04/13/2009CITY COUNCIL WORKSESSION MINUTES
CITY OF CLEARWATER
April 13, 2009
Present: Frank Hibbard
Paul Gibson
Carlen Petersen
John Doran
George N. Cretekos
Mayor
Vice-Mayor
Councilmember
Councilmember
Councilmember
Also present: William B. Horne II
Jill S. Silverboard
Rod Irwin
Pamela K. Akin
Cynthia E. Goudeau
Rosemarie Call
City Manager
Assistant City Manager
Assistant City Manager
City Attorney
City Clerk
Management Analyst
The Mayor called the meeting to order at 1:00 p.m. at City Hall.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
Presentations
Service Awards
Eight service awards were presented to City employees.
Presentation of the City's Annual Financial Report
The City's external auditor, James Burdick of Cherry, Bekaert & Holland, presented the
audit of the City's 2008 annual financial report.
Presentation of GFOA Certificate of Achievement for Excellence in Financial Reporting - 2007
Annual Financial Report
The Government Finance Officers Association of the United States and Canada (GFOA)
has a certificate program (established in 1945), which is designed to recognize and encourage
excellence in financial reporting by state and local governments. The City of Clearwater has
earned the Certificate of Achievement for Excellence in Financial Reporting for its 2007 annual
Financial Report. This is the 29th year that the City has received this prestigious award.
In order to earn the Certificate of Achievement, the City of Clearwater's Comprehensive
Annual Financial Report had to meet the high standards of the certificate program. By meeting
the standards of the program, the Financial Report is a more useful and understandable tool for
Clearwater's citizens, the media, and others who have a vital interest in the government. The
governing body and taxpayers of Clearwater should take special pride in the fact that their
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annual financial reporting document has been judged to be one of the best in its class. The
award gives bond insurers and rating agency comfort and thus insures that the City receives low
interest rates on its borrowing.
This award reflects the commitment by many individuals to the highest standards of
financial reporting. It reflects the endorsement and support of elected and appointed officials,
and is a tribute to their foresight and leadership. This award also reflects the expertise, high
degree of professionalism, and many hours of hard work by the staff involved in preparing this
annual financial report. Achievement of this award is a tribute to all of them.
The City's "CAFR" team works diligently each year to complete our financial report. This team is
composed of members of the City's Finance and Budget departments as well as financial staff
from other City departments. The City takes financial responsibility and accountability very
seriously, and therefore, we have placed individuals with financial expertise in various
departments around the City. Many of these individuals are licensed CPA's. Jay Ravins,
Assistant Finance Director for the City of Clearwater has the overall responsibility for financial
reporting for the City. Our external auditors, Cherry Bekeart and Holland provided assistance in
obtaining this award.
Ms. Simmons recognized staff for their work and presented the award to Mr. Ravins.
The Council recessed from 1:24 to 1:29 p.m. to meet as the Pension Trustees.
Economic Development and Housing
Approve the City of Clearwater's State Housing Initiatives Partnership Program (SHIP) Local
Housing Assistance Plan covering State Fiscal Years 2009-2012, adopt Resolution 09-21 and
authorize the appropriate officials to execute same.
Florida Statute 420.907-9079 requires counties and cities receiving State Housing
Initiatives Partnership (SHIP) funds to develop a 3-year Local Housing Assistance Plan (LHAP)
outlining strategies for how funds will be used. The City receives an annual allocation from the
State of Florida through the Florida Housing Finance Corporation (FHFC) each year. For fiscal
year 2008-2009, the City is expected to receive approximately $975,692. The City expends
SHIP funds per the strategies outlined in the LHAP. The City's current LHAP covers state fiscal
years 2006-2009.
This new LHAP will cover state fiscal years 2009-2012. The strategies outlined in the
new LHAP are a continuation of the City's current LHAP. All changes made within the 2009-
2012 LHAP will be retroactive to the 2006-2009 LHAP. The strategies include: 1) Down
Payment & Closing Costs Assistance For Newly Constructed Homes - The City will use SHIP
funds to provide down payment and closing costs assistance to eligible first time homebuyers
purchasing a newly constructed home; 2) Down Payment & Closing Costs Assistance With or
Without Rehabilitation - The City will use SHIP funds to provide down payment, closing costs
and rehabilitation assistance for existing homes; 3) Replacement Housing - The City will provide
SHIP funds for replacement of dilapidated single-family structures for eligible households; 4)
Rehabilitation Assistance - The City will provide SHIP funds for the rehabilitation of owner-
occupied single-family residences; 5) Foreclosure Prevention Assistance - The City will provide
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SHIP funds to assist households who are existing program participants that are experiencing
mortgage payment delinquency; 6) Multi-Family Housing - The City will provide SHIP loans to
support the acquisition, rehabilitation and new construction of rental housing; and 7) Disaster
Mitigation - In the case of natural or man-made disasters, this strategy will utilize SHIP funding
for emergency or interim repairs. Per statute, the City Council is being asked to adopt by
resolution the LHAP for state fiscal years 2009-2012.
In response to questions, Economic Development Assistant Director Jim Donnelly said
the City did not have as many foreclosures compared to other areas and not considered a direct
entitlement city for federal stimulus funding. Staff expects an increase in HOME and
Community Development Block Grant funds.
Financial Services
Accept Fleet Utilization Report from Mercury Associates, Inc. (WSO)
In April 2007, the Budget Task Force recommended that the City have an outside review
of City's fleet utilization to identify potential cost savings. Mercury Associates, a national fleet
management consulting firm, was hired May 2008. Mercury analyzed fleet data, conducted
online surveys, and held on-site interviews with all user departments.
The results of this review included: 1) Identified 22 vehicles for elimination and 55
vehicles for a shared motor pool; 2) Recommended annual written justification for underutilized
vehicles; and 3) Recommended formal Citywide motor pool for sharing of vehicles. Staff is
pursuing all recommendations.
Jay Ravins said the City has contracts with outside vendors for storm debris clean-up.
Of the 22 vehicles, 13 were in the General Fund. Finance Director Margie Simmons said the
Resource Management Committee would determine the most cost effective way to implement a
motor pool.
Police
Amend, repeal and renumber specified articles of Chapter 25, Code of Ordinances, relating to
taxicabs and other public transportation carriers, amend Sections XII I and XXVIII of Appendix A
and pass Ordinance 8060-09 on first readina.
Articles II and II I of Chapter 25, Code of Clearwater, regulate the operation of taxicabs
and public conveyances in Clearwater; and Section XIII of Appendix A contains provisions
authorizing the Clearwater Police Department to collect fees for inspecting taxicabs and public
conveyances and issuing permits.
Changes in the business environment and in the development of regional taxi and
transportation systems have rendered many of the provisions in Articles II and I I I of Chapter 25,
Code of Clearwater, obsolete. The Clearwater Police Department no longer has the resources
to conduct physical inspections of taxicabs and public conveyances. No other municipality in
the Tampa Bay area conducts physical inspections of taxicabs and public conveyances. The
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State Department of Agriculture is responsible for conducting inspections and certifying the
accuracy of the taximeter.
There are currently no major taxicab companies operating with a business address
within the City of Clearwater. A 2008 audit by the City Auditor found that the expenses to
administer a taxicab and public conveyance inspection and permit process currently exceed the
revenue generated by the fees.
Based on the above, approval is requested to repeal Articles II and III and renumber
Article IV as Article II and to amend Section XIII and Section XXVIII of Appendix A to read as
noted in the proposed Ordinance 8060-09.
In response to questions, Police Deputy Chief Dewey Williams said the City does not
inspect vehicles for safety. Traffic laws cover some safety issues. Assistant City Attorney Rob
Surette said the City has always required a background check for Clearwater taxi drivers.
It was stated a countywide requirement would be more effective.
Engineering
Approve Supplemental Work Order 2 in the amount of $44,290.37 to Wade-Trim, Inc, Engineer
of Record, for engineering, design and construction administration services for the Morningside
Neighborhood Traffic Calming Project (Project number 07-0008-EN) and authorize the
appropriate officials to execute same. (consent)
This project involves construction of traffic calming features in the Morningside
community envisioned by community residents at the Morningside Traffic Calming Charrette
and supported by a petition signed by owners of approximately 65% of the parcels in the project
area. At the 60% milestone, the engineering plans were reviewed for faithfulness to the
charrette vision by residents belonging to the Morningside Traffic Calming Tech Team.
The project includes a roundabout at the intersection of Claiborne Avenue and Harn
Boulevard and one at Summerlin Avenue and Ham Boulevard. At the 60% milestone, the
engineering plans were sufficiently developed to determine with accuracy that easements or
"corner clips" would be needed from owners of several properties adjacent to the two
roundabouts; however, most of the property owners declined to sell the easements.
The work included in this Amendment is necessary to re-design the two roundabouts to
fit within the available right-of-way. The re-design will not compromise the roundabouts
unacceptably. There is no maintenance component related to the supplemental work order.
Sufficient budget and revenue is available in Capital Improvement Program (CIP) project 0315-
92259, Traffic Calming.
It was suggested that staff consider smaller roundabouts and avoid buying right-of-way
in future.
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Official Records and Legislative Services
nt Councilmembers as representatives on Regional and Miscellaneous Boards.
Staff directed to maintain current appointments.
City Manager Verbal Reports
Clearwater Bond Ratings Reports
Finance Director Margie Simmons reviewed bond ratings and thanked City Manager
Horne and Mayor Hibbard for their efforts in the presentation.
Other Council Action
It was stated that beach parking would be discussed at the next work session.
Adjourn
The work session adjourned at 3:06 p.m.
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