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07/22/1996i1. .. CITY COMMISSION SPECIAL BUDGET WORK SESSION CITY OF CLEARWATER July 22, 1996 Present: Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner Elizabeth M. Deptula City Manager Tina G. Wilson Budget Director Cynthia E. Goudeau City Clerk Patricia 0. Sullivan Board Reporter The Mayor called the meeting to order at 9:03 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. Introduction Budget Director Tina Wilson said the budget focuses on the City's top goals: 1) Public Safety; 2) Economic Development; and 3) Tourism. Public Safety concerns are to be met by community policing, a new COPS grant for a downtown bicycle squad, and neighborhood mini-stations. A new Assistant City Manager level position and one or two assistants will be hired to address Economic Development. The CRT (Community Response Team) works to bring neighborhoods into compliance. A proposed Tourism budget of $260,000 includes a Staff Assistant position for tourism development and a Special Events Coordinator in Parks & Recreation. General fund expenses have increased from $57-million in 1981 to more than 071-million and cover increased services/programs such as the CRT, Tourism, Economic Development, etc. Personnel expenses account for 67% of the budget. Ms. Wilson said Public Safety will be addressed with 5 new Police positions, 5 new PSTs (Police Service Technicians), equipment for the COPS grant, and 1.5 FTE (full-time equivalents) school crossing guards for the new school at NE Coachman and Belcher Road. Economic Development will require 2 or 3 employees, the CRT needs an additional Code Enforcement inspector, and Tourism will add a Staff Assistant and increase operational expenses. Organizational & Employee Development needs to increase their training budget. The City Clerk Department has added a Board Reporter and the Engineering Department added an architect. The Parks & Recreation Department added a groundskeeper for Lake Chautauqua Park, a Special Events Coordinator, and staff for the Countryside Recreation Center. Capital projects include an aquatic park and pool for Clearwater beach, Library carpet replacement, and structural repairs for Jack Russell Stadium. She recommended moving Pier 60 operations to the General Fund as offsetting revenues will more than offset expenditures. k4d mwssp07a.96 1 07/22/96 The proposed budget includes a $2.5-million increase in the General Fund budget, or 3.5%. The average increase across the City is 4%. A homeowner with a $100,000 home and $25,000 homestead exemption would pay $383.69 in City taxes, the same as last year. Clearwater taxes represent 22% of residents' property tax bills. The Police Department's budget exceeds City ad valorem revenues. During the past 10 years, the City has added 56 positions and many new programs including recycling, stormwater, the Sailing Center, etc. The General Fund was increased by 40 positions. Unappropriated retained earnings in the General Fund are 13.8%, which is above the 10% level required by the City Commission. The City Manager expected slight changes will be made as the Commission goes through the budget. Concern was expressed the lower level of unappropriated retained earnings may decrease further. The City Manager said she is unaware of any such need now but indicated the new Memorial Causeway bridge or other capital needs may arise. She said future budgets will be impacted if the extension of Penny for Pinellas does not pass. Some economic development projects being considered, such as beach streetscaping, have not been budgeted. If a beach CRA (Community Redevelopment Agency) is approved, bonds can be sold to finance those projects. She noted establishing a beach CRA would result in a loss of revenue to the General Fund. The City Manager said the cost of existing programs continues to increase. The strong police presence on the beach is borne by the entire City. She said when enterprises come forward, individual fund balances can be reviewed and the City Commission can determine if they are healthy. In response to a question, the City Manager said the Parks & Recreation Department last reviewed non-resident fees in 1994. It was requested that staff identify which programs charge non-resident fees. In answer to a question, Ms. Wilson said charging the General Fund for General Fund services would inflate expenditures and revenue as a paper entry that would almost be meaningless. The City Manager said departments pay administration charges based on a percentage of the budget. The City Attorney is establishing a bench mark by tracking time. Ms. Wilson said unfunded needs include 520,000 for a staff assistant, $41,000 for administrative support, $60,000 for SPJC field maintenance and $37,560 for a City Hall in the Mail. It was indicated money from the State exceeds predictions. The City Manager said some of the State's money could be dedicated to increasing the City's social services donation to $100,000. Human Relations Human Relations Director Eleanor Breland reviewed her department's chief function, indicating they assist citizens access services and work in the area of compliance. The department receives $186,000 annually from HUD, the EEOC (Equal Employment Opportunity Commission), and Pinellas County for anti-discrimination functions. The remainder of the funding comes from the General Fund. The department supports Economic Development as people like to know they have equal opportunities. The department is doing well meeting their goals. By the end of the year, they will have held three training sessions on diversity. The City Manager said the Human Relations Specialist position, which had not been funded for several years, was transferred to the City Clerk Department for a Board Reporter. If the department's case load increases, another ?. mwssp07a.96 2 07/22/96 position will be added. The department is considered part of the office of the City Manager. Its budget, including all programs, is close to $690,000. In response to a question, Ms. Breland said the department is reimbursed adequately by Pinellas County for investigations. They do not investigate cases against the City. Internal Audit Internal Audit Director Dan Katsiyiannis said internal auditing is an independent appraisal function that examines and evaluates activities. Internal auditing furnishes staff with analyses, appraisals, recommendations, counsel, and information. The department does various types of audits including revenue, management, compliance, department, etc. A recent audit of utility taxes on LP gas resulted in the City collecting $100,000. The department also is involved with franchise negotiations. In response to a question, Mr. Katsiyiannis said the City is auditing tax revenues from the County. He noted department audits depend on departments to answer questions. The Engineering Department audit will be completed in August. Departments always have the opportunity to respond to audits before their release. Community Response Team Special Assistant to the City Manager/Community Response Team Lt. Jeff Kronschnabl said the City is in a state of transition as most of the housing stock is more than 20 years old. The CRT uses creative and proactive techniques in their approach to ..,, code compliance realizing the importance of community partnership. He said a planned software upgrade for next year will permit the CRT to communicate with citizens, the Police and Fire departments. Lt. Kronschnabl said the CRT wants to develop a youth awareness program. The CHA (Clearwater Housing Authority) supports CRT efforts. The department continues to receive funding from the CDBG (Community Development Block Grant). A completed block aid neighborhood partnership program to bring a City block into code compliance is monitored to maintain compliance. The CRT and Police Department will have cross access to some system information as both departments often work on the same problem. The CRT met 100% of their FY (fiscal year) 1995/96 goals. An enclave agreement with the County allows them to address water use and signs in neighborhoods. Working with the media, the CRT allows 4 days after contact for news-racks to come into compliance. The neighborhood program has expanded from North Greenwood to South Greenwood. Lt. Kronschnabl said graffiti removal takes an average of 8 days. He indicated gangs now hide their building tags, making them more difficuit to find. The City Manager said funding for one department position was moved from the Special Program Fund to the General Fund. The personnel service charge increase of more than $100,000 was questioned. Ms. Wilson said two positions that were funded by the water program are now funded by the General Fund but the water program still pays the cost. Office of Tourism ° mwssp07a.96 3 07/22/96 Tourism Director Jean Sherry said her department's goal is to promote Clearwater and its beaches as a family-oriented vacation destination, foster cooperation among industry, civic, and tourism groups within the community, and represent the City in all tourism industry matters on a local, regional, national, and international level in a positive, proactive manner. She currently is working on marketing and product development. Goals include assessing the industry and bringing together numerous local groups and associations. She reviowed and distributed goals established in the marketing plan. A Staff Assistant position has been budgeted. Interns also are being hired. Next year's strategy includes product development, marketing, establishing a realistic plan, developing brochures, and seeing what holes the City can fill. Marketing elements will focus on consumers rather than the trades. Events will be advertised and literature developed. The department will continue to work with "Superior Small Lodging." She noted the importance of keeping up to date lodging information. She is building a photo library and working toward increased electronic communication. Ms. Sherry is finding Public Relations opportunities and developing special marketing programs. Preliminary press kits were prepared for the Atlanta Olympics. It was noted extra dollars need to be budgeted next year for the Nagano Olympics as that will be an opportunity to advertise Clearwater. It was questioned if private sector sponsors have committed funds to the Nagano Olympics effort. Ms. Sherry said the project is getting great community support. The new hospitality program is training lodging, transportation, etc., providers, highlighting the need for good tourism services and focusing on the impact each person has on tourism. The City is taking a leadership role, working with both chambers of commerce, recognizing the importance of maintaining standards of quality. Discussion regarding methods of evaluation and how to address properties receiving constant complaints is taking place. This year's budget includes $150,000 for promotion and $75,000 for advertising. In answer to a question, the City Manager said the Special Events Coordinator will work with community and tourism interests. Ms. Sherry said groups are brainstorming regarding new special events, focusing on more cultural activities. The City Manager said all Special Events will consider public safety. Organizational & Employee Development Organizational & Employee Development Director Pam Skyrme said the department is charged with coordinating all organizational change efforts and employee development in the City, developing greater organizational competence, enhancing the quality of work life, and improving organizational effectiveness. The department will focus on individual employee growth through tuition reimbursement, literacy and GED classes, after hours and outside training opportunities, and computer training. Group processes include classes on change, diversity, etc., consultation to departments, work shops between departments, and support for self-directed work teams. Organization development includes employee orientation, a satisfaction survey, and efforts to improve the performance appraisal system for SAMP employees. Staff is working to streamline processes. They also provide training regarding the City's drug and alcohol policy, violence in the workplace, and strategic planning. Staff is helping several departments with reengineering efforts. mwssp07a.96 4 07/22/96 The department is heavily involved in the Human Resources processes. Goals include doubling the number of interventions, developing a measurement process to determine the department's effectiveness, capturing training costs, and using the computer to capture information regarding employees' skills and abilities. The department's staff of three is from Human Resources and brought some of those functions with them. In answer to a question, Ms. Skyrme said $80,000 is budgeted for outside consultants including interventions and the purchase of films and training materials. The Commission recessed from 10:38 to 10:52 a.m. Solid Waste/Recycling Solid Waste Director Bob Brumback said his department intends to continue offering a full service program with rates as low as possible. A 10% reserve has been built to deal with storms, etc. Staff has kept recycling rates down and is pursuing joint markets with local municipalities. The department has bid to serve other municipalities. The department is pursuing a full service solid waste operation and projects a 6.6% revenue shortfall for this year that will be addressed by a rate study. The department plans to purchase two additional roll off trucks and hire drivers as needed. He said the budget is austere, frugal, and supports City goals through neighborhood enhancement teams, participation in clean ups, and dumpster screening programs. The department plans to improve their service as technology permits. Weight based commercial and residential collection and computerized routing are being considered. The department is serving 150 recycling customers in enclaves. They have not tried to do solid waste collection as that would take away an incentive to annex. A dump fee increase is scheduled for FY 1997198. The last rate increase occurred 6 or 7 years ago. The City Manager said the review will look at different technology and overall policy issues. Families with two containers or recycling bins pay for the container or purchase the bin. Concern was expressed recycling revenues do not cover recycling costs. Mr. Brumback said that program is mandated by the State. Revenues are from the sale of recycled materials. The City Manager said adjustments to the budget may need to be made based on the Commission's upcoming decision regarding roll off container service. Mr. Brumback indicated next year's budget includes two more roll off trucks and additional roll off containers. Finance Finance Director Margie Simmons said the Finance Department supports the City's three main goals. Finance has four programs: 1) Finance; 2) Purchasing; 3) Utility Customer Service; and 4) Risk Management. Finance is part of the General Fund. The other programs are internal services. Department goals include converting to the PeopleSoft payroll/human resource system without delaying payroll processing, completing reports in a timely manner, installing ATM machines at the Harborview Center and Marina, and expanding credit card acceptance for non-traditional City services for improved t mwssp07a.96 5 07/22/96 customer service. Temporary and overtime help will be needed to install the new payroll system. Ms. Simmons said Purchasing works to control costs and acquire the best prices in their purchase of $25-million worth of goods and services each year. Goals of the Internal Service Fund include assisting departments with automated requisitions and increased contact with local vendors. In response to a question, she said depending on price, Purchasing buys goods through the State pool or directly from vendors. It was noted local vendors benefit the City, The City Manager said staff is reviewing that issue and may be able to break down some bids so local vendors can participate. Ms. Simmons said businesses are contacted from a bidder's list based on information sent out after occupational licenses are renewed. Utility Customer Service reads meters and produces 45,000 bills monthly. They billed $65-million this year. Their goals include revising their procedures' manual, improving customer service, etc. A RFP (Request for Proposals) for a new utility billing system has been distributed. With the expansion of CGS (Clearwater Gas System) to Pasco County, the budget includes an additional $26,000 to read the additional meters. Staff is looking to outsource that work in Pasco County. Asking customers to phone in their meter readings also is being considered. Risk Management works to reduce loss and manages claims against the City. This year's goals relate to administrative needs. They met this year's goal to implement a managed care medical program for employees suffering job-connected injuries. The program was complimented for their staff and for saving 1 % in expenditures when revenues did not increase. It was noted the Finance Department project scheduled for FY 1997198. Concern systems is less than an automobile. has a new computer system as a capital was expressed the average life of computer Human Resources Human Resources Director Mike Laursen said his department is responsible for City personnel functions and is guided by the City Charter, civil service rules, and union contracts. The department, with 12 permanent FTEs and 3 part-time interns, includes three major divisions: 1) testing; 2) retention; and 3) relations. Their budget projects a 4% increase including an increase in travel. He expected overtime and contractual expenses for payroll software installation. In the past year, the department was involved with collective bargaining, pension plan implementation, reengineering projects, and focus group meetings regarding the disciplinary process. The reengineering program has received positive feedback. A key goal is to increase staff cultural diversity. Concern was expressed citizens may have difficulty understanding staff who speak English poorly. He said immigrants must be in this country legally to be hired. Concern was expressed the budget was not impacted by transferring two people. Ms. Wilson: said the adjusted budget includes those changes. mwssp07a.96 6 07/22/96 Police Department Police Chief Sid Klein said the City's top issue is Public Safety. He reported FY 1996197 is the third and final year of the Federal COPS grant which must be used for deployment. The City provides $50,000 in matching funds from the General Fund. He said the 6 new officers average $35,000 each. In answer to a question, Chief Klein said staff tries to take advantage of grants flowing from Washington D.C. The Federal government renews grants but the City must pay for equipment costs. Chief Klein reported construction of the homeless shelter is scheduled to begin in the Fall. In response to a question, he said new grants do not fund old, expiring ones. Most communities have committed to continue positions begun under grants. The AmeriCorps (Project NUCOPS) grant will continue placing 20-25 participants in the Community Policing Neighborhoods throughout the City. Program accomplishments include: 1) working with CRT on code violation clean-up projects in target neighborhoods; 2) surveying more than 3,100 properties for CRT's Address Numbering Project; 3) forming partnership with CNHS (Clearwater Neighborhood Housing Services), Upper Pinellas Ministerial Alliance, and CRT to repair, paint, and landscape 23 Vine Avenue houses; and 4) construction of Foundation Village Neighborhood Resource Center Playground. The $242,000 Federal Local Law Enforcement Block Grant will fund an additional 5 PSTs (Police Service Technicians) and 1 civilian PST Supervisor. The one-year grant requires $25,000 matching funds from the General Fund. These PSTs will staff the Beach Substation's front desk and assist in accident investigation. The supervisor will oversee other PSTs at City Hall. Municipal Services Building, Library, and accident investigations. All grants must be used for newly created positions. A goal is to establish a baseline of citizen perception of public safety downtown by April 1997. No changes were made to the Criminal Investigations Division. Changes to the Patrol Division include an increase of 1.4 FTE School Crossing Guards based on Traffic Engineering recommendations. The City receives a percentage of traffic ticket fines to fund this program. It was requested staff request the Pinellas County School Board assist with funding School Crossing Guard positions. He reported every local law enforcement agency pays for School Crossing Guard positions in their jurisdiction. Chief Klein will report on the level of private and parochial school reimbursement for this service. In answer to a question, Chief Klein said a multi-year grant covering 1 Sergeant and 4 Officers in South Greenwood recently expired and is now funded by the General Fund. The Police Department is working with Economic Development Director Alan Ferri to establish a permanent Police substation there. Personal services also include 5 PSTs serving City Hall, the Municipal Services Building, and Main Library. Capital costs covered uniforms, equipment, etc., necessary to outfit officers in the COPS Universal Grant. Goals include: 1) finalizing plans regarding permanent relocation of beach substation and 2) implementing operational plan at Countryside Recreation Center. Contractual maintenance services for Support Services Division include: 1) $318,204 - computers; 2) mwssp07a.96 7 07/22/96 $4,140 - Dictaphone dictation; 3) $9,600 - building security system; 4) $750 - photo ID system; and 5) $4,000 - additional PSI computers. Goals include: 1) establishing a baseline for incident report completion by September 30, 1997 and 2) reducing support staff and an increase of 4 Patrol Officers in FY 1996197 resulting in increase of 4 positions in operational units. Chief Klein said if the new technology works, the department can reduce support staff, decrease the time it takes for the Public and Police Department to receive information, and return officers to patrol. The Communications Division supports the new technology and their budget includes 1) $19,800 - 9 portable radios/accessories and 9 radios; 2) $7,700 - 7 undercover in-car radios; 3) $14,250 - 5 encrypted portable radios; 4) $5,000 - computer magniview computer video projector; 5) $10,000 - CD ROM Juke Box; and 6) $5,000 - UNIX/DOS integration software. The division's goal is to enhance City-wide patrol deployment by developing a redistricting plan by September 30, 1997, within approved budget and staffing levels. Currently the City has 3 districts. The plan will consider how officers are deployed throughout the City. The goal is for maximum coverage in correct locations during peak hours. Chief Klein referred to a graph indicating the City had 214 Police Officers in 1986 and 242 Police Officers funded by the General Fund plus 12 Police Officers funded by grants in 1996. He said the increase in officers is based on grants and City Commission commitment to continue positions once grant expired. He reported citizen satisfaction surveys have been very positive. Interest in receiving crime statistics for other Florida cities was expressed. Central Permitting Central Permitting Supervisor Kevin Garriott said this year's budget is similar to last year's. The department administers City codes, provides permitting services, inspects construction projects, collects occupational license fees, addresses unsafe housing, etc. Department goals emphasize customer service. The budget includes $10,000 for a historical survey. Referring to a requested zoning study for the Bayview area, it was questioned why the City should fund it as the majority of land South of Gulf-to-Bay Boulevard is in Pinellas County. Staff will provide additional information regarding this issue. The City Manager said Central Permitting staff has worked to establish design standards for Clearwater beach, North Greenwood, and Harbor Oaks, and prepare a CRA redevelopment plan for Clearwater beach. The department will present an evaluation appraisal of the City's comprehensive plan to the City Commission in September 1996. Central Permitting is working to be more user friendly by identifying which concerns regarding "red tape" are perceptions rather than reality. Inspectors work in self-directed, self-managed work teams and set their standards. Mr. Garriott indicated licensing renewals provide the City $1-million in revenue annually. In response to a question, he said the department has accomplished a great deal toward cross training building inspectors. Most inspectors now have at least 2 mwssp07a.96 8 07/22/96 certifications. Concern was expressed regarding complaints that inspectors may not get out as frequently as the public wants. Mr. Garriott said some problems occurred during their move from the City Annex to the Municipal Services Building. Inspections are made the day after a request is phoned in. Two staff members work solely on complaints. The City Manager noted staff is addressing contractor complaints regarding the hodgepodge of Land Development Codes in Pinellas County. Mr. Garriott said all inspectors are City employees and State certified. The City Manager said the City had contracted employees for 1 or 2 years during development booms. The Commission recessed from 1212 to 4.10 p.m. Parks & Recreation Parks & Recreation Department Director Ream Wilson said his department's goals are tied to those of the City. He estimated the economic impact of Parks & Recreation events on Tourism and Economic Development is approximately $4.1-million for 10 months. The department is bolstering their Special Events component. Their contribution to Tourism is beautifying the City by planting palm trees on Gulf-to-Bay Boulevard and trees throughout the City. To address Public Safety, Parks & Recreation is trying to eliminate potential hiding places in park facilities. The Recreation Division has continued the at risk youth programs. As customer service is important, the department is trying to improve response time to complaints and distribute a customer service satisfaction survey. Staff also is working to eliminate red tape for Special Event applications. "wpb Mr. Wilson said the Parks & Recreation budget is increased less than 2% and includes staff for Lake Chautauqua Park and volunteers. Additional maintenance will be required for projects under construction. Funding for lighting Sand Key Bridge is included. The budget includes a net increase of 1 FTE. The department is privatizing some spray. operations. Mr. Wilson distributed information regarding the Long Center including a 7-year projection. The City's annual contribution increases until FY 1998/99, remains level until FY2001 {02, and then begins to decrease. He noted the Center will have to depend on significant endowment contributions to the operation. The Long Center's budget includes a charge of $308,464 in FY 1995196 and $308,470 in FY 1996197 for "Rental Buildings." The FY 1995196 Rental Buildings' budget includes: 1) $203,240 - base rental fee; 2) $34,042 - phase III enhancements; 3) $17,010 - rental office space; and 4) $54,172 - sinking fund. The FY 1996197 Rental Buildings' budget lists: 1) $278,101 - base rental fee; 2) $0 - phase III enhancements; 3) $17,010 - rental office space; and 4) $13,359 - sinking fund. He said a drawback of this change in allocation means the City is contributing less to the repair and replacement fund. If something goes wrong or the Center needs a major repair, they will approach the City Commission for funds. The City's contribution also funds personnel. In response to concerns regarding program cut backs, Mr. Ream distributed a list of programs managed by the Parks & Recreation Department and those proposed to be managed by another entity when some staff is transferred from the Long Center to the mwssp07a.96 9 07/22/96 Countryside Community Center, which needs a staff of 7. As the City Commission had directed the Parks & Recreation Department to operate within the current budget, the department had planned to transfer 2.5 FTEs from the Long Center. Funding for the therapeutics program was cut but will not hurt the Long Center. Transfer of the other position required terminating programs that require a staff member to register participants in the lobby. The Long Center had said they would take over the registration but several weeks ago indicated they wanted to manage the Center and not become involved in programming. The city of Safety Harbor is not equipped to take over these programs. Mr. Wilson said Aqua Slim Aquatic and Water Toning Exercise classes and morning and evening Learn to Swim classes anticipate revenues of $13,560. If a $20,930 full-time leader to supervise these classes was hired, the net cost to the City for offering these classes would be approximately $7,370. Staff would work to minimize the gap between revenues and expenditures. Concern was expressed about the issue of stretching Parks & Recreation staff by adding programs without funding adequate staff. In answer to a question, Mr. Wilson said 75% of the gross revenue from classes is paid to the instructor who is totally independent. He said the programming is very popular. The City Commission will discuss this issue further at their July 26, 1996, Special Work Session. Mr. Wilson reported the Special Events Coordinator being added has a cost center of $64,000. Funding comes, in part, from a reduction in portalets. The department attracts a large number of volunteers but could do much better. The new position will sign up volunteers to assist with Special Events. A revised development schedule for Lake Chautauqua Park was distributed indicating construction will begin in January 1997 and the park will open June 1, 1997. The proposed time table was forwarded to the State. The budget includes a half year funding for 1 FTE. Mr. Wilson distributed information regarding Ervin's All American Youth Club, Inc. In 1997, the budget includes $117,337 for a City grant and 520,910 for a City in-kind donation. He noted the City's agreement with the club includes City responsibility for $101,300 toward club activities, $8,910 for the center's building maintenance and pest control services and a "matching grant program" up to a maximum City contribution of $16,037 through FY 1997198. The club first must raise $8,925 in private sector donations. At that point, the City would match additional contributions up to a maximum City contribution of $16,037. The club received $126,247 by agreement in FY 1995196 and is requesting $126,607 in FY 1996197. Staff recommends funding $19,070 for operating funds and a 3rd quarter special development code of $107,540, totaling $126,610. The City Commission must approve funding for the club each year. In answer to questions, Mr. Wilson said the City Commission committed to providing matching grants for 3 years and that the club has lived up to their part of the agreement. The Parks & Recreation budget does not include funds for this project and recommends using funds from the Special Development funds in the 3rd quarter. Parks & Recreation Assistant Director Art Kader said the club historically has approached the City mwssp07a.96 10 07/22/96 at various times during the year requesting additional assistance. This method was approved so the City Commission would be aware of the club's pending request. A request for a copy of the agreement was made. Mr. Kader said the structure of the matching fund contribution was developed to make the club more dependent on the community. In response to a question. Mr. Wilson said the club accepts all children but most participants are City residents. Mr. Wilson said SPJC (St. Petersburg Junior College) has indicated they no longer will be able to maintain the baseball/soccer fields facility as they have in the past. He did not have enough information regarding this issue to make a recommendation. He expressed concern the site was once a dump and said reports indicate major problems with the concession stand building. He will bring this up as a separate issue when he receives additional information. Mr. Wilson said $575,000 ($75,000 for design, etc., and $500,000 for construction) has been budgeted for a beach swimming pool. An RFP will be issued. He estimated construction will begin in Spring or Summer 1997 and the pool will open the following year. The pool will not be heated and will open from May through October. Staff will report on the City's pools next year. In response to a question, he said the City Commission had made a $300,000 commitment to replace a small, little used pool that was removed to build Pier 60 Park. Mr. Wilson said the pool would be designed to meet the training needs of children who swim competitively combined with water park amenities. It was questioned if a beach pool is necessary. It was noted most City pools are in East Clearwater. Mr. Wilson estimated the beach pool's operating budget would be i $73,000 annually with $12,000 in start-up costs. A larger facility would require a $105,000 operating budget as more staff would be needed. In answer to a question, he noted the Countryside Recreation Center does not have a swimming pool. It was felt a beach pool may be justified if it is a tourist attraction and not just a facility for residential use. It was noted the pool's impact on tourism would be hard to measure. Harborview Center GFS ;Globe Facility Services, Inc.) General Manager Barry Strafacci introduced GFS Director of Finance David Ransdell. Mr. Strafacci said GFS has tried to analyze the type of business the Harborview Center will be attracting and felt good about their projections. He said they have reduced their projections by half but believe the Harborview Center will have a positive cash flow. Scheduling is a little behind where they would like to be. He said despite concerns, selling the first floor has taken off beyond expectations. More than 80 events with contracts have been issued along with many events with food and beverage service. He suggested more than 200 events will take place next year. He noted projected revenue from SteinMart does not include maintenance costs. All maintenance contracts kick in next year and are included in the budget. He reported Pickles Plus might move in by October 1996. Access to SteinMart from the Harborview Center facility will be provided during all scheduled activities. Mr. Strafacci said GFS is managing the facility with a staff of 5 instead of the 12 originally planned. Certain positions are part-time or by contract. Additional help was mwssp07a.96 11 07/22/96 hired for reception duties. An additional 1/2 person has been hired in accounting. GFS is increasing marketing efforts of the Center in the area with 2 full-time positions. He said the budget does not reflect next year's CVB (Convention and Visitor's Bureau) contribution. If the contribution is not provided, GFS will cut back on national sales efforts and trade shows. This year's CVB grant was for long term bookings. In answer to a question, Mr. Strafacci said GFS used CVB's $91,000 grant to design a brochure, sales kit, and advertisement. Copies will be provided the City Commission. GFS is accompanying CVB to a trade show. He requested City Commissioners distribute Harborview Center brochures at conferences they attend. In answer to a question, Ms. Wilson said the Harborview Center's only interfund charge is for telephone and insurance. Mr. Strafacci said the budget does not reflect GFS' cost of handling Parks & Recreation programs which he estimated to be between $40,000 and $50,000. It was stated those programs do not cause a loss of revenue as booked activities take precedence. The City Manager said GFS is credited for Parks & Recreation programs. it was questioned if bridge should be scheduled for the Harborview Center if it is necessary to air-condition the entire building for that one program. Mr.,Strafacci said staff has little control over adjusting the building's air-conditioning system. Participants in ballroom dancing pay a Parks & Recreation fee that is placed in a Harborview Center fund. Staff will provide the City Commission with the cost of running Parks & Recreation programs in the Harborview Center. Mr. Strafacci said Parks & Recreation programs were moved out of the facility only 1 or 2 times. „t5F In response to a question, Mr. Strafacci said the $115,000 rental income from SteinMart is a credit. It was requested the budget include the building's cost. The City Manager said staff will make that a budget highlight. In answer to a question regarding the CVB's $91,000 contribution, Mr. Strafacci said the brochures are used locally, not at trade shows, and have limited uses. GFS will review the materials. In response to a question, Mr. Strafacci said other financing sources identify a subsidy from the City. In response to a request, Mr. Strafacci said the Parks & Recreation Department approached them regarding the Special Olympics as a place was needed to feed the participants and hold several events. The Special Olympics organizers raised $1,200 and requested a catering exemption. Two receptions were held using GFS' caterer at a reduced rate. He said the event occurred during July, the weakest month, and indicated the event could be planned again. Economic Development Economic Director Alan Ferri said the Economic Development Department's operational budget is down 40/a: The department has 8 FTE, down from 11 FTE three years ago. He said the economic loan program is operational and assisted 16 businesses with expansion or start up costs of $180,000, mostly from CDBG (Community Development Block Grant) funding. The business created 53 new jobs with a payroll of $1.4-million and increased tax rolls by $900,000 in assessed values. The department has ka) mwssp07a.96 12 07/22/96 been successful at leveraging private investment. In answer to a question, the City Manager said the City's membership in the Tampa Bay Partnership should be non- departmental and no longer charged to Economic Development. In answer to a question, the City Manager said Leadership Clearwater is an in-house program modeled on Leadership Pinellas where participants are exposed to all City departments and employees are developed as a resource. She said 57 applicants applied for the initial 12 positions. Participants agree to commit equal amounts of personal time to become involved in projects. It was suggested the program should be open to the public who want to know more about the City. In response to a question, Mr. Ferri said his department has processed 16 loans. Continuation of the program is partly dependent on Congressional actions. Library Library Director Arlita Hallam said Clearwater Library is rated as one of the top 50 libraries in the United States in cities with populations greater than 100,000. Circulation is increasing with the highest growth in Countryside. She stated 23% of circulation is cooperative usage. The cooperative reimburses the City for use levels. Revenue from residents of Belleair and others not in the cooperative totals $15,000. The State also provides funding for the cooperative. She said 18% of the Library's income comes from non-resident sources. The cooperative is budgeting for a circulation pool of funds that will increase Clearwater's funding. Ms. Hallam reported a Division Manager position was eliminated and a' circulation staff person was added at Countryside. She recommended continued membership in the cooperative, feeling it has been very successful. She said improvements include frame relay telephone access, fire wails, and improved access to the internet where the City has one of the best library home pages. Information tracking, an on-line periodical service, has been installed. The City Manager agreed technology to access information is so important she authorized an additional 20 hours a week to get the entire City up to speed on the internet issue. Ms. Hallam said the Library met or exceeded all goals for FY 1996/97. This year the Library is publicizing on-line services to local businesses. A tourism goal is to provide an on-line community calendar of City events. Adult and children programming is being provided. Staff is teaching people how to use the internet. The Library also is circulating a collection of CD ROMs and increased the number of programs offered to schools. Staff has found it more effective to visit schools than having school groups visit the Library. Staff also is improving data bases. Next year's budget includes an overall increase of 5% although expenses are flat. The biggest increase is due to internal costs. She indicated revenues have increased. In response to a question, she said she was comfortable with the level of cooperative funding and felt membership was worthwhile. She hoped the City would receive reimbursement for research use in the future. mwssp07a.96 13 07/22196 °?.. In reference'to the bill passed regarding overdue material, Ms. Hallam said she met with Pinellas County and the Sheriff. Clearwater offered to work out procedures. When something is overdue, the patron is notified. If notification is ignored, the patron Will be required to appear in court. If the patron does not pay the court fine or show up for court, ' the patron will be arrested for theft of Library materials. Lost materials currently cost the Library $180,000 annually. In answer to a question, Ms. Hallam did not think it worthwhile for the City to have its name on library cards as Largo has been doing. She . noted all libraries are listed on the back of cooperative cards. The cards now can be used in Pasco and Hillsborough counties. Adjournment t[; The meeting adjourned at 2:59 p.m. i mwssp07a.96 .14 07/22/96 4 ., EEE .'S •$i ,.< L'i'.. ii s. 4•.•?<', h., ,, _e,4l..lt?E.z?y . [' %` - {. ,- It. 'Y?:.