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03/03/1997 (2) ., :, WORKSESSION . ' , " " " ,l ., ,~:,'<,,,,;' <', ,i'~ ~::' ~.,,:(,~~,;~,,;,~,~:,:,,~::'\,~;~::'::'<:)>:: ~ '<', ":,:/';,; : ::,:' . I ..... '.), '., . " ,. >' . ~,~ ,,' , :{, c , ~ l , : . ~ :>': . r, I" 1',',,' ~, <. '. ~ i'." :, i,::~: . ;: ~ <~ ::',:.. , ..1 :' ., .',1 ," :'.1< it;, ,\0,::\\"";::." 'City,Commi~sion WorkSession Minutes " , .J. Date ,( " " , , , " .. , I " l C'C.iT ~ ,,' l, ,: ~.:',. .' ~ :, <.! ',. ' . ,~_ .;, , ',', ~~,l J. ',', . ~ ':... " 1 I : ,~,' J ~ . ~ ~~~, ; ~ .. I.. . : h,. :", . ,,' Present: Rita Garvey J. B. Johnson Robert Clark Ed Hooper Karen Seel Elizabeth M. Deptula Kathy S. Rice Bob Keller Pamela K. Akin Cynthia E. Goudeau Patricia O. Sullivan Mayor/Commissioner Vlce-Mayor/Commissioner Commissioner Commissioner Commissioner (departed at 12:33 p.m.) City Manager Deputy City Manager Assistant City Manager City Attorney City Clerk Board Reporter .. . :' .~,f " ' " ~ ~ CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 3, 1997 The meeting was called to order at 9:15 a.m. at the Municipal Services Building. Service Awards - None. PUR PURCHASING e~ ~;f(;' One 9 yard concrete truck. Gator Ford Trucks, $126.549, funding provided by City's master lease-purchase agreement (GS) In response to a question, Controller Fred Belzel said the truck will be used for small jobs as it is designed to mix small amounts of concrete on-site as needed. Declare asset IistinQs from WOW Investments, Inc.. d/b/a "The Gvm" surolus to City needs; authorize disposal through on-site auction services from auctioneer to be determined (FN) In response to a question, Finance Director Margie Simmons said the equipment was purchased by a loan from grant funds and the City is obligated to reimburse all it can. A non-profit organization has made an informal request for the equipment. Staff will review if the City must dispose of the equipment. It was noted City employees cannot bid on City surplus. It was questioned why this loan was not personally guaranteed. Staff will respond. GS GENERAL SERVICES Cltv Hall renovations status report i t I I r l General Services Director Bill Baird said the Fire Marshall and Building Department staff have inspected the completed work to make certain all necessary work is done. In response to a question, Mr. Baird said the project was scheduled for completion on March 17, 1997. The air-conditioning system will be working on schedule although some minor \'~ mws03a97 1 03/03/97 : CM ADMINISTRA TlON ~ items may not be completed. In response to a question, he said the only snag has been with the electricians showing up late. The project is on budget. The City Manager and City Clerk will contact the County regarding continued use of the Assembly Room until City Hall reopens. Beach Issues Assistant City Manager Bob Keller said participants at a recent beach meeting indicated a wish to do something and do it now. He said Clearwater beach competes in a world tourism market and the product must be upgraded constantly to be successful. He recommended two projects to enhance the product and make the beach competitive with all domestic, coastal communities: 1) establishing a CRA for long term beach redevelopment and 2) the Mandalay Streetscape project for the short term. a} Next steps to establish beach CRA , ~', (<,t;;~ f!~1~'" The City recently made significant investments in Pier 60 Park and the Marina facade improvement.. The City needs to capitalize on these improvements to realize a return on its investment. Staff supports establishing a CRA (Community Redevelopment Agency) for Clearwater Beach: 1) a CRA would provide important redevelopment tools: a) ability to acquire property for private purposes; b) TIF (tax increment financing); and c) redevelopment plan; 2) CRA recommended by Florida Planning Group; 3) CRA supported by information assembled by O'Neil Planning and Design Study; 4) community supports action to improve the beach; 5) City preparing for major investment on beach with Mandalay Avenue streetscaping. The General Fund will be impacted from the "loss" of revenue for City-wide' projects from the increment of taxable dollars above the amount available in the base year for the CRA. Offsetting fiscal advantages of a CRA include: 1) Pinellas County increment revenue will be retained from projects within the eRA, essentially doubling available money as City and County millage rates are about equal; 2) an established revenue source for beach projects will permit funds to be shifted to other City areas from non-increment General Fund revenue; and 3) if the p'lan spurs major redevelopment, increased franchise fees, sales taxes, and other revenue sources will be substantial and benefits will not be limited to a particular geographical area. Staff feels a beach CRA will generate substantial dollars: 1) national economy is strong and money is seeking development opportunities; 2) age and functional obsolescence of many beach hotel and retail structures will trigger redevelopment; and 3) settlement for "Jim Gray property" requires property be developed by 2003 or agreement is . void. It is likely significant development will occur in the near future. Steps for establishing a beach CRA: 1) City Commission adopts resolution establishing a finding of necessity, contingent upon Pinellas County approval; 2) County adopts resolution delegating CRA powers to City for new redevelopment area; 3) u mws03a97 2 03/03/97 I f I t I l ! ,\ . , In response to a question, Mr. Shuford said working with the Florida Center for Community Design & Research to develop a plan should cost about 1/3 less than the $100,000 original estimate. ,The plan will take at least 6 months to complete. He said a redevelopment plan is needed whether or not a CRA is approved. In response to a question, he said the island's density cannot be increased but creative ways may be developed to transfer density from one property to another. A resolution can be brought forward at the March 20, 1997, meeting. ~ Commission adopts ordinance establishing CRA; 4) redevelopment plan prepared; 5) plan received by' CRA and forwarded to County for review and approval by resolution at public hearing. Plan simultaneously sent to PPC (Pinellas County Planning Council) for review under PPC Rules; 6) CRA plan sent to City Local Planning Agency for advisory recommendation; 7) CRA adopts plan by resolution; B) City Commission adopts plan by ordinance after public hearing; 9) County approves Redevelopment Trust Fund; and 10) Commission adopts Redevelopment Trust Fund by ordinance as approved by County. Suggested "next steps" include; 1) City Manager contact County Administrator to , verify continued County support for beach CRA; 2) if favorable, resolution brought to City Commission; and 3) create redevelopment plan at minimal cost under expedited time frame. Plan can be developed as a joint project with staff and the Florida Center for Community Design & Research, thereby avoiding the requirement for a RFP (Request for Proposal). This design team will save time and money as the consultant partner is familiar with the acceptability of particular redevelopment concepts and staff retains control over the process, while maintaining the perspective of an outside consultant. ,1);)" , ' . \ 1i~..;._ Central Permitting Director Scott Shuford said the plan can be developed so the General Fund is paid by the CRA. In response to a question, he said density will be lost if development connected to the Gray property does not occur by 2003. Staff receives occasional inquiries regarding the property. The TIF would benefit from a project on that property. The City Attorney said CRA Trustees can use the condemnation power, if needed, for assemblage of properties. In response to a question, she said the County had not approved a TIF for Tarpon Springs which had proposed designating the entire city as a CRA. Consensus was for staff to verify continued County support for a beach CRA. b) Information re cost & outside assistance needed for Mandalay streetscape Between Pier 60 Drive and Baymont Street, Mandalay Avenue is a four-lane, undivided road with few provisions as a pedestrian destination point. In 1996, a conceptual plan was presented to the City Commission. The plan has been enhanced to create a people-friendly atmosphere that attracts pedestrians and motorists. On the proposed three-lane road, a two-way turn lane will separate the northbound and southbound lanes. Engineering developed the design in coordination with Public Works, Parks & Recreation, Pollce, Fire, and Central Permitting. At a February 12, 1997, community meeting, the revised plan received many public endorsements. u mws03a97 3 03/03/97 I \ . I I I' ~ . ..' '" ", t:;'>""i\ '--1~"!~::I Civil Engineer Mahshid Arasteh addressed issues related to Mandalay Avenue and narrated a slide presentation featuring before and after scenes. She said the project would showcase Clearwater beach while providing a catalyst for redevelopment. The project's pro-business atmasphere will be peaple friendly. Staff will remain in contact with the merchants throughout the project. She reviewed plans to. narraw the road to 3 lanes, enhance turning radii, construct angle parking, and beautification. The praject will improve drainage, enhance the sidew'alks, and bury utility lines. Companents include landscaping, brick pavers, streetscape furnishings, and directory kiasks. Ms. Arasteh said the original plan included beautification/landscaping, not raadway recanstructian. The 3-lane proposal will feature a serpentine effect. ,', ~ Staff proposes to begin canstruction as early as July 1 997, with the raadway functionally open to. through traffic an December 24, 1997. To meet this fast track schedule, staff will,seek partial design services fram the City's Engineer af Record, PBS&J (Post, Buckley, Schuh & Jernigan, Inc.) The Engineering Department will manage the design project and carry out the remainder of design tasks. The maximum total fee for PBS&J services is $150,000. Services should be completed in approximately 2 % months. I., ~ '. ~ ~,' " , i:' . . " ' .:' ~. = . '.': '.... To meet the abridged construction schedule, staff proposes Phase I entail total closure of Mandalay Avenue between Pier 60 Drive and Papaya Street while maintaining two-way traffic between Papaya and Baymont Streets. Next, Mandalay Avenue would close between Papaya and Baymont Streets. :\\ ,. " , , p, ',' " The revised design that best reflects the tropical strcetscape envisioned by the design team is estimated to cost between $1 .4-million and $1.7 -million. The original $1.1- million estimate was based on beautifying the existing sidewalks and minor additions of landscape areas. . Under the revised plan, Mandalay Avenue is totally redesigned and reconstructed between Pier 60 Drive and Baymont Street. The road's center line would be shifted to accommodate widened sidewalks, cafe areas, angled parking, increased pavers, and landscaping on bath sides af the street. This project is consistent with the festive and unique atmosphere associated with Clearwater beach. \:~ '.'. ..... .: .;', . ~. : ~ '. ; . , ' ; .:~.I ....!. ..; .':. /.;;~. .:':,1 ...... .'r" " ',. "f,' :".".1 '1';', ..'> '.', ,.... .... The City Manager said the project's timing and cost are critical. Staff has met with each merchant. Engineering Director Rich Baier said a tight schedule is necessary to. accomplish the ambitious time-frame. Staff has many ongoing prajects and needs PBS&J ,to provide design services. To accomplish the schedule, it will be necessary to. close Mandalay Avenue between Pier 60 Drive and Papaya Street. The City Manager noted staff had not yet discussed a total clasure with the merchants and their reaction cannat be predicted. Without PBS&J's design services and the total closure af Mandalay Avenue, the project will be delayed one year. Signage will direct people to affected businesses. Mr. Baier said relocating utilities will be difficult. In response to a question, Ms. Arasteh said Safety Harbar's project covered twice the distance. The proposed curve to the road will net affect the project's completion time. ,1,,~,: " .. I.' I', ....<1, , " n....:~ " .' :. ~. "".," ,:.1, ;/ ~ :'. I ,,:,. .'. . ..... \".. , , \~/I '.;. ~: In response to a question, Ms. Arasteh said the 3-lane praject will provide a people- friendly, pedestrian atmosphere with wider sidewalks and cafe areas. Sidewalk widths will increase by 3 - 4 feet. Staff had considered a 3-lane road with the same crown and , " u mws03a97 4 03/03/97 i I \ I l l , , i.l. , ',' "1.. , .' .:'! . ..; ;, ': ...: .. I.' . " .". I:~':.: ,:. c:.;.:: ," " p " ~, " . ..... .. . . ~ .' '" .;~/.:>:"'''::',':;: . : { . .~. : ,~. .... ...,~.. ~ ('~J '-.If.,! u parallel parking but focused on form and function to develop a pleasing design that conveys sufficient traffic. Concern was expressed regarding North beach resident commuters. Ms. Arasteh said traffic counts indicate parallel roads have adequate capacity to meet resident needs without degrading service. A signal proposed for Poinsettia Avenue and the Causeway to enhance the movement of EastlWest traffic is dependent on FOOT (Florida Department of Transportation) approval. Mr. Baier said the traffic signal can address pedestrian crosswalk needs and would be necessary even if the project does not move forward. In response to a question, he said upgrades to East Shore Drive have not been considered. Proposed upgrades to Poinsettia Avenue are estimated to cost between $,300~000 and $500,000. Turning radii need improvement. In response to a question, the City Manager said funding sources include parking and sidewalk funds and $750,000 earmarked in the Penny for Pinellas extension. She suggested the remaining $1-million in unallocated current Penny for Pine lias funds could pay for the project. In response to a question, Ms. Arasteh said PBS&J will handle the roadway design, drainage, and traffic control permits. Staff will act as consultant and do the balance of work in-house, including utility relocation, drainage, traffic signalization, detail sheets, landscaping, lights, etc. The o'ost of PBS&J's services would double if they did the whole job. It was noted the proposed project will cost approximately $2.3-million, excluding PBS&J's services. Staff was thanked for their efforts. In response to a question, Ms. Ar8steh said when 60% of the plans are complete by May 1, 1997, the project's cost and time schedule can be firmed. Construction must begin by July to meet the December 24, 1997, deadline. Unforeseen conditions could occur. The project will begin during the rainy season. In response to a question, she said staff has contacted the utility companies regarding lead times. PBS&J's services will provide the necessary designs within the time frame at a cost ol $150,000. In May. staff will come back to the Commission with a recommendation to continue or delay the project. The City Manager recommended the City's contract include incentives and penalties. Concern was expressed that work not be done at night and disturb the tourists. A need for assurances regarding the cost and time frames was expressed. The Commission recessed from 10:26 to 10:39 a.m. First Quarter Budget Review The first quarter budget review for FY (fiscal year) 1996/97 is based on activity during October 1 996 through December 1996. The adopted General Fund budget was increased $428,824 for an amended total of $71,261,014. General Fund expenditure amendments include transferring $380,850 of unappropriated retained earnings of the General Fund to the Special Program Fund for staff at the "Miracle" project on US 19N at Drew Street to cover costs to date and anticipated expenditures through the end of the fiscal year. Other amendments include: 1) $5,000 - Saturday in the City - Commission approved October 3, 1996; 2) $20,000 - Jazz Holiday - Commission approved October 3, 1996. 3) $20,000 - Streetlight Banner Program ~ Commission approved October 3, 1996, 4) $1 7,945 - increase Sunday recreation hours for 6-month tri al ~ Commission approved October 3, 1996, 5) $20,000 ~ air conditioners at Clearwater Beach Recreation Center; and i l I ~ ~ I mws03a97 5 03/03/97 I' ! Both Administrative Services Fund revenues and expenditures reflect the transfer of unappropriated retained earnings of $26,680, representing savings in the FY 1995/96 program budget to provide funding for the upgrade of the Utility System. Also Garage Fund revenues, and expenditures reflect the recognition of insurance proceeds of $16,775 for the replacement of a vehicle in the Capital Improvement program as approved by the Commission on January 5, 1996. No significant changes were made to Penny for Pinellas projects. ~ 6) $40,000 - consultant studies for beach CRA ICommunity Redevelopment Agency) and S. Ft. Harrison Avenue. Revenue amendments include a $170,390 increase in anticipated revenues from Pinellas County for Fire Tax which offsets $22,000 vehicle cost for Assistant Chief position. Unappropriated Retained Earnings of the General Fund remain at $9,490,004, 13.5% of the total General Fund expenditure budget. The $84,630 increases in the Water & Sewer Fund revenue and expenditure amendments reflect the appropriation of $59,630 in retained earnings toward funding the City-wide Aerial Photography project as approved by the Commission on November 7, 1996, and $25,000 for the Inventory Control/Financial System project. The $308,540 decrease in Gas Fund expenditure amendments reflects final adjustments to bring the Gas program budgets in line with the recently approved Gas Business Plan. The $161,000 decrease in Solid Waste Fund revenue amendments and $446,000 decrease in expenditure amendments result from Commission approval of a revised plan on January 23, 1997, whereby the roll~off program is now competitive. The $528,630 decrease in Stormwater Utility Fund revenue amendments and $406,510 decrease in expenditure amendments reflect a reduction in anticipated revenues charged to projects for capitalized labor, recognizing that staff is not anticipated to provide further labor on Stormwater projects. To offset this, expenditures were decreased in the Stormwater Quality Property Purchases Capital Improvement Project. ('''''/;", , .1 ,.... The $5,240 increase in Recycling Fund revenue amendments reflects additional funding received under the FY 1996/97 State Recycling Grant and the $5,001 increase in expenditure amendments includes an offsetting transfer to the Capital Improvement Recycling Program project. The $12,960 increases in Marina Fund revenue and expenditure amendments reflect the appropriation of retained earnings to replace the Marina lobby and office air- conditioning systems. The $186,29'1 increases in Harborview Center Fund revenue and expenditure amendments recognize the Boston Concessions Group loan and Special Development Funds for the Harborview Center construction project as approved by the Commission on November 7, 1 996. The $133,145 increase in I nternal Services Fund revenue amendments and $43,455 increase in expenditure amendments include a $25,000 increase in General Services Fund revenues to reflect anticipated increases in building & maintenance variable changes. In addition, Administrative Services Fund revenues are increased by an additional $64,690 to reflect a refund from General Telephone. Amendments to the Capital Improvement Program total a net decrease of $55,074. During first quarter, Capital Improvement Budget increases not approved previously by the v mws03a97 6 03/03/97 l f' I I ' I~ (':'') ", ~\, ;l" (;) Commission include: 1) Downtown Redevelopment - $68,120 budget increase of CRA revenues representing transfer of year end operating cash balance and audit adjustments; 2) Airpark Master Plan - $18,120 budget increase of General Fund revenues representing debt service savings of Airpark Coordination to provide additional funding for Airpark Master Plan: 3) City-wide Air-Conditioning Replacement - $1 2,960 budget increase of unappropriated retained earnings of the Marine Fund to replace air-conditioning equipment in Marina lobby and office: 4) Utility System Upgrade. $26,680 bUdget increase of unappropriated retained earnings of the Administrative Services Fund for upgrade of utility system; 5) Stormwater Quality Improvementl Property Purchase - $118,519 budget increase to recognize State, the city of Safety Harbor, and Pinellas County reimbursements for the Del Oro and Alligator Creek stormwater projects; and 6) Inventory Control Financial Reporting System - $25,000 budget increase of water revenues to reimburse Gas System for water related inventory system expenditures including hardware, software, and on. going consulting fees. The Commission approved Capital Improvement Budget increases: 1) $5,235 - Big Pier 60 Park - November 7, 1996; 21 $100,000 - Municipal Services/Public Safety & Police Complex - November 21, 1996; 3) $186,291 - Harborview Center - November 7, 1996; 4) $89,447 - City-wide Aerial Photography - November 7, 1997; 5) $16,775 - Motorized equipment (lease purchase) - December 5, 1996; and 6) $39,298 - Enterprise Network Phase I - January 9, 1997. Budget Director Tina Wilson noted the Commission had not addressed expenses related to Miracle management. The budget reflects additional revenues from Pinellas County. No significant changes to Penny for Pinellas projects were made. In response to a question, she said the $384,000 transfer to Miracle management mostly covered salaries for staff from departments other than Police. The City Manager said a more detailed report on Miracle management will be distributed. Ms. Wilson said hours had been increased for some part-time employees. In response to a question, she said affected departments will direct unused salary funds to other uses. There are no plans to hire additional staff with the funds. It was questioned if Miracle management will conlinue to cost approximately $5,000 a week for the remainder of the year. The City Manager said the City hopes to cut back services and remove all staff from the site. The City's response will correlate to the number of people in attendance. It was noted the City's reserve, has been depleted during the last 5 years. Ms. Wilson said left over funds are added to the reserve at the end of each fiscal year. Staff will provide a 5-year analysis of the reserve. EN ENGINEERING Authorize previouslv Aoproved JPA (Joint Proiect AQreement) with FOOT to construct new airplane hanQors at Clearwater Airpark; Res. #97-09 - authorizing execution of Supplemental JPA No.2 with FDOT FOOT (Florida Department of Transportation) previously agreed in a JPA (Joint Project Agreement) to provide 50% ,reimbursable funding for the construction of 2 enclosed airplane T-hangars at Clearwater Airpark. This project was estimated to cost $600,000. Under the agreement, the City pays for the project up-front and then is reimbursed by I r I t , 1 I mws03a97 7 03/03/97 FOOT (Florida Department of Transportation) proposes to resurface SR 60(Gulf-to- Bay Boulevard) from Highland Avenue to West of Sky Harbor Drive and to replace various cross drains. This construction will require the City to adjust its sanitary utility access portal covers in the paved roadway. The estimated cost is based on 35 sanitary utility access portal adjustments at a unit cost of $630.78 each. Actual cost will be based on FDOT's low bidder. Due to the short duration of these projects and stiff penalties assessed to the State's contractor for delays, FOOT recommends execution of a JPA (Joint Project Agreement) for this adjustment work. ~ FOOT up to 50% of the total construction cost. FOOT programmed its funding in increments to initiate the project and provide funding on a timely basis. The first FOOT increment of $75,000 occurred in Florida's FY 1994/95 budget. The original JPA, executed on June 21, 1995, totaled $150,000. The second FOOT increment of $150,000 represented Supplemental Joint Project Agreement #1 and occurred in the State's FY 1995/96 budget. Supplemental Joint Project Agreement #1, totaling $450,000, was executed on November 9, 1995. The third FDOT increment of $117,000 represents this Supplemental Joint Project Agreement #2 and occurs in the State's FY 1996/97 budget. Supplemental Joint Project Agreement #2 il1creases the total project budget to a maximum total cost of $684,000. This project, under construction by Hennessy Construction Services for a contract price of $485,124.48, is approximately 75% complete. While the total amount of the project ($684,000) is substantially more than the approved contract amount, the City's share of the JPA is 50% of the Commission approved construction contract of $485,124.48. Upon project completion, any remaining FOOT funds can betransferred to other Airpark projects. The resolution approves the hangar construction project and satisfies FOOT's resolution requirement. JPA (Joint Proiect AClreement) construction modification with FOOT re resurface of SR 60 (Gulf to Bay Blvd.), estimated $22,077.30 Due to traffic considerations, all project work by the State's contractor or City forces is limited to 10:00 p.m. to 5:00 a.m. This JPA will result in savings to the City based on construction cost and traffic maintenance. This JPA also will lessen the City's liability for claims due to project delays, currently $40,000 per day. (J mws03a97 8 03/03/97 , I 1 , [ , f I I A 54 day time extension is needed for the additional work added by this Change Order. The revised contract completion date is December 25, 1997. ~ In response to a question, Mr. Baier said counting stations are installed during road construction, not road resurfacing. The State will not install backlit signs as requested by the CitY. Work on Drew Street will involve total reconstruction. It was noted the project includes penalties for delays in completion. Staff will report on the start and end dates. In response to a question, Mr. Baier said this project will not affect the stormwater run-off agreement with Clearwater High School. The City is paying to replace man hole covers. C.O. #1 to Reconstruction of HiQhland Avo.. from' North of Gulf to Bav Blvd. to North of Sunset Paint Rd.. to Overstreet PavinQ Co., Largo, FL, increasing amount by $117,564.90, for new total $4,398,634.46; approve time extension of 54 days ~' ( ~ ,.",~:1 , ".: ~ On June 20, 1996, the Commission awarded the contract to widen Highland Avenue from North of Gulf-to-Bay Boulevard to Sunset Point Road for a total contract price of $4,281,069.56. A change order is necessary to advance the construction process and approve payment for work the Contractor already has performed. Public utilities have extensive facilities within the project and could not begin their relocation work until after the Contractor had completed staking the right-of-way, installing construction signs, and clearing and grubbing. Relocation work could not be accomplished before the start of roadway construction due to the intermingling of private utilities and limited work space. The utility companies have assured the City they are proceeding at the quickest possible pace. Due to utility work, the Contractor has been delayed in accomplishing portions of the sanitary sewer, water main, and drainage work. To expedite the primary roadway work and avoid further delays, the Contractor has proposed a roadway detour of Highland Avenue from Palmetto Street to Maple Street along Glenwood Avenue. While the detour is in place, complete utility and roadway work will be accomplished in this section. This also is a safety improvement as the storm sewer is up to 8-feet deep and will require a larger work area for line installation. Detouring traffic will ensure motorist safety and allow Overstreet to work unimpeded. This change order provides for the requested detour. In several locations, the water main system is cast iron pipe. This pipe material is relatively fragile and is not at a sufficient depth to safely remain in place. This change order provides for the relocation and replacement of this pipe with more durable ductile iron. Also, several water service lines crossing the roadway had to be replaced. The sanitary sewer system at Palmetto Street was incorrectly sized on the plan. The replacement line had to match the existing size to avoid line blockage. A short section of the existing sanitary line along Highland Avenue is in conflict with the proposed storm trunk line and will have to be relocated. In June 1996, the original agenda item for award of contract stated the project would include utility accommodations and a new railroad crossing to be constructed at the CSX tracks North of Flagler Drive. Since then, the City's engineering consultant has obtained a utility accommodation license fee and railroad signalization price quotations from . CSX Transportation, ow'ner of the rail system. CSX collects a one-time license fee for any i\~ V mws03a97 9 03/03/97 i 1 j i "I ~ use of Its right-of-way, including all public infrastructure systems. License fees for the Highland Avenue project include $500 for installation of new 12-inch water main beneath tracks along Highland Avenue and $24,250 for installation of a pair of new 48-inch stormwater pipes in the railroad right-of-way in the Clearwater County Club Golf Course. Utility installation costs are included in the construction contract with Overstreet Paving. The other license fee is for the widened and improved Highland Avenue railroad grade crossing and for CSX's construction of signalization and crossing gates at the CSX Railroad crossing just North of Palmetto Street. CSX requires its own work crews perform this work at an estimated cost of $ 287,791 .14. These items will be brought forward for Commission approval in separate agenda items as the final agreement forms are received from CSX. , (J/." ""~~' Chief Engineer Terry Jennings said the Contractor has been held up by the relocation of cable and telephone utilities. It was questioned why these difficulties had not been anticipated. Mr. Jennings said a consultant prepared the plans based on survey work completed by a sub-consultant. Money was not spent at the project's front end to determine previous materials used to construct utilities. It was determined the water mains needed replacement when their elevation and brittle material composition were discovered. Some sanitary sewer lines were mislocated on the drawings. The utility companies had , declined the City's invitation to participate in locating lines. The City used the soft dig process to locate gravity sewers. He said surprises are always found in complicated projects. GTE's 3 crews have not been successful in their attempt to stay ahead of the contractor. It was recommended staff develop good as-builts for future use. Mr. Jennings indicated the City pays a license fee for the railroad crossing. Rubber stabilization materials are included i'1 the project's cost. Railroad crews will construct that feature. In response to a question, he estimated the detour will last 10 - 1 2 weeks. ' Modification to Work Order to (PBS&J) Post. Bucklev, Schuh and JerniQan. Inc.. for additional enQineerinq deskm required bv FOOT for Drew Street WideninQ Proiect, from Highland Ave. to NE Coachman Rd., increasing the amount $59,065 On July 20, 1995, the Commission approved a Work Order for PBS&J (Post, Buckley, Schuh & Jernigan, Inc.) for project design to widen Drew Street between Highland Avenue and NE Coachman Road. The proposed design will widen Drew Street to five lanes with a continuous turn lane and necessary improvements at major intersections. On June 1, 1995, the Commission approved a Letter of Understanding with FOOT (Florida Department of Transportation) to define responsibilities and funding for the project's design. The project design, approximately 60% complete, is in FDOT's quality review process. FDOT has established additional standard design steps to all projects and requested design additions for this project: 1) extend survey on NE Coachman Road; 2) extend Right- of-way Control Survey and revise right-of-way maps on NE Coachman Road; 3) construct Vehicular Counting and Classification Station; 4} erect school zone advance warning signs and flashing lights; 5) design temporary traffic signal; 6) estimate engineer's cost; 7) analyze Groundwater Zone of Influence; and 8) extend Geotechnical Subsurface Investigations, testing, and analysis on NE Coachman Road. I......J mws03a97 10 03/03/97 I ~ l 1 I t I \ ,"" An FOOT team negotiated the foe of $59,065 for the additional design services. According to the schedule: final plans will be completed in August 1997, right-of-way acquisition will begin in October 1997, and the project will be let for bid in August 2000. The Mayor reported William McDaniel, Head of FOOT District VII Planning, had telephoned and referred to FOOT's impression that the City is unwilling to take further actions regarding this project and FDOT's intention to drop the project if that is the case. The Mayor had assured Mr. McDaniel that is not the case. Mr. Baier said according to FOOT, the school zone relates to the Delphi Academy which is a private school. Staff will verify that the City only provides crossing guards for . public schools. He said widening Drew Street will address flooding and improve the LOS (Level of Service) and safety. This major improvement is consistent with County plans East of NE Coachman Road and will enhance pedestrian and bicycle uses. Working in partnership with FOOT moved this project ahead by a decade. He reported 70% of the Work Order is completed. According to the Letter of Understanding, the City agreed to do the design services and FOOT cannot pay for change orders as FOOT cannot use long range traffic plan funds for design work. This arrangement is consistent with agreements between FOOT and other municipalities. :,0\11) .'l:"';~ Mr. Baier had addressed City Commission concerns regarding the NE Coachman Roadl Drew Street intersection. FOOT believes two-turn lanes will be needed at some time. The final design will either stripe out one of the lanes or extend the merge lane on NE Coachman Road. Design of the merge lane extension will be an additional expense for the City. FDOT wants the City to do additional study regarding this issue. The City has spent $1. 7-million to date for design services and the State has committed $15. 1-million. Right~of-way acquisition will take up to 16 months. Construction is scheduled to begin in 2000. Concern was expressed that the MPO (Metropolitan Planning Organization) support the schedule and maintain the project's priority position. Mr. Baier said some additional information is needed regarding the project's only outstanding item, the condemnation of property to construct a pond. Selection of the property needs to be finalized. Mr. Baier said the County has begun work on the section of Drew Street between NE Coachman Road and US 1 9N. The County requested removal of the traffic signal on Drew Street at the St. Petersburg Junior College crosswalk. Staff will report on the scheduled completion date. Mr. Baier reported the contract has been awarded to construct the Pinellas Trail through downtown Clearwater. Construction will begin in 2 or 3 weeks. In response to a question, Mr. Jennings said the Landmark Drive extension is on bUdget and will be completed in April 1997. The schedule was delayed due to soft soil. Mr. Baier said the v mws03a97 11 03/03/97 I ! I ! I 1 ~ ! i CP CENTRAL PERMITTING '1 contractor was required to sink additional pilings. It was noted nearby residents had complimented the work crew. Land Development Code Rewrite Sriefina The land Development Code revision process has been an extensive project involving: 1) a Steering Committee of Clearwater residents and business owners; 2) two separate Focus Groups made up of the development community and City Board members; 3) Bordner survey participants; and 4) City departments - City Manager; Legal; Central Permitting, Economic Development, Engineering, and Community Response Team. (~ The 6 major changes include: 1) code organization and style - written in plain English and organized into 4 chapters: a) goals; b) community character; c) incentives, tools, and techniques; and d) people and processes. Incentives and differences will be highlighted and character~defined drawings will be used; 2) code focus moves from regulatory to education, solution and design orientation, and a positive framework that appreciates the role development plays in advancing the City; 3) create ORB jDevelopment Review Board) to provide one-stop shopping for development review that consolidates and replaces functions provided by the P&Z (Planning and Zoning Board), DCAB (Development Code Adjustment Board), Design Review Board, and Commission regarding sign variances; 4) create Planning Board to accomplish long range planning functions that consolidates and replaces functions provided by the P&Z, EAB (Environmental Advisory Board), and HPB (Historical Preservation Board); 5) streamlining code: a) performance zoning - reduce 37 conditional uses to 11; b) alcoholic beverages - change of ownership conditional use permit not long required; c) impact fees - consolidate collection and calculation. Future committee to consider need for City-established impact fees; d) parking - consolidate office and retail parking requirements, including parking reduction bonus for multi-story buildings; and e) reduce board variance cases by 40%, conditional use cases by 60%, and design review cases by 50%; and 61 regarding design orientation, focus on end-product rather than process. Increase administrative design review and in some zoning districts, allow setbacks to be established through design review. Mr. Shuford said changes to the draft include adding the Vision Statement to the goals' section. The PPC (Pinellas Planning Council) had recommended language adjustments regarding transfer of development rights. Public hearings will be held after the Commission receives and refers the document. He distributed samples of graphics. Development of the draft was a short term process based on input from the steering committee and other groups. He reviewed the major changes and scenarios, illustrating the streamlining of the process. He recommended adding a standard addressing the applicant's ability or willingness to meet the Standards of Approval. Other code sections are being reviewed for effects from these proposed changes. The Steering Committee also will consider issues such as impact fees, subdivision standards, etc. ,,,) mws03a97 12 03/03/97 1 I I I { t i I I I In response to a question, Mr. Shuford noted the need to address the code section that establishes boards. The boards will be advised of this proposal. The revision reduced CLK CITY CLERK , .' '~ 20 chapters to 4.. Staff is using 'the proposed code to check for accuracy. Legal staff is reviewing the document. In response to a question, he said negative feedback has been minimal. He said changes include some transfer of power to staff and the proposed Development Review Board. The City Manager said board orientation needs to be reviewed to include the City vision, goals, etc. She said timing of the'transition needs to be considered. LonQ Center Board of Directors - 1 appointment ~~~': . Concern was expressed this appointment should be a representative of the Senior Management Team or City Commission. The City Manager said a mechanism was never established to provide direction and receive feedback from this position. Staff will provide more information regarding this board's requirements. City Manager Verbal Reports The City Manager said the March 11, 1997, roundtable needs to be rescheduled. The roundtable was rescheduled to April 1, 1997, from 12:00 noon to,1 :30 p.m. Commission Discussion Items I'" 1"'I':,\,l Roll-out of Vision Statement to other stakeholders The Commission and Senior Management committed to maintaining a current vision of quality services and a quality City. The vision considers how employees are affected, ramifications of the vision, and expectations of employees. The vision encourages a spirit of team cooperation as Clearwater is a place to prosper. The vision anticipates a City image based on values, pride, events, vigor, enthusiasm, business friendliness, and future focus. It was recommended this vision be communicated to staff, citizens, visitors, the media, Chambers of Commerce, homeowners, elected officials, board members, the region, the nation, and the world. The City Manager said approximately 62 meetings were scheduled with employees to review the vision statement. Organization and Employee Development Director Pam Skyrme said it is important to share this information with other stakeholders soon. It was recommended Dr. Skyrme act as facilitator. Consensus was for the vision statement to be presented on the April 15, 1997, City Talk call-in show on CNiew TV at 7:00 p.m. Dr. Skyrme will facilitate the pilot presentation to a cross~section group at a luncheon on April 2, 1997, at the Sailing Center from 11 :30 a.m. to 1 :30 p.m. u mws03a97 13 03/03/97 I , l ! 1 t t ~. Commissioners were encouraged to meet with the Leadership Clearwater group on March 13, 1 997. Other Commission Action I, ~ I . : , I ! , i Downtown Partnership Meeting The City Manager reportod the March 26, 1997, Downtown Partnership Meeting has been canceled. ., Reuoholster dais chairs Administrative Support Assistant Denise Wilson reported $1,300 is the lowest bid to reupholster the 7 dais chairs in cloth. She said 7 standard, leather La-Z-Boy chairs can be purchased for a contract rate of $3,325 for low-back chairs and $3,425 for high-backs. She will bring in samples for Commission review. Commissioner Johnson said he enjoyed yesterday's Phillies game and was impressed with Bill Giles' comments that the team is happy in Clearwater. The Mayor reported Phillies General Manager Lee Thomas had said the team likes the separation of facilities and the players love the new complex. Commissioner Clark said he preferred overpJanning to losing the team, as recently happened in Dunedin. He said he never suggested using the Airpark site for a baseball facility, as reported by the media. t~~ .(-~.<,,:~ Commissioner Johnson questioned what the "Looper Group" is. Commissioner Clark said the group, associated with PSTA (Pinellas Suncoast Transit Authority), acts as a conveyance group for federal funds. Federal funding received by PSTA is not impacted. Mavor Garvev announced Partners in Self-Sufficiency is holding their annual clothing drive through April 20. Residents are invited to drop donations at the Clearwater Housing Authority. Commissioner Hoooer apologized for missing the meeting to present the Vision Statement to the department directors due to a family emergency. Mayor Garvey said Commission authorization is needed to include on this week's agenda the resolution regarding MPO's "Hang Up Your Keys ... II program. Consensus was to so include. Mayor Garvev requested information regarding the MPO's Pinellas Mobility Initiative. Mavor Garvey invited people to attend the Farmers Market downtown on Saturdays at Station Square Park from 8:00 a.m. to 1 :00 p.m. Adjourn The meeting adjourned at 12:37 p.m., I'>) ~ mws03a97 14 03/03/97 ; I { r I ~ 'f. ~, , 'i'