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09/29/1997 (2) . , , ~ ~ .. '. .' .~. ,,':'-' ....~ ':.~.J...:'_'~;~' ;~:.\,.~:':~".< ,.'.' ! I <~~ ",:"/ ~ 1,:\ i".' .,: '~I 1\ . cl ",.",.: ': 1. ...... t. '.., <;. >,. , . " I " .. I . , .........:WORKSESSION .., City Commissioo.Worksession Minutes " .i ',' " 'nate' .' ., ., . , ' , . .I, '. " K.tf,.~.. . - c ~. ~ " . .";~.I:~.I""""'"'' _..."....J... -oJ'"j.'" ""'..,.. ~~~ 1:1~~~r:.}:.~~~;\i.; ~~.i''t~~u n . . tJ . rv ". , '. . .. ~. T' . '~"" . .1 ',', .,......, , :",/.'. , '. . . ....1 . .:. ~~< ',..'!~; '~'.\ :..,~.;u_ "~~; ~, . , ..... ~ ~ .', .;:::;;~ ,'.... ).,:,,; :'~'>':':.'.: ~ ,:~; c :, '. : . . !u .'~' >. ," /" .' .' , . .. , . . .' ~ . ' " ", : "I'e" Present: Rita Garvey. J. B. Johnson Robert Clark Ed Hooper Karen Seel Michael J. Roberto Kathy S. Rice Pamela K. Akin Cynthia E. Goudeau Patricia. O. Sullivan Mayor/Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner City Manager Deputy City Manager City Attorney City Clerk Board Reporter ~ }.', . ~. CITY COMMISSION WORK SESSION CITY OF CLEARWATER September 29, 1997 The meeting was called to order at 10:48 a.m. at City Hall. PUR PURCHASING A. Purchases . ~~ ~~r~\ ~..; Extension, satellite copy machine service, Xerox Corp., includes all equipment & supplies other than paper necessary to make photo copies by all departments, 11/01/97 -09/30/98, estimated $77,000 (1M) Amendment, professional services agreement, HDR Engineering, Inc., to include maximum fee of $115,229 for work in conjunction with additional alternatives provided by citizen & business input for the Project Development and Environmental (PD&E) Study in progress (EN) Shrimp & Bait for resale at Pier 60, West Coast Shrimp, 10/02/97 -09/30/98, estimated $30,000 (MR) Increase contract with Stringer Tire Company, tire service, repair & replacement, to estimated $295,000 to provide funding for remaining period ending 12/31/97 (GS) Miscellaneous radio parts necessary to repair City's 800 MHz trunking radio system, Ericsson, Inc., 10103/97 -12131/99, estimated $110,000 (GS) Blanket Purchase Order for $145,000 to Flash Equipment, Inc. for emergency lighting, sirens, speakers, trailer hitches, miscellaneous lighting & other equipment for City vehicles, 10/03/97 -06/30/00 (GS) B. Declare Surplus Declare surplus to City needs, one Scotchlite Heat Lamp Applicator, Serial #2363, and authorize disposal through highest bid u mws09c97 1 09/29/97 J t .. d" . 't. . > .. "'.;', ,..' . ~ ((.i'J~\ ':~, \d Declare vehicles & equipment surplus to City needs, and authorize disposal through Tampa Machinery Auction In response to a quostlon regarding the broken time periods of some contracts, Purchasing Manager George McKibben said those had been piggybacked onto other government bids. In response to a question regarding the shrimp and bait purchase, Harbormaster Bill Held reported the City receives a 100% profit on these sales. In response to a question regarding radio repaIrs, General Services Director Bill Baird said older radios are no longer under warranty. The Police Department is the largest departmental user of radios. CRT COMMUNITY RESPONSE TEAM First ReadinQ Ord. #6196-97 - Creatinq Sec. 30.054 imoosinq certain oarkina restrictions , within street r-o-w in residential areas, and providing exceptions; creating Sec. 30.055 defining "inoperative vehicle" and prohibiting the keeping, storing, parking, or allowing to remain on public property of inoperative vehicles for longer than 24 hours; creating Sec. 30.056 prohibiting the parking of vehicles upon public property or street r-o-w for the purpose of displaying for sale; creating Sec. 30.057 providing for enforcement of Sees. 30.054-30.056; renumbering Sees. 30.054 through 30.057 as Sees. 30.058 through 30.061 Due to the need for an enforcement tool in addition to the MCEB (Municipal Code Enforcement Board), Pinellas County Court, and administrative remedies, several Sections of Chapter 30, Code of Ordinances, are proposed to address vehicular violations which exist elsewhere in the Code. The proposed sections would permit the issuance of traffic court parking citations and their placement on vehicles in violation. CRT (Community Response Team) Code Inspectors have received parking enforcement specialist training and are authorized to issue traffic court parking citations. Issuing traffic court parking citations for clear-cut violations instead of pursuing the lengthy and complicated enforcement process would streamline CRT operations. In cases where property owners are held responsible for tenants' violations, issuing parking tickets would provide enforcement against the violator. Proposed Sections: 1) Section 30.054, Parking Restrictions within Rights-of-way in Residential Areas - a) locates residential parking restrictions within street rights-of-way to a chapter which may be enforced by the issuance of traffic court parking citations in addition to other means of enforcement provided in the Code of Ordinances; b) allows parking exceptions for a 6-hour period rather than the 24-hour period in the existing code; and c) totally restricts semi-trailer trucks and cabs except during the performance of a service at the premises where it is parked; 2) Section 30.055, Inoperative Vehicles on Public Property - a) defines "inoperative vehicle"; b) limits to 24.hours the time an inoperative vehicle may i I l I I I . , ), ! mws09c97 2 09/29/97 First Readina Ord. #6197-97 - Amendino Sec. 20.35 to require certain maintenance of the sidewalk portion of r-o-w by adjacent property owners ~ remain upon public property Including street rlghts-of.way; and c) may be enforced by the issuance of traffic court parking citations in addition to other means of enforcement provided in the Code of Ordinances; 3) Section 30.056, Display of Vehicles for Sale of Public Property. locates the prohibition against parking a vehicle on public property, including street rights-of-way, to a chapter which may be enforced by the issuance of traffic court parking citations in addition to other means of enforcement provided in the Code of Ordinances; and 4) Section 30.057, Enforcement - a) provides for Sections 30.054, 30.055, and 30.056 to be enforced by the issuance of traffic court parking citations and b) authorizes any police officer, traffic infraction enforcement officer, or code inspector certified as a parking enforcement specialist to issue such tickets. In response to a question, Lieutenant Kronschnabl said it will be illegal to park on the street or rights-of-way vehicles which are for sale, inoperable, or abandoned. He said current problems relate to illegally parked semi-trailer trucks. In response to a question, he said a hobbyist cannot work on an untagged vintage vehicle outside, but must park the vehicle under a carport, etc. Concern was expressed that may be unfair to hobbyists. Lt. Kronschnabl stated the law is needed for vehicles which are left in disrepair. The City Attorney indicated this ordinance does not address vehicles on private property. In response to a question, Lt. Kronschnabl indicated enforcement will occur after reported violations and staff observation. The fine for each parking ticket will be $20. Collection for the tickets is handled by the court system. Staff will report what percentage of the fine the City will receive. ),j..:rt\ (',,:,;;? In response to a question regarding exceptions listed under 2b, Lt. Kronschnabl indicated limiting the time to 6 hours, twice a month, that large vehicles can park in the right-of-way is designed to discourage repeat offenders. Concern was expressed boat owners who rinse off their boats in front of their homes not be penalized. In response to a question, Lt. Kro'nschnabl said the change will not allow the City to tow inoperative vehicles. That type of violation takes longer to address. CRT staff can ticket vehicles parked in fire lanes. In response to a question; the City Attorney said the City will be able to ticket vehicles displayed for sale but not those parked for the purpose of shopping. In response to a question, Lt. Kronschnabl said it is legal to park commercial vehicles overnight on private property but not in the right~of-way. Untagged vehicles are in violation even if parked in a fenced back yard. The City wants the ability to enforce current law by issuing parking tickets. The City does not enforce neighborhood deed restrictions. The City Manager noted growing residential concern regarding the increasing intrusion of commercial vehicles into residential areas. It was requested staff use common sense regarding classic cars under repair. Chapter 20 of the Public Nuisance Code, enforced by the CRT (Community Response Team), addresses prohibited accumulations on rights-of-way such as weeds, grass, and trash. The Code does not require keeping the sidewalk portion of the right-of- v mws09c97 3 09/29/97 FD FIRE 1 j ') way clear of trees, shrubs, and vegetation. This amendment to Section 20.35(2) will correct this oversight. In response to a question, Lt. Kronschnabl said the public will be notified of this law through courtesy warnings and education followed by enforcement through MCEB (Municipal Code Adjustment Board) and the County court. Staff will report on recent efforts to prop up the branch of an old oak tree that had interfered with pedestrian sidewalk traffic. The City Manager said the City will have to adhere to this criteria. He is meeting with the County Administrator regarding increased cooperation between the governments, including enclave related issues. First Readina Ord. #6198-97 - Amendina Sec. 28.10 to omit certain slanaae and placement reauirements for newsracks, to provide for location determination by the City Engineer, and amending notice requirements Staff reviewed the Newsrack Ordinance with local newspaper companies. It was agreed to submit the following changes for newsracks to the City Commission: 1) delete size restriction on sign age advertising the newspaper lcode already limits advertising to the newspaper soldldistributed by means of such newsracks; 2) delete requirement to affix distributor's name and address; 4) permit the City Engineer to determine if the surface is sufficient rather than requiring each newsrack to be placed on a 4-inch thick wire- reinforced concrete pad; and 5) provide notice of violation hearings via certified mail. (~':) In response to a question, Lt. Kronschnabl said signage would be restricted to the size of the newsrack. Installation of common news racks was recommended. The City Manager said staff is reviewing that as a solution to the current clutter issue. The City has had good response from area newspapers regarding this issue. In response to a question regarding the distribution of newspapers. the City Attorney said the City only can limit issues related to health, safety, and welfare. The proposal under consideration has been successful elsewhere. First Amendment to Fire Protection Services Aareement with Pinellas Countv Fire Protection Authoritv, extending term to 03/31/98 On September 30, 1997, the current agreement with the Pinellas County Fire Protection Authority expires. The Pinellas County Fire Protection Authority has proposed a 3-year contract with performance criteria not included in previous contracts. The Pinellas County Fire Chiefs Association requested an extension of the current contract to develop performance criteria by consensus. Financial considerations in the current contract would remain in effect. The Clearwater Fire Department County District budget for fire protection services for these unincorporated areas for FY (fiscal year) 1997/97 totals $1,340,561. Acting Fire Chief Rowland Herald indicated proposed performance criteria include standards related to personnel response to the scene, operative issues, etc. Concern was expressed the Fire Chiefs receive adequate legal advice during these negotiations. The v mws09c97 4 09/29/97 l t I ! ! t 1 I GAS GAS SYSTEM .~ County bases the budget for fire protection services for unincorporated areas on property tax. In response to a question, the City Manager said if the City does not approve the 6- month extension, the City would continue providing fire protection to unincorporated areas but would not be paid for that service. Contract for subaqueous directional bore of Dunedin Causeway to A & L Underaround, Inc., $264,722 The 300-foot steel gas main under the Dunedin Causeway, constructed in 1968, is deteriorating and needs replacement. To provide continuous cathodic protection for mains serving Royal Stewart Arms and Honeymoon Island, a subaqueous directional bore and the insertion of replacement pipe is required. CGS (Clearwater Gas System) staff recommends awarding the contract to A&L Underground, Inc., of Olathe, Kansas, the lowest, most responsive bid submitted in accordance with specifications for an estimated $264,722. . The apparent low bidder did not meet the bid specifications and failed to provide the required proposal bond. It was questioned if this is a worthwhile investment considering the net income from gas services provided via the Dunedin Causeway. Staff will provide a report on the estimated investment return based on new calculations. CGS Managing Director Chuck Warrington stated the replacement pipes should last more than 30 years. ~~~~:~ .'~ .~, 1M INFORMATION MANAGEMENT Extend services of existina contract with PBMS (Pitnev Bowes Manaoement Services) to include processing all City "office" mail, pre-sort (bulk) mail, temporary mail courier & other ~pecial mailing projects, for $45,340 The City has a contract with PBMS (Pitney-Bowes Management Services) to process utility bi11s. The contract, projected at $20,000 annually, will result in annual savings of $9,000 in postage costs. When utility bill services were bid, responders also were asked to bid additional mail services. PBMS provided the lowest bid. The City processes approximately 20,000 pieces of outgoing office mail per month, 239,000 per year. Postage costs for FY 1996/97 are estimated at $130,000. Most 1 It-class mail is sent with at least $0.32 postage each. PBMS can process the City's office mail for $0.289 to $0.301 per piece, including service costs, for 1 II-class presorted mail. This rate represents a savings of at least $0.021 per piece. Annual savings for 11t.class presorted mail are estimated at $5,200. Savings will fluctuate based on the size and type of mail pieces sent. PBMS will: 1) provide daily afternoon pickup of all City office mail; 2) scan bar- codes; 3) presort; and 4) deliver to the US Postal Service. Staff currently spends 2 % hours daily metering and processing outgoing City mail. With the proposed contract, the City expects an additional $1,500 savings by eliminating mailing machine costs and to gain 2 % hours daily to increase mailing services to City departments. City departments process more than 40,000 bulk mailings annually. Due to v mws09c97 5 09/29/97 j I I I { (. ! PO POLICE tJ increased marketing efforts, bulk mail could increase to more than 350,000 pieces per year. PBMS will coordinate all bulk mall efforts: 1) p~ovide folding, inserting, bar-coding, and labeling services and 2) work with Individual departments to insure maximum cost savings are realized. Currently, no centralized bulk mail process exists and individual departments process mailings manually. Total projected costs for these additional mailing services are approximately $10,469 for processing 240,000 + office mail, and $14,000 to process 350,000 + bulk mailings. PBMS also can provide a temporary mail courier when the City's courier is on vacation or ill. Their competitive bid is the lowest. Staff recommends including this service in the overall contract. These services are projected to cost $2,000 annually (4 weeks). The total contract cost, including all outlined services, is $45,340. A copy of the cost analysis will be forwarded to Commission members. Administrative Support Manager Tom Muldano estimated the contract will result in savings between $5,000 and $10,000. Commissioner Seel reported the mail courier had missed a delivery to her home. In response to a question, Mr. Muldano said the City's in-house courier delivers interoffice mail. t.......... .,." ~ ,. C,.:,?' Aareement with the School Board of Pinellas County for continuation of School Resource Officer Proaram, for 1997/98 school year, at Clearwater High School & Countryside High School Under terms of the proposed 3-year agreement between the City and School Board of Pine lias County, the City will provide law enforcement and related services to Clearwater and Countryside High Schools during the regular school year. The assigned officers will provide instruction in law education, serve as resource persons, conduct investigations, provide security, maintain the peace, make arrests, and provide support services as necessary. For FY 1997/98 contractual terms, the School Board will reimburse the City $31,377.95 base salary, per school resource office, for a total of $62,755.90, paid quarterly. This rate reflects a 2.5% increase for the 1996/97 school year. The School Board also will reimburse the City for overtime costs related to school functions. The City's cost for the 2 resource officers is $81,547.24. The difference between the cost and amount reimbursed is offset by program benefits to the community and Police Department. The Police Department has maintained a good working relationship with the School Board. School Resource Officers have been assigned to Clearwater High School since January 1, 1985, and to Countryside High School since January 1, 1986. In response to a question, Police Chief Sid Klein said the School Board pays half the cost of the Officers. It was recommended the positions be rotated after the current School Resource Officers retire. u mws09c97 6 09/29/97 \ , I r l' I i i <:< ... ..' PR PARKS AND RECREATION . ~ . ~ Aoorove $23.737.44 9onation in 1997 PILOT Funds. oald to City bv CHA (Clearwater Houslna Authoritv) to CHIP (Clearwater Homeless Intervention Project, Inc.) to offset impact and permit fees ' ' .t', \.... Last year, Howard Groth, CHA (Clearwater Housing Authority) Chair, presented a $22,000 check to the City for PILOT lpayment in lieu of taxes). At CHA's request, the City donated the funds to CHIP (Clearwater Homeless Intervention Project, Inc.,) to offset construction costs associated with the homeless shelter. This year, CHA paid the City a $23,737.44 PILOT and requested the City use the funds to offset costs associated with payment of impact and permit fees for CHIP. CHA, a founding member of CHIP, has continued to be instrumental in that project and is essential to the project's success. . . .~ f.....:' " . .., ... ..... ..'~ . .. Impact and permit fees for construction of the CHIP shelter are estimated at $23,615.66. Applying the CHA PILOT funds would benefit CHA, the City, and the homeless shelter. As permit and impact fees are paid, all funds, except half the transportation impact fees, will be returned to the City. The other half of the transportation fees ($6,307.83) will go to the County. .j~-~. ; , " , . ~'. I I..' .':1. .1.... Concern was expressed a precedent not be established regarding the payment of impact fees. Deputy City Manager Kathy Rice said the City has paid for other projects. In response to a question, Chief Klein said this donation will increase the City's cost for the shelter. '. " '. :. ~ :, ;.J ,,' :".; " ':~.::' I~'. "'1.jt~ In response to a question, Chief Klein said when speeding officers turn off their lights and sirens, the call to which they were responding has been canceled. ... :.. ~: .' Contract for renovation of infield olavinQ surface at Jack Russell Stadium to Athletic Services, $92,500 :.;,;,' :') 'c; . . ~'.'. ': ;.::' ~. : I. ~ ': .... ' Since the Jack Russell Stadium infield play surface has not been regraded for more than 20-years, a thick, concrete-like layer has formed approximately 10-inches below the surface causing poor drainage. The resulting grass is unhealthy and cannot be maintained at Major League standards. The infield, at 18 to 20-inches higher than the outfield surface, creates a potentially dangerous situation for running ballplayers. , r.:: ....:',1 ,:;',::':, ..'.- .~ .. Renovations will include replacement of the shell warning track, infield playing surface, and side lines and will bring elevations in compliance with Major League specifications. The hardened surface will be removed and new sub-drains installed. This approved FY 1997/98 Capital Improvement Project must be completed prior to 1998 Spring Training. Contract work will take approximately 8 weeks plus grow-in time. Of 8 solicited bids, only one was received. Staff feels the specifications requiring bidders to have 5 years experience in building or renovating professional baseball facilities limited bidder interest. , ' , . ~ I .. t. ;:'-'.' .~. , ; . '. .-. . ~ .' ;.';-.'>:: .~:'. 1. . I." . ';J:' '. , . . ',.j' luJ mws09c97 7 09/29/97 , , I I I ; ; :t. .: .IC, '~ C I' .... '''''. ., . .., .:' ~ '. ','< . ..~, . ,', . " ." , ~, ' ,. ..' 1 . '::> ", :" ~.,:.<. ':"'; '",'\".>1 ,,~,:j~ '. ',' .". ~. .' .:':,','~I"";". ..I.'.:.:',_~.... ..1,. . _. " /;:"~'.. . ' l, ' " , " .'. ..', ',' 'L'. .' . , .' .'" . /:.. :,'.:: .. ,. " .. " I' .'C'.' .c ., ," :. , '. :<'...,.;:: " ",.'. .<.' ,. .". ........ . ',.. ';, 1....':....:::;;<:.,:.:.::..<:,.,::,....:,.......:", " , ..<;, ,.. ... . ,.. .. . .: .". >.'::..',\' :..,~..:.:;::.,;.,:...~....'.,.'.,..:...:....~.:.':::.:.,:::;....;\:::..:....I.:..~.:,'~ i; ...>...... ..:':.". :>:. i::.'.':' .: :t \:: .>:......i. .:.:~.....l~'.)..:.:..:...::.'...:::.,'.:..;..:..:'.,~,::::...::,....:.'..,.:;,':........::.:..:......'::.':.'....::~..:.'.~..:r:.:::,.:.:..::..'....:.:.......:,;< '::..' :. " ...:' < . . ,. ,. . : ....: .' .. : ':.; . . ': ..:. .. .:>'.<.~: "'~;'.:: .;. '. ... . :;':' . "".:'" " . · .' . '. . ..."\(::;:?;:'/':f';;'<,';?:'~.,.:,;L,'::,,?:";','.;S> >:~~'i:.", ....... ::'. ....;', ) ;:>:;:: EN ENGINEERING '"l In response to a question, Parks & Recreation Director Ream Wilson said the infield had grown gradually over the years. Dirt was added to the infield. It was suggested the City request another year's extension to the Phillies' contract in return for this work~ In response to a question, he said the Phillies have a great deal of confidence in Athletic Services. Public HearinQ & First ReadinQ Ord. #6192-97 - Vacatina 15' utilitv easement lying between Lots 16-23, Blk B, Clearwater Beach Park 1 st Addition and Lots 12.15, Blk A, Clearwater Beach Park 1 st Addition Replat IHeilman's Restaurant Inc. 1 Heilman Family Ltd. Partnership, V97-15) The applicant proposes to enclose the attached overhang that encroaches into the easement along the East side of Heilman's Restaurant, 447 Mandalay Avenue. The City's sanitary sewer line within the easement serves the restaurant only. GTE, GTE Media Ventures, and Time Warner Cable have overhead lines in the easement and do not object to the vacation request provided private easements are granted over their existing facilities. Florida Power has no objections. Engineering Services has no objection provided a sanitary sewer utility access portal is installed at the northerly line of the subject easement to separate the City's portion of the sewer line from the restaurant's lateral and private easements dedicated to public utilities. . . In response to a question, Engineering Director Rich Baier said Heilman's Restaurant (~;) will pay for installation of the sewer line. Work Order for accidental emission release risk manaQement olano McKim & Creed, $126,500 This project will develop the required USEPA (U.S. Environmental Protection Agency) Title 111 Accidental Emission Release Risk Management Plans for the City's 3 water treatment and 3 wastewater treatment facilities. The plan will assess risks to the community from accidental releases of chlorine and sulfur dioxide from City facilities and will be coordinated with local emergency response plans and agencies. Public awareness and involvement in emergency planning will be part of plan preparations. Evaluations will be conducted and recommendations made regarding mitigation of potential hazards. Plans are to be submitted to FDEP (Florida Department of Environmental Protection) by July 1998. Proposed modifications of handling and storage of these chemicals will be implemented through staff training. In response to a question, Mr. Baier said this project is necessary due to new USEPA laws and has not been done previously. Aoorove rankino & award contract to Ash EnaineerinQ. Inc. for services related to Allen's Creek Exoerimental Water Quality Treatment Demonstration Proiect, at a cost to the City of $65,800 ~~ mws09c97 8 09/29/97 I ! I I ! \ L 1 , .. ,: ~ , ., :(, ,<O) '..... .. :\;;', ,',' .', 'j., . ~ ", \(: <-',. .' .<: J' ; I" ":..' ~:>" " ". :!': , , .'. . ~ "~\:.. :<.I.j. ../. ';lr, (~:~o) ~ t~" . ...~. : ,;, . . ' :. ~ :.::,\":, .; :.:': ~ ;".,' ".' ,~ ( :.:: ., . .... 'r' . ", ' ': .,~" u',,' ".lel ."~. , } :'~.., .. , ,~ ,'~' . , . .. , , . . . . ., ;:.':. u ",,' \' : . ".( ,.,.,- ~ " ., '. . ~. '", . . 'i. '. ',... In September 1995, the City and SWFWMD (Southwest Florida Water Management District) entered into a cooperative agreement for the design and construction of a water quality treatment demonstration project on Pine1las County Schools' property at Druid Road and Allen's Creek. Project objectives include: 1) provide water quality treatment for up to 50acres of untreated stormwater runoff discharging to Allen's Creek; 2) provide educational opportunity for Pinellas County school students; and 3) provide a mechanism to evaluate various types of innovative stormwater treatment methodologies. In January 1997, the City and School Board entered into a Cooperative Agreement for construction, operation, and maintenance of the project. Five firms responded to the RFP (Request for Proposals) with bids which were ranked based on experience in water quality treatment, understanding of the project approach including recommendations for innovative treatment technologies, and past experience with schools and government agencies. The firms were ranked: 1) Ash' Engineering Inc.; 2) Environmental Research and Design, Inc.; 3) Wade-Trim; 4) DSA Group, Inc.; and 5) Reynolds, Smith and Hills, Inc. The project is included in the City Commission approved Environmental Management Group 5-Year Plan. On July 16, 1997, the Environmental Advisory Board endorsed the selection. The City's share of this contract is $32,900, with reimbursement from SWFWMD upon invoicing for the balance. The City, as project manager, is responsible for managing the contract and seeking fund reimbursement from SWFWMD. In response to a question, Assistant Director of Engineering/Environmental Tom Miller said the subject 50 acres is behind Clearwater High School off Gulf-to-Bay Boulevard. The storm water currently drains into Allen's Creek. The high school will be provided with science fair projects. The City is interested in development of treatment alternatives. In response to a question, Mr. Baier said Public Service crews had worked quickly to clean up after last weekend's inclement weather. It was noted City efforts regarding flooding issues along Stevenson's Creek were evident during the storms. Contract for consultant services. Natural Resources Planninq Services. lnc.. to complete Phase II of City Street Tree lnventorv, and authorize use of City Tree Replacement Fund for City's $ 16,700 portion In August 1995, the City Commission approved a resolution supporting the initiation of a street tree inventory to identify and prioritize City trees for maintenance, replacement, and to identify tree planting locations. The resolution authorized pursuit of State grant funds. In September 1995, the City received a $18,400 grant from the Florida Department of Agriculture and Consumer Affairs for the street tree inventory. In October 1 996, a $15,000 grant was awarded. In September 1996, the City selected a consultant to perform Phase I, Highland Avenue to Clearwater Harbor, which was completed for $19,150. The consultant has submitted a $30,950 proposal for Phase II, requiring $16,700 in additional funds. Phase II includes all City areas East from Highland Avenue to Tampa Bay and South to Sunset Point Road. mws09c97 9 09/29/97 '. ':" ..-----_-----r , ;,. . ..' . \ . " '"..' , ., :..: '.;;' :; )'. ; ...:,:..: '. ','.:.. :...~\.:.....;: '.,'" ". .:.' .:.. ':,: '. '..' ~', ", " :. '. '> .: :':.: ::.;:. ,,:.:..:'.~' >~.~:.. ,.:: ",'.',;,.:.,.'~.,::).~:.:,/".:.". :.,';';,:" ::,::'<'~;<";i; ,"', ,< i'" , , ' · ":"": ,", "" " , " . ~ :.':, :.:..":..'......:".'.'.; :"'.'..: .,....,., .:.: ~:,.,:::,.,...' :,...'.:\,.....,...,:.' ,':,.:,;, :.......',..1,.:... ,:'..',. .:.,.:,,:..;:~. .; ,\' . " ': ." ""f': ',:,<>',\ C:" .;"""" '. ,:: '.>::~:," ,; :$:<;'::'<;r.',::',;i/'",,:,?'~,~'::: ... 1<' ..' \ :." .,. .' ..':.." ..'c, \. .. ... \',:'.: ',', CP CENTRAL PERMITTING ~ The Tree Replacement Fund is the preferred source for these funds. Chapter 52, Code of Ordinances requires City Commission approval for the use of Tree Replacement project funds for purposes other than tree planting. Phase III and IV will be conducted in FY 1997/98 at a cost expected to be similar to Phase II. Staff has submitted a grant application for partial funding of the final phase. In response to a question, Mr. Baier said it is important for the City to identify its assets. The inventory will be important to meet replacement needs after disasters. The survey also will help the City act pro actively regarding tree replacement. An action plan will be developed. City trees are located in City right-of-way. The City Manager said a tree inventory is necessary when requesting reimbursement. Public Hearlno & First Readina Ord. #6179-97 - Relatina to Flood Damaae Prevention Regulations: amending Sec. 51 .03, revising definition of substantial improvement I~) The State recently changed the definition of substantial improvement for construction in the Coastal Construction Zone. The change allows owners to change interior finishes without counting the cost toward the 5-year cumulative total. Interior finish work includes floor coverings, painting, wall covering, expensive plumbing, and lighting fixtures. This proposed code amendment reflects the change in State law. The change makes compliance with flood protection requirements less onerous for Clearwater residents. In response to a question, Central Permitting Director Scott Shuford said roof covering can be tile or shingle. Upgrading a kitchen or bathroom cou!':'ts as an initial cost but is not included in the 5-year cumulative total. Authorize Citv Attornev to execute a contract with Siemon. larsen & Marsh to prepare a comprehensive revision to the City land Development Code for $234,450 The City Commission has directed the preparation of a revised land Development Code to streamline code requirements and allow staff to focus on "value-added regulations." Staff has made progress in achieving this goal. To prepare the best possible document to guide development during the next 20 years, staff recommends retaining outside legal counsel to assist in this comprehensive code revision effort. SlM (Siemon, larsen & Marsh) has assisted the City with litigation issues related to the sign code. No bidding is required to retain outside legal counsel; SlM has been determined to represent the best possible consultant for this project based on their knowledge of City regulations a,nd respected national reputation. The City Manager recommended adding value to the land Development Code to prepare the City for development issues related to the next century. Concern was expressed regarding the $234,000 cost. The City Attorney said changing the code is a complicated undertaking. City Commission work to identify the Vision Statement established the direction of the Code changes. ' u mws09c97 10 09/29/97 I \ I I I I f (, CM ADMINISTRATION ,...., In response to a question, the City Attorney said the initial draft should be completed by February with final adoption and approval by the State in 9 months. The City Manager said a fundamental change to the Code is necessary as the procedure is cumbersome for applicants who now must appear before too many boards. The City Manager said staff will involve all interested entities with t.he rewrite process. In response to a question, the City Manager said SlM's creativity is impressive, as exhibited by their work in other communities. The City Attorney said she had dealt with the firm previously and recommends it. In response to a concern, the City Manager said this is a request for legal counsel as SlM is a legal firm. The City Attorney said the City could hire SlM when the code is challenged. Mr. Siemon, of SlM, said the legal draft will consider the negatives and suggested incentives for development. Mr. Siemon expects the City Commission will be actively involved with the rewrite process. In response to a question, the City Attorney said working to accelerate board combination would result in a duplication of efforts. The City Manager said board requirements cannot be identified until the entire update process is complete. C-View Ads c~~ '~" In his September 23, 1997, memorandum, Information Management Director Jeff Harper said the September 1996, Bordner Research report on C-View's mission had recommended the City attract more viewers, more often, and for longer periods of time. Photographs are used in advertisements for "City Talk" and "Blueline CPO" live call-in shows. Staff feels advertising encourages viewers and callers. St. Petersburg Times advertisements cost approximately $500 per month: 1) $248.16 each for "City Talk" in food section for maximum readership and 2) $239.52 each for "Blueline CPD," in Clearwater Times section. When advertisements are run, telephone calls increase. Many callers have mentioned they watched in response to advertisements. Staff feels these advertisements are an inexpensive way to keep C-View before the public and promote important programs. Advertising helps meet the goal of increasing C-View's audience. Staff recommends continuing this level of advertising. It was noted some residents have requested the City Commission meetings also be advertised. It was suggested smaller advertisements without photographs would be equally effective. It was felt the same people call live shows whether or not advertisements are published. Mr. Harper said the number of telephone calls to live shows increased when advertisements first ran. The number of telephone calls decreases during the Summer when people are involved with other activities. The Bordner Report had recommended C-View market its programming and increase awareness of the channel. He hoped to increase public interest in City government issues and recommended continuing newspaper advertising to increase citizen awareness of the channel and the time to call live shows. I") Y mws09c97 11 09/29/97 ' I I 1 I I I t r f t Clearwater Maaazine 1) It was suggested staff consider alternative uses of advertising funds. Deputy City Manager Kathy Rice said the shape and focus of the advertisements are being directed away from photographs and toward issues. It was felt photographs attract the reader's eye and result in improved viewership. Mr. Harper said the format of "Blueline CPD" is changing. Staff wants to target more issues coming before the City Commission. It was felt the use of photographs in the advertisements had increased awareness of C-View. In his September 25, 1997, memorandum, Mr. Harper recommended publishing and distributing Clearwater Magazine to City residents. The quarterly magazine will share the Commission's vision and values, demonstrate the City's commitment to the Principles of Operation, and encourage community participation in City activities. The City spends approximately $160-million annually on services and capital projects for Clearwater citizens which include fun and educational programs. It has been diffic~lt to keep residents advised of these activities. Individual departments have published and distributed documents to their service users. Citizens without cable TV or those who have not participated in programs receive little information regarding City programs. /";':L-t,:, .. .:;~.f , The City can be more proactive with Clearwater Magazine to provide up-to-date community information and highlights and integrate all information in one user-friendly piece. Clearwater Magazine will feature: 1) articles on developments and City issues; 2) neighborhood highlights; 3) separate section highlighting downtown; 4) Parks & Recreation programs (replaces current publication); 5) library news, replaces Channels; 6) a tear-out calendar of upcoming events; 7) a "don't miss this" section to alert citizens to the best of Clearwater; 8) a "potpourri page" with statistics, historical information, events, services, photos, and other City information; 9) issues of interest to people planning to relocate businesses here; and 10) a sense of community awareness and pride. The magazine is modeled after Anaheim, California's successful magazine, Anaheim. Staff proposes to print 60,000 copies of each quarterly issue and mail them directly to all households. Copies also will be placed in libraries, recreation centers, etc. The proposed budget is $183,300:1) $107,400 - printing; 2) $61,602 ~ mailing; 3) $14,300- staffing. Information Management has requested a new Public Relations Specialist position @ $43,000 annually, including benefits, responsible for coordination and the majority of the writing. It is estimated 1/3 of this position will be dedicated to the magazine. The City Manager said the magazine will help the City reach more of the community. The clear and concise publication will assemble all City information in one place. He said the magazine will provide an excellent means to target the Commission's message. u mws09c97 12 09/29/97 . i [ \ t r It was noted the magazine's budget contains no offset dollars. Mr. Harper will report on current costs for departments to distribute information. The magazine will be published quarterly. Support for the proposal was stated as long as all other department ~y;f' t. ~.K' In response to a question, the City Manager said a new vehicle is necessary to keep citizens informed regarding events, code changes, the Vision, etc. Although C-View reaches many residents, not all have cable or know channel 1 5 is the City's station. A survey will be done after 4 issues to see if the magazine meets citizen needs. ~1 publications arB discontinued. In response to a question, Mr. Harper said the magazine will be mailed to enclave residents as an encouragement for them to annex. Concern was expressed regarding the long term costs of a new position. Mr. Harper said in addition to marketing, the position will place articles in regional magazines, and create an identity for the City to be known regionally, state-wide, and nationally. The new Information Specialist position will plan how the City can get its message out to the community. The magazine will be designed to provide a picture of the whole community. In response to a question, Mr. Harper said the Anaheim Magazine contains some advertisements. The City Manager said plans are to limit advertising to City advertisements. In response to a question regarding an economic development component, he said the City will publish a monthly business newsletter targeted to the business community . Concern was expressed the proposed position is not funded. It was felt staff is moving too fast. It was stated the proposed use of only 113 FTE to cover this position's responsibilities is unrealistic. Mr. Harper reported a staff public relations committee also will work on this project. It was noted the St. Petersburg TimBs already prints a monthly schedule of local events. It was recommended the City be certain citizens want and need this magazine before staff proceeds. It was felt a newsletter would be as valuable but much less expensive. It was suggested some costs might be offset by savings by departments who no longer distribute information. Staff will take a hard look at the publication after 4 issues. If staff determines the magazine is not effective, it will cease publication. It was suggested more inventive ways to get the word out exist. It was felt it is essential that residents know what the Commission does. It was stated Clearwater should be promoted. Mr. Harper said research of other cities and counties indicated residents often toss utility bill stuffers without reading them. This issue will be discussed further on Thursday. It was suggested the City have sponsorships offset costs. Caution was advised regarding the sale of advertising. Approve collective baroainina BQreement as neootiated with FOP 10 for Fiscal Years 1997/98, 1998/99, and 1999/00 . On September 30, 1997, the most recent 3-year collective bargaining agreement between the City and. FOP (Fraternal Order of Police, lodge 10) expires. City management staff and FOP 10 representatives have been meeting since July 31, 1 997, to negotiate a new contract. The parties came to a tentative agreement for a new 3-year contract on September 15, 1997. FOP 10 submitted the agreement to its membership which ratified it by majority vote on September 22, 1 997. u mws09c97 13 09/29/97 i I j i I I l , I l I, t CLK CITY CLERK tl Ms. Rice said all goals wore met during negotiations. The agreement limits long term liability and bases pay on market rates. She said the union had worked hard to reach agreement. Direction re Annexation leoislation It was noted the PPC's (Pinellas Planning Commission) new draft regarding annexation legislation had been distributed to the City Commission. It was noted a 10-acre limit would cover more enclaves but not that many more people. It is recommended annexation will be optional. Concern was expressed both drafts require the City to pay some sewer hookup costs. It was recommended the 10-acre limit is preferable to the 3- acre proposal. The City Manager is meeting with other city managers this week to discuss this issue. It was noted the proposal is only of value if it is supported by the legislative delegation. It was stated City costs may be recovered through ad valorum taxes. It was requested staff report on the value of these taxes. The City Manager noted this may be one of the last chances to address the annexation issue. Concern was expressed City residents pay for services used by County residents who receive many services at no cost. Consensus was to agenda this item for Thursday. (~;) '....:,' City Manager Verbal Reports Update re process for discussion of future proiects The City Manager said feedback at each meeting will be discussed by the City Commission. He is working on developing plans for a Gulf-to-Bay Boulevard project, a 2- year budgeting process, economic development, "Wow" customer service, a library master plan, a downtown plan, a public relations plan, plans to rate Penny for Pinellas projects, methods to present the community with the Vision Statement, establishment of benchmarks, scheduling of management audits, reviewing land Development Code and annexation issues, and an information management plan that considers technological means to improve efficiency. He said projects for the next 12 months have been identified. He said key parts of the message is: 1) raise the bar and do it better; 2) build projects on time and on budget; 3) treat everyone with dignity and respect; 4) do it right the first time; 5) improve the aesthetic quality of the community; and 6) all work as a team. It was requested these key parts be distributed to Commission members. The City Manager said there is great opportunity for success. Set Public Hearino rB public nuisance at 1970 Rainbow Drive The City Attorney reported the property had been cited for numerous code violations. If the Commission concludes the property is a nuisance, the City can proceed to court to obtain an injunction. The home is occupied by the owner.. o mws09c97 14 09/29/97 i 1 t I I l , f . 1-., Other Commission Action " .~. A public hearing regarding a public nuisance at 1970 Rainbow Drive was scheduled for October 18, 1997. Commissioner Johnson questioned why the contract for the FBO (Fixed Base Operator) at Clearwater Airpark had not been finalized. The City Manager stated the Airport Authority had reviewed the final contract and provided feedback. He also had held up the contract for review as he had just started with the City. The contract will be brought forward to the Commission in 4 - 6 weeks. Commissioner Johnson requested an update on the Memorial Causeway Bridge replacement. Updates on the bridge and Pinellas Trail will be provided at the next meeting. Commissioner Johnson requested an update on the proposed downtown pond. Commissioner Johnson requested an update on underground wiring proposed for Island Estates. Florida Power has not completed the cost study. Commissioner, Johnson questioned why the City is paying for the study. It was noted the City will bill residents for this cost if the project to bury the wires goes forward. c, .,~ Commissioner Hooper referred to a letter from Mr. Chisholm thanking the Commission for his appointment to the Long Center Board. Commissioner Hooper reported downtown clean-up day and the Make a Difference Fishing Tournament are scheduled for Saturday. Commissioner Clark thanked the City Manager for his letter to the County Administrator regarding City concerns regarding the negative effects of septic tanks on the aquifer. Mavor Garvev questioned if the City Commission should attend scheduled beach planning sessions, noting the October 25,1997, date conflicts with the City Expo, The City Manager indicated Commission attendance at the sessions is not mandatory. Mavor Garvev recommended the City apply for grants to purchase trolleys as St. Petersburg had done. Commissioner Clark said those federal grants had come through the PST A (Pinellas Suncoast Transit Authority) to meet transportation needs related to major league baseball. The Jolley Trolley had considered a grant but did not apply due to associated costs. The St. Petersburg grant covers equipment only. o mws09c97 15 09/29/97 I I I i t i ! i " , , , ~;y<"';' ;};'\:,\!:"\~':;!:"fXi;(!,'xn;~.' '''', ~ . ~ .. '. ; , ~ c. , " ,': ':.~r .:.: . c ." . ',' ~t ~ ,.-",' ). .~t ~I :'~'\ .' l ,; ~. f I" " " , . " :::~~ ~ I :~'l' . ~ " . .~ ~L > :'~.' . ~ " Adjourn ~ . I. Mavor Garvev In,vited people to participate in downtown clean-up activities, , II Jazz It Up," on October 4, 1997~ to attend Jazz Holiday scheduled October 16 - 18, 1997; and Satur'day In the City a,nd the Farmers Mar'ket beginning October 18, 1997.. \?" .;." ,,' r".T ".; The' meeting adjourned at 1 :23 p.m. < {~' C I I:~' ,.' }",::c!i j . , " "j f~,: : ,J " '" ...c. :l~ :'. ' r~ '~ " ' '" : ,'C ',1 'I>' )', ~:~:.,: ",I:"'c r..':c' ~":.: ~~:~. .I. ,:"1 '. :. ; :{;,': " ,'/ r., 9," ,,',' R':' .. <I II .. I. ~',' . I',. . ", I. I " ,< ;' ,I, -., .". I " I" .}}:.,. j "',1 I, i, < ~ : " "0" ,::: \ .. , ~. ' ";', ~ : .!':;,' ", . I" " I ,t ~ .. , \ .~ ~ t', / ~ ".". y " ~,. , ~'t I . ..~~!. , . " ' ; f. ~ "' 'q,.. >':1" ,. t'~'.I: . ~~:~: <, I ;!~:':-:, .r.; ~", I j ; ~ ~ j;~.' .. ~'\ " ~{ ; ,l " 0"', " I ~ . t , " " , I I 1..\, I,' :' 'l " " ,. '. " ' j.. ~ " I t., . ~ ' ~I '" " , , ,I " . ~..~.'\"N"t V mws09c97c, 16 09/29/97 .' " , , , '.( -.-----.~~~"'4'-."'~~~.."""-- ,. 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