02/18/1992 (2)
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WORKSESSION
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City Commission Worksession Minutes
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Michael J. Wright
M. A. Galbraith, Jr.
Cynthia E. Goudeau
Dottie Reehling
City Manager
city Attorney
City Clerk
staff Assistant II
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CITY COMMISSION WORK SESSION
February 18, 1992
The city commission of the city of Clearwater met at city Hall with
the following members present:
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Rita Garvey
Sue Berfield
Lee Regulski
William Nunamaker
Richard Fitzgerald
Mayor/commissioner
Vice-Mayor/commissioner
commissioner
commissioner
commissioner
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Also present were:
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Five service pins were awarded.
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The Mayor called the meeting to order at 9:20 a.m.
Financial Forecast (AS-l)
t~~ . The city l~anager reported there will be no gain in property
'~y tax revenue. He has tried to .provide the budget scenario that he
feels is most accurate. He reviewed the various revenues that would
be coming to the city indicating the bottom line is that we
anticipate a $700,000 increase in revenues for next fiscal year. He
also indicated that the departments were extremely conservative in
their expenditures during this year which resulted in an increase to
the General Fund'surplus. Overall the city has more money than it
needs in capital accounts and we are very close to balancing
operating accounts.
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Next the city Manager reviewed the anticipated expenditures in
the next fiscal year. Questions were raised regarding the various
insurance funds. Kathy Rice, Deputy city Manager I indicated that the
health insurance fund is being reviewed and it is hoped that at a
commission meeting in August or September they will present a
proposal whether or not to go with self-funded health insurance. A
question was raised regarding whether or not the city should have an
in-house clinic. This will be discussed with the in~urance
committee. A major impact on expenditures next year could be
workers' compensation in which there may be as much as a 20%
increase.
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summarizing expenditures, the city Manager indicated this
year we have about a quarter of a million to place into the General
Fund surplus but the next year we will have a gap of 1.1 million in
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operating expenses, and almost two million in the following year.
One proposal to reduce expenditures is to eliminate the street tree
program. A question was raised regarding the vehicle fleet and it
was indicated that we are reviewing this to see if there can be some
reductions in that area. It was indicated two fire inspectors
were being eliminated and there was some concern expressed that this
would have a negative impact.
There are some indications that we may be able to reduce the
contribution to the pension account but this will not be known until
June. A concern was expressed that in trying to be cost effective and
austere beneficial programs may be cut. Ream wilson, Parks and
Recreation Director, explained the program has reached a point where
requests come in for one tree at a time and it is not very efficient
for staff to go from one neighborhood to another planting single
trees. The city Manager reported he is trying to hold the line on the
millage rate and is trying to impact such things as non-resident fees.
First Quarter Budqet Review (AS-2)
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This report is based on three months of activity from October
1991 through December 1991, and although in some instances variances
have been noted in revenues and expenditures, some amendments are not
proposed until additional data can be analyzed. The amendments were
reviewed with the commission. The question was raised regarding why
the surplus was growing and the city Manager indicated that the
departments have been very careful in their expenditures and have. not
spent as much as last year.
The meeting recessed from 10:09 am to 10:18 am.
Presentation regarding Drew street widening Project from Post.
Bucklev. Schuh and Jerniqan. Inc. (WSO) (PW-l)
The Ci ty has entered an agreement with post, Buckley, Schuh
andJernigan, Inc. to prepare a Project Development and Environmental
study for the widening of Drew street from just west of Ft. Harrison
Avenue to just east of NE Coachman Road in cooperation with the
Florida Department of Transportation, Dist. 7. This requires this
"kickoff" meeting.
William Baker, Public Works Director, stated they hope a 5-lane
roadway can be constructed instead of a 7-lane. Post, Buckley, etc.
will be studying all the impacts of the design.
Dan Kelly of post, Buckley, Schuh and Jernigan, Inc. reviewed-the
federal program. Two public workshops and 4 or 5 newsletters in
addition to mailings to all residents within 300 feet of Drew street
will involve the public in the process. They will periodically update
the Commission on the status of the project. They expect construction
to be able to begin in approximately 3 years.
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02/18/92
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Mr. Baker indicated with this project and the County's portion of
widening of Drew street, along with improvements to McMullen-Booth
Road and the Drew street overpass, every part of the corridor from
downtown to the causeway at 60 will be in place. In response to a
question, it was indicated the city did move four million dollars into
this project as an incentive for the other agencies to participate in
the widening project. In response to a question, it was indicated
that a recently passed federal transportation act would result in this
district receiving more money for transportation
improvements than in the past.
Aqreement with pinellas county providino, distributing and installing
water conservation kits to residential customers of Clearwater water
system for a total est. cost of $400.000 (PW-S)
The Southwest Florida '~ater Management District (SWFWMD) and
pinellas County have entered into an agreement to provide retrofit
water-conserving plumbing fixtures to residential customers of the
county water system to help preserve and protect water resources
within the district. SWFWMopays $7.59/kit and Pinellas County pays
$6.49/kit for distribution, installation and follow-up.
To participate in the program, Clearwater would enter into an
agreement with Pinellas County, which would coordinate the
acquisition, distribution and payments for the kits. The cost to the
City is $6.49/unit. There are approximately 60,000 residential units
served by the Clearwater water system. Total estimated cost is
$400,000, including preliminary expenses.
Bill Baker described the water-saving devices proposed. Jerry
Butts from the Pinellas County water system discussed the coordination
of the project with SWFWMD.
Mr. Butts indicated that through use of the water-saving devices,
it is anticipated a household will save from 9-1/2 gallons a day up to
22 gallons a day.
Discussion ensued with the concern being expressed that
irrigation of lawns is not being addressed. Concerns were also
expressed that kits were distributed to individuals who did not need
nor want them and the follow-up in retrieving the kits was
inefficient. Mr. Butts indicated unless the city's program was
similar to that of the county, SWFWMD would not provide the kits. It
was the consensus of the Commission that the city develop a program to
provide water-saving devices to those individuals who wanted them.
This item was pulled from the regular meeting agenda.
Contract for the "Load Test for Bridoes FDOT #155501 & #15550211 to
S.D.R. Engineerinq. Inc.. Boca Raton. FL. for $13.400 (PW)
The state of Florida Department of Transportation (FOOT) conducts
bi-annual inspections of bridges throughout the state. Due to changes
in the testing methodology, it was determined the currently posted 20
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02/18/92
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A question was raised regarding the cost effectiveness of
computers. Laura Chase, C.I.S. Manager, indicated all requests are
reviewed very carefully prior to bringing them forward for Commission
approval.
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ton load limit for the pair of bridges located on Island Way between
Harbor Passage and Palm Island exceeds their Operating Rating level.
FOOT proposes a lower load limit rating for these bridges. With this
lower rating, vehicles such as delivery vans, solid waste collection
trucks and fire protection equipment would not have access across the
bridges to the north end of Island Estates. Staff is confident new
load tests using current testing standards should allow the
reinstatement of the 20 ton limit. S.D.R. Engineering has extensive
experience in testing bridges for FOOT. William Baker indicated if
the bridges do not pass the new tests, the bridges' would have to be
replaced. The bridges have been inspected every 2 years and have
passed those inspections.
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Purchase of Unisvs and other computer hardware and software from
National Data Products. Clearwater. FL. for $131.832: authorize the
lease/purchase of $97.301 of hardware throuah AT&T credit Corp. (AS-3)
This request will provide MS-DOS/Novell personal computer
networks to Public Works/utilities, Group-Solid Waste, and the Gas
Departmentj 9 workstations and 6 printers for Parks & Recreation, 9
workstations for Planning & Development; 4 workstations and 1 plotter
for Public Works/Environmentalj 3 workstations for the Fire Department
and 1 workstation for Public Works/Engineering.
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Fire Protection Services Aqreement with pinellas countv Fire
Protection Authority for the period 10/1/91-9/30/94 (FD)
The Pinellas County Fire Protection Authority, which is the Board
of County commissioners, has responsibility to provide fire protection
in the unincorporated areas of Pinellas County. They have proposed a
three-year contract with the communities providing fire protection.
Financial adjustments will be based on the annual property evaluation
of unincorporated property within our designated fire district.
Approxi~ately 15.01% of the property evaluation of the Clearwater Fire
Department County Fire District is in the unincorporated area and that
percentage of the Fire Department's budget is paid by the Fire
Protection Authority.
In response to a question, Chief Davidson indicated the agreement
is basically the same as the previous one with minor changes to
staffing requirements. The funding formula is the same.
Purchase 2 Emergency Medical Services (EMS) Rescue units for the Fire
Department from Southern Coach. Inc., Ocala. FL. for $98.000 (FD)
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Two EMS
approximately
replacement.
which will be
vehicles, 1983 and 1984 Chevrolet Ambulances, have
106,000 and 78,00 miles respectively and require
They will become spares to replace the current spares,
turned in for disposal. The replacement units will not
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Res. #92-21 - Repetitive Loss Plan - community Rating system Program
(PLD-3)
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possess transport capability since this is no longer a responsibility
under the EMS contract.
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'The County funding for replacement of Clearwater EMS vehicles
assumes a 5~year vehicle useful life and funds are provided annually
per the County 10-year EMS contract with the city. In response to
questions, Chief Davidson indicated the units should have a life span
of 8-10 years and will be gas powered. The County will reimburse the
City for these purchases.
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Approval of US Government Lease for Real Property to US customs
Service for Room 28. Marina Buildinq, for the period 3/1/92-2/28/97
for the total sum of $9,150 (MR)
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On January 2, 1992, General Services Administration, which
controls the lease of the building space for U.S. customs, advised
that 8 of the 9 rooms currently rented on the second floor of the
marina building will be returned to the city on February 29, 1992.
Room 28 will be used by U.S. Customs Services as a storage/ready room.
In response to questions it was indicated Room 28 will be all the
space they need and the rental rate is about the same as for other
tenants.
The city Manager reported he hoped to send out additional
information re the Chi Chi Rodriguez Youth Foundation'S request for
loan guarantees today. If the information is not available by
Wednesday the item will be pulled.
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Th~ Repetitive Loss Plan is a required activity for cities
participating in the Community Rating System Program sponsored by the
Federal Emergency Management Agency. The objective of the program is
to reward cities that go beyond the minimal requirements for
providing flood management practices. The city performs several
activities that further the goals of the federal program inclUding
scheduled maintenance of drainage ditches and keeping in-depth records
such as elevation certificates and data based on flood control issues
and flood control abatement activities and improvements. The
incentive for having such activities is that policyholders will get a
5% reduction in their flood insurance premium rate for the first year
with a possible additional reduction of up to 45% over a ten-year
period based on the number of activities for which the city commits to
assuming responsibility. Clearwater was approved for the first rate
reduction which resulted in a savings to Clearwater federal flood
insurance policyholders of approximately $100,000. Jim Polatty,
Planning and Development Director, indicated that the Repetitive Loss
Plan is a compilation of what the city is doing regarding flood
management throughout the city. This should result in additional
savings to policyholders. In response to a question it was indicated
a time frame for determining repetitive loss was not known and a
request was made that information regarding the maximum loss be
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presented to the Commission.
Final site Plan for Wal-Mart, a Commercial Planned Development.
located on the NW corner of NE Coachman Road and US19N (Principle
Mutual Life Ins.) (PLD)
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Wal-Mart stores, Inc., the contract purchaser, is requesting
final site plan approval for Lots I, 2, and 3 of the previously
platted Loehmann' s Plaza Replat Subdivision. On January 13, 1992, the
current plan was approved by all departments with the exception of
Traffic Engineering.
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The Traffic Engineer's concerns are as follows:
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1) The 14-foot lanes are too narrow for most trucks to maneuver on
tight radiuses.
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2) Access to out parcel 4 is very close to drive entrance -
insufficient space to generate left-turn lane.
3) Southbound lane on the west driveway has a poor alignment for
queue to vehicles.
Jim Polatty, Planning and Development Director, presented a plan
which he said now satisfies the Traffic Engineer's concerns. Concerns
were still expressed regarding access to Lot 4 with it being indicated
(i;~~~~ this would be the bottleneck and impede traffic getting into the
('j":!' shopping center. In response to a question it was indicated that the
plan provides for no left turns into the property. It was requested
additional language be added to clarify this. Mr. Polatty indicated
approving this site plan would only approve development of Lots 1
through 3. In order to develop Lot 4 a subdivision would have to be
approved. It was reiterated that the major concern of the commission
is the access to Lot #4.
As a side issue, a question was raised regarding whether or not
signage for lights should be changed from "stop Here For Red Light1t to
IIstop Here To Change Light". It was requested the Public Works
Director look into this.
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Review of city commission Goals & policy Book (wao) (eLK)
The city Clerk reviewed commission Goals & Policy Book and the
following amendments directed:
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Goal 8,
Goal 10,
Regarding expanding the Enterprise Zone;
To develop a request for proposal for the natural gas
system; and
Regarding landscaping courtney-Campbell Causeway
be deleted as these have been accomplished.
Chqnge target date to 09/01/92.
Amend target date as the storm water management
master plan will be a part of the county submission
for the storm water projects.
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Goal 17,
Goal 13
Goal 15 -
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Amend the policy regarding special event fees to allow for one
agenda item at the beginning of the fiscal year to waive the fees for
all co-sponsored events unless additional funding is needed above what
is in the budget.
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Goal 16 - Regarding amending the FEMA guidelines will be
deleted if the Governor signs recently passed state
legislation.
Goal 20 - Add a strategy regarding promoting water conservation
to implement a program to provide water-saving
devices.
It was requested that PoLLey GA-l regarding application fee
waivers include a list of those projects that have received said
waivers.
Policy CC-2 regarding commission travel - it was requested that
an Ordinance be brought forward to follow the state guidelines for
travel reimbursement.
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Policy LD-6 regarding scenic corridors - it was requested the
policy include or an additional policy be made that will call for
landscaping of city road improvements.
It was the direction of the Commission to add a policy that would
require requests from advisory boards requiring more than 8 hours of
staff time to be approved by the city commission. The city Manager
requested 'discretion in case the request would benefit others than
just the board making the request. The consensus of the commission
was to allow this.
Policy LD-8 - There were questions regarding allowing amendments
to RPD projects and it was requested that it be reworded in such a way
that no variance would be allowed without commission approval.
Policy GA-6 - Regarding parking in the fire lanes. It was the
consensus to take out the exemption for those individuals parking at
dry cleaners.
Policy BG-16 - Regarding financial support to social service
agencies, it was requested that something be added to the policy to
provide for re-evaluation of the programs every 3 to 5 years, and that
the agencies being provided with the money be notified of this
evaluation.
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It was requested that the new policy regarding city
representation on the boards be amended to provide for annual reports
instead of quarterly reports unless more frequent reports are
requested.
The city Clerk requested direction regarding advisory board
recognitions and the need to address social luncheons in light of the
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02/18/92
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"sunshine law~1I The city attorney ind:i.cated that having such social
gatherings puts the board on the defensive to prove they did not
violate the "sunshine law.1I It was requested that the Clerk attempt
'to draft a policy regarding this.
A question was raised regarding the policy regarding citizen
inquiries and it was stated that Staff responds to those letters not
addressed individually to the commission members~ It was requested
that commission members be notified of the individuals who will be
responding to citizen inquiries.
It was requested that a policy be drafted to provide for a
balance of gender, race and geographic area of the city~
The policy book will be amended as directed and will be brought
forward for formal approval at a future meeting.
Verbal Reports
The city Manager reported the last population estimate showed
Clearwater's population at 99,612.
other commission Action
The Mayor questioned whether or not the Commission wished to take
any action regarding a request to reconsider fences allowed on
waterfront set-back. areas. 'Consensus of the commission was to take no
action.
The Mayor requested the response to a resolution from the
Downtown Clearwater Association regarding plantings on the downtown
streetscape. Staff is investigating. She distributed the League of
Cities update on legislative action and questioned whether or not the
Commission wished to take a stand regarding Tampa Area Regional
Planning Council's request to maintain funding by the state. It was
the consensus of the Commission to add this to the agenda.
Commissioner Regulski requested a proclamation for National
Engineers Week.
He expressed concern regarding what he sees as a tendency on
staff to be overly aggressive in promoting certain issues. He felt
Staff should remain neutral until authority to pursue issues is
provided by the city commission. The city Manager indicated that he
does negotiate prices and research information to send to the
Commission prior to them giving him authority as he feels that this is
an integral part of his responsibilities to the Commission.
Discussion ensued regarding whether or not the Manager was doing his
job appropriately in this regard with general support being given to
the city Manager for his method of operation. city Manager indicated
he did not attempt to force the commission into policy issues. He
stated that often he is gathering information such as prices,
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liabilities. and' additional alternatives in order to present complete
information to the Commission. There was no direction provided to the
Manager to change his method of operation.
The Mayor indicated she has asked the city Manager to take the
Downtown Plan back to the Planning & Zoning Board and the city Manager
indicated ,that he is delaying action on the plan for six months' to
attempt to address and alleviate concerns.
commissioner Fitzgerald expressed a concern regarding the
increased noise level on the beach. city Manager indicated that the
noise ordinance is being enforced on the beach.
Commissioner Fitzgerald also expressed concerns regarding the
proliferation of newspaper boxes in neighborhoods. It was indicated
that if the neighborhoods complained to the newspaper companies they
tend to remove the newspaper boxes.
commissioner Fitzgerald reminded the Commission that, at the
. County commission meeting at 6:30 this evening the sign code will be
'discussed.
The meeting adjourned at 1:05 p.m.
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