05/04/2009
CITY COUNCILWORKSESSION MINUTES
CITY OF CLEARWATER
May 4, 2009
Present: Mayor Frank Hibbard, Vice-Mayor Paul Gibson, Councilmember George N.
Cretekos, Councilmember John Doran, and Councilmember Carlen Petersen.
Also William B. Horne II - City Manager, Jill S. Silverboard - Assistant City
present: Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin - City Attorney,
Cynthia E. Goudeau - City Clerk, and Rosemarie Call - Management Analyst.
The Mayor called the meeting to order at 9:00 a.m. at City Hall.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
1. City Auditor
1.1 Accept Police Department Efficiency Review report from Matrix Consulting Group,
Ltd.
On November 18, 2008, the City Council approved an agreement with Matrix
Consulting Group to perform an efficiency review of the Clearwater Police
Department. The review was designed to provide an assessment of the efficiency
and effectiveness of Police Department operations, identifying improvement
opportunities for service delivery, organization, staffing, and management.
Matrix used a wide variety of data collection and analytical techniques:
• Interviewed the Police Chief and his management team, the City Manager, and
City
Auditor to develop an initial understanding of the issues and background which
led to this study.
• Interviewed the Mayor and the City Council regarding key issues from their
perspectives.
• Conducted an intensive process of interviewing staff in every function and at
every level (managers, supervisors, and line staff) within the Police Department.
Over 100 individuals were interviewed.
• Obtained employee input through the use of an anonymous employee
survey to which 53% of the Department’s employees responded.
• Collected a wide variety of data designed to document workloads, costs, service
levels and operating practices. Developed descriptive summaries, or profiles, of
each function within the Police Department -- reflecting organizational structure,
staffing, workloads, service levels, and programmatic objectives.
• In order to make the assessments of operational strengths and improvement
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opportunities, the project team developed a set of performance measures, called
“best management practices” against which to evaluate current services,
workloads, and service levels in the CPD.
These service and performance measures comprise the main thrust of the ‘issues
phase’ of the project. The measures utilized were derived from the project team’s
collective experience in working with hundreds of law enforcement agencies in
Florida and throughout the country. The performance measures utilized
represent:
- Statements of "effective practices" based on the study team’s experience in
evaluating operations in other law enforcement operations. These measures are
both qualitative and quantitative.
- Where they exist, statements reflecting "industry standards" were used to
incorporate commonly utilized service delivery approaches in addition to targets
developed by national research organizations.
- In both instances, these measures of efficiency and effectiveness were selected
and adjusted to reflect the unique operating and service conditions in Clearwater.
The project team developed a comparative survey with other law enforcement
agencies. While no jurisdiction is a perfect fit, the project team attempted to
isolate those agencies which are encountering some of the same service issues
as Clearwater.
Summary of Major Recommendations with Fiscal Impact (salary & benefits) and
personnel reduction (where applicable):
- Consider renegotiating the current shifts in the Police Department to focus on 8-
hour schedules. FISCAL IMPACT: ($660,800) - Reduction of nine (9) officers.
- In District 2, Re-deploy 2 officers from midnight to the day shift, add 4 officers to
evening shift, and reassign Admin/FTO Sergeant from day to evening
shift. FISCAL IMPACT: $0 - No personnel reduction.
- Re-organize the N Greenwood, Community Problem Response West and East
teams into 2 proactive enforcement teams of 6 officers and 1 Sergeant. FISCAL
IMPACT: ($91,400) - Reduction of one (1) Sergeant.
- Eliminate Beach Walk Community Policing team, use existing personnel
assigned to District 1 Patrol. FISCAL IMPACT: ($311,679) - Reduction of (4)
positions, one (1) Sergeant and three (3) Officers
- Reduce the number of officers in the downtown bike team/CHIP from 7 to
4. FISCAL IMPACT: ($220,279) - Reduction of three (3) officers.
- Increase level of traffic enforcement (additional citizen contacts, i.e. traffic stops,
and/or citations) to meet recommended benchmarks. FISCAL IMPACT: variable -
No personnel reduction.
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- Continue to utilize existing civilian responders to handle low priority
workload. FISCAL IMPACT: $0 - No personnel reduction.
- Eliminate part-time position in the Investigative Support Unit. FISCAL
IMPACT: ($27,000) - Reduction of one (1) part-time civilian position.
- Due to the elimination of 1 Deputy Chief, Reclassify a Lieutenant to a Captain,
produces small savings due to overtime elimination. FISCAL IMPACT: ($5,000) -
No personnel reduction.
- Maintain all other current staffing assignments.
Matrix representative Travis Miller provided a power point presentation.
In response to questions, Mr. Miller said proactive time is all other time officers have
after time it takes to do what must be done. It was appropriate in an urban setting to
have 40-45% proactive time. Service delivery is impacted if proactive time drops below
35%. Mr. Miller said District 1 is over staffed and recommended to balance resources
with District 2 by consolidating districts at night.
Police Chief Sid Klein reviewed city districts: 1- Gulf of Mexico to bayfront, 2- bayfront to
Highland Avenue and 3- Highland Avenue to east city limits. He supported the 8-hour
shift recommendation and explained the current 10-hour shift resulted from a bargaining
issue. Reducing shift time will not affect response time but create more proactive time.
Chief Klein did not support reducing staffing levels or re-organizing the community
policing teams. He expressed safety concerns if the Beach Walk teams were scaled
back.
Discussion ensued. Concerns were expressed regarding the potential impact to safety
if law enforcement presence was reduced.
City Auditor Robin Gomez said payroll recommendation is a technology issue that
would require a significant investment. The department is currently on PeopleSoft.
Staff is looking into additional efficiencies.
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Mr. Miller said consolidating the police department with the County Sherriff will not
provide significant savings.
Staff was directed to schedule further discussion at the May 21, 2009 meeting.
2. Financial Services
2.1 Declare the list of vehicles and equipment surplus to the needs of the City and
authorize sale to the highest bidder at the live auction of Tampa Machinery
Auction, Tampa, Florida or GovDeals, Montgomery, Alabama on-line auction
service. (consent)
All vehicles and equipment listed have been replaced as necessary and are no
longer needed. The sale will be at the Tampa Machinery Auction, Tampa, Florida,
the Pinellas County Purchasing Cooperative Auctioneer of Record or through the
on-line auction services of GovDeals, Montgomery, Alabama.
2.2 Approve supplementing Resolution 09-12 to appoint Assured Guaranty
Corporation as the insurer of the Water and Sewer Revenue Bonds, Series 2009A
and the Water and Sewer Revenue Refunding Bonds, Series 2009B, approve the
form, authorize the execution of an insurance commitment and adopt Resolution
09-22.
City Council adopted Resolution 09-12 on April 15, 2009, authorizing the
negotiated sale of Water and Sewer Revenue Bonds, Series 2009A; and Water
and Sewer Revenue Refunding Bonds, Series 2009B.
Resolution 09-22 supplements that resolution by appointing Assured Guaranty
Corporation as the insurer, approving the form, and authorizing the execution of
an insurance commitment.
Bond Council has advised that it is in the City’s best interest to adopt this
resolution since we have now received the insurance commitment and wish to
clarify the required terms and conditions provided by the bond insurer.
3. Information Technology
3.1 Award a contract to Accela, Inc. San Ramon, CA for the purchase and installation
of land management software in the amount of $404,981.87 in accordance with
Sec. 2.564 (1) (b); and authorize lease purchase financing through Bancorp Bank
d/b/a Mears Motor Leasing, Orlando, FL for software licensing in the amount of
$146,671.18 and authorize the appropriate officials to execute same. (consent)
The City of Clearwater originally purchased Tidemark, Inc. land management
software in 1997 to manage building permits and code inspection activities. In
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2002, Tidemark was purchased by Accela, Inc. along with 2 other major land
management applications (Kiva and Permits Plus). Accela has spent the past 7
years developing a "best of breed" product called Accela Automation to provide
an upgrade path and product merger platform for its various existing customers.
Accela plans to "sunset" or discontinue development and support of the Tidemark
application platform within the next 2-4 years. The uncertainty of future support of
our existing product, combined with both improved functionality within the Accela
Automation platform and a window of reduced permitting activity, makes this a
excellent time to move to the new and upgraded product.
The costs include all product licensing and technical support necessary to move
from our existing software version to the upgraded version without loss of
functions or service offerings. Of the total project cost ($404,981.87) $146,671.18
is for the Lease Purchase of software licensing. The balance is for services,
hardware and maintenance.
This upgrade has been a planned CIP expenditure and will be paid from 3
separate projects (315-94801 Tidemark Upgrade; 315-94857 Accela Permitting &
Code; and 315-94736 Geographic Information Systems).
4. Police
4.1 Approve Memorandum of Understanding and Interlocal Agreement pursuant to
the Department of Justice, Bureau of Justice Assistance (DOJ/BJA) Recovery
Act/Edward Byrne Memorial Justice Assistance Grant application to be filed by
Pinellas County on behalf of the City of Clearwater and other municipalities and
authorize the appropriate officials to execute same. (consent)
On April 7, 2009, Clearwater Police Department was granted approval by the
City’s Resource Management Committee to utilize its $383,713 allocation under
the federal Recovery Act/Justice Assistance Grant (JAG) program by participating
in a countywide project with the Pinellas County Sheriff’s Office (PCSO) to
implement a Prisoner Transport System. A countywide Prisoner Transport
System was one of the recommendations of the Pinellas Assembly in 2004.
The U.S. Department of Justice/Bureau of Justice Assistance (DOJ/BJA) has
designated Pinellas County and the following 12 cities as “disparate”: Clearwater,
St. Petersburg, Largo, Gulfport, Pinellas Park, St. Pete Beach, Tarpon Springs,
Dunedin, Madeira Beach, Oldsmar, Safety Harbor, and Seminole. This
“disparate” allocation exists because multiple cities in the county are collectively
eligible to receive four times (400%) more in JAG funds than Pinellas County.
DOJ/BJA requires that the county must be the single applicant/fiscal agent in this
type of disparate situation. A joint application must be filed on behalf of the county
and all 12 cities for the total eligible allocation of $3,129,032.
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All parties have viewed this grant as an outstanding opportunity to implement a
countywide Prisoner Transport System. All of the funds (except $1,303,348 which
is to be separately retained by the City of St. Petersburg) will be used to fund a
Prisoner Transport System that benefits the cities and the county. Under the
Prisoner Transport System, law enforcement officers in the 12 cities will contact
PCSO when they have arrested one or more individuals who need to be
transported to the county jail. PCSO will pick up the prisoner(s), transport at the
time of arrest and book the person(s) into the jail, allowing the municipal police
officer to go back into service immediately. This program has been implemented,
on a trial basis at no cost, in Clearwater since March 2009 and has been a huge
success, saving police officer time and transportation costs to and from the jail.
The Police Department believes that its participation in the Prisoner Transport
System is in the best interests of the City and a wise investment of the Recovery
Act/JAG funding. PCSO will file the grant application on behalf of all participants.
A signed Memorandum of Understanding and Interlocal Agreement from each city
is required for submission to DOJ/BJA. There are no additional costs associated
with this project such as additional personnel or cash match. At the conclusion of
the grant period, if not refunded, the project will terminate without any cost to the
participating agencies.
The countywide program is scheduled to start October 1, 2009; however, PCSO
has agreed to continue the pilot Prisoner Transport System in Clearwater until that
time at no cost.
Police Chief Sid Klein said the amount allocated to each city was determined by a
formula based on violent crime frequency. The City of St. Petersburg had highest
incidents and received most.
5. Solid Waste/General Support Services
5.1 Amend Article VII, Solid Waste Management, Section 32.271 through 32.322,
Amend Appendix A, Schedule of fees, rates, and charges, Article XXV, Public
Works-fees, rates and charges, section; (3)(c) Solid Waste collection rates
through Solid Waste Roll-off container or waste receptacle service(5)(b)(ii)(7), and
pass Ordinance 8025-09 on first reading.
The proposed amendments to this Ordinance and Appendix A include the
recommendation for exclusivity for the City’s roll-off operation and various wording
changes meant to clarify, update, or strengthen the current Ordinance and
Appendix.
Article VII, Solid Waste Management
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Update Language and added definitions
Solid Waste to Solid Waste/General Services
Solid Waste Director to Solid Waste/General Services Director
City Commission to City Council
Definitions added
- Containerized service: collection of solid waste or recyclables in city-approved
containers.
- Contamination - when more than de minimis non-recyclable items are included
with recyclables, or two or more types of recyclables are commingled.
- Eviction or move-out refuse - refuse left for collection resulting from an eviction
or move-out.
- E-waste - inoperative or discarded electronic components.
- Late payment - means any payment remitted after the required due date.
- Recovered materials dealer - person or entity who handles, purchases, receives,
recovers, sells, or is an end-user of recovered materials.
- Roll-off container - large capacity container used for commercial, industrial
service, or special purposes, including but not limited to, containers with
capacities between (10) and (40) cubic yards and which is transported with its
contents to a solid waste disposal site.
- Servicing - interaction with Solid Waste/General Services with regards to
installing, cleaning, deodorizing, pulling, removing, or repairing damage to waste
receptacles.
- Waste receptacle - vehicle or container used to collect, transfer or haul solid
waste or construction debris.
Strengthen Enforcement Capabilities
- Language added to Sec. 32.276 that designated solid waste personnel have the
"authority to exercise limited police powers to enforce provisions of this chapter."
Appendix A, Schedule of fees, rates and charges
Establish Rates
Solid Waste curbside collection rates for customers outside the city limits
(Agreements To Annex) - add a 125% monthly surcharge to provide curbside
service to accounts outside city limits.
Dumpster cleaning charges of $100 per receptacle after two free cleanings per
year.
Annual maximum of yard waste per dwelling - four complimentary pick ups
beyond the once-weekly yard waste collection per 12-month period not to
exceed 40 cubic yards in the 12-month period.
Exclusivity for Roll-Off Operations
The provision of roll-off and compactor service in the City of Clearwater is
currently open to all private roll-off haulers and the City’s Solid Waste
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Department. Exclusivity would prohibit private haulers from doing roll-off business
within the City limits. This recommendation is based on the following:
- Revenue Opportunity: Current City roll-off operation has the capacity to absorb
additional business without adding full-time equivalent positions (FTEs) or
equipment.
- Savings: Staff costs and hours necessary (approximately 1,200 hours) to
enforce collection of the 15% franchise fee from private haulers.
- Customer Service: Continue high level of customer service (service same day
or next, deodorize and clean containers, etc.)
- Efficiency: Area of operation within the City limits allows for a short turn-around
to service.
- Location: Transfer Station is centrally located with the City and has the
capacity to for additional refuse.
There are eight FTEs assigned to the roll-off operation. The operation also
includes six roll-off trucks providing service five days a week.
Solid Waste/General Services Director Earl Gloster said the proposed changes allow
Solid Waste to charge beyond the 4 complimentary pick-ups. Market rates will be
reviewed annually to ensure city rates remain competitive.
Concerns were expressed regarding the impact to private hauling companies.
It was stated that private haulers currently are required to pay a 15% surcharge to
operate but the fee is not being paid.
The Council recessed from 11:32 a.m. to 11:41 a.m.
6. Public Utilities
6.1 Wastewater Regulatory Trends - Tracy Mercer, Public Utilities Dir.
Public Utilities Director Tracy Mercer provided a power point presentation. Ms. Mercer
reviewed current regulations and potential future regulations. The existing city-wide
demand for reclaimed water is 3.5 MGD.
Staff was directed to provide additional information on potable water usage.
7. Official Records and Legislative Services
7.1 Reappoint David Lawrence Jaye in the Business Owner category and Ryley
Jeanne Hunter in the Agency or Government Representative category to the
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Brownfields Advisory Board with the term to expire May 31, 2013. (consent)
Consensus was to reappoint David Lawrence Jaye in the Business Owner category and
Ryley Jeanne Hunter in the Government Representative category.
7.2 Reappoint Laurel E. Braswell in the Clearwater Resident category and appoint
William R. Grittiths in the Employer’s Representative category and Linda Kemp in
the Banking/Mortgage Industry category to the Neighborhood and Affordable
Housing Advisory Board with the term to expire May 31, 2013.
7.3 Appoint one member to the Parks and Recreation Board with the term to expire
May 31, 2013.
Staff was directed to provide the female-male board member ratio.
8. Legal
8.1 Adopt Ordinance No. 8022-09 on second reading, rescinding Ordinance No.
5856-95 and 5857-95 regarding certain property located at 1221 and 1256 Bay
Avenue, 323 and 325 Pinellas Street and 1225 Reynolds Avenue.
8.2 Adopt Ordinance No. 8026-09 on second reading, amending the Community
Development Code, Division 11, Public Art and Design Board; providing that City
Council shall provide final approval for commission of public artwork.
8.3 Adopt Ordinance No. 8060-09 on second reading, repealing Articles II and III of
Chapter 25, Code of Ordinances relating to taxicabs and public conveyances,
renumbering Article IV of Chapter 25, Code of Ordinances; amending Section XII
of Appendix A, Code of Ordinances, relating to the fees charged for taxicab and
public conveyance permits and vehicular stickers; amending Section XXVIII of
Appendix A, Code of Ordinances, relating to the Business Taxes collected for the
operation of taxicabs and public conveyances.
8.4 Adopt Ordinance No. 8068-09 on second reading, relating to the neighborhood
and Affordable Housing Advisory Board, Amending Article 2, Division 9A,
Sections 2.226 through 2.229, Code of Ordinances, decreasing the number of
board members from eleven to seven, to be augmented triennially by appointment
of four committee members by resolution; amending the powers and duties of the
board; providing for triennial appointment of additional board members to serve as
the Affordable Housing Advisory Committee and providing for committee powers
and duties; providing for the termination of terms for the additional committee
members.
Council Work Session 2009-05-04 9
8.5 Approve settlement of the case of Mary Albawab v. City of Clearwater, Case No.
08-4093-CI-011. (consent)
Action was brought against the City for injuries to the plaintiff, Mary Albawab,
resulting from a collision between her vehicle and a City vehicle. Per Court order,
the parties participated in mediation on April 8, 2009. The proposed settlement
provides for a cash payment of $37,500.00 to the plaintiff to compensate her for
her injuries and damages in exchange for a full release from all past, present, and
future liability.
9. City Manager Verbal Reports
9.1 Update on Beach Parking Garage
Assistant City Manager Rod Irwin said Britts has a loan commitment for $10 million and
has hired a different parking consultant. Britts now wants 30,000 sq. ft. for retail space
but FEMA regulations do not allow them to do anything on the ground floor. The Hyatt
was in a similar situation and petitioned FEMA to build a dune in front of the property.
Mr. Irwin said Britt's is seeking Council's support for the FEMA petition.
In response to questions, Engineering Director Mike Quillen said it would take 6-8
months to permit/build a dune and be approximately 40 feet.
Mr. Irwin said iStar is under new ownership and no longer interested in selling the
property to the City as a stand alone parking facility but reconsidering one with retail
space.
Discussion ensued regarding need for additional parking. Concerns with traffic and
pedestrian safety were expressed.
Staff was directed to add item for discussion at Thursday’s meeting and to provide cost
information for Adam's Mark, Rockaway and Pier 60 sites.
10. Council Discussion Items
10.1 Protection of Shore Birds
No additional information was requested.
11. Other Council Action
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11.1 Other Council Action
Councilmember John Doran expressed concerns with temporary parking lot at west-end
of the causeway.
It was stated the temporary parking area will be closed once Acqualea opens. The area
will then be used as a stormwater retention pond.
12. Adjourn
The meeting was adjourned at 1: 15 p.m.
13. Presentation(s) for Council Meeting
13.1 APWA National Public Works Week Proclamation
13.2 EMS Week Proclamation
13.3 Safe Boating Week Proclamation
Council Work Session 2009-05-04 11