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WORKSESSION
City Commission Worksession Minutes
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CITY COMMISSION SPECIAL WORKSESSION
BUDGET SESSION
August 10, 1993
The City Commission of the City of Clearwater met at the Countryside Library on Tuesday,
August 10, 1993, with the following members present:
Rita Garvey
Arthur X. Deegan, II
Richard Fitzgerald
Sue Berfield
Fred A. Thomas
Mayor ICommissioner
Vice-Mayor ICo mmissioner
Commissioner
Commissioner
Commissioner
Also present:
, Michael J. Wright
Kathy S. Rice
Elizabeth Deptula
Tina Wilson
Cynthia E. Goudeau
City Manager
Deputy City Manager
Assistant City Manager
Budget Manager
City Clerk
The meeting was called to order at 9:10a.m.
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ITEM #2 - Role of the Budqet Advisorv Committee
The Commission requested discussion of the role the Budget Advisory Committee
(BAC) should be playing. Concerns have been expressed that the BAC was not getting the
proposed budget in a timely manner in order to make recommendations to the Commission.
Some suggestion was made the BAC should be reviewing the budget on an on-going basis in
order to provide input. The City Manager pointed out that this year the budget was later than
normal due to changes in the format being directed by the Commission.
Further discussion ensued with it being indicated the BAC was also concerned because
it is receiving no formal notification of action regarding its recommendations.
Commissioner Thomas expressed concern the board was too small and too much was
expected of this five member committee. He thought additional expertise in budgeting and
financial affairs is needed on the committee.
The City Manager pointed out he had tried to lead the BAC into being more project
oriented. As an example. they have asked the BAC to look at issues such as; take homo
police car policy, new building financing, privatization of lab work, etc.
Further discussion ensued with the majority agreeing five members are sufficient.
. There was general agreement with the City Manager's effort to have the committee be project
oriented but there was also a desire to have them reviewing the budget as an on-going
process.
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~ Concerns were expressed that not all BAC members were present at today's meeting
, and there needed to be a discussion with .them regarding what they saw their role to be.
Consensus was to end discussion for today and to schedule another meeting at which
all BAC members could be present. It was agreed to try to set this meeting for August 20th
or August 31 st.
Item #3. Gas Strateaic Plan
Chuck Warrington, Gas System Managing Director, stated the population of North
Pinellas County is 410,000. By the end of Fiscal Year 1992/93 Clearwater Gas System
customers should number 11,800. 1118se customer are divided among residential, commercial,
interruptible and propane categories. The ten largest customer of the system provide fifteen
percent of the revenues.
Commissioner Thomas questioned why the projected growth rate remained constant
when a $24,OOO,OOOinvestment is being requested. Mr. Warrington indicated they tried to
be conservative in the projections and only projected main line extensions and the most likely
customers to connect.
Mr. Warrington reported while 82% of the customers are residential, they only generate
26% of the revenues. Non.residential customer represent 17.2% of the total, generating
59.9 % of the revenue. The interruptible customers generate 14% of the revenues.
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In response to a question from Commissioner Thomas, Mr. Warrington indicated the
predominant area in the proposed Pasco County expansion will be in the non-residential
category. Commissioner Thomas requested clarification regarding the interruptible category.
Mr. Warrington indicated an interruptible customer gets a lower rate by agreeing to go to a
back-up energy source if the gas system needs the capacity in an emergency situation or due
to lack of resource availability.
Mr. Warrington indicated 59.9% of the system's customers are within the Clearwater
City limits, 40.9% are outside; 50% of the revenue is from non-Clearwater customers. Only
5.1 % of the potential customers in the existing service area use gas. He felt there should be
no roason this customer base could not be expanded within the system's current resources.
Revenues are affected by the number of heating vs. cooling days; mild winters result in less
revenue. However, the use of gas air conditioning is growing.
The Clearwater Gas System is served by Florida Gas Transmission (FGT) and has a
capacity of gas reserved through this agency. The Gas System pays FGT a demand charge
plus a therm consumption rate. Only 70% of the system's reserved capacity was used this
past year.
The system's employee base has been fairly stable the last five years. When the
System expanded into Tarpon Springs the analysis done was not as good as it should have
been, and resulted in two sales people covering twice as much territory. The current
employee/customer ratio is 1/174.
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~ Mr. Warrington referenced the meter change out program, indicating it is needed in
I r order to assure the accuracy of the meters. Due to the change out program the System's gas
loss rate is negligible. In response to questions it was indicated the change out program
replaces meters every 10 years, has resulted in the recovery of $300,000 annually and costs
$60,000.
Mr. Warrington indicated there are two ways to look at a budget; cash basis or accrual
basis. Two years ago, on a cash basis the gas system lost money, however, projections for
future years resulted in $6.6 million more in revenue than expenditures. On an accrual basis,
two years ago the system made a little money; this year will generate $1.7 million and $6.1
million by the end of the decade.
Mr. Warrington reviewed the Clearwater Gas Svstem 1993-2000Strateqic Plan dated
July 19, 1993. The key approval issues for the Commission are: 1 )Approve the 93/94
Clearwater Gas System Budget; 2)Approve in concept $25 million in bonding requirements
over the next seven years and, in specific, a bond issue to net $12 million for FY 93/94 which
is designed to cover the first two years of capital expansion requirements and 3) Approve in
concept a levelized interfund contribution plan regarding the gas funds contributions to the
general fund.
The meeting recessed from 11 :35 to 11 :46 a.m..
In response to a question from Mayor Garvey, Mr. Warrington indicated there would
be a 7 year return on investment.
t::; Mr. Warrington indicated the key action items to pursue the proposed strategic plan will
be: initiate the bond issue; retain an attorney to work with the Pasco County agencies; enter
into interlocal agreements with the Pasco County agencies; retain a Pasco County Engineering
consultant to finalize route plans, look at environmental impacts and obtain State DOT
permitting along the state road rights of way; order new vehicles; select a marketing director
and sales people and order computer hardware and software.
The City Manager indicated the Commission needs to make a decision regarding the
Pasco County expansion portion of the plan. He stated sooner or later Peoples Gas will go
into Pasco County and the Public Service Commission will not allow two pipelines on the same
road. If the Clearwater Gas System proceeds to install the "backbone" in the proposed
expansion area that would become its territory. He stated once gas air conditioning
technology reaches the point where use of residential units is practical there will be a quantum
leap in gas service.
Commissioner Thomas requested information regarding how Clearwater's projections
compare to Peoples Gas projections.
Commissioner Thomas questioned what was being done to increase the customer base
in "our own backyard." Mr. Warrington indicated that was covered by strategy two, with an
initial goal of increasing the 5% customer base to 8 or 9%. The City Manager stated the
current system provides service to 80% of the possible commercial customers; to add to the
residential customer base is slow and expensive.
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Commissioner Thomas questioned if residential customers will be pursued in the Pasco
expansion. Mr. Warrington indicated the initial thrust will be for commercial customers
because until that base is established it is not economically feasible to do residential.
Commissioner Thomas questioned if five years from now residential gas air conditioning
is on line would it then be economically feasible to install gas lines in Countryside and other
residential areas. Mr. Warrington Indicated he believed so.
Commissioner Thomas referenced a press report that indicated the Pasco County
Administrator resented Clearwater coming into that county and questioned if the name of the
system should be changed. Mr. Warrington indicated this had been discussed but it was felt
there was a long history of the Clearwater Gas System. He suggested using the CGS initials
instead.
Commissioner Deegan questioned if the Clearwater Gas System could operate in Pasco
without a franchise. Mr. Warrington indicated bond counsel believes there should be an
interlocal agreement. Mr. Wright indicated it was believed that legally the gas lines could be
placed on state roads without a franchise, county roads would re'quire a franchise. He stated
however he believed it would be bad business to operate in Pasco without agreements with
those governmental agencies.
Mr. Warrington indicated the initial action will be, if approved by the Commission, to
talk to the agencies involved and to work toward a franchise or interlocal agreement,
whichever the other party desired.
(~) Commissioner Deegan requested the word "maximize" in the Mission Statement be
changed to "optimize." He felt this would be more in keeping with being competitive and
would help on the political issues.
Commissioner Deegan questioned what guidelines were being used in the rate study
currently underway. Mr. Warrington indicated a cost to service basis and comparisons with
others.
Commissioner Fitzgerald questioned if the Pinellas expansion would occur if we are
unable to go into Pasco County. Mr. Warrington indicated it would. Mr. Wright agreed the
expansion of residential service in PineUas County would go forward whether the Pasco
expansion is pursued or not. Commissioner Fitzgerald urged caution in pursuing the
expansion. He stated it was important to know what the competition and risk is.
The City Manager recommend the following four strategies be pursued: 1) Continue
the existing level of gas service operations in Pinellas County; 2) Accelerate Existing gas
services in Pinellas County; 3) Expand Existing gas services into Pasco County and 4) Develop
new gas markets for Pinellas and Pasco Counties.
Commissioner Thomas expressed concern that the "spine" to be installed was not in
the customer area. Mr. Wright indicated there will be commercial customers in that area. Mr.
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Warrington elaborated that the 300 customers along the "spine" will represent the bulk of the
initial revenue from the Pasco expansion. Mr, WrIght further reported the tlspine" will IIcarry
the freightll for the remainder of the expansion.
Commissioner Deegan noted a 15% return on investment is projected if the number of
customers projected is attained. Mr. Wright reiterated that those numbers are felt to be
conservative. In response to a question from Commissioner Deegan, Mr. Warrington indicated
the revenue projections are based on the rate remaining the same.
Commissioner Deegan questioned the plan of action should the Commission give its
approval. Mr. Wright indicated negotiations with the local governments would begin this
week. Work would begin on developing the necessary bond issue which will be validated.
Commissioner Thomas returned to the issue of changing the name of the Clearwater
Gas System. Mr. Warrington indicated that while he had liked the idea at first he had cooled
off to it due to the history of the gas system and the fact that a namB change would simply
be a facade. Commissioner Deegan supported going to CGS as a transition.
Commissioner Berfield expressed concern regarding expanding into Pasco when she has
heard complaints that the current area is not being served adequately. Mr. Warrington replied
that there is a need for additional staff which is included in the strategic plan. She questioned
which county was being given priority. Mr. Warrington indicated 3 additional sales people are
being added for Pineflas County and only 2 for Pasco. Mr. Wright pointed out that the
strategic plan does call for an accelerated effort in Pinellas. He reiterated that currently there
C~~) is more work being requested than current forces can handle.
In response to questions it was indicated market studies are needed on residential gas
air conditioning and LP vehicles.
Commissioner Berfield questioned if there was any data on the success of the Municipal
Gas organization. The City Manager indicated Clearwater Gas personnel are very much
involved in this organization and guiding the purchasing of gas.
Commissioner Deegan questioned if the bond issue would still be pursued if approval
was not obtained for the Pasco expansion. Mr. Warrington indicated bonds would still be
needed for the Pinellas expansion. Not all of the bonds would be issued at one time, two year
increments are anticipated. Commissioner Deegan questioned other sources of funding. Mr.
Wright indicated this issue stands alone as gas revenues are being used to justify the bonds.
Commissioner Deegan questioned if "all hell breaks loose" and there are no revenues, would
the debt fall to the City? The City Manager indicated it would.
Commissioner Deegan complemented staff indicating he believed this to be a fantastic
business plan. He stated he would be in favor of the expansion. Mayor Garvey agreed.
Commissioner Thomas expressed concern that in the charts provided revenue
projections are flat from 1994 on. Mr. Warrington indicated the chart projected the number
of new customers not revenue. Revenue projections show a steady growth.
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The City Manager indicated if the Commission endorsed the plan there was a lot of
work to be done. He requested the Commission vote to endorse the four strategies and staff
would begin negotiations for the franchises and/or interlocal agreements. Commissioner
Berfield questioned if equipment would be purchased. Mr. Wright indicated it may be ordered
for those programs not included in the Pasco expansion.
Commissioner Thomas wanted to make sure goals and performance levels are
established. Mr. Warrington agreed.
Commissioner Thomas moved to accept the strategic plan as presented including
strategies 1 through 4. The motion was duly seconded and carried unanimously.
The meeting recessed from 1 :14 p.m. to 2:15 p.m.
ITEM #4 ~ Capital Imorovement Proiect BudQet
The first item to be discussed was the computer system for the Police Department.
The City Manager indicated this cost is to be determined as a study is being done.
Commissioner Thomas questioned when they would look at the computerization of the
City as a whole. Mr. Wright indicated there would be a presentation Monday by CIS that will
answer alot of the computer questions. He stated this budget includes minimal computer
needs.
1'1<.,;, A question was raised regarding shouldn't the debt service for the capital oquipment
I,~, be in the CIP. It was agreed to add this back in.
Captain Egger indicated a RFP for a consultant has been issued and the final numbers
are not known. In r!3sponse to a question regarding for what the proposals are being sought,
Captain Egger indicated it was to study the entire Police Department system. The $1.4 million
in the budget is an estimate.
The City Manager pointed out there is $48,000 in the budget for a portable classroom.
He stated there has been some discussion regarding a new police facility and that funds will
be needed no matter what is decided. He recommended these funds be left in at this time.
The City Manager indicated discussions regarding vehicles for code enforcement would
be delayed.
In response to a question, Chief Klein indicated more time is needed to thoroughly
study the take home car issue.
Further discussion ensued regarding the need to bring forward a report regarding take
home cars. It was also stated this was being addressed by the BAC.
Commissioner Deegan requested that included in the information provided be an
evaluation of the assignment of two officers per vehicle which is currently under way.
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Commissioner Thomas asked that costs for preparing for a new police building be
Included in the budget.
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Regarding a CIP for a microwave radio link, Chief Klein indicated a new police building
would address this issue.
Commissioner Thomas expressed concern that this should be something that is
addressed immediately. Chief Klein indicated Bill Baird, General Services Director, was
working on a suggested solution.
In the Fire Department, there is an on-going CIP for refurbishment of equipment. In
response to a question, Bob Lockwood, Administrative Support Officer in the Fire Department,
indicated every year unforeseen things come up that must be refurbished. He stated if the
money is not used, it is moved forward.
Commissioner Thomas raised a question regarding CIP's for emergency medical
services. Mr. Lockwood indicated capital equipment is covered and there is a ten year
contract required in the CIP.
Commissioner Thomas raised questions regarding if the Commission should decide to
opt out of EMS, what additional equipment would be needed. Chief Davidson indicated that
transportation units would be needed.
Mayor Garvey pointed out the number of fire fighters would have to be increased.
I::::) Commissioner Thomas pressed this issue. Mr. Lockwood indicated 6 units under
contract with the County would need to be made into ambulances and currently the City uses
fire fighters in a dual capacity. If the City starts its own transport, it would take away from
the fire fighters' abilities. Mr. Lockwood expressed his opinion that if the City was to get out
of EMS, it would be shooting itself in the foot.
Mr. Wright pointed out that 9 out of 10 calls are for EMS service. In response to a
question, Mr. Lockwood indicated the County gives the City $2.2 million and provides a
medical director and all medical supplies.
Further discussion ensued regarding the EMS system. Commissioner Thomas requested
that for the next year, if the legal issue is resolved, he wanted to see an analysis of how to
provide the best, most cost effective EMS service to the City of Clearwater.
The next topic was Transportation CIP's.
Discussion ensued regarding proposed widening of Highland Avenue. Concerns were
expressed that as Keene Road is widened, the need for improvements on Highland Avenue
may be less. It was agreed this should be looked at. Consensus was to leave the Highland
Avenue project in the budget as it is for now, but to look at less of a wipenin9 project with
an answer to be provided within 30 days.
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It was stated perhaps a policy statement should be developed that would provide for
review of impact where other road work is being done, thereby delay some of the City's road
work. It was indicated that the Drew Street widening was still the number one project after
the completion of the bridge.
Commissioner Deegan pointed out in the City's comprehensive plan it states at no time
will more than 20% of the roads or the underdrain be rated as poor.
In response to a question, Mr. Baker indicated the City does have standards and they
are reviewed.
In response to a question regarding Court Street, Mr. Baker indicated there is a project
to improve and resurface it.
Regarding the CIP for unpaved streets, Terry Jennings of the Public Works Department,
indicated there is a survey to identify right-of-ways that are unopened versus unimproved.
Regarding sidewalks, Commissioner Deegan questioned why there was a jump in the
funding in 1997 and 1998. Tina Wilson, Budget Manager, indicated this was in a Penny for
Pinellas project at that time.
Regarding the bike trails, Mr. Wright pointed out the bike trail to the Long Center has
been removed as staff could not find a way to connect it with the Pinellas Trail.
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In response to a question regarding putting sidewalks with markings. it was indicated
this was not to be done.
Regarding the CIP for ADA intersection improvements, it was indicated some of this
has been delayed due to waiting for the Department of Transportation to set standards
regarding how to treat the surface for the sight impaired. In response to a question, Mr.
Wright indicated this is only ADA improvements for intersections. Mr. Wright reported PSTA
is looking at the bus accesses.
The meeting recessed from 4: 15 p.m. to 4:25 p.m.
Discussion ensued regarding changes to the Alternate 19 route. It was indicated a
PO&E study is being done by the FOOT.
Discussion ensued regarding storm water CIP's. Concerns were raised regarding the
Mid-Pinellas Watershed Plan taking three years to complete. It was indicated that sampling
is being done now to determine the pollution load. SWFWMD has been asked for $1.3 million
to help fund this project. A letter of agreement has been reviewed.
Mr. Baker Indicated the City is putting together a group of agencies to study this plan.
Mr. Wright pointed out funds are being built up in order to spend on the projects outlined once
the plan is developed.
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Regarding Habitat Restoration, Commissioner Thomas recommended looking at all land
capable of supporting mangroves in Clearwater Bay. Concerns were expressed regarding
mangroves being planted where there would block the view. It was indicated that when the
Commission directed staff to remove vegetation along the causeway, it was to remove the
vegetation except the mangroves.
In response to questions regarding the Stevenson's Creek project, the City Manager
indicated it was an existing project with $2.9 million. Permitting will be sought after' the
Clearwater Pass Bridge.
Regarding tank removal, it was indicated the City is putting in new tanks to serve
generators but the new tanks have protection devices.
Regarding backflow prevention devices, Commissioner Thomas expressed concerns
regarding their appearance and questioned if they had to be above ground. It was stated some
are required to be above ground but where they can, they are placed under ground jf the
resident pays the difference. It was indicated the devices are required.
The brackish water supply study was discussed with it being indicated the report has
not identified a sufficient source of brackish water. A question was raised whether anything
could be done to identify new sources of water. Mr. Baker indicated the City could look for
new wells.
Commissioner Deegan questioned if the City was trying to find a back up source.
f~~~) Gardner Smith indicated the City was looking for back up and protection.
Regarding a project to replace the pump station at Morton Plant Hospital, Commissioner
Thomas questioned how the City was covering its cost because the hospital is getting bigger
and bigger. The City Manager indicated impact fees are used.
In response to a question, the City Manager indicated the Solid Waste Complex will be
placed on the Campbell property.
Regarding projects for the Parks and Recreation Department, Commissioner Thomas
questioned if the tennis courts across from the Maas Brothers property were to be moved.
The City Manager indicated a decision had been made not to proceed until decisions are
finalized regarding City Hall and Maas Brothers.
Consensus was to move some of the park purchases out as far as they would go to
the 1998-1999fiscal year.
Regarding the construction of the Countryside Community Center, Commissioner
Deegan questioned how the figure of $1.2 million had been reached as he stated he had voted
against this as there had been no detail. Mr. Wilson indicated a RFP will be done soon for the
architect. Commissioner Deegan stated he did not think tl,ere was a need for a full
gymnasium. The City Manager stated the minutes would be reviewed to see what had been
approved.
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Regarding improvements to State Street Park, Commissioner Berfield stated she thought
that was to be left in a natural state. Mr. Wilson indicated the back acreage wlll be left alone.
The City Manager reported regarding Jack Russell Stadium improvements that the
restrooms and the Press Box need to meet ADA requirements. Commissioner Thomas
requested better landscaping in the parking lot. The City Manager indicated there was a
possibility an elevator will be required for the Press Box.
Clearwater Beach Improvement Projects were discussed with it being indicated
originally concepts had been discussed for a boardwalk, etc. Since that time, $400,000 had
been transferred for the renovations of Clearwater Beach Recreation Center. Commissioner
Thomas questioned if a wider concrete sidewalk atang the front of the parking lot had ever
been considered. Mr. Wilson indicated the Police Department had looked at taking the
sidewalk off the street and putting it along the sand wall. Commissioner Thomas expressed
concerns that many people can not walk on the sand.
Commissioner Berfield pointed out many people were not in favor,of the boardwalk
project and therefore it was killed. She requested a report regarding what was going on along
Mandalay Avenue. Mr. Wilson wit! check with the Public Works Department.
In response to a question, the City Manager stated some suggested projects are; a
parking redevelopment plan, beautification, and a fix up of areas outside of the Alexander
property.
I'':''') Discussion ensued regarding the dunes that are growing and causing problems with
~t"!i""' sand migration. Staff is to check if the dunes can be relocated.
Projects in the Marine Department include the Island Estates Marina, which is in the
permitting process. Commissioner Thomas questioned if there were plans to put in fishing
piers as some are being removed.
Discussion ensued regarding the need for fishing piers. It was the consensus that staff
would provide a report as to what fishing areas are currently available to the public.
Regarding the Beach Guard Building Renovations, Commissioner Deegan questioned
why ADA requirements would have to be met if this is a lifeguard station. Mr. Held indicated
it may be necessary to bring people in for treatment.
Regarding a CIP for a new Main Library, concerns were expressed that the Commission
had not approved a new main library. The text will be rewritten. The City Manager indicated
a structural study is being done on the current building. Discussion regarding the need for a
new or renovated library will be agendaed sometime in the next year.
CIP's in the garage of $1,470,000 covers alot of equipment. A question was raised
regarding whether an answer had been received regarding poor maintenance for the air
conditioner in the Utility Building. Mr. Wright indicated this has been resolved and the
answers will be provided to the Commission.
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Regarding a project for a geographic information system, the City Manager stated he
had reservations regarding this project. It was the consensus of the Commission to move this
project to Fiscal Year , 995~96.
The Commission agreed to talk about airpark improvements at a later date.
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The meeting adjourned at 6:09 p.m.
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