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03/30/1998 (2) ',}.' . ,,' > I', . ,:J: " , 'I. 'I, ' : .l..; ",. , , . ',l .,' , , , ." , " "," ..' ,,"'.: ' , ,,", , I', , , '. '~ ' , , " . , , ~J.!,I.,','.~:'~ "if', '. ',. .. .........,' 't ":;(' ',~"';d ~\: I:' " " I ,', ,',I> . ~ -", ' ' '''''. ' ~{~:::;~, .1.", ~ .' ' .J , )~.\ ,:, " " ~j',. !( /"/: l i};;:,;, 0,', ,I, ',. it; ~ [" '. . ' ei, , ~ ':. :. , I , c . .~' .1 ,.'" , ;]'.;,"",:',:'::, '.'" ~':' .. ,< ,>. t')':,;,:" :' ~,. ~ '~' T ' ,c, ' ., ~J't, T " r~",;:: ~:"i ., .." " · ~:",',: , t"',,,' r" \, ,i.r, '.. 'c, ' :J, ' , ., ~~, . ,. '; ~ i ~ J , '" ~ . < ~,~: ':' . /;. ' , . \( ", " F ~: ' \'> " f'. :' ,/' r~'.:" :" 'j " 'Date , , '/ I. , ~ c' ~ ' , ' .' " ' " ' .' ',\. '. ~ ,J, .'~ j ~,~';.' < < ',.","c:' " . WORKSESSION ',Ci~ Commission 'Works~ssion Minutes " March 3D ~ I~qi ',' 'I . .:. , ~ ' 1 , \ ' ! I I I j I I / , , '6~c; ", ',' '. I,"': :f: . t <:',' "~ .!~. t: ~ :1,:f:, ",' ': ,~, . > ~' :. ~ ~~~, \....) .. .....) ~it-':~(Y ""c. ,I CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 30, 1998 Present: Rita Garvey J. B. Johnson Robert Clark Ed Hooper Karen Seel Michael J. Roberto Kathy S. Rice Bob Keller Pamela K. Akin Cynthia E. Goudeau Brenda Meses Mayor/Commissioner Vice.M ayer/Commissioner Commissioner Commissioner Commissioner City Manager Deputy City Manager Assistant City Manager City Attorney City Clerk Board Reporter The meeting was called to order at 9:39 a.m. at City Hall. PRESENTATIONS Dr. Carl Kuttlar - St. Petersburg Junior College - East Library Joint Use Facility Concept Library Director Arlitta Hallam introduced Dr. Carl Kuttler of St. Petersburg Junior College. Dr. Kuttler presented a brief history of the St. Petersburg Junior College system and cited improvements made including: 1) construction of smart classrooms, tying other schools into the education system; 2) a Seminole campus opening in August 1998; 3) many degree programs now offered via television and the Internet; and 4) upgraded and new computer systems at various sites. He felt libraries of the future will be strong technology depots. The college has been highly successful obtaining grants far resource development and he suggested planning will identify all available financing options for the St. Petersburg Junior College - East Library Joint Use Facility Concept. He felt partnering with Clearwater will be an asset to the community and the college, spawning economic development. In response to a question, he said the City of Seminole will be using Penny for Pinellas funds for a joint library use. In response to a question, Dr. Kuttler said parking and access to the joint library facility will not bo an issue. No specific timetable has been established, however the college is ready to move forward with the partnership. He offered his expertise in obtaining County assistance. He also offered the Commission a trip to Broward County to review how the joint library partnership works.. In response to a question, Dr. Hallam said library computer systems can be linked. The City Manager requested a letter of support for the partnership. It was remarked the joint library use concept is excellent. Consensus was to allow staff to continue investigating this option. Historical Survey Grant Award mws03c98 1 03/30/98 ','-" " ' " , ,~ o J rt-.:J"T". " Mayor Garvey presented the City Manager with a $7,500 check from the Secretary of State for a comprehensive, intensive, historical, and architectural survey to be done of the downtown business district and surrounding Old Clearwater Bay neighborhood. The meeting recessed from 10:22 to 10:30 a.m. PUR PURCHASING West Coast Plumbing, materials, permits, Installation & inspection of gas system projects outsourced during contract period of, date of award through 9/30/99, est. $60,000 (GAS) Pinellas Heat and Air, materials, permits, installation & inspection of projects outsourced during the contract period of, date of award through 9/30/99, est. $100,000 (GAS) In response to a question, Purchasing Manager George McKibben said the West Coast Plumbing and Pinellas Heat and Air contracts allow the purchaser to select either vendor. The City can also utilize City personnel for the project. Managing Director of CGS (Clear~ater Gas System) Chuck Warrington said growth of CGS has outdistanced the City's ability to keep pace with customer installations. GS GENERAL SERVICES Contract to Carlisle Ford, one 1998 Ford Crown Victoria Law Enforcement Pursuit Sedan, $23,999; authorize funding under City's master lease purchase agreement in the amount $8,251 (Consent) This is a replacement vehicle from Carlisle Ford for Unit G 1485 which was destroyed in an accident March 1 997, as a piggy-back on City purchase order 1 6862 issued January 15, 1998. Funding for $14,248 in insurance proceeds and 41,500 in auction proceeds had been realized in the prior year. Mid-year budget amendments to the Garage Fund will recognize these revenues and an offsetting operating transfer of $15,748 to capital project to offset the cost of the replacement vehicle. The balance of $8,251 will be provided by a budget increase in capital project recognizing the lease purchase portion of the purchase. Debt cost,s of approximately $2,715.52 for fiscal year 1997/98 are available in fleet operating accounts. In response to a question, Interim General Services Director Dr. Hallam said the $23,999 is for purchase of the vehicle under the City's master lease purchase agreement. The $8,251 figure is for the lease purchase portion of the purchase. Contract to Don Reid Ford, one 1998 Ford Ranger pickup truck, $17,414, and contract to Florida Sheriff's Association (FSA) for a $50 administrative fee for use of FSA contract 97- 05-0915, for total $17,464; authorize funding under City's master lease purchase agreement in the amount $15,385 (Consent) mws03c98 2 03/30/98 ~ (:.:) "~ \; , Unit G409 11988 Ford Tempo Sedan) is scheduled for replacement in fiscal year ,1997/98 because unit is 10 years old, meter exceeds 50K and life to date repair costs are 119% of original purchase price. Inklnd replacement with Ford Taurus sedan including 5- year/75,OOO mile ex.tra care ex.tended service plan warranty is $16,385. The Community Response Team requests the sedan be replaced with a Ford Ranger pickup equipped with a va engine, extended cab, electric windows and door locks, and a 5-year/75,OOO mile extra care extended service plan for $17,414. The unit is available on Florida Sheriff's Association Contract 97-05~0915. Funding of the $15,385 is provided from the City's lease/purchase account. An additional $2,029 is provided from CRT. Funding for $50 Sheriff's Association administrative fee is provided from Fleet Maintenance operating account. Debt service fqr fiscal 1997/98 is $680.67 (principal) and $192.60 (interest) for a total of $873.27. In response to a question, Dr. Hallam said a pickup truck is less expensive to maintain than an automobile, better meets the department's needs, and costs less than' an automobile. PW PUBLIC WORKS Contract to sell real property located at 103-107 East Avenue, Gould & Ewing's 2nd Add., Blk 15, Lots 8-11 to Angel Santiago, for $97,000 less est. transaction expenses of $720 The subject property was declared surplus and advertised for sale with a minimum acceptable bid of $90,000. Of six bids, Mr. Santiago's $97,000 bid was the highest. Among other provisions, the subject purchase offer: 1) specifies a cash purchase; 2) acknowledges receipt of a $5,000 earnest money deposit; 3) is assignable; 4) stipulates the property, is being purchased for retail furniture sales and as a truck rental facility; and 5) requires closing within 60 days following the effeotive date, subject to satisfaction of all other contract provisions. After selling expenses estimated at $720 far title insurance and lien search fees, approximately $96,285 will accrue in revenue for surplus land code 010- 00000-364220. Assistant City Manager Bob Keller said this item has passed legal sufficiency and involves a policy decision. The Commission had requested this site be used for trail-related businesses and similar uses. This bidder will conduct a retail furniture and truck rental business at this site and has promised to improve the exterior of the building., The second highest bidder from a water company is a few thousand dollars less. In response to a question, Mr. Keller said ingress and egress is from the East Avenue side of the business. The bidder has indicated he is comfortable with the potential that East Avenue may become a one~way streot. It was questioned if this business would enhance the property in accordance with the City's vision for economic development. In response to a question, the City Attorney said the City has not placed restrictive covenants on assignability of private properties in the past. CP CENTRAL PERMITTING mws03c98 3 03/30/98 ot. . ' ~, .,. . ~, r.'.. . , ",;-,t,'.:..',', '..'. "~:~. , "",..; "." ~', . c' , , , I ~ . , " ~ ~: ,,' . ,,,.......... 1 / ~.....,_.... .J , . ' First Reading Ord. #6261.98 - relating to building and development regulations; amending Sec. 47.051 to adopt the 1997 Edition of the Standard Mechanical Code In response to a question, Assistant Director of Central Permitting Vie Chodora said the PCClS (Plnellas County Construction Licensing Board) has not reviewed building or plumbing codes for 1 997. ClK CITY CLERK Agreement with Archer Management Services, consulting services re Long Range Plan for Document Management System to evaluate City's needs re paperless technology & evaluation of current records management program, $28,008 plus additional $163 per hour for evaluation of need in departments other than City Clerk's, not to exceed total $43,000 (Consent) The City received 5 responses to its RFP (Request for Proposals) to evaluate their needs for paperless technology and evaluation of the current records management program. The consultant will perform the following services under this RFP: 1) review and evaluate the current records management program and develop a long range plan for implementing technology in the future; 2) ensure that the recommended system(s) and other future technological enhancements proposed comply with the City's standards for telecommunications and data processing; 3) determine methods for streamlining work processes through the use of electronic forms and workflow; 4) develop an RFP for a system that initially addresses the needs of the City Clerk Department and that can be expanded in the future to address the needs of other departments. Participate in a pre-bid conference if scheduled; 5) review with staff the RFP submittals received and assist in evaluating the submittals and ranking the top 3; and 6) be available to resolve issues or conflicts that arise during installation and implementation of the system and as needed with regard to future phases of the imaging system and long range plan being proposed. In response to a question, City Clerk Cyndie Goudeau said costs include travel expenses. Disband North Greenwood Community Task Team Deputy City Manager said the NGCTT (North Greenwood Community Task Team) completed the work for which they were formed. The City is avoiding placing layers of organizations in the community. CA lEGAL DEPARTMENT Second Reading Ordinances Agreements, Deeds and Easements , mws03c98 4 03/30/98 , , ' ' " '. " '~' . , " ' ': ,.',. ' I :.'" ~. . " ..;-' ",' . ..; " , ,',", , f... . ,-,; :' ,~ () J r, .'," I . .: . Drainage Easement & temporary construction easement - Gould & Ewing's 2nd Add., Blk 20, Lot 14 (Bltman)(Consent) In response to a question, the City Attorney said this item is related to problems that occurred when the County completed the Pinellas Trail in the area. It was questioned if the County will participate in the costs for this project. , OTHER CITY ATTORNEY ITEMS - None. City Manager Verbal Reports The City Manager said the West Coast Regional Water Authority has requested using the Commission Chambers to hold their desalination bid meeting on a day the Commission normally uses it for worksessions. They will need to be in the Chambers by 11 :30 a.m. Consensus was to allow them to use the Chambers and if the Worksession was not over by 11 :30 a.m., it could move to the conference room. Commission Discussion Items Direction re Charter Review It was recommended the Charter Review Committee be given direction regarding global changes needed to facilitate the City's Vision and Mission statements, and One City. One Future. Commissioner Johnson requested consideration of 4 year term limits. Issues to be reviewed include: 1) purchasing provisions; 2) property issues; 3) maintenance and emergency dredging; and 4) cleaning up issues regarding term limit inequities for those filling unexpired terms. Other Commission Action Commissioner Hooper received a letter from MPG & Company regarding nonpayment concerns. Commissioner Hooper referenced a letter from State Treasurer Bill Nelson suggesting support for rolllng back homeowner insurance rates. Concern was expressed that there was not enough information to make this decision. Commissioner Hooper said he will express his own personal opinion to Mr. Nelson, not those of the City Commission. Commissioner Hooper recommended support for Kenneth City's request to encourage the County to use more current censlJs updates. Commissioner Hooper said the Long Center has posted a new sign commending the Solid Waste Department's efforts and cooperation with the Department of Tourism for the fall festival. Mavor Garvev said work is continuing on the Seafood Festival which is scheduled prior to the Jazz Festival. mws03c98 5 03/30/98 . . . I .. ,~ . ,. d' . '.' '~ . ': " , 'I ". ~ I ' I' , \ " >': :--,'. > j< , ',',j :',~ , _ t' ~'~, I.~.~ ~ " ~, Commissioner Johnson questioned why GTE is adding 3 numbers to certain area codes. Consensus was to write to the Public Service Commission expressing the City Commission's concern. Commissioner Johnson thanked the City Attorney for her response to Fred Thomas regarding the DDB (Downtown Development Board). Commissioner Johnson questioned the status of the Kapok Tree Mobile Home Park. The City Manager said it is proposed the park be purchased with Penny for Pinellas funds. Drainage issues to eliminate flooding wl1l be addrossed after purchase. Commissioner Johnson said Clearwater magazine is to include all pertinent City departmental information. He noted the Marina still publishes Scuttlebutt. It was noted Scuttlebutt is a handbill distributed strictly to Marina businesses. Commercial businesses do not receive Clearwater magazine. Commissioner Seel reported the revised budget for the GIS (Geographic Information System) has been approved. She questioned why the City is not taking full advantage of ,the grant. Commissioner Seel congratulated Public Works Administrator Rich Baler for a job well done on Stevenson's Creek. Commissioner Seel thanked Mayor Garvey for her efforts while in Nagano, Japan. Commissioner Seel requested the status of the Brownfields Advisory Board. Commissioner Seel expressed concern regarding the Greenwood neighborhood meeting held on Saturday. She extended her apologies to the neighborhood, and felt the consultants did not perform to standards. Commissioner Johnson said he also attended the meeting and felt the consultants had lost control of it. The City Manager said he will discuss the matter with the consultants and call them back at no cost to the City. Mavor Garvev complimented the City Manager's letter sent to Representative Morroni regarding an annexation bill. She will also send a letter to Representative Morroni. Mavor Garvev said a problem exists regarding shopping carts on rights-of-ways and public parks throughout the City. She requested something be done regarding the matter. Mavor Garvev expressed her concern regarding overgrown bushes on sidewalks. The City Attorney said an ordinance was passed to correct those issues. Adjourn The meeting adjourned at 11 :25 a.m. mws03c98 6 03/30/98 , , " .', ,I " ' ,L'" " ',. j. ' ',I, '