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04/28/2008CITY COUNCIL WORKSESSION MINUTES CITY OF CLEARWATER April 28, 2008 Present: Frank Hibbard John Doran Carlen Petersen George N. Cretekos Paul Gibson Mayor - departed 4:11 p.m. Vice-Mayor Councilmember Councilmember Councilmember Also present: William B. Horne II Jill S. Silverboard Rod Irwin Pamela K. Akin Cynthia E. Goudeau Brenda Moses City Manager Assistant City Manager Assistant City Manager City Attorney City Clerk Board Reporter The Mayor called the meeting to order at 1:30 p.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. Presentations APWA Award of Excellence - Perrv Lo The APWA Award of Excellence for the Cleveland Street Streetscape was presented to Building Construction Manager Perry Lopez. Parks and Recreation Approve co-sponsorship and waiver of reauested Citv fees and service charaes for FY 2008 2009 special events including six annual City events; and thirteen City co-sponsored events (a reduction of three events); at an estimated General Fund gross cost of $456,078 ($19,750 representing cash contributions and $436,328 representing in-kind contributions) and enterprise fund cost and fee waiver of $67,350 for the purposes of departmental budget submittals. consent According to the City Code of Ordinances on special events, there shall be an annual review of City sponsored/co-sponsored events during the budget process. An agenda item approving co-sponsorship and level of support for these events will be brought before the City Council at the beginning of the budget process each fiscal year. In the event additional money is requested beyond what is included in the approved budget, City Council approval will be needed before additional funds are dispersed. The chart shows cash and in-kind contributions requested to be included in FY (Fiscal Year) 2008/09 budget for City sponsored and co-sponsored special events. In addition, the 2007/2008 approved spreadsheet is provided for comparison purposes. "In-kind contributions" are included in operating budgets under various departments. "In-kind contributions" decreased by $58,110 or an 11.8% reduction. Decreases occurred: 1) Eliminate marketing support for Farmers Market; 2) Eliminate City funding for buyout of Harborview Center for Festival of Trees; Council Work Session 2008-04-28 3) Require Jazz Holiday to fund police needed for alcohol sales; 4) Require all events to fund police needed for alcohol sales; 5) Cancel Holiday Parade; and 6) Eliminate fall concert (Christian Concert event). "Cash Requests" have been reduced by $21,225 to $34,300, or a 38% reduction. The following items are recommended to be eliminated: 1) African American Heritage Festival - Event held outside of Clearwater (-$4,750); 2) Florida Orchestra - Reduce to previous funding level and one event for $15,000 (-$14,100); and 3) Delete Mayfest cash funding (-$2,375). Parks & Recreation Director Kevin Dunbar said staff reductions will make it difficult to stage events. The Holiday Parade attracts few people, with most of the $26,000 cost covering Police security. Staff has insufficient manpower to solicit event sponsors; previous sponsors only provided floats and vehicles for Councilmembers. The City previously contributed in-kind services for the Christian concert. The Jazz Holiday performs extremely well on all nights. The Festival of Trees is a large fundraiser for UPARC (Upper Pinellas Association for Retarded Citizens); the organization would now pay for space at the Harborview Center. Savings that would result from shortening Fun `n Sun by a week would depend on which events are cut. The City Manager said the City had declined adding the Willa Carson Health Resource Center run to the list of special events. Comments were made that daytime parades attract few people, the Holiday Parade had not been advertised properly, and events draw people to the downtown. Engineering Approve the staff ranking for Biosolids Services (RFP 13-08) and award a contract to H&H Liquid Sludge Disposal, Inc. of Branford, Florida for the sum of $2,129,727.60 and authorize the appropriate officials to execute same. (consent) The City of Clearwater solicited proposals/bids (RFP) from qualified specialty service contractors to perform wastewater biosolids management services for the City's three advanced pollution control facilities. Three complete proposals were received and opened in the office of the Purchasing Manager on March 11, 2008. The decision to obtain bids using RFPs was made based on the necessity to review contractor's qualifications and ability to properly dispose of the material in accordance with applicable laws and regulations. Specifically, the contractor will be required to remove and dispose of dewatered and stabilized (Class B) and/or dewatered and unstabilized domestic wastewater residuals (residuals) from the City's Marshall Street and Northeast advanced pollution control facilities (APCF), and also haul liquid unstabilized residuals from the City's East APCF and possibly Marshall Street APCF to the Northeast APCF. The term of the contract award shall be for 24 months from the date of execution of the agreement with an option for a one-year extension at the discretion of the City. The Contractor accepts full responsibility and liability for the hauling and disposal of residuals from the points of loading from the source facility, in accordance with Chapter 62-640, F.A.C. and shall be responsible to comply with existing Florida Department of Environmental Protection (FDEP) and United States Environmental Protection Agency (EPA) residuals treatment and disposal regulations and any changes made in these regulations during the contract period. The City's current contract for the hauling and disposal of biosolids expires April 30, 2008 and staff anticipated that the pricing for contracted hauling would increase due to regulatory constraints and escalations on fuel costs. The bid received is within the budgeted amount for these services. Council Work Session 2008-04-28 2 Engineering Manager Rob Fahey said staff ensures that contractors are licensed, experienced, and comply with federal regulations. Award a three-year contract to Polydyne, Inc., of Riceboro, GA in the sum of $540,000.00, for Polymer Services (RFP 12-08) and authorize the appropriate officials to execute same. consent Polymer is used at the City's biosolids handling facilities to process the sludge generated by the City's three Advanced Wastewater Treatment Facilities. The polymer is a coagulant that "thickens" wastewater sludge increasing the percentage of solids in the waste stream. Thickening the sludge significantly reduces the amount of money required to haul and dispose of the waste material. The hauling and disposing duties are handled under the scope of a separate contract. The City advertised the Request for Proposal (RFP 12-08) and required that the potential suppliers perform trial runs with their proposed products in a rotary drum thickener and on a belt press at the Northeast Advanced Pollution Control Facility. The data collected from the field trials were analyzed in our Consolidated Laboratory to maintain a consistent means of performance evaluation. The qualifications of the product supplier, the results of the field tests, and the price of the deliverable product (polymer) were evaluated as the basis for the staff ranking. WPC solicited bids for a two-year contract with the option to accept a one-year extension. The costs associated with this item are for the three-year period, representing the fixed costs with no approved extensions at this time. The City received three responses to RFP 12-08. The staff ranking based on conditions stated in the RFP are: 1 - Polydyne, Inc., 2 - Fort Bend Services, Inc., and 3 - CIBA Specialty Chemicals Corporation. The submitted price for the product and reduction in hauling costs due to the higher percentage solids obtained (as per trial results) combine to make Polydyne the most cost effective provider. Mr. Fahey said thickened water becomes reclaimed water. It was recommended the Council discuss processing wastewater so it is safe to drink, as occurs elsewhere. Official Records and Legislative Services Reappoint Wallace Smith in the Resident category and Joyce Gibbs in the Agency or Government Representative category; appoint Arthonia Godwin in the Business Owner or Representative category to the Brownfields Advisory Board with terms expiring on May 31, 2012. (consent) Consensus was to reappoint Wallace Smith and Joyce Gibbs and appoint Arthonia Godwin. Legal Create Section 21.18, Code of Ordinances, to prohibit soliciting, begging, and panhandling in the Clearwater downtown core redevelopment zone and the Clearwater Beach core tourist zone as defined in the ordinance and pass Ordinance 7928-08 on first readina. Council Work Session 2008-04-28 3 The City of Clearwater's 112,000 plus residents enjoy a vibrant economy resulting from a huge influx of 4.5 million annual tourists to Pinellas County with Clearwater beach alone attracting around 900,000 tourists annually in addition to the approximate 600,000 residents in the region who annually visit the beach. The improvement of the downtown and Clearwater beach has been a high priority in the City's plan to expand the economic base of the City by attracting new investment and patrons to the area. Clearwater beach has an economic impact of over $1 billion and is projected to increase its impact as redevelopment on the beach continues to occur and the downtown also is projected to attract additional tourists and visitors as redevelopment continues to be completed. The City and private organizations have invested many millions of dollars in these redevelopment areas. The City of Clearwater spends annually around $620,000 on special events, with $465,000 of that allocated to downtown events and $135,000 allocated to beach events. The City of Clearwater has a substantial interest in providing its citizens and tourists a safe, aesthetic, pleasant environment in which recreational activities can be maximized in the downtown and on Clearwater beach. The City of Clearwater has a substantial interest in ensuring the safety and convenience of the public by promoting the free flow of traffic on public streets and sidewalks in the downtown and on Clearwater beach. Soliciting, begging, and panhandling in the Clearwater downtown core redevelopment zone and the Clearwater beach core tourist zone adversely impacts tourism and patronage of businesses by creating a sense of annoyance and intimidation among those tourists, visitors, and citizens who are subjected to such activity. Soliciting, begging, and panhandling in the Clearwater downtown core redevelopment zone and the Clearwater beach core tourist zone discourages tourism and retail and contributes to the lack of enjoyment of public places. Assistant City Attorney Rob Surette said prohibitions are justified in the "Whereas" clauses. Private property owners can allow solicitation on their property. Exceptions to the ordinance include special City events. Coachman Park is excluded, as it is a traditional public forum. Police officers must observe offenses. A warning will be given; arrest is a last alternative. No signage will be posted. The City Attorney said requests by organizations go through the special event process. It was commented that this ordinance will not stop homelessness nor eliminate all panhandling. It was stated the ordinance will protect tourists and visitors. Council Discussion Items FY 2008/09 Budaet Initial Discussion The City Manager presented the proposed FY 2008/09 budget, which was influenced by passage of Amendment One, declining property values, public and staff comments, Council discussions, etc. The budget shifts from reacting to property tax reform to providing the services that matter most to citizens while competitively compensating the City's workforce. Budget Director Tina Wilson reviewed the budget forecast. Preliminary taxable property values could shrink more, with further decreases anticipated during the next few years. Tax revenue peaked two years ago. Franchise fee and utility tax revenues have had little growth. All other revenue sources, including sales tax, continue to decline. Personnel costs account for 66% of the General Fund budget; increased costs for healthcare, pension, fuel, and property insurance have been significant. A tiered cost reduction plan was submitted: 1) Tier 1 responds Council Work Session 2008-04-28 4 to Amendment One; 2) Tier 2 reduces service levels while sustaining mandated and necessary services; 60 positions were eliminated last year; and 3) Tier 3 reductions are less palatable. Ms. Wilson anticipated a 3% to 4% decrease in property tax revenues; final numbers are not available. The $5.5 million deficit must be closed; Tier 1 and 2 reductions are valued at $5.8 million. A hiring freeze was instituted last January; employees are resigning less frequently. Tier 1 and 2 proposes a reduction of 48 positions. Assistant City Manager Jill Silverboard said 14 of those positions are vacant. Human Resources Director Joe Roseto said once eliminated positions are identified, staff will try to accommodate as many employees as possible. Tier 1 Ms. Wilson reviewed proposed cuts. A 20% reduction of memberships and subscriptions is underway. All certifications and licensure requirements would be preserved while all departments reduce training and travel budgets by 20%. Solid Waste/General Services Director Earl Gloster said hybrid vehicles are expensive and the technology is not available for patrol cars. Police Chief Sid Klein said patrol cars must be large enough to accommodate equipment. Idling is limited to 15 minutes per hour to conserve fuel and ensure radio and electrical equipment operation. The Council recessed from 3:08 to 3:16 p.m. Tier 2 Development & Neiahborhood Services Development Services Manager Jeff Kronschnabl said one Neighborhood Services liaison and one Development Review technician position would be eliminated. With increased hotel work, these positions may be revisited or outsourced. Library Library Director Barbara Pickell said more than $800,000 in cuts are under consideration. Substantial cuts will be made to programming, galleries, and adult services. Technical services would be outsourced and book security services and the Library Webmaster position would be eliminated. The website is difficult and time consuming to update and would be updated infrequently. She suggested limiting hours at the three largest libraries to one shift and eliminating Sunday hours. Closing the East Library would save money but impact more users. Beyond FTEs (Full-Time Equivalents), library costs include utilities, custodial work, and book purchasing. The Beach Library has 8% of total library use; the East Library has 30%. Ms. Pickell recommended closing the Beach and North Greenwood libraries rather than Countryside or East. Mondays are very busy at Countryside. It was recommended the Council discuss if there should be more facilities with fewer services or fewer facilities with more services. It was suggested that hours could be staggered so at least one library remains open on Sundays. Concern was expressed that a $20 million library should be open more than five days a week. In response to a suggestion that libraries open for four hours on Sunday, Ms. Pickell said that would be difficult to staff based on the union contract. Comments were made that citizens need to be aware that facilities will close in the future and citizen input is needed to determine when libraries remain open. Council Work Session 2008-04-28 5 Parks & Recreation Mr. Dunbar said neighborhood groups that access recreation center meeting rooms would need to conform to proposed schedules or rent a facility. It was remarked that the City of Largo's median sponsorship program has attractive landscaping and small signs that support the community. Mr. Dunbar said staff is not available to administer a similar program. Landscapers are paid approximately $30,000 annually. Some duties are outsourced; some of those costs are increasing dramatically. He preferred a mix of employees and contractors. It was recommended that the department outsource more or do less. The Council recessed from 4:11 to 4:20 p.m. Public Communications Public Communications Director Doug Matthews said regular programming would be eliminated, including parades, City Talk, Blue Line, etc. Public meeting broadcasts would be contracted out. Special kinds of programs would be reviewed individually. One C-View specialist position would be retained to provide baseline support. Police Police Chief Klein said the front desk at Police headquarters would close at midnight. Eliminating one Police property clerk and one crime analyst position would affect evidentiary property processing and critical information distribution. Property clerk duties would be transferred to the Pinellas County Sheriff. Sworn officers would perform additional duties, reducing their efficiency. Concern was expressed additional call loads, etc. would impede the effectiveness of sworn officers. The City Manager said CHIP (Clearwater Homeless Intervention Project) is not a core mission to the Police Department and staff is looking at alternatives. Tier 3 Ms. Wilson proposed eliminating the Tampa Bay Partnership membership, the Greater Clearwater Chamber of Commerce tourism contracts, and subsidies to the Pinellas Coalition of Homeless and Harborview Center, which would close. Assistant City Manager Rod Irwin said many factors need to be considered prior to closing the Harborview Center. Library Ms. Pickell proposed closing meeting and teen rooms at the Main Library, and the East, Beach, and North Greenwood libraries. Parks & Recreation Mr. Dunbar recommended a reduction of $25,000 for holiday lighting. Lighting fields cost $10/hour. Public Communications Council Work Session 2008-04-28 6 Mr. Matthews said contributions would be needed to produce the annual report; BrightHouse contributed to this year's report. It was stated the annual report is not part of the City's core mission and should be eliminated. Police Police Chief Klein said proposed cuts would increase response times as officers respond first to high priority calls. It also would become more difficult to handle polygraph and transcription needs. Marine & Aviation Marine & Aviation Director Bill Morris said beach lifeguards are on duty every day of the year. Eight lifeguard towers cover three miles of beach. Changing hours would be difficult due to contract and certification issues. Most beach communities do not have lifeguards; the County provides seasonal coverage. Lifeguards frequently intercede between boaters and swimmers. It was remarked many visitors come to Clearwater beach as lifeguards provide a level of safety. Lobbyist Services City Clerk Cyndie Goudeau said lobbyist fees have remained static for the past five years; they rarely charge for all expenses. In addition to helping the City appropriate funds, lobbyists are valuable during legislative sessions. Staff does not have sufficient resources to track legislation. Discussion ensued regarding lobbyist services. It was remarked that lobbyists track complicated bills, etc., have state and federal level contacts, including relationships with legislators, and can ensure that the City does not miss deadlines. Budget The City Manager said the budget framework is in place and requested Council direction. Discussion ensued with comments that the budget requires difficult decisions as no one wants reductions to services, including the Police. It was stated the Council needs to determine how to minimize impacts. Budget workshops will be scheduled during the summer to receive citizens comments. Adjourn The meeting adjourned at 5:35 p.m. Council Work Session 2008-04-28 7