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05/19/19921 CITY COMMISSION BUDGET WORK SESSION May 19, 1992 The City Commission of the City of Clearwater met at the Sand Key Sailing Center with the following members present: Rita Garvey Richard Fitzgerald Sue A. Berfield Lee Regulski Arthur X. Deegan Also present were: Michael J. Wright Kathy Rice Elizabeth Deptula Tina Wilson Mary K. Diana Mayor/Commissioner Vice-Mayor/Commissioner Commissioner (1:10 p.m.) Commissioner Commissioner City Manager Deputy City Manager Assistant City Manager Budget Director Assistant City Clerk The Mayor called the meeting to order at 1:05 p.m. for the purpose of discussing the proposed 1992-93 Capital Improvement Program (CIP) Budget and the Program Based Budgets of the Planning & Development, Public Works, Fire and Police Departments. Assistant City Manager Deptula reported there is some confusion regarding the proposed flood insurance legislation before the Senate. Consensus was to prepare a resolution for Thursday night expressing the City's concerns and to delay taking any action on this legislation until the implications of it are understood. Budget Director Tina Wilson reviewed the summary of general revenue for the CIP from FY 1992-93 through FY 1997-98 with $804,205 being proposed for 1992- 93 CIP projects. She also reviewed the CIP expenditure summary by function and the recommended funding sources. Referring to gross revenues, the City Manager pointed out over the next five years there will be approximately $15 million of anticipated revenue that has not yet been programmed. He said the expenditures slightly exceed the revenues due to anticipated costs and the water and sewer repair and replacement accounts. An adjustment will need to be made in the out years. He said it is important to note even though $42 million is being spent in the General Fund there is approximately $10-15 million that will be available for other projects along the way. `""`? Budget IAbrk Session 1 5119192 110* . In'response to a question, it was felt infrastructure tax money could be applied to the water and sewer system. The City Manager said from the Penny for Pinellas project, there is a projected unappropriated reserve of $1.6 million. It was felt these monies could not be used for operational costs. Staff was requested to take a look at the potential of using these taxes in the utility section. The City Manager pointed out it has been Commission policy to make utilities self supporting and direction would be needed for a policy change. . The City Manager pointed out the $10 million that is being proposed for the potential purchase of the Sun Bank building is not included in this budget. However, changes have been made in the allocations for clarity. Mr. Wright said more restrictive funds are being used for projects freeing up less restriction funds. PL! ?lic Safety Police Department In response to a question, Chief Sid Klein indicated there are approximately 60 officers in the Bast District which is sometimes supplemented by specialty squads. All training is done at this location. A question was raised in regard to the training room being used as a community meeting room and it was indicated it is not intended to replace the Countryside Community Center. It was questioned whether there is an opportunity to combine the two and it was felt there was riot due to the locations and parking problem. Chief Klein said the current CADS are in need of replacement and the new system would allow for more current technology. He explained the present process currently used and the response time. He found the current system to be slow in comparison to what is now available. A question was raised if there is an improved communication time, would there be an officer available sooner. It was indicated, assuming availability of officers, total response time would be less. It was pointed out improved communication time is critical when there is a time sensitive call. In response to a question, it was indicated the intent is to replace the A-6 computer as it is obsolete. Chief Klein said the additional police cruisers are being requested to allow more officers to be put on the streets. He said presently the City is discussing contractual arrangements with the Sheriff's Department to take over our crime scene processing on a functional consolidation arrangement which will allow for more officers on patrol. In response to a question, it was Indicated these would be new and not replacement vehicles. ?`"''? Budget Vlb rk Session 2 5119192 It was questioned whether two officers in a car would be considered to be a waste of time. It was indicated two officers are more effective especially in high crime areas. Concern was expressed to the lack of availability of public parking spaces due to the number of patrol cars parked at the downtown station. It was indicated there is public parking available in front of the building and a parking garage next door. Sid Klein reviewed their lap top computer program which was started in 1988 and became operational in 1989. He said they currently have 250 lap tops and are used a great deal in law enforcement. The objective is to become paperless, timely and accurate. It is hoped the computers will serve as MDTs (mobile data terminals). A question was raised if we have been in the program long enough to determine if any time is saved in preparing the report. It was indicated there is a tremendous cost savings in time due to accuracy and preprogramming. Discussion ensued regarding equipment becoming obsolete due to parts not being available and it was questioned whether this is typical. It was also questioned whether any evidence was available that shows use of computer terminals by officers was more timely and effective. The Chief indicated there is a substantial increase in the number of calls for service since 1989 and there has been very little increase in officers. It was felt it took less time using a computer rather than doing the reports manually. Also, they were clearer to read. Emphasis has been put on technology rather than addition of positions. It was indicated the current lap tops can be utilized by other departments. The Police Department's main concern is speed and memory and MDT capability. It was noted the Budget Advisory Committee expressed concern in replacing 100 terminals per year as they found this to be excessive. The Chief said the newer models are smaller and will be mounted in a cradle and will be replaced every 3 years a district at a time. Concern was expressed in regard to "state of the art" equipment when present equipment is meeting the needs. Chief Klein said the newer generation of computers has the ability to hold the entire florida statutes, city ordinances and other information necessary. In response to a question, it was indicated the replacement equipment could last longer than five years. A question was raised as to what the downside risk to public safety is if the lap tops are not improved. It was indicated the quality of information will be functional; however, not as great as could be achieved through the newer equipment. It would impact follow-up investigations, as timely and accessible information is vital. ``i Budget Mrk Session 3 5119192 i I' ?.,., In response to how often the MDTs are replaced in the Sheriff's office It was indicated it was not known. They are used for dispatching information, not for writing reports. In response to a question, it was indicated Clearwater is the only agency in the State of Florida to electronically transmit accident data to Tallahassee. Chief Klein said the funding for the original computers was a grant obtained to do the accident reports. He said Clearwater is on the edge of technology. Chief Klein said the telephone system is fifteen years old and GTE will no longer provide equipment and service. He indicated the proposed purchase of the Sun Bank Building could affect this project in that some of the newer existing phone systems in the City could be put in the Police Department if there is a centralized phone system in the Sun Bank Building. Fire Protection Chief Bob Davidson reviewed the items being requested in the CIP. He said due to having newer equipment the fire apparatus refurbishment project has been reduced from the original request of $19,500 to $10,000. In response to a question, it was indicated the fire equipment currently running includes six engines, six rescues, two ladder trucks and a squad car. A question was raised as to what is done with the equipment that is replaced and 1 it was indicated it is sometimes given to other departments such as Public Service. Public Works Department The City Manager stated the Hampton Road Improvements project is currently underway and has been deleted from the CIP program. A question was raised regarding the Hilicrest Park area, and Public Works Director Bill Baker said they have been in touch with the people from the golf course and they indicated they will allow whatever is required in stormwater treatment on the course and the City no longer needs to pursue park property. In response to when a final decision would be coming before the Commission, it was indicated in approximately two years. A question was raised regarding internal borrowing and it was indicated it would eventually be repaid from the local option gas tax and the transportation impact fee. i11 i BudgetlAlbrk Session 4 5119192 In response to questions, it was indicated there are very few unpaved streets in Clearwater. Clearwater presently works with the county regarding streets in the enclaves. It was pointed out there have been complaints from the residents of a trailer park regarding dust problems on Blossom Street. Staff is to review. A question was raised regarding Tropic Hills and Mr. Baker indicated the Traffic Engineer worked out a plan for another access and presented it to the homeowners association; however, they have not yet brought it forward. Discussion ensued in regard to new and replacement sidewalks and It was requested consideration be given to providing sidewalks for older citizens not just school children. A program has been started to review streets that should have sidewalks; however, have no rights-of-way and people will be requested to provide an easement with sidewalks being installed at the expense of the City. In response to a question, it was indicated a map has been prepared showing areas in the N. Greenwood neighborhood where sidewalks are needed. A question was raised if infro,_.tr,.,cture funding can be used for repair and replacement and it was indicated it could. There was discussion regarding the Pinellas Trail and it was indicated the intent is to have an east/west route across town. Intersections There was discussion in regard to what is included under the code for signal renovation. In response to what the cost would be to add a left hand turn signal to an intersection, it was indicated It would be in the range of $2,000. Traffic Engineer Peter Yauch said new signals are being looked at for the intersection at landmark Drive and Enterprise Road and Countryside Boulevard and Village Street. He discussed the proposed city-wide intersection improvements. Parking Lot_Re5urfacin4 A question was raised regarding the parking lots in N. Greenwood and it was indicated approximately $100,000 was reserved In a prior year and is being carried forward. In response to a question, it was indicated parking garage signs have been approved and will be going into production. ?"? Budget Vlbrk Session 5 5119192 Clearwater Pass BBridge Monitoring P cam Bill Baker said CDM is being paid $100,000 per year for annual systematic monitoring of the bridge. Stormwater. Utility- Mr. Baker reviewed the Allen's Creek and Stevenson's Creek improvements Indicating at the present time no stormwater money needs to be allocated for Allen's Creek; the infrastructure tax will pay for a sediment basin and replacement of the bridge at Druid Road. He said the Stevenson's Creek project is continuing. In response to a question, he indicated Allen's Creek would be looked at as part of the mid Pinellas Watershed Program. He said the $3 utility fee generates a pool of money from which capital improvements are made and are identified by the stormwater management plan being prepared currently. He mentioned the habitat restoration and improvement project and indicated staff is not certain at this time what is expected by the EPA in regard to stormwater management. There was discussion regarding the National Estuary Program and Environmental Manager Tom Miller said staff -is planning to do a joint project with the state for restoration work at the WPC East Plant to enhance the water quality and will be reviewing this with the Commission sometime in the future. Water System Bill Baker reviewed what is being proposed for the water system which included routine maintenance and change-out program regarding meter and backflow devices. System Expansion Mr. Baker said enough unspent system expansion money has been built up for the coming year. The budget for the Public Works Department was continued to handle some of the smaller departments' budgets. The meeting recessed from 2:45 p.m. to 2:55 p.m. Budget Vlbrk Session 6 5/19/92 Leisure Library The City Manager pointed out next fiscal year shows a 10 percent increase over last indicating he felt very strongly about keeping the resource materials in good condition. In response to a question, Main Library Division Manager Carolyn Moore said a gift had been received from the Hearst Corporation of the Clearwater Sun Archives which includes about 6,000 items such as photographs and clippings. She said at the present time, they are responding to requests with the help of volunteers. In response to a question, she indicated there is no charge for providing information, just copy charges. The porte cochere for the Clearwater East Library was removed from the budget in order to have more funds available for books this year. It was noted the cost for a porte cochere to match the one at Countryside is $110,000. Marine Seminole Launch Raml2 Dredging ws ?? The City Manager suggested rather than borrowing money in the out years that slip rents be increased and money be escrowed. He indicated the City's rates are very competitive. In response to a question, it was indicated Commission policy allows the City Manager to authorize up to a 5 percent increase upon notification of the Commission. The City Manager said he will be submitting a request to increase the fees a reasonable amount and escrow money for dredging at Seminole. In response to a question, it was indicated resident charges are $3.20/foot/month plus tax; non- residents have an additional 15 percent surcharge. Discussion ensued in regard to the demand being down and the City Manager indicated he did not want to make the rates non-competitive and would bring' his recommendation to the Commission as part of the operating budget. Utilities Service Replacement Harbormaster Bill Held said they have asked for an increase in funding from $15,000 to $20,000 as there is a pending project to replace all the sidewalks around the seawalls at the marina. At that time they would like to have all the utilities arranged to make them easily locatable. ?"? Budget Vlbrk Session 7 5/19192 Wateryvay in n n The Marina pile replacement was deleted and a new waterway maintenance project was started dealing with all buoys, day beacons, wave control and navigational signs, etc. lalands_Estates_Marina The City Manager indicated this is the land the City exchanged for the Hillsborough property and staff would like to start with the permitting process which may take 1-2 years. The decision whether to build will be made in 1994-95 and will be reviewed next year. Dock &DIggement and Repair This has been increased $15,000 this year. Marina Building Imgrovemenls This is a new project providing for the improvements to the exterior of the marina building keeping in mind the tropical seascape theme adopted by the Clearwater Beach Task Force. Mr. Held indicated he has reviewed preliminary drawings with the task force. In response to a question, Mr. Held indicated there are no plans for horizontal neon lights. The City Manager noted "tropical seascape" has never been defined. Discussion ensued in regard to the capital improvement plan being the responsibility of the department heads to anticipate the need for capital improvements ahead of time. It was questioned why six to seven new projects had all the funding in the first year and whether this was consistent with the philosophy of the plan. The City Manager indicated there is no way to anticipate everything that is needed five years in advance. He,said these projects are being recommended and the Commission can change or move them. General Public-Buildings- and Equipment Garage Discussion ensued in regard to locations for transformers to prevent transmitting holes. In response to a question, it was indicated the main transmitter is located south of the Sears Shopping Center. Budget \Abrk Session 8 5119192 Discussion ensued in regard to relocation of an existing building to centralize the Building & Maintenance Division General Services Department., In response to a question, it was indicated the $250,000 budgeted is just to move the building and to complete any exterior or interior work that needs to be done. It was noted It is cheaper to move the building and General Services Director Floyd Carter wants to put in a heavier concrete floor which is typical for this type of building. Maintenance of Buildings Geographic Information System Discussion ensued in regard to the Geographic Information System and CIS Manager Laura Chase indicated that planning for this project would be in 1993-94. An opinion was given this project should be done in 1992-93. The City Manager said they did not want to overload staff due to the new financial system and moved the PIS project to the out years. Discussion ensued in regard to the meter reading system replacement and it was indicated the Budget Advisory Committee minutes reflected it was not being used. It was indicated it needed to be used to get a reading into the utility system. It was felt there had been some miscommunication in regard to use by the meter readers. (1115 There was discussion regarding the network processor link and it was pointed out, if we move into a centralized city hall, installation of high speed communication lines for remote use would not be needed. In response to a question, it was indicated this would reduce the project by $70,000. A question was raised if older computer systems are not compatible due to reorganization of departments. Ms. Chase indicated it was not the reorganization but how the software was originally written. It was felt it would be beneficial to the City for certain departments to share information. Concern was expressed the City is making a mistake by not integrating all departments into a master system. It was noted part of the focus of the GIS system is to take existing data bases in 1993-94 and integrate them. Systems are being selected today based on compatibility to be drawn together with a GIS system without having to replace all other systems. In response to a question, it was indicated the long range plan was started in 1986. A question was raised if all equipment purchased since the long range plan was in effect is compatible. It was indicated anything purchased since that time has been geared to what the City will be doing in the future. A question was raised as to how much equipment on hand is not compatible and it was indicated there are some diverse systems, for example, the library which Budget Vlbrk Session 9 5119192 Is not compatible. It was felt there Is no need to bring the Library into the GIS system at this time; however, the City is looking ahead to keep them compatible. Concern was expressed whether the City is buying equipment just because it is "state of the art." Ms. Chase Indicated the Issues that are being dealt with are software and communication. A question was raised, if we are reducing our costs by going to new equipment, and Ms. Chase indicated we reduced costs by 50 percent in the utility area by going off the mainframe. She Indicated the utility system would be able to communicate with the Novell networks if located in one building or had proper linking between buildings. In response to a question, Ms. Chase indicated the Public Service terminals would be replaced only if they can not be maintained. Discussion ensued in regard to additional parkland, and Parks & Recreation Director Ream Wilson stated the open space, recreation land and recreation facility impact fees must be spent to purchase land to replace what has been replaced by another development. Discussion ensued regarding impact fees for development collected on Sand Key having to be spent on Sand Key until a recent ordinance change. The City F;. Manager stated the City had tried to buy land on Sand Key; however, there was resident opposition. The ordinance change allows the money to be moved to purchase parkland in other parts of the City. In response to a question, Mr. Wilson indicated impact fee monies would need to be spent within a certain radius of where collected. It was pointed out the monies from the Cheezam settlement would have to be spent for public improvements on Sand Key. A question was raised what is the open space ratio to population, and Mr. Wilson indicated two acres of neighborhood park for every thousand residents and two acres of community park for every thousand residents within each planning district. He noted two districts around Clearwater High School are somewhat short. In response to a question, it was indicated Sand Key does not meet those ratios. A question was raised, when talking about a softball complex, is staff looking at purchasing land for some future development and it was indicated this is the case. Budget V1brk Session 10 5119/92 ,r. A question was raised as to what site is being considered for the Countryside Community Park Community Recreation Center building and Mr. Wilson indicated staff is looking at a site just west of Countryside Boulevard and north of S.R. 580. It was indicated an interest has been expressed by the homeowners' association and various resident groups to move this project up. In response to a question, Mr. Wilson indicated staff looked at projects around the City that are labor intensive, and if there was not an immediate need, staff pushed them into the out years. In response to a question, it was indicated a swimming pool had been eliminated from this project. A question was raised as to how many positions would be needed and it was indicated at least four time equivalents. A question was raised if we could find the money for this project this year and it was indicated we could. In response to a question, Mr. Wilson said the land necessary to expand the nature preserve consists of four acres of a 13 acre tract and includes a waterfall. It is north of and adjacent to 35 acres the City owns in Safety Harbor, It was felt the City should continue to pursue purchasing the four acres and possibly the entire 13- acre tract. Mr. Wilson said Safety Harbor might be interested in nine of the acres. In response to questions, Mr. Wilson said the back four acres are zoned preservation; however, he was not sure of the front part, but felt it suitable for development. A question was raised if the Clearwater Beach improvements are part of the infrastructure tax priority. It was indicated a half million dollars had been set aside for undesignated projects on Clearwater Beach. It was questioned why this project was u„ coming up this year and Mr. Wilson said the residents have requested it with the money already being programmed. It was questioned how much the ADA will impact on the Morningside Bathhouse as it is not handicap accessible. Mr. Wilson said on existing buildings there are no immediate legal requirements. Public_ Works A question was raised if staff has looked into pumping water from Homossassa Springs or other areas. Mr. Baker indicated not on our own and cooperative efforts do not approach the economy of the welifields; however, the wellfields are losing their reliability. Utilities A request was made to consider a policy change so that unallocated monies from the infrastructure tax or in the general fund surplus could fund some utility system activities and improvements. In response to a question, it was indicated lower utility rates would be realized and using unallocated funds could offset capital utility costs rather than raising the millage rate. There was no consensus. Budget Vlbrk Session 11 5119192 A question was raised if some of the expenses required for stormwater management might not come other sources rather than the current method of funding. Concern was expressed some sections of the city are not benefitted at all by the major projects funded by the stormwater utility fee yet all residential units in the City are contributing to the fund. A request was made to reexamine this fee. The City Manager said considering a policy change to transfer general funds to capital projects in the utility fund could be reviewed when looking at the operating budget. FubIir Safety FirQ. Devarlment A question was raised if another fire station was to be built, what geographic area would be considered, and Chief Davidson said the Sunset Point Road and Douglas Avenue area. In response to a question, it was indicated any changes in the level of fire services would be reviewed by the Fire Chiefs' Association. A question was raised if there is a way to tell how many EMS calls are in the ? City and in the fire district and it was indicated the county is made up and identified ??;.?f by grids. It was indicated 15 percent of 17,000 plus responses were outside the City with Top of the World being the No. 1 EMS response location. In response to questions, Chief Davidson said fire prevention checks include routine inspections, checking fire extinguishers, lights, exit ways, hazardous materials, etc. Some condo buildings are done on an annual basis. As it was getting late in the day, it was decided a meeting would be set at Thursday night's meeting to continue budget discussions. The meeting adjourned at 5:20 p.m. Budget V1brk Session 12' 5119192