' , ~ 'r' ,', " . ,. ;i ,'. , ;.1,:" ;..:. , ,. , c" o. ~ .~:" <' . .' ,. . I. .n". I~. M'~''':'''' ~~:.1'::"<;"';'~Y"~;:'-: .:,: ,~.:.~,,~L.~.~^:.~~L~.. ~:~L:~:,... ' . ' :: :. . . ~. ~ ,. , ,. , , " '"'; ~ .. .. ~ c. ~ ,', :i:., . .. :'::..'c' '~ ,I .:::,', .'. I', " . .. ,.+,... .' " ~ " "; :'" 1,. ;. ..., " . , : i . ., . ',. .. , c ~ , . .... , '.' ,. .,' ~. ~,. . c < : '. .:'. 't. " .. ~ '. ' , , ,.' .' \ .,- . .:.j.....:. . . : " . . , ~ . I ',n .:.. >. ,.,;1 , ~.. ..,",. . \>'''-' ~;. . \ .;>. ',. : ., ~ :. .'. : +'+,.. '. l' " ' .:11: .:, " , . " . : ~ . ,~.: :":::.,:. ::'~:. . ,': ~ '. ,." ,,::.!, 'c: \. '..... . '. .' . " :. ',: : c: :'. '~, ~.': . ,. , , , +'::.".. '. . ('.,,",'. ,'." . . . I ' . . n4" ~:>'~ , : " +' . .:. :.' 1: ~ . I '~ ' . . .. 'I' ;~ 'i,. ~" ~ ::1:', c ,'" , \ " '" c .. . ::"i~ ), .' ~i.;n I . ~, ~,,' .' . " ,1,1' ,:;::";-:, -,'( , ;\;;,::,,} .' ..1' ,c \ . .}. ~. .,< " :'.:\.i' u.' . ~ ~ ' . .:~I,~~. ~ \. . " \ . .. )~i'<-'" f(: (,". ..': ~;i.;:i::,;..... ..' ~<;~';1 : ,p q~U"ho~'.~ ..>..~....~~ "- ,., \' ,'... "'" ...C......,...~.c. ~_. . .. + n< ',' . 9P......../. . JIM SMITH PINELLAS COUNTY PROPERTY APPRAISER 18-JAN-96 PAGE: 1 CLEARWATER BEACH PARCELS: TOTAL. JUST VALUE:' TOTAL. ASSESSED VALUE TOTAL TAXABLE VALUE: :TQTAL.CLW TAXES DUE: TOTAL TAXES DUE:' ) '. . 1. , ... 'i', ., ',;,. ,:' ~ ~ '.- . . ,'.', , ',< 'c't . .' ., or ' . " :i." " ,'. ,.,,'.', , ," . '. > ~ $ $ $ $ $ 2,304 526,511,200 525,673,200 455,158,750 2,328,501.30 10,472,831..13 . \ , . I .".' ..... ,... ~ .. '. --.---.. -- ---- ~-- ---- --- ,.. l' , " . ."l , , . , ~ '. . .' i , .' .', ..... ,. ~t. '*1-*..,":,". ~ l'~.~!'".... < r.;'!I~"f.'J?,-\' ...:...'1",.... ."".~:"-:,,-fr"'o~.. I}Io ~~",~'l ~. ,'-- __ ,......:...... .......,.............; ".' ._, ,l~ , ",', .~, , .~. -. . ". . . . " ..' . ','.' T "i. T_ "" '. .' '. , " . I ....'. , " c' . . ~ , : I.. . . , . '," c't.,. '. ,~ >1 "'. '~::. ': . . I 'YT.' ", .~ :- ~, ...... ,:' j 1', ;.~~ :c) .. ;': . . "."." :i.., ""', ~ I ,.': ". ' .'. .' . " .' .' ..~. . , , c ,'~ J > .. .~ , '. '. . . < " : .,\ ". .. . ~ ',f' '. . .', . '. r -.-:- +" ~ JIM SMITH PINELLAS COUNTY PROPERTY APPRAISER 18-JAN-96' PAGE: 1 SAND KEY . PARCELS: TOTAL JUST VALUE: TOTAL ASSESSED VALUE TOTAL TAXABLE VALUE: TOTAL,CLW TAXES DUE: . TOTAL TAXES DUE: . , . , , I I .. .'/' , , $ $ $ $ $ 3 " 017 544,457,900 543,645,800 373,522,000. 1,910,863.30 8,604,674.35 " '\ ,\ , " ~ . > > ~~ ',' > .,' ; '", ' --I' :,' '>., ".' , "'f '1 c. ",,,,'. . ,. '!' . i" . . , , . l, . 1", , ".' ,,; . . ' .' ! ~ > I - . . . , \. ~......... ( ~},.. "". . ~.,. ...... n ........,.. ,.\....... <....... , . ~~ . ~,<~ '.~l+r ..........~...~....; ~ ........; ...... .........- .~.~~1o'1..~ c.,.. ~ 1\.. ,6 ..;...,. .. 'i. .., -, ,'; ~.. w __~ .' .. .' . ..c .. . '. , <.cr' :1 . . JIM SMITH PINELLAS COUNTY PROPERTY APPRAISER 18-JAN-96 . PAGE: 1 ISLAND ESTATES PARCELS: 2,230 TOTAL JUST VALUE: $ 268,707,100 TOTAL ASSESSED VALUE $ 268,322,600 , , TOTAL TAXABLE VALUE: $ 234,260,300 ,. TOTAL CLW TAXES DUE: $ 1,198,428.77 TOTAL TAXES DUE: $ 5,396,561.08 ,'." I" ..' .', , ' ,". .... . >..; ~ 'c' :. {' '.~>- " , .' >",. . : T ~. .":"..' ". , . ~' " ... " ,'....", : c; .' . ,~' . . ..;:. ".' . ' . . , . . ,I .. . ., . > ~" . . ".: . . . ~ h': "r' . ,'-, , : " " . . . I . ,I. ,".. , .,1..'.., . '. ' .':r. '~'I~: '. ~ \ , . ~,I .;.; ~ ,: . +. . ~.~. ;". ~ I . 1. ~ ':' " J . .' ' '/;.:?':. ' "I, fj'> ..,1:";.; :....: '~~;~~: ':..~ {,' :0:;:' t~ :";!., ' );;\:~,;i;: " .. . ~ "; .. . c ..'1.,. .. . . --= ,.~.. .;>, '". . ':".. . d, r: " '\,<.::~:', '. .', .j. } \:.\:" '. \'" . :.~ : ';!, . ; l'c,',. ~~.~'.,~'t', ~.: '. '.: t '. " \ " I.'. . ...' . I. : : t :, ~. ~ ". ;~:;:> i:': ' ,: ,i . '" ~' , (, ~l.2t.:t...W..."'F!-U~~"l""'~bl.'':'~rJ,~I!i$H~lIiN '" .1 . .-:"~~~~ '~'';"''''''~--_"l-.i:'''''''''''''~''''''.''~. _._-.._-~,~ ....' ~. ... \:),.~: . I ',. I ' ( ~ ... . , ' '." .. . 'I . . .~'~ ' , , , .., t'; .. ; :' , . ~ ~. : ' . . ~ .. . . . . 'IIr~ 'V"'1,:~)"""I'':"':~ ~ tt~ \~"t::-l\;J,~ -. ".~ "~''''''+''tP.W' !'..v..." ""!.:.~~_: .:~'..:,,~.. ~,,;,,~~,,".'~:.... ~.:.~ . . I': . . .., "" " ..; .., ,". . . , ('.' , ..;,.., ~ .c,' , '" h .' .. " .' '.; , , .'d' C , "..".,. :1' > ,\ ,':; ,.', .:, . " < ,.. > I : , . ,',' 'r',.> . :,: . '. 'c '~ .'..: ". '. , c ~. . ':' ,', '.' .. '. ~ ~ ~ ",' . , ' ,.' : . ~ . ~.~. ..~.' ;. ',', " I ." .: c. '. " , . ~'j." ... . ~ ( ; I:!:': " . ;J~,: ~ E. I < .: ~~:~~>Y.:.. ;~.:: " :.:~. .; ct I ~:o;' ,~:..', ::(. ' : " , !' ,. :. " ' ".' j\ '< 'p ~~' ' ;f' :\t.:">, ".i " .' :.i . '. : i' I) JIM SMITH " PINELLAS COUNTY PROPERTY APPRAISER 18~JAN-96 PAGE: 1 COUNTRYSIDE . PARCELS: TOTAL JUST VALUE: TOTAL ASSESSED VALUE TOTAL TAXABLE VALUE: TOTAL CLW TAXES DUE: TOTAL TAXES DUE: , ; '. I ':1' '-t' , I '.. , .~ n' , . . , ,I , .' I:. .... . , '. , - $ $ $ $ $ 6,214 881,911,600 876,167,100 708,089,000 3,622,442.46 16,311,961.15 , , r \" I" . . '.' \ < ......,~ ",. ,'.;. !'~.' '"c" .~..,:,...'..,.. ._.""';"'~~'~~"~'V_"""'.""""'.""""''''1.~~~''~'.''''~; ...~.~.. .~ . "I~ ~I...'''''." ." , ' . ~:. : '. . .r:' . " , " , , .'. . :<' , :",:'. ~+/L::. L. .+,'<" . ,.. ~ '.' ~ . ?;~ "::. . !~.;. ." .'. . "- '!<. :': ~ ~., ~ '. ':-.". ," ~, ~ . ,.... " i ,:.:'J. . ',. MEMORANDUM: TO: FROM: Mayor and City Commission Tina Wilson, Budget Director t:? Betty Deptula, City Manager Fiscal Review Committee via: SUBJECf: DATE: July 25, 1996 On April 18, 1996, the City Commission established the Fiscal Review Committee. The committee is intended to be task oriented, dealing with such issues as rate studies or the analysis of specific projects as . assigned by the City Conunission. ' ' SinCe the Conunittee~s establishment, they have held three meetings to address the Gas System rate analysis. and business plan~ and the Conunittee fonnulated specific recommendations to the City Commission regarding these issues. In addition, the Committee will be meeting on August 1 to discuss the Pier 60 and Marina business plans and make recommendations to the City Commission. . , .0' In order to provide further direction to the Conunittee, staff is requesting that the Commission provide direction regarding additional projects that the Committee might address. . The following is a list of possible projects that the City Commission may want to assign to the Committee for their review or partidpation. . Continue in the review of all Enterprise business plans; · Review of Utility Rate Study; . Analysis ofthe'resu/ts a/the Gas Management Study. , . ,'. " ,--. T .. , t' ~,. ,....' -:-~," ,.:.~..""l.'44......\.,.~:'''''''/jl......t':;~II", .:....-. rT~ ~~ .:' ~-. :I< C..~. CITY OF CLEARWATER Interdepartmental Correspondence . .2008-0004 TO: Eliza'beth\:M.:Oeptl.lla;:.CitY,Manager' FROM: Robert M. Brumback, Director of Solid Waste r('iIV' Kathy S. Ricel Deputy City Manager James V. Maglio. Superintendent Paul H. Nystrom. Controller F~F.C EIVED COPIES: ,JUL i ;~ 1996 "'1 TV r'~ /IN I' ,-.r:"'R . \.' I I \111'"\ ,"\I.-1C SUBJECT: SOLID WASTE RATE CHANGES DATE: July 23, 1996 . . This memo is in response to your question at the budget work session. July 221 1996. You inquired as to when the last Solid Waste rate changes occurred. Solid Waste rates incre'ased from $15.42 to $17.05 on September 1. 1992 (Ordinance 525BM92) as a result of the Camp, Dresser & McGee (COM) rate study. .. Solid Waste rates were reduced from $17.05 to $16.30 on July 1. 1994 by Ordinance 5506-94. This was a result of the implementation of the curbside recycling program. We reduced residential rates 75' per household per month in order to compensate residential customers for previous charges which were related to recycling. If I can provide additional information, please let me know. RMB/pdf mswrates.doc o , I " --"'" .. ' 1'. J' . i I...~'. ':~.~.". ~"""I .'t,k.~II""~""1""h.. ...,.....1rrr;~~4,'~.......,.. ~.......,...~w..,...,.rI'......".~,_ :". ~'. .... ....~....._..,.:, ,,', '" Ct~ 01 e~Ofldatel ....,...~;.~'..::.u~-~- I' -~.-.;~~~. .~~""'.:r-. . Interofflce Correspondence Sheet From: Betty Deptula, City Manager Scott Shuford, Director Central Permitting , K~vin Garriott, Central Permitting Supervisor ~ To: . CC: Date: July 23, 1996 C081g~~ it4\1 r= 0 cOMMISSION"' .. RE: Budget presentation question JULJgll4 ;1996996 "~lP.IHeSS lit -'j:R CLERK /TAt'rORNE't " Yesterday at the budget presentation, the question was raised as to why Central Permitting budget includes preparing a zoning stLldy for the "Bayview" area. The concern was that this area is in Pinellas County jurisdiction. , ,. The' reason this Is Included is because this is a mixed area with some County jurisdiction that is likely to become annexed into the City as it is within the City's Planning Area. Current consideration is given for development in this area to be consistent with City requirements. If you have further questions, please contact me. , ' r ----~--~-~~..,~...- ---_._----~ ~ ~. , I , . , .'~....., _ . ~ . ~ << .. ~_ ..1... r ~V'" J ,- ,"j . " ". . ~ ~ ' 'II TOO ~ . City of Clearwater I"terdeparlmelltal Correspolldence 0fIlet .. n. 0Ild''' r.. TO: Tina Wilson, Budget Director FROM: Sid Klein; Chief of Police lrR'( ! COPIES: Betty Deptula, City Manager; Captain W. Meissner, Services Division; Captain M. Egger, Patrol Division; File , SUBJECT: School Crossing Guards Costs - FY 1996/1997 DATE: July 24,1996 Per your request, we have calculated the to~al costs for the School Crossing Guards for the Fiscal 199611997 budget year. The following is an updated cost analysis as would be reflected on the DS 12 form: Position Tide and Numbers of Positions: School Crossing Guards - 39 positions Previously Filled: Yes (Positions actually fiUed in FY 1995/96 budget year) Hours Worked: 492.1141 ;:::; 21,000 Full Time Equivalents: 10.1 Annual Salary: $177,400 Social Security: $13,570 . Justification": Provide Staffing at designated School Crossings If I can be of further assistance to you in this matter please let me know. SRKlwrm 1 ""- r. - - ----------;" -- - .. .,. "" .,... ~ .~ - ." ....... ~. . (I. . City of Clearwater IIIterdepartmelltal Correspolldence ()/tk't ., IlMo (:bkf ., r..l1<9 FROM: Betty Deptula, City Manager Sid Klein, Chief of pOlice~ RECEIVED JUL 25 1996 TO: .cITY CLERK DEPT. COPIES::;::'CYn'dieGoudeau, City Clerk; Tina Wilson, Budget Director; File SUBJECT: Information Item - School Crossing Guard Use at Private Scllools DATE:.' July 23,1996 Subsequent to the Budget Meeting with the Commission this date, I have researched the Commission's question as to the use of School Crossing Guards for private schools, and whether the City was compensated by tbe private school for their use. . In past years we have in fact supplied School Crossing Guards at a very few locations of private schools. The most notable of those locations was Court Street and Hillcrest Avenue, to assist in crossing children attending Saint Cecclia's Catholic School. My research has found that when we did in fact supply a Crossing Guard for a private school JUlIx, the City was reimbursed for the actual costs of that Gual"d on a yearly basis. Those funds were deposited into the General Fund when received. At tbe present time and since September 1992, we have not supplied any Crossing Guards to private schools. If in fact the private school's students utilize our present school crossings, it is because the Crossing Guard there is needed to cross public school children during the same time periods. I would appreciate it if you would pass along tbis information to the Commission Members in order to clear up their questitoDs concerning tbis issue. SRKlwnn 1 ~;r.tlt\~A,,~~(.,>t.,:~~}.}tl:,k.t..a~I4;..;..............~A:tN".~""w. ~,........u:~-:....___...., . ~-"""..~+.''''''_''''I.-,.~..h ::"~""~l'F...h"."~I-"-~",~_..r'_""I..."""""",,,,.~, vi.' ___ _.._J~ , , , "_'c... " . .' MEMORANDUM .r. " '!f~q~VIEW . ~ r l . A __ W ... T 10 . . r L L'" . to" Date: July 25, 1996 aoo CJ.H\'EL\NU ST. HO. nox a:.w To: Betty Deptula City Manager CI.l~AR\\'ATlm. FL. :n017.ua~!!) 1'110Xl!:. 81~.4Ci2.n778 FAX: 81;J.402.U7IJS cc: Barry Strafacci - GFS Mic::h Sauers.. GFS Tina Wilson - CaC-OBM Kathy Rice - cac City Clerk From: David Ransdell - Finance Director . , , . ", : ..l .' ,h ~:~ . :'~ '. :. .: , . Subject: Parks & Recreation Costs . , ", .: c . , l, ~.'.',; , .~, " " . . ". ,> . . . . I J ,:' '~ '.', : . ! '. .... ' . . " , , : .,' Du~ng our' budg~t hearing ~ith 'the City Commission on Monday, Commissioner Karen Seel had ',.' .' .."". requested Information on the direct costs Involved with the Parks & Recreation Department's use " .:", ..' of .the facil!tY for'the'brldge and .ballr9om dancing activities. ,',: ,. "':""'''I'c~'~'~',; '.,.:~':'...,.~~ '" ,,"..,. ..' .' ., ~ " ' ' . ' ,:'Attached Is c)-spreadsheet of the' Parks & Recreation revenue credits and our costs fncurred by · ,: , . ,',' r:' their use of the Harbl:nvlew Center. The labor figures represent our costs involved with setting or .,".... .:' . ' ' .' '::.:,' re~setting the' room. and the ,utilities figures represent the use of MC during the hours of their <', ,.~.:".).?;;:~t,~.'~~~nt~;,:'..'~'.,~':,<.",<' <..... ',..,,' . . :. ...,,:, ,:':': :." '.~.., " ;, If you have any questtons, please contact me. ..: ,', :';::~~.; ,,~.~,I<'.;~~ :.:,1,> ,. :: .','. .:' ' " '.~'.. '. ., .'C:.f>:::.. ,",.. .'. . . .~:; ~"; ~ ,t ~ ' , , ' '. " . , t. , ...:.... .',: :',','..'.',:'1 '.' D':':R/' m': w:":. ::;........ :~.... ',:;' .' ,:;.,'~"<>:/~', . ." .' . > '} . ,.' '.' .:" " ", ~ ; ~., . , , .,' '. ..' ~ =-' l' '.' ~ I' ~I. .... d . ,~ . .:-'..:<~J,..':~~'~. .., ~.f, 0." ~ ~', .c, " . ~' ., .,.. ' . i~,:S;~.'.;~::': .':/',:'.." ,"','.:':, <' '.,'. ". :>, ---:':... ""., " .. ' 1" ". .~ ". ,:' ~.. ,...J'. ~" \ ," ,>,.'i.: ' ' ": " :.~." j: ,.. . .:, ~.. . . ~ . . I.... < ," >".' :;::''i":~~y,,\,~','~:' ;,'}:;:;:,: ,'.' ", . . .. .' , T '. .. 1; ~.., . ~ .' ." '.". . ...' ~ '". t'. . . , ' , '.t .', . ' OJ- .. ~~:;~<'\. '\' ',.".' ',.,.. ~.., ,.' -' ',.\....1; '.,. ,'" " ,. " . ',' ,. :. , . J-: ' I ",..... \. ,; , "'.' 'l ( '" ' ~ ~ r _ . ; '. ! ~ ... .. .~> '.... ~ r ~j" I... . , ' " .' ; . ,:1 ",. C ,: I ,.; .: ('~ : ;,'i '. 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OJ Ql ..... co ~Q) w > > c: (1) 'CD Q} Ql Ql ..... a. ::I b - -l...JE C ~ c ~cl) .... ..... 0. 0 0 0 0 0 0 Ql Q} .- (1) CD ,;:s~. E 0 0 0 0 0 Q a.3::::l .e ~ d c:i d c:i ~ ~ 0.00- 0 ~~~'O' C\I r-- M M ::l-lW ~ fO OJ l.O (0 OJ CD. to ~ >j' a:: ct r.ci ol ,...- co ,.: JB Co '~ID1 tit (fl- U)- tI) M- 0 cu w Z .- m 0 C: Q) & en ... -I - i5 0 OeD .c ~ Q) ... .c .c a'I c lU .... E 0 ~iO 0 .c en I- .... == 2 ~ - CD :J CD m 'C ~ .::- C) ... ~ ._ en .c c Co :E: O~ CD lU Co :J :J :J C1l u. :E < :E .., .., cr: UJ i. r , It' " . ~,' > '. ~.....~.......-_.~.:~'~.... ~ .... ."-'-~-"'. ... !' \ . f2u. feR.. 7/ ~tt/9y ~W,Jc- C) CLEARWATER MUNICIPAL MARINA , FY 96/97 SLIP RENT REVENUE PRIVATE TENANTS CURRENI PROPOSE(J Resident (per foot, per month) 3.50 3.75 Non-Resident (per foot, per month) 4.00 4.25 COMMERCIAL TENANTS CURRENT fROPQSSP R NIl R IiR 4 Passengers 170 195 190 225 6 Pas~engers 200 230 225 260 7 to 19 Passengers 230 265 260 295 20 to 39 Passengers 250 290 300 335 40 to 69 Passengers 325 375 400 440 , 7p to 89 Passengers 350 405 500 575 90 to 100 Passengers 400 460 600 700 101 to 160 Passengers 440 510 700 800 161 and over 720 820 1,000 1,100 Special Purpose - ParasaiI 250 290 500 575 Multi vessel- small 200 230 225 260 Multi vessel - large 250 290 300 335 Yacht broker - seawall . 200 230 225 260 Yacht broker - multi vessel 400 460 600 700 Yacht repairs - Island Estates 160 185 190 225 Mooring buoys - Island Estates 315 365 390 430 High & Dry - Island Estates 120 140 140 160 Commercial fishing - small 160 185 180 205 Commercial fishing - large 300 345 375 420 Bareboat charger 125 145 145 165 " ... ~.. I >~ ' \'. ~ ..'. CLEARWATER MUNICIPAL MARINA FY 96/97 REVENUE e Daily (per foot, per night) · Weekly (per foot, per night) Weekly (per foot, per week) · Monthly (per foot, per night) Monthly (per foot, per month) TRANSIENT SLIP RENT CJ]RRENT .80 .70 PROPOSED .90 $4.00 .60 $11.00 Examples o/Transient Weekly and Monthly Slip Rent · Weekly rent currently for 45 ft. boat - Weekly rent proposed for 45 ft. boat - · Monthly rent currently for 45 ft. boat - Monthly rent proposed for 45 It. boat - $220.50 $180.00 $810.00 $495.00 MARINA COMMERCIAL TENANT OFFICE/STORAGE RENT: · A rental charge of $4.00 per square foot for Commercial Tenants with enclosed office and/ or storage space on city-owned docks is recommended. At the present time, Commercial Tenants do not pay office and/ or storage rent. This new rent will generate approximately $9,100 per year. NOTE: This is a new revenue item. MARINA BUILDING LEASE AGREEMENTS · Add a Consumer Price Index (CPI) increase to all future Marina Building Lease Agreements on January 1st of each year of the lease. Currently, only one building lease agreement has a cpr increase included in the lease. j' , , ~c..-leQ 7/&'[,/? Y ~w~ Clearwater City Hall In The Mall. Pinellas County Government Services Center - Project Summary Background In 1990, in an effort to expand services and improve communication with residents, the City of St. Petersburg and Pinellas County started the "City Hall In The MalllPinellas County Services" booth in Tyrone Square Mall. The program is jointly funded by both the City of St. Petersburg and Pinellas County. In an effort to increase the communication and services to Clearwater residents, in 1995 the Information Management Department along with tlle Pinellas County Public Information Department began researching the feasibility of this type of service for Clearwater residents. Present Situation To date, City staff has met with both representatives from Pinellas County and Countryside Mall. Countryside Man has given preliminary approval for the City of Clearwater to utilize one half of the information booth which is located on the second floor directly to the West of the ice skating rink. This is considered an excellent location due to the central location within the Mall. Pinellas County has given tentative approval to contribute towards the City of Clearwater operating costs, if an amount acceptable to both governments can be worked out. Mission Statement The mission of this project is: To Provide the Citizens of Pinel/as County and the City of Clearwater Increased Access to Our Programs & Services Goals Since this is a new project, goals will be established and broken down into three categories ~ Prew Operational Planning, PrewOpening Operations & Operational Goals. Hours of Operation Countryside Mall is currently open 10:00 a.m. -)0 9:00 p.m. w Monday through Saturday; 12:30 p.m. -+ 5:30 p.m. . Sunday. The mall has requested that the City of ClearwaterlPinellas County staff the i~onnation booth during all open mall hours (71 hours per week). Staffing Overview Staff for the project will need to be highly trained on many aspects of all City and County operations in order to effectively carry out the responsibilities of the project. . It is recommended to establish one full time HCustomer Service Specialist" and two part time "Customer Service Representative" positions. The specialist would be the Hsupervisor" and responsible for all operations & scheduling. The part~time positions would provide the means for adequate coverage of all areas during the week and during staff shortages (i.e. illnesses, vacations, etc.). The possibility of using volunteers has been discussed. The experience St. Petersburg and Pinellas County have had in Tyrone Mall has shown that using volunteers is not workable for this function. 1 a.~d-l,.-~~~J~(~;.'~'. ~~\i.f;r.J"~.J"'.''''.''' .~ ...... ..-". .."-,,..,....,. . , ,. .' Clearwater City Hall In The Mall- Pinellas County Government Services Center Services Offered City Departments have been polled to determine what type of services may be offered. The following is a summary: . Police Department: Crime Prevention & Victim Assistance Information, Employment uHow To Become A Cop" Informationt and video showing of UBlue Line CPD" . . Lib"rary Department: Distribution of information on programs and library card application procedures . Utilities Department: Utility bill collections and information . Purchasing Department: Purchasing vendor bid list applications . Parks & Recreation Department: Resident & Non-resident card processing, tree give-away applications, registration for programs with unlimited space (i.e. Turkey Trot etc.), special event applications, information on sponsored and co-sponsored programs, general parks & recreation information (i.e. programs & services) . CGS/Gas Department: Distribute CGS sales information, maintain gas system atlas for citizen inquiries, customer service surveys . Human Resources Department: Employment announcements & applications . Office of Tourism: Installation of kiosk containing visitor information, accommodation brochures, video on UWhat to do while in Clearwater", brochures on attractions, visitor/tourist surveys, promotion of special events '. Solid Waste Department: Literature on recycling and Solid Waste services would be made available for distribution . *Information Management Department: ' "On-line" computer for residents to send E-mail directly to Mayor or City Commissioners, on-going viewing of C-View Channel 15, on-going surveys of city services, monitoring of information kiosk, distribution of City brochures, information and special event promotion . Central Permitting Department: Building Permits can be "faxed" to Central Permitting and information can be provided on specific plans being proposed with contacts regarding the plan . Pinellas County: Utility bill collection, distribution of information on county services, government access television, employment applications . Special Events: Meet your City Commissioner, discuss specific topical issues with City/County staff, etc. -The Infonnation Management Department will be responsible for the project administration & budgeting 2 -.. .. ~ ~ I' Clearwater City Hall In The Mall- Pinellas County Government Services Center Market Segment In marketing, our most powerful assets are: . Location . Hours of operation There are some potential barriers which may be experienced: · Existing space allocated within Infonnation Booth not specifically designed to our needs Customers Our potential customers are both residents ofPineUas County, Clearwater & tourists. Marketing Plan ,The City Hall In The Ma11/PineIlas County Services Center will utilize the following means for to market City Hall In The Mall: . C- View advertisements & show highlights · Time- Warner cable advertisements . Countryside Mall signage . Newspaper Ads . Utility bill announcements Operating Budget & Revenue Projections Proiect Start-Up Costs Equipment for the project would include: · Infonnation Kiosk - $7,500 (additional kiosks being proposed in 96/97 elP Budget) · (2) Computers, (1) printer & (1) Modem - This equipment will be provided by Infonnation Mmgt. .. Two 25" TV's - $700 · (2) Telephones, (4) Phone lines (Includes dtdicated line for modem & fax), & Installation - $1,600 . Start-up Costs - Office supplies, brochure rack, signs, fax, etc. - $5,000 1996/97 Budget Summary We are recommending that this project begin effective the '1996/97 fiscal year. A projected total operating budget is $52,858 with a projected City of Cleanvater cost of $37,858 (subtracting the Pine lias County contribution). The start-up costs are above and beyond the projected annual operating costs. Revenue Projections Pinellas County has tentatively offered $15,000 for the operating costst however details still need to be worked out. This amount is what they currently give to the City of St. Petersburg. Conclusion The City Hall In The Mall project is an excellent opportunity for the City of Clearwater to cooperatively work with Pinellas County to bring our services "closerH to the residents. Countryside Mall has offered the information area ~free of charge' to the City and the location is a prime location to carry out our services. The persoIUlel that will staff this area will have to be highly trained in many areas of the City in order to carry out the varied tasks which have been identified. With a commitment from both the City & the County, this project could truly improve services to our residents. 3 -....----..... I. .... ....... , u ,.... .' !t /. ,> Clennvater City Hnll In The Mall/Government Services Center June 7, ]996 City Of Clearwater Administrative Services Fund SummaI)' of Expenditures Encumbrances by Object 1996/97 BUDGET REQUEST Salaries & Wages - FT Salaries & Wages -PPT Special Pay Vacation Leave Sick Leave Other Paid Leave Holiday Time Life Insurance 1 % Life Insurance Major Medical Social Security FICA Medical Employee Pension PL ~c;'^~~'~"'.::!l''''''''''''''''''''',"' ':" ".,.""..~"..,.<,.. ~..I'- ,,:,,,,,',r;'.,.~ . f':rlOSX""'":".U" d' ".. it; ,lUUVU,' :~~,,<. P.UUtJ.:',ersoP(~tS~.~e,~.;:'~S'..i::"".,<;\~,!'~'i1 :$~:.~!y45j388.~', \?'~";Jt388:.; ~... .~_~~.,+-."~"-..'.;"-~-,,,_"'l.........I"-_... i~"" '_J~~, ..,.!.}_. ...~!. ......... Object Code ,510100 510200 510400 510600 510700 510800 , 512700 .I 520100 520200 520400 520600 520600 520700 Description 1995/96 Rcquest 1996/97 Request +1- 95/96 Notes $ $ $ $ S $ $ $ $ $ $ $ S $ 21,120 $ 20,106 $ - $ - $ - $ - $ - $ 7 $ - $ 2.310 $ 1,247 $ 598 S 1,267 $ :]j $ S $ $ S $ $ $ $ $ $ Customer Service Specialist (2) Customer Service Rep's. $ 1.500 $ - $ - $ - $ - $ - $ 100 $ 600 $ 200 $ 300 $ - 21,120 20,106 7 2.310 1,247 598 1,267 Promotion of new services 043100 Advertising $ $ ],500 542200 Elec-Utility Charges $ $ 542300 Gas, Water. & Sewage $ $ 542500 Postage $ $ 545100 Insurance $ $ 546100 OFC Equipment Service $ $ 546200 Other Equipment Service $ $ 100 547100 Unifonns S $ 600 550]00 Office Supplies $ $ 200 550400 Opemting Supplies $ $ 300 564000 Capital $ $ fTh!._..;.....'JV..........~!;l:',......~. ."'"1-.~...".'..I.....<",..'....".....,:;, . ,....".~.....'....I .... ~-~~..,.._~"'; '''0'';'" ~,730uu\J,j'..!."'~.:!.?\...lt:'.iTot8J~Qtticrl0penrtmg ~ ~':$ '..:.';,'....;..0.-:: .,"; ,S.::'.,.~.;;2t7.OQ, t:.~$V;\~.7,0. :,~.~ MwJoo..i..,I~.....tt,u.:.~..t.....:~#~":~:..',:.).....,,.~. .....:..J..~.. :o.\_,.t.......:....~ ....~...:i .,.-,'""....J. _.....,..~...._l<-............~.J>~ 540100 540200 540300 540900 541000 541300 541700 542000 Garage Service Document Reproduction Telephone Service Risk Mngt. Service Computer Service Print Shop Service Radio Svc. Fixed Emp Relations S $ $ $ $ $ $ $ s - S 200 $ 1,920 $ 190 $ 1,600 S 800 $ - $ 60 Shirts & pants $ $ 200 S 1,929 (2) phones, (1) Modem, (l) Fax $ 190 $ 1 j600 $ 800 Marketing Infonnation $ $ 60 f-. .-_. ..........rz..cr"..-.-- ,.._,- ,..~~"..". ,~~"";', "..," N-....' ""I I-"'S"~'~'~' 4'" 70'.'" '''''A~O . ,. '=:.:.f.8..'O.... ",..n......'....,... $ '.., -" '$' "4'770' .... "J" 7 . ui'u' .!.:..~nLGlllUI; crvlcc'\'~\...;llt..;"i';"'......:l~:~... .',.....',....,:~....\.,~: l ~.:..;... , ':/; ," '~I " ;.'. 'h~_ ~..' ~\~...;!..a-k..,i~..,j.,;H'k~~~~1:.~.:.k~.;:,.'~..'~;~~~...,rr....~.::;u:u~-..:;" I.,..,.. ..' ~w:~IK.;....:;~....l.o~..:.,"'.~t.~l ':i.;;f~.~.:\~'>..O!I'otal:~~'.m.ID,'l'be'MaII'-'::S ti!.;..~;k,,,';,:l c,"$ ;.,;::. :51)858 :t%';. itl) ~1;'J'~~)"i4!~;;;~i. .,~ j, f'::'C""':;';-"t"'rj""b" t'('t"i~' ,..,' f;,~~~(';,i"t~..:;:~ \~~~':.t-:~~$" '[.:" (i~nioo)' ;;: '\\~~','i!";,-'{"!,~ .... :~~OUD. ' 'QD. , 1;1, o~'~:.r,.. '-'~'';:i,:, ~"'~',;~t;"V;'1 ,.'. ~ ." ~1! \\...L.y,:.;'''''''.......,......;)c i . ~ ""'}-,~r#.'...., ..1\,.....1<, . .~i'.~.r...: c;4....{.. "t'.r"~.""1..;".~v~1.>:) ~1~Wl.1-:.Ir1"-"'...i:f?n1;'l~'......(;".,.t.. l.,.,i.;..ll",.~'~~~....~ "'.D 'J :,.;,... \..$'\1' "'37 858' 1l~\i-li~~t\,"i!"~:J;;.~L~~c\.!;'.flh:..;.j..,o " ......." 0,/, l.Ae... ...ad!I',',uuugA....,ii .';: l\. ., ; Prepared By: Thomas A. Mudano ~~~~"'..$;~~!').~*~J;h'l:I..I~,....'........"'K l.Jr.Ws...........-n.... .....""~".._............. -- . 4 .....~.. ..-. ._,...~. ......,.~........................-....,......... .....""........."...l..........~'" .~ .' ~ Clearwater City Hall In The MaIl- Pinellas County Government Services Center Project Value What value will there be for developing a City Han In the Man I Governmcnt Services Centcr? · Convenience: Presently, City residents located in the Countryside area or on the East end of Clearwater must travel over five miles to downtown in order to personally transact business with the City. By developing this project within Countryside Mall, it will give residents the opportunity to receive the benefits of many City services in a more convenient location. Many residents will be able to combine their shopping along with their personal City business requirements. Some services will also be available to Pinellas County residents as well. The mission statement that has been developed is uTo provide the citizens of Pinel/as County & the City of Clearwater increased access to our programs and services. " This project is designed to bring government services closer to the residents and with the development of a partnership with the County, this should be achieved. . Market Value: Countryside Mall is considered to be the 2nd most popular mall in Pinellas County with over $250 million! in sales annually. Countryside Mall is visited by thousands of people on a regular basis. The Clearwater City Hall in the Mall facility would be located near Centre Ice, a prime, high traffic central location. The market value of having City staff located in the mall is difficult to establish, however, the inherent value of bringing City/County services to the citizens at this prime location is difficult to dispute. _ What success has tbe City of St. Petersburg and tbe County observed with this type of project in Tyronne Mall? The City Hall in the Mall/Government Services Center "was established in Tyrone Mall in January, 1990 and has become the most popular governmental branch2." On an average day, more than 120 (43,800 per year) people visit the Center. The City of St. Petersburg MarketinglPublic Infonnation Department in August, 1995 stated "more than 205,000 people have been served" from January, 1990 through May, 1995. If the' City of Clearwater and Pinellas County develop a partnership to implement this project in Countryside Mall, how will it's success be measured? City staff will be hired to staff, operate and maintain the City Hall In The Mall/Government Services Center. Pinellas County has offered to pay the City of Clearwater an annual payment which will cover one third of the operating budget. The staff will be responsible for maintaining daily records of the number of visitors and transactions which occur for City & County services. A kiosk will also be available to aJ10w for touch screen market studies as well as questionnaires about the effectiveness of the project for residents to complete. An annual report will then be generated and provided to both the City and County Commissioner's. Exact reporting methods & infonnation required wiH be developed as the project is implemented. 1 Per Bill Carnes, Countryside Mall General Manager 2 liOn Locationll is a publication of the Edward J. DeBartolo Corporation, May 1991. 5 ...... " - -- . .. ~ 'T -yc-,,--. T---"-- Clearwater City Han In The Mal1~ Pinel1as County Government Services Center Photograph's of Actual Location (Countryside Mall ~ Second Floor) .~ This is the view of the booth as you come off of the escalators. t M,:I; View of booth walking from main hallway facing East 6 "..... i' ; , , : ~.>.. . . d>'.. ..~ ~,,~"".' '": ........".. ,.,.,.~ . . Clearwater City Hall In The Mall- Pinellas County Government Services Center ---.. Diagram of Information Area Countryside Mall... 2nd Floor Countrysride Man Information ' ..ol --"'" On-Line AIr PC D C D .~g (8 ign) Utility :Drop Box ! ' i I 7 . f~l"""~.""''''''MlJ''~''~~''''''''''U_~"''--'''''' .,",--"."..-...- .., "hd , " \'-;~-,; :,' < ':. . . - . ", "~'. , '~"'.",,'" ",,~,".Ih~."r"''''''_'''''''~''--,l~ ,....;.....~.. Clearwater City Hall In The Mall- Pinellas County Government Services Center Tyronne Square Mall - "City Hall In The Mall and Pinellas County Services Center Photo's taken July 22, 1996 The Tyronne Square Mall provides information to the public for both the City of 51. Petersburg and Pinellas County, sells items (i.e. T-shirts, etc.), and has a television with government access channel programming. Hours of Operation 11 a.m. 7 7 p.m. - Monday through Friday 1 I a.m. -7 8 p.m. - Saturday 12 p.m. -7 5 p.m. - Sunday Total Hours of Operation = 54 Mall Hours of Operation 10 a.m. 7 9 p.m. - Monday through Friday 10 a.m. 7 9 p.m. - Saturday 12 p.m. 7 6 p.m. - Sunday TOlal Hours of Operation = 72 :000" .- '. " ~ I'. ... .., " . , .' . , '. POLICE DEPARTMENT FY 1996/1997 BUDGET OFFICE OF THE" CHIEF A continuation oC a three year Federal Grant (COPS Supplemental Hiring Program) in the amount of $435,555 from the federal government continues to enhance the Community Policing effort in Clearwate'r, by placing two additional officers at the South Greenwood Neighborhood Patrol Station, Old CJeanvatcr Bay' Neighborhood Patrol Station, and the North Greenwood Neighborhood Patrol. · TII;rd andfillalyear ofgrallt · Matclling fUJlds - $50,000.00 - Gelleral Fund · Normal deployment for these grallt positiolls is: · Two (2) assigned to Nortll Greenwood Neigllborllood Patrol · Two (2) ass/gued to SOlltll Greellwood Neighborhood Patrol · Two (2) assigned to Old Cleanvater Bay Neigllborhood Patrol The recent award of an additional three year Federal Grant (COPS Universal Hiring Program) in the amount of $450,000 win also enhance the Community Policing effort in Cleanvater with the creation of a bicycle squad, Downtown Community Policing Team. This grant is funding one Sergeant nod five Officers who will be based at the proposed homeless shelter sub-station. · First year of grallt · Matclzillgfunds - $24,592.00 - General FUlld · Grantfunding provides/or salaries Ollly, liD equipmellt · Hiring of officers is complete alld training is ill progress · Ground breaking on Homeless Shelter will be ill early fall witll completion in 6-9 montlls The AmeriCorps (project NUCOPS) Grant to the St. Petersburg Junior College will continue to place 20-25 participants in the Community Policing Neighborhoods throughout the City. · Tllird year of pro gran' · Matcllingfunds - $21,214.00 - General FUlld · Provides career opportunities for prograll' pa,.ticipants 1 ~~i,t1JoM...~~'~;,I:,~...~\l;:t.....~4~.~..t..... ...q"'.......-~lf.~, .U jll'''''''''''.'~';~ T ,.. '~.>-r~ >" , ,... ,""'. 'a~ ' -.IIU~,~.. '<~' ".~h~~"u..,,,,,,,,,,'~u'~.a.~~ -- ~ < _ + .'" ~ +'. _., < '''' I.;. ~,. . L I. · Major program accomplis/Intents include: · Worked ill conjunction witll tile Community Respollse Team to conduct numerous code vlolatioll clean-up projects i" tile target neighborhoods II Members surveyed over 3100 properties/or tlte ComnluIlity Response Tealn Address Nll1llhering Project Melllbers Inade door to doorpersollal contacts and in some cases installed numbers Oil residences . In Novelnher 1995, Iltelnhersforllted a partners/tip witl, tile Clearwater Neighborllood HOIlS/llg Services, Upper Pinellas Ministerial Alliance, and tile COlnmunity Response Team to refurbis/I 23 "omes all Vine A venue, by perfornlillg ,ninor repairs, pailtt/llg, alld landscaping oj homes · In Marc/, 1996, nlenrbers completed constructioll of the .Foundation Village Neighborhood Resource Center Playgrolllld Witll }illancial assistance from tile Juvenile Welfare Board, members designed, obtained permits, purchased Inaterials, and eOllstructed the playgrollnd The award of a Federal Local Law Enforcement Block Grant in the amount of 5242,000 will fund an additional five (5) Police Service Technicians and one (1) Police Service Technician Supervisor. Three of these positions will be utilized to provide coverage at the Cleanvater Beacll Sub-station while the remainder will supplement traffic accident investigation on a city..wide basis. · One year grant ' · Mate/ling funds - $25,000.00 - General Fund · Provides for staffing of Beac" Substatioll frOllt desk · Assists in attaining department goal of 100% accidellt 11IVestigation . . Supervisor positioll will be a working field supervisor wllo will oversee Police Service Tee/lIliclans assiglled to City Hall, Mllllieipal Services Building, Library, alld accidellt investigatloll 2 L~............ " ') , c .... .'~ ....... ""~) .. ,.., I, \." I~ '.. .' . '. " GOAL To establish a baseline of citizen perception of public safety in the' downtown area ofCleanvater by April 1, 1997. Measure: Establishment of baseline CRIMINAL INVESTIGATIONS DIVISION Contractual services includes $384,800 allocated for renewal of the PinelIas County Sherifrs Office Crime Scene contract, Fingerprint comparison contract, and for computer on-line investigation services. · Fourth year of contracting witll tile Pinel/as COUllty Sheriffs Office for tl,ese services This year, the Police Department has again consolidated several cost centers within the Criminal Investigations Division which .' improved the operational effectiveness of the division. PATROL DIVISION Personal services include tbe increase of 1.4 FrE School Crossing Guards in order to ensure adequate coverage at both new and re-- engineered intersections. · Demands have already increased over a1ld above tlte budgeted i1lcrease by two more school crossing zO/les . Before a scllool crossing zone is added, a study is performed by Trafflc Engineering wilD makes recolnlnelldatiolls to tile Police Department as to tlte justifications for the added positiolls . Personal services also includes the addition of one (1) Sergeant and four (4) Officers due to expiration of the South Greenwood Neighborhood Patrol Grant. . Planning in progress for a permallent SOllt" Greenwood Nelghborllood Patrol Substation . Soutl, Clearwater Citizens for Progressive Actioll serves as a model for the neighborhood watcl, program for tlte rest of the city 3 r ---...- -- .............--- .~- - .' ~ ~. ._. Y. '" ". ~... I'" . I ~.." _ I '... .. M .' Personal services also includes the addition of five (5) Police Service Technicians, three (3) for security at the Municipal Services Building an~ City Hall and two (2) for security at the Main Library. . Positions were added ill Fiscal Year 1995/1996 budget . Addition oft/lese positions broadens tlte scope of duties assigned to Police Service Tec/tnicialls alld enriclles tltelr jobs . Security positionS at Maill Library will becollle an illtegral part of transient colttrol program in dowlltown area, working daily witlt tile grantftl"ded Downtow" Community Policing Tealn ,I Capital costs include the purchase of vehicles and assochlted equipment, radios, and uniforms to support the additional officers obtained through the COPS Universal Grant. . Tills ftlnding provides tile necessary equipment to issue to tlte officers and allow tltem to perfor", tlteir specialized dllties. FUllding provides: . . 6 Police Bicycles wltlt related equipment . Equipment to outfit 4 Marked Police Cruisers alld olle Marked Police Accident Investigations Van .; Uniforms lor personnel 4 Pollce Cruisers uIld 1 Accidellt Investigation Va" $115,000.00 Capital equiplnent to include: emergency ligltt bars,. computer staluIs; laptop computers; portable radios; . radar u"its; ;1I-car video systems,. $ 79,545.00 $ 500.00 $ 11,420.00 $ 11,100.00 .. . . GOALS . To develop a transition plan for the permanent relocation of the Clearwater Beach Substatio~ by September 30j 1997. 'Measure: Development of the transition plan To implement the operational plan for the Community Policing Substation at the Countryside Recreation Center. Measure: Implementation of operational plan 4 l",i!Jlo,I.t:r.l.:i!~.....:._~~~t...!iJ.,".I""~""''''''''''_..~'. OM' . ~..~......".....~----... I . ..._....... ........ r........~ , r' .... ~ ~- ~ ~ - ;' . , '. . ... . ... e 'T'. ...... ~J.. ;~..... .' ;.c.! '. 'l <' ::~" . i' ,.. '., ~ ..:.. I . .. . ,. SUPPORT SERVICES DIVISION Contractual Services includes expenses for the annual hardware and software maintenance agreements for the following systems for the new police building: computer system; security system; dictation system; and photo ID system. . Computer lnailltenance agreements II Dictaphone dictation mailttenance · Building security system InaintellaltCe · Pltoto ID system mainteltaltce · . PSI computer Ina;"tenallce for additioltal computers $318,204.00 S 4,140.00 $ 9,600.00 $ 750.00 $ 4,000.00 Utility charges have been increased due to ~he anticipated ,additional expenditures associated with the new police building. GOALS To establish a baseline of the average time required for an incident report to be available to the public and investigators from the time the incident was reported to police, using data from the new records management system, by September 30, 1997. 'Measure: Establishment of the baseline data To reduce support staff and increase Patrol Officers by four (4) positions in the 1996/97 fiscal year. Measure: Increase of four (4) positions in operational units COMMUNICATIONS DIVISION Capital expenditures include the purchase of fourteen (14) hand- held radios, five (5) mobile radios, a computer data/video projector, a CD ROM Juke Box, and software for UNIXlDOS integration. . 9 Portable radios witl, accessories: Six (6) radios to he .assignedi three (3) radios as spares $ 19,800.00 5 .~;...'~.";;:J"",1- _.....\\......t,. ':" '''.~'~~'''::~~T4''''';<F~ .~;.' ~'...,' ....:"',......' .......+~....... ...... . . _' - Z:~-::L"" ......::=:....:....~~ ~ . -~,.......,........... ~ . ~, ." " r. , '. J . '. , ~ , , '. \ ~. . ." ...... """'H ~..,... .' . .~ +...f ",' oil- ........d.......I.......~!.~.....,~ ,.,1,. , . < ..'...... '" 'I " ~ \+~'...~+. . · 7 Ullder~over in-car radios for Vice & Narcotics . vellicles $ 7, 700.00 .. . ~ E"crypted portable radios for staff personllel to replace assigned radios witltout encrypt/all $ 14,250.00 · COlnputer Inagn/view C0111puter video projector to be . usedlor training classes. . S 5,000.00 · CD Rom Juke Boxfor reference materials linked to nehvork. $ 10,000.00 · . UNlXIDOS integration software S 5,000.00 .. GOAL '. "' To .enhance Citywide patrol deployment by the development of a . .' redis~ricting plan by September 30, 1996 within the approved . ' . '. budget and staffmg levels. Measure: Completion of plan , . SRKlwrm . .i I .~ ! " 6 , ' :. 'I . . " '~&\tllci(,;.;u~-~~~-~.-.--:-r:7:--:-::~ ., , . ~~.'"".._-........__....._...._..,...'"':"......~ "-I" . , .".. . ~',. ., c" .' _. ,_.. .....,.......:.- < '.. " " , , \..." .... ., ~~ ~~"."~F . 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OFFICERS PER 1 ,000 POPULATION TOURIST CITIES · CLEARWATER 2.5 , . · DAYTONA BEACH , 2.6 · · FORT LAUDERDALE 3.6 . . . . FT. MYERS .1 3.1 . MIAMI BEACH 3.3. . ORLANDO 3.4 . POMPANO BEACH 3.2 . SARASOTA. . 3.8. . . . '. ".' , .. .. .', , . . . .. . ,. . . , . "1. . graphic. by Sgt. D. L. GrlUllh 7/96 ,. . ~..J).j>.lU~~~lwli(~~.~~f.+..~~...........ulol!~"........+-_ri-<o.._-~~--~.._---._. :. . . . .....-....""".-+.,..I....~ ,.,~.. ;" L 1w: ....H~ ""'oI..:I}.,':"~''::f~J.,U,.......!.~~''''I~'''''''''''''+:<o;i~..:.t l.. _.n r, ..... o - .~ CD.C:C O)tC O)z ""'0 I - cn~ !!:::>> 1-11. 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FLORIDA 34616-5495 (813) 462-6330 Druce 0' the ChIef ~DV ANCE COpy 1995/96 CUSTQMER SATISFACTION SURVEY EXECUTIVES~ARY IICUSTOrvtER SATISFACTION SURVEY" Five years ago, the Clearwater Police Department began an annual survey of residents to determine how the department could better serve its citizens, sort of a report card for the Police Department. The survey became known as the \I Customer Satisfaction Survey. K The underlying philosophy was the citizens of the Clearwater are our customers. The survey in 1990, was mailed to approximately 1,100 people, with the hope of reaching approximately 1 % of Clearwater's population. Since then, the survey has grown to a mail- out targeting approximately 3,000 residents. The return rate has always been over 40% in each of the four years previous; however, this year's return was lower, approximately 22%. This is still an outstanding response for such projects. 'Throughout the life of the survey, respondents' (customers) primary concerns have, by and large, stayed the same. Residents have consistently listed burglary. traffic, theft, vandalism, drugs, and juvenile related crimes as being the most prevalent problems in their own neighborhoods. In response to those concerns, the Police Department has developed specific goals and objectives which are aimed at burglary prevention and education, enhanced traffic enforcement, and the establishment of a juvenile unit to monitor and track gang activity and other types of juvenile crimes. ! I. The overall opinion of the Clearwater Police Department as a whole has remained favorable for the past five years. Nearly 90% of our customers indicated they would feel comfortable in calling thc? Clearwater Police Department for assistance. An astonishing 90% of those surveyed indicated they felt Clearwater was a safe place to live, work or do business in. This is an increase of nearly 5% over last year. These numbers are also collaborated with the questions about the respondent's own neighborhood. Nearly 86%, up nearly ten percentage points since the inception of the survey, indicated they feel safe in their neighborhoods. . @ + ..." - I - .." I '+"~ .~~,.,y '.....r.....'...;;.j'"'-....................._'.~...................,...... ............_ ......... ""+ ~', ^<- -~'.' .' 7. ~ '. " ! ~. . , . "~_'~'T _. _ <. > ./+' -n....~.'.~ "I"'},I-I~.), .3-, .,.~' ".-+".",:, ~/1 '. ". ~~, < ~~"".., ....- ,>' . I . '. . , . .' /' The past .tbree years of the. survey resulted in a larger than average response to the general . comments section. Typically, in years past, citizens' comments were synopsized for ease of .reading. ' However, many of the comments received the past three years were lengthy and involved~ More residents are taking the time to write letters in addition to filling the spaces provided on the survey. The general theme of the citizen comments, which are available under separate cover for review, is a sense of frustration with the criminal justice system and what they perceive to be a losing battle on the subject of juvenile crime and punishment. Many citiZens were ve'ry complimentary of the Clearwater Police Department and offered suggestions for selected traffic enforcement areas, and, other alternative methods to apprehending criminals. The citizen survey process has provided our department numerous benefits. It has provided . us over the years with the mechanism to clearly f~cus our community oriented policing strategies to set priorities based upon assessment of our communityts concerns and . expectations. . To the men and women of the Clearwater Police Department, on behalf of the City Commission, City Manager and myself, thank you for being the professionals you are in the eyes, of our citizens and for having the courage to shine bright lights in every corner of this Police Department. ~e year 1996 looks to be an exciting year with the move into your new Police Headquarters building and I look forward to joiriing you in meeting the challenges I which are thrown our way each and every day. I /', ~./;t&.:, SID KLEIN Chief of Police July, 1996 .SRKJDLG 2 " .--- ~- ~ I. -1 - . i l .J -- . I . -.1 ] .- 1 \ 1'-- , ; :] .] ] ] ] J J .J J u ., ~ , . .' . . >~"...,.~.~....,....l~".U ......T....~~::.....l~".. ", t. ~~". .~~.Ii:~~.i~I!-."...,.j.'A'...4;tI.~1.+,,.,~..--~;.'.;~ .. ... ........._'"":""..........'-+_.--~r.._...' . s Q.) .~ 00 ,.. ~ 00 ' . . ft -, rJJ. ~.~ ~ r:. o :~ , - .~...I (]) .!.~ .~ \' ,.. Cd . ~~i ' . ..~ '~! . 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I ~,'l\ , j CLEARWATER GAS SYSTEM'S MlSSIDN..STATEMENT ~;1 ~1 " To serve tile natural and LP gas needs of tile customers in tile Clearwater and surroundillK Florida SunCoast area ill. the Inosl safe, reliable and economical manner possible while optilnizing load growth, customer satisfaction, financial return to the City of Cleanvater and the equity value of the Clearwater Gas Systenl (CGS). ~1 , ' KEY RESl.1Ll:.AREAS TO MEASURE CLEARWATER GAS SYSTEM'S SUCCESS [l ~l Financial Perfonnance - Defined as budget performance, growth in dividend returns to the City of Clearwater and growth in the equity value of the eGs. ",., "., a J Safety - Defined as conducting oUr work in compliance with Federal, State and local regulations to insure the safety of both the public and our employees. l~ 1 Municipal/Community Relations - Defined as conducting our work with a high regard for community improvement and a sensitivity for community social needs to foster a spirit of cooperation and pride between eGS, our employees and the communities we serve. t't It .i ~~i f1:ke - Defined as insuring competitively priced products and service costs as compared to the industry, 'alternate energy sources and surrounding utilities. q lid Reliability - Defmed as insuring adequate and dependable supply from our pipeline supplier(s) and excellence in the delivery of gas to our ultimate consumer. ., 1 I~. tr ~J I..!lad Growth - Defmed as customer and load retention, additions and increased gas usage to improve system utilization and enhance profitability. Cmrtomer Satisfaction - Defined as: Customer Service - the speed, accuracy, dependability and overall quality of execution of our construction, maintenance, service, installation, sales and customer support functions. ;, II h, ~1 Organizational Effectiveness - the maximizing of organizational responsiveness and the minimizing of operational and regulatory barriers to efficient and effective customer service execution. ~;1 ;J New Customer Programs and Services - the ongoing identification of external customer needs and the development of new programs and services to meet these needs and build profitability. Employee Quality - the development of service quality through work force training, education and attitudes. J J ~- I --, , - t J . . .) ,- , , I ...J ....., 1 , , , ., " ,- CSW: 07/25/96 Page 9 MANAGING DIRECTOR'S KEY OBJECTIVES AND GOALS -"'j Financial Perfonnance t , ..... Departrilental Budget - To continually manage a Departmental Budget which is realistic, adequately funded, done, on time and maintained within expenditure limits while insuring a high level.of service to our ~ustoniers. Autho~ CGS Departmental budget tinancials (on accrual basis) for FY 96/97 are: l F-l ...J 1 ...J l .j ~ I-.~ J Safety . ., . I ..J S-1 J e1 \IIi .0 ,0 o o Total Annual Revenues = Total Annual Expenses. before Dividend = . Annual Net Income before Dividend = Authorized Employees = $ 18.2 Million $ 17.2 Million $ 1. 0 Million 96 FfE (ADM 1) , Safety Planning - To review our compliance requirements and update the comprehensive CGS Safety Plan by June 1, 1997, to insure our ongoing compliance with all Federal, State and local regulatory requirements for the safety of the public and. our employees and in order to avoid incurring Florida Public Service Commission fmes for violation of compliance with codes, within approved budget and staffing levels. o Municipal/Community Relations U ~ I I (ADM 2) .; .Pinellas Commwiity Awareness - To conduct a CGS awareness program for at least eighteen (18) PineUas County community or commission meetings during FY 96/97 and to work with local media to obtain favorable coverage of same to showcase CGS programs and services and build community awareness within approved budget. Implement based on a survey of public awareness of natural and LP gas availability and benefits in northern PineUas County which was done in late FY 95/96 to establish a baseline level of public awareness and goals for FY 96/97. M-l .-:;....~'~l,...\',.~l.:..-i... ~r .;\., ~ < :.',~.. .. r,,,,., . .~,r.'.'-'._"---'-'."~':'~ -.,,"~I.--'" . (MKT 1) o\J~(, ~ ~ - esw: 07/25/96 Page 9 .! ! l ,I ~j MANAGING DIRECTOR'S KEY OBJECTIVES AND GOALS ''''1 . C.....l :1 Financial Performance \ '~j 1 F-l ,-J r \ __1 -'.r I :..i .' "-"'i I J I S~fet;y Departmental Budget - To continually manage a Departmental Budget which is realistict adequately funded, done on time and maintained within expenditure limits while insuring a high level of service to our customers. Au'thorized eGS Departmental budget financials (on accrual basis) for FY 96/97 are: .0 o o o Total Annual Revenues = Total Annual Expenses before Dividend = Annual ,Net Income before Dividend = Authorized Employees =: $ 18.2 Million $ 17.2 Million $ 1.0 Million 96 FfE (ADM 1) _. '1 ~ -1 8-1 . Safety Planning - To review our compliance requirements and update the comprehensive eGS Safety : . Plan by June 1, 1997, to insure our ongoing compliance with all Federal, State and local regulatory . requirements for the safety of the public and our employees and in order to avoid incurring Florida Public Service Commissionfmes for violation of compliance with codes, within approved budget and staffmg levels. J 'M J (ADM 2) (<1 MnnicipallCommunity Relations .., M-l PineUas Community Awareness - To conduct a eGS awareness program for at least eighteen (18) PineUas County community or conunission meetings during FY 96/97 and to work with local media to obtain favorable coverage of same to showcase CGS programs and services and build community awareness within approved budget. hnplement based on a survey of public awareness of natural and LP gas availability. and benefits in northern Pinellas County which was done in late FY 95/96 to establish a baseline level of public awareness and goals for FY 96/97. u U f& I (MKT 1) o\j.z\ ~,~II.~~...".~",,\.-1.......-n~'.-~- ~ ~ ~_" . u . ...,. .~. " ------~-~~..... ---'-----'-.-- y CSW: 07/25/96 Page 10 M-2 Pasco Community Awareness - To conduct a CGS awareness program for at least twelve (12) Pasco County community or commission meetings during FY 96/97 and to work with local media to obtain favorable coverage of same to showcase CGS programs and services and build community awareness within approved budget. Implement based on a survey of public awareness of natural and LP gas availability and benefits in southwest Pasco County which was done in late FY 95/96 to establish a baseline level of public awareness and goals for FY 96/97. (pAS 1) M-3 Pasco Community Presence - To successfully build a Pasco Gas Sales Office & Operations Center facility in Pasco County and fully open and staff it by the end of FY 96/97. (pAS 2) &ice P-l Supply Price Comparison Plan - To submit monthly reports by the 20th of the following month to the Managing Director which displays our monthly purchased gas supply cost and Purchased Gas Adjustment (PGA) balance as well as an indicator which compares the Florida Gas Transmission Index, the American Public Gas Association Index, and/or other appropriate comparative measures for Natural Gas pricing with that of eGS I s purchased price during FY 96/97. This will provide CGS with the basis for PGA billing and a benchmark to judge our gas supplier's perfonnance and pricing. . (ADM 3) Reliability R-l Supply PI3mrlng - To insure adequate future supplies of natural and LP gas by monitoring daily gas consumptions and submitting a monthly report by the 20th of the following month to the Managing Director during FY 96/97 and developing an updated 10-year forecast of gas supply needs by May 1, 1997 in order to build this into the long range CIP budget requirements forecast within approved budget. (ADM 4) Load Growth I.rl Pinellas County Customer Growth - To increase our number of customers by at least 5 % in Pinellas County by connecting at least 917 new customers by the end of FY 96/97 within approved budget. (MKT 2) L-2 ... '. ,". Pasco County Customer Growth - To increase our number of customers by at least 159% in Pasco County by connecting at least 477 new customers by the end of FY 96/97 within approved budget. (pAS 3) 1r3 Appliance Sales Program - To increase appliance sales by at least 15% over the previous year to $270,000 by the end of FY 96/97 within approved budget. (MKT 3) ~~ I I J9 : I I~ .1 , '\ t ~ if f ft~ ~ t Jt:~ H ~:1 11 It '~. ~'1 ~1 I .1 r. \?' /. ~ M f ;: f '. if: ~J '; t IJ ~J \l t t:J ~j J ,. ... --.. -~... -~~._-- - t' , .... ",c,. C" . '. ~ ,". h. ,. +.' CSW: 07/25/96 Page 11 '"1 Customer Satisfaction ~ Customer Service CS-I Appliance Repair Responsiveness - To complete at least 95% of all appliance repairs within three (3) working days of the customer's request or by a later date as requested by the customer during FY 96/97 within approved budget. --" .~ I CS-2 I I ... I Cs..3 1 ..J l _.) 1 CS4 -, .. I I .1 '''I , r ~ (pIN I) Service Order Responsiveness - To complete at least 95% of customer connect requests within one (1) working day of the customer's request or by a later date as requested by the customer during FY 96/97 within approved budget. (pIN 2) Propane (LP) Service. Quality - To install 95 % of LP tanles within one week of receipt of tap order and to track LP ontages due to lack of delivery, maintaining a 1 % or less failure rate based on the number of customers billed in FY 96/97 within approved budget. - (pIN 3) Construction Responsiveness - To complete new gas main and service line installations that are ready for construction 95% of tile time in FY 96/97 within approved budget as follows: o o o o On line service, no permit -- 12 working days after receipt of tap order. On line service, with permit - 40 working days after receipt of tap order. Main extension under 2,000 feet, no permit - 30 working days after receipt of tap order. Main extension under 2,000 feet, with permit - 40 working days after receipt of tap order. (Note: Mains over 2,000 feet will require these measures plus additional time for construction of the footage over standard.) , , . (pIN 4) Q Cleanvater Economic Development f1 ED-I \.:,.i r1 .-; f~l - Promote City of Clearwater Economic Development - To support the economic development goals of the City of Clearwater by actively participating in all City, Chamber, Commumty Redevelopment, Downtown Development, etc. economic development teams which are relevant to the Gas System and providing proactive assistance (expertise andlor manpower) and appropriate resources to projects as approved by the City Manager during FY 96/97 within approved budget. (MKT 4) L: j::learwatu Tourism T-l \j i Promote City of Clearwater Towism - To support the tourism goals of the City of Clearwater by actively participating in at least four (4) City parades andlor festivals in FY 96/97- within approved budget. . (MKT 5) .;~.~.. 'r:.....:..'~.h.<~...... ...~. ..:~_._.:~~,~~~..\'_... ~~~... ..........~ _..,~ l- f'-. '" Ol (I) - ..-. to Z C'l W ,... to Ol (I) - ..-. 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H' :>t :a S .tlD ~=lQtIJ rzlHE-t~ 'I 1il0l Ort H IilE-tJriIZl ~t1gllt~~~ t!lJi1~Q 0 :ziQ E-t ~ H OE-t HCJ f;OU 2:.-. ~E-tE-tP:; 00 E-tJi1 H H~Ji1 UOO HE-ta ~ fz1 ~Cf~E-t~rzl~ illi ~~ :s:: --- tIJ ~U E-t 2iE-t HH UtJ H :3;>tOU..:It/)S Oa rzlc:l Ji:f :S~ ,cds i l:t ~ ~ ~ ~~Pc: 0 . Iil Ei 0 ~ """ HtIJ 0 Iil ~~15reoPl~l:t tlPf lit Vl riI Mt3 0 . .. >ttJrz:lPH tIJ OtIJ PI f:l~~~ ~[1~ b~OH:;:: ,~ E-tE-t0 rzlHrzl~~~IPl ..:la tJH 't1r 1itE-t..:l H IZlfl.l ~. rzl;~ ! . 0..:1 ~lZ1t1l0 ErzlOHOtJ~E-t ~~~~6 . E-tCJiP:~ PI o U tIl>t ~O:I:HOHJr: PlOIilHtl ~PiE-lUStlJQU IiltJlQQ ; . . < . r. - .' . _> . . ............r...' 'J.'; ~l (' . "'. '" t l. aENERAL SERVICES DEPARTMENT BUDGET OVERVIEW TO COMMISSION General Services consists of 4 divisions (Administration, Building & Maintenance, Fleet Maintenance, nnd Radio Communications). There are 73 employees in the department lo<:nted at 1900 Grand AVe. During Fiscal 1995/96 all General Services employees will become certified in Cardiopulmonary Resu~citation (CPR), certified as First Responders and First Aid procedures. 1 hese certifications will be maintained and updated during fiscal 1996191. General Services is an Internal Service Fund. The estimated costs for the year are passed through to user departments using "Fixed" and "Variable" charges to other departments based on utilization of our services. ADMINISTRATION This division provides assistance and support to the other divisions in. General Services. This includes planning, personnel, management, fmance and management assistance. Revenue reduction resulted from transferring the maintenance of the telephone system to Information Management during fiscal 1996. Expenses were also transferred to Infonnation Management for the telephone system. For fiscal 1996/97 expenditure for city utilities payment ($209,000) was moved from Administration to Building & Maintenance cost center. BUILDING & MAINTENANCE This division provides maintenance and repair of the interior and exterior of city buildings and facilities. Maintenance includes remodeling projectsl emergency repairs, new building design and construction, preventative maintenance and replacement to HV AC and roof systems. This division also analyzes and prepares for payment oftJ;te City's utility bills, and provides for custodial services. Additional revenues and expenditures are a direct result of additional square footage of buildings being serviced due to the addition of the new Municipal Services Building, and Police Station. For fiscal 1996/97 expenditure for city utilities payment ($209,000) was moved from Administration to Building & Maintenance cost center. During fiscal 1995/96 the total city's charge was prorated over 1,102,753 square feet. During fiscal 1996/97 we will be servicing 1,153,758 square feet this is an increase of51,005 square feet ( 4.63% increase) FLEET MAINTENANCE This division provides preventative and emergency maintenance on approximately 1,400 pieces of equipment and vehicles owned by the city. Other departments are also provided with utilization analysis reviews to help the departJrients get the best use of equipment at the most economical cost to the city by comparing similar equipment used by other departments. Replacement analysis is also used to replace equipment at the most economical period to keep total cost at a minimum when comparing replacement and maintenance costs. Though constant review and analysis we have been able to make several significant reductions in major expense codes comparing original budgets from fiscal 1996 and fiscal 1997 . The largest reductions are $255,000 in parts, $25,000 in tire expense, and $26,000 in operating supplies RADIO COMMUNICATIONS This division provides highly technical radio communication services to departments throughout the city using an 800 MHz system. Repairs and maintenance are provided for radios and the 800 MHz system as well as ensuring that the city is in compliance with complex radio communication laws. Battery replacement for portable radios is also provided and repairs to other equipment such as pagers, cellular phones. and P.A. systems. OVERYreW.DOC k'io..,,::. ,.......;.,1'. !J,;.,;.:"\..: ~,::, _'\.'_ ~~ \:. ~ ,.i.;,..~!:....:..l.,.'). (rJ.;,i.: .............. .,.......'r ~""'ol....... - - ~. ~ ~ -.....~-.~..:. . ..- --..--...... .'li'"o.\>....' ....~. ~ - - .,_." ... II f' " . '1 .,. . . ~. c. '. ..' , ___.,,;!c--......... ptt-o:- ",.t., ~.c~ '~'.~.., . . , . . ~d.~...;......._I...t#'~........"iY't:-..1.~Ml,1~.?~.,'.t.;.")'". \ 'c~ '.'!o~. c"' I;...-!~...........,:j>+~_._ . . . . " '.\ .~' . c ~.. . ' , . ~ GEN.l1ML SERVICES..DERARTMENI BllDGET.. Goals and Performance Indicator$. A.dminlstration Recertify General Services employees to assure that all maintain current CPR certifications. . Establish "Actual eostn basis for each departments Building & Maintenance charges similar to the procedure used for Fleet Charges. . j . ~uilding and Maintenanc~ " Promoting tourism and decrease public's exposure to hazards by performing inspections and . corrective maintenance of facilities before, during, and immediately fonowing all special events. 'I ., Conti~ue "Good Neighbor" program by using Building and Maintenance crews to report to police. any suspicious activities, accidents, and disabled vehicles. . Maintain high (95%) customer satisfaction levels as measured by customer surveys. Fleet Maintenance Achieve a customer satisfaction level of 89% as measured by customer surveys. This is 9% above a recent local commercial firm. . . Provide quality preventive maintenance inspection program. All cars and trucks inspected as scheduled 95% of the time. ,I . .\ OVROOALS.OOC Fm r. ..1'" .~,...~.-.t ",.~ .....~j.\o".,.....~ '"'.e""..... . . .' I I .. c. . . T . ~ " . r ,; j' , . ..... , I .. . !." ~ r . . ..... ~ H. . . , . . " : . ...,~....;~.~........,. ...,1't,o'f."o~~ :.-,:..:~. ~W~~t1~. .;~~ I ~': ;', ~.~ ~'IOI.'" .. > ~~ eo+ ~ , . ""~ >.0.. . (4c rj 1)t}-~/?y ~?-w~,s. CLEARWATER FIRE DEPARTMENT BUDGET YEAR 1996/97 TALKING PAPER ..; Neighborhood Programs - ' Sub-Stations . 'Community Emergency Response Teams (CERT) . . , ;; .. I, . i , , '.. . '. .. ,.; , ...; .; " .; Smoke Detectors 5 City Departments Involved 280 Delivered/Installed Organization Development - Inspection/Investigation - Training.. Emergency Management 10% - EMS - Cost Effectiveness Specialty Teams . - Technical Rope Rescue/Confined Space Rescue - Dive Team Automatic Defibrillators (ABD's) Emergency Management . - New Emergency Operations, Center (EOe) Update Annexes .;, EMS Contract Pinellas County Fire Chiefs ~ ~ ~- ~z t) 8 g: ~ 9~ ~~ Urn ~ fi)e3 _ rn ZZ o~ ~~ ~ ~ o ~ ~~ 00 ~~ ~i ~ - < co >. - '0 ~ ~ ~ z ~ -< 9 I t .... "8 B o 5 en 8 u c::: tV 0 :~ 'a:E 6a '0 1- '0 b.I) - tV~ -tl.13 ~ > ;g ~'ra 0 s< .g 0 ~ Ei 0 ~ '0 c:::en\O~ E a 0 "'.... .... o "i: ~ l- 5 6.. 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"'l:I 0< "'l:I tI) C'CI ... ~ l-n zz- ..;;0 . ... e ~ cS s C'CI P. 0....... ~:E. ~ f-4tl~ ..~~s .e .~ ~ :g ~ In 6 ~.E . 'r:: ~ t:Q ~ Ci.i ::l . . ~ .. e CI) 'C ::l (?. ~ ~ ~ ~ ca '::l c ~ .g E '@ .... B g,. 5 .... Ul > ~1Il ~IU ~ H 0 K! I~ l~~ 8 c IU "'0 C 8. l(j. t:: o u ii' c:: CI) .... o . ... e ~ cS C 1-1 .. e (/) 'r:: ::l ~ .d ~ ~ III - :::s 1i .c ~ OJ) c 'en '€ Q) > "'l:I < \0 0"1 r::: - r::: ~j .' ~ IJ t' . ., . . ,.! , , . ~+. ., , " , " " . c. ~ ' . . c ~ , . I, .' ::.... j ~~'."f '., ' '\. r ,..; M' '" :...'I'....-r~.""":.. ~ ;..., ~ ,~':'" ...:. ........... ""~ Jr ~.." .~~,_... -.~:: T.-:I"''' :r~',"'(; c'f:t ..... .. ....- ,,,,,,,'~I~ . I , Aug-27-96 lO:5BA C'Qa~atQr Purchasing , 'F A X COVER SHEET " DATE: August 27, 1996 TIME: 11:04 AM TO: ' Patricla Sullivan PHONE: (813) 462-6684 City of Clearwater FAX: . (613) 462-64Se FROM: . Dan C. Katslylannls, CPA PHONE: (813) 562-4552 Intemal Audit Director FAX: (813) 562-4535 CItY of Clearwater RE: Documents presented at Budget Worksesslon cc: t. , ~ : Numbe~ of pages Including cover sheet: (3] .: : . Message Here they are. If you have any questions, give me a call. " , ": . " ';'. . 'I ; '-. ;, . '.". > .. I ,~. . . . " . !Il . _ _T_";:" ~ . ,<-". P.Ol .. ...+.... '.r.,~..~....t.'ro~"~~'" '. ': >~.:, ,cr. P.02 Aug-27-96 lO:SBA C1Qarwa~Qr Purchasing t Tentative Work ~chedul8 10/02.10/06/95: 10109 -11110/95: 11/06 -11/24/95: 11/13 - 02102196: 02105 .. 02109/96: 02112.03/22/96: 03/03.. 06/30/96: 03105.. 05/31/96 03/12.. 07/08196: 05/01 .. 05/10196: OS/27 .. 09/30196 07/22... 09130/96: 07/29.. 08/02196: 08112.. 08/16/96: 09109 ... 09/18/96: 09/16 .. 10/04196: Internal Audit Department Revised Audit Calendar Fiscal Year 1996-1996 Revised 04/01/96 Audit Work BUdgeted . Hours 60 360 360 845 36 600 700 400 1,000 36 335 Physical observation of the City's year end Inventories. Financial audit of COBG subreclplents for FY 95. Reconciling year end inventories. . Police Departmental audit (including revenue audit) Follow-up review of the Fleet Maintenance Div. audit. Building Maintenance Divisional audit. Ad Valorem Tax revenue audit for fiscal year 94-95 L,P. Gas & Fuel on Public Service Tax revenue audit City Engineering Departmental audit. Follow-up review of the Library Department audit. Ross Inventory Software Implementation & Training Review of Intemal Controls for new application software systems: Payroll, PermUs, Licenses, and Code Enforcement. Physical Observation of the City's interim inventories. Follow-up review of the Parks & Recreation Departmental audIt. Reconciling interim inventories. Audit of COSG subreclplents for FY 96. Total 320 36 36 156 360 ~ rrhe weeks and hours indicated above are based on a total of three full time positions in the Department net of estimated vacation, sick, holiday, and training time. If there is employee turnover and/or a change In audit priorities, the audit calendar will be subsequently amended with the City Manager's approval. -- ~ . ..... ............._._~ r - " AUg-27-96 lO:5aA C1QarwatQ~ Pu~chasing , ' P.03 .. STATEMENT OF RESPONSIBILITIES OF INTERNAL AUDITING The purpose of this ,lalcment is to provide in summary fonn a general understanding of the responslIJllitles of Inlernal auditing. For more specific 8uidance. readers should refer to the Standards for the Pro/~JJional Practict: of {nttrno{ Audlring. OBJECTIVE AND SCOPE Intcmallluditlng 15 an Indc:pendent appraisal function established within an orBanlzatlon 10 examine and evaluate lis I1ctivities QS D service to Ihe orglll1lzation. The objective of internal auditing is 10 assist mcrn~rs of the orianlzatlon In the cffcctivc discharge oflheir responsibilities, To this end. intcrnal auditing furnishes them with analyscs. appraisahi, recommendations, cnunsel. and information concerning the activities reviewed. The audit objective includcs promoting effective control at reasonable cost. Th~ membel'i of the organizalion assisted b}' internal auditing include Ihose in management and the board of directors. The scope orimema) auditing should encompass the examinalion and evalualion of the adequacy and erfectivenen of the orgllnizllllon.s system ofintemal control and the quality ofperformance In carrying out assigned responslhililies. lntemal auditors should: · Review the reliability IlI1d intcgrity of financial and operating infonnation and Ihe means used to identify. measure. cta!>sify. and report such information. · Review rhe 'yslem5 established to en5urc compliance with th05C policies. plnns. procedures. laws. And regulalions which could have a significant impllCt on operations and n:pons. and should detennine whether the orgnnlzalion is in compliance. · Review the meam uf safeguarding asSCIS and. as appropriate. verify the existence of such assets. . Apprai.se the economy and effich:ncy with which resources are employed. · Review upcrations or programs to ascertain whether result.'; arc consistent with established objeclivcs and goals And whether thc operations or programs are being carried out liS planned, RESPONSIBILITY AND AUTHORITY 111e inlernal auditing department is an integral pan oflhc organi1.nli"'n and functions under Ihe policies estublished by ~nlormanagementandthe board. The purpose, authorily and responsibility of the internal audilingdepanment should be defined in a fonnal written document (chaner). The dlreclor of inlemal auditing should seek approval of the charter by senior managemel\t as wen llS acccptan~ by the board. The charter should make clear the purposes of Ihe inlernal auditing departmenl, llpcclfy the unrestricted scupe or Its work. Bnd declare that Buditors are to huve no authorily or rCltponslbility for the acti...itic$ the)' audit. l1noughoulthe world intemal auditing is perfonncd in diverse environmems and within orgnnj;r.alion.\ which vary in purpOf;e. ,in-. and structu rc. I fl additi on, III c laws and c ustom!i with In VMOU S cou ntries diffcr from ol\e another. l1\clic dif(erenc~~ may arrect the practice of intenlaJ auditing In each cn\'irnnment. The implemenlation of the Stondord,f for tltt Pro/tutorial Practice 0/ I"'~rnal Auditillg. therefore. will be governed b)' the environmenl in which the inlemal auditing uepanment clUTies Oul its assi2ncd lesponsibllllies. Compliance with the concepts enunciated by the Standort/.f 'Inr I"~ profr.u;onul Practice uf/llternat Auditing Is essential berorc the responsibilities ofintemal auditors can be met. As $tllted in the Cod, ofEthk.f, mc:mb;:r~ or The Institute ofllllemal Auditors, Jnc. and Certified Internal Audilors shall adopt suitable means to comply wilh the Standards for the Professiollal Practic( of Jmertlal Auditing. INDEPENDENCE Internlll uud\tors sbould be independent of the activitiel> Ihey audit. Internal Duditors arc independent when they can cart}' DUr their work freely nnd objectively. Independence pennils jnlernal auditors to render the impal1ialnnd unbiased jud(l.mcnts es~cntl:J.l (0 the proper conduct of audits. It is achieved Illrough organintionlll s~tu~ and ObjCl;~ivity. The organizational 51alus of the internal audlllng depanment shOUld be sufficienl to penult the accomplishmenl of Il8ltudh fC.!Iponslbllltie.s. The director uf UIC inlernal auditing depanmcnt should be responsibte to an Individual in the organizlllion with sufficient authorily to promole independence and to ensure a broad audit coverage. adequate cClnsideration of audit rcpons, and Dppropria.te nction on audit recommendations. Objectivhy is an inde~ndent mental auhude which internal lluditors should muintain in pcrfonnillS uudits, Inlernal audimrs are not to subordinale tlu~ir judgmenl on audit mallers to that of others. Designing. installing, nnd operaling sY$t\:m~ l\ro not Budlt functIons. Also. the draftIng of procedures fer syslems is not an audit funclion. PerformIng such aClivilic!; ill prc,umed to impl\ir audit objectlvily. 30'91 The Stattllu!1Il nfR~.fp(m.fibilirirs of lflt~rtlal Auditing WIlS origlnnUy i$:\ucd by Tht: Institule of IllIernal Auditolli in 1947. 11lc current Statement, revis:d in 1990. embodies the concepts previously established and includeuu~hch:mgcs liS IlCe deemed advisllble in IiSht of Ihe present 5UUUS of the profession. ~ .' " " . . . t~1i~__ Interoffice Correspo dence Sheet To: Elizabeth M. Deptula, City Manager From: Ream Wilson, Director, Parks and Recreation Depar~ Kathy Rice, Deputy City Maneger \ July 17,1996 CC: Date: RE: Volunteer/Special Events Cost Center The purpose of this memorandum is to provide additional information regarding the new "Volunteer/Special Events" Cost Center which is included in our proposed budget for 1996/97. I believe we all recognize the value of .volunteers" and "special events" to our community. Quality special events provide not only outstanding activities for the entertainment and leisure time pursuits of Clearwater residents. but they also attract numerous visitors to our City, contribute to our quality of life. and provide a substantial economic impact. The proposed new Cost Center is intended to focus energies on securing volunteers and on enhancing our special event process. This report is divided into four . sections. Section I gives a brief overview of special events and our current operations. . Section II outlines the benefits of the new Volunteer/Special Events Cost Center. The costs of the new Cost Center are shown in Section III. Section IV discusses additional considerations relative to special events. I CURRENT SPECIAL EVENT PROCESS Currently, special events may be categorized as either "'INTERNAL" or " EXTERNAL .... INTERNAL events are those offered by the City's Recreation Programming Division and include events such as Easter egg hunts, track meets, Friday night concerts at Coachman Park, etc. These events may be conducted entirely by City staff, or we might secure outside co-sponsors for funding andlor special assistance. An example is working with the St. Petersburg Times for the Friday night concerts conducted at Coachman Park. Since INTERNAL events are so numerous and since they are a routine part of our recreation programming services, they are not required to submit official Special Event Applications. On the other hand, EXTERNAL events are those conducted on public property and sponsored by outside organizations or groups. Sponsors of these EXTERNAL events submit applications in accord with the City's Special Events Ordinance. These applications are reviewed and approved by the City Special Events Committee. Examples of EXTERNAL events include the Jose Cuervo Volleyball Tournament sponsored by Carson International, Inc., Jazz Holiday sponsored by the Jazz Holiday Foundation, and the Fun 'n Sun Festival and Fourth of July activities sponsored by Clearwater Festivals, Inc. EXTERNAL events continue to grow in numbers each year with 56 having been scheduled in 1993/94, 67 in 1994/95, and 72 in 1995/96. At times, sponsors of special events suggest that the City's application process is confusing and cumbersome and requires too much -red tape-. For example, they refer to requirements for liability insurance and separate applications needed to secure occupational licenses, sound permits, building permits, tent permits, health department approvals, DEP permits. etc. Although staff o\Jt\ Elizabeth Deptula, City Manager July 17, 1996 Page 2 makes every attempt to assist and to provide as much help as possible, the events continue to grow and time becomes increasingly limited. Also, regarding our current process, I sarve as the City Manager's designated Chairperson of the City's Special Events Committee. After reviewing applications with other members of the committee. my office issues Special Event Permit letters. Finally, as you are aware, Mr. Terry Schmidt is employed in our Recreation Programming Division as 8 "Senior Recreation Supervisor". His primary responsibilities currently include the administration of our city-wide athletic program, and the supervision of our McMullen Park and city-wide tennis operations. However, because of Terry's talent and skills relating to special events, his experti,se in this respect is cons;stently in demand from people inside and outside the City. As a City employee, and as the Amateur Softball Association Pinellas Metro Commissioner, Terry brings numerous softball, baseball, basketbatl, etc., tournaments to our athletic facilities each year. He also volunteers as chairperson of OiClearwater Festivals, Inc. II which is a non-profit corporation formed to conduct and sponsor large special events such as the Fun 'n Sun Parade and Festival, Holiday Parade, Fourth of July Festival, Memorial Day activities, etc. Mr. Schmidt's role as an "employeo" and as a "volunteer" sometimes overlap, but his tireless contributions to successful special events in Clearwater are well-recognized. Clearwater Festivals is one of a number of organizations that sponsor external special events. Of the 7 2 special events schoduled for 1995/96, six were sponsored by Clearwater Festivals. Thirty~five events are considered to recur on an annual basis. These annual events are listed below with sponsors and the dates of the last event. .' ~~-flN?t~~(~~J~\~' EV ENT" ~ :\:~:~~c :.:.~" ~~~/>."/(~: ~:~~: ~::.':. :<,.,...:.:..h SPONSOR:: >: .. ,DATE,' '.;.,', '..~:./:.: ;;-ast End Pro Am Vollevball East End Vollevball October 6, 1995 Bud lite Pro Am Beach Exclusive Sports Marketing October 14, 1995 ollevball avside Bridee Bonie Chamber of Commerce October 14. 1995 azz Holiday' Clearwater Jazz Holiday October 19, 1995 Foundation ~hite Cane Walk-a-Thon Upper Pinellas Council for the October 21, 1995 Blind azz for Kids bv Kids Clearwater Librarv October 21, 1995 "ausewav Commuter Classic West Shore Alliance, Inc. November 1 2. 1995 ;;-urkey Trot St. Petersburg November 23, 1995 Times/Citv/etc. !:amHy Holiday Parade Downtown Clearwater Assn., December 8, 1995 Clearwater Festivals * ICity Holiday Traditions Clearwater Festivals *, DCA, December 16, 1995 ODB,PNR Sav No to DruDs Run Dianetics Runnlna Team December 31, 1995 Dr. Martin Luther King NAACP January 15, 1996 Celebration Saturday In the City City, CRA, Chamber, DDB, January 20, 1996 DCA Seameo Exoosltion Seamco Labs Februarv 22, 1996 Paint Your Heart Out Chamber of Commerce March 2, t 996 Making Strides Against American Cancer Society March 9, 1996 Cancer - ~-~_..- - .' Elizabeth Deptula, City Manager July 17, 1996 Page 3 EVENT (Continued) SPONSOR DATE Sunburn Relief Unit Suncoast Baptist Association March 9, 1996 Caotain Moraan Volleyball East End VolleYball March 12. 1996 irthdav Celebration Church of Scientoloav March 15, 1996 oo-a-Thon Delphi Academy March 23, 1996 aster Classic Run Sprinatime City Kiwanis Aoril 6, 1996 Easter Sunrise Service Skycrest United Methodist April7,1996 Church Easter Egg Hunt Church of Scientolocv Aoril 7, 1996 ~uervo Gold Crown Carson International, Inc. Aprilll, 1996 lIollovball ~un 'n Sun Festival Numerous Civic April 19, 1996 Orga nizations, Clearwater Festivals'" ICity Florida Corporate Soortsfest Coroorate Soorts Action, Inc. April 20, 1996 Walk America March of Dimes April 27, 1996 A.nniversary of Oianetics Church of Scientoloav Mav 10. 1996 Client Picnic Perenick & Carroll Mav 11, 1996 Bud lite Pro Beach Vollevball C.E. Soorts Mav 24. 1996 \Aarch for Jesus Youth for Christ Mav 25. 1996 \Iorth Greenwood African American Leadership May 25, 1996 Street Festival Coolest Car Show Clearwater Festivals'" . May 26, 1996 . and Concert (Memorial Day) Parks & Recreation I=ourth of July Festivities Clearwater Festivals'" ICity July 4, 1996 l3ud Lite Pro Am Vollevball Exclusive Soorts Marketing August 3. 1996 ... In addition to sponsoring or co-sponsoring specific special events as noted above, Clearwater Festivals, Inc. also provides the following services: . Assists Parks and Recreation Department events as needed with volunteers and financial support from private sector. . Offers opportunities for people to join and volunteer for worthwhile civic activities. . Contributes limited financial resources to attract new sporting and special events to the community. . Solicits and secures sponsors to help fund approved special events. . On request, provides expertise and resources to help facilitate special .1 events conducted or sponsored by other community groups. 11 PROPOSED VOLUNTEER/SPECIAL EVENTS COST CENTER The PRIMARY OBJECTIVES of this new Cost Center include: 1. To provide resources for a centralized volunteer program and support for special events. 2. To increase the number and use of volunteers and to provide centralization and greater visibility to the current volunteer program while enhancing community team spirit. C)\Je~ ~~.h:i.._"';"'~..\.:~:::':;':-!h.~ ::.~':'.j;"~\ .........v.L.... ..l....'r.... .,}.....\....-.. ..... " " " " Elizabeth Deptula, City Manager July 17,1996 Page 4 3. To provide support and facilitation assistance to sponsors of special events and to recruit and increase the number of new sports tournaments and community special events which will generate positive enjoyment and economic benefit for the community. 4. To provide e centralized funding arena for items often needed to recruit. facilitate and/or conduct special events: . Event bid funding . Rental equipment, Le., tents, Port-Q-Lets. tables, chairs, etc. . Temporary services . Professional services . Travel and training . Printing and distribution. . Supplies and materials . Others to be identified " This new Cost Center will be under the supervision of Mr. Schmidt (Manager of Sports and Special Events) who will officially be. charged with the responsibility of facilitating "INTERNAL/lI and "'EXTERNALK special. events. The new Cost Center will involve an additional employee (Recreation Supervisor) being hired to serve in the Parks and Recreation Department as the Volunteer Coordinator and Special Event Support Supervisor who will provide assistance to the Recreation Programming Division and Mr, Schmidt with specia,l events. Specific responsibilities of the new employee will include: 1. Coordinator of Volunteers · Recruitment . Training . Assignment . Data base management . Recognition . Establishment of a Youth Volunteer Corps . Establishment of a Seniors Volunteer Corps . Establishment of a Family Volunteer Corps . Establishment of a Business Sector Volunteer Corps . Establishment of a Community Groups/Civic Groups Volunteer Corps · Financial impact of the volunteer program 2. 'Support for Spacial Events . Coordination and direction of volunteers/special workers at special events . Preparation and distribution of media and other information . facilitation and support services concerning special event promoters .. Host responsibilities for promoters and entertainers . Sponsor communication and recognition · Development and maintenance of a special events schedule . General tasks involved with the behind-the-scenes work associated with special events: i.e., deliveries, event logistics, event special projects, pre-event duties, actual event duties :and post~event duties. .1 .,.~- ~-......-.. r. -. - ;> l' '. ..,.. . "', ~. "."" ,'t', ... ~ Elizabeth Deptula, City ManaQer July 17, 1996 Page 6 III COST OF VOLUNTEER/SPECIAL EVENTS COST CENTER Salaries Full Time Life Insurance 1 % Life Insurance Malor Medical Insurance Social Security Pension Fund Workers Comoensatlon .Sub Total . ....~.,..:.::. '::: ~.~~~:.:~}::~.;~~' .~ .:' .<....:.;: .:_ ~. c. . "~' ... . .. : .. $32,120 10 300 2.310 470 2,250 1,610 $39,070 $1,500 500 1,200 16,850 ... 2,000 400 150 $ 22,600 .. . . 500 840 300 1.600 $3,240 $64,910 //{'.}~1'};'~~~.~..:;,.' . ..:<:;..... Contractual Servo Advertising Printina & Bindina Rental Equipt. Doer. Suoolies & Mati. Membershios & Subs Trainina & Referen. :Suo'Tota1 .0.:.:..:.. .. Document Reoroduct. Radio Service Print Shop Radio Service - Vari. . Sub Total '. :.... .", ....... ~:.;..~~:...... .-:.::- .",..... .:.:. : .~:' ...~'. . Section Totar,.:.: ::. ...:<.. '. ,". .\ ... Of this $16,850. $15,000 is for rental of portable toilets which would normally be included in budget code 1691. . Therefore, new costs for this Volunteer/Special Events Cost Center total $49,910. IV ADDITIONAL CONSIDERATIONS In conjunction with the establishment of this new Cost Center, the Department plans to initiate other actions in an effort to streamline and to reduce "red tape" that may be associated with the current special event process. These actions may include the following: . 1. Make the system as II user friendly" as possible by working closely with potential sponsors of special events to facilitate the application and approval process. 2. Investigate 8 "one-stop shopping If type arrangoment for special events. For example, rather than a potential sponsor having to visit various departments to fill out applications to receive permits, this information could be gathered at one location like the Parks and Recreation Department where all fees could be collected and permits issued, 3. Review and amend as necessary the City's current special events ordinance. Please contact me in the event you have any Questions or desire further information regarding this subject. RW/bd PARKS\BOOWNS\RW\COST CENTER ,.. '... "+ I " ' , ~ " ;' .:.....,~ 'I~"":J: i'.,~'jl}-.":'","'~P~ :,' \. . '\ . I ,. .'.. Revised LAKE CHAUTAUQUA PARK Development Schedule (June 17 f 1996) , 'Site Planning and Approvals {Mav 20. 1995 to Nov. 15. 1996\ May 20 to July 31, 1996 Aug. 1 to Sept. 15, 1996 Sept. 16 to Nov. 15, 1996 Develop certified site plan Site plan review, processing and approval Develop detailed plans and specifications for construction of park. Park Development Phase I and II (Nov. 16. 1996 to Mav 27.1997\ Nov. 16, 1996 to Dec. 20, 1996 Advertise for bids which will include park roads, parking lot, picnic areas, nature trails, sidewalks, canoe launch area, pier and restroom. , Jan. 9, 1997 City Commission approval and award of contract. Jan. 23, 1997 Jan. 27 to May 27, 1997 PreconstnJction meeting with contractor Construction of Phase I and Phase II Grand Openln~ 01 the Park (June 1.1997\ PARKSlBDOWNSlAKlCHAUTDEV ' . ,.~~- ," .. . . .. c ~ .' . Ervins All American Youth Club Fixed Grant Matching Grant Building & Maint. Recommended Funding Sources By Agreement Requesting Special Devl.code 1995/96 1996/97 Operating (1621) (9917) 3rd quarter 101,300 101,300 9,800 107,540 16,037 16,037 8,910 9.270 9,270 126,247 126,607 19,070 .. 107.540 - .. Included in City Managers recommended operating budget. ** To be recommended for approval at 3rd quarter Excerpt from agreement with "Ervlns All American Youth Club., (Article III. Page 5) ARTICLE III. RESPONSIBILITIES OF THE CITY 1. Provision of Funds. The City, for the 1995/96 budget year, agrees to provide a grant of $101.300 to the Club to assist in funding Club activities, and to budget ,$8.910 to cover the costs of building maintenance and pest control services at the Youth Center. The City also agrees to provide a "matching grant program" up to a maximum City contribution in 1995/96 of $16,037. Under this program, the Club must first raise $8,925 in donations from the private sector. After said amount is raised and received by the Club, the City will match each additional private sector dollar the Club receives up to the maximum City contribution of $16,037. Grants and budgeted monies will also be provided for the 1996/97 and 1997/98 budget years up to amounts approved in the City's. operating budget for each of said years. " ," Note #1: City of Clearwater Grant requested by EMn Is kfenUcal to FY1995196 of$117,337. The grant incfudes a fD03d amount of $101,300 and a dollar for dollar match up to $16.037 for a total of $117.337. The City has incJuded $9.800 for the match In the P & R operating budget and $107.540 Is being requested at thlrd quarter In a spedal development code for the remaining grant Note #2: The City provides In-klnd seMces of $9.270 for BuDding and Maintenance costs to maintain the buDding. The cfub also incJudes an amount of $12.000 for buDding rent as a conbibutlon of the City. These two figures equal the in-kInd donatJons totaling $21.270 not $20,910. "l\"..;-"t~.'_':'~i.,rl.;t:.. . ,rt ".~' . d".\ _.' ~'..c. ~lo I ~1,......~ I. . .....~ ...... ...._..._"+~ .'"" ->r.,.'::::~-:....i......."'-'"-'__' . . ,', I .', . ~ The Long Center 101 SALARIES FULL TIME 102 SALARIES PART TIME ,105 OVERTIME 201 LIFE INSURANCE ' 204 MAJOR MEDICAL INS 206 SOCIAL SECURITY 207 PENSION FUND ,209 WORKERS COMPENSATION TOTAL 95/96 96/97 Total Department Revised Bud Request 20,632 21,730 2,427 98 10 2,310 510 1,241 2,650 29,878 10 2,310 330 1,450 1,610 27,440 303 CONTRACTUAL SERV. 441 RENTAL EQUIPT. wnrtf.i'o~it~i:~O/{Th~::'L ' ,!l.,;+ :: D:Vll,i;UlNU:Q;;;'ihAil",.,hHlm~r. L l:;,_ :II:~ . ~~~(~;.>>t 462 EQUIPT SVC & REPAIR 473 MILEAGE REIMBURSEMENT 504 OPER SUPPLIES & MATL 571 MEMBERSHIPS & SUBS TOTAL 421.599 550 1,350 850 1,350 500 230 3,850 34 314,984 200 200 3,000 60 314,130 402 DOCUMENT REPRODUCT. 406 SWITCHBOARD BILLING 411 BUILD & MAINT SERV 413 PRINT SHOP TOTAL 400-420 120 1,580 o 400 2,100 100 2,120 o 400 2,620 SECTION TOTAL 346,962 344,190 Page 1 ., , '- s c CD o C) c o ..J cD .c t- ~ -~ 'E ~ 8 ~ z ~ ~ ~ :;):i2 .9 II) ~ ~ Ie 1D19 ~.2 (,!) 4) <<.I ": ~ CD ~6 1!i !z ~ ~ 15 ~ ~ ,\;; ~ ~ i5 Hi ~ ~ ~ 11:li Uh ~ ~ 'II! i ~ ~ ~ ~ ~ ~ fi 18 ~ z ffi8.3.... 2 ~ ~ ~~:! u8.~~ ~ ~ iiO'I~ i ~ ~ J ~ ~ i i ~ 0 > i a: 0: uJ 0". co. ~ l,g B Q? c!! 1: o ~ ~ ! a'I ~ ~ .~ ~ e I ~ C: .~.... c I~ . I ~ ~ 91 I .31 e I 0 ~ iii HI~ ~ H ~I I~ vv-. I ......,.. ~~ T.,.,c-r-~ i ..~ N so~o 8 ~ .c~ 8 8 .... ~!;~tc;J ~ ~ U) ,- ~ 88go~~ l()\()o8:; lS U~ti~ ~ ~ ~i I :5 ~~~ Q) T- i~OQ02 ...W')~8 ~ ~ !i~~ ~ rJ g c;) ... 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