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09/30/1991 CITY COMMISSION WORK SESSION September 30, 1991 The City Commission of the City of Clearwater met at City Hall with the following members present: Rita Garvey Mayor/Commissioner Sue Berfield Vice-Mayor/Commissioner William Nunamaker Commissioner Richard Fitzgerald Commissioner Absent: Lee Regulski Commissioner Also present were: Kathy S. Rice Deputy City Manager M. A. Galbraith, Jr. City Attorney Cynthia E. Goudeau City Clerk One Service Pin was awarded. The meeting was called to order at 9:02 a.m. Presentation by the Pinellas Economic Development Council A representative of the Pinellas Economic Development Council (PEDC), stated they are using Clearwater Jazz Holiday as an event to promote economic development in Pinellas County. The invitations they have sent to their twenty-five "A" prospects consist of a beach bucket filled with "goodies" from Pinellas County. In response to a question, she indicated the businesses to which they are sending these invitations are the type which they feel will benefit Pinellas County and also some downtown Clearwater development prospects. She stated there is alot going on with the PEDC and they are asking that January be declared Economic Development Awareness Month. She reviewed the various programs under way including educational programs, legislative priorities, environmental excellence awards and plans to host Russian and Japanese visitors to Clearwater. In response to a question, she indicated all the items in the beach bucket were donated and there was no cost for these buckets. She presented invitations to the Commission members. Agreement with AT&T Credit Corp. to provide a $3.0 million line of credit to cover all planned lease purchase equipment acquisitions for fiscal 1992; and authorize all uncompleted acquisitions previously approved for financing under the agreement which expires 9/30/91 to be financed under the new agreement (AS) AT&T Credit Corporation, the second low bidder, has been the master lease purchase vendor for the City for each of the last two fiscal years, and the City has been very pleased with the service they have provided. All rates quoted this year were higher than comparable quotes last year. The City believes this confirms the extent of the well publicized crisis in the banking industry, and demonstrates the increasing unwillingness of financial institutions to shave profit margins as a means of attracting or retaining customers. There is also evidence that the New York prime rate is decreasingly reflective of movements in short term tax exempt rates, and staff will carefully review whether or not an alternate index might be more appropriate for future annual lease purchase agreements. As in prior years, individual contracts will be for five years each, with the contract rate (85% of prime) determined on the date the contract is executed. This Agreement is not a commitment to borrow. Decisions to lease purchase specific items of equipment must be approved by the Commission throughout the year on an individual basis. Deputy City Manager, Kathy Rice, indicated the lowest bidder was not recommended as they were unwilling to finance police cars. The City went back to AT&T Credit Corporation, the second lowest bidder, who has agreed to reduce their finance rate to 85% of prime. A question was raised regarding whether or not the interest rate should be changed in the agreement. This will be done. Contract for dry cleaning, laundry, and alteration service to North Hercules Cleaners, Clearwater, FL, for the period 10/15/91-10/14/92, at an estimated cost of $17,840 (AS) The City provides dry cleaning, laundry, and alteration service for the uniforms of Police and Fire Department personnel who are in constant contact with the general public. The contractor provides twice weekly pick-up and delivery service to various City locations. The estimated quantities on the bid tabulation exceed actual requirements. The estimates were based on past usage prior to policies being implemented to reduce costs. The vendor is aware of the reduction and will still honor the prices quoted. The amount requested ($17,840) is equal to the total budgeted for Police and Fire dry cleaning, laundry and alteration service for FY91-92. The Chief of Police, Fire Chief and Purchasing Manager concur with this recommendation. Funding for this expenditure is included in the FY91-92 Operating Budget. Questions were raised regarding why there was such a vast difference between the number of trousers to be cleaned and the number of shirts to be cleaned. The Police Chief indicated the City does not pay for the dry cleaning of police officers shirts. Natural Gas Service Agreement with Florida Gas Transmission Company (GAS) Our natural gas supplier, Florida Gas Transmission Company (FGT) has become an open access pipeline by order of the Federal Energy Regulatory Commission (FERC). This allows other natural gas suppliers and Local Distribution Companies (LDC), like the City of Clearwater, to transport gas over FGT pipelines. As part of the order, FGT was granted a transportation rate by FERC for providing the transportation service. The current transportation rate is .01814 cents per therm. In order to reduce the City's gas costs and make the Gas System more profitable, the City needs to convert 30% of its Firm Sales Gas allocation to Firm Transportation Service (FTS). The 30% represents the maximum the City can convert to FTS as of August 1, 1991. This conversion will allow the City to purchase natural gas from one of our two suppliers (Coastal Gas Marketing Company and Citrus Industrial Sales Company) on the spot market. This saving includes payment of the transportation rate to FGT. In response to a question, Terry Neenan indicated this is a new contract and the City will be purchasing its own gas supplies using FGT's lines to have it delivered. There is no mandatory amount. Purchase of 19 MLT Select Model Portable Radios and 4 Multi-Chargers for the City's 800 mHz Trunked Radio System from General Electric Co., Lynchburg, VA, at a total cost of $32,208 (GS) When the 800 mHz Trunked Radio System was activated, the Public Service Division transferred its 465 mHz radio system to the Beach Guard Division of the Marine Department (the only division under the older frequency system). This transfer was intended as a temporary solution to the Beach Guard Division's previous communication problems. Since the Beach Guard Division is a Public Safety operation, it is recommended this division be put on the 800 mHz Trunked Radio System. The cost for this transferal will be minimal due to the fact that site equipment is in place at the Marine Department for its other operations. The 465 mHz radios have passed their life expectancy, and these radios have been very susceptible to the salt air. The new 800 mHz portable radios have "O" rings and grommets that make them water resistant and much less susceptible to salt air intrusion. In response to a question regarding the need for 19 radios, it was indicated radios are used by personnel at Sand Key Park, by rovers and superintendents. License Agreement to Marine Referral Systems, Inc., for either a three panel or two panel display to be placed in the Municipal Marina Building Lobby for a five year period (MR) Marine Referral Systems, Inc. wishes to provide advertising services to the City of Clearwater Marina and its patrons, guests and customers in the form of a wall mounted display. They will have the exclusive right to sell advertising on the display. The display will be either three panel or two panel. As compensation for granting the permission to mount the display in the municipal marina building lobby, they will pay the City either $7,500 per year for a three panel display or $5,000 per year for a two panel display. Payments to the City will be made on the anniversary date of the installation. The City will pay for all electrical service to the display and for the monthly line charge for one local telephone line. Marine Referral Systems, Inc. will pay for the initial installation of the telephone line. The display will include a direct line connection to the marina office and a LED information readout which must include marine weather information. This LED unit will be programmed daily by marina personnel. Discussion ensued regarding whether or not the City should approach Marine Referral Systems in an effort to gain greater revenue to the City. This is based on the projected profits to the company should the City allow this. A question was also raised regarding the types of advertising or whether or not there is other advertising in other city facilities. A concern was expressed regarding this being a five year agreement. Consensus of the Commission was for staff to approach Marine Referral Systems regarding possible increase in revenue to the City and to see whether or not they would be agreeable to a lesser term. ITEM: Crestlake Park Concern was expressed regarding there being a lot of paper and garbage in the Crestlake Park area and it was questioned whether or not a program could be established which would encourage children to pick up the litter. It was indicated there are some difficulties with people living in the park and the playground area is also littered. Purchase of the N 25' of Lot 13, revised map of R. H. Padgett's Subdivision of Original Lot 5 for $20,000 (Hettie L. Payne)(PW) The subject property is 25 feet by 50 feet, containing 1,250 square feet m.o.l. and is improved with a one-family home in good condition. Due to the small size of the land, staff has evaluated the land and house separately. The land is valued at $6.00 per square feet, or $7,500. The house is in good condition, reasonably well kept and the estimated value is $12,500. Staff considers the total price to be acceptable market value. Questions were raised regarding whether or not the City owns the remainder of Lot 13 and the zoning of this property. Authorization to staff and Frank Blandford of Tourtelot Brothers, Inc., to proceed with the nomination of the City sludge disposal property for purchase by Hillsborough County under the County Environmental Lands Acquisition & Protection Program (ELAPP)(CM) During the 1980's the City purchased approximately 900 acres in Hillsborough County for the disposal of the sludge produced by the City's wastewater treatment plants. Approximately 57 acres have been swapped and 193 acres optioned for future sale as approved by the Commission on April 18, 1991. The remaining property appears to have the attributes of a potential preservation area, particularly since it would directly flow into the larger natural preserve in Pinellas County. Hillsborough County has established an Environmental Lands Acquisition and Protection Program (ELAPP) for the primary purpose of acquiring, preserving and protecting endangered and environmentally sensitive lands in Hillsborough County. Nominations for acquisition by the program are accepted annually until November 1 and are considered during the following year. Once a site is nominated, it goes through a review and assessment process to determine environmental significance. Afterward, the site is reviewed by a committee of citizens, environmental experts and County staff for recommendation to the Hillsborough County Parks Board and eventually the Board of County Commissioners. It was indicated approval of this item would authorize Mr. Blandford to nominate the Hillsborough Sludge Disposal Property for the ELAPP program. Elizabeth Deptula, Assistant City Manager, indicated if this is successful, there will be a 5% commission owed to the real estate agent. In response to questions, it was indicated that if it were unsuccessful, the City will be able to go out for bids on this property. It was emphasized it is anticipated the City will ask for the appraised value. Mr. Blandford of Tourtelot Brothers reviewed the program stating this is a competitive process and Hillsborough County is interested in this property. In response to questions, it was indicated this would dispose of the remainder of the Hillsborough County property which consists of approximately 750 acres. Authorization to prepare for the 3/10/92 Municipal Election and "piggyback" on the County Ballot (CLK) The regularly scheduled 1992 municipal election falls on the same day as the Presidential Preference Primary county-wide election. By "piggybacking" on the county ballot, it is anticipated there will be no charge for poll workers, polling places, absentee ballots, etc. Election expenses for candidate packets, advertising and special ballot pages will remain the City's responsibility. The City Clerk indicated there would need to be some coordination as the City will be using more polling places than in a normal election. She indicated without piggybacking, the City would have to have separate polling places from the County. The City Attorney indicated that at the next meeting, staff will be bringing forward a possible charter amendment regarding the bayfront development. Mrs. Rice indicated she is trying to bring forward changes to the pension plan. If she is unsuccessful, as these are complicated issues, this will come at next year's election. The Long Center Board of Directors - 2 appointments (CLK) The Center Foundation Board of Trustees - 1 appointment (CLK) Discussion ensued regarding the need for representatives on these boards. Consensus of the Commission was to pull the appointments for The Center Foundation Board of Trustees as there are still no names for consideration. Annexation, Land Use Plan Amendment to Low Density Residential and RS-8 Zoning for property located at 1167 East Drive, Clearwater Highlands Unit A, Blk A, Lot 2 (Lillian Lee A91-11, LUP91-12)(PLD) Both the front and rear of the subject property abut the City. An existing county enclave will be split by this annexation. The applicant is requesting annexation in order to connect the property to the city sewerage system. The applicant has paid the annexation and recreation fees. A question was raised regarding whether or not other neighbors in this area had been approached to see if they would annex into the City. Jim Polatty, Planning and Development Director, indicated he will be coming forward with a program to encourage annexation and he will send a letter to individuals in this area. A question was raised regarding whether or not a combined application could be done with only one fee. Zoning Atlas Amendment to Commercial Planned Development (CPD) for a parcel located on the NW corner of NE Coachman and US19 (Principle Mutual Life Ins.)(PLD) Wal-Mart Stores, Inc., the contract purchaser, is requesting a rezoning from CC to CPD for the entire site (19.851 acres) of the previously platted Loehmann's Plaza Replat Subdivision. Loehmann's Plaza is currently in receivership. In response to a question, it was indicated this property had come before the Commission approximately a year ago for replatting with 18 variances. Mr. Polatty indicated Wal-Mart is now proposing to buy and redevelop the property. He stated the tentative proposal calls for leveling the current center and although there are some concerns the development proposal, these will be addressed through site plan and platting. In response to a question, it was indicated the new development would receive credit for any impact fees that have paid for what is currently there. If there is any expansion, they will be responsible for those fees. Ord. #5136-91 - Relating to municipal cemetery; amending Secs. 29.01-29.05 A concern was raised regarding why Section 29.01(b) was being recommended for deletion as it addresses the City not being liable for damage caused by vandals. The City Attorney indicated it is unnecessary language as the City is covered in these cases. Verbal Reports Jennifer Paramore, Public Information Officer, provided an update to the Commission regarding plans for the City Expo to be held on October 17th from 4:30 p.m. to 6:00 p.m. She stated this is being done roughly in connection with City Government Week and is an effort to educate the public regarding City services. She stated various departments will have displays, there will be people to talk to individuals attending, an ongoing slide show will be in the Chambers and she hopes to have photo opportunities with the Commission. She stated they are particularly reaching out to teachers in the area. In response to questions, Ms. Paramore indicated she is optimistic regarding "Lethal Weapon III" doing some of its filming in the Clearwater area but she cautioned these things can change at the last minute. Mrs. Rice indicated the Florida League of Cities has scheduled its legislative conference for November 7 and 8 and indicated the Mayor is going. She questioned whether or not other Commission members were going and if there was a need to cancel the November 7th Commission meeting. Commissioner Fitzgerald and Commissioner Berfield indicated they planned to go to the conference as well. It was the consensus of the Commission to cancel the November 7th Commission meeting if there would be no difficulties caused by said cancellation. At the September 19th meeting, a request was made by a citizen to expand the amount of time allowed under Citizens to be heard regarding items not on the agenda from 3 to 5 minutes. It was the consensus of the Commission not to pursue this. Mrs. Rice indicated to the Commission that plans were to stop providing the books in which the packets are placed for Commission meetings and just provide the packets. Consensus of the Commission was to pursue this. The City Attorney indicated his quarterly litigation update would be distributed this week. Other Commission Action Mayor Garvey questioned whether or not the Commission wished to support a proposed Records Management Trust Fund which will be going before the legislature. The City Clerk explained that approval of this legislation would result in an extra charge for documents being recorded in the public record. Those funds will be collected by the Clerk of the Circuit Court and then distributed to the municipalities to assist them in obtaining training, equipment and staffing to modernize their records management programs. Consensus of the Commission was to support this and a resolution will be prepared for a future Commission meeting. The Mayor questioned whether or not the Commission wished to provide direction to Mr. Zinzow, a recent appointee to Center Foundation Board of Trustees, regarding the type of reporting they would like to have. Consensus of the Commission was for Mr. Zinzow to provide quarterly written reports with an annual report at a worksession or Commission meeting. The City Clerk will review other similar boards and ask direction regarding reporting from those representatives. The Mayor brought up a concern regarding gifts that are presented to visitors to the City. She displayed a keychain which is being proposed to be given to upcoming visitors from Japan and Russia. She stated 200 keychains would cost approximately $450.00. Her concern was these items are not budgeted and have been given little thought in future budgets. Consensus of the Commission was to go ahead and order the keychains. The meeting adjourned at 10:20 a.m.