09/05/1995 (2)
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WORKSESSION
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City Commission Work~ession :M;inutes
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CITY COMMISSION WORK SESSION
September 5, 1995
The City Commission of the City of Clearwater met Tuesday, September 5, 1995, at City
Hall with the following members present:
, Rita Garvey
Sue A. Berfield
Fred A. Thomas
J. B. Johnson
William Justice
Mayor ICommissioner
Vice-Mayor ICommissioner
Commissioner
Commissioner
Commissioner
Also present:
Elizabeth M. Deptula
William C. Baker
Kathy S. Rica
Pamela K. Akin
Cynthia E. Goudeau
Patricia Sullivan
City Manager
Assistant City Manager
Deputy City Manager
City Attorney
City Clerk
Board Reporter
The meeting was called to order at 9:00 a.m.
(;:J Jennie A. Keegan, Finance Department, was presented the September 1995
Employee of the Month award.
The Commis~ion recessed from 9:02 to 9:38 a.m. to meet as the Community
Redevelopment Agency and Trustees of the Employees Pension.
FN FINANCE
Public Hearing - Res. #95-69 - 8oorovina oublic imorovements benefitina oropertv in City's
Soecial Assessment District No. 95-1, levvino soecial assessments for cost thereof on
Drooertv in said district. confirming final assessment roll. & confirminQ Citv's intent to
i$sue bonds to finance the oroiect
On July 7, 1993, a ballot was submitted to Sand Key property owners asking if
they favored underground utilities and were willing to pay a fair share of the assessed
costs. 59.64% of the property owners responded. 72.09% of those responding favored
the project. Based on this request, the City began planning to bury the power lines and
replace the street lights on Gulf Boulevard on sand Key. The project's cost is estimated to
be less than $1.4~million and will be allocated to non-government Sand Key property
owners in proportion to the full assessed value of their properties as of January 1, 1994,
regardless of exemptions. The benefit received by Sand Key property owners is in
proportion to the assessed value of their property. Benefits include safety (no downed
power lines) and the ability to receive electrical power during storms with high winds.
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The January 1, 1994, assessed value was the most recent valuation available when
the project had to proceed. Once the value date was selected. it had to be used for the
project. The City proposes to issue bonds or obtain a loan to finance this project pending
collection' of the special assessments. The estimated cost of the project is $1,098,000,
approximately 80% of $1 A-million. The additional $302,000 will cover bond financing
including issuance costs, capitalized interest and funding a debt service reserve. Once the
assessment is approved, property owners will be able to prepay, prior to the issuance of
the bonds, at 80% of their assessment amount. Others will be billed 100% of their
assessment through the tax collector over 10 years at an interest rate of 1 % for
administrative costs over the rate of the bonds. Once the project is complete, those who
prepaid will be refunded the difference between their share of the actual project cost and
the amount they prepaid. Once the bonds are paid in full, those who paid over time will be
refunded the difference between the amount they paid and their share of the actual project
and bond financing costs.
AND
Public Hearina - Res. #95~70 - setting forth City's intent to use the uniform ad valorem
method of collection of a non-ad valorem assessment for Scecial Assessment District 95-1
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Resolution 95-69 established Special Assessment District 95-1 to pay costs related
to burying power lines along Gulf Boulevard on Sand Key. Section 197.3632. Florida
Statutes, provides for the uniform ad valorem method of collection of a non-ad valorem
special assessment. Under this method. the special assessment is biUed and collected
through the County Tax Collector. This assessment involves 2,855 parcels. City staff
determined the uniform method of collection is the most appropriate collection method for
an assessment of this size.
AND
First Reading Ord. #5906-95 - croviding for issuance of not to exceed $1 AOO,OOO SDecial
Assessment Bonds, Series 1995 to Day costs related to burying of cower lines &
installation of street Iightina alona Gulf Blvd. on Sand Ke"
This ordinance, prepared by bond counsel and reviewed by staff and the City's
financial advisory, provides the ability to issue bonds necessary to pay costs related to
burying power lines and installing street lighting along Gulf Boulevard on Sand Key. The
City plans to file proceedings to validate these bonds and the related assessments through
the courts prior to authorizing the project or issuing the bonds.
These bonds will be repaid over 1 0 years as the special assessments are collected.
A pledge of the Special Assessments will be used to secure payment of the principal and
interest on the bonds. Following a validation hearing expected in late October, the City
intends to give the affected property owners 30 days to prepay their assessment, less
costs associated with issuing bonds. Following this period, financing for the uncollected
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."'-"" cost will be obtained by the most economic method, probably through a bank loan or direct
placement.
In answer to a question, Finance Director Margaret Simmons Indicated the City had
received 114 calls regarding this issue. Concern was expressed regarding the number of
objections. Ms. Simmons reported the Sand Key Civic Association had come to the City in
1993 saying they wanted to bury their power lines. The City requested they hold an
election regarding this proposition. The City helped with the mailing and 59% of the
ballots were returned. She said 72% of the respondents voted in favor of the project.
Concern was expressed that less than 50 % of Sand Key residents favored the project. It
was noted all residents had the opportunity to respond.
Ms. Simmons indicated two-thirds of the phone calls to the City questionod when
to pay the assessment. etc. The City Attorney said no homeowner vote is required for an
assessment. She said the vote was done to see if the project had support. It was noted
this project was proposed by Sand Key residents and was not started by the City
Commission.
1M INFORMATION MANAGEMENT
Purchase of an Odetics Prophet II~P video plavback system from Odetics Broadcast,
TamDa, FL, for $135,858; authorize lease purchase through City agreement
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The City operates C-View 35. 24 hours a day, 7 days a week. Current equipment
holds a maximum of 10 hours of programming on 5 two-hour tapes. Every month, staff
requires between four and eight hours to edit each tape with new programs, public service
announcements, etc. Scheduling is dictated by the system's capacity and time required to
edit playback tapes.
The proposed system uses a juke box style playback system with 88 hours of
program capacity. The system would eliminate the manual editing requirements of the
current system. It's expected useful life is estimated to be at least ten years. The system
uses two BetaCam-SP player decks that use Beta Sunset Point Road tape, the current
standard for a quality picture. Currently, quality Beta must be dubbed to a poorer quality
S-VHS format for replay. The system's two Sony 8eta.SP record decks can double as an
editing system and can record City Commission meetings uninterrupted. The Beta format
will result in a better picture quality.
Staff time saved will be used to produce programming. The current playback
system will be transferred to the Fire Department for training over the institutional
network.
Complaints regarding fuzzy focus were noted. Community Outreach Manager
Carrie Huntley said the cameras are auto focus and indicated they require a few seconds
to refocus after subjects move. In answer to a question, Jeff Harper, Director of
Information Management, said the use of better tape will result in a higher quality picture.
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PR PARKS AND RECREATION
Contract for Jack Russell Stadium conditionina I ~trengthe"ing build;"", storaae building, &
for CarDenter Field maintenance buUdlnQ to Grosz - Stamoer Construction. Inc., for
$184,276.25
In his October 4, 1994 letter, Bill Giles, Phillies President and CEO. requested the
City construct a conditioning and strengthening building for PhUlies players and personnel.
On February 27, 1995, the City Commission approved a new agreement between the City
and the Phillies extending by one year the term for the Phillies spring training in Clearwater
and agreeing to construct a conditioning and strengthening building for a maximum cost of
$125,000. According to the bid tabulation, the building will cost $107,500.
Funding for the Jack Russell Stadium storage building and a Carpenter Field
maintenance building was approved in the third quarter amended budget for Fisc~1 Year
(FY) 1993/94. The 400 square foot storage building will be located north of the outdoor
batting tunnels at Jack Russell Stadium. The 1,352 square foot maintenance building will
be located on the complex's north side. City maintenance employees and equipment will
relocate to the building from the garage at the main clubhouse so the PhUlies can use that
space for storage and offices.
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Commissioner Berfield reported she had seen many advertisement signs in Veterans
Stadium when she attended a recent Phillies game in Philadelphia. She suggested tying
these requested improvements to the Phillies displaying a sign advertising Clearwater as
their Spring training site during their home games. The City Manager agreed the Phillies
should recognize Clearwater. It was suggested the sign would be excellent public relations
for the City. '
Consensus was for Parks & Recreation Director Ream Wilson to talk to the Phillies
regarding this proposal.
EN ENGINEERING
CCont'd from 08/17/95) Memorial Causeway Bridge Feasibilitv Study - accept report in
order to set "groundwork" for project, direction requested to proceed ra funding source &
future design study type
Consensus was to schedule this presentation on Thursday night after the Bordner
report and before public hearings.
Renew existing contract for oarkinQ attendant services at Pier 60 & 2 S. Gulfview Darkina
lots with Reoublic Parking Systems. Chattanooga. TN, for the period 10101/95 -09/30/96,
for $260,610
Attendant parking began at the Pier 60 parking lot in April 1990 and in the South
Gulfview lots in March 1993. On August 24, 1993, bids were received to provide parking
attendant services at these three lots. The City awarded the contract to Republic Parking
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Systems that has agreed to extend the contract for one year at the same rate. This is the
second one. year renewal of the contract.
In the past, the City received citizen complaints and concerns were expressed
regarding procedural difficulties with attendants. Republic Parking System has performed
responsively and addresses these issues as they occur. The onsite manager has taken
proactive steps to resolve procedural problems instructed by staff. The level of service
continues to improve and warrants staff recommendation for renewal.
The City's income from these parking lots was questioned. The City Manager
reported the City's annual net of $773,600 from these lots is greater than the City
received wh~n parking meters were present.
It was suggested signs be displayed near the Pier 60 lot directing traffic to the
Gulfview lots. City Engineer Rich Baier said staff is reviewing various options including a
variable message sign.
Aoorove staff ran~ina of RFP resDondents with direction to negotiate a contract with
Kimlev-Horn and Associates to studv beach oar kina & downtown issues
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Based on direction from the City Commission at the Beach Topics Summary
Meeting, the City Engineer formed a staff Parking Feasibility Committee. Written and
verbal rankings were based on: 1) technical ability; 2) fullness of resources; 3) experience
and 4) prior parking needs/feasibility studies and availability. The four respondents were
ranked: 1) Kimley-Horn and Associates, Inc.; 2) Wilbur Smith Associates; 3) Walker &
Associates and 4l Rich and Associates, Inc.
Although staff believes the City can perform a limited scope parking analysis, they
recommend selecting a consultant because: 1) staff has limited time to devote solely to a
project this large and important; 2) staff is familiar with Clearwater beach but lacks a
comparative history of parking facility successes and failures in other beach/resort areas;
3) staff does not possess an algorithm or spread sheet model to analyze parking scenarios
related to alternate beach redevelopment plans before the Commission; 4) A "third party"
consultant can analyze data objectively and build consensus among interested parties; and
5) a third party will lend objectivity and validity to the study should a revenue or general
obligation bond be sought.
Staff recommends pursuing a contract to analyze parking on Clearwater beach and
downtown. Staff will make available existing counts and data records. Staff does not
recommend an exhaustive and all inclusive parking and multi-model analysis citywide as
proposed in Phase 3 of the RFP, due to the high cost of such a project. The study also will
focus on alternate modes of transportation between these two areas. The study cost shall
be negotiated not to exceed $75,000 and shall be presented to the City Commission for
approval. A first quarter amendment will be requested to transfer available funds from the
unappropriated retained earnings from the parking fund.
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It was questioned from where the $75,000 for the study would come. Mr. Baier
said the funds would come from the unappropriated retained earnings from the parking
fund. The City Manager said the City Commission would not obligate funds until staff
comes back with a contract. The method of ranking was questioned. Mr. Baier said staff
sent out a Request for Proposals (RFP) and his committee ranked the respondents. He said
the City Commission is being asked to approve the ranking.
It was questioned if the study should cost. less because the City can provide a great
deal of data. Mr. Baier noted much of the data is antiquated and many more studies are
needed. He indicated the top ranked firm, Kimley-Horn, has a great deal of experience
working with beach communities. In answer to a question, he estimated the final study
will be complete by early spring.
Contract for Del Oro Storm Replacement - Phase I to Overstreet Paving Co.. Largo. FL, for
$874,221. 75
This project proposes to replace the entire storm water collection system in the
southeasterly portion of the DelOra Subdivision and Bayshore Park. The present storm
system is generally deteriorated and causes settlements in the roads. The new storm
collection system's larger capacity will reduce localized flooding problems.
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The project includes construction of a stormwater treatment facility in the southerly
portion of Bayshore Park that will be a standing water pond with an outlet into Tampa Bay.
A parking lot and pedestrian walkways will be constructed in Bayshore Park. The City has
used the consulting services of Wade-Trim and Associates to design all improvements in
the park in coordination with the Del Oro Homeowners Association, Board of Directors.
After the contract work is completed, the City's annual street resurfacing contract
will provide full width street resurfacing. Roadway repair work must reach its final profile
before asphaltic concrete resurfacing can be applied.
Another project is being designed to replace the existing storm water system in the
westerly portion of the DelOra Subdivision. Staff expects construction of Phase 2 will
occur shortly after completion of Phase 1.
Mr. Baier said Parks & Recreation will include other amenities in the Bayshore Park
as funding is available. Mr. Baier indicated Phase 2 would address the remainder of the
neighborhood.
CP CENTRAL PERMITTING
Receiot/Referral . LDCA to modify oarking restrictions in Beach Commercial districts
(LDCA95-18)
Clearwater beach businessperson, John Homer, noted recent modifications to
parking requirements focused on only two of the City's three pedestrian-oriented zoning
districts allowing changes of use for existing structures not to trigger added parking
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expressed concerns no similar modification occurred in the beach commercial district.
To resolve this issue. staff prepared a Land Development Code that would exempt
changes of use for existing buildings from City parking regulations to treat the Beach
Commercial district like the downtown tUrban Center) districts. Shops along Mandalay,
etc. would not be required to provide added parking when a use changes from retail to
restaurant, for example. Mr. Homer and staff think this change will improve the
commercial viability on non-retail uses in the beach commercial district.
The proposed ordinance needs to be reviewed by the Planning & Zoning Board.
It was suggested to delay this issue until the beach and downtown parking study is
completed. It was recommended this issue not be delayed. It was noted this change,
would only address current businesses. Mr. Baier indicated the beach and downtown
parking study will not look at this issue. He said that could be requested but would effect
the price. Staff was requested to advise Kimley-Horn regarding this issue.
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Consensus was to proceed with the Scope of Services for the Poinsettia Avenue!
East Shore Drive Redevelopment Area, Clearwater beach to include: 1) evaluate the
market potential for developing mid-to-high range waterfront hotel accommodations with
adjacent structured parking. Evaluate the market potential for accessory retail and
restaurant facilities associated with the hotel site; 2) evaluate the market potential for
developing new retaill restaurant! entertainment facilities for the redevelopment area as a
whole and recommend the appropriate market mixture of facilities; 3) evaluate the market
potential for developing outdoor commercial! recreational facilities; 4) evaluate the market
potential for developing mid-to-high range waterfront residential units and recommend
optimum development density within regulatory limits and market conditions; 5) evaluate
the market potential for developing a commercial marina along the redevelopment area
waterfront: 6l evaluate the market potential for a mixed-use development containing any
or all of the above components within regulatory limits and market conditions and
recommend the appropriate market mixtures of facilities; 7) evaluate the value added by
the following proposed site amenities indicating the potential for private sector
construction andlor funding of these amenities as part of the private sector implementation
of the redevelopment plan: a) Civic Center relocation; b) landscaping and strsetscaping; c)
harborwalk; d) Papaya Street Promenade (pedestrian mall); e) public waterfront park; f)
Baymont Street walk; and g) public parking garage; and 8) estimate the potential range of
increased ad valorem tax revenueS and other municipal tax revenues from the
recommended development alternative(s).
eM ADMINISTRATION
Amendments to Harborview Center Construction Budaet - aoorove aporoDriations for
comoletion of Harborview Center consistina of $560,000 for chanaes in work SCODe,
$300.000 for comoletion of 3rd Floor Restaurant, and $300.000 for uograde in selected
item Qualitv: for a total of $1 . 160,000
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Funding will be provided by a third quarter amendment appropriating $700,000 of
the unappropriated retained earnings of the General Fund, and a loan from the Central
Insurance Fund of $460,000 against future Penny for Pine lias Infrastructure tax , .
collections. Interest at the cash pool rate will be payable annually out of the Penny 'for
Pinallas collections.
The Harborview Center Financial Overview is: 1) Phase I (Stein Mart) approved April
7, 1994 - $285,000 . Architect Fees, $160,605 - Contractor Fees, $2-million -
Construction. Costs; 2) Change in Scope: a) Phase 1 A approved June 14, 1994 and b) full
coverage of exterior) - $110,000 - Architect Fees, $157,000 - Contractor Fees, $825,000
and $400,000 - Construction Costs; 3) Phase 2: a) third floor completion; b) first floor
completion; and c) elevator/escalator/entrance -$379,000 - Architect Fees, $390,000 -
Contractor Fees, $4,227,000 - Construction Costs; 4) Column Removal - $12,000 -
Architect Fees, $9,000 - Contractor Fees, $154,000 - Construction Costs; 5) Restaurant
shell ~ first floor - $5,900 - Architect Fees, $4,200 - Contractor Fees, $70,500-
Construction Costs; 6) Restaurant shell - third floor - $10,000 - Architect Fees, $7 ,000 ~
Contractor Fees, $119,000 - Construction Costs; 7) Establish catering kitchen - $20,000 -
Architect Fees, $ 7,500 - Contractor Fees, $1 22,500 - Construction Costs; 8) Finish
Restaurant - First floor - $15,000 - Architect Fees, $5,000 - Contractor Fees, $80,000 ~
Construction Costs; 9) Partial Furnishings, Fixtures and Equipping of Center - $196,890;
10) Parking lot improvements - $25,400; 11) Purchase of property - $1.9-million. Total to
date (August 31, 1995) is: $836,900 - Architect Fees, $740,305 - Contractor Fees,
$7,998,000 - Construction Costs; $2, 122,290 ~ Other Costs.
() Further considerations for the Harborview Center include: 1) Finish third floor
restaurant - $27,000 - Architect Fees, $30,000 - Contractor Fees, $243,000 -
Construction Costs; 2) Scope change costs for additional escalator ~ $14,400 - Architect
Fees, $8,000 - Contractor Fees, $137,600 - Construction Costs; 3) Scope change for
additional 7,500 square feet - $17,500 - Architect Fees, $15,000 ~ Contractor Fees,
$317,500 - Construction Costs; 4) Scope change for additional contingency - $4,500 -
Architect Fees, $2,500 - Contractqr Fees, $43,000 - Construction Costs; 5) Possible
upgrades - $15,000 - Architect Fees, $15,000 - Contractor Fees, $270,000 - Construction
Costs; 6) Complete furniture, fixtures and equipment purchases - $299,516. Total further
considerations are: $78,400 - Architect Fees, $70,500 - Contractor Fees, $1,011,100 -
Construction Costs; $299,51 G - Other Costs.
Assistant City Manager William Saker reviewed scope changes that included the
completion of the third floor restaurant and possible upgrades. He said the Commission
previously had approved the addition of one escalator at a cost of $160,000. He noted
the restaurant space was smaller than planned which resulted in the need to finish an
additional 7,500 square feet at a cost of $350,000. He requested a $50,000 contingency
budget.
Mr. Saker reported possible upgrades include: 1)$100,000 for a new telephone
system; 2) $15,000 for an intrusion security allowance; 3) $50,000 for upgraded carpets;
4) $50,000 for upgraded wall finishes; 5) $18,000 for an independent air-conditioning
system for the administration offices; 6) $2,000 for a marquee sign conduit stub-out for
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future location; 7) $10,5000 for computerized monitoring for the air.conditioning system;
8) $8,000 for two manual dock levelers at the loading dock; 9) $10,000 for parking deck
upgrades; 10) $3,000 to refurbish and paid the existing trash compactor; 11) $3,500 to
refurbish the existing elevator; 11) $15,000 for general contractor fees; and 12) $15,000
for architect/engineer/interior design fees.
In answer to a Question, Mr. Baker indicated the life of the upgraded carpet would
be extended from 3-5 years to 10 years. He said the cost of the project, including all
upgrades and the cost of the land, will be $13.million, He said the Maas Brothers building
was stripped to its footer and frame and replaced with essentially a new building. It was
noted the building would have cost another $11.million to build from scratch.
It was requested a final figure be reported so Clearwater's taxpayers know how
much the project has cost them. Mr. Saker said this was a final request. Concern was
expressed regarding the piecemeal way the project was built. Mr. Baker said the
Harborview Center was built in sections on purpose. It was questioned if the final cost can
be reduced. Mr. Baker indicated that was up to the Commission. Concern was expressed
regarding the income the upgrades will produce. Mr. Baker said as people view the
building, things such as nice finishes are strong selling points. It was noted a telephone
system is necessary.
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Mr. Baker said the project is completed and staff will not come back for more
funding unless the City Commission proposes a scope change. It was questioned if the
Center will have a changeable sign. Mr. Baker reported City code does not allow such B
sign. It was felt proper signage is a critical component of the project. Global Facility
Services (GFS) General Manager Mani Costa said if the message needs to change, the sign
would need to be electronic. He estimated a sign would cost $80,000. He said GFS was
wiJIing to purchase the sign if they could sell advertising on it. Commission members
indicated they were not comfortable with that proposal. Mr. Baker said staff will research
signage and develop a recommendation and estimate the cost for a sign. It was noted
citizens need to be advised another cost change will occur to the Harborview budget in
regard to the sign.
Concern was expressed that the words II Harborview Center" were difficult to read
during the day. Mr. Baker said the SteinMart sign is green and the architect chose to paint
Harborview Center a different shade of white on the building face to avoid too many colors
on the building. He said those letters can be painted in a contrasting color. It was
suggested the architect pay to repaint the sign. Mr. Baker stated the $50,000
contingency budget would take care of that expense.
The cost of in-kind services was questioned. Mr. Baker estimated those costs were
less than $50,000. In reply to a concern, he said staff will not come back for additional
funds. Architect Dean Rowe agreed. Concern was expressed that signage for the
restaurants would add to many colors to the building. It was recommended the sign
people develop ideas for a uniform look.
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Debbie Costello and Brian Hunt of Associated Space Design (ASD) presented carpet
and wall finish samples. Mr. Hunt reviewed three schemes: 1) the original inexpensiva
carpet; 2) a better carpet with a similar square design; and 3) a patterned carpet including
rotated carpet squares of a solid contrasting color.
Concern was expressed a solid color would show dirt. Mr. Rowe said the carpet
color is customized and can be changed. He indicated available designs are standard.
Concern was expressed the chosen color pattern would darken the interior. Mr. Hunt
recommended painting the inside perimeter white and using a colored spray texture to
emphasize the entrance points. He suggested a speckled finish for the walls instead of a
using solid colors. A brighter color carpet was suggested. It was recommended the colors
reflect a light and airy feel.
The consensus was the suggested wall treatments are acceptable. It was
recommended staff bring back another color scheme and blue was suggested.
In response to a question, Mr. Hunt indicated the carpet cost between $23 and $25
a square yard. Mr. Rowe indicated padding is not installed beneath institutional carpet.
Fiscal Year 1995/96 Harborvj~lw Center Budget
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The Harborview Center is designed to attract meetings, conventions, trade-shows
and other social or business events to the City. The Harborview Center provides
restaurants, catering, meeting rooms, retail stores and a banquet hall. Harborview Center
staff also provide services to assist in plar:lning events. Conference center operations are
managed by GFS under terms of a three-year contract with the City.
In FY 1995/96, operating revenues are estimated to increase from $90,000 to
$503,400 and other financing sources are anticipated to increase from $0 to $296,500.
Total revenues and program expenditures are expected to total $796,500, up 785%.
Revenues reflect $276,150 of rental income estimated for nine months of operation. The
Harborview Center Fund in an enterprise fund established to account for all financial
activities of the Harborview Center facility. Other financing sources reflect a loan from the
consolidated cash pool to offset the operating deficit in the FY 1995/96 fiscal year. In
1995/96, operating expenditures are recognized for twelve months of operation although
most operating revenues will be generated for a nine-month period or less. Total personnel
wages for 11 positions are $369,507.
The City Manager said the whole building has been set up as an enterprise fund.
She noted the City will only collect six months of revenues from the restaurants and nine
months of revenues from events next year and not all expenses will be covered. Mr. Costa
said he had anticipated the Center would open in mid-December but noted a mid-January
opening was planned. He said the restaurants will not open until late March or early April.
He said bookings are dragging due to not knowing who will handle the catering. He
indicated an RFP is going out for a mobile kitchen.
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An estimate of FY 1997/98 bookings was requested. Mr. Costa felt income will
increase. He said the bottom line will depend on how GFS is able to hold down
expenditures. He said the operation's first year is critical. He said an 18 month lead is
needed to market meetings and conferences. A question was raised regarding how much
revenue the facility would generate when it is fully booked. Mr. Costa estimated gross
revenues would reach $1-million.
The level of personnel wages was questioned. Mr. Costa indicated the wages were
mid-range and not high. The City Manager noted the wages listed include all benefits.
She noted GFS employs the Center's personnel. The City Manager indicated the budget
does not assume any percentages from the restaurants and the figures presented are
conservative. Concern was expressed that double insurance coverage not occur. The City
Manager said it would not.
FY 1995/96 Budget
It was recommended the City Commission send a letter to Pinellas County regarding
the City's displeasure at the County's action to discontinue occupational licenses and the
negative consequences that action had on the City's budget.
Consensus was for the Commissioners to sign a letter prepared by staff.
c.....},\
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Concern was expressed the language in the memorandum appears to indicate funds
will be transferred because of a request made by the Parks & Recreation board. The City
Manager reported the recommendation originated with staff, not the Parks & Recreation
board. She said the language would be corrected.
The City Manager reported funding for the downtown lake was not included in the
budget that was released. She said the amended budget identifies the downtown lake as
a $17~million project to be funded by bonds. She indicated a feasibility study is being
done.
Reauest to use Coachman Park for Winter Wonderland Community Holidav Activities
The City Manager indicated this item was withdrawn from consideration at the
request of the applicant.
Pvrchase of furnishing & installation of office furniture & miscellaneous eauioment for
Municioal Services Comolex to: Wilkerson Sassman. Inc.. Tamea. FL, for $1,013,674.79;
Wagner Office Furniture, Inc., Tampa, FL, for $108,960.14; CDS, Inc., Orlando, FL, for
$51,977.40; and Beaux-Arts Group, Inc., Tampa, FL, for $15,437, fora total of
$1,190,049.33 and allow for an estimated contingency of $25,387.67 for shop drawings
and modifications to fit building space upon installation
On June 16, 1994, the City Commission approved the Municipal Services Complex
Project budget that included a furniture element of $700,000 for the Municipal Services
building and $500,000 for the Police Headquarters building and $10,059.11 for furniture
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items budgeted in the construction budget. $89,000 for furniture funded separately for
the Emergency Operations Center is in the General Fund budget.
From the project's outset, it was determined the minimizBtion of required building
area would be accomplished by incorporating an open-space office floor plan with modular,
uniform, work-station furniture and with few individually enclosed offices. The buildings
were designed and constructed with 226 open-space work stations and 27 enclosed
offices in the Municipal Services building and with 131 open-space work stations and 38
enclosed offices in the Police Headquarters.
To award these contracts, the City used the State contract pricing for qualified
contractors of modular furniture and office equipment. State contract manufacturers of
modular office furniture were invited to compete. A team of staff, an interior design
consultant and a project architect visited typical installation of the four manufacturers
whom best met the City's design and price considerations. Staff examined the in-use
performance of the furniture in working sites where it was installed in the configuration
required for the majority of City work stations and offices. The awards recommended are
for the lowest cost that met the City's requirements for design and function.
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Deputy City Manager Kathy Rice said staff reviewed prices available through the
state contract, visited sites to view installations and chose the least expensive bid, She
said a small contingency was needed to ensure that all the furniture was fitted properly. It
was questioned if files, etc. from current offices could be used instead of purchasing new
equipment. Ms. Rice said staff has tried to make the look of the new facilities as uniform
as possible. She said some files wHl be painted and reused. Others will be purchased.
She said standard trash cans will be purchased. She said new break room tables would be
part of a uniform clean look. She said other agencies will be offered left over furniture
from current offices. She indicated the Police Department will be moving some of their
current furniture.
It was suggested citizens could donate office furniture as patrons donated chairs to
Ruth Eckerd Hall. Plaques could be attached to the furniture noting the contributor. A
concern regarding possible conflicts of interest was raised. The majority did not want to
pursue this idea.
Beach Concession Stand Evaluation Procedure
The City Manager said under the normal process, staff evaluates and ranks
respondents to RFPs. At least one finance person participates in the ranking. She
questioned how the City Commission wished to review the top ranked applicants.
Consensus was for staff to bring forward the top five applications separately from
the two City department applications. The City Manager indicated a special meeting
would need to be scheduled to address this issue.
It was noted the vendors currently on Pier 60 suggested they continue their
services instead of building a concession stand.
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Consensus was to construct the concession stand instead of permitting the vendors
to continue.
Sandcastle on the Beach
Jerome Katz, of Sand Blast t96, submitted a. proposal to the City requesting
permission to construct the world's tallest sandcastle on Clearwater beach in September
1996. Following Mr. Katzts presentation to the Special Events Committee, the committee
chose not to take a position regarding the project. The committee made 19
recommendations should the project be approved.
City Engineer Rich Baier said the Florida Department of Transportation (FOOT) has
indicated they cannot guarantee four lanes will be open on the Memorial Causeway during
Fall 1996. FDOT has programmed a $2.2~million rehabilitation project
The City Manager indicated Mr. Katz will make a presentation regarding this project
on Thursday night. Mr. Baker distributed information regarding the proposed location for
the sandcastle. Concern was expressed the project may affect nesting turtles.
CLK CITY CLERK
"
Clearwater Housinc;l Authoritv - 2 appointments
I,:) The Mayor said she nominated William Ethington to the Clearwater Housing
Authority Board (CHA). The criteria and methods she used to chose the nominee were
questioned. The Mayor indicated,several replies were received after applications were
sent to public housing residents for an expression of interest. She said five applicants
were interviewed.
It was questioned why the City Commission should vote for the Mayor's nomination
as many names are on the list. The Mayor noted only public housing residents qualify far
nomination. She said she would forward Mr. Ethington's resume to Commission members.
The Mayor indicated she will ask for a continuance of the other appointment. It
was noted some members have served on the board for a long time. It was questioned if
term limits could be established for this board. The City Attorney said the Commission is
not required to reappoint positions and can establish term limits by not reappointing
members. It was recommended that a policy be established. It was noted technical
boards require the expertise of long serving members.
The Commission recessed from 12:20 to 1 ;03 p.m.
The Commission deviated from their schedule to address the Capital Improvement
Program Budget at this time.
Caoitallmprovement Proaram Budget
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District Parking Plan
Economic Development Director Alan Ferri proposed funding to add 68 parking
spaces in the North Greenwood and North Fort Harrison areas over five years to reduce
business owners' parking requirements. The City would own and maintain the parking
lots.
Concern was expressed $230,000 is to be spent resulting in parking spaces costing
$10,000 each when spaces in parking garages cost $4,500 each. Mr. Baier said the cost
included the purchase of the land and stormwater retention.
It was questioned if it would advantageous to acquire several lots and build a
parking garage. Mr. Ferri said no tracks of land large enough for that project are available.
He noted maintenance costs of parking garages are high. He said business in these areas
has declined because of parking needs. He said by creating district parking, the demand
for onsite parking would be reduced. It was noted recent Commission action relieved
parking requirements in North Greenwood for existing businesses.
In answer to a question, the City Manager indicated funding for this program would
come from Penny for Plnellas, which expires in 2000. A concern was expressed that
problems would be compounded as more substandard lot development will occur under
this plan.
Concern was expressed the City would reduce the tax base by taking over more
~;) land. Mr. Ferri said the tax revenues on these vacant lots are minimal.
It was questioned if these funds could be used to acquire adjacent property for
parking and eliminate substandard lots. Mr. Ferri said the plan would take away a
disincentive associated with developing a lot in the area. Concern was expressed the
estimated costs do not seem to reflect the currently low land prices in the area. It was
questioned if increased business would offset t,he City.s cost. Mr. Ferri could not say.
The City Manager suggested leaving in seed money and allowing staff to justify the
purchase of an,y property. She said the total cost of each proposed project will be brought
before the Commission. She suggested a loan program could be established to help people
purchase property and eliminate substandard lots.
Consensus was to provide the project with $100;000 to start.
Stevenson.s Creek
Mr. Baier indicated the gablon project is proceeding but staff is waiting for
clarification from the Florida Department of Environmental Protection (FDEP). He said staff
is working to resolve some permit issues. In answer to a question, he agreed the project is
funded by Penny for Pinellas.
Stormwater Quality
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It was questioned why Penny for Pinellas funds are being used for Stevenson's
Creek when stormwater funds are available. The City Manager said the Stevenson's Creek
project was included in the original vote for the Penny for Pine lias funding.
Downtown Lake
The City Manager indicated $99,726 of the original $100,000 budgeted for this
project has been used. She reported staff is adding $17-million to the budget for this
project. She indicated she wanted to be clear this will be in the adopted budget and will
meet the requirements for two public hearings. It was questioned if the report regarding
the clay table will be completed before the final budget is approved. The City Manager
said it will not, but will be complete prior to the bonds being issued.
Public Works ~ Long Range Water
The City Manager reported Post Buckley has been asked to do a study regarding the
City's long range water needs. She expressed concern regarding the increase charged by
Pine lias County and suggested questioning if the City should continue to be in the water
business. It was noted Florida Power has proposed a desalination process and wants to go
into the water business.
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In answer to a question, Rich Baier said more than half of an area needs to agree
they want reclaimed water. He said the Clearwater Beach Association has gathered
signatures and indicated more than 50% of Island Estates' residents want reclaimed
water. Residents who choose not to have reclaimed water will have to pay a fee if the
pipes go by their property.
Staff will bring an item forward in October regarding proposed rates. Mr. Baier said
the City has applied to the Pinellas Anclote Basin Board for a grant. It was questioned if
residents who do not usa reclaimed water will have to pay a monthly fee. The City
Manager reviewed how other local cities charge for this service and indicated a level of
charge has not been determined. Mr. Baier said the plan will affect SWFWMD and the
Anclote Basin Board's decision. The City Manager suggested she may request the
Commission outlaw additional wells and eliminate lawn meters. Mr. Baier said staff
contemplates eventually providing reclaimed to the whole City except for the north end of
Sand Key. The City Manager noted SWFWMD's goal is to reduce significantly the volume
of water pumped.
It was noted Pinellas County wants the waste water from the City's East Plant.
The City Manager said the City had not agreed to give the County that water snd indicated
no long term agreement would be acceptable. A referral was made to a suggestion to tie
the distribution of wastewater to Pinellas County with the County's permission for the City
to annex enclaves within the City's borders. The City Manager reiterated a long term .
agreement with the County would not be acceptable.
Morton Plant Pump Station
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In answer to a question, Public Works Director Gardner Smith indicated Morton
Plant is expanding their facility and plans to combine their pump station with the one on
Jeffords Street. He said the City is building the station on land donated by Morton Plant.
Gas System
The City Manager estimated the gas plant remediation will cost $150,000 to start.
She said staff does not have an estimate of the final cost.
Solid Waste
The City Manager indicated Solid Waste is skipping a year of container replacement
because enough containers are on hand to get through the year. She said a new roll off
container hauling vehicle has been included in the budget. Solid Waste Director Bob
Brumback said the City is losing revenue because they cannot service rolloffs from large
commercial stores with compactors. He estimated the container needed for the vehicle
would cost between $2,000 and $4,000. The City Manager said the City wants to
provide this new service. She indicated the container is included in the budget.
In answer to a question, the City Attorney said staff is reviewing if the City can
expand Solid Waste services to adjoining areas. Mr. Brumback reported the recycling grant
won by the City is greater than anticipated.
(~;.} Parl(s and Recreation
Future pla'ns for the Memorial Civic Center were questioned. The City Manager said
no funding has been appropriated to the project and no time schedule has been
established. It was felt if the Civic Center remains in its current location, its facade should
be upgraded to resemble the Marina building.
The City Commission returned to the Work Session Agenda
CA LEGAL DEPARTMENT
Ord. #5741~95 ~ land Use Plan Amendment to Commercial General for prooertv located at
509 Bavview Ave. and 508 Meadow Lark lane, Town of Bay View a/k/a McMullen
Bayview Sub., Blk 3, part of Lots 1 & 2, and S 1/2 of vacated street abutting N side of
lots, 0.70 acres m.o.!. (R. Roy Meador, LUP93-43)
AND
Ord. #5742~95 - CPD ZoninQ for prooertv located at 509 Bavview Ave.. 508 Meadow Lark
Lane. and 3009 Gulf to Bav Blvd., Town of Bay View a/k/a McMullen Bayview Sub., Blk 3,
part of Lots 1 & 2 and Bayview City Sub., Lot A, and vacated street r-o~w between Lot A
and Lots 1 & 2 of McMullen Bayview Sub., 1.02 acres m.o.!. (R. Roy Meador, Z93-54)
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Commissioner Thomas requested these items be continued for thirty days. He said
the Florida Department of Transportation (FOOT) has indicated the proposed new curb cuts
on SR 60 cannot be installed without FOOT approval. Mr. Baier said staff is concerned the
present cuts allow vehicles to stack on the sidewalk and into SR 60. He said FOOT has
indicated they do not believe two driveways are needed. He said the issue is unresolved.
The Commission recessed from 2:05 to 2:07 p.m.
Mr. Baler said the applicant had not sent an application to FOOT at this time. He
said staff would not recommend approval of a modified site plan. It was questioned if the
process would need to begin again if FOOT denies the request. Central Permitting
Manager Sandra Glatthorn said no. She said minor amendments can be approved
administratively. Concern was expressed that without approval of the second reading, the
applicant has no reason to go forward with obtaining permits. Mr. Baier felt if the
applicant was serious, he would make application and indicate the issues that will be
addressed through the site plan.
It was questioned what would be accomplished by continuing this item.
Commissioner Thomas said it was the privilege of any City Commissioner to continue an
item. He wanted to direct the applicant to proceed with obtaining the permit through
FOOT. Mr. Baier indicated 30 days would not be enough time for the applicant to obtain
this permit.
:,.jlJ", Ord. #5915-95 - Relating to Salar\' Increases for the Mayor and Commissioners: amending
t~l~(!f Sec. 2.263
" ,"
The Mayor reported this issue needs to be continued to September 12. 1995 due to
advertising requirements.
City Manager Verbal Reports
a) Proposed Meetinq with Advisorv Board Representatives
The City Manager expressed concern advisory board members have indicated they
do not have a clear understanding of board roles. She said she met with the staff liaisons
and it was suggested it would be helpful for the City Commission to discuss the issues
with advisory board members. She reported staff will notify the City Commission of
positions boards have adopted. It was questioned if bringing one member from each board
, to a meeting would solve anything. It was suggested these issues should be reviewed
from time to time. The City Manager said this discussion would differ from the annual
reports each board presents to the City Commission. She indicated board members are
unclear regarding what the City Commission wants from them. It was suggested the City
Commission meet with the boards on a monthly basis to interchange ideas. It was noted
board members need to feel as if the City Commission knows what they.are doing and
appreciates them.
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Consensus was to start meeting with one board a montl1 beginning in April or May
1996 during Work Sessions when the Community Redevelopment Agency does not meet.
As many board members as possible will be invited. The item will be scheduled first on
the agenda and limited to 30 minutes.
Manorove orotection
\
The City Manager indicated the whole issue of mangroves probably will be
readdressed by the legislature. She said the issue changes daily. Tom Miller. Assistant
Director of Engineering/Environmental, is drafting a proposal to include in the Cityts
legislative package.
Strategic Planning
The City Manager indicated Strategic Planning was planned for a weekend in
November, however, there is a conflict. It was recommended to begin Strategic Planning
when the new Commission is seated in April 1996. In answer to a question, the City
Manager said the purpose of Strategic Planning is to assess where the City is, to define
where the Commission wants the City to be and to determine the best way of reaching
that point. She recommended scheduling an hour for the City Commission to state their
philosophy regarding the City's operation.
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Consensus was to schedule this item during the September 18, 1995 Work
Session.
Florida Trend
The City Manager reported Florida Trend has suggested Clearwater be their first
focus city and has requested the City participate in sponsorship. She said the programs
cost $25,000 and $35,000. Staff is excited about this opportunity. She said a
presentation by Florida Trend can be scheduled. The magazine's primary readership is in
Florida but it is distributed nationally.
Consensus was to go forward with a $35,000 sponsorship.
Clearwater Pass Bridoe toll collection
The City Man~ger stated the date for closing the bridge is uncertain. She said the
uncertainty makes it difficult to plan work schedules for toll both attendants. She
recommended terminating the collection of tolls on the Clearwater Pass Bridge on
September 30, 1995, at the latest.
Consensus was to accept the City Manager's recommendation.
Commission Discussion Items
a) Spring Break Sports Challeno8
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It was noted the proposition sounded interesting until the $75,000 cost was
realized.
Consensus was not to pursue this proposal.
b) Progosed Bench Shelters for Memorial Causeway
In answer to question, the City Manager indicated the proposed bench shelters
would be made of recycled plastic. She suggested citizens may want to donate them.
Concern was expressed covered benches would block the view of causeway motorists. It
was noted a roof would not provide much shade. The City Manager reported the Parks &
Recreation Board Chair made this proposal. It was suggested the benches could be
installed and roofs added later.
The majority of the Commission agreed to install benches only.
The City Manager reiterated this project may lend itself to citizen involvement.
Donation plaques could be affixed to the benches. She said staff would send letters
regarding this proposal to the tourism councils, etc.
Clearwater Pass Bridge ProDosal
\:.>
The City Manager questioned if the City Commission wanted staff to pursue Glen
Johnson's proposal to build the world's tallest lighthouse and retail development on the
current Clearwater Pass Bridge. Mr. Baker said the City's repairs to the current bridge are
temporary and noted the development would require parking. He reported Mr. Johnson
had indicated he would attenuate all pr9blems. Concern was expressed the development
faces too many hurdles.
Consensus was not to pursue this suggestion.
c) City ManaQer and City Attorney evaluations
The City Manager referred to the procedure used for the Community Redevelopment
Agency's Executive Director's evaluation and noted the process used last year to evaluate
the City Manager position was more extensive. She said the City Attorney's evaluation
has been handled in a manner similar to the City Manager's. It was felt last year's
procedure was preferred. The City Manager indicated the procedure includes a self-
evaluation, a meeting with each Commissioner and a verbal summary given by each
Commissioner at a public meeting.
Consensus was for the evaluations for the City Manager and City Attorney to be
scheduled for October 5. 1995.
The City Attorney questioned the preferred length for the document. The City
Manager said she evaluates her performance based on each point in the Charter that
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relates to her position. It was suggested the City Attorney also consider the Hildebrandt
report.
d) Downtown Partnershio Roles
tt was noted the Downtown Development Board (008) was not pleased with their
proposed role and will discuss it on September 11 t 1995. It was pointed out the Chamber
of Commerce also is working on some changes. It was questioned if the City agrees with
its defined roles. It was indicated once all partners have defined their roles and
responsibilities, the partnership can vote on the recommendations. A question was raised
regarding the need tor a coordinator. It was felt this had to do with the relationship
between the DDB and Chamber of Commerce and should be the responsibility of those two
organizations.
Consensus was to agree to the City's role.
Other Commission Action
Commissioner Johnson congratulated Information Management Director Jeff Harper
for winning a Silver Circle Award in the 1995 Savvy Awards Competition from the City-
County Communications & Marketing Association for the tourism video, uClearwater,
Florida: One Great Place."
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Commissioner Johnson congratulated the Clearwater Housing Authority for scoring
98.21 out of possible 100 on HUD's Public Housing Management Assessment Program.
Commissioner Johnson questioned if staff parking would be available when the
Municipal Services complex is completed. Mr. Baker indicated adequate staff and citizen
parking will be available once the parking garage is completed.
Commissioner Johnson expressed concern regardi~g complaints he has received
from retired City employees indicating Prudential has reduced the number of available
physicians. The City Manager said staff would look into that.
Commissioner Berfield questioned the status of the proposed incentive program.
The City Manager indicated the savings in the program will be tallied at the end of the
fiscal year.
Commissioner Berfield referred to an affidavit distributed by the DDB and
recommended the City not vote. She suggested the City designate they want to receive
all notices. The City Manager said staff would copy all notices to the City Commission.
The consensus was for the City not to vote in this process.
Commissioner Barfield referred to a letter regarding the property at the corner of
Montclair and Belcher and noted the City Commission already had agreed not to pursue
that issue. The City Manager noted the deadline for the State's funding cycle was missed.
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Commissioner Thomas indicated he is working with the City Manager and City
Attorney to develop language to address the new bridge on Memorial Causeway. He said
he would distribute the document on Wednesday to address it on Thursday.
Adjourn ,
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The meeting adjourned at 3:00 p.m.
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