12/04/1995 (2)
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WORKSESSION
City Commission Worksession Minutes
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CITY COMMISSJON WORK SESSION
CITY OF CLEARWATER
December 4, 1995
Present:
Rita Garvey
SUB A. Berfield
Fred A. Thomas
J. B. Johnson
Robert Clark
Elizabeth M. Deptula
William C. Baker
Kathy S. Rice
Pamela K. Akin
Cynthia E. Goudeau
Patricia O. Sullivan
Mayor ICommissionar
Vice-Mayor /Commissioner
Commissioner (Left meeting at 10:40 a.m.)
Commissioner
Commissioner
City Manager
Assistant City Manager
Deputy City Manager
City Attorney
City Clerk
Board Reporter
The meeting was called to order at 9:02 a.m. at City Hall.
The Commission recessed from 9:02 to 10:05 a.m. to meet in attorney/client
session regarding the City versus Fishermants Wharf, as the CRA (Community
Redevelopment Agency), and as the Pension Trustees.
To provide continuity for research, items are in agenda order although not necessarily
discussed in that order.
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Service Awards - None.
PO POLICE
Purchase of DoUce disoatch center eauiDment. consoles. console electronics. related
hardware & software and addition of an 11 th freauency to City's radio system from
Ericsson Inc., Tampa, FL, for a not-to-exceed $925tOOO; financing to be provided under
City's master lease-purchase agreement
Replacement of obsolete dispatch center equipment, upgrades to the City's radio
system to support planned mobile data applications, and growth potential are proposed to
coincide with the Police Department's move to a new headquarters building. The current
site controller CML switch is obsolete, no longer supported, and costly to service. The
Ericsson CEC (Console Electronics Controller) is a software.based platform that minimizes
the need for spare parts, simplifies repairs, and eases field maintenance. It allows new
features to be added without costly hardware upgrades. The City will receive a $161,305
trade-in allowance for the existing switch.
The current Digital Equipment POP System Manager is non-supported, does not
provide single point of data base management, and will not function with the new CEC. A
VAX system manager will provide a single database for system and consoles which
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'-..., simplifies system management and increases officer safety through timely unit identifier
changes.
The seven-year old modular radio consoles (communication center workstations) are
costly to repair and consist of banks of knobs, switches, and moving parts. They can be
replaced with computer-based C3 Maestro dispatch consoles that have a lower initial cost
and are loss expensive to maintain. A number of features will enhance efficiency and
officer safety, such as caller 10 display, recent call history, and emergency alarms. The
City will receive a trade-in allowance of $1,000 each for 12 existing consoles.
The proposal includes a eNI (conventional network interface) that will provide a
seamless patch to conventional repeaters and greater interoperability between the Police
Department and other conventional Jaw enforcement agencies, including the County's 800
MHz system. Clearwater's trunked system uses only 10 channels even though the City's
radio system is licensed for 11 radio channels. Installation of the 11 th channel will
upgrade the system to full, licensed capacity, facilitate the planned mobile data project,
and allow for additional capacity. -
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The contract includes linking the communications center with the radio tower site
on South Missouri Avenue vIa telephone data lines that can be upgraded to fiber optic as
funding becomes available. The contract will replace modular consoles at the City Radio
Communications shop and Gas System dispatch office, provide for emergency back-up
radio equipment for the Emergency Operations Center, police dispatch center, and
administrative offices in the new building.
This contract does not include FCC (Federal Communications Commission) fees for
license modification for the additional radio frequency nor required modifications to
microwave equipment on County-owned tower sites. These costs, estimated not to
exceed $5,000, will be absorbed within the operating budgets of the Police Department
and General Services Department.
Due to the proprietary nature of radio systems and to ensure seamless compatibility
with the City's existing Ericsson radio system, this equipment is available only from
Ericsson, Inc., which has established a project completion date of June 4, 1996.
In answer to questions, Police Chief Sid Klein said the proposed system will support
a police vehicle locator and will interface with the County's 800 MHz system. It was
questioned why Ericsson is willing to pay $161,305 for obsolete equipment. Deputy Chief
Dewey Williams said that is a trade-in allowance.
The City Manager referred to the proposed June 4, 1995, completion date. Razing
the current police building and construction of the new parking garage will be delayed.
Telecommunications housed in the current police facilities cannot be shut down until the
new headquarters building is on-line.
PR PARKS AND RECREATION
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"-., Purchase &. installation of reDtacement olavpround eauiDment fQr Wood Yan~y Park & Ed
Wrlaht Park. from Park Structures. Inc., for $43,547.76
The City has an established Capital Improvement Project to replace old, worn~out
playground equipment at the City's 27 playgrounds. Continuous inspection and
maintenance programs are performed to ensure the safety of the equipment and to
determine the timing for replacement. For FY (fiscal year) 1995/96, substandard
equipment at Wood Valley and Ed Wright Parks has been earmarked for replacement.
Each park's major play centers are approximately 10 years old, are in poor condition, and
do not meet current ADA accessibility requirements.
Recommended play structures are designed for preschoolers and 6 to 11-year old
children. The equipment is constructed of steel and plastic with stainless steel hardware
and contains a transfer module for disabled accessibility. The structures are identical in
size and design to those recently installed at Del Oro and Marshall Street Park.
Concern was expressed the Delara Park replacement project had not been
completed when money was transferred to another project. It was suggested that one of
the proposed projects be delayed until the Del Oro Park project is complete. Staff will
respond.
EN ENGINEERING
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Contract to Durchass real crooertv commonlv known as H Atrium Aoartments" located at
, 707 N. Ft. Harrison Avenue, Lesley's Sub., part of lots 8 & 9, from John G. and Kevin J.
Geigle, for $275,000 which includes $43,500 in estimated demolition expenses; pay
asbestos survey & removal costs to a maximum of $10,000; pay for Phase I & II
commercial environmental audits, boundary survey & recording fees, estimated at $5,750;
for an estimated total $290,750
In 1994, the Atrium Apartment building was put on the market for $425,000. In
September 1994, the Old Clearwater Bay Neighborhood Association requested the City
purchase the building, raze it, and create an attractive northern entrance into Clearwater.
In August 1995, when the owners indicated they might consider a cash sale for
$250,000. management requested staff negotiate a tentative contract. The Property
Appraiser established mass appraisal techniques to establish its tax assess value at
$289,600.
The contract stipulates: 1) at closing, the owners will credit the City $43,500 from
purchase proceeds to demolish the structure based on a November 7, 1995; demolition
proposal from Sonny Glasbrenner, Inc. The proposal stipulates demolition costs will
increase by 10% if wet demolition is required and 2} if City investigations determine
asbestos is present, the City would be responsible for the first $10,000 of removal
expenses. If expenses exceed that amount, the seller is obligated to pay up to the next
$10,000. Beyond a total of $20,000, either party could elect to pay the excess or
withdraw from the agreement.
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In October 1992, six USTs (underground storage tanks) were removed from the
property. Five tanks that may have stored up to 4,000 gallo'ns of gasoline were removed
from the site's north end. A 550~gallon tank, believed to have stored fuel oil, was
removed from the southeast corner of the property. A soil and groundwater closure
analysis performed follow~ng removal of the USTs found groundwater contamination by
napthalenes well above State guidance concentrations. An October 31, 1995,
memorandum from Environmental Specialist Supervisor Miles Ballogg summarized
conclusions of the closure report. established the site's acceptance into the State
Abandoned Tank Restoration Program, noted possible ramifications and liability associated
with the contamination, and recommended further investigation to detect additional
environmental concerns. The contract provides that upon written notice to the Seller, the
City may withdraw from the contract if investigations reveal conditions reasonably
unsatisfactory to the City.
If the transaction is completed, Nursery Superintendent Mark Roether has
developed preliminary plans for a passive park on the site at an estimated materials cost of
$28,175. The park would provide an attractive entrance into Clearwater and could satisfy
a portion of the Comprehensive Plan objective of one acre of park land in this planning
district.
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A request was made that no action be taken until a MAl (Member Appraisal
Institute) appraisal and environmental audit are completed. Concern was expressed that
the City not be liable for contamination on the property. The property's purchase was
supported if Alternate US 19's route is changed and it is needed for right-of-way. It was
requested that right-of~way needs be determined and an engineering roadway report be
issued. A State request to do away with US Alternate 19 was noted.
It was felt the property is overpriced and was too small to beautify the area. It was
noted the property currently is occupied and on the tax rolls, where it should remain.
It was noted the contract allows the City to address the contamination issue. The
City Attorney stated the contract allows inspections to be completed within 30 days.
Concern was expressed that the proposed time frame is inadequate. City Engineer Rich
Baier said he could try to negotiate a longer time frame with the owners.
Support was expressed for the purchase. Another noted support for the concept
but agreed with concerns expressed by others. Mr. Baier stated Phase II environmental
audit costs could be as high as $100,000. In answer to a question, he stated the buyer
pays for the audit.
The item was pulled from the agenda. Direction was should the seller accept the
MAl appraisal, a Phase I environmental audit will be done. A preliminary roadway design
report will also be prepared. A window greater than 30-days for completion of the Phase II
audit also was requested.
R!;Js. #95~85 - authorizina aooropriate City officials to execute a Wireline Crossin a
Agreement with CSX Transoortation. Inc.
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The City plans to construct a fiber optic cable system connecting City Hall, the new
Municipal Services and Police Department buildings and the parking garage. The fiber
optic control system will carry data. equipment control processing, communications and
CATV signals. Casing, with conduits to support the cable systems, is needed under the
railroad crossing Pierce Street. Permission must be obtained from CSX Transportation, Inc.
for a Wireline Crossing Agreement. CSX requires a perpetual license fee of $250 and a
Construction Risk Fee of $225.
Bay Resources, Tampa, Florida, subcontractor to Creative Beers, will handle the
conduit and cabling installation. On November 2, 1995, the City Commission approved
funds to install conduit and cable.
Mr. Baier reported this expense is just a permit fee. A list of all expenses related to
the Municipal Services complex was requested.
Aoorove suoolemental contract with HDR Engine~ring to perform a State Environmental
Imosct Reoort {SEIRl related to Memorial Causeway Bridae Reolacement Studv, for
$860,000; approve an interfund loan of same amount from Central Insurance Fund,
bearing interest at cash pool rate, to be repaid with Penny for Pinellas collections on or
before 09/30/97
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This award was negotiated according to provisions of Section IX of the Memorial
Causeway Bridge Agreement, dated October 21, 1994. The agreement states the
maximum allowable completion is 18 ~onths away. The consultant shall strive for a
completion date of no more than 1 5 months.
The City, in cooperation with FOOT (Florida Department of Transportation)
addressed replacing Memorial Causeway Bridge in a report titled "Memorial Causeway
Bridge Feasibility Study Report, July 1995." The study, conducted by HDR Engineering,
Inc., determined the feasibility of replacing the bridge with' a higher bascu/e or a high-level
fixed-span bridge. The objective was to provide a functionally safe, cost effective bridge
that is aesthetically compatible with downtown and Clearwater beach.
The general objective of the SEIR is to provide documentation necessary for the
City to chooso the type, design, and location of a replacement bridge for Memorial
Causeway and to qualify the project for State funding. All factors related to the facility.s
design and location will be considered, including transportation needs, social impacts,
economic factors, environmental impacts and engineering ,analysis to maintain eligibiiity for
State and Federal funds, if available. If it is determined later that Federal monies are
available, this contract allows for an amendment to increase the scope of work to
accommodate a full PD&E (Project Development & Environmental) Study without
duplication of effort or cost.
The study will focus primarily on the Pierce Boulevard alternatives. A uno build'.
alternative is required and other alternatives that become apparent during the course of
study also will be considered. The study's specific objectives are to prepare a series of
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"...... reports documenting the requirements for preliminary design, including existing and
predicted conditions, typical sections, right-of-way requirements, environmental Impacts
and costs of tho alternatives. HDR Engineering, Inc. will evaluate the alternatives and
make recommendations.
Mr. Baier said stop points are included on the time line for the City Commission to
review the study's progress and determine if it should be expanded. In answer to a
question, Mr. Baier said FOOT has planned to begin its $2.2-million repair project on the
bridge in May 1996. Without a firm commitment from Clearwater to replace the bridge,
the repair work will go forward. The City Manager stated this issue will be agendaed for
the Commission's first meeting in March 1996.
Urban Contamination Asse~sment Study - Aoorove transfer of $~OO.OOO from
undesignated retained e8(nings of Soecial Oevelooment Fund to CIP 96109
The City has retained PBS&J (Post, Buckley, Schuh & Jernigan, Inc.) as the
Engineer of Record. PBS&J is available to all departments for engineering services such as
feasibility studies, etc. They currently are analyzing the geophysical characteristics and
assessing soil within the urban core. Initial field work has confirmed a clay confining layer
beneath sampled portions of the urban core area. Numerous locations are contaminated.
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Staff believes the feasibility study and environmental site assessments can be
accomplished for $300,000. Regardless of the Downtown Lake construction,' this
environmental assessment information is valuable for future downtown redevelopment
efforts an,d for implementing the CRA's downtown plan. A project of this size may
exhaust the estimated funding as the geotechnical and contamination aspects associated
with this type of project can be costly.
The available balance in the CIP is not sufficient to provide funds for this phase of
the project. Staff requests transferring funds from the undesignated retained earnings of
the Special Development Fund.
Mr. Baier said the project's next step would address soil contamination. He said the
study will be vital no matter what development is done downtown. It was Questioned if
this project must be accomplished at this time. Mr. Baier said some of the groundwork
already has been laid out. If the study is delayed, it would have to be expanded to address
again items already examined. He said the Economic Development Department and eRA
feel it is essential to identify contamination in the downtown core. The shelf life of the
study was questioned. Mr. Baier estimated the study would be value for one to two years.
In answer to a question, Mr. Baier said PBS&J has already begun the study but can stop if
the Commission so chooses. He could not estimate an exact cost for the study and
indicated if the study is approved. most of the requested funds would be spent. It was
noted without the study, the City does not know what problems need to be addressed. It
was requested that Mr. Baier verify the study's shelf life.
Pier 60 Park - Aoorove final site olan
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.-..., The City Commission approved a conceptual plan for a new Pier 60 Park including a
concession building, pavilion and covered playground.
The total project is estimated to cost $1,168,877. The availa ble balance of
$173,000 in CIP #93288 is not sufficient. Staff requests the transfer of $310,000 from
CI P #93316 (Bayfront Park Renovations), transfer of $139.000 of Recreation Impact Fee
monies with the remaining balance of $546,877 emanating from an interfund loan from
the Central Insurance Fund to be repaid at the current borrowing rate from future proceeds
from the Pier 60 Concession Stand.
Mr. Baier indicated the Pier 60 Park sign would be similar to the sign on the pier.
Concern was expressed that the plans being presented are inferior to the renderings
previously presented to the City Commission. It was stated this plan includes two
playgrounds when only one was approved. It was noted the beach is finally visible to
motorists arriving on the beach and concern was expressed the buildings included in the
plan would impede the vista.
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It was noted that positive feedback has been received regarding the plan. Mr. Baier
said the concession building was repositioned due to flood elevation requirements that the
building had to be constructed six to seven~feet above ground level. Concern was
expressed that the elevation does not match the rendering. Mr. Baier said the overhang
was decreased due to the drip line but indicated the roof line could be modified. He said
the building was further modified to meet County provisions requiring restrooms but the
major difference from the original rendering is the roof line.
The majority of the Commission requested the change to the design of the roof line.
It was noted the original concept cal/ed for one covered playground. Mr. Baier said
the single cover would have been so massive, its cost would have been excessive. It was
stated the playground, could be made smaller and that the original direction was for a
playground similar to the one in front of the Long Center.
Parks & Recreation Department Director Ream Wilson said staff felt it was
important the playground serve the needs of pre-school children and those five to 12 years
old and that two shelters are preferred. He noted it would be chilly in the winter under one
shelter covering the entire area. He said staff recommends placing half the equipment
under tha shelter and half outside.
A reference was made to the sandy area and a request was made to replace it with
sod. It was also recommended the current Clearwater beach sign not be moved. Mr.
, Wilson indicated grass looks bad when it is covered with wind blown sand.
It was questioned if "safe" landscaping would be installed. Mr. Wilson said palm
trees would dominate the landscaping and nothing would be planted that would provide
people a place to hide or sleep. Mr. Baier stated staff recommends'moving the Clearwater
beach sign to provide as complete a view as possible for motorists arriving off the
Memorial Causeway.
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The City Manager said staff gave a great deal of thought to every facet of the
design. They thought the plan maximized views of the beach, etc. She said the park is
much more expensive than anticipated even though it was "value engineered." Staff has
tried to meet City Commission direction for the lowest cost to taxpayers. In answer to a
question, she said the estimated cost does not include staff time. Mr. Baier estimated the
value of required staff hours at $100,000. He said staff is working with the
concessionaire, Mr. Chandler, regarding that building's design. He thought the plan
represented the City Commission's expressed wishes. The City Manager said the park can
be completed by May. If it is taken off the fast track, it will not be completed until
September or October. It was recommended the concession stand be constructed first.
The majority of the City Commission felt the project, as presented, looks good.
Sand was recommended for open areas. The double playgrounds and suggestion to move
the sign was also endorsed. In answer to a question, Mr. Baier said a small part of the
concession stand will be dedicated to the sale of sundries. The City Manager noted
funding for the project would come from anticipated revenues from the concession stand.
The majority of the Commission gave direction to take the Pier 60 Park plan
forward as presented.
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In answer to a question, Mr. Baier said it would not cost much to move the sign.
He said the roof line will be moved back as far as possible without losing protection. The
City Manager said the roof will be moved in to provide visual definition.
SW SOLID WASTE
First Readina Ord. #5941 -95 - holding residential recycling rate at $2.05 Der month.
effective 01/01/96. orovidina multi-family recvclina to all comDlexes in Clearwater at the
rate of $1.50 Der livina unit Der month. effective 06/01/96
For the first year of operation, the Citywide residential recycling program has been
successful. Recycling has been offered to all single-family residences in Clearwater and
serves 120 residences in unincorporated Pinellas County. Single-family residents of
Clearwater have supported the program, achieving a participation rate of 63%. The goal
was 60%. During FY (fiscal year) 1994/95, the program earned $283,775 more than the
revised business plan due to strong citizen support and exceptional markets. Because the
City promised to pass on to citizens the benefit of their support to the recycling program,
staff recommends holding the residential recycling rate at $2.05 per month instead of
raising it to $2.12 per month on January 1, 1996.
The multi-family program has not performed well. All 203 apartment and
condominium complexes, containing 24,465 living units, have been offered recycling
service by mail and advertisement. According to revised business plan projections, 190
complexes were to have been on the program by September 30, 1995. As of that date,
92 complexes, containing 11,472 living units, had signed up for the multi-family recycling
program.
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Condominium associations and management companies have not expressed Interest
in the program even though recycling representatives demonstrated cost savings and
environmental benefits to multi~family complexes. Many multi~family residents are denied
service even though they want to recycle. The City's contribution to the County's effort
to meet State recycling goals has been impacted negatively. Clearwater is recycling 16%
of its solid waste stream while the State-mandated goal is 30%. A good multi-family
program is needed to serve adequately the citizens of Clearwater and meet City goals.
The proposed program will provide recycling service to all residents of multi~family
complexes in Clearwater and assess the recycling fee on a per living unit basis. A mini-
drop center can be used, similar to the ones in complexes currently in the program. Staff
recommends a monthly cost of $1.50 per living unit, 73% of the cost of residential
service. Multi-family service can be provided at a lower cost because the drop~off center
requires less labor and is more cost~effective. Providing the service Citywide permits the
City to offer the lowest possible monthly rate per living unit.
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Upon City Commission approval of Citywide multi-family recycling, no new
complexes will be added before the new program begins. Billing will begin June 1, 1996,
or as service is offered to each complex. Staff will contact large complexes first. Billing
for complexes on the program that pay more than $1.50 per living unit will be reduced.
Complexes that pay less than $1.50 per living unit will be billed their current rate and
benefit from joining the program early. The net result win be approximately $82,200 in
increased billings during FY 1995/96. The June 1, 1996, effective date will provide time
to implement the program Citywide and allow multi-family complexes to coordinate their
programs.
This plan does not include distribution of recycling bins for each living unit. Bins,
designed for multi-family living units, cost approximately $5 each and would raise the rate
$0.14 per month. Bins will be available for purchase at cost plus $1 handling charge so
citizens can choose the bin or container that best fits the available space in their living
unit.
In answer to a question, Solid Waste Director Robert Brumback said triplexes and
duplexes are charged the single-family rate. The multi-family rate would affect buildings
and complexes with four or more units although the program was designed for 10 units or
more. It was requested that Mr. Brumback make a short presentation Thursday night.
It was questioned jf the $2.05 per month could be scaled back at this time. The
City Manager said she too had made that suggestion. She indicated recycling markets are
so volatile right now, staff recommends maintaining this rate. She said after two or three
years, the rate may be reduced. It was noted the majority of revenues are generated by
this fee. Mr. Brumback expressed concern the bottom of the recyclable market may fall
out and the program could be harmed if rates were lowered prematurely. He preferred two
successful years before addressing a rate decrease. He said the goal is to make the
program self sustaining.
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Consensus was to revisit this issue next year.
CP CENTRAL PERMITTING
Public Hearing & First Reading Ord. #5921-95 - Creating Div. 14 of Ch. 41. to establish
develooment standards for oar king caracas (LDCA 95-22)
This ordinance provides specific regulations for parking garages: 1) establishment of
specific setback and landscaping requirements; 2) a floor area ratio "bonus" for the retail
component; and 3) special requirements in pedestrian-oriented zoning districts.
DCAB (Development Code Adjustment Board) considered this ordinance and
recommended approval subject to the elimination of beach areas from "pedestrian-
oriented" areas. DCAB objected to including commercial areas of the beach in a
designation that contained '"blighted" areas like downtown and North Greenwood. Staff
did not include the change recommended by DCA8 because they feel Clearwater beach
constitutes a pedestrian-oriented area.
The Planning & Zoning Board considered this ordinance and unanimously
recommended approval subject to small revisions concerning reference to open space, floor '
area ratio and building coverage. Staff included these changes in the ordinance.
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Central Permitting Director Scott Shuford said DCAB made their recommendation
because they felt the beach is a unique area.
Receipt/Referral - LDCA imolementina the Downtown Plan (LDCA 95-20)
Implementation of the Downtown Plan recently endorsed by the City Commission
will require a number of Code amendments provided in this ordinance: 1} revisions to
haight, floor area ratio and density regulations; 2) changes to permitted uses along key
commercial corridors and in specific subdistricts; and 3) establishment of bonus provisions
to allow increased development intensity if certain public goals are met.
Mr. Shuford said direction from the Commission was to allow a bonus to the floor
area ratio of a new building if a public amenity is added. He said the Design Review Board
felt the provision is appropriate. He said providing affordable housing is also part of the
plan.
It was questioned if outdoor seating for sales of alcoholic beverages within 200
feet of a church or school is permitted. Mr. Shuford said downtown is exempted from
separation requirements. It was requested that Mr. Shuford issue a memorandum
regarding this issue.
Contraction / De-annexation for orooertv located at 3001 Sunset Point Rd., Sec. 4-29-16,
M&B 23.03. .063 acres m.o.l. (Roetzer, A93-30, LUP93-41)
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The subject property, on the south side of Sunset Point Road, is approximately
1,250 feet west of McMullen-Booth Road and was once in Pinellas County jurisdiction. On
December 2, 1993, the applicants petitioned the City for annexation to receive sanitary
sewer service. On December 8, 1993, the County issued a building permit for the
construction of the applicants' single family residence. On March 17, 1994, the subject
property was annexed by the City. On May 19, 1994, the County issued a permit for
construction of a fence along Oak Forest Drive. According to the petition, that fance was
erected on June 7, 1 994. The fence does not mBet City standards and a notice of violation
was issued on June 9, 194. The County permit is invalid because the property was
annexed into the City prior to the issuance of the County permit. The fence's construction
is classified as after the fact action.
The applicants wish to de-annex from the City because they have installed a six-
foot fence that is lawful under County Code but unlawful under City Code According to
Florida Statute 171.051, contracting municipal boundaries requires that the property ta be
excluded did not meet requirements for annexation under Florida Statute 171.043. This is
not the case as the applicants fully met the legal requirements for annexation.
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It was suggested that the applicant's complaint should be with the County, who
issued the fence permit in error. Mr. Shuford indicated some confusion occurred because
the County issued the building permit for the house before annexation had been approved.
The City Attorney stated the County issued the fence permit in error. In answer to a
Question, she said the City forwarded paperwork regarding the annexation to the County in
a timely manner.
eM ADMINISTRATION
Telecommunication Svstem - MuniciDal Services Buildino. Police Headouarters. Municical
Garage & Citv Hall
The two options for business phone service are 1) PBX or 2) Centrex - current GTE
provided switch services. Staff recommends purchasing two PBX (private branch
exchange) switches, networked together, from Sprint United Telephone to provide phone
service to the Municipal Services building, Police Department. and City Hall. The two
switches will support 800 stations and can be expanded with additional hardware. A
phone switch is computerized hardware and associated software that performs many
functions phone companies normally provide.
The accepted industry standard far cost effectiveness for businesses with more
than 100 lines is the PBX. The City currently leases 600 Centrex lines by contract until
September 1997. Outlying areas, not connected to the PBX by fiber optic cable, can use
the Centrex lines to fulfill the contract.
Advantages of a PBX over Centrex include: 1) ownership of the equipment - no
recurring monthly fees once it is owned; 2) flexibility - the PBX offers more features and
changes can be handled in-house, resulting in faster changes at minimal cost; 3) PBXs are
reliable if they are hooked to a UPS during power outages - both PBXs have 90 minute
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", backup batt9ry time. The Police Department's PBX will receive power from the emergency
generator; and 4) Protection against obsolescence ~ the City will not lose its investment as
Sprint switches have an "evergreen feature" and always will be upgradable to
accommodate new features.
The system's cost includes: 1) hardware that connects the two switches to the
fiber; 2} the remote fiber shelves (used in Graphics and City Hall for phone support); 3} the
ACD Max Automated Distribution System (automatically queues calls for efficient
customer service to areas such as Utilities Customer Support); 4) voice mail and disk
shadowing (voice mail data redundancy to prevent message loss); 5} call accounting
system to track system usage and perform charge-backs; 6} Switchview system
management software for system administration. handset inventory tracking. and feature
modification; 7) telephone desk sets; and 8} 45 headsets.
Maintenance for the system and components is warranted for one~year. In
subsequent years, purchasing maintenance contracts from Sprint will be necessary to
receive system software upgrades and repair service for the equipment. Sprint has agreed
to lock in a maintenance rate of $3.50 per port on both PBX units for 10-years. If no
additional ports are added, annual maintenance costs of $52,939.26 are estimated, as
follows: 1} Meridian 81 C and 61 PBX System . $42,41 2; 2) Emerald Call Accounting -
$1,291.70; 3) Switchview Management System: - $2,466.50; 4) 45 headsets - $1,080;
5) City Hall Fiber Remote . $2,940; 6) Garage Fiber Remote - $336; 7} ACD Max -
$1,880.20; and 8) Fiber Mux Modems ~ $532.86.
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The new police communications canter consists of a maximum 24 telephone
positions that will be a subsystem of the City's telephone system. Nineteen positions
must accommodate administrative lines through the PBX and 911 calls routed from the
County 911 center. The Police Department currently is engaged in the planning and design
for the interface with Sprint. GTE, and County officials. Pinellas County will fund 911-
related costs for 10 incoming 911 lines and positions and. in conjunction with the City, will
acquire equipment from GTE as the County's sole-source provider. The City is responsible
for the other 9 positions and costs relatad to administrative lines.
, Because the integrated 911 telephone subsystem is under development and will
require Sprintls participation. exact specifications are not yet known. The cost for the
communications center/911 subsystem is estimated not to exceed $80,000.
During the budget meetings last year, the City Commission indicated an interest in
implementing video teleconferencing between main City office buildings and the City
Commission Chambers. Sprint can provide this service using the City's fiber optic network
and PBX systems as an interface.
The telephone system-replacement project was approved in the FY 1995/96 capital
improvement budget at all approximate cost of $2.2-million. Funding for the
$1,162,811.98 system (PBX system hardware - $978.811.98 and video conferencing
system - $184,000) will be by lease purchase. Other than purchasing the Dictaphone
recorder, costs of the 911 Emergency Call system will be by lease contract with GTE to be
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paid by the Police Department for approximately $4,562 monthly. Purchase of the
$24,428 Dictaphone recorder represents the City's share of this equipment's cost and will
be paid from the Police Department operating budget. Maintenance costs on the
equipment will be included in the City Managerts proposed FY 1996/97 annual operating
budget.
The City Attorney indicated staff has completed the administrative process
regarding the bid protest.
It was questioned if the GTE Meridian system is identical to Sprintts system.
Assistant Director of Information Management Laura Crook said the systems are the same
but GTE's price was much higher. Mr. Baker referred ta the bid protest filed by Ericsson
and indicated the City's consultant had checked with references provided by Ericsson and
found these customers to be dissatisfied with Ericsson's service. Concern was expressed
that Ericsson's service was praised regarding the proposed radio system far the Police
Department. Mr. Baker said Ericsson's radio and business communication divisions are
separate and not comparable. He said the consultant felt so strongly regarding the
telephone system, he recommended Clearwater hire repair people if the City chooses the
Ericsson system.
In answer to a question, Ms. Crook said the teleconferencing feature could be
added later.
CA LEGAL DEPARTMENT
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Second Reading Ordinances
Ord. #5926-95 - Annexation for orooertv located at 7 Dorado Place. Sec. 24-29-15. M&B
11.07 (Roy S. & Renae Sachse, A95-24)
AND
Ord. #5927-95 - Land Use Plan Amendment to Residential Low for orooertv located at 7
Dorado Place, Sec. 24-29-15, M&B 11.07 (Roy S. & Renae Sachse, LUP95-29)
AND
Ord. #5928-95 - RS-4 Zonina for orooertv located at 7 Dorado Place, Sec. 24-29-15, M&B
11.07 (Roy S. & Renae Sachse. A95-24)
The City Manager reported Ordinances #5926-95, #5927-95, and #5928-95 have
been requested to be withdrawn by the applicant.
OTHER CITY ATTORNEY ITEMS
Civil Service Board Hearing Officers
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The City Attorney referred to her November 21, 1995, memorandum regarding Civil
Service Board Hearing Officers. She interviewed individuals interested in serving and
reviewed their experience in employment and labor law I Chapter 120 administrative
hearing experience, and experience as a hearing officer or quasi-judicial decision-maker.
Section 2.285 of the Clearwater City Code requires the City Commission establish a list of
not less than five. She recommended: Joseph R. Cianfrone, Anthony J. Comparetto,
Herbert E. Langford, Jr., Elizabeth R. Mannion, and Bonita Riggens. Hearing Officers will be
independent contractors paid on an hourly basis as is currently done with those provided
by OOAH.
It was recommended the Civil Service Board appoint Hearing Officers on a rotational
basis. The City Attorney concurred that was her recommendation. In answer to a
Question, she said the contracts would look like the one the City has with the OOAH in
Tallahassee. Concern was expressed that the City not be held liable for actions taken by
the appointed Hearing Officers.
City Manager Verbal Reports
Direction fe ljernando County oosition re desalination
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The Board of County Commissioners from Hernando County had sent a request for
the City to support desalination. The City Manager suggested the City support all options.
It was recommended the City indicate support of anything that would be beneficial to the
area. The City Manager agreed the discussion regarding water needs should encompass aU
options.
Consensus was to send a generic letter stating support of water issues beneficial to
the area.
Tour of Downtown Projects
The City Manager noted major downtown projects are almost complete and
recommended the City Commission schedule "almost finished" tours.
The City Commission will meet for a tour of the Municipal Services building at the
construction trailer at 9:00 a.m. on January 2, 1996. The start of the January 2, 1996,
Work Session will be delayed until 10:00 a.m.
The City Commission will meet for a tour of the Harborview Center at 4:30 p.m. on
January 4. 1995.
Seawalls
The City Manager referred to the memorandum from Mr. Baker regarding the
condition of seawalls on Sand Key. She reported Jim Terry with Pinellas County will
attend the December 7, 1995, meeting to address this issue.
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-., Holiday Decorations
Deputy City Manager Kathy Rice said the contractor responsible for decorating
downtown and Clearwater beach has not met the conditions of the five-year contract. Mr.
Wilson said the contractor had presented the low bid. Decorations were contracted to be
up by December 1, 1995. A Fax from the contractor indicated downtown decorations
would be in place by the night of December 5, 1995. The Legal Department had indicated
if the contractor signed an agreement, staff could help put up the displays and the cost of
their time be deducted from the City's payment to the contractor. The City Manager
reported decorations on Memorial Causeway had been installed Sunday night. It was
recommended that downtown decorations be put up first.
Consensus was for staff to arrange to get the decorations up as soon as possible.
It was recommended to revisit the contract after the holidays.
The Commission recessed from 12:05 to 12: 11 p.m.
Commission Discussion Items
Purchase of Clearwater Housina Authoritv (CHA) Prooertv
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CHA (Clearwater Housing Authority) wants to purchase the Pioneer Bank building at
the intersection of Cleveland and Lincoln Streets for an attractive price before the end of
the year. Should the downtown lake project go forward, CHA's property, at 210 Ewing
Avenue, is one of the parcels the City would need to acquire. CHA cannot commit to the
Pioneer Bank property without assurance the City will purchase their 1.73 acre Ewing
Avenue property.
In a November 21, 1995 memorandum, Mr. Baker suggested the City consider the
need to provide stormwater treatment downtown. Even if the downtown lake is not built,
this property could be used in a reconstruction of the concrete holding basin on Pierce
Street with a natural sodded earthen bank and increased size.
Mr. Baker indicated an appraisal conducted last year sets the value of the property
at $850,000, including a 42,459 square foot building. Because of Charter requirements,
the proposed sales contract is contingent upon a second appraisal being no more than 3%
different with a price of $850,000. The proposed contract is unexecuted and subject to
further refinement by both parties.
It was suggested the Pierce Street "pond" needs to be addressed whether or not
the downtown lake is built. The City Manager agreed the City needs to do something in
that area. She noted CHA is under some time constraints. Sha felt the proposal includes
many positive issues. Mr. Baker said a 1994 phase one audit on the Pioneer Bank building
indicated no contamination on the site. CHA wants a $600,000 loan to purchase the bank
building. It would be repaid by deducting that amount from the price of the property to be
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-, purchased by the City. The City Manager indicated a $'00,000 note also would be
deducted from the purchase price.
In answer to a quest.ion, tho City Attorney indicated she did not know if Assistant
City Attorney Carassas has finished his review of the contract. Concern was expressed
about the current size of the City's property inventory and it was suggested some City-
owned properties be returned to the tax rolls. A request was made for staff to report on
plans to offset the inventory. It was felt this property would be crucial to part of
downtown redevelopment.
Consensus was to agenda the item for Thursday's meeting.
Other Commission Action
CQmmissioner Joh"son questioned progress on an agreement between groups
interested in running the Clearwater Beach Welcome Center. The City Manager ~eported a
new Chamber of Commerce has been formed on the beach and is a third entity that also
may be interested in participating. 1t was questioned if the CBTe (Clearwater and Beaches
Tourism Council) had forwarded required information regarding insurance, etc. It was
noted these items arB necessary before the moeting can take place.
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Commissioner Johnson said the NLC (National League of Cities) meeting he
attended was wonderful and recommended each Commissioner attend one. His only
complaint was there was not enough time to attend all the interesting workshops. He
reported attending meetings on Public Safety and Crime Prevention, AlDs, Immigration,
and Economic Development. The City Manager agreed it was one of the best conferences
she had attended. She reported she toured the city of Phoenix and felt Clearwater
matches their quality. Commissioner Johnson said an interesting discussion focused on
what services will need to be reducod to meet budgets in this changing world.
Commissioner Berfield congratulated the Beach Views for 45 years in business.
Commissioner Berfield referred to the report sent by Clearwater Festivals. She said
it is excellent and Terry Schmidt should be commended. Commissioner Johnson agreed
the report is excellent and noted the great amount of time invoived in its preparation.
Commissioner Berfield referred to the NAACP request for City support of the 1996
Martin Luther King Day march. . She noted that item was included in this fiscal yearts
special events budget.
Commissioner Berfield requested an update regarding the recent CNN presentation.
information Management Director Jeff Harper said he spoke with CVBts (Convention and
Visitors Bureau) advertising agency which indicated CVB plans to spend $250,000 on
advertising beginning in January 1996. He was not convinced advertising on CNN was
best for the City. He expressed concern if the advertisements are not done wellt more
damage than good could occur. The tourism video was not produced for the purpose of
f~
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...........'. television advertising although it has been edited down to one-minute for broadcast during
Florida's Lottery show.
Mr. Harper recommended developing a total marketing plan before the City
undertakes a television campaign. He suggested an 800 number is needed for people to
contact but one has not been budgeted. Currently, there is no way for the City to receive
all of its referrals. Mr. Harper estimated producing an advertisement would take a
minimum of six weeks and cost between $25,000 and $125,000. He said a plan and
response mechanism is required first. He reported eVB's advertisements will appear on
many channels, not just CNN. They are buying advertisements in cooperation with Busch
Gardens and the State.
The Mayor suggested approaching VSI to include Clearwater hotels in their
referrals. Commissioner Berfield noted VSI c~arges for each reservation. Mr. Harper
agreed the City needs to work more closely with cva. Commissioner Clark suggested a
sophisticated fulfillment company could be contracted to handle responses. Mayor Garvey
noted Key West directs advertisements to both Spring and Summer visitors and a
suggestion was made that the City consider advertising for summer visitors. Mr. Harper
noted in their report, consultants Pearson Thomas had recommended the City focus on
State targets. .
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Commissioner Berfield Questioned when the new tourism position would be filled.
The City Manager hoped to fill it by January 1, 1996, and agreed an 800 number is
needed. Mr. Harper said there is no way for people to reply via telephone after they
receive the tourism video. The City Manager said a campaign can be ready for an
April/May time frame. Mr. Harper reported brochures are baing developed.
In answer to a question, Mr. Harper said the report had recommended against
advertising in the State's Welcome Center kiosks this year. He said no data is available on
the kiosk's effectiveness.
Commissioner Berfield questioned if the Harborview Center has an 800 number.
The City Manager said the City has asked the eVB to help develop a map of convention
facilities available on the beach in Pinellas County. Commissioner Berfield recommended
the Harborview Center obtain an 800 number. Commissioner Clark reiterated his
recommendation to hire a top fulfillment company.
A report on these issues will be presented on December 7, 1995. A television
campaign will be prepared for an April/May time frame. Commissioner Clark noted two of
the three proposals made by CNN are too expensive. The City Manager recommended
eliminating the airport option.
Commissioner Clark questioned the success of the Saturday in the City event. The
Mayor said between 200 and 300 people participated. Another has been scheduled for
December 9, 1995, with the same bands. Hot dogs will be sold again for $0.25 each.
Vendors will sell other food items. Commissioner Berfield questioned if C-View TV has
remote capabilities. The City Manager indicated C-View TV can tape events and then
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replay them. Commissioner Berfield suggested they promote these events. Ms. Rice said
staff is working with Time Warner Entertainment-Advance/Newhouse to use their remote
equipment and will determine If it can be used for Saturday's event. Commissioner
Berfield recommended broadcasting it on C-View TV.
Commissioner Clark referred a letter to Senator Latvala regarding improvements
needed to US 19N. He suggested the City needs to be more aggressive regarding the
importance to Clearwater of improving the highway. He suggested East/West overpasses
be considered and recommended the City stay on top of this issue.
Consensus was to send B lettar to FOOT stating the City Commission's position
that this issue is crucial to Clearwater.
Commissioner B~rfleld questioned plans for Commission participation in the Fun 'N
Sun parade on Friday evening, December 8, 1995. Assistant to the City Manager/Office
Denise Wilson said the Jolley Trolley will pick up the Commissioners at Station Square
Park at 6:30 p.m. Commissioners Berfield, Johnson, Clark and Mayor Garvey indicated
they win participate. Ms. Wilson said she would contact Commissioner Thomas.
ty1avor Garvev referred to correspondence from Bill Jonson regarding pending
legislation regarding Highway Beautification. Follow-up letters will be sent to the
legislators indicating Commission support of this issue.
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Commissioner Johnson referred to a series of letters from Roy Cadwell regarding
the condemnation of his rental property. The City Attorney said an in-depth memorandum
regarding the issue is being prepared. She said the City did not do anything improper and
indicated the City will send a reply to Mr. Cadwell. Commissioner Johnson said staff
should not spend a great deal of time on the issue. The Mayor noted the City has the right
to take care of properties that do not meet code.
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Adjourn
The meeting adjourned at 12:52 p.m.
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