Loading...
10/17/2005CITY COUNCIL WORKSESSION MINUTES CITY OF CLEARWATER October 17, 2005 Present: Frank V. Hibbard Mayor William C. Jonson Vice-Mayor Hoyt P. Hamilton Councilmember Carlen A. Petersen Councilmember John Doran Councilmember Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Rod Irwin Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Brenda Moses Board Reporter 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. Presentations Service Awards Five service awards were presented to City employees. The Council recessed from 9:02 to 9:03 a.m. to meet as the Pension Trustees. New Website Launch Presentation Systems Analyst Derek Ferguson and Systems & Program Manager David Laatsch reviewed recent updates to the City’s web site. Comments from a web survey of resident opinion of the City’s new homepage included concerns that it was too complex and contained too many links. Staff has added browsing capabilities, drop down menus, and quick links to the home page. The survey revealed the City Calendar of Events is the web site’s most popular feature. Following the survey, staff changed the site to beautify it and alleviate complexity. Each time a visitor logs on, a different image of a Clearwater site appears. In response to a question, Mr. Laatsch reviewed tracking system features. All web design was done in-house. The Citizens Issue Tracking System allows citizens to enter information or anonymous concerns and track the results. An e-mail response is sent once staff has input the inquiry onto the Intranet and the ticket is closed. The GIS (Global Information System) is interactive. Staff intentionally provided access to the tracking system through the Contact List feature in order for the public to become accustomed to the web site. GIS can be accessed from the City Services heading, other links, and Quick Links. A page with Latest Information heading provides resources for other governmental sites. When GIS was listed on the web page, few knew the meaning of the acronym. Now the web site lists it under Maps. The site will feature a more prominent link once the press release goes out. A staff member will be assigned to each inquiry, with a 48-hour turnaround time goal for responses, however some inquiries may remain open for an extended time due to complexities, such as a fallen tree, etc. Inquirers have the ability to submit telephone numbers as contacts. All inquiries are answered within 48 hours, even if only to let the person know that staff is working on it. Information Technology Director Dan Mayer said in six to 12 months after the Citizens Issue Tracking System is launched, performance measures can be established. Staff was complimented for their efforts. Purchasing Duval Ford - 15 each 2006 Police Pursuit vehicles at a cost of $360,845. Pinellas County Solid Waste Management Department - Disposal of refuse during the period October 21, 2005 through October 31, 2006 at a cost not to exceed $5,000,000. In response to a question regarding vehicle purchases, Buyer Mike Murray said the City is piggybacking on the Florida State Sheriff’s contract, as the price is substantially lower than the City could negotiate locally. Local vendors are familiar with the State contract and can bid. Economic Development and Housing Review of the City of Clearwater’s “Shared-Equity Policy” pertaining to the City’s Affordable Housing Programs. As the local real estate market is rapidly appreciating, it has become necessary for the City to design certain elements into our Housing programs to prevent borrowers from capitalizing on the City’s investment in the short-term (7 years). Staff has designed a Shared Equity Policy to prevent City Housing Program borrowers from using City assistance to profit by selling their home in the short term, at the City’s expense. In most cases, if it were not for City assistance, many, if not all clients served by the City would be unable to purchase the homes. An example would be, if the City were to provide $25,000 of Down Payment Assistance (DPA) for a household to purchase a $150,000 home. The purchasers would finance $120,000, and put $5,000 down. If the purchasers keep the home for two years, and realize a conservative 15% appreciation per year, they could sell the home for approximately $200,000, pay off the first mortgage and City loan, and make approximately $50,000 in profit. This policy initially would apply to loans that the City provided to households for DPA, infill housing, and new construction loans. By building an “Equity Sharing” provision into City loan documents, the amount of appreciation that a household can obtain is graduated over a time period. City policy would have a time period of seven years. If purchasers sell during the first several years, the City would get the majority of the appreciation and as the purchasers progressed into the seven-year period, they would get the majority of appreciation. The City must continue to develop new tools to expand its toolkit to produce and preserve housing for its lower income populations. While at the same time, the City must be good stewards of public funds and prevent misuse of a public benefit, for a private gain. In response to a question, Assistant Director of Housing Howie Carroll reported applicants can reapply for DPA every five years. Proposed language includes provisions to address emergency situations. The City does not track assistance an applicant receives from other sources. Applicants do not have to be a first-time homebuyer, but frequently are. The City has not had a case where a participating purchaser rented out the subject property. He said that action probably would not be allowed unless an emergency or hardship necessitated it. Mr. Carroll said FHA (Federal Housing Authority) lenders require the City to retain no more than 50% of profits during the first two years. A recommendation was made to increase the percentage the City retains. Consensus was for the City to retain: 1) 75% during first two years; 2) 50% for the next three years; 3) 30% for the sixth year, and 4) 10% for the seventh year. Fire and Rescue Department Approve a work order to Cumby & Fair, Inc. (EOR) for $159,477 to provide civil engineering and architectural services for the Fire Training facilities, EOC building, and Fire Station #48 at 1700 Belcher Road and that the appropriate officials be authorized to execute same. The current Clearwater Fire & Rescue Training Facility and Fire Station #48 are both located at 1700 Belcher Road. The Training Facility, constructed in 1978, no longer meets department needs and Fire Station #48 is scheduled for major renovation or replacement in FY (Fiscal Year) 2006/07. The funding for the Fire Training Facility is $3,566,500 from Penny for Pinellas distribution. The Funding for Fire Station #48 design is $200,000 from Penny for Pinellas distribution. The City is seeking State assistance to fund construction of an EOC (Emergency Operations Center) facility to be located on the same property. This Work Order with Cumbey & Fair, Inc., provides for land survey, geo-technical, pre design architectural programming, environmental assessment, civil engineering, site planning services and all regulatory permitting for a new Fire Training classroom and Burn Building, Emergency Operations Center, and a replacement facility for Fire Station #48 at 1700 Belcher Road, including increased parking areas and new service entrances. Teng & Associates, Inc., an architectural firm with extensive fire training facility and fire station experience, is the sub-consultant providing the initial architectural programming to determine the appropriate scope of the facility to meet the needs of the City. Services include architectural, M.E.P., structural, fire protection, security and technology programming for the new Fire Training Classroom and Training Facilities, Fire Station #48, and EOC building. Fire Division Chief Bob Weiss detailed what will be provided. Cumbey & Fair is teaming with an architectural design/build firm that specializes in the construction of public safety facilities. Most work will be site pre-design and pre-engineering. Teng & Associates will do the facility design and Cumbey & Fair the site plan. In response to a question, Fire Division Chief Weiss said the intent is for the facility to interact more with surrounding fire departments working towards coordinating Countywide training. Assistant City Manager Garry Brumback said after speaking with nearby fire departments, staff has determined it would be best to charge for use of the facility rather than sharing construction and maintenance costs with users. The facility will be designed for City use. In response to a question, Fire Chief Jamie Geer said previously, other cities were not charged for use of the facility. He said the City will use the facility daily, but could allow other departments to use it when available. While the site could accommodate a larger facility, available funding limits its size. Approve a work order with Cumbey & Fair, Inc. (EOR) for $101,269 to provide civil engineering and architectural services for Fire Station 45 and Administration and authorize the appropriate officials to execute same. Fire Station 45 was built in 1974. It is a two-story structure that also serves as the fire administration office. This facility has become maintenance intensive and no longer meets the department’s needs. The structure’s remaining useful life is projected at 2 – 5 years. Funding for this project is $3,000,000 from Penny for Pinellas distribution in FY 2005/06. This Work Order with Cumbey & Fair, Inc., provides for land survey, geo-technical, pre-design architectural programming, environmental assessment, civil engineering, site planning services, and all regulatory permitting for a new Fire Station including fire administration offices at 610 Franklin Street. Teng & Associates, Inc., an architectural firm with extensive fire station facility experience, is the sub-consultant providing the initial architectural programming to determine the appropriate scope of the facility to meet the needs of the City. Services include architectural, M.E.P. (Mechanical, Electrical, and Plumbing), structural, fire protection, security and technology programming for the new Fire Station #45. In response to a question, Fire Division Chief Weiss said he is not aware of any long-term utilization plans for the entire block. Fire Chief Geer said staff considered many different options and locations before determining rebuilding on the site. He said the challenge will be to remain in operation during construction. Concern was expressed that all public services and operations are not being integrated, including the storage of Police Department vehicles. It was felt the main focus should be the Fire Station as the Police Department is done. The available funds will allow for replacement not expansion of Fire Station #45. Fire Chief Geer said the facility will include administrative offices and the current building’s footprint will be unchanged. In response to a question, Chief Weiss said special operations command will use the maintenance area. Discussion ensued in regard to the housing of the Police Department vehicles and it was indicated this issue is currently under review. Engineering Ratify and confirm supplemental professional engineering design services by McKim & Creed for site re-design and permitting of the Union Street Booster Pumping Station component of the Drew/Union RCW, Contract 2 – Booster Pumping Stations project, and approve payment to McKim & Creed for this work in the amount of $43,900, and that the appropriate officials be authorized to execute same. McKim & Creed is the engineering design consultant for the Drew/Union RCW project, and is an Engineer-of-Record for the City of Clearwater. Ratification and confirmation of the approval of this work is requested because McKim & Creed has performed emergency additional design and permitting services for numerous required site revisions for the Union Street booster pumping station site alternatives at the request of the City, prior to approval of a Work Order. The EOR completed engineering work with Pinellas County and the City for the original School Board property site; attended various meetings with all parties; reviewed and responded to numerous questions and comments from surrounding residents; addressed concerns for aesthetics, noise, odors, and chemicals; conducted additional tree surveys as requested; attended weekly meetings to consult with the City on site; revised site plans and initiated site permitting through the City DRC (Development Review Committee); responded to the community on site plan application, and prepared application for annexation. The remaining work order tasks address engineering services required to relocate the booster pumping station to the new site on County property located at the SW corner of McMullen-Booth Road and Union Street. Specific site issues that will require reconciliation include pond storage requirements and connection to existing RCW piping in Union Street. A revision to the SCADA control system to current City methods is also included. The Del Oro Park and Union Street Booster Pump Stations, necessary for the operation of the Drew and Union RCW project, will be included as part of the future Del Oro Groves Reclaimed Water System project. This will allow the City to be eligible for 50% cost share from the Southwest Florida Water Management District (SWFWMD) Funding Agreement L053 for the additional design and construction costs. Sufficient budget for interim financing or funding with 2002 Water and Sewer Revenue Bond proceeds when issued is available in project 0343-96739, Reclaimed Water Distribution System. In response to a question, Assistant Utilities Director Todd Petrie said the Del Oro Station is not dependant on the Union Street Station. In response to a question, Assistant Engineering Director Glenn Bahnick said staff does not have an estimate of the cost to relocate this station. Approve the work order to Wade-Trim of Tampa, an Engineer of Record, for the design and permitting of the Bayfront Promenade in the amount of $143,914.98 and authorize the appropriate officials to execute same. (consent) Wade-Trim completed the Clearwater Bayfront Marina Feasibility Study in September 2003, which set forth options and requirements for a new municipal marina located at the east end of the Memorial Causeway Bridge. While it was determined not to move forward with the development of a marina, the City wanted to secure its option to retain a structure on the footprint of a portion of the Memorial Causeway Bridge. The Bayfront Promenade will provide a public gathering space and access for commercial transport vessels at the east end of the Memorial Causeway. The design will incorporate select pilings and bridge abutment for the old bridge structure, will be approximately 32 feet wide, and extend 200 feet into Clearwater Harbor. As part of the design process, the Consultant will meet with City staff to identify the preferred design theme to be used, as well as future upland development of the downtown waterfront. In response to a question, Assistant Director of Engineering Al Carrier said no fenders will be installed around the end of the new pier. The design will be integrated with future marina plans. Public Works Administrator Mashid Arasteh said a design has not been determined. Pilings from the old bridge will be cut to meet pier elevation needs. City Attorney Approve a Settlement Agreement regarding National Advertising Co. v. City of Clearwater, Circuit Court Case No. 00-003844-CI-11, consolidated with Lamar Whiteco Outdoor Corp. v. City of Clearwater, Consolidated Circuit Court Case No. 00-001939-CI-20. City Attorney Pam Akin noted an Attorney/Client Session has been scheduled for 4:30 p.m. on October 20, 2005. City Manager Verbal Reports – None. Council Discussion Items Visioning Session with Business Community – Jonson/Horne Concern was expressed scheduling a separate visioning meeting for the business community might imply the City previously had excluded the business community from the previous meetings and may give the community a perception there are separate meetings for certain groups. Disappointment was expressed more businesses and residents have not participated in the sessions. The City Manager said the additional session would provide an opportunity to obtain business perspectives and is supported by the Greater Clearwater Chamber of Commerce. He said the intent was not to exclude anyone but to put more of an emphasis on the business community. Majority support was expressed for scheduling the additional visioning session for the business community. This meeting will be noticed for the public. Clearwater Position on TDC - Hamilton Councilmember Hamilton reported the TDC (Tourist Development Council) had sent him a letter requesting Clearwater be designated as one of the seats on the TDC. It was indicated while Clearwater is not the most populous, it is the largest contributor. The County is willing to change membership rules by ordinance. The TDC expressed concern adding a seat would result in an even number. The City Attorney said the TDC indicated it would proceed with a local bill to make the change, keeping the size at 11, but making one of the three elected official seats the largest contributor. Other Council Action Councilmembers reported on events in which they recently participated and reviewed upcoming events; expressed gratitude for work on Jazz Holiday. Mayor Hibbard supported the prohibition of non-hands-free cell phones in vehicles and requested this issue be added to the City’s legislative package. Councilmember Jonson suggested considering land use changes east of Ft. Harrison as the area lacks workforce housing; requested review of FDOT’s (Florida Department of Transportation) new rules for wayfinding signs to determine if any impact on City signs. Adjourn The meeting adjourned at 11:15 a.m.