Loading...
03/23/1994 ".$i;.:)~ '......,{: ~i- J'I '..l.-,l...... ~ ...~... :. .>.{ 4"1;)-", ..~~,\ ".~ . I #(. ~.,. ,-)"11""", t': ".. . .". ~~~~~~;~"<A:~'.(' '\,',' ': 'J:\(':':T:~ . ~; ~ . , , , '. 1" , ' . ~r~ :t. : i::: ~.,,\:' -.f 1 ~1'~' l' ~,~~.. .. ;:"~ ..;, ~'..' . ~.J;.'.~.!:~.: ~~ ~ :',. ;: 'I" , ...' I~ ~ "'. ./ ~ / " , ,'~ . , ' " :\1 " ..: i . . . ~ ~ .1.1 ',' \; ,{;>,:'. . j~:;\:, : ' " ',,/",' I, . ~,'. ") ~ I 'p~'.' I' ~~;L:,:::~",:, :.,.>,~' .:;:' '. --. I . '0. .q." t',!" 1 . ~...'~ '" . "" ~.r.~~ " , , .!\ ....f ..,," r'o .... " " .' , ,~'."_' :~';"':. :,:/, -', ...' ;.-:-. }',. , : t~~!;~L/:~ ,~, . . Ji,'~"'4"I;.L.:'a-1.l,. "~~~Iorr~;.:,',",.,' ,',;M)'~:d:':'.~';:'" . '. ' i'jh~~~ra::~t, . . '. '.fJ~~'~~'J .f;; ~+;, / . ;., : .~,~~"r-..h~..~. , . . . f.~::;+!:\..,~....,.<t,.!.. < ,.:.1. f>-""'# ;..,..-I~ '1"'". ~'} 0 ~ ,~i:~!;::\~', :":, , .. \ ~ ..t:'. .~~;w'.M~I::~: . . , , COMMISSION ,', I City Commission ,I ~~/~'$/9:# " ~",. . "" .:;{-: I,., .'DATE <, .... ::;t, 1~;h ,,' 11~~.: :~.l~: ,.,\,., . "f}\f~' t' lk+~;'" , ,,:~iJ;,,' :'1/'" ,', , ~-':":'. " 'F::~~~~'\' ~ J"~::' ~:[.i;,' , ...-w".' .. ~ .. ~(': &t~.. " ~:(" , .'.J~,~~ ", . . . c"t > ~ . ~ . . T ":'.... " :.r~i~:. \./1' ' ' -r LActJ'O'LQ..', .' ~ 3~~ , , '" ~. .r , , :'i . " " /; .,', " , . ... ! L ~.' ~. . . ",:.:", . I. " ~'. , .' " , " "j' ~'!,q , 7~'~~!" ;". , I .. 't ~I r ' ,', , " l' "'..' t . (', " ." . " " .I.': , ' , ~ I ~ . '. ;(,:-; ::< ,''':;~ ',~::,':~\~:,':': ,>.~: .:...,:,;.i:::;:,,:<::;:... . ' (~' ". '. CITY COMMISSION STRATEGIC PLANNING/BUDGETING SESSION March 23, 1994 The City Commission of the City of Cle'arwater met ,Wednesday, March 23, 1994 at 9:30 a.m. in the Adlf;r Room at the Main Library, with the following members present: Rita Garvey Arthur X. Deegan, II Richard Fitzgerald , Sue A. Berfield Fred A. Thomas Mayor/Commissioner Vice~Mayor /Commissioner Commissioner Commissioner Commissioner Also'present: Elizabeth M. Deptula Kathy S. Rice William C. Baker Tina Wilson Cynthia E~ Goudeau Interim City Manager Deputy City Manager Acting Assistant City Manager Budget DIrector City Clerk ,(.",' , , The Mayor called the meeting to order at 9:34 a.m. Elizabeth Deptula, Interim City Manager indicated, as of yet, a strat~gic plan has not been developed. Meetings held with Ruth Ann Bramson resulted in the development of 30-90 day action plans: Today she needs direction 'from the City Commission regarding an 18 month horizon. Commissioner Thomas stated he does not feel the Commission should have a' " predeterm'ined millage rate. Mayor 'Garvey questioned for what Ms. Deptula was looking. Ms. Deptula indicated a strategic plan with a 3~5 year horizon based on the Commission's vision for the City. Commissioner Fitzgerald stated a strategic plan is a long term issue, and that short term planning has a 1 ~2 year horizon. He did not feel five years was very far out, and the plan does not necessarily get down in specifics. ' Mayor Garvey felt the world was changing too fast to go beyon~ the 3-5 year horizon. Commissioner Deegan stated government is not the same as business. What is commonly accepted in business is not the length of time, but the importance of the impact. He stated the strategic plan has to identify the time horizon; and the Commission needs to agree on same. Commissioner Thomas felt the 3-5 year horizon was appropriate for this size City. He stated right now it needs to be determined what the Commission wants for the next 12-24 months. Things can be impleme'nted now that will have a long term impact. l.. , minsp03d.94 3/23/94 1 , : ,,,r,.: r\ , , Commissioner Deegan stated the Commission needs to set a picture regarding what the City is to become. During the next 12 months, staff will determine what is to be done to get there. He stated the Interim City Manager needs something against which to measure. The Interim City Manager'questioned if the Commission wanted to establish a retreat or obtain a facilitator in order to do the strategic plan. Commissioner Thomas felt definitive direction needed to be given today. He questioned what kind of city the Commission wanted. He felt the community consensus was a good start. He did not feel issues in the community consensus, over which the City had no control, should be addressed. He stated the City needs a viable economy. He noted two directions he wished: 1) strong economic mowth and 2) the best way to create health, safety and welfare for the, citizens of Clearwater. Mayor Garvey pointed outthat 50% of the budget is public safety. Commissioner Thomas questioned if it was done ir:' the proper manner. Mayor Garvey stated that is not their role, but it is the Commission's role to tell the City Manager what they want and what resources they have to work with. Commissioner Thomas disagreed stating it is their role to give direction on how it is done. Mayor Garvey stated it i~ the Commission's role to challenge the City Manager and Police Chief to provide s'afe neighborhoods, and also to indicate what resources would be available. (,,) ..' The Interim City Manager indicated the Commission needs to set what goals they wish to accomplish, and it would then be determined how to get there. Commissioner Deegan stated. as an example, the Commission needs to set a goal of what the public safety level of service ,should be within 3-5 years. Staff would then return to the Commission to indicate what resources would be needed in order to get there, and each budget year, the Commission would provide the resources to get closer to that ultimate goal. Commissioner Deegan stated he does not feel it is possible in the time allotted to provide a complete strategic plan. He suggested that, today, the Commission at least provide the Interim City Manager with five priority items to build into the budget. Ms. Deptula indicated with an 18 month horizon staff would at least get started toward a strategic plan. Commissioner Deegan felt there was some validity in saying there may be a cap on the millage rate,. Commissioner Thomas felt before a cap is established, it should be determined what is desired to be accomplished and the dollars that would be needed to get there. Ms. Deptula indicated this would return somewhat to the service option budget where the Commission has provided choices which they prioritize. She stated this would be a multi~phase decision process. ' l :. '""'- ' minsp03d.94 3/23/94 2 i , \' I I , , , 'I ., c. ,. '.' I r ~ Commissioner Deegan indicated he hopes it would be a modification of the service options, and it be program based. He stated,the Commission would define the programs with the level of service desired. ' , ' j, , ' l J -', I Commissioner Thomas requested each Commissioner describe their vision of the City five years from now. He stated his vision would be a follow through on community policing and community government. He would like to see mini city halls throughout the community. He also stated he would like to see a total information system with modern technology. A central police distric;:t also needs to be added. High technology would be used to move information and services. He stated there also needs to be a real drive for a change in the tax base, and that City owned property needs to be redeveloped. He indicated there needs to be a changing network regarding transportation. r: , t- , < '~',,\I J; , [.;" , Commissioner Deegan stated he would like for the citizens to have an understanding of the requirements of the code, to be accomplished through continuing education. He prefers to , have citizens helped, rather than policed. He would like staff to develop ways to market how the community can participate in the Commission's vision. He would like to see the City's employee work force less in number than today, with increased productivity. Commissioner Deegan also hoped for public safety at the level requested through the community consensus project, resulting in faster response times, more person to person responses, and increased visibility 'of police in the neighborhoods. He agreed there needs to be a stronger economic base, and feels with an anchor at the east end and the Maas building this would be forthcoming. He also indicated there needs to be business incentives to attract businesses to the area, and is hopeful there will be a helpful business climate. Regarding the infrastructure, C'ommissioner Deegan. stated east-west problems need to be resolved, and he urged the Traffic Engineer to stop making twelve foot wide lanes. " The Mayor stated her visions have the citizens committed to a responsive government and believing the government does a good job. She stated there is a problem with getting out the message. She does not believe there should be a dividing of city hall, but there needs to be consolidation. She agrees there needs to be a strong economic base, and the message that a strong economic climate is good for sl! needs to be gotten to everyone. Mayor Garvey wants continued managed growth,. and felt open space should be important. Commissioner Berfield'indicated she would like for the City to be viewed as leaders in innovation, to be customer friendly, and that the citizens are working with the City. She would like the City to be environmentally sound, the issues of public safety to continue to be addressed, and she would like to see the citizens happy to live here, feeling government is d,oing what needs to be done. Commissioner Fitzgerald stated his vision is a city that provides excellent basic services to the population and is safe for inhabitants. He would like the community to be environmentally ,sensitive. He would like to have the people consider the problems of the City as a whole, not just separate parts of the City., He felt there needs to be better communication between the government and its people. . He hopes for less, but better, government that is not tax or fee oppressive. He feels a good transportation network is needed. t> minsp03d.94 3/23/94 3 1 '., \ ( 'I .. " ~ ' " )1 ; (. , " .'~ p.' o Commissioner Thomas questioned what law mandated the wider traffic lane. William Baker; Acting Assistant City Manager; indicated the Department of Transportation (DOT) issues these standards and they are adopted by the Florida Legislature. He stated whenever there is an accident, lawyers look at these standards and any variance to them is what is used as a basis for a lawsuit. He stated all the changes, that have been made to traffic lanes have been done because they should have been. He stated there may be individuals that do flat like the change. , , I , ~ Ms. Deptula referred to the list of budget priorities which she has submitted to the Commission (Exhibit A attached). She questioned if there is anything in the list the Commission does not want. '1 t 'I Commissioner Deegan stated it needs to be determined whatthe Commission wants to have accomplished within the 3-5 year time frame. Regarding responsive and effective government, Mayor Garvey felt the multi-media issue was covered under the budget priority of communication with citizens. Commissioner Fitzgerald ,felt the City should maximize other media available to the City without expending City resources. It was indicated a lot of the people would like to have a government channel dedicated to Clearwater. Commissioner Fitzgerald felt other media should I be used as well. J t" ""l....i. .. , Commissioner Thomas stated, while television is the media used by most individuals, he would also like to see a handbook in simple language that provides city rules and regulations to the citizens. , ' Commissioner Deegan stated they need to provide specific targets and, while in the next year the government access channel should be added, within the 3-5 year time frame it should be fully occupied 24 hours per day, and prepared for interactive communication. , ' Commissioner Thomas indicated he would like to see the handbook within twelve months. He agreed the five year time frame should be for totally interactive television. , , j I Ms. Deptula questioned if this would include kiosks in the mall. Commissioner Deegan felt public buildings should be used. Commissioner Thomas reiterated that within five years interactive television should be in most homes. Commissioner Thomas indicated within the next year's budget he would like to see a plan to totally redo the information data processing system of the City to, once and for all, bring everything up to speed. 1 Mayor Garvey felt this should wait until the new city hall is constructed. Commissioner Thomas stated this is still needed as a tool, and the City is way behind in its information systems. L" . I ',f minsp03d.94 3/23/94 4 ' , \ " "!. . . ~. '>', ~. '. , ('r.:\ ~, Commissioner Deegan stated he disagrees with Commissioner Thomas in that the five year computer plan was not a bandaid. He does not feel the computer system should be totally redone in the next budget year. He felt staff should be allowed to continue to follow the five year plan as approved. Commissioner Thomas indicated the information systems are changing so fast he does not agree with this approach. Mr. Baker indicated he feels staff has a handle on what the future holds for municipal ,processes. He indicated the investigation of a Geographic Information System (GIS) is in preliminary stages. Commissioner Deegan stated he is in favor of using the County's GIS programs and not our own. Mr. Baker indicated the City's would tie into the County's. Commissioner Deegan expressed concern that this had been presented as a duplication of the County's system. Mr. Baker indicated the County's system would be for the entire county. A GIS system can do all kinds of things, and the City is just now beginning to understand its possibilities. Commissioner Deegan reemphasized he does not want duplication of the County's system. (, , Commissioner Thomas pointed out a problem with photographs being used at meetings being taken from different angles. He stated with the proper system, the photo could be taken from above, and could be looked at by all from the same angle. He stated sometimes the Commission is ,making decisions on misinformation. Commissioner Deegan restated he feels the computer long range plan is for fine tuning and updating, and there isn't need to re-systematize. Commissioner Thomas questioned the cost of totally integrating the information system versus piecemealing it. Commissioner Fitzgerald stated the problem is the information world is changing so rapidly that what is purchased today is out of date. He stated it is difficult to plan over time. Commissioner Thomas stated six years ago they completely redid the computer system for his business, and bought one that was upgradable. He stated if good architecture is in place, it can be upgraded and not have to be totally redone. He stated the City of Clearwater has bad computer architecture. Commissioner Deegan stated this is why actions were taken regarding the Finance and Police departments. Commissioner Thomas questioned if the City had ever looked at its computer system as a whole. Ms Deptula stated this has not been reinvestigated, but individual systems have been. She stated the City will be investigating a GIS system, but it may be 24 months before a recommendation is brought for~ard. It was indicated the GIS system would not require , replacement of current equipment. t./ mlnsp03d.94 3/23/94 5 /'" ". :'~. > ..' I . . , .' .P . 1 ' " . (' It was the consensus for the City to continue looking at the GIS system for' implementation within the 3-5 year time frame. Ms. Deptula stated the City will assure it is looking at an integrated computer system, but it will not be done all in one year. Ms. Deptl\la questioned whether the Commission had any direction regarding responsive and effective government within the next budget year. Commissioner Deegan stated it should be combined with the communication budget priority, and he recommended creating community partnerships. Commissioner Fitzgerald requested this be considered for the whole City. Commissioner Thomas stated needs in different areas of the City are different. Mayor Garvey stated the community needs to understand why the Commission is concentrating on a particular area and how it benefits the community as a whole~ Commissioner Thomas again brought up the idea of mini city halls. Mayor Garvey felt this was a 3H5 year concept. Ms. Deptula indicated if it is Commissioner's direction to develop these mini city halls, the Countryside Community Center, which is' in the planning process, could be designed to , accommodate this. Commissioner Deegan stated he does not like the term "mini city hall" and prefers service centers. (' . ~ \ l + , ' ." Ms. Rice, Deputy City Manager, pointed out staff is currently preparing to open a gas sales office on Drew Street, close to U.S. 19. This office could also provide for such things as payment of water bills and information to the citizens. 'Mayor Garvey suggested this be an experiment before there is a total commitment to providing the service centers. Commissioner Fitzgerald pointed out the community center for Countryside would give the City an opportunity to provide a service center. He feels the people would become more' involved. Mayor Garvey expressed concerns that the negative impact would be everything could be done in a particular community, and that community would not identify with the rest of the City. She stated she has no problem with a trial at the gas sales office. It was the, consensus of the Commission to allow the Interim City Manager to develop an ' experimental program that would give a true test of satellite service centers. The meeting recessed from 11 :06 to 11 :16 a.m~ {I. ~\... minsp03d.94 3/23/94 6 ., '. T, C, J . ";" ," ~ . ; > i-~ " .'. l " ,; (t"\ Stein Mart Lease Commissioner Fitzgerald questioned where the rent was identified other than in Definitions. Commissioner Deegan indicated it is on page 3, paragraphs 6 & 7. Commissioner Fitzgerald expressed reservations that staff could have negotiated a more favorable rent. He expressed concerns regarding the obligations included in tho lease that the lessors work would include "but not be limited to." He expressed concerns this left the lease open-ended to almost anything. Mayor Garvey pointed out, while the lease called for a new facade on the front, the City could opt to do more, and that was the reason for the phrase "not limited to." Commissioner Thomas expressed concerns regarding signing the lease without knowing the cost to renovate the building. Commissioner Fitzgerald questioned why the renovations to the parking deck were back in the lease. Peter Gozza, Community Redevelopment Agency Executive Director, stated the renovations to the parking deck were not to be a part of the lease. The language would be changed to reflect that. Commissioner Thomas expressed concerns that the lease gives exclusive right to Stein Mart for the parking deck, destroying the opportunity tor access to the third floor. (" . ..J. Commissioner Fitzgerald expressed concerns'that he does nct have a firm understanding of what the City is agreeing to regarding parking. Mr. Gozza indicated Stein Mart was simply wanting to know there would always be parking available to the center. Commissioner Fitzgerald questioned taking the parking meters out, and whether every space would be free. He expressed concerns that the isslle regarding parking was left open in the lease. Mayor Garvey stated she thought the parking deck had been removed as a possibility for receiving goods. . Commissioner Deegan stated if Stein Mart wishes to use the deck, without the City spending money to improve it, it was logical for them to have exclusive use of the deck. He stated in the lease there is recognition of the need for an escalator to the third floor. Commissioner Thomas questioned for what the building could be used if the middle floor is not available. He felt the deck area should be used to construct an elevator. Commissioner Deegan felt it may be possible to use the west deck to g9t to the third floor. He stated it is a better possibility to use it for Stein Mart. Commissioner Fitzgerald questioned how many spaces were on the parking deck. Mr. Gona'indicated there are 66. Commissioner Deegan indicated a possible use for the third floor was a community room and meeting space that would not be revenue producing. l:.' minsp03d.94 3/23/94 7 II , , .' t.... I' ~, ~:, Commissioner Fitzgerald felt the Commission had to resolve the,issue of parking. He also questioned "municipal recaptureit on page 17, paragraph 35, not having been in the lease previously. Mr. Gozza indicated the City Attorney had recommended language regarding this be included in the lease. Commissioner Thomas questioned if the formula in the Stein Mart lease was the same as typically used. Mr. Galbraith indicated it was more generous than the rule of law. Commissioner Thomas questioned the rule of law in taking a going business, and what was the typical fee to be paid. The City Attorney indicated this was usually covered in the lease: the owner keeps the damages and the te'nant pursues damages on their own. Commissioner Berfield pointed out when the City has condemned properties, It has paid more than was thought it would have to pay. . ; I C\:1), ...":~j ;~/ Commissioner Fitzgerald expressed concerns due to several things being considered on a long term basis for the City. For one, he stated a new bridge for Memorial Causeway may require some of the property. Commissioner Thomas stated he is not concerned regarding the bridge, but whether or not there was a stronger municipal use. Commissioner Fitzgerald expressed concerns regarding there being limited opportunity for the Commission to review the lease. He does not feel the lease is in the best interest of the City, and he is not interested in tying the City to this lease for the next 10-1 5 years. Commissioner Thomas expressed concerns regarding the percentage of gross sales removing the portion of sales to employees. He felt this could mean 1/4-1/2 million dollars of merchandise being exempt from reimbursement to the City. Commissioner Thomas also expressed concern regarding a common area maintenance fee, and returning it to them if it is not used. He said the common area maintenance is accrued per year in order to cover major repairs in the future. He also expressed concern regarding there being a cap on the taxes. He stated the lease provides that a combination of taxes and common area maintenance can not exceed $45,000 per year. He stated this would place the amount of tax in control as the taxes have to be paid by the tenant. Mr. Gozza stated this was a provision the Commission had agreed to the last time the lease was discussed. Commissioner Thomas again expressed concerns regarding the common area maintenance fee, stating in some years repairs may not cost $20,000, but in others they may cost $100,000. He objected to Stein Mart being able to sublet their lease as it gave them control of City property. 'L. " minsp03d.94 3/23/94 8 " " , ' c~ It was stated the City could not unreasonably withhold approval of a sublease. Mr. Galbraith indicated it would be a question of commercial reasonableness, and the City may have a hard time justifying denying a sublease. Commissioner Thomas expressed concerns regarding Stein' Mart being able to tell the City what it can do with its property. Commissioner Thomas questioned the insurance section and whether the City Attorney considered normal liability to be $500,000. Mr. Galbraith indicated this amount was recommended by the City's Risk Manager, Leo Schrader. He stated the City is to be named as an additional insured on the policy. Richard Hull, Assistant City Attorney, was asked to provide the Commission additional information regarding the normal formula for the taking of a going business. Mr. Hull indicated in an imminent'domain case, the owner would get one times tha profit, not twice. He also indicated the business has to have been established for five years in order to collect damages. Commissioner Thomas questioned the provision that Stein Mart had the right to determine to whom the City rented the other two floors. Commissioner Thomas stated he was only amenable to going with the typical imminent domain formula for damages. Mr. Galbraith stated the Charter indicates there will be a municipal recapture clause in the lease, and the City has typically reimbursed the lessee for unamortized improvements. He indicated Stein Mart had reported this was not enough. ('" ~~ . ' .. " , ..,' Co~missioner Berfield questioned if there would be a problem if the reimburseme'nt did not include the five year extension on the term of the lease. Commissioner Thomas indicated if the formula followed the typical imminent domain, reimbursement for damages would be without the extension. ' . . Mr. Gozza reported. regarding the provision addressing sign variances. that three of the four signs are now in compliance and the one left requires a variance of only 12 feet. Commissioner Fitzgerald expressed concerns that, if the lease is changed to address the sign variance, the Commission will be committed to approving it. Commissioner Thomas expressed concerns that he wants to be sure the City could accomplish what it will be required to do in the lease if the lease is contingent upon approval of the sign variance. I , I I' Commissioner Deegan questioned the date for the sign variance, and whether this would be a make or break issue for the lease. It was indicated the variance is scheduled for consideration on April 7. Commissioner Thomas expressed concerns that the City will begin spending money almost immediately and, jf the variance is denied. the Stein Mart people may walk away from the deal. Mr. Galbraith indicated Stein Marl has ten days from the sign variance to say jf it is a go or no , go on the lease. I j ~. minsp03d.94 3/23/94 9 r~~, L, Mr. Baker indicated, due to the due dates in the lease, the City is operating on very tight time frames. He stated there is certain work that cannot wait, and the City is proceeding with all the arrangements. He stated six contractors were provided the materials in order to get quotes. He is already getting information from asbestos abatement firms. Mr. Baker stated the bids from the contractors will not be for the cost of the work, but only for incidental costs, profit and overhead. He stated the City'will actually pay the construction costs, which is believed, at this time, to be approximately $2 million. He stated there are still some things to be determined. There has been a discovery of some severe deflection of the parking deck, and it will ,be closed to delivery vehicles. However, it needs to be verified regarding whether or not passenger vehicles can use the deck. He stated, currently, the estimate is between $1.7 and $2.2 million dollars to renovate the building. ,. I Further discussion ensued regarding the cost of the renovations. Mr. Baker indicated if it is determined the building is to be used for congregation purposes, that kicks in a whole new code and provides an entirely different picture. Commissioner Fitzgerald questioned if this included all other fees. Mr. Baker indicated it did not include incidentals, profit, asbestos removal, and the contract with Rowe and Donnell. He stated if it is found it cannot be done for that price, staff will come back to the Commission. . One difficulty is the contractors will need to know that, if Stein Mart walks away from the project, they will not complete the project and they will need to settle for the expenses thus far. Mr. Baker stated some contractors may not be interested in such a situation. Commissioner Thomas expressed concerns regarding the treatment of the exterior. Mr. Baker stated the $60,000 estimate is nothing more than a stucco wipe. ('", " d, Commissioner Thomas again expressed concern that the cost of the renovation is not known. He stated the Heery report had estimated $5.7 million to renovate the structure. The Heery report had not discovered all the asbestos existing in the building. He feels the cost is going to escalate. Commissioner Thomas felt the use of the other two floors was a massive part of the decision making process. He again expressed concerns that the final numbers are not known, and he does not know how to cash flow out the building. Commissioner Fitzgerald asked the Interim City Manager her opinion regarding the project. Ms. Deptula indicated she felt this would be a catalyst project and would start bringing people downtown, and those effects would justify the subsidy. She stated the project will not pay for itself. Ms. Deptula recommended signing the lease. Commissioners Thomas and Fitzgerald expressed concerns regarding not knowing the expense of the project. Ms. Deptula indicated there is a way of controlling the cost. She stated that, while it was not a wonderful lease, if the Commission did not approve it, her recommendation would be to take the building down. L' , ,J minsp03d.94 3/23/94 10 (\ , Mr. Gozza reported Stein Mart is now saying no variance is needed for the signs. He stated their concern at this point is, at the eighth or ninth year, being kicked out. He stated they would reduce the reimbursement for damages to one times the profit for the five year extension period allowed in the lease. The reimbursement would remain two times the profit for the main term. Commissioner Thomas questioned if they would agree to remove the exclusive use of the parking deck. Mr. Gozza indicated they would not. Mr. Galbraith questioned if the language ~egarding sign variances could be removed. Mr. Gozza indicated it could. Commissioner Thomas stated there are too many points not resolved, and he could not vote for the lease unless they were. He stated he needs to know what the renovations are really going to cost. He would prefer to tear down the building and make it a park. He expressed concerns that the City did not know what it is getting into. Commissioner Deegan stated he had studied this issue and heard all the concerns raised. He stated he agrees with the Interim City Manager that this is not the best lease and is generous toward Stein Mart. He also agrees that, if this fs not approved, there would not be any better offers to come in. The impact of this lease on downtown would help the entire City. , , Commissioner Deegan moved to sign the lease with the changes regarding the reimbursement for damages being one times the profit in the five year extension period of the < ' le~se, and that no sign variance would be required. The motion was duly seconded. .... Mr. Galbraith reviewed the changes to be made. He questioned if the Commission was satisfied regarding the open-endedness of the City's obligations to improve the property. Commissioner Thomas again expressed concerns regarding 'the open-endedness of the issue, and that there is no way to know what it would cost. Mr. Baker indicated the air conditioner would be provlde,d for the intended use. Regarding improvements to the building, while all things in Exhibit C have to be done, the City could decide to do more. Commissioner Deegan stated the Stein Mart representatives have not been unreasonable. " I , ! Commissioner Thomas stated as they are paying for the electricity, they could ask for a more expensive, energy efficient air conditioning system. Commissioner Deegan stated the lease did not mean they could unilaterally add this condition. Commissioner Thomas again expressed concern that the cost ot the project is not known. Ha stated all that is known is what rant they will pay. Commissioner Deegan felt more than that is known. (,;, minsp03d.94 3/23/94 11 Mayor Garvey felt part of the quality of life in Clearwater was the open space provided. , . .- " ' r", Upon the vote being taken, Commissioners Berfield, Deegan and Mayor Garvey voted "aye. tf Commissioners Thomas an~ Fitzgerald voted "nay." Motion carried. The meeting recessed from 1 :05 to 1: 10 p.m. Strategic Planning cont, The Interim City'Manager indicated that all issues had not been uncovered as yet. She stated issues have been raised by Commissioner Thomas regarding the recapture of costs for the stormwater operation and eliminating fees, putting them all in the millage rate in order for individuals to deduct them from Federal income taxes. She asked that other issues the Commission would like to see in the budget be identified. Commissioner Deegan stated he felt if productivity is increased, the head count of employees could be reduced. He stated if the cost of government goes up, it should be recovered with increased productivity. Commissioner Thomas requested there be a change in the structure of the workforce, Rnd that the number of managers be reduced. He also asked each department prioritize how they use property under their control. He requested each department consider how to have tax generated on the use of their land. (,:, Mayor Garvey questioned how a property can remain as open space if a building were placed on it. Commissioner Thomas stated revenues need to be increased or taxes will have to be raised. He stated the people will have to decide what they want. He stated they can't have all things and not use City property to the highest and best use. Commissioner Thomas stated he also wants to be able to afford a good police department, clean water. garbage pickup, etc. He stated the City has not studied the proper use of its assets. Commissioner Deegan stated he would agree if the phrase "highest and best use" were not used. He stated there needs to be a listing of the property and how it can be used. Commissioner Thomas stated one proposal for the Glen Oaks Golf Course was to construct townhouses without losing the golf course. He stated it would require a re'ferendum. He wants the City to look at every parcel it owns, and determine its best use. He referred to a sugg~stion by Jay Keyes regarding using submerged lands to develop a multi-purpose center. He stated everything has to be looked at, and there can be no preconceived ideas about what can and cannot be done. Commissioner Deegan indicated the Commission did not finish discussing human resources. He stated the structure of the City needs to be investigated. He stated there needs to be larger ratios of supervisor to non~supervisory positions. Ms. Rice indicated staff can look at all processes that cross department lines within the next year, and that re-engineering and looking at processes could be considered. c' minsp03d.94 3/23/94 12 ;'::;,:!,~:<<l: r.,',: ,,' ,", '.;.\' ';": >."; .:'. . ;..:J :,1.- , ' , ' , , , , , ' , , , .1" "; l~ ,J . . to._ , , r. ". .'1' c~ Ms. Deptula indica~ed she would look at the structures and determine the needs in the, dEpartments. , Commissioner Deegan requested the objective be to improve the ratio between "Worker bees and queen bees. II ' It was the consensus that this be studied during the coming budget year for im'plementation in a longer time frame. Regarding police and public safety, it was stated the community consensus goal should be a 3-5 year time frame. ' Commissioner Thomas stated within the next year the new police department will be addressed, as well as the concern for the way police districts are divided. Ms. Deptula indicated this woult:,' be addressed as streamlining governments is investigated. Commissioner Deegan expressed concerns regarding the perception of police officers sitting and chatting. He requested something be done to improve this. It was indicated this needs to be done for field workers as well. (' ',".'<j" >':4~ It was the consensus to set a capital improvement project meeting for April 25 at 9:00 a.~., and another strategic planning session for March 28, 1994 at 9:00 a.m. ' The'meeting adjourned at 1 :35 p.m. ATTEST: a~ r /i". ,{)-<~ , City Clerk _& Hayor - \, "l . ..i , . minsp03d.94 3/23/94 , " 13 . ' 1;<~~: :~,:'~ ' ~,' : ': ~, ,::" : .,." .. " ' , ., , . . " . t- . ~ '; ~ . '. , i (~' .'< t''':I, ~. . " . . t. "; ., ~. C':', '. ,I .~ , " , ' " " ' 'f" + ~ '/ I ',," j. ,',', . J . ,". f ", A ,', " I, E'\.h\b~'+ 1994/95 BUDGET PRIORITIES 3/a31q ~ Provide Responsive and Effective Government To develop multi media marketing tools for City activities~ to reduce code non- compliance through continuous education of citizens, ,provide consistent, comprehensive approach to code violations. , Streamlirie Government Regulations and Operations , Reengine~fing governmental processes which cross departmental lines to make services easier to use and information more readily available for all users; to re- engineer in order to decentralize decision making and hold employees accountable for productivity and results; to develop and implement a consisten~ data base and computerized information system to integrate all, city information l~ecds~, , Police/Public Safety To provide faster response time on top priority calls for service, a response in person to all calls requesting this service (either Officer or other trained personnel) and increase visibility of Patrol in neighborhoods. ,'; Economic Developmen t To increase the citywide'tax base and improve the overall level of economic activity the City. Specific elements would include: structuring of economic development department; 'adoption of meaningful annexation incentives; conti,nuing improvement- of the central permitting function. Communication with Citizens To give our customers a "voice and a c)1oice" by creating customer service programs; creating community partnerships that really listen to what the citizens want, and using , toe marketing tools ~o communicate \lIlth our citizens.