11/16/1998 (2)
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CITY COMMISSION WORK SESSION
CITY OF CLEARWATER
November 16, 1998
Present:
Rita Garvey
Ed Hooper
J. B. Johnson
Robert Clark
Karen Seel
Mayor/Commissioner
Vice-Mayor/Commissioner
Commissioner
Commissioner
Commissioner
Also Present:
Michael J. Roberto
Rick Hedrick
Pamela K. Akin
Cynthia E. Goudeau
Gwe~ Legters
City Manager
Deputy City Manager
City Attorney
City Clerk
Board Reporter
The worksession was called to order at 9:02 a.m. at City Hall.
Six service awards were presented to City Employees. The November Employee of
the Month a~ard was 'presented to Ozel! George, Jr., Public Works Department.
A special public hearing regarding charter revisions convened at 9:10a.m.
The worksession reconvened at 10:39 a.m.
PUR PURCHASING
Tree Line Sales and Service, Inc.. 1 st of 2 available extensions. annual insoectlon and
reoair of aerial buckets & cranes used bv various departments. 11/20/98-12/31/99. est.
$40.000 (GSS)
Kellv Services, 1 st of 2 available extensions. temporary emplovment service used bv all
departments. 12/1/98-11/30/99. est. $45.000 (HR)
In response to questions, Purchasing Manager George McKibben said the rates
were bid on an hourly basis, will be used as needed, and billed at the contract rate. He
felt the $45,000 estimate was reasonable, based on about $42,000 having been used
during the past few months.
Lakeside Occupational Medical Centers. P.A.. Dre-employment & annual Dhvslcal
examinations and random drug testing for all personnel except Fire. 1/1/99-12/31/99. est.
$60.000 (HR)
It was questioned why Fire Department personnel are excluded from this item. Mr.
McKibben responded that City personnel frequently visit the facilities while on duty.
Although Lakeside is less expensive than the walk.in clinics, it is located in Largo and the
o Fire Department prefers that personnel driving City equipment remain within city limits.
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Doctor's Walk-In Clinics. new hire & annual physical examinations for Fire Department
oersonnel. 1/1/99-12/31/99. est. $38.000 (HR)
In response to a question related to discussion of the previous item, Mr. McKibben
said the Doctor's Walk-In Clinics' home office is in Tampa. The Clearwater office is on
US 19 in Countryside. He said $38,000 is needed to provide pre-employment physicals
as well as annual physicals required by OSHA for employees entering into hazardous
environments. Additional information will be provided regarding the number of annual and
pre-employment physicals anticipated by Fire, Police and Human Resources, and why the
costs for Fire Department personnel physicals are significantly higher than for the other
personnel.
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Vermeer Southeast Sales and Service. Inc.. one Vermeer V-3550A trencher to be used
throuahout gas system by CGS. $25.360.36: fundina to be provided under City's Master
lease-Purchase Aareement (GSS)
Discussion ensued regarding how this item is charged to the City and the funds
recovered from the Gas system.
Standard Insurance Company, long term dlsabllity Insurance for emoloyees not eligible for
Dension olan coveraae. 1/1/99-12/31/99. est. $30.000 (HR)
Mr. McKibben stated in response to a question, the City pays for long term
disability insurance for 93 employees not in the pension plan.
Garber Chevrolet Geo. Inc" two 1999 Chevrolet Tahoe full size pursuit utility vehicles for
use throuahout City bv Fire Department personnel. $64.750: fundina to be orovided under
City's Master lease~Purchase Aareement (FD)
Fire Chief Rowland Herald responded to questions, stating the requested trucks will
be used as command vehicles for himself and the Deputy Fire Chief.
ED ECONOMIC DEVELOPMENT
(Cant. from 11/5/98) Public Hearing - Declare surolus to city needs. 600 Franklin 5t"
Gould & Ewina's 2nd Addition to Clearwater Harbor. Blk 7. part of lot 1. for puroose of
sellinQ: aoprove contract with Pinellas County Housina Authoritv for sale thereof. for
$74.800 less c10sina exoenses est. at $560. for aporox. net sale proceeds of $74.240
This item will be continued to the meeting of December 10, 1998.
Aareement with FDER providina for assessment and remediation of orDhaned and
abandoned sites within Clearwater Brownfields Area (Consentl
The Florida Appropriations Act provided for $225,000 for the assessment and
remediation of orphaned and abandoned sites in the Clearwater Brownfields area. The
'~ Florida Department of Environmental Protection administrates these funds and has
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, provided the subject agreement for execution. Funding will be utilized to provide Phase I
and II Environmental Assessments, Site Preparation, Site Stabilization, Removal of
Pollutant Storage Tanks and other activities required to return orphaned and abandoned
Brownfields sites to productive use. The proposed projects include: removal of pollutant
storage tanks and preparation of the former service station at 1108 North Greenwood
Avenue for redevelopment; preparation of a former salvage yard located at 904
Pennsylvania Avenue for infill housing in cooperation with Clearwater Neighborhood
Housing Services; and removal of storage tanks at 1498 South Greenwood Avenue in
preparation 10r the Neighborhood Family Center and Police Substation.
The City Manager stated in response to questions, that he would get more
information from Brownfields Coordinator Miles Ballogg regarding anticipated costs for the
three projects, and use of the South Greenwood Avenue site after cleanup. It was
indicated the City of Clearwater has submitted a proposal for a potential pilot project for
Brown1ields financing, and is a finalist. Because Clearwater is farther along in its
Brownfields program than most cities, it is hoped the pilot program will lead to additional
State dollars, technical assistance, and beneficial associations.
FD FIRE
Approve Disaster Relief Fundina Agreement with Florida Dept. of Community A f1airs
(FOCAl IConsent)
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The funding agreement provides funds for eligible emergency work activities
performed during the preparation phase for Hurricane Georges. The City will submit a
request for reimbursement of personnel and materials cost in accordance with Federal
Emergency management Agency guidelines and the Robert T. Stafford Disaster Relief and
Emergency Assistance Act. The agreement requires the City to maintain accurate records
to support the requests for disaster relief funding.
District Fire Chief Charlie Flowers, the City's Emergency Management Coordinator,
stated in response to a question, he is still looking at the numbers to determine amount of
the reimbursement.
Approve continued participation in ioint venture to study IlrovtdinQ Emeraencv Medical
Services (EMS) transportation services throuQhout Pinenas Countv, cost not to exceed
$38,000 (Consent)
Largo, St. Petersburg, Clearwater, and Pinellas County entered into an agreement
with the Polaris Group to perform a feasibility study regarding the Fire/Rescue
Departments providing a single response EMS system with Advance Life Support (ALS)
Services. The $95,000 funding of the study was shared equally, with each party paying
$23,875. The consultant's study indicated it is feasible for the Fire Department to
provide quality transport services that are competitive with private transport providers.
Authorization is being requested to begin Part II of the consultant's study: 1) Develop a
plan to transition from the current dual-response system to single-response system to
U include a significant amount of analysis to determine the specific financial and operational
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impact on Pinellas County if fire departments were to be responsible for patient
transportation service; and 2} Prepare a bid response for the Fire/Rescue Departments to
jointly submit to a future Pinellas County Request for Proposal (RFP) for EMS transport
services. Included would be individual City costs for setting up the necessary organization
and acquiring needed equipment to provide the service. The $113,000 cost for Part II
would be shared equally among Largo, St. Petersburg, and Clearwater, with each party
funding $37,667. Acceptance of the proposal will be contingent on the results of the
competitive bid process. Due to the significant financial obligations inherent in the bid
process, staff will be reviewing this information with each participating City Commission
prior to finalizing a potential bid for submission.
Fire Chief Rowiand Herald responded to questions, affirming past concerns that
providing patient transportation services tied up Fire Department emergency units. The
proposed dual response capability would fill the gaps left by fire units responding to
patient transport incidents. It was indicated costs for this contract would be about $1 50
million over 10 years. Discussion ensued regarding whether the City wishes to be in this
business, whether any benefits would be realized by enhancing service, and the potential
of the service as a revenue source. It was indicated Clearwater signed a 10-year contract
with Pinellas County last year, and St. Petersburg is still in negotiations. Discussion
ensued regarding the bid timeline released today.
In response to questions, Chief Herald said any entity that dropped out would not
be obligated to pay the $37,667 share for Part II. The remaining entities would be
""'\ responsible for sharing the total costs. He outlined existing equipment and capabilities,
",,~/ stating Largo would benefit most from the proposal. The bid would take place at the end
of Part II. Consultant fees are included in the costs. Other cities within the County were
given an opportunity to be an equity owner in the system. Those who choose not to
participate could be subcontracted as an ambulance provider in a joint contract that would
require them to maintain their same levels of service.
A question was raised regarding whether Clearwater would be obligated to provide
service outside city boundaries. Chief Herald responded the City would share in the
responsibility of ensuring service is provided; service would not be confined to a particular
district. It was indicated critical patient transportation would benefit from the proposed
system. All the proposed entities must get on board in order for it to work. This
opportunity probably will not happen again for ten years. Pinellas County's existing
system is expensive. The City Manager indicated, from a marketing perspective, a
municipality's participation in the patient transportation process puts profits back into the
citizen base rather than into a home corporation. It was indicated private entities are
nervous having cities in the mix. At the end of Part II, other cities' bid responses will be
available for review. Staff will meet to determine whether the County's bid will be known
by Thursday, and whether the City can meet the bid deadline.
FN FINANCE
First Reading Ord. #6531.98 - Relatina to ourchasina: amendina Secs. 2.647, 2.564 &
V 2.624. and deletina Sees. 2.602-2.608
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Purchasing focus groups were convened to provide user input concerning
simplification of purchasing procedures. The focus groups recommended changes to the
Purchasing Ordinance that will streamline purchasing procedures and still retain adequate
controls. Approval of this ordinance will implement those recommendations that can be
changed through the purchasing ordinance process. Elimination of the $10 bidder
registration fee will encourage more vendors to register with the City. The $ 7 ,000 annual
revenue loss will be partially offset by a decrease in reproduction, postage and staff time
required to re-enter vendor data each year. Raising the bid requirement from $500 to
$1,000 will decrease the time and paperwork involved in making small purchases. The
State of Florida uses a $5,000 limit and St. Petersburg uses a $2,500 limit. Services
exempt from the bidding process under Florida Statue 287.057 have been added to the
list of exceptions to the City of Clearwater's bid process. Recycled paper criteria have
been deleted from the Code of Ordinances and will be moved to the Purchasing
Procedures Manual. Authorization for disposal of surplus/obsolete personal property with
a current value of less than $ 500 is delegated to the City Manager.
Concern was 'expressed with the need to encourage more vendor participation.
Purchasing Manager George McKibben stated annual registration renewals and the $10
annual registration fee are being eliminated. The list will be updated every three years.
Small business fairs and Internet registration capability will facilitate small business
participation. In response to a question, Mr. McKibben stated the City no longer
warehouses recycled paper for use by City departments, but purchases it from the County
warehouse.
LIB LIBRARY
Aporove three 3-vear leases with a.J.E.. Inc.. for Units 1 06~1 08 for use as Beach librarv.
Unit 113 for Jollev Trollev, and Unit 208 for Beach Police Substation. at 483 Mandalay
(Pelican Walk) effective 1/1/99 (Consent)
The Memorial Civic Center will be demolished in January 1999. Three spaces are
available at Pelican Walk and can be easily converted into Library, Jolley Trolley, and
Police space. Handicapped accessible parking, entry, and restrooms are already available.
Ample parking is available behind the building and on the street. The cost is $1 3 per
square foot for the Library (3,300 square feet) and Jolley Trolley (900 square feet.) The
owner is providing the Police Substation (900 square feet) at no rental cost. No additional
fees for common area maintenance, taxes, or insurance apply. Each unit will provide its
interior custodial services and utilities. The 3-year leases provide the time needed to
construct the roundabout. bridge, and other beach entry features, and to make a decision
regarding a future location for the services currently housed in the Memorial Civic Center.
If additional time is needed, the leases can be renewed. Funding for the rent has been
assembled from costs currently budgeted for the Civic Center in the Building Maintenance
and Parks/Recreation budgets. A first quarter budget amendment will reflect the
reallocation of funding to cover the current year rental payments. Rental payments for
future years will be included in the library budget and Jolley Trolley appropriation.
Renovation of the rented facility to accommodate the library and police substation will bo
V completed by General Services, using funds budgeted for internal services. The Jolley
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Trolley will pay for renovation of their unit. Approximately $10,000 of Vision monies will
be needed for moving costs, a book drop, and Library utilities.
Quality of Life Administrator Dr. Arlita Hallam related costs of leasing space in
Pelican Walk. Status of the old police substation on the south end of the beach was
requested for Thursday. In response to questions, she stated an analysis of civic center
activities showed most could be moved to churches and the beach recreation center. She
responded to questions regarding location of the book drop. She said quotes have been
received, but no formal bids have been taken.
Dr. Hallam and Library staff were praised for their work on last week's successful
Folk Arts Festival.
PCM PUBLIC COMMUNICATION & MARKETING
Contract to Pinellas Press for orintinQ of Clearwater Magazine for $120.000. and aoorove
fundina increase of $1 2.000 for Clearwater Maaazine for current fiscal vear to cover
increased costs due to production and orlntlnq of new mailina list of 55 .000
. Clearwater Magazine is mailed quarterly to all City residents and is believed to be a
valuable information tool on City projects, programs, and activities. It is also distributed
through Parks & Recreation centers and the Library. Circulation in 1997/98 was about
44,000 per issue, but mailing list data was inaccurate. Circulation with the new mailing
list from a. new source will rise to 55,000 in 1998/99. Costs will increase due to the
increase in the number of printed copies, a change to a gluing process for the a-page
calendar pullout section, and anticipated additional production changes. The current
budget for this item is $108,000, based on last year's circulation. A $12,000 increase is
requested, for a total of $120,000, to anticipate additional production changes that may
occur in 1998/99. The Public Communications and Marketing budget contains sufficient
funds for postage and inserting for the additional issues.
In response to a concern, the City Manager said the requested bid information will
be provided to the Commission before Thursday. Public Communications and Marketing
Director Carrie Huntley responded to questions regarding bids, target audience and
circulation costs. It was indicated the second bid was about $200,000. Primarily
targeted and mailed to residents, the magazine has some business interest and is
sometimes received by businesses located within a residential area. Questions were
raised regarding value of the magazine and its benefits were questioned. In response to
concerns the Bordner report indicated barely 50% of residents read the magazine, and that
the center section is reiterated in each edition, the City Manager said the City is trying to
increase penetration of items of interest into the community. While hard data is not
available yet, it is possible savings are being realized by eliminating stuffers and
consolidating information from different departments into one edition. Discussion ensued
regarding production and mailing costs. Ms. Huntley said money was left over from last
year's magazine print budget, and the $12,000 increase is requested to provide for
contingencies. Staff was cautioned to make sure the magazine is mailed only to
incorporated areas. It was indicated an overlay is needed to produce an accurate mailing
list.
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PO POLlCE
Contract to Pinellas Countv School Svstem I Clearwater Adult Education Center. orovlslon
of educational services. est. $63.000 (Consent)
In 1997 Clearwater selected the Career, Technical and Adult Education (CT AE)
division of the Pinellas County School System/Clearwater Adult Education Center to
provide educational services to community residents for the Weed and Seed program.
Services include basic education classes; GEO preparation assistance; career counseling to
assist residents in identifying employment skills and aptitude; instruction in getting and
keeping a job; and instruction in computer skills. A CT AE educational coordinator
functions as a backup instructor; serves as the center's administrative manager;
coordinates maintenance, janitorial services, and purchasing; and supervises CTAE staff
and volunteers. The CT AE will administer an extended summer program during June,
July, and August, with special emphasis on getting and keeping the community's children
off the streets and out of trouble while regular school is out.
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The CTAE's participation has been and continues to be critical to the program's
success. The program has been a carefully crafted partnership among the Clearwater
Police Department, Mt. Carmel Development Corporation, and CT AE. Clearwater is
entering the third year of its Weed and Seed funding. With the continued efforts of the
three partners in the program, Clearwater expects to see the Job Skills Training Center
flourish and grow. It would be extremely difficult, if not impossible, to maintain program
continuity or consistency if it were necessary to rebid and possibly change the educational
services provider throughout the 3~year grant period. Therefore, it is impractical to bid on
the educational services required for the Weed and Seed Job skills Center and Computer
Learning Lab.
The total amount to be paid to CT AE is $63,000, which will include the following
expenses for the Period October 1, 1998 through September 30, 1999:' $38,520 for
provision of all educational service; $12,000 for a summer day program; and $1 2,480 for
an educational coordinator to supervise Center administration.
Deputy Chief Bill Baird will gather information regarding the amount spent on the
Job Skills Center last year and report to the Commission. In response to a question, he
said a summer program would be provided this year.
In an unrelated item,' concern was expressed with grant monies being used to
expand the City's motorcycle squad instead of providing pollee training. Staff will
investigate and report.
PR PARKS AND RECREATION
Public Haarinq - direction requested ra Clearwater Beach Famllv Aauatics Center
In December 1997, the bids for the Clearwater Beach Family Aquatics Center
exceeded budget by approximately $200,000. At that time, staff was, directed to seek
other options. The following options were explored: 1) delay the project; 2) eliminate the
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project and reallocate funds: 3) construct a pool for $500,000; 4) construct a water
playground ($250,000 to $600,000); and 5) construct an interactive fountain ($250,000
to $500,000). Upon reviewing the options, staff made a decision to delay the project
until additional information could be gathered regarding how the project relates to One
City. One Future. Some citizens and other interested parties continue to lobby for
construction of a $600,000 pool on Clearwater beach. Staff is requesting City
Commission direction on the various options relating to this project. Operating costs and
potential revenue projections for three of the above options are as follows:
Proiect
Annual Operating Costs
Start-Uo Costs
Revenue
$500,000 Pool (Apr.-Oct.)
Water Playground
Interactive Fountain
$98,000
$30,000
$30,000
$33,000
$ -0-
$ -0-
$15,000*
$ -0-
$ -0-
(*based on historical data from Morningside Pool)
Parks and Recreation Director Art Kader defined a traditional public swimming pool
(compared to Ross Norton pool); a water playground (wet play equipment on a flat
surface); water park f5-10 acres, compared to Adventure Island); family aquatic center
(combining water playground elements with a pool); and interactive fountain. He
compared costs of the design options and estimated annual operating costs. He reviewed
results of a public opinion survey regarding a plain pool: 70% said they would not use it,
and 55% did not favor it. Some expressed support, with qualifications. In response to
questions, he stated afarnity aquatic center was built in Pasco County for $450,000, but
that facility is near a main building. He noted Clearwater's big issue is cost of the support
building and restrooms. He reviewed what was in the original bare bones proposal that
met minimum health department requirements, stating such a pool could be built for
$500,000, including design fees, if that is the Commission's direction. He said $518,000
is available in the department's budget for building such a pool, and he would prefer to
hold the extra $18,000 in reserve for contingencies. It was indicated permitting, and
location will be discussed Thursday.
PLD PLANNING & DEVELOPMENT SERVICES
Public Hearina - determine whether a DubUc nuisance exists on prooertv located at 1350
Gulf Boulevard owned bv Beach Communities Jr, Inc.. Glen R. Johnson. Reaistered AQent
Since September 1995, the City has received numerous complaints from neighbors
of the subject property regarding the overgrown lot, debris, unsightly and incompatible
structures, operating a business in a residential area, noise, and the generally undesirable
situation. The Municipal Code Enforcement Board (MCEB)found the property in violation
on May 27, 1 998. A compliance date was ordered with a fine of $1 50.00 to be assessed
for each day the property remains in violation. Such fines have been accruing since June
27, 1998 and totaled $18,900 as of October 30, 1998. The property owner has made
no successful attempt to address neighbors' complaints or to bring the property into code
compliance.
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Jeff Kronschnabl, Community Response Team, stated the building permit for the
site expired with no construction plans having come forward. City staff has tried to work
with the property's agent and satisfy the neighbors' concerns. Discussion ensued
regarding the most timely way of addressing this high profile property on Sand Key. In
response to questions, City Attorney Pam Akin said the City could request conjunctive
relief by asking a judge to order the property cleaned up, although the process is not
partic1Jlarly fast. She reviewed the process and other options available to the City to
compel compliance. A lien has been filed through the MCEB and the fine for
noncompliance accrues daily. After a certain amount of time the MCEB can mandate
foreclosure. Concerns were expressed the MCEB's practice of considering lien waivers
after compliance created a disincentive to comply.
Public Hearing & First ReadinQ Ord. #6348-98 - reoarding new Development Code
The City's consulting firm, Siemon, Larsen & Marsh, has completed the official
draft of the new development code to replace the existing land development code. Many
citizen groups, neighborhood and professional organizations, local engineering,
architectural, contractor/builder, and realtor associations have reviewed the new code.
Comments and suggestions have been incorporated into the proposed official draft. The
new code has been developed to provide land development regulations that address
community needs into the next century, and provide direction for redevelopment and new
development. The new code streamlines the development process and provides
predictability and flexibility in a manner that creates adequate safeguards for surrounding
properties and neighborhoods. The Planning and Zoning Board and Environmental
Advisory Board reviewed the new code, conducted public hearings, and forwarded
recommendations to the City Commission. The Development Code Adjustment Board
continued their public hearing of the item to allow more time for review.
Planning Director Ralph Stone said the Planning and Zoning Board has made
definitive, line-by-line recommendations, which he will copy to the Commission. He will
summarize their recommendations once the board completes its review at their next
meeting.
PW PUBLIC WORKS
Public Hearing - Reciorocal Easements Aareement with Hlahwoods Frorida Holdings, L.P.;
declare surplus and !:Irant to Hiohwoods a perpetual non-exclusive easement for inoress.
earess and parking over oortion of tract of city owned land Iving within NWy.. Sec. 17-29-
16. Parcel jjA" and Parcel uB" of said agreement. in consideration of mutual benefits to be
derived, subiect to final approval of !:Ieneral site olan for Park Place Office Center. 380
Park Place Blvd.
Highwoods Properties has submitted a site plan to construct an 82,000 square
foot, 3-storv office building upon a portion of the Park Place property lying south to City
Reservoir #2 and soccer fields property at 21133 US Highway 19 North. The City
required enlargement of the proposed stormwater detention to avoid overflow flooding of
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adjacent properties. Expansion of the detention pond reduced available area for the 369
required parking spaces.
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The agreement commits an approxImate 10.foot side strip of the City's property for
Highwoods to construct a portion of its parking lot, with a 24-100t wide ingress/egress
drive connecting with the asphalt driveway on the City parcel. This additional land will
accommodate required parking, and provide a buffer area for trees that will be preserved
on the site. In return, Highwoods will allow parking for the soccer fields in the project
parking lot during non-business hours, including weekends and national holidays. The
agreement obligates Hlghwoods to pay all operations and maintenance costs of the City
parcels. The cross easements will run with the lands in perpetuity unless mutually
terminated by the parties, or otherwise amended by their successors or assigns.
Staff was requested to provide a map, or photographs, showing the location of
parking in relation to soccer fields, etc.
Contract for ourchase of real orooertv with The Salvation Armv. 900 prerce Street.
Coachman Heiahts Revised Sub.. Blk A. west 100' of south 20'. m.o.l. of lot 3 and west
100' of lot 4 less street. for $100 .000 olus est. exoenses of $1 2 .000 for environmental
audits & $1.875 for boundary survey & closing costs. for total not to exceed $113.875
(Consent)
This property is one of four separately owned parcels the City needs to acquire for
the 'IT own Pond" in the block bounded by Park Street on the north, Ewing Avenue on the
east, Pierce Street on the south and Prospect Avenue on the west. The Salvation Army
has agreed to sell the property for its current market value of $100,000 as determined by
an independent appraisal performed by James M. Millspaugh, MAl, dated July 29, 1998.
, The City will have 60 days following approval of this contract to conduct environmental
audits and other investigations to determine additional costs this purchase may generate.
If these costs are unreasonable, the City maYl among other options, terminate the
agreement upon written notice to the seller within the 60~day due diligence window.
Staff will continue to work with other owners within the block to purchase their properties
at prices supported by professionally performed independent appraisals. The subject
property is improved with a 4,797 square foot masonry and glass "storefront building"
constructed in 1956. If the Town Pond project should not be undertaken, the building
would be suitable for a variety of interim uses by the City, or provide value for future
resale. 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 issuance of the
bonds will be provided by a loan from the consolidated cash pool.
Public Works Administrator Rich Baier responded to questions, stating the City
would demolish the building when it is acquired, as it has been determined to be
unsuitable for any interim City use. The site will be examined for any environmental
problems that might have occurred prior to the Salvation Army use. A concern was
expressed the property should be under a purchase agreement contingent upon acquisition
of the other needed properties. The City Manager responded the properties will be
assembled; the question is, at what cost. Discussion ensued regarding options dependent
upon which properties are obtained; questionable value of specific properties in their
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particular locations; potential government reuse factors that were reviewed prior to the
decision to demolish. Staff was requested to provide additional information regarding
details of the Phase I environmental audits.
Aoorove certain Stormwater Utllitv Protects for inclusion in the Caoital Imorovement
Proaram budaet for Fiscal Years 1998-99 and 1999-2000
A number of projects were included in the analysis used to determine the revenue
required to be provided for the Stormwater Utility Funds as calculated in the Utility Rate
Study. The Commission on August 6, 1998 approved Ordinance 6309-98 amending
Storm water Utility Rates based upon the Utility Rate Study. The following projects,
located in watershed basins Coastal Zones 1, 2, and 3, and Allen's, Alligator, and
Stevenson Creeks, are primarily anticipated to resolve out-of-bank flooding, street flooding
and major erosion problems: Flushing AvenuelGlenmore Court; Pierce Street downtown
(town pond); 1264 Burma--Moreland and Summerlin Drive; Stormpipe System
Improvements; Stevenson Creek Watershed Plan; Fairwood Avenue Bridge; Saturn
AvenuelSherwood Street; NPDES (National Polfution Discharge Elimination System);
Coachman Road; Enterprise Road Channel B Crossing; Cooper's Point; Arcturas Pond to
Gulf-to-Bay Blvd. (Allen's Creek Gabion); Cliff Stevens Park; North Greenwood Stormwater
Retrofit; and Stevenson Creek Dredge (estuary restoration). Estimated cost in the Utility
Rate Study for these projects for FY 1 998/99 and 99/00 is $10 million.
C~)
Rich Baier listed projects that were removed from the list of flooding locations. He
responded to questions regarding how the watershed basin plan relates to estuary
protection and restoration. Tom Miller, Assistant Director of Engineering/Project
Development & Environmental, stated in response to questions, the City is replacing
undersized culverts and raising Northeast Coachman Road near the intersection with Old
Coachman Road.
The meeting recessed from 12:30 to 12:48 p.m.
Client Aaencv Aqreement with Florida Department of Manaaement Services. Facilities
Development Division, for Proaram Management Services for new Main Library. $170.626
The City wishes to retain the services of the State of Florida Department of
Management Services Facilities Development Division (FD), as permitted by Chapter
255.31, Florida Statutes, for providing program management services for the new Main
Library. The FD has provided similar services to the various branches of State government
for many years. Their clients have included universities, junior colleges, local school
boards, the correctional system, etc. Recent legislation has allowed local municipalities to
use the services of the FD for building construction projects. The FD will provide the
following services: Direction/consultation to the architect/engineer in the conceptual
schematics phase, the construction documents phase, the bidding phase and the
construction phase; prequalification and selection of contractors and subcontractors,
contractor fee negotiations, contractor contract preparation and execution, contractor
design phase services, contractor construction phase serviecs and contract close-out
'0 services. The FD negotiated the agreement for Architectural/Engineering (AlE) services for
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this project. Their Involvement in this phase of the project saved the City approximately
$696,000. The original A/E services quote was approximately $1,800,000. The
negotiated agreement Is In the amount of $1,104,364. The project duration will span
several fiscal years. The FD's fee is 1.42% of the project budget.
This item was considered in conjunction with the Main Library architectural and
engineering services item, below. A copy of the Management Services Agreement with
the Florida Department of Management Services will be provided at the Commission's
request.
Agreement with Harvard Jollv Clees Toooe Architects. lnc.. for basic ($828.750) &
additional ($ 275.614) architectural and engineering services for new Main Ubrorv. for
total $1.104,364
This agreement, by and between Facilities Development, Department of
Management Service, State of Florida, (Agent for the Owner) City of Clearwater, (Owner),
and Harvard Jolly Clees Toppe Architects, Inc. fHJCT}, is for the architectural and
engineering (AlE) services necessary to provide construction documents, bidding services,
and construction phase services for the new Main Library. The fees associated with this
agreement are based on a construction budget of $9,750,000. The total budget for this
project will be $12,000,000, and includes basic and additional AlE services, construction,
State of Florida Department of Management Facilities Development Division (FD) services,
and a 10% construction contingency. The agreement was negotiated for the City of
Clearwater with the assistance of State of Florida, Department of Management, Facilities
Development Division. The Basic Services portion of the agreement includes the
Programming, Conceptual Schematic Design, Schematic Design, Design Development,
Construction Documents, Bidding, and Construction Phases. The Additional Services
portion of the agreoment includes the Interior Design, Library Design Consultant,
landscape Consultant, Technology Consultant, Acoustical Consultant, Graphics &
Signage, Environmental Assessment, Geotechnical, Survey, Renderings, Travel Allowance
and Miscellaneous Allowances for the project. The agreement between Robert A.M. Stern
Architectural team (RAMSA) and HJCT will be executed upon approval and execution of
the City's agreement with HJCT. The fees to be paid by HJCT to RAMSA total
$299,450. RAMS A's portion of the basic services will be $138,450. Additional services
from RAMSA will include Design Consultation for $100,000; Interior Design for $30,000;
Renderings for $13,000 and Travel Expenses not to exceed $18,000. The project
duration will span several fiscal years. '
Deputy City Manager Rick Hedrick said the $1 2 million budget does not include
land acquisition or financing costs, and assumes construction on city-owned property. He
reviewed location or collocation factors, the library Foundation's work to raise $ 2-3
million for furniture, fixtures and equipment, and financing concerns. He said, without
borrowing, construction would have to wait until 2007. He felt having HJCT and RAMSA
on board with City redevelopment consultant SIemon Larsen would be a major factor in
the City's revitalization efforts. Another unresolved issue is the library's size. He
reviewed estimated construction costs per square foot, depending upon site/financing
v
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costs. Once work on architectural issues is completed, the Florida Department of
Management can be used to provide program management services.
Mr. Hedrick responded to questions regarding the roles of the project manager,
architects, construction manager, contractors, and City staff to oversee such a project and
ensure it is built according to specifications. Discussion ensued regarding the
"construction manager at risk" process, funding of cost overruns, authority for approval of
pay requests, and design costs. It is hoped the Commission will consider dealing with the
$1.5 to 2 million in financing costs outside the $12 million. Concerns were expressed
that a quality building should be designed with adequate space for the next ten years.
Discussion ensued regarding percentage of architectural fees. Staff was requested to
provide a copy of the agreement and the curve depicting percentage rates in conjunction
with cost. Mr. Hedrick responded to questions regarding RAMSA's responsibility,
involvement, and reputation as a library builder. Location is the first question the
architectural team will address. A thorough analysis will be done, with the degree of
intensity to be determined by the Commission.
Discussion ensued regarding whether 70,000 square feet will be large enough.
Dr. Arlita Hallam said all 50,000 square feet of the existing library are being used.
Increased space is needed to enlarge the children's department, adult's department,
reference area, and add a computer lab and technology room. She expressed concerns
that cutting any more floor area would require cutting programs. If a stand~alone location
was chosen, an additional 20,000 square feet would be needed for public space, for a
total of 90,000 square feet. Without this extra space, some programs would have to be
moved to another area. Approval of this item would not commit to attaching the library to
Harborview Center. The $12 million figure is the fixed amount in Penny for Pinellas for a
new main library. Strong concerns were expressed with combining the library with
Harborview Center, as well as with the possibility of having to supplement library funding
to build a stand~alone 90,000 square foot structure. In response to questions, the City
Attorney said bonding would require a referendum, unless the charter changes in the
meantime. In response to a question, it was indicated part of the architectural service
agreement is standard language, some has been negotiated. It was indicated the City
would have control and would contract with HJCT to serve as the City's agent, with
RAMSA contracting with HJCT. Each phase would have a golno go clause.
An opinion was expressed the City should look at building a library large enough to
last a lifetime, with art in the architecture. It was suggested that housing library services
in other buildings would also have a cost. Since bonding would require going to
referendum, it was urged to let the citizens decide what they want. As a point of
clarification, Mr. Hedrick affirmed these two items are to contract for architectural and
management services only, for a 72,000 square foot library, at $130 per square foot.
The fee structure is based on the size estimate, and firm numbers will not be known until
the project progresses. The first phase of the contract would be schematic design, which
includes site selection. It was indicated $124,000 is planned for the schematic phase.
Concern was expressed the verbiage in the agenda item is misleading, and that
programming needs should be incorporated into the schematic design and site selection
.-.J phase. Concern was expressed the item does not specify whether the cost includes
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bo'rrowlng costs. It was felt the City needs a facility of which it can be proud, and an
architectural firm such as RAMSA would not want its name attached to a plain vanilla
box. The Commission was comfortable with having program management services
provided by the State of Florida Department of Management Services Facilities
Development Division, as outlined in the previous item.
City Manager Verbal Reports
Beach Diner Termination and Amendment to Pier 60 Concession
It was, indicated Charles Siemon is researching issues involving the beach
concession stand. It was felt Mr. Chandler should have the right to occupy the site, but it
needs to be determined how much to expand the footprint to the east. Discussion ensued
regarding the need for another family entertainment opportunity focused on children's
activities within the Pier 60 complex. Examples cited in response to questions were a
playground, water feature, or steps on which to sit and watch the sunset or listen to
music. The City would provide the activity; Mr. Chandler could expand the concession
stand to fit with what is there. In response to questions, it was indicated the Commission
approved at their last meeting termination of the Beach Diner lease. Now termination of
the lease agreement is needed. This item does not commit the City to do anything with
the building at the Pier, but would allow Mr. Chandler the first right to go in if the City
decides to use it. General discussion ensued regarding terms of the lease agreement and
allotment of employee parking spaces at the beach Pavilion.
Other Commission Action
Commissioner Seel questioned time and location of the November 16 Del Oro
Groves Estates update. The Mayor stated the meeting is at 6:00 p.m. at Moccasin lake
Park. Mr. Roberto stated this is an experimental forum to show whether the city could
effectively use this kind of system to return neighborhood ownership back to the citizens.
Commissioner Seel requested information about the Americorps program in Pinellas,
number of participants in the Clearwater Police Department, how the program is marketed,
and the City's involvement.
Commissioner Seel questioned the amount being spent to cablecast Look of
Success and questioned where it is being aired. The City Manager replied the program
would be on Time Warner Cable Channel 7, the Pinellas County channel. He stated in
response to questions, that two videotapes were produced to explain what the City hopes
to accomplish on the beach, and to provide information not always covered by the media
regarding the opportunities being created. The program is branching out from C-View to
the County's channel to provide overlapping coverage.
Commissioner Seel referred to Clearwater Chamber Central Area Council minutes
reporting on Harborview Center's presentation about its use. She felt the Harborview
Center's report to the Commission should be given before the City proceeds with library
mws11b98 14 11/16/98
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site selection. She questioned when the report will come forward. She also questioned
status of a cultural study. Staff will investigate and report when these items will come
forward. '
Commissioner Seel praised Parks and Recreation Director Art Kader for doing a
great job on the PhilUes parking agreement to ensure all groups are treated equally.
Commissioner Johnson referred to tomorrow's public meeting regarding the new
development code, noting some homeowner associations are upset and wondering about
changes to the code. The City Manager stated in response to questions that nothing has
been removed from the code yet. The public meeting will provide clarification and
highlight what the neighborhoods have said regarding 2~3 major issues. Any changes to
the ordinance that come forward between now and this Thursday's first reading are up to
the Commission.
Commissioner Hooeer reported a flag and certificate regarding Military Appreciation
Day were presented to Mayor Garvey.
Commissioner Hooeer stated some people who wished to address the Gallery
Restaurant item at last week's Development Code Adjustment Board meeting had been
upset that the item was continued without notice. In response to a question, the City
Manager said the item was continued at the applicant's request.
Commissioner Hooeer referred to a letter to Roger Sweeney regarding removing a
bus shelter from Imperial Cove. He questioned whether the City was paying to have the
shelter removed or relocated. Staff will investigate.
Commissioner Hooeer reported the Pinellas Planning Council (PPC) has significant
concerns regarding the City's development code rewrite, and has indicated it will not
recommended approval. The PPC did not concur with the Planning and Zoning Boafd's
finding that the new code complies with the City's Comprehensive Plan. The City Attorney
has responded to PPC's preliminary comments. It was indicated the City does not
necessarily agree with some of PPC's findings, but the issue is being addressed in a
positive tone.
Mavor Garvev urged support of Plnellas County charter amendments proposed by
the Legislative Delegation: 1) increasing membership of the County Commission from 5 to
7 members, and 2) removing the requirement for State legislative approval of County
charter revisions. In response to a question, City Clerk Cyndie Goudeau said
Representative Bradley intends to submit an amendment to have 4 Commissioners from
single member districts and 3 at large seats. Currently all 5 members run at large.
Consensus was to take a formal position on this item at Thursday's meeting.
Adjourn
The meeting adjourned at 2:22 p.m.
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