05/03/1999 (2)
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CITY COMMISSION WORK SESSION
CITY OF CLEARWATER
May 3, 1999
Present:
Brian J. Aungst
Ed Hooper
J. B. Johnson
Robert Clark
Ed Hart
Mayor/Commissioner
Vice-Mayor/Commissioner (departed 11 :26 a.m.)
Commissioner
Commissioner
Commissioner
Also Present: Michael J. Roberto
Richard L. Hedrick
Pamela K. Akin
Cynthia E. Goudeau
Patricia O. Sullivan
City Manager
Deputy City Manager
City Attorney
City Clerk
Board Reporter
The meeting was called to order at 9:00 a.m. at City Hall.
Commissioner Johnson moved to modify the Agenda and recess to meet as the
Pension Trustees. The motion was dUly seconded and carried unanimously.
The Commission recessed from 9:02 to 9:25 a.m. to meet as the Pension Trustees.
Beach Parking Plan
The City Manager stated a parking garage needs to be opened on the beach before
the new Memorial Causeway Bridge is completed. Redevelopment plans have been
discussed at a series of public meetings on the beach and mainland.
Charles Siemon, of Siemon, Larsen & Marsh, said the parking survey suggests a
need for at least 400 additional spaces and adding parking is critical for the beach
redeveloprnent strategy.
The parking analysis assumptions are: 1) new parking facilities should be self-
financing; 2) parking revenues decline away from the beach; 3) parking garage access
should not conflict with traffic movement; and 4) link parking facilities to private
red~velopment initiatives rather than primarily serve beach patrons.
Sites under consideration are: 1) Rockaway Beach; 2) Pelican Walk; 3) North Hilton
parking lot; 4) South Hilton parking lot; 5) Marina; 6) Pier 60; 7) Pier 60 +; 8)
Coronado/Hamden et al; and 9) south beach/inlet. The Coronado site would require the
assembly of several land parcels. In response to a question, the City Manager said staff is
not bringing forward plans related to Marina development.
Mr. Siemon said a parking garage will be used more than the 180 days annually
used in the cost analysis. Ongoing maintenance costs are considered. The design must be
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attractive and anti corrosive. Mr. Siemon reviewed the advantages and disadvantages of
each location. He said the City would not face charter limitations to construct a garage at
the Pier 60 location. The Pier 60 + location includes the, Days Inn property where a time
share complex could be addedt improving the current property. This garage could include
space for civic faclllties and provide elevated views of the sunset. The Pier 60 + location
would include more than 898 gross spaces and provide $10.1 2 in daily revenues per space.
Concern was expressed future development will increase the need for parking
spaces. Mr. Siemon felt needs will remain constant while the nature of visits will expand
into longer and higher value visits. Additional garages can be constructed in the future if
the user profile changes. Concern was expressed traffic flow near the garage not be
impeded. It was noted parking spaces aiong Mandalay will be lost if the sidewalks are
widened.
The City Manager said the proposed high tech parking meters can provide
information to direct visitors to specific parking garages. In response to a questiont Mr.
Siemon said while other beachfront communities have considered robotic parking, he had
concluded beach visitors prefer easier access to their vehicles. Mechanics can be affected
by the islandts salt air. In response to a question, Mr. Siemon said the South Beach/Inlet
option would require private sector investment. The City, as project facilitator, could
reduce financing casts for a developer with its banding capacity.
In response to a question regarding the sale of development rights for the Coronado
site, Mr. Siemon said beyond preliminary conversations, no interest was received. He
suggested the value of those rights may increase in the future. The City Manager said the
private sector must drive the economics of the project. In response to a question, Mr.
Siemon said analysis of the Pelican Walk site indicates it will need to be subsidized due to
the needs of nearby businesses and its proximity to the primary beach by Pier 60. In
response to a question, he said the Pier 60 location is convenient to the marina.
It was recommended the garage be designed to accommodate the heights of vans
and sports utility vehicles. The City Manager said alternative parking for RVs and buses
will be available. In response to a questiont Mr. Siemon said the structure will have a fire
sprinkler system but no air handlers as it will be open air. He said the market and demand
indicate a desire to park near the beach. As most drivers will chance finding a convenient
space, attempting to force parking off the beach will increase traffic.
The City Manager said discounting parking on the mainland in conjunction with the
trolley was considered and may work once the new bridge is completed. In response to a
question, the City Manager reiterated staff knows of no plan to develop the marina. It was
noted such development would require City Commission approval. The City Manager said
the focus is to develop the Mandalay retail district. Mr. Siemon said his contract requires
him to report on ways to enhance and improve the beacht its functionst and its facilities.
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ClK CITY CLERK
Aooointments to Reaional & Miscellaneous Boards
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Commissioners agreed to be appointed to regional/miscellaneous boards: 1) TBRPC
(Tampa Bay Regional Planning CounciH - Johnson; 2) Florida league of Cities Board of
Directors - Hart; 3) Suncoast league of Municipalities BOD (Board of Directors) - Rotate; 41
PACT (Performing Arts Center & Theater) BOD - Aungst; 5) EMS (Emergency Medical
Services) Advisory Council - Aungst; 6) Mayor's Council of Pinellas County - Hart; 7) Chi
, Chi Rodriguez Youth Foundation Trustees - Hooper; 8) Jolley Trolley Transportation of
Clearwater, Inc. BOD - Hooper; 9) CHIP (Clearwater Homeless Task Force) - Hooper; 10)
Tampa Bay Partnership Policy Board - Clark; 11) Tampa Bay Estuary Policy Board - Rita
Garvey; 12) Pinellas Workforce Development Board - to be determined; 13) St.
Petersburg/Clearwater Economic Development Council - Clark; 14) ppe (Pinellas Planning
Council) - Hart; 15) PSA (Pinellas Sports Authority) - Johnson; 16) PST A (Pinellas Suncoast
Transit Authority) - Clark; 17) MPO (Metropolitan Planning Organization) - Hooper; 18) PAC
(Pension Advisory Committee) - Aungst, Johnson, Hart; 19) Long Center BOD - Hooper;
and 20) long Center Board of Trustees - Johnson.
The Mayor will check to be certain his position as Time Warner's representative on
the Long Center BOD does not create a Sunshine law problem as commissioner Hooper is
the City's representative.
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PW PUBLIC WORKS
Advise Commission of staff recommendation ra oarklna rate adjustment beainning with
beach oarkina, effective 06/01/99, and revise resident permit program
The City parking system uses approximately 43.5 acres for off-street parking and
generates $2.4-million annually. Parking will influence One City. One Future.
redevelopment initiatives, specifically through construction of new parking decks at the
beach and downtown. By adjusting current parking rates, the parking system can use the
additional revenue to reinvest it into the system through expansion projects. The City
Manager is authorized by ordinance to designate hourly parking rates.
Currently on the beach, 705 cashier operated parking spaces are charged $1/hour
with a $7 daily maximum. Of 1,675 metered spaces, 444 charge $0.50/hour and 1,231
charge $O.75/hour. The average stay at prime beachfront lots is 2.5 hours or
$2.50/vehicle.
On June 1, 1999/ staff proposes to increase beach-parking rates by $0.50/hour at
cashier lots and metered spaces by $0.25/hour on October 11 1999. The proposed
adjustment would increase parking costs for the average user vehicle to $3.75/day.
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Existing parking meters need replacement. To increase rates, an electronic parking
meter system for the beach and downtown is necessary, at an approximate cost of
$850,000. Downtown rates are under review and will be submitted later. The lease
purchase of the new system will be brought forward for City Commission approval during
FY (fiscal year) 1998/99 mid-year amendments. Meters will be purchased over 2 years.
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Revenues from the Resident Permit Program average $6,000 annually with
approximately 100 permits active at any time. Current rates are: 1) $96-12 months; 2)
$52-6 months; 3) $26-3 months; and 4) $15/month for beach business employees. It is
proposed instead, to charge a $25 annual fee per resident's vehicle and limit parking to low
pri~rity, non-beachfront locations. While the permit fee for beach business employees
would not change, permits would no longer be valid at beachfront facilities.
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Public Works Administrator Rich Baier said the parking rates have not increased for
7 years. Parking fees cover many costs related to tourism. The proposed increase is
modest and in line with similar cities. The new meters proposed will accept debit cards.
Problems related to sticking cards wet with salt water will be addressed in the bid process.
He said plans are to lower charges for the resident permit program, which was started 3
years ago. In response to a question, Parking Manager Tracy Burch said no changes are
proposed for marina rates. Quarterly reports on the new rates are recommended.
The Commission recessed from 11 :26 to 11 :46 a.m.
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PR PARKS AND RECREATION
Authorize staff to remove 5 concrete tennis courts located at Bavfront Tennis Comolex on
SE corner of Pierce and Cleveland and replace with irrigation, sod, and landscaping
The Bayfront Tennis complex has 9 regulation size courts, a support building, and
parking lot. The 4 asphalt courts are lighted and in good condition while the 5 older
concrete ones are in poor condition and not lighted. The complex, at a key entryway to
Clearwater beach, is unsightly and needs improvement. Staff has delayed action while
awaiting a bay front development plan.
The cost to replace fencing, the lighting system, and landscaping, and repair the 5
concrete courts is estimated at $89,900. While complex use increases during the winter,
overall attendance does not support 9 courts. The 4 asphalt courts currently meet the
need for informal play. On rare occasions, 6 courts are used for league play.
Staff recommends creating an attractive passive area that would open the vista at
the bay front intersection by replacing the concrete tennis courts with irrigation and
landscaping and improving the 4 asphalt courts at an approximate cost of $96,500. If the
4 courts are busy, tennis participants can relocate to nearby City courts. League play
would be relocated to McMullen Park Tennis Complex
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The Parks & Recreation Board supports converting 3 concrete courts to a skate park
and repairing the remaining courts rather than removing all the concrete courts.
In response to a question, Interim Parks & Recreation Director Art Kader reviewed
the location of nearby City court sites. Use of the bay front courts has decreased since the
development of other City tennis complexes. In response to a question, Mr. Kader
recommended against removing the complex until the future design of the bay front is
determined. He recommended beautifying the corner. In response to a question, he said
groups who actively use 4 of the courts had indicated a willingness to move to the City's
McMullen Tennis Complex. Staff has received no input in response to the posting of this
plan at the bay front and McMullen courts. The City Manager reviewed future plans to
enlarge the McMullen complex with additional clay courts. Concern was expressed that
complex is far from the beach. It was noted many complaints have been received
regarding the poor condition of the bay front courts.
Mr. Kader reviewed Parks & Recreation Board recommendations to add a skate park
next to the remaining tennis courts. He said removal of all 9 courts has not been
budgeted. In response to a question, the City Manager said impediments to constructing
the skate park include its locations, construction costs, and the need for restrooms and
parking. locating the facility in the park on Mandalay or at Crest Lake is not favorable.
Mr. Kader said $101,000 has been budgeted for a skate park. He suggested the park
could be constructed on the existing concrete slab at the bay front or the City could
partner with another entity at another location. A roller hockey rink at SPJC (St.
~it) Petersburg, Junior College) also is under consideration.
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PCM PUBLIC COMMUNICATION & MARKETING
Contract for advertisina aaenev services to Paradiqm Communications. Inc., 05/07/99-
05/06/02, estimated $100,000 per year
Many departments require advertising agency services for promotional campaigns,
marketing, informing the pUblic, etc. The advertising agency will augment staff and assist
in marketing and information campaigns, media research and planning, creative and
production and promotional consulting. As the City does not have an advertising agency of
record, all departments must adhere to the purchasing procedure each time one is needed,
Which duplicates efforts. Using an agency will allow development of common themes and
a common 1001< to City materials.
The scope of anticipated projects includes brochures, direct mail campaigns,
periodical and newspaper advertising, marketing and promotional programs, information
pieces, etc. The agency will be used on a project basis as needed. Projected costs will be
based on rates in the contract. The contract's total cost is unknown due to the project
nature of proposed work. Each user department will be responsible for not exceeding its
approved advertising and promotion budget. An estimate will be provided in advance of
each project. An agenda item will be prepared for City Commission approval should any
estimate exceed $25,000.
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The City received 7 responses to Its RFP (Request for Proposalsl. Staff chose
Paradigm due to its superior ranking of creativity, management background, previous
government agency experience, etc. Contract funding of $50,000 is anticipated in the
current fiscal year. Approximately $100,aOO/year will be included in the City Manager's
.recommended budgets for FY 1999/00 and 2000/01, and $50,000 in FY 2001/02 to fund
the balance of this contract. Paradigm's average hourly rate of $85 is comparable with the
rate charged by the City's previous agency, which was terminated in February 1999 due to
poor creative performance issues.
In response to a question, the City Manager said staff will bring forward
sponsorships to cover all costs .for Clearwater Magazine. Department newsletters have
been consolidated. Plans are to develop a more unified look for the City's printed
materials. Concern was expressed the ~inding was subjective that the City's previous
advertising agency's performance was poor. It was suggested the chosen agency's
product is not impressive. It was recommended a graphic identification for the City. be
developed.
The City Manager said the joint campaign with the Phillies had been successful.
The community is struggling to find a common identity. He said 33 communities have a
palm tree, waves, and sun in their logo, just like Clearwater. A distinctive logo is needed.
Staff will bring back recommendations for a unifying theme.
TR TOURISM
Contract with Sheraton Sand Kev Resort for food functions in coniunction with
Transforming Local Government Conference, not to exceed $45,000
On May 12-15, 1999, the City is hosting the 1999 Transforming Local Government
Conference, the first combined conference of the Innovation Groups and FCCMA's (Florida
City & County Management Association) annual meeting. The conference, expected to
draw 800 attendees from across America, will showcase change and innovation practices
in local government and will feature top organizational change experts.
As host city, Clearwater has the opportunity to be recognized as an outstanding
meeting site. The main conference will be held at the Harborview Center with the FCCMA
business meetings scheduled at the Sheraton Sand Key Resort. An evening networking
and food function will be held on Sheraton's beach. The event is organized by the City and
funded by sponsors. The event's "Get Native" theme refers to native foods to be served
and native vegetation decoration. In cooperation with area attractions, native wildlife will
be on-hand for viewing and demonstrations. The budget includes food for approximately
850 guests, 2 drinks each, set-ups, services. and expenses for trainers and animal
transport. The function's cost will not exceed $45,000.
In response to a question, the City Manager said no general funding was used.
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ED ECONOMIC DEVELOPMENT
Aoorove additional oosition to be funded bv DDB and reoort to Executive Director of the
CRAI Assistant City Manager for Economic Development '
The CRA (Community Redevelopment Agency) has agreed to manage the DDS
(Downtown Development Board), which will allow both entities to utilize efficiently public
dollars collected from both entities. On March 3, 1999, the DDB approved an Interlocal
Agreement.
On March 29, 1999, when the CRA trustees approved this agreement they were
advised that an additional position would be created, valid only as long as the contract with
DDS is in effect. Policy requires formal approval of the new position. A staff member will
be taking on a majority of the administrative duties for the DDB, as well as being tasked
with other Economic Development Team responsibilities.
In response to a question, the City Manager said DDS (Downtown Development
Soard) funds are adequate to fund the position.
PUR PURCHASING
GTE Communications Corp., purchase & installation of Norstar Key and voice mall systems
to be used at Countryside Library, Countryside Recreation Center, East Library, Parks Field
Office, Martin Luther King Jr. Recreation Center, and Water Pollution Control (existing
voice mail will be upgraded V2K compliant in the Main Library, Public Services Complex,
Gas Sales, Solid Waste, and Clearwater Gas), $45,000; funding to be provided under City's
Master lease-Purchase Agreement (GSS)
Sprint Florida, purchase & installation of a local remote shelf for Countryside Police
Substation ($45,000) and equipment necessary for Y2K compliance for PBX voice mail
system, PBX call accounting system, PBX switchview management system and Clearwater
Customer Service Max ($15,000); funding to be provided under City's Master lease-
Purchase Agreement (GSS)
Trinity Industries, Inc., 120 gallon & 250 gallon liquid petroleum (LP) tanks to be used
throughout Clearwater Gas System, estimated $104,000 (GAS)
Gateway Chevrolet, one 1999 Chevrolet Lumina sedan (repla'cement) to be used by Solid
Waste/Recycling, $1 5,112; funding to be provided under City's Master lease-Purchase
Agreement (GSS)
King Truck Center, one 1999 GMC F7B042 truck with Peterson TL-3 loader (replacement)
to be used by PWAlTransportation & Drainage/Urban Forestry, $87,647; funding to be
provided under City's Master Lease-Purchase Agreement ($85,747) and cash for upgrades
($1,900)(GS8)
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Duval Ford, one 1999 Ford Taurus sedan (replacement) to be used by Fire Dept./Life Safety
Management, $16,418; funding to be provided under City's Master lease-Purchase
Agreement (GSS) .
Data Flow Systems, five receiver transmitter units (RTU's) for use at five lift stations,
$31,460 (PW)
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Tampa Bay Engineering, Inc., extend contract for engineering services for gas system
expansion through 12/31/99, estimated $168,664 (GAS)
Xerox Corp., photocopy equipment rental, maintenance & all associated supplies except
paper to be used by all departments during 05/07/99-12/31/01 (GSS)
In response to a question regarding the King Truck Center purchase, Purchasing
Manager George McKibben said the truck costs $1,900 more than available replacement
funding.
In response to a question regarding the GTE communications purchase,
Telecommunications Supervisor Kelly legs said on July 30, 1998/ the City had converted
from GTE to the State system to save on centranet service costs. Florida's system does
not have a manipulation insert to allow all intradepartmental telephone calls to be made by
dialing only 4 numbers. Savings are significant.
~j In response to a question regarding the Xerox purchase, Mr. McKibben said the City
'"j is piggybacking on another group's purchase.
In response to a question regarding the purchase from Trinity Industries, Inc., said
this was the low bidder. The contract allows the City to purchase the tanks as needed.
UB LIBRARY
Adoot Donor Recognition Policv in anticioation of Main Librarv Caoital Camoaian
In April 1 997, the Library Board adopted the Donor Naming Policy and
recommended the Commission adopt it. The board/s second request was in November
1998. The Library Board and Greater Clearwater public library Foundation, Inc. believe it is
vial to have a donor naming policy in place before beginning the capital campaign for the
new Main Library. Adoption of the policy will provide clear guidelines for staff and
establish a consistent manner for donor recognition.
Glenn Garte, Chair of the Ad Hoc Committee on Donor Recognition and Naming
Policy reviewed the proposed donor bill of rights. The Greater Clearwater Public Library
Foundation, Inc. plans to raise $3-mUlion for enhancements for the new Main Library. He
said the policy is sensitive to the communityis need and provides flexibility for the City
Commission. The City Manager recommended a policy be followed uniformly. Even with a
policy in place, the City Commission will face difficult decisions related to donations. In
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response to a question, Quality of Life Administrator Arlita Hallam said most community
libraries provide donation opportunities. Mr. Garte said the foundation needs to be able to
offer something like a plaque in return for a large donation.
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Concern was expressed the taxpayers will pay for the facility's construction without
credit. It was felt the library should not accept gifts from religious organizations. It was
suggested the taxpayer may be willing to increase its support. Mr. Garte said all libraries
visited by the board provide an opportunity for community contributions. The board does
not recommend a direct linkage to a donation, such as naming a room for the contributor.
He said contributions can increase the Iibrary's size, beauty, and serviceability. Dr. Hallam
indicated donating to libraries is a universal practice. The City Attorney said each similar
contribution must be treated the same way. Mr. Garte suggested functional but discreet
plaques could be used to recognize contributions. In response to a question, Dr. Hallam
said contributions will not be solicited for basic construction costs.
CA LEGAL DEPARTMENT
First Reading Ordinances
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Ord. #6410-99 - Establishing a land Assemblv Program related with eminent domain
The City Attorney reviewed the proposed ordinance. The City Commission first will
identify areas qualified for this land assembly program. The process will allow a developer
c---) who controls at least 60% of the property necessary for a development, to request the
. - City Manager ask the City Commission to determine if they want to assist in the land
assembly process.
In response to a question, the City Manager said all of the property controlled by the
developer does not have to be contiguous but part of the specified development. The City
will not be required to vacate streets, although theoretically, the development can cross
streets. The City Manager said the petitioner must present qualifications proving past
economic success. The proposed development must meet market demands and have a
positive impact. In response to a Question, the City Attorney said positive impacts could
result from an increased tax base. In response to a question regarding the determination of
fair market value, the City Attorney said a reimbursement agreement will be negotiated
with the developer identifying how much the developer is willing to pay. The City
Commission can decide if It wants to Increase that amount. According to the City Charter,
the City must offer fair market value for property.
In response to a question, the City Attorney said the City Commission will approve
of all negotiations In advance. The City Manager said the legal document will protect the
City's interest.
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Resolutions
Res. #99-27 - Assessincl prooertv owners the costs of havina mowed or cleared ownerst
lots
In response to a question, the City Attorney said staff will confirm the assessments
cover all related costs including inspections.
Agreements, Deeds and Easements
.8oorove amended aQreement with Clearwater HousinCl Authoritv chanaina name of Condon
Gardens to Jasmine Courts
It was recommended a provision be made to honor Mr. Condon, a pioneer in the
affordable housing community. The City Manager will look into the issue
OTHER CITY ATTORNEY ITEMS
Authorize retainina Siemon. Larsen & Marsh as 'outside counsel to assist in neClotiation and
drafting of develoDment aareements and potential acauisition of oropertv on Clearwater
Beach with authority to expend up to $100,000 in fees and costs; scope of services will be
defined in detail as they are initiated
In her April 26, 1999, memorandum, the City Attorney requested authoirzation to
hire the law firm, Siemon, Larsen & Marsh as outside counsel to assist in the negotiation
and drafting of development agreements and potential acquisition of property on
Clearwater beach and to expend up to $100,000 in fees and costs. The scope of services
will be defined in detail as they are initiated.
The City Attorney said Siemon, Larsen & Marsh will assist with designing a
development and reimbursement agreement with acquisition based on a final decision by
City Commission. The scope is unknown. As time will be sensitive, the work will need to
be prepared as quickly as possible. Staff will try to keep costs below $100,000. Work
will not begin without City Commission authorization. In response to a question, the City
Attorney said work can be done comprehensively and quickly in situations where Siemon,
Larsen & March is involved already. In response to a question, the City Attorney said staff
anticipates several separate projects will occur.
City Manager Verbal Reports
Set Sudaet Public Hearinas
Budget meetings were scheduled for June 3, 1999, at 10:00 a.m. and June 15,
1999, at 9:00 a.m. A meeting to review the CIP was scheduled for June 8, 1999, at
10:00 a.m.
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.Staff hopes to release the preliminary budget on June 15, 1999.
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Commission Discussion Items
Chamber of Commerce Reauest to use the $21.626.16 remainina balance due on the loan
for the Welcome Center to fund a Fall FAM (Familiarization) tour
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In her April 22, 1999, letter, Greater Clearwater Chamber of Commerce Executive
Committee Chair Judy Mitchell proposed hosting FAM (Familiarization) tours to benefit
Clearwater's tourism industry. The Chamber has 2 remaining installments on the loan
made by the City for the Welcome Center on SR 60. The loan's outstanding balance is
$21,626.16. The Chamb~'r requests using the balance due amount to fund this program
for the next 2 years and assist the beach business community during this critical stage of
beach development and enhance City advertising efforts.
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The City Manager said the FAM (Familiarization) tour will feature Superior Small
lodgings on Clearwater beach. Concern was expressed the City needs to consider the
Clearwater Beach Chamber of Commerce needs if it approves a $21,000 write off the
Greater Clearwater Chamber of Commerce. The City Manager indicated that money is not
being waived but will be used to target small beach businesses and lodgings, which cannot
afford advertising. He noted the targeted properties have achieved higher standards.
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Other Commission Action
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'_.J Commissioner Johnson reviewed weekend Fun I N Sun activities including an open
house at the Airpark and a fish fry sponsored by the Historical Society. He recommended
the City contract for the 4th of July the company that provided fireworks for the Florida
Orchestra.
Mavor Aunast recommended the City upgrade the beads distributed at the parade.
Commissioner Clark expressed concern regarding the major oversight by the City for
not inviting Mr. Clearwater to the parade. He extended apologies to the Chamber of
Commerce and Mr. Stuart.
Adjourn
. The meeting adjourned at 1: 12 p.m.
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