11/18/1996 (2)
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WORKSESSION,
,.:', City CommissionWorksession Minutes',
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CITY COMMISSION WORK SESSION
CITY OF CLEARWATER
November 18, 1996
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/Commissloner
Vice-Mayor ICommissioner
Commissioner
Commissioner
Commissioner - arrived 9:03 a.m.
City Manager
Deputy City Manager
Assistant City Manager
City Attorney
City Clerk
Board Reporter
The meeting was called to order at 9:00 a.m. at City Hall.
Service Awards
Nine service awards were presented to City employees.
()
James M. Lewin, Sr., Clearwater Gas System, was presented the November 1996
Employee of the Month award. '
FN FINANCE
F'ension Plan Investment Philosoohv
Bill Badger, of Callan Associates, said no investment is riskless. He said Pension
investments have done well during the current nbull market" and should provide a
reasonable rate of return over the long term. As of September 30, 1996, the fund was
valued at $294-million. The Investment Committee consists of: 1} Betty 'Deptula, City
Manager; 2) Margie Simmons, Finance Director; 3) John Scott, Assistant Finance Director;
4} Jay Ravins, Finance Controller; 5) Leo Schroder, Risk Manager; and 6} Steve Moskun,
Cash & Investments Manager. The Investment Committee makes day to day decisions
and recommends actions to the Board of Trustees on a quarterly basis. The Pension
Fund's asset allocation is: 1) 57% domestic equity; 2) 30% fixed income; 3) 8% GICs
(Guaranteed Investment Contracts); and 4) 5% cash. He noted other governments have
more diverse assets.
The City recently reduced its equity exposure which is divided among Investment
Managers: 1) Aeltus Investment Management - Hartford, CT - Large Cap Growth Manager -
hired June 1982 - $60.8-million; 2) Ark Asset Management - New York City - Large Cap
Value Manager - hired October 1996 - $0; 3) Denver Investment Advisors - Denver, CO ~
Mid Cap Manager M hired June 1982 - $64.5-million; and 4) Hanson Investment
Management - San Francisco - hired December 1990 - $46.6-million. Fixed Income is
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11/18/96
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divided among Investmont Managers: 1) Eickhoff, Pieper &. Willoughby - Now York City -
Core Fixed Income Manager - hired December 1991 - $59.5-million; 2) Shields/Alliance
Asset Management. Tampa - Fixed Income & GIC Manager - hired 1982 - $59.5-million;
and 3) City of Clearwater pooled cash - $3-million. Using a range of managers allows a
predictable rate of return. Characteristics of the fundts investment advisors: 1) Callan
Associates, Inc. - performance measurement, investment manager search, and education -
$325-billion of assets for 275 public, corporate, endowment, foundation, and union clients
and 2) Eickhoff, Pieper &. Willoughby. investment manager and general consultant. The
Pension Fundts annualized performance is doing well and was ranked first in the universe
of public funds during third quarter 1996. Since December 1987, tho fund ranks nine out
of one-hundred.
Mr. Badger reviewed current restrictions on Pension Fund investments: 1} maximum
equity allocation at book value is 50%; 2) fixed income issues restricted to AA or better;
and 3) no more than 3% of Pension fund assets may be invested in common stock of any
one issuing company. He recommended changes: 1) increase maximum equity allocation
to 65% because staff often must carry out the expensive task of rebalancing as the equity
, market increases faster than the fixed-income market. Higher returns are available with
lower required contributions; 2) restrict fixed income issues to Investment Grade to
conform to the industry standard; and 3) increase the maximum company allocation to 5 %
in anyone company to conform to the industry standard. A 3 % level is difficult to
measure.
In response to a question, Mr. Badger said the $2.7-million difference in the cash
equivalent was due to reducing money in the fixed income sector before September 30,
1996. to reduce equity exposure. He said Aeltus does well and the City has contracted
with them for a long time. The City Manager said changing restrictions contained in the
Ordinance may require referendum approval. The City Attorney said staff will research the
flexibility of the Ordinance. Deputy City Manager Kathy Rice said changes should allow
flexibility without requiring future ordinance changes. The fund currently has no real
estate investments. Mr. Badger agreed foreign investments may be prudent. 'In response
to a question, he said the fund is well positioned when compared to actuarial assumptions.
In response to a question, Mr. Badger said based on the past year, reducing credit
rating requirements to Industrial Grade (BB) from AA would have resulted in a 1 % increase
in fixed income. He said risk equals reward. To handle fixed income investments, the City
has contracted well-regarded firms that know what they are doing. None of the fund's
investments is for other municipalities. In response to a question, Ms. Rice said the fund is
well positioned. If the Pension program stopped today, the fund has enough assets to
cover 40 years.
In response to a question, John Willoughby, of Eickhoff, Pieper & Willoughby, said
the fund's investment philosophy has changed over the years. Equity exposure has been
increased. Different managers have handled the investments. No dramatic shifts have
occurred since 1982. The markets have experienced good returns since 1987. The City
Manager reported the Investment Committee had recommended the Commission approve
mws11 b.96
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11/1 8/96
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the changes proposed by Mr. Badger. If a referendum Is necessary, the changes should
address future investment needs.
Consensus was for staff to review steps necessary to change the investment
policy. The City Manager said a great deal of public input will be solicited. It was felt the
City should not abandon a conservative investment strategy. The City Manager said staff
recommends flexibility to allow timely reactions when needed.
Public Hearino - Res. #96.71 - authorizing olacement of liens on orooerties for unoaid
utilitv bills
All subject utility accounts are delinquent for more than $100 and more than 90
days. Utility Customer Service has notified all subject owners of their indebtedness. The
City Clerk Department has notified all subject owners pursuant to Chapter 32, Section
32.072 of City Code. ,The Finance Director and Utility Customer Service Manager
recommend filing of liens.
In response to a question, Assistant Director of Finance/Utility Customer Service
John Scott said the Clearwater Jaycees hold meetings in their Sunset Point Road building.
The utility account is delinquent and water service to this property has been disconnected.
In response to a question, Mr. Scott said Utility Customer Service can provide customers
a list of social service agencies that provide financial assistance. The "We Caret! fund
operates through the City's utility system.
GS GENERAL SERVICES
Purchase of fuel from Vovaoer Fleet SYstems, Inc., Houston, TX, for the period 12/01/96-
11/30/97, with 1 year option to renew, at an estimated annual $500,000
The City currently purchases fuel though Wright Express, which did not respond to
this year.s bid solicitation. The City's solicitation to outsource City fuel requirements
attracted bids from 3 vendors. Voyager Fleet Systems' bid provides 38 service locations
in Clearwater and 224 locations in the Tampa Bay area. Voyager Fleet System.s bid is
based upon the posted per gallon price with no additional service charges..
Acting General Services Director Fred Belzel said this contract is less expensive
than the current one. The City will pay pump price with no surcharge. Staff will download
tapes supplied by Voyager to City computers to track billing, individual usage, etc. City
fuel farms mainly dispense diesel fuel and are convenient only for emergency operations
and for City cars operating nearby. In response to,s question, Mr. Belzel said it is more
economical to outsource this need as commuting to City fuel facilities wastes time and
energy.
Contract for reolacement of 8ir~conditioning eauioment at Citv Hall to Suoerior Mechanical
Svstems, Inc., Clearwater, FL, for $204,900 '
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1M INFORMATION MANAGEMENT
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In October 1996, bids were solicited to replace the air"conditioning equipment and
associated electrical, piping, and duct connections to provide an operating HV AC system
at City Hall. Installation will include a 1 OO-ton dual-circuit chiller, 2 air handling units, 2
circulating pumps, an electrical load centor, and 'all components and controls required to
operate the new equipment. Installation will not include changes to the duct system or
controls in any portion of the building except the penthouse. The new equipment is
intended to provide a 3 to 5 year fix of the existing system. If the Commission decides to
extend the building's life beyond 3 to 5 years and a new air distribution and control system
is designed and installed, the new air handlers may require modification.
According to Engineer James Jerkins' November 14, 1996, memorandum, the low
bidder. tnter-Bay Services. inc., had indicated they cannot obtain the equipment specified
in their bid within the required time frame. They could not meet their $1 71 ,810 bid if they
substituted equipment. Staff contacted the next low bidder, Superior Mechanical System,
which indicated they can meet the scope of the original specifications but will substitute
Trane equipment for the Carrier equipment they bid. Staff recommends the City
Commission approve Superior Mechanical Systems' bid of $204,900.
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The City Manager said equipment must be ordered soon. Mr. Belze! said Carrier and
Trane equipment meet City specifications. Inter-Bay Services could not obtain the
equipment they had specified in their bid until March 1997. Building & Maintenance
Superintendent Jim Wood said Inter-Bay Services had estimated equipment substitutions
would cost about $31,000, but refused to sign a contract stating they would meet the
time frame, at the higher rate.
In response to a question. Acting City Man,ager Bill Baird said the total cost of the
City Hall project has not been determined. The City Hall air-conditioning system is failing
and temporary repairs are difficult. Replacement requires substantial lead time to order
equipment and schedule a crane. He estimated the City Hall project win cost $600,000.
Concern was expressed that other City construction projects sho~ld be completed before
proceeding with this project. The City Manager said staff will request Owner1s
Representatives for the other projects. The vital need for City Hall air.conditioning was
noted. The City Manager said she would recommend hiring Owner.s Representatives even
if the City Hall project was not necessary.
Technoloav Dav Uodate
The first Technology Day occurred in April 1995. Assistant Director of Information
Management Laura Crook said al/ projects are within budget: 1) PeopleSoft 3-year phase-in
schedule; 2) Enterprise Network complete in Municipal Services Building; 3) Tidemark
being implemented in Central Permitting; 4) Utilities Department AXP computer and laser
printers installed; 5) information kiosk operational at Clearwater Mall (3 more planned); and
6) fiber optics between City Hall and Municipal Services Building installed. Ms. Crook
reviewed the benefits of the new technology, network, and Microsoft Suite software. All
Municipal Services Building computers can access financial system spreadsheets to
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streamline budget documentation. An average of 886 E-Mail messages is sent daily. The
Internet provides access to State contracts, technical forms, the Code of Ordinances, and
permits communication without long distance telephone expenses. Proposed projects
include a City Hall Network, fiber optic connections, a utility bill inserter, a General
Services System, Centralized Record Imaging, and Enterprise Network Phase II. An
outsourcing study of utility billing is being completed. The General Services System and
Centralized Record Imaging may be po~tponed.
Information Management' Director' Jeff Harper said new technologies have permitted
realignment of the City's work force. Fourteen clerical positions were eliminated and 14
mission oriented positions were created. IS (Information Services) positions have
decreased from 20.8 FTE, serving 80 computer users in 1987, to the current 14 FTE who
serve more than 700 users, 5 operating systems, and 5 databases. In FY (fiscal year)
1997/98, IS will request 2 additional networking positions for new projects.
Mr. Harper said vendors upgrade software at least once a year, and after several
upgrades, no longer support the older software. New software often does not function on
older computers. Periodic software and hardware upgrades are required. He reviewed
options: 1) establish a replacement fund; 2) establish a Capital improvement project; or 3)
freeze technology at current level, allowing no upgrades: It was noted the last option
would result'in major expenses when equipment is finally upgraded.
Graphics Communications Manager Barbara Metzger said purchase of a color copier
with interface and a graphic production system is proposed for FY 1996/97. The interface
would reduce paper use while providing high quality output. The graphics production
system would be integrated. She recommended replacing the current system which has
limited memory, etc., with a stand alone Macintos~ operating system linked to the copier
that will be connected to the Enterprise Network. Staff will be able to respond quickly to
demands, controlling turn around times and in-house costs. Staff will work hand in hand
with the City.s advertising agency. She reported a study indicated outsourcing color
copies would have cost an additional $1 5,000 last year.
Telecommunications Supervisor Kelly Legg said the PBX and telephones for the
Municipal Services Build,ing, Police Department Headquarters, and City Hall have been
purchased. The remaining tltantl telephones are obsolete, difficult to repair, and will be
replaced. The system.s automated attendants and 24 hour a day voice mail reduce staff
requirements to answer telephones. She said having a full-time telecommunications
manager saved the City $221,000 in GTE charges. In the next fiscal year, she estimated
589 telephones will be added to the system including City Hall, Police Headquarters, and
outlying buildings. She said another position is needed to manage City telephones.
Jeff Harper reviewed the City's invostment in C-View TV. Programming capability
has been increased and a newly installed satellite receiver can pick up training programs.
He said the new Municipal Services Building facilities and studios are convenient and
reduce production time. A City Talk show has been added to the schedule and new shows
regarding the Fire Department and Information Management are planned. The automatic
playback system contacts staff at home when problems occur. Future plans include close
mws11 b.96
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11/1 8/96
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Deputy Police Chief Williams said upgrades to the 800 MHz system include
replacing obsolete hardware with new console equipment. He reviewed the City's
Interlocal agreement with the County regarding the GIS and the grants that funded
implementing City data entry into the GIS. GIS information will be used to analyze criminal
activities. The Deputy Police Chief said the new technology has improved the use of
personnel, allows a more efficient response to police calls, reduces dependence on paper
reports, eliminates duplicate data entry and storage, allows for faster information sharing,
issues automated tickets with increased per ticket revenue, increases the efficiency of
Police Officers in the field, provides improved follow-up to criminal cases, and has resulted
in improved customer service. The system is designed to grow with the City.
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captioning and upgrading equipment in Commission Chambers using Time Warner and GTE
grants. Concern was expressed that C-View hurricane warnings should alert non-English
speaking persons. Mr. Harper said C-View broadcasts the County's station during
emergencies. He suggested foreign language messages could be aired on C-View's
Bulletin Board before switching to the County.
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Police Chief Sid Klein said much of ,the technology presented at the Spring 1995
Technology Day will be implemented soon. In the past two years, the Police Department
has installed a new Police Computer System, enhanced the 800 MHz Radio System, and
began work on the GIS (Geographic Information System) with Pinellas County. Future
expenses include approximately $84,000 for annual GIS maintenance and staffing during
years 2 and 3, installation of a fiber optic link to the radio tower site, and computer
replacements and upgrades.
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Deputy Police Chief Dewey Williams said new Police Department technology
includes Computer Aided Dispatch, records management, mobile computers, office
automation, automated parking tickets, and AVL (automatic vehicle locators). Training for
the new Communications Center system in the Police Headquarters building is in process.
The system will be operational when the department relocates to the building. The new
Records Management program will be operational in mid-199 7. The mobile computers
have been delivered and are being installed. He said field reporting software is late and
will be on-line in January. The enterprise network will be operational in the new
headquarters. Parking ticket information will be automatically transmitted to the County,
thereby increasing City revenue. The AVL system will be implemented later. The
maintenance agreement for Police Department computer equipment is a fixed annual rate
of $292,232 for 5 years.
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Library Director Arlita Hallam said technology used at the Library includes the
Galaxy System, Internet access, a homepage, on~line databases, etc. A frame relay now
connects the Main Library, Library branches, and Municipal Services Building to the
Internet. Upgrading the server has increased response time. She said the FY (fiscal year)
1995/96 goal to provide Internet services to businesses has been met. The library offers
Internet training. The City's home page, established on the world wide web in October
1996, was accessed 22,000 times during its first month. City applications are available
on the Internet. Available on-line databases include the General Periodical Index, the
Health Reference Center, First Search, and public information from Internet resources. She
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noted computer based reference sources are increasing. Future plans include increased
public access to terminals. additional databases, added dial-up lines, connecting all City
departments. and improving telecommunications methods. Use of the Internet has cut the
, Library's monthly telephone bills by one-third.
Acting General Services Director Fred Belzel distributed three types of radios while
reviewing the City's radio system. Most City radios connect with the trunk system which
permits communication via any channel. Radios are either portable or mounted in vehicles.
Portable models are not as efficient as those mounted in vehicles. Mr. Belzel said most
City radios are more than 7 years old and are no longer manufactured. Replacing all City
radios would cost approximately $1.3-million. He recommended replacing radios more
than 7 years old, during the next 3 years. The Police Department utilizes about half the
City's radios. It was recommended staff establish a repair and replacement fund for radios.
Mr. Belzel said upgrades to Fleet and Building and Maintenance computers will be
delayed until the Spring due to staff shortages and the need for technology upgrades.
Signal Engineer Don Andrus reviewed the history of the City's traffic signal control
'system. A County-wide system became operational in 1992. The traffic signal control
computer recently was moved to the Municipal Services Building. The change-over took
less than five hours. Consulting firms plan to retime most County intersections. Providing
data for this County-wide project requires less than one staff person per day. A modem
connection with FDOT (Florida Department of Transportation) for traffic counts is being
6>u~ arranged. The City is in the forefront of technology. The County continues to look for
f; ".J newer traffic signal control software as population growth continues.
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Mr. Harper noted Clearwater is a big City that requires technology to run it. A
Technology Day for residents was suggested. The City Manager invited the media to tour
the City's technology. She noted the City Commission must decide how future upgrades
will be funded..
AQreement with Clearwater Housina Authoritv to Drovide oolice services and a comouter
learning lab with cart-time tutor to Homer Villas, for 24 months, in exchange for $186,237
in federal grant funding and an additional $20.000 provided by CHA; approve related city
expenditures of $44,957
The Police Department has worked closely with the CHA (Clearwater Housing
Authority) to obtain funding through HUD's (U.S. Department of Housing and Urban
Development) Public and Indian Housing Drug Elimination Program. CHA was awarded a
$186,237 grant to contract with the Clearwater Police Department to provide police
servic~s and a computer learning lab with a part-time tutor for 24 months. This grant will
fund $15,247 worth of hardware and software for the com puter learning lab with ~ work
stations and $26,000 to staff the lab with a part-time tutor. The grant also provides
$134,340 for salaries and fringe benefits for 2 police positions plus $10,350 for 2 laptop
computers and a fax machine for the community policing substation. The CHA will provide
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space for the computer learning lab at the Homer Villas Apartments plus $20,000 to offset
a portion of additional costs the City will incur with the two police positions.
In response to a Question, Chief Klein said all Clearwater citizens will be able to use
the computer lab. He said staff is trying to tie this program with the School system.
Concern was expressed regarding the training program after grant funds expire.
PR PARKS AND RECREATION
Contract for construction of new Sand Key Park to T.A. Cum minas Construction, Tarpon
Springs, FL, for $1 98,198
The City purchased the subject property at 1551 Gulf Boulevard in December 1992,
for a small neighborhood park and to provide parking facilities necessary to support beach
renourishment. PBS&J (Post, Buckley, Schuh & Jernigan) was hired to develop the site
plan, construction drawings, and to obtain the necessary permits for the project. The
proposed contract includes construction of 2 tennis courts. a pedestrian walking trail,
parking facilities, drainage improvements. and other park amenities. The City also will
install playground apparatus and security lights.
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Parks & Recreation Director Ream Wilson said visitors to the 3 Yz acre park will be
able to access the beach via an easement. The Parks & Recreation Board will recommend
a park name at their next meeting.' The Sand Key Civic Association had submitted their
suggestion, "Bay Park at Sand Key." In response to a question, Mr. Wilson said he will
check with the County regarding planting sea oats following the renourishment.
Well Field Consultant Recort
COM (Camp Dresser and McKee, Inc.) and SOl Environmental Services, Inc. have
assisted the City in evaluating its well-field operations and in complying with terms and
conditions of its Water Use Permit issued by SWFWMD {Southwest Florida Water
Management District} on July 25, 1996. The permit imposed specific restrictions on water
from City-owned wells, including limiting chloride concentrations. Since the 1920s, the
City has constructed 66 wells; 17 wells are used for water supply and 7 are inactive. The
balance of wells was abandoned.
The City used its wells to meet residential water needs until the demand exceeded
well capabilities. City wells currently meet 25 % of total City needs. The City purchases
most of the water it distributes from Pinellas County Utilities. Due to increased chlorides
in City well water, the Water Use Permit requires preparation of a Well-field Management
Plan to identify the most practical methods of well-field operation for a long-term water
supply. In response to permit conditions. the City hired CDM and SOl to assist in well-field
rehabilitation and evaluation. The Well-field Management Plan responds to the salient
permit requirements alid provides a basis for permit renegotiation and renewal in 1999.
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Mr. Burke said Alternative 1 costs $250,000 and would gradually phase out well-
field operations as chloride concentrations become unsuitable. Alternative 2 would
continue well-field operations and reduce chloride levels but required treatment facilities
would cost $1 a.8-million. SWFWMO has been apprised of these alternatives. The City
could turn over its water distribution operation to the County and purchase all future water
supplies from them. Pinellas County has indicated a willingness to negotiate a take-over of
the Cityts water system. The City must calculate its water needs before negotiations
proceed. He said Alternative 2 would make use of local available water as long as the
County accepts future ownership.
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In 1990, plans for well-field rehabilitation and evaluation had an anticipated budget
of $1.5-million. To date, approximately $1-million in costs have been incurred. The Well-
field Management Plan presents two alternatives: 1) Alternative 1 anticipates continuing
well-field operations provide water with treatment limited to disinfection. Operations
would continue until new, drinking water regulations increase the cost for the local water
supply, or chloride concentrations increase to levels that warrant well abandonment. This
alternative is estimated to cost $240,000 and provide for the use of local water supply
wells for 5 to 10 years; and 2) Alternative 2 expands well-field operations to provide a
water supply of approximately 6 mgd (million gallons per day). As new drinking water
regulations or chloride concentrations require more extensive treatment, new treatment
facilities would be constructed to sustain the 6 mgd rate of local supply. Increasing the
rate of local supply would cost approximately $1 .8-million. Treatment facilities are
expected to cost approximately $1 0.8-million
CDM and SOl recommend implementing Alternative 2. Staff feels it would be more
appropriate for Pine lias County Utilities to implement Alternative 2. SWFWMD and Pinetlas
County Utilities have reviewed the Well-field Management Plan and consider it a
reasonable plan for permitting and implementation. If ac'cepted by the City Commission,
staff t COM, and SOl will continue negotiations with SWFWMD and Pine lias County Utilities
to implement Alternative 2.
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Public Works Director Gardner Smith said due to a SWFWMD permit requirement,
the City began development of a Well-field Management Plan in 1988. The City currently
uses 14.5 mgd and produces 3 mgd. He said Pinellas County has done an excellent job
managing local water use. He said staff, COM, and SDI will discuss the alternatives with
Pine lias County and come back to the City Commission in February 1997.
Tom Burke, of COM, said the well-field permits need to be renewed in 1999. The
City's well-fields were developed as City's needs increased. Only 24 wells are of practical
use today. Little space exists for new well construction. The City can increase the
amount of water it purchases from Pine lias County or conserve. He said Clearwater has
been fairly good at managing local water use. While the net demand has been reduced,
however t available water supplies also have been reduced. Data now suggests the
confining layer separating high chloride water from production areas does not provide an
adequate barrier. Chloride levels increase as production increases. He said there is no
practical way to identify an operation rate that stabilizes chlorides without all wells
becoming somewhat brackish.
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The City Manager stated potable water is a regional issue. The City is in a planning
mode and no decision regarding this issue is imminent. All alternatives will result in
increased water rates. In response to a question, Water Superintendent Tom Hackett said
piping reclaimed water t,o Island Estates is anticipated to save 0.5 mgd. An ordinance
outlawing automatic sprinklers from watering streets was suggested.
Mr. Burke said two years ago, City water cost $1.10 per 1,000 gallons while
County water cost $1 .30 per 1,000 gallons. County rates and City costs have increased
since then. The Federal Safe Drinking Water Act requires more expensive water treatment
methods. He said cost benefits will be addressed during negotiations. The County is
moving to increase their treatment facilities. Mr. Burke said Dunedin plans to meet their
long term potable water needs by their capital investment in a reverse osmosis system that
uses Dunedin's brackish water supply. The City would require 3 treatment facilities while
Dunedin receives all its water from one facility.
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Mr. Burke said no U.S. city uses reclaimed water pipe-to-pipe as a potable water
supply. Wastewater, in some areas, is dumped into large reservoirs to lose its identity. A
Tampa program plans to use a river as a means for their wastewater to lose its identity.
Mr. Burke said regulatory constraints and public education are needed before people will be
comfortable with a potable water supply emanating directly from reclaimed water. The
City produces approximately 2 mgd of reclaimed water. Using the total supply of
reclaimed water would reduce demand on the aquifer and peak pumping demands on the
well-fields.
The Commission recessed from 12:54 to 1 :17 p.m.
Aoorove DreDaration of enQineering Dlans to remove the Clearwater Beach Elevated Water
Storage Tank from Mandalav Park
In 1952, the City constructed the Clearwater beach elevated water storage tank, a
steel structure originally coated with traditional red lead primer applied directly to the
structure. Coats of paint applied during periodic maintenance have built up a considerable
thickness. The paint's thickness and use of red lead primer present significant future
maintenance problems. As paint layers lack bond strength necessary to hold the weight of
additional paint, new paint would peel off shortly. Lead based paint is expensive and
difficult to remove and is subject to strict air quality, hazardous material collection, and
disposal requirements.
Removing the entire tank was investigated. McKim & Creed Inc., prepared 'a study
for the City using HardylCross hydraulic computer modeling to evaluate the operational
characteristics of the City's water distribution system and evaluate the usefulness of
elevated storage tanks. The study determined the beach tank can be removed while
maintaining adequate fire protection on the beach. The analysis was field tested this
summer by isolating the beach tank from the distribution system and when the City's
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11/18/96
Significant covenants of the easement grant include: 1) all drainage improvements
to the easement premises shall be made and maintained at Grantee expense in compliance
with permit requirements of the City and SWFWMD (Southwest Florida Water
Management District); 2) all excess treatment storage volume and attenuation credit
banking is reserved by the City as Grantor; 3) the Long Center and Center Foundation, Inc.,
its operational entity, will join the City in this easement grant; 4) the grantee covenants to
hold harmless and indemnify the granting parties from all claims and liability associated
with drainage improvements to be constructed, as well as their future operation,
maintenance, repair, and replacement; and 5) the City reserves the right, at its sole
discretion, to terminate the easement, whereupon the Grantee shall restore the easement
premises to its condition as of the date of the grant.
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utility contractor used a large volume of water to install the sanitary force main beneath
Clearwator Harbor. This high volume water use closely approximated a typical fire flow
rate. The result of analysis and field testing is that the beach tank can be removed from
service.
Removing the beach tank will benefit the City: 1) removal is less expensive than
repainting; 2) future maintenance costs wlll be avoided; 3) beach skyline appearance will
be improved; and 4) a small portion of Mandalay Park, West of the fire station, will be
available for alternate uses. If the Commission approves removal, engineering services will
develop removal contract specifications in conformance with regulatory requirements. A
removal contract will be presented to the Commission.
It was felt the beach tank could be used for a sign. It was suggested the beach
pool could be located there as the Clearwater Beach Recreation Center site is confining.
The City Manager said the subject portion 9f Mandalay: Park is small. It was noted beach
front pools are expensive to maintain. The City Manager stated staff is considering if the
fire station should remain In Its current beach front location. The lead paint must be
removed whether or not the beach tank remains.
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Declare surolus to Citv needs a oarcellving in the NW % of Sec. 7-29-16. beina a oortion
of The Lone Center lease oremises. 1501 N. Belcher Rd.', and aoorove orant of
nonexclusive drainaaa easement to the Salvation Armv, a Georgia Corporation, being
joined in the easement grant by The ~enter Foundation, Inc., f/k/a Clearwater Youth
Recreation Center, Inc., and The Pine lias Community Center, Inc., dlbla The Long Center
The Salvation Army ("grantee"), located on property adjoining the northerly
boundary of the Long Center, has submitted a preliminary site plan to construct a 3,120
square-foot classroom addition. Approval requires construction of additional stormwater
retention capacity. The Long Center operates under terms of a land lease from the City
that runs through April 19, 2006. Lease provisions provide for extension of the lease term
to not later than April 19,,2086, if approved by the electorate. The existing Salvation
Army retention pond abuts a small area of the Long Center property North of Alligator
Creek, which naturally separates the two properties. The small, unimproved "peninsula" Is
proposed for the 11,744.9 square-foot easement grant that would provide additional
retention requirements for the Salvation Army project.
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11/18/96
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In response to a question, the City Manager said the permitting process will address
if the Salvation Army has adequate parking for tho addition. Staff will provide the City
Commission with a preliminary site plan. It was questioned how planned improvements at
the Long Center will affect their future retention needs. Mr. Miller said the Basement
addressed in this item is remote from any Long Center needs. Staff will confirm the Long
Center is aware of this plan and does not dispute it. Staff will report on Salvation Army
plans should the City terminate the proposed easement.
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Contract to resurface Pier 60 oarklnQ lot to Golden Trianale Asohalt Paving Comoanv, for
an amount not to exceed $35,000
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The new Pier 60 Park is scheduled to open on November 24, 1996. Since
completion of the park, the City has received many complaints regarding the Pier 60
parking lot's condition. The lot will include handicap parking required for the new park.
Restriping will result in a loss of 14 parking spaces due to adding handicap spaces and the
new concession stand's location. Staff feels improving the lot's aesthetics before the
tourist season is in the City's best interest. Traditionally November and December are
"slow" beach months as compared to the influx of tourists after January 1. Pinellas
County and Golden Triangle Asphalt Paving Company have agreed to allow the City to
"piggy-back" the Pinellas County 1996 Annual resurfacing Contract #95025 awarded to
Golden Triangle Asphalt Paving Company to expedite resurfacing the Pier 60 parking lot.
,Going to bid would delay work until after the Spring holiday. Golden Triangle has bid
$35/ton for resurfacing. The City's previous contract with Golden Triangle was
$32.35/ton for a large contract completed on August 21, 1996. The Engineering
Department estimates the project will not exceed $35,000.
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It was noted the Kimley-Horn study listed ways to increase beach parking by
restriping beach parking lots. Concern was expressed this proposal decreases the number
of parking spaces. Staff will review the Kimley-Horn study.
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ProDosed Erosion Control Line on Sand Kev
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Prior to the beach renourishment project on Sand Key, an ECL (Erosion Control Line)
must be established to separate upland ownership from State Sovereign land. Pine lias
County, Department of Public Works, hired Seminole Engineering, Inc., to survey and
establish the existing MHW (mean high water) line along Sand Key's gulf side. The
existing MHW line as located on November 22, 1995, is being used to establish the
proposed EeL.
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On June 11, 1996, two public meetings were held: 1) a State Hearing Officer held
a public hearing required by State Statutes prior to the beach renourishment project and 2)
Jim Terry, of Pinellas County Public Works Department, held an information meeting. No
objections were made at the public hearing. Basic questions at the information meeting
included where, how soon, how wide, etc. A proposed plat entitled "Mean High Water
Line Survey and Proposed Erosion Control Line Sand Key Phase IV, II has been prepared and
needs to be approved by the affected communities. The city of Belleair Beach approved
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the plat in October 1996. After final State approval, Pinellas County will record the plat in
the "Bulkhead Line and Erosion Control Line Plat Book." Engineering has reviewed the
surveyed ECL and concurs with its location.
Mr. Miller reported, Jim Terry, with Pinellas County, will address the Commission
regarding this issue at the December 2, 1996, Work Session. A comparison of the current
and proposed ECLs will.be presented. The location of the new EeL will affect future beach
construction.
Public Hearino & First Readina Ords. #6103-96 & #61 04~96 - Annexation & RS-8 Zonina
for orODertv located at 3081 Cleveland $t., Sec. 16~29-16 M&B 22.32 & 22.37
The City has requested annexation and proposed zoning of Single-Family Residential
"Eight" for 3081 Cleveland Street to utilize these vacant properties for a detention pond
project along Cleveland Street. On November 5, 1996. the Planning & Zoning Board
unanimously endorsed the request.,
The City Manager said this item addresses retention needs related to the project to
widen and pave this section of Cleveland Street. Staff will report why this City-owned
property was not annexed previously and if these expenses were included in the project's
cost.
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CM ADMINISTRATION
Lobbvist Ordinance - Discussion
The City Manager expressed concern regarding the impact of the current Lobbyist
Ordinance on the Deputy and Assistant City Managers. especially as related to Economic
Development. Assistant City Manager Bob Keller said he has encountered problems
related to the current ordinance which makes some people uncomfortable, especially in
early stages of negotiation when a degree of confidentiality is required. The City Manager
~uggested the City Manager and, City Attorney be the only staff members covered by the
ordinance. She agreed Mr. Keller has been constrained and obligated to operate at a
disadvantage. In response to a question, the City Attorney said the ordinance also covers
the Commission, regulatory boards, and consultants. ,
Consensus was to remove all references to staff from the ordinance and maintain
coverage for the Commission, regulatory boards. and consultants.
Award Harborview Center electronic marauee to A.D. Svstems. Ft. Mvers. Florida. for
$55.000
On June 20. 1996, the Commission approved $55,000 for an electronic marquee
for the Harborview Center. Staff worked with manufacturers on the design concept.
After the ORB (Design Review Board) approved the project, it went out to bid. To keep the
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mws1 1 b.96
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11/18/96
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bid within budget, the equipment warranty was romoved from the specifications and AD
Systems amended thalr price. The agreement Includes all original specifications except for
the one-year warranty. Installing the equipment and training required by the specifications
are not changed. The maintenance agreement covers: 1} top identification sign, all
fluorescent lamps, ballast, sockets, wiring, and photocell: 2) computer controller, computer
base unit, keyboard, monitor, all cards installed in the computer, and sign interface: and 3)
electronic message center, all xenon lamps, transformers, wiring, electronic drivers,
vertical shift cards, line receivers, filters, lens, reflectors, and louvers.
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Harborview Center will enter into a one-year maintenance agreement with AD
Systems for $500 per month. Ope'rating savings in the FY (Fiscal Year) 1996/97 budget
for Harborview Center Operations will fund 11 months of maintenance, and the FY
1997/98 Harborview Center Operating budget will fund one month of maintenance.
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GFS (Globe Facility Services, Inc.) General Manager Barry Strafacci said the matrix
is the same as the one installed at Legends Field. ,He said AD Systems manufactures most
sports facility signs in Florida. The sign will take 4 to 6 weeks to build. It was noted AD
Systems had backed $8,200 out of the bid in lieu of the warranty. Harborview will pay
the service agreement monthly. Mr. Strafacci said a budget amendment may be needed if
adequate operating savings are not realized.
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~1I.i~ Discussion of recommendation to hire an "Owners Reoresentative" to assist in comoletion
t,<~, of the Municioal Services Comolex
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In her November 15, 1996, memorandum, the City Manager noted Commission
concerns regarding the burden added to General Services staff and Acting Assistant City
Manager Bill Baird by his role overseeing building projects. Mr. Baird and she had
discussed the need to seek outside assistance to complete the Municipal Services Building,
Police Headquarters, and parking garage. This assistance, known as an "Owner's
Representative, tI would review and analyze documents, audit costs, determine secondary
costs, develop punch~lists for the City, and coordinate the projects' close~out. Services for
the parking garage would be more extensive and include more specific monitoring of
progress on the job. Firms that provide these services have developed their expertise over
years and involvement in numerous projects. This review and oversight will assist staff in
completing these projects in cooperation with Dean Rowe and Creative Beers.
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The City Manager expressed concern staff is stretched by all the projects currently
underway. She said a Certificate of Occupancy for the Municipal Services Building should
be issued by late November. The Police Headquarters is not finished. She recently
interviewed three firms which Pine lias County staff had short-listed during their efforts to
hire an Owner's Representative for a major County project and a fourth firm which had
forwarded a resume on their own volition. She indicated a preference for a company
currently working in Pinellas County.
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mws11 b.96
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Acting Assistant City Manager Bill Baird said the last Harborview Center
presentation represented the highest le~el of expertise staff is capable of performing. He
said an Owner's Representative would provide the City with a higher level of comfort and
confidence. He expressed concern,project schedules keep sliding. making it difficult for
staff to firm dates and monitor progress. Staff has not begun work on the Facilities
Management Program,that will ,review City contracts. organize procedures, etc.
The City Manager said an Owner's Representative will charge approximately
$60.000 to close out the Municipal Services Building and Police Headquarters and
$40,000 to monitor construction of the Parking Garage. She said staff needs this
assistance. The funding source would be savings on bond interest. This oversight will
increase the project's cost. Tho' O'wner's Representative will be responsible for comparing
invoices with products received, including the number of chairs, for example. It was noted
the Owner's Representative will duplicate some of the contractor and architect's tasks.
The City Attorney will review, that contract. She noted Rowe Architect's fees had been
"blended. " .
In response to a question, the City Manager estimated an Owner's Representative
would have charged approximately $1-million to monitor the Municipal Services Complex
project from its conception. The County recently hired an Owner's Representative part
way through a major construction project. It was suggested the City issue a new contract
for construction of the Parking Garage. The City Manager said the current construction
team already has ordered and prefabricated many items for that project. She
recommended continuing with the same team so accountability can be identified later. Mr.
Baird said permits to construct the Parking Garage have not been issued.
Consensus was for staff to prepare an agenda. item regarding this issue for
Thursday. Commissioner Seel reported she will be absent Thursday. She felt an Owner's
Representative will provide value for the service and may generate a cost savings. She
asked to review background information regarding the owner representative so she could
forward con'cerns prior to the meeting. She expressed concern the proposed $135 per
hour rate is high. The City Manager said that represents an average of the range of rates.
Broadcast of Work Sessions while City Hall is closed
The City Manager said while City Hall is closed for repairs for several months
beginning sometime in January 1997, City Commission Work Sessions will be held
throughout the City. A Time Warner truck that can broadcast Work Sessions live cost
$2,000 per day. It was suggested that C-View staff tape Work Sessions for later
broadcast. The City Manager said the tapets quality will be lower than current standards.
Consensus was for C-View staff to tape Work Sessions for later broadcast during
the time the Commission cannot meet at City Hall due to repairs.
Other Commission Action
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mwsl1 b.96
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11/18/96
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Commissioner Clark recommended staff remove the CRA (Community
Redevelopment Agency) sign now that the agency no longer occupies the Cleveland Street
offices.
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Commissioner Hooner questioned when work will resume on the Harborview
Center. The City Manager said the Stop Work Order has been lifted and work will begin
this week.
,\
Commissioner Johnson said participants in the Adopt-A-Street program must sign a
covenant indicating they arc insured. He recommended staff advise applicants of this
requirement.
'Commissioner Johnson thanked staff for the interesting report on hotels and motels
in Clearwater.
Commissioner Seel requested assurance that local suppliers participate in the City's
bid process.
Commissioner Seel expressed concern regarding dock construction'standards. The
County has authority over dock construction. Staff will report on this issue.
Commissioner Seel questioned when policy is forthcoming regarding cellular towers.
The City Manager indicated the report will be ready shortly.
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Commissioner Seel said riding a moped offered her a unique view of Clearwater
beach and Sand Key. She said the area is tourist friendly but needs outdoor cafes, etc.
Commissioner Seel requested information on the progress of the Ice House and
former Morrison's Cafeteria.
Commissioner Seel invited residents to attend the November 19. 1996, Downtown
Partnership meeting at 5:30 p.m.
Mayor Garvey reported Mary Myhill has consented to serve on the Clearwater
Housing Authority. ,The a'ppointment will appear on Thursday's consent agenda.
Mayor Garvey referred to a letter from Ervin Babalola, indicating she did not
understand his request. The City Manager said staff will work with Mr. Babalola to
address his concerns.
Mayor Garvev requested information regarding the closing of Square D's Clearwater
operation. The City Mamiger indicated it seems to be a normal transition.
Mayor Garvev questioned when the FLC (Florida league of Cities) Legislative
Conference will be discussed. The City Clerk said it will be included on the December 5,
1996, agenda.
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mws 11 b.96
16
11/18/96
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.' . Mavor Qarv9v expressed concorn many lobbyJstsare working for the ,
telecommunications Industry to abolish franchise fees and utility ,taxes. She requested
staff contact the City's lobbyist, Peter Dunbar, regarding possible conflicts of Interest. The
City Attorney said In cases of conflict, the contract indicates ~he lobbyist will help the City
locate '0 lobbyist without 0 conflict.'
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Adjourn
The meeting adj~urned at 2:01 p.m.
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