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08/15/1988 CITY COMMISSION WORK SESSION August 15, 1988 The City Commission of the City of Clearwater met at City Hall, Monday, August 15, 1988, at 9:07 a.m., with the following members present: Rita Garvey Mayor Commissioner James Berfield Vice-Mayor/Commissioner Lee Regulski Commissioner Don Winner Commissioner William Nunamaker Commissioner Also present were: Ron H. Rabun City Manager Cynthia E. Goudeau City Clerk The Mayor called the meeting to order and the following items were discussed: Vehicle Lubrication and Inspection Contract The recommendation is for a 1 year extension to a 1-year contract originally awarded October 1, 1987 and provided for a 1-year extension at no increase in annual price if agreeable to both parties. The contract provides lubrication and inspection services for City vehicles. The services are required to provide routine recurring lubrication and inspection of City vehicles, which is an integral part of the overall fleet maintenance program. Contracting out these services insures that they will be performed completely and on schedule at competitive prices, while at the same time allowing the fleet maintenance administrator to assign in house maintenance personnel to more complex and critical maintenance tasks. A question was raised regarding why we cannot contract out this work and it was requested that this be investigated. Annual Audit Contract with Deloitte, Haskins & Sells The agreement is for year three of an anticipated five-year association with Deloitte, Haskins & Sells, (DHS), who were engaged in 1986 to succeed Price Waterhouse as the City's external auditors. City Charter requires a change in auditors at least every five years. The fee increase from last year's fee represents a 7.5 percent increase to approximate the increase in the contractor's personnel cost. The increase is reasonable in light of the increased complexity of auditing and reporting requirements, particularly relating to the pension, insurance, and bridge funds. In addition, separate audits of the EMS and Fire District formerly paid by the County are now included, although significantly reduced in scope in the City's audit requirement. DHS is a big eight accounting firm with one hundred offices nationwide and recognized experts in the area of municipal audits. Funding has been provided in the 1988/89 budget. In response to a question regarding why the EMS audits are now included with the City's audits, the Finance Director indicated we are no longer required to do a separate audit for the EMS function. Bridge Fund Revenue Increases It is estimated that an annual revenue stream of $1,568,000.00 will be necessary over the next seven years to provide for continued operation and maintenance of the bridge, to provide for all additional repairs and engineering fees that are currently anticipated and to liquidate all existing debt of the bridge fund. Raising the cash tolls to 75 cents and the token rate to 25 cents should produce total annual revenue of approximately $1,518,750.00, which assumes a 10-percent decline in traffic from current levels. It is also recommended that the Commission approve the transfer of annual net parking meter collections from the Sand Key parking lot from the parking fund to the bridge fund to whatever extent such transfer does not violate the 1983 parking laws. Based on last years actual net collections, this action coupled with the proposed toll increase should generate approximately $1,595,000.00 per year. This proposal anticipates the complete removal of bridge tolls in seven years or earlier if favorable operating results enable the City to liquidate the bridge debt sooner. It also anticipates that some debt may remain if toll collections cease before seven years due to an earlier opening of a State funded new bridge. Any such remaining debt would need to be addressed at that time. It should be noted that the existing bridge bonds impose certain conditions on the timing and method of accomplishing the legal defeasance of the bonded debt. City staff and the City's financial advisor are working to resolve these technical issues. If this proposal is approved, the 1988/89 budget will reflect increased user charges in the Sand Key parking lot transfer in lieu of the road and drainage and special development fund subsidies for bridge repair and engineering proposed in the preliminary budget. Discussion ensued regarding the amount of increase in the bridge tolls, and in response to a question, it was indicated the City should know whether or not there will be federal funds for the new bridge by July of 1989. It was requested that the rate for the Pinellas Suncoast Transit Authority buses not be raised. In response to a question, it was indicated staff did feel the ten percent decline in usage projected was accurate. In response to a question regarding the status of the City's insurance claim for the existing bridge, the City Manager reported the insurance company had sent a list of interrogatories to which the City is responding. It was questioned whether or not the City is still paying insurance on the existing bridge. In response to a question regarding inspection of Memorial Causeway, it was indicated that this is a State bridge. Pinball Machines and Video Games at Recreation Centers The Recreation Division polled neighboring Parks and Recreation Departments to determine if they used coin operated pinball and video machines in their recreation centers. It was found that the majority do, and they are good revenue producers and an added attraction to draw participants to their centers. Six machines were placed in the Norton Recreation Center as a pilot program. The machines received a tremendous amount of use and have attracted new participants to the center. The average revenue from the machines based on a 50 percent split with the vendor has been $108.00 per month. These machines have demonstrated to staff that expanding machines to other recreation centers would be advantageous. The bid recommended for approval provides 52 percent of the revenue going to the City and 48 percent to the vendor. Staff estimates that the annual revenue to the City will be $6-$8,000 with no additional expenses involved. If authorized, the machines will be placed in Morningside, Kings Highway, Fred Cournoyer, Wood Valley, Condon Gardens, Clearwater Beach, and Norton Park Recreation Centers, and the National Guard Armory. Pinball machines and video games are popular with today's youth and staff feels that placement of the machines in the centers will help draw this target group to the centers, which will allow for flow into other recreation programs. A concern was expressed that the revenue estimates may be too low and that the City should be trying for a 60/40 split. In response to a question, it was indicated that staff members do sign off regarding the collections by the Company and it was recommended that attempts be made to interest youth in other activities. Library and Parks and Recreation Fees Increasing the fees for non-residents' use of the Library and Parks and Recreation facilities and activities has been discussed. Staff is recommending increases in the fees and have considered several different options. The option they are proposing would result in Parks and Recreation non-resident fees increasing in annual individual cards from $35.00 to $49.00; increase after September 1st individual card from $20.00 to $30.00; annual family cards from $87.50 to $122.50; annual September 1st family cards from $50.00 to $75.00; and single season per person fee from $20.00 to $25.00. Establish a single admission fee except for City pools, plus an additional minimum of 25 percent. Establish a minimum participant fee of $1 for children 17 and under, and $2 for adults for activities and programs conducted by the Recreation Department staff that are free to residents. Rental fees for Parks and Recreation facilities would be increased as follows: Basic rental rate on municipal buildings from $40.00 to $50.00; increase the hourly charge for the rental of municipal buildings; increase personnel hour charge from $8.50 to $10.00 for straight time and add a new $15.00 hour charge for overtime; increase the hourly charges for the rental of athletic fields to increase personnel hourly charges for straight time from $10.00 to $11.00 and for overtime from $15.00 to $16.50; and to increase the hourly charges for the rental of swimming pools to increase utility hourly charge from $6.00 to $6.50 and increase personnel hourly charge from $5.50 to $7.50. Non-resident fees for the Library would be increased as follows: The individual card cost from $25.00 to $31.00; annual family card from $50.00 to $77.50; increase six month individual card from $15.00 to $19.00; increase six-month family card from $30.00 to $47.50; and establish a special 1988/89 three-month individual non-resident card costing $8.00. This would be limited to one time only. Discussion ensued regarding the recommendations, and it was suggested that the City investigate ways to enforce non-resident fees for facilities such as tennis courts where there are no attendants to collect fees. Change Street Name from Main Street to Chautauqua Avenue for that portion of Main Street lying North of 4th Avenue and from Main Street to Sunset Point Road, that portion of Main Street lying East of U.S. 19, lying between U.S. 19 and McMullen-Booth Road. The City of Clearwater has two "Main" Streets and one "Main" Avenue. The Cities of Dunedin and Safety Harbor also have "Main" Streets. In an effort to eliminate duplication within the City of Clearwater, it is requested that the "Main" Street in Chautauqua Subdivision be renamed Chautauqua Avenue. This change will also eliminate possible dispatching errors for Police, Fire, and EMS calls. It is recommended that Main Street between U.S. 19 and McMullen-Booth Road also known as State Road 588 be designated Sunset Point Road. Concerns were expressed regarding the impact on residents on the streets. It was questioned how they have been notified. Selection of Consulting Engineer, Druid Road Bridge Replacement Project The bridge on Druid Road at Allens Creek has been scheduled for replacement due to the deterioration of its wooden piles and erosion around its embuttments. Additional work is needed to control erosion immediately down stream from the bridge and to accomplish the removal of sand deltas which have formed in the basin. A selection committee has reviewed the technical proposal submitted by the engineering firms and recommends they be ranked as follows: (1) Gee & Jenson Engineers, Tampa, Florida; (2) Glace & Radcliffe, Inc., St. Petersburg, Florida; and (3) W.K. Daugherty Consulting Engineers, Inc., Clearwater, Florida. In accordance with the State of Florida Competitive Negotiation Act, the engineering firms have been selected based upon their qualifications and experience. After confirmation or change of the ranking by the Commission, negotiations regarding fees and actual job description will begin. A contract agreement will then be prepared and submitted to the City Commission for approval. Discussion ensued regarding various street projects and it was indicated that the City is investigating a joint project with the County for improvements to Drew Street from U.S. 19 to Hercules. Improvements to Sunset Point Road will be accomplished by the State and County. Concerns were expressed that a lot of work has just been completed at the Drew Street Bridge and a report was requested. Fleet Maintenance Facility and Access Road, Engineering Design Services The Commission approved the ranking of professional engineers for the Fleet Maintenance Facility site plan and access road project on August 4, 1988. An agreement has been negotiated with Appenzeller, Boyd and Zarra, Inc. for design services not to exceed $36,000.00. The agreement will produce construction plans and specifications for the project including site improvements and connector to Keene Road North of the railroad track. Concerns were expressed regarding the access to this property not being through a residential neighborhood. It was the consensus of the Commission to continue this item to the next meeting. Status of Computer Signalization System The Traffic Engineer reported that this will be a complete remodeling of the system and will take approximately three years. He stated that the pre-bid conference is next month for the November bid opening. The equipment should arrive in April of 1989, the controlling equipment is being bought by the County. The City of Clearwater is doing its own work and does believe it will meet the three-year time frame. Discussion ensued regarding various road improvement projects which have been proposed. It was indicated that the improvements to Druid and Missouri are needed due to turn-in problems at the Sunshine Mall. In response to questions regarding the proposal for improvements to Drew Street from U.S. 19 West, the Traffic Engineer indicated that the City has offered to commit monies to the County and they appear to be interested but only the engineering of the project is in the five-year plan. The City has said that we would pay for the project and that they would pay us back. The City is anxious to go forward with this project. In response to a question the Traffic Engineer indicated that most of the money being generated by the gas tax is going to the 49th Street Bridge. There is not much in the traffic improvement plan for Clearwater. He stated there are two projects that were promised; however, they have been pushed far back in the program. New Sanitation Complex The City Commission has approved funding for reconstruction of the existing Sanitation Complex. However, the current site is very limited with parking being available for only 75 pieces of equipment and the facilities for the 102 employees are minimal. It is proposed that the Sanitation Complex be relocated onto a portion of the Campbell property. A preliminary plan has been prepared, the design uses 7.15 acres of the 9.53-acre Campbell property. The design would leave an extremely attractive industrial lot of 2.38 acres with 300 feet of frontage along Hercules Avenue. Some of the advantages to relocation include: moving the Sanitation trucks and equipment from a residential area to an industrial area; the Campbell site would provide a more central location for the Sanitation operation; the Campbell site provides a much better traffic pattern and road access; the new site would provide adequate room for existing operations plus space for growth and additional programs; vacation of the existing property would allow for the expansion of the Marshall Street Treatment Plant and/or expansion of the recreational complex located adjacent to the Sanitation complex. Cecil Henderson, Utilities Director, reviewed the proposal stating that the adjacent water pollution control plant has used up its property and expansion plans are in the works. He stated, once recycling has begun, additional equipment will be needed and there will be need for storage of dumpsters. Concerns were expressed by the Commission that the Campbell property is a valuable piece of industrial land and requested that staff investigate alternative sites. The meeting recessed from 10:50 a.m. to 10:56 a.m. Questions were raised regarding whether or not the City was discouraging combination office residential developments. The Planning Director indicated that the City encourages mixed uses where it is appropriate. Land Use Plan Amendment from Medium Density Residential to High Density Residential and a Zoning Amendment from RM-12 to RM-28 for a 6.79 acre parcel located south of existing Seville Condominium and Seville Boulevard and Pearce Drive. AND Petition for Annexation of two parcels with a Land Use Plan Amendment from Medium Density Residential to High Density Residential and RM-28 Zoning for parcel 1 and AL/C zoning for parcel 2, on a total parcel of 61.38 acres located at the eastern terminus of Seville Boulevard. These two items are to be continued at the meeting of August 18, 1988. Discussion ensued regarding the pending lawsuit regarding the zoning in this area. It was indicated it is continuing to be discussed by the attornies. It was stated that there continues to be erosion of the support of the residents in the lawsuit. Commissioner Regulski requested an accurate density of the existing Seville development. Concerns were expressed regarding allegations that there may be some improprieties occurring in the negotiations for settlement of the suit. RHA/Florida properties, Inc. - Private Activity Bonds - Public Hearing Regulations under Sec. 103 (K) and (L) of the Internal Revenue Code require a public hearing designed to provide an opportunity for public comment on proposed private activity bond issues. The City has received a request from RHA/Florida Properties, Inc., and RHA/Florida Operations, Inc. (both Florida non-profit corporations) to authorize the Gadsden County Industrial Development Authority of Gadsden County, Florida, to issue up to $5,000,000.00 of revenue bonds to fund the acquisition and improvement of Bruce Manor, an existing nursing home located at 1100 Pine Street. This bond program provides for the acquisition of several nursing homes and has been approved by the Gadsden Development Authority. Since this acquisition is located in Clearwater, it requires local governmental approval. Joe McFate, Planning and Urban Director, indicated that the proposal is to buy four or five nursing homes in Florida, one of which is Bruce Manor. This is a non-profit organization, and the City will be authorizing Gadsden County to issue the bonds in Clearwater. In response to a question, Mr. McFate indicated while the property would no longer be on the tax roll, the organization has agreed to pay funds in lieu of taxes. He indicated he has asked for but has not yet received a financial statement of the corporation. In response to questions, he indicated Clearwater would have no responsibilities for these bonds, and while the rates would not be lowered for the residents at the nursing home, the goal is to continue to offer nursing home care at a reasonable rate. Deliveries to Alcholic Beverage Establishments Discussion ensued regarding regulations for deliveries provided for alcoholic beverage establishments. Concerns have been raised that the restrictions for deliveries to alcoholic beverage establishments do not apply to other facilities that receive deliveries of such things as bread, etc. As this regulation is to reduce the disturbance to surrounding neighborhoods, it would seem appropriate to apply the same regulations to all establishments receiving deliveries. Concerns were expressed regarding the number of complaints that have been received regarding such deliveries. A question was raised regarding whether or not it would be constitutional to limit all delivery. Consensus was to come back for discussion at the next work session. Housing the Homeless During recent months discussion has ensued regarding the appropriate location for certain types of housing facilities for the homeless. Staff was requested to investigate alternatives and to provide a recommendation to the Commission. The Planning Director is recommending that definitions be provided for residential shelter (transitional shelter) and emergency shelter (temporary shelter). Her recommendation for the definition of a residential shelter is "a building, dwelling, or portion thereof operated as a non-profit service to provide temporary residence to homeless persons or families for an average period of nine months"; for emergency shelter "a building, dwelling, or portion thereof operated as a non-profit service to provide temporary overnight shelter to homeless persons or families for an average period of one month." Residential shelters would be allowed in Neighborhood Commercial zones and Public Semi-Public zones. Emergency shelters would be allowed in Neighborhood Commercial General Commercial Limited Industrial and Public Semi-Public zones. It is recommended that density for such facilities not exceed the maximum density for the zoning district, and that one parking space per two units be provided and the separation requirement that no residential or emergency shelter shall be located within a radius of 1,200 feet of another residential or emergency shelter, as measured along a straight line connecting the periphery of the properties at the closest points be implemented. In response to a question regarding how an individual would qualify for the shelter, the Planning Director indicated each shelter would have its own criteria. It was emphasized that provisions needed to be made for people in a transitional stage. In response to a question regarding why only one parking space for two units, the Planning Director indicated that it is assumed that many of the residents would not have cars. It was the consensus of the Commission to bring this item back in ordinance form. Ordinance No. 4614-88 and Ordinance No. 4615-88 Annexing and Zoning what is known as Elysium Phase 1 The annexation of this property is currently in litigation as the owners contend the City cannot require annexation in order to receive City services. Discussions with the attorney for the applicants has resulted in an agreement that if the promissory note attached to the annexation agreement can be amended to allow the payment of fees as individual homes hook up to City services, the annexation can go forward. It was the consensus to amend the promissory note. Authorization for Settlement of $10,000 Claim of the Estate of Catherine Kelly This suit is a result of an injury that occurred to Ms. Kelly in which she claimed that a metal ring sticking up from the cement forming part of a bus stop caused her to trip and fall. Ms. Kelly sustained fractures to her left elbow and right foot and medical expenses through March 10, 1988, totaled $1,743.37. Ms. Kelly died as a result of natural causes unrelated to the accident January 9, 1988. Leo Schrader, Assistant City Attorney in response to questions stated that while Ms. Kelly is deceased, her heirs do have a claim against the City, although no lawsuit has been filed. The suggestion was made that the City offer settlement of $10,000. Verbal Reports There is a need for the Commission to appoint representatives to the Center Foundation. It was the consensus to schedule this for September 1, 1988. A request has been received from GTE and Lark Investments for reconsideration of the Commissions denial of a land use plan and zoning amendment requested for properties on Island Estates. Discussion ensued regarding other properties on Island Estates and whether or not GTE had approached these individuals. Consensus was not to reconsider this item. The City Manager reported that there has been no settlement of the Desantis case and the action remains in court. He also reported that he has met with the Environmental Protection Agency and there has been no action yet, but they expect to have something soon regarding an agreement. The City Manager reported he will be in Emmitsburg, Maryland, August 28 - September 1, 1988, at a Hurricane Training Conference and that Joe McFate will be Acting City Manager during his absence. Other Commission Action Commission Nunamaker expressed concern regarding the denial of the permits for dredging of Dunedin Pass and asked that staff find out what the City can do to appeal this decision. Mayor Garvey requested an update regarding the newspaper dispensing machine procedures. The Mayor reported she will be in Europe during the time of the Tampa Bay International Trade Task Force Mission, and requested Commission approval that the City pay for certain receptions should she be able to attend. Commission consensus was to approve. The meeting adjourned at 12:25 p.m.