09/28/2011 - Business Task Force SPECIAL CITY COUNCIL MEETING MINUTES
CITY OF CLEARWATER
September 28, 2011
Present: Mayor Frank Hibbard, Vice Mayor George N. Cretekos, Councilmember
John Doran, and Councilmember Bill Jonson.
Also Present: William B. Horne 11 - City Manager, Jill S. Silverboard - Assistant City
Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin - City
Attorney, Rosemarie Call - City Clerk, and Nicole Sprague — Official
Records and Legislative Services Coordinator.
Absent: Councilmember Paul Gibson — Excused.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
1. Call to Order— Mayor Frank Hibbard
The meeting was called to order at 4:00 p.m. at City Hall.
2. Council Discussion Items
2.1 Provide direction regarding proposed recommendations of the Business Task
Force.
The Clearwater Business Task Force submitted its final report to City Council on
August 29, 2011. The Planning and Development Department has developed
responses to each of the 71 recommendations included in the report. Staff
involved the appropriate departments if recommendations fell outside of the
Department's purview.
Staff has identified a timeframe to implement, a general cost and a staff
recommendation with comments. An Excel spreadsheet with four tabs, each tab
devoted to one opportunity and the Task Force's corresponding
recommendations, is available.
In response to recommendations regarding the Business Task Force's desire for
additional staff focused on customer service, a revised organizational chart of the
Planning and Development Department, as well as proposed duties for a new
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FTE (Full-Time Equivalent) in the event City Council desires to move in that
direction, is available. In conjunction with the City Manager's office, the
Department is developing a customer service training program that will include all
of those city departments and staff that interact with the public in the development
review and permitting process. This effort will require approximately $12,000 -
$15,000 to implement.
The Department can implement changes that result in an organizational structure
that moves in the direction of a modern development service center. Training can
be implemented to take the interaction between staff and customers to the next
level. However, the discussion is not complete unless what it means to be
business friendly is addressed. The Department will always be governed by a
regulatory framework/process that is not without conflicts between the short-term
(day-to-day activities) and the implementation of the long-term vision of the
community.
Planning and Development Director Michael Delk reviewed the staff responses to the
Business Task Force's recommendations.
Opportunity 1 (Tab 1)
Recommendation: Set firm deadlines for permit approvals.
In response to a question, Mr. Delk said setting firm deadlines for staff review could be
established. However, setting a permit issuance deadline cannot be implemented as
staff does not control the submittal requirements for the development review and
building permitting processes.
Business Task Force Executive Committee Chair Brian Aungst, Jr. said the Business
Task Force is seeking a firm deadline after all required application materials have been
submitted. Staff should provide the applicant with a response, yes or no, within a firm
timeframe. Mr. Aungst said there is a perceived delay with the application approval
process; providing the applicant with a response within a couple of weeks is not
unreasonable.
Mr. Delk said there are plans in the coming budget year to reorganize the department to
improve customer service and resources for plan review and permit issuance.
The Council recessed from 4:16 p.m. to 4:30 p.m. to receive a call from the U.S. Coast
Guard regarding Clearwater's designation as a Coast Guard City.
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Recommendation: Produce and publish videos on C-View and on the televisions in the
MSB explaining the application and development review process.
Mr. Delk said staff is not recommending producing and publishing videos, as it is staff
intensive and would require Public Communications to outsource the service. Planning
and Development Assistant Director Gina Clayton said there would be more customer
service value with face-to-face interaction, which would be provided by the proposed
Development Service Center Manager.
Discussion ensued with no consensus to implement the recommendation.
Recommendation: Create flexibility to allow for more opportunities in the character
districts and planned economic development districts.
Mr. Aungst said the recommendation was a direct response to the Carlisle Group senior
affordable housing discussion; there should be more flexibility for projects within
planned districts.
Mr. Delk said from staff's perspective, the short-term accommodation of that request
was inconsistent with the established long-term vision for Downtown.
It was suggested that the character of Downtown be re-evaluated with the new council.
Recommendation: Assemble an inter-departmental team to convene as needed to
quickly evaluate challenging business development situations. Provide professional
development opportunities for the staff team to expand problem-solving and business
development skills.
The City Manager noted staff implements a QRT (Quick Response Team) when
needed.
Mr. Aungst suggested that QRT availability be codified or published; applicants may not
be aware of the process.
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Recommendation: Provide customer service specialist who can serve as an initial point-
of-contact for customers, who can direct customers to appropriate services, and who
can improve responsiveness to customer inquiries.
And
Recommendation: Reconfigure permitting and planning service areas to create a one-
stop service center that will provide access to all departments involved in permit reviews
Mr. Delk said the department is proposing a new position in the upcoming budget year,
Development Service Center Manager, and reorganizing the department to improve
customer service. The department cannot move in the direction of a modern
development service center without the needed technology and relocating all of the
City's customer service functions to the first floor of the MSB. The estimated
timeframe to implement the plan is approximately two years. Assistant City Manager
Jill Silverboard said this would be sufficient time to develop plans, create a budget and
obtain building permits and Council approval.
The City Manager said staff would incrementally pursue the recommendation.
Recommendation: Improve online and phone access to site plan review status and
results, building permit and inspection status results.
In response to a question, Mr. Aungst said the Business Task Force supported the idea
of an applicant to call an automated system regarding the review status (i.e., yes
completed or not completed) and that results are available.
It was suggested that the functionality be provided soon as possible.
Recommendation: Promote broad civic engagement to the business community.
Consider expanding eligibility requirements for advisory board service to allow a limited
number of seats for non-resident business and property owners.
There was no consensus to pursue recommendation.
Recommendation: Work with the Clearwater library system to establish a small
business owners collection in the public libraries and other resources for business
owners.
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Mr. Delk said the Clearwater Library System already has a small business collection but
is willing to obtain any other needed materials.
In response to a question, Mr. Aungst said the Business Task Force recommended that
general materials be available to the public.
Recommendation: Continue to pursue economic development programming to locate
new businesses and development in downtown.
Economic Development and Housing Director Geri Campos Lopez said promoting local
businesses is part of the current work program.
In response to a question, Mr. Aungst said the Business Task Force was seeking more
flexibility in Downtown to stimulate business growth.
Ms. Campos Lopez said staff is pursuing the possibility of implementing a business tax
relief, which will require a referendum, as part of the Economic Development Strategic
Plan.
Recommendation: Promote local business matters through the City's website and in the
Clearwater Gas System electronic newsletter that is dedicated to business issues to
send to all registered businesses and the Chamber of Commerce.
Ms. Campos Lopez said identifying local business matters is a function more
appropriate for the Chamber of Commerce.
Mr. Aungst said the Business Task Force was aware of Clearwater Gas System's
existing newsletter and thought the City could augment the existing publication with
pertinent business opportunities.
Recommendation: Create and maintain a registry of businesses in the City accessible to
the public.
In response to a question, Mr. Aungst said the City of Largo is considering a business
registry and the Business Task Force thought it was a good idea.
Mr. Delk said staff could run a report, at specific times of the year, with Business Tax
Receipts data and post online. Mr. Delk cautioned that such report is based on the
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payment of the tax and would not be accurate; the City is not notified when the business
is no longer operating. Utility billing data may be more accurate.
It was suggested that the creation of a business registry is better suited for the Chamber
of Commerce or Better Business Bureau.
There was no consensus to pursue the recommendation.
Opportunity 2 (Tab 2)
Recommendation: Eliminate Tree Inventory from initial application.
Mr. Delk said staff does not support the elimination of the tree inventory but may be
supportive of some flexibility in requirements. Staff believes the tree preservation adds
to the quality of life and believes it is more prudent and cost effective to know whether
certain trees must be preserved when preparing a site plan at the beginning of the
development review process.
Business Task Force Executive Committee member Robert Pergolizzi said the
Business Task Force questioned if a tree inventory by a certified arborist was needed
prior to CDB (Community Development Board) consideration. The Committee felt there
may be instances in which a tree inventory was not needed (i.e., initial tree survey
shows project will not affect trees) and the applicant could avoid the additional cost. Mr.
Pergolizzi said the tree inventory should be required after CDB approval.
Discussion ensued regarding the application process and timing of requirements. Mr.
Delk said staff has drafted ordinances that would implement some flexibility with the
requirements.
Staff was directed to review draft ordinances with the Business Task Force Executive
Committee.
Recommendation: Eliminate Stormwater Design Plan from initial application.
Engineering Assistant Director Scott Rice said the City's drainage requirements differ
significantly from the Southwest Florida Water Management District (SWFWMD). The
City is more restrictive than SWFWMD. Drainage calculations and location are critical
when designing a site plan and should be known at the beginning of the development
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review process. Mr. Rice said applicants may provide additional information, such as
pipe sizes, that is not needed during the review process.
In response to a question, Mr. Pergolizzi said the recommendation addresses the timing
of the required stormwater site plan calculations; the detailed calculations should be
provided at the final site plan.
Engineering Director Mike Quillen said the detailed calculations are not needed at the
review process. The detailed calculations are needed at the building permit stage.
Recommendation: Eliminate Parking Demand Study unless parking flexibility is required
per the parking code.
Mr. Aungst said item is no longer an issue.
Recommendation: Encourage the use of private plan reviews as is permitted by state
law. The City should offer a 50% discount on the plan review fee to encourage
developers to use the private plan services.
Mr. Delk said Florida Statute does not eliminate the obligation. The Department uses
the private plan review when an expedited review is required and cannot be provided by
staff. Staff is not recommending the suggested 50% discount.
Mr. Aungst said the applicant has a statutory right to have a private plan review for
certain items. The Business Task Force members opined that applicants who use a
private plan review did not waste city staff resources and should receive a discount.
Mr. Delk said staff acquires the services needed for an expedited review process and
the costs associated with the consultant are reimbursed by the developer.
In response to a question, Building Official Kevin Garriott said if the review services are
contracted out, the applicant must pay the full plan review fee because the application
must be reviewed by other departments. A review assessed for building, electrical,
plumbing or mechanical that is contracted out would not require a fee. The plan review
fee is an application fee.
Discussion ensued regarding the use of a private plan review and professional liability.
Staff was directed to provide Council with a recommended discount.
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Recommendation: Inspectors should allow sufficient time for inspections commensurate
with the size of the project.
Mr. Delk said current staffing levels do not support staff spending extended periods of
time at a property. Building Official Kevin Garriott said staff has been discussing with
Pinellas County regarding the possibility of sharing inspectors via an interlocal
agreement, which will address need for inspections during busy construction cycles.
Staff was directed to schedule a Council Discussion Item at a future meeting to continue
review of Business Task Force Recommendations.
3. Adjourn
The meeting was adjourned at 5:56 p.m.
Mayor
Attest City of Clearwater
•,C.d-int.CLA - Ck--
City Clerk
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