11/02/1998 (2)
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'WORKSESSION
City Commission Worksession Minutes
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CITY COMMISSION WORK SESSION
CITY OF CLEARWATER
November 2, 1998
Present:
Rita Garvey
Ed Hooper
J. 8. Johnson
Robert Clark
Karen Seel
Mayor/Commissioner
Vice-Mayor/Commissioner
Commissioner
Commissioner
Commissioner
Also Present:
Michael J. Roberto
Richard L. Hedrick
Pamela K. Akin
Cynthia E. Goudeau
Gwen Legters
City Manager
Deputy City Manager
City Attorney
City Clerk
Board Reporter
The meeting was called to order at 9:52 a.m. at City Hall.
PRESENTATIONS
Charter Review Committee Report - Chair Tim Johnson
Charter Review Committee Chair Tim Johnson outlined procedures the committee
used to draft two categories of charter changes: substantive and nonsubstantive.
Examples of substantive changes include streamlining purchasing procedures; simplifying
sale or disposal of City property; increasing the amount of material that may be dredged
without a referendum; term limits; effective date of office for commissioners-elect; and
changing Charter Review Committee procedures. He listed examples of non substantive
changes such as moving existing provisions from one section to another, and cleaning up
language for consistency and clarity. He reviewed changes discussed but not
recommended. He said the committee voted unanimously to recommend adoption of the
changes as recommended.
Mr. Johnson responded to questions regarding individual text changes. General
discussion ensued regarding qualified voters; effective date of office; preparation of ballot
questions; calling special meetings; term limits; unspecified lease terms; and revenue
bonds. Commissioners will review the committee's report in detail for discussion of
substantive changes at Thursday's Commission meeting.
PUR PURCHASING
Smith Fence Company. Inc.. purchase & installation offence for various projects
throughout City, 11/7/98-10/31/99, est. $150,000 OOL)
In response to questions, Purchasing Manager George McKibben said this year the
fence projects were lumped into one award. One large project is the $73,000 fence at E.C.
Moore ballfield.
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Onyx Petroleum Inc.. extension. vehicle fuel to be used throughout City by all departments,
12/16/98-12/15/99, est. $230,000 GSS}
Mr. McKibben said the City's petroleum contracts generally do not expire at
different times. This item is out of the normal cycle because it piggybacks on a Pinellas
County contract.
Century Industries. Inc.. one MSM 3200 Mobile Sound Staqe to be used throughout City by
Parks and Recreation, $84,865; funding to be provided under City's Master lease-Purchase
Agreement (QOL)
In response to questions, Parks and Recreation Director Art Kader displayed
photographs of a typical self-contained mobile stage equipped with sound and lights. He
described its variety of uses, stating it will supplement the flatbed trailer currently in use.
The sound stage can be pulled by a City dump truck outfitted with a trailer hitch.
Oakhurst Construction. construction of footinQs & installation of pedestrian bridqeto be
located in DelOra Groves Park, est. $27,500 QOL)
Concern was expressed the pedestrian bridge may have been built without
Commission approval despite its cost exceeding $25,000. Mr. McKibben responded the
bridge cost less than $25,000. This item is for total construction costs.
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ED ECONOMIC DEVELOPMENT
Public Hearina - Declare surDlus to city needs. 600 FrankHn St., Gould & Ewing's 2nd
Addition to Clearwater Harbor, Blk 7, part of Lot 1, for purpose of selling; approve contract
with Pinellas County Housing Authority for sale thereof, for $74,800 less closing expenses
est. at $560, for approx. net sale proceeds of $74,240
The City's real property at 600 Franklin Street, also known as the International
Association of Fire Fighters (IAFF) building, is surplus property to City needs. The IAFF is
no longer leasing the property. Charter Section 2.01 (d)(4)(HiJ allows transfer of property to
another governmental entity for less than appraised value for a valid public purpose. The
Pinellas County Housing Authority is a governmental entity providing housing options to
members of the community with limited incomes. The Pinellas County Housing Authority
needs to expand their office space located at 209 Garden Avenue. Obtaining the subject
property would enable Pinellas County Housing Authority to remain in the institutional
quadrant of downtown; be readily accessible to other County entities with which they
work; be accessible to their clients, and does not remove property from the tax rolls. On'
October 8, 1998, James Millspaugh appraised the property value at $75,000. The Pinellas
County Property Appraiser's 1998 assessed value is $74,800.
In response to questions, it was indicated, the City's restriction against selling
property to non-profit organizations does not apply to government agencies. The property
o would not be on the tax rolls, but the net effect would be to save the City money in
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refurbishment costs. Concern was expressed with selling the property after the IAFF lease
was not renewed because it was understood the City had a higher and better use for the
land. Discussion ensued regarding Housing Authority parking requirements. Assistant City
Manager Bob KeUer reviewed potential uses discussed for the subject property, noting all
potential users signed off on the property as unusable for their needs. The City Manager
explained four scenarios for continued Fire Department use were examined, but none was
suitable due to Inadequacy of the existing electrical and mechanical systems. He said Fire
Department needs will be considered during consolidation of government services
downtown. In response to a question, the City Attorney will investigate whether the
property has deed restrictions.
FN FINANCE
Res. #98-52 - Establishina Citv's intent to reimburse certain orolect costs incurred with
oroceeds of future tax-exemot financina
The Capital Improvement Budget identifies $30 million in stormwater projects over
the next few years that are expected to be funded through the'issuance of bonds. It is
anticipated the City will issue bonds in late 1998 or early 1 999 to refinance a portion of
these projects. The initial bond issue will provide funds for projects expected in the first
two years. The date of issuance will be determined at a later date based upon market
conditions. The stormwater funds will be incurring expenses on these projects prior to
issuance of the bonds. This reimbursement resolution will allow for the City to be
reimbursed from the bond proceeds.
Finance Director Margie Simmons said this item allows the City to pay for
stormwater projects prior to issuing bonds; reimbursing with bond proceeds. Full
repayment will be from storm water funds. Public Works Administrator Rich Baier
responded to questions regarding funding sources for Stevenson's Creek improvements,
and Town Pond issues.
Authorize utilization of purchasing cards and award contract to NationsBank to orovide
Purchasina Card Services (Consent)
This contract will enable designated City employees to charge goods and services to
their unique City purchasing card account as an alternative to small purchase orders, petty
cash purchases, or individual City check purchases. This program will remain in full
accordance with existing or future ordinances and purchasing policies. Purchasing cards
will improve purchasing and vendor payment efficiency by reducing paperwork and
processing time for the vendor, the user department, and the Finance Department.
Purchasing card services are currently used by the State of Florida, Pinellas County, and
many local governments, including the City of St. Petersburg. Building and Maintenance
with nine potential users has been selected to test program procedures. Additional
departments will be added when feasible. Revenue sharing is provided under the terms of
the contract. NationsBank will pay the City $4 per $1 ,000 in purchases each contract
year, after the first $100,000.
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Ms. Simmons and Mr. McKibben responded to questions regarding how the process
will function. Use of the cards is at Department Directors' discretion and dollar limits will
not change. A report on the pilot program will be provided after 6 months. Savings that
can be realized from streamlining purchasing procedures were highlighted. Vendors are not
required to accept the cards, but they generally do because of the advantages.
GAS GAS SYSTEM
Interloca! Aareement I Franchise with Town of RedinQton Shores to provide natural Qas
service to citizens of Redington Shores: Res. #98-53 - AcceptinQ Gas Franchise with Town
of Redington Shores and aoproving interlocal 8Qreement
On September 8, 1998, the Town of Redington Shores Town Commission approved
the Interlocal Agreement with the City of Clearwater to provide natural gas service in
Redington Shores. The Interlocal 'Agreement incorporates franchise provisions as part of
the document. The Interlocal Agreement provides the City of Clearwater a 3D-year non-
exclusive right to supply natural gas service and to construct, operate and majn~ain all
facilities necessary to supply natural gas to the Town of Redington Shores. The Interlocal
Agreement provides for an up to 6% franchise fee to be paid by natural gas consumers
within the Town of Redington Shores.
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Gas System Manager Chuck Warrington explained the 3D-year non-exclusive right,
stating an intergovernmental agreement is required for Clearwater to serve as the gas
company for Redington Shores, but State law does not allow an exclusive franchise. He
said territorial agreements are generally used when territory disputes exist, but the City has
no territory restrictions toward the south end of Pinellas County.
LIB LIBRARY
Discussion re St. Petersburg Junior College's reauest for support of aloint-use.
Jll!bllc/iunior colleae librarv on the Clearwater campus
St. Petersburg Junior College (SPJC) is reque&ing $ 8 million in Public Education
Capital Outlay (PECQ) funds to renovate their existing library and build a public library
addition to house a joint use library on the Clearwater campus. If the joint facility is
approved and the funding obtained, Clearwater and St. Petersburg Junior College would
enter into a contract to provide joint library service.
The City Manager noted the Commission has not determined whether this direction
is wanted. He suggested a full presentation, including pros and cons, of the proposed
relationship. Action on the item can be delayed past Thursday if more information is
needed, but the PEeD dollars are competitive and the issue needs to be addressed as soon
as possible for the City's legislative package.
Quality of Life Administrator Dr. Arlita Hallam indicated Clearwater's participation is
needed in order for SPJC to receive PECD funds. Facilities funding, staffing, library
() materials acquisition and cataloging, and benefits were reviewed. Potential terms of
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agreement and 1 a-year cost projections were discussed. Dr. Hallam responded to
questions regarding how estimates in the scenario compare to actual numbers for East
library branch operations. Speculation ensued regarding effects of a joint library on the
City/County library cooperative. It was indicated the project is not contingent upon sale of
the East library. Concerns were expressed with the potential for campus traffic to
overflow into the public library parking area. Additional information regarding projected
cost and Seminole's agreement with SPJC was requested for Thursday. It was indicated
part of the request was to use the City's lobbyist. Concerns were expressed the draft
agreement does not show SPJC paying an equal share of the funding.
Desianation of $40.000 match from 1998-99 Vision Funds in anticipation of orant fundina
reaardina Canitol Theater Grant Application (Consent) ,
On August 31, 1998, the City of Clearwater submitted an application to the Florida
Department of State, Bureau of Historic Preservation for a small matching grant of $40,000
to finalize architectural planning, develop construction budgets and make initial repairs to
the Capitol Theater In downtown Clearwater. The grant application contained support
letters for the project from the Pinellas County Arts Council, Ruth Eckerd Hall, the Pinellas
County Park Department, the Greater Clearwater Chamber of Commerce, the Greater
Clearwater Public Library Foundation and the downtown business community. A
requirement of the grant is that funds from the Department of State are matched with a
local cost share that equals the grant request. This match of $40,000 can be cash or in-
kind services. In the course of the application process, several match source alternatives
\ were considered, including an in-kind donation of labor from the City'~ General Services
,~/ Department. When no feasible alternative was found, it was determined that a cash
allotment of $40,000 could be designated from the City's vision fund of $750,000. If
funded, the project period for this grant will be January to December 1999.
In response to questions, it was indicated funding was not in place for in-kind
donation of labor. Downtown Manager Diane Smith said the initial repairs would include
work on restrooms, sprinkler system, painting and damage repair. The existing seats will
be retained and might be reupholstered in the future.
SW SOLID WASTE
, Aareement with Pinellas Countv, servlcin9 of north county drol"l-off centers and marketina
of recvclables (Consent)
The City of Clearwater won the bid to serve the five north Pinellas County drop-off
centers. The agreement authorizes the City of Clearwater to provide these services. This
program will pay for itself and return net revenue of approximately $32,037 to the City.
These services can be supported with existing budgeted resources.
Solid Waste Department Director Bob Brumback responded to questions regarding
use of existing resources and other bidders. He said the anticipated net revenue is based
U on current recycling prices, noting the commodities market is down.
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PW PUBLIC WORKS
Contract for construction of stormwater Imorovements at Northwood Estates. Suncoast
Excavating & Utilities, Inc., $98,618.30 Consent)
This item is for construction of storm water improvements for two existing detention
ponds, and replacement of failed storm pipe. The work shall include removal of existing
retaining walls, construction of retaining wall, construction of a 4: 1 side bank, construction
of storm pipe, mitered end sections, storm manhole, grate inlet, and necessary
appurtenances. The project was designed by City of Clearwater engineering staff. The
engineer's estimate for the project was $119,958.99. This project will begin
approximately mid-November, 1998 and is scheduled to be completed within 120 calendar
days. No monetary incentive for early construction completion is warranted on this size
project; however, the contract includes a penalty clause of $1,000 per day for each day
the work to be performed remains incomplete beyond the time limit specified in the
contract. Funding is to be provided from bond proceeds as anticipated in the results of the
Utility Rate Study. Any financial resources required to be used prior to bond issuance will
be provided by a loan from the consolidated cash pool.
Public Works Administrator Rich Baier said construction of new side banks will
enable embankment maintenance. Discussion ensued regarding efforts to satisfy the
concerns, of a specific property owner, saving existing trees, and the necessity of this
project to take care of flooding upstream. It was indicated piping is preferred by most
-- people with open, non-navigable water behind their homes. The City Attorney stated in
response to a question the City and property owner would be jointly liable for occurrences
behind one of the homes. A suggestion was made to state in writing that the property
owners are responsible for bank maintenance.
Res. #98-37 - authorizina execution of a Transfer A(ueement with FOOT for transfer of
SR60 / Causeway Blvd., from Mandalay Ave. to Bridge No. 43 and SR60 / Marianne St.
From Bridge No. 43 to Mandalay Ave. from state highway system to the City of Clearwater
road system
The City has requested that the FDOT (Florida Department of Transportation)
execute a transfer agreement transferring that portion of State Road 60 on Clearwater
beach known as Marianne Street and Causeway Boulevard, from Mandalay Avenue to
Bridge No. 43 from the State Highway System to the Clearwater Road System. This
transfer will facilitate revitalization of the terminal end of the Gulf-To-Bay Boulevard
corridor and the redevelopment of Clearwater beach. The FOOT has requested that the
City adopt a resolution to initiate the agreement process. The agreement will set forth the
terms and conditions under which the City and the Department will abide, commencing on
the date of approval by the Secretary of the FOOT. The City accepts all responsibility for
road operation and maintenance. The agreement includes the roadbed, curbs, culverts, and
drainage structures within the right-of-way. Responsibility for maintenance of public
sidewalks, and other ways in the right-of-way, is the City's. No action will be taken to
o compromise integrity of Causeway Boulevard or Marianne Street, as part of the State Road
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60 hurricane evacuation route. The City will not impose a toll on their portion of the
roadway or the roadway will revert back to the State.
It was stated in response to questions, the City will incur additionil maintenance
expense as a result of the transfer agreement. The City will be able to provide level of
service "0" between Marianne Street and Causeway Boulevard. The DOT expects transfer
to take 2 months. Staff was requested to determine and report the annualized
maintenance cost of the new roadway. The transfer does not include Bridge No. 43.
PLD PLANNING & DEVELOPMENT SERVICES
Public HearinQ & First Reading Ord. #6340-98 & #6341-98- Annexation & RS-8 Zonino for
prooerty located at 1601 Stevenson Dr., Stevenson's Heights, Blk C, Lot 7 (Agnes E.
Akins, A98-27)
The applicant is requesting annexation of a single-family residential property to
obtain City garbage collection service. The applicant is already receiYing City sanitary and
water services, is being billed, and has been paying for these services since June 19,
1987. The Engineering Department recommends that the abutting rights-of-way along
Stockton Drive and Stevenson Drive be annexed along with this request. The Planning and
Zoning Board endorsed the annexation at their October 20 meeting.
In response to a question, staff will verify whether the applicant has been paying
nonpresident surcharges.
Public Hearing - Amendment to approved concept plan and associated preliminarv
subdivision plat for property f/k/a "Sunshine Mall". Master Planned DeveloDment. Sec. 15-
29p15, M&B 34.01 and Sec. 22-29-16, M&B 21.01 & 21.02 (Clearwater Group, Ltd.)
The applicant is requesting approval of an amendment to the concept plan and the
associated preliminary subdivision plat for the Sunshine Mall Master Planned Development.
Major reyisions to the concept plan and preliminary subdivision plat are: 1 )reduction from
11 to 10 parcels; 2) reconfiguration of Parcels 6/ 5A, and 7 into the new Parcels 7 and 8;
3) reduction in size of former Parcel 7 from 17.96 acres to 10 acres and reduction of the
number of units on this parcel from 408 to 240; 4)new residential Parcel 8, with 204
apartment units; 5} reduction of the number of commercial outparcels alorg Missouri
Avenue from 9 to 7; 6) revisions to the detention pond/entrance from Druid Road which
results in one retention pond on new Parcel 8 and a 0.5 acre increase in size of Parcel 2
(Vision Works); and 7) overall changes in density and intensity from 608 to 644 residential
units, and from 242,063 to 206,127 square feet maximum commercial floor area. The
MPD (Master Planned Development) zoning, concept plan, and plat for Sunshine Mall were
approved on second reading by the City Commission on May 6, 1998. City Commission
review of this proposed amendment to the Sunshine Mall MPD is appropriate pursuant to
Land Development Code Section 40.261 (4). Staff stated the amended concept plan and
preliminary subdivision plat are consistent with the original MPD approval because the
comprehensively planned redevelopment project provides for interrelated uses, circulation
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patterns, building orientations, parking areas, open spaces, and like features which
contribute positively to the redevelopment area and the City.
'Planning Manager Sandy Glatthorn reviewed the concept changes to the site plan
and reconfigured plat. Discussion ensued regarding amount of elderly housing in the
market; retail along Missouri Avenue; site access; location of retention/detention; and
density. It was indicated CEO Construction is still part of the deal; they are doing 240
units. It was stated in response to questions regarding the incentive package, that the
issue is currently off the table because the numbers have changed. Additional information
regarding the incentive package was requested for Thursday.
The meeting recessed from 12:08 to 12:22 p.m.
eM ADMINISTRATION
Public Hearinq ~ Aoorove revised recommended Penny for Pinellas oroiect listing to reflect
changes that will accommodate the Beach Entranceway changes
On March 6, 1997, the City Commission adopted Ordinance 6137-97. This
ordinance established the requirement for a special public hearing regarding any funding
change in a Penny for Pinellas project totaling $500tOOO or more. It is estimated that
$1 35,709t528 will be received during the remaining 12~year period of Penny for Pinellas
funding. The changes to the project list are: 1 )add $2 million to the Beach Entranceway
,.._\ project bringing the new total to $10 million; and 2)jncrease debt costs by a net
$1,670,822 to allow for immediate commencement of the project in FY1 998/99. The
increase of funding allocated to specific projects is $3,670,822. This is accomplished by
eliminating the contingency reserve of $S,057t502 and increasing the unallocated funds
from $3,618,627 to $5,005,307, an increase of $1,386,680.
The City Manager announced a public meeting regarding this item will be held today
at 5:00 p.m. Staff was asked to-provide up-to-date information regarding bonding and
financing costs. In response to concerns with eliminating the proposed $500,000
Cleveland Street project from tonighfs discussion, it was indicated the details and
renderings of what will be proposed are not available at this time. The Cleveland Street
item will come forward at a future meeting and will remain on the Penny for Pinellas project
list the Commission is being asked to consider Thursday because of the timing issues
involved. The City Attorney noted bond issues are not part of todayts revised Penny for
Pinellas project discussion. However, when the bond hearing does occur, Cleveland Street
needs to be included, in order for it to be bonded. Concern was reiterated regarding
including Cleveland Street in what the Commission is being asked to approve without a
public hearing. The City Manager pulled the Cleveland Street item.
General discussion ensued regarding concepts for downtown. The City Manager
said the Downtown Development Board participates in Cleveland Street landscaping
improvements.
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CA LEGAL DEPARTMENT
Resolutions
Res. #98-59 - Authorlzina execution of Mutual Aid AQreement for Marine Patrol services
with Plnellas County Sheriff's Office
The City Manager stated in response to questions, the City has been using the
Sheriff for marine patrol for about 7 years. The agreement must be readopted every year.
Questions were raised regarding what this resolution provides that the City doesn't already
have, and why a resolution is necessary, if the City controls its waterways. Staff will
provide more information for Thursday.
OTHER CITY ATTORNEY ITEMS
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The City Attorney stated a lawsuit is pending regarding Dumont vs. City of
Clearwater with regard to flooding ,damage to property on Highland Avenue due to
construction. She stated permission is needed to bring third party action against the
construction and engineering firms that were notified, but have not responded. In response
to questions, Rich Baier said HDR Engineering is working on the new bridge. He will
contact them today to determine their issues.
City Manager Verbal Reports
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The City Manager reported the Look of Success video is running on the Pinellas
County television station three times a day this week.
Other Commission Action
Mavor Garvev reminded everyone to vote in tomorrow's election.
Commissioner HOODer questioned whether the City's acreage in Hillsborough County
should be on the City-owned property list. City Clerk Cyndie Goudeau said it should.
Discussion ensued regarding the property's value and usefulness. Commissioner Hooper
requested future discussion regarding disposal of the property.
Adjourn
The meeting adjourned at 12:47 p.m.
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