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09/03/1991 CITY COMMISSION WORK SESSION September 3, 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 Richard Fitzgerald Commissioner Lee Regulski Commissioner William Nunamaker Commissioner Also present: Michael J. Wright City Manager M.A. Galbraith, Jr. City Attorney Cynthia E. Goudeau City Clerk The meeting was called to order at 9:00 a.m. Service Pin Awards - Five service awards were presented to City employees. The August 1991 Employee of the Month Award was presented to Deborah Strutt of the Human Resources Department. Underground wiring for SR 60 - Florida Power Don Dalston, of Florida Power, reviewed the plans and said burying the wiring for the new lights on the south side of SR 60 would cost an additional $10,000 to $12,000. He said wood poles, not metal ones, are installed because they are less expensive. It was questioned if anything of significance was being accomplished with the additional expenditure. It was indicated nothing was. Consensus of the Commission was to use wooden poles and not to bury these wires. Approval of ranking and agreement with Coopers and Lybrand for independent auditing for FY ending 09/30/91 for a total fee not to exceed $86,500 (Consent B&C) City Charter Section 2.01(c)(3) prohibits any audit firm from being employed for more than five consecutive years. Deloitte & Touche completed their fifth year with the recent audit of the City’s financial statements as of September 30,1990. Accordingly, the City solicited proposals from qualified firms to provide audit and actuarial services for the upcoming fiscal year, with the understanding that the agreement could be extended for four additional years based on the mutual consent of the City and the auditor. Request for insurance actuarial services were included this year for the first time to comply with new pronouncements of the Government Accounting Standards Board (GASB) and to replace certain liability computations previously provided by our third party insurance servicing agent. A selection committee, consisting of the City Manager, Assistant City Manager, Finance Director, Assistant Finance Director, and Internal Audit Director reviewed the six proposals received and selected four firms to be interviewed. Interviews were conducted on July 22 and 23, 1991, and the committee then ranked the four finalists as follows: 1) Coopers and Lybrand; 2) Ernst and Young; 3) Peat Marwick; and 4) Grant Thorton. Following the preliminary ranking, fee negotiations were undertaken with the top-ranked firm. The $86,500 fee includes $81,000 for the financial and compliance audits (a reduction from the current year’s $81,720 fee) plus $5,400 for the newly required insurance actuarial analysis. The committee believes both fees are reasonable and competitive. In response to a question, it was indicated local firms are encouraged to submit proposals. Res. #91-26 - Supporting application of Pinellas County to become a community contribution tax incentive program sponsor for purpose of providing dental services to indigent citizens of Clearwater and Upper Pinellas County (CM) Pinellas County has requested the City adopt a resolution in support of their application to the State to become a qualified sponsor under the Community Contribution Tax Incentive Program. The State, through the Florida Department of Community Affairs, has made various tax incentives available for the Enterprise Zone Program. One such incentive is the Community Contribution Tax Incentive Program, a tax credit that can equal 50% of the value of the donation from corporations located anywhere in the State who choose to make donations for approved community development projects through a qualified sponsor. Businesses may take the credit of Florida corporate income tax, franchise tax or insurance premium tax. Non-profit organizations and units of State and local governments may apply to become eligible sponsors and solicit donations under the program. In response to questions, the City Manager indicated the Commission is to approve this because the facility is located in Clearwater but the County will be the recipient of the tax incentives. He said to the best of his knowledge, the facility will be located on North Fort Harrison Avenue. Concerns were expressed regarding concentrating these types of facilities in one area. It was noted the facility must be close to the Health Department. The City Manager pointed out the criteria requires the facility to be located in the appropriate zoning and close to a bus route. Purchase of dark blue Police Department Uniform shirts to Harrison Uniform Co., St. Petersburg, FL, for an amount not to exceed $40,000 (Consent B&C) In April 1991, the Police Department surveyed sworn personnel and found that 73% of the respondents preferred dark blue shirts over the current white shirts. A committee of patrol officers evaluated three types of dark blue uniform shirts and recommended the acquisition of a 100% polyester shirt because it most closely matches the uniform trousers, does not require professional cleaning, and has the most professional appearance. The only noted drawback was a slight potential for retaining heat. The shirt supplied by Harrison Uniform Company complies fully with the committee’s recommendations and Harrison’s average price for the options offered is lower than that of other bidders. The department will issue six short-sleeve and two long-sleeve dark blue uniform shirts to all Police Officers. Previously, the City issued six long-sleeve shirts, but because of concerns about comfort and to reduce costs, long-sleeve uniform shirts now will be reserved for formal occasions only. The white shirts now in use will be recalled and, where feasible, will be reissued to non-sworn personnel on a replacement basis. The Police Chief said the issue of white versus dark shirts has been ongoing for some time and has surfaced significantly during the past year due to situations on the street. He indicated the dark shirt is perceived to be a safety item. The officers repeatedly note on surveys a preference for dark blue shirts. In response to a question, it was indicated the officers even prefer dark blue shirts during the heat of the day. It was also reported a bid protest has been filed. In response to a question, the Police Chief indicated each officer is issued six short sleeve and two long sleeve shirts. He said the white shirts will be reissued to civilian personnel. Request from The Clearwater Jaycees, Inc. to waive City charges and insurance requirements for the National POW/MIA Recognition Day Tribute to be held at Coachman Park on 09/21/91 (Consent B&C) On September 21, 1991, the Clearwater Jaycees, Inc. will be conducting a second annual “National POW/MIA Recognition Day Tribute” at Coachman Park. A schedule of events is attached as is a letter from Madeline Robinson, of the Jaycees, requesting the City cosponsor the event and waive all insurance and City fee requirements. According to the schedule of events, the program is larger than the one conducted in 1990 and costs are estimated at $1,450 to include: $1,000 in unbudgeted Police Department overtime, $400 for Bandshell rental and $50 for electrical. Fees of approximately $400 were waived last year. Concerns were expressed regarding the impact on the Police Department as the event will require overtime payments. It was questioned if private companies could provide security services. It was suggested the Police Department decide the number of officers needed, depending on the size of the crowd. A concern was expressed that at the same time the Police Department is told to cut their budget, the Commission approves events that impact that budget. It was requested that the Jaycees be contacted to see if they can pay a portion of the overtime costs. Contract for new pump and motor storage building at the infrastructure complex (proposed building “D”) to Consolidated Building Concepts, Inc., Clearwater, FL, for $45,084 (Consent B&C) This is the fourth of four phases of construction of a new Infrastructure Complex (formerly Public Service Complex) located at 1650 N Acturas Avenue. This contract is to build a 3,600 square foot storage building to house electrical supplies formerly located at the Old Williams School site adjacent to the City Hall Annex. Materials (pumps, motors and electrical supplies) are presently housed at scattered locations at the Infrastructure complex. Personnel previously located at the Old Williams School site have been relocated to an expanded area of the motor shop in Building A of the Infrastructure complex. The new building, a metal frame type similar to the existing buildings, will allow all pumps, motors, lighting, holiday decorations and electrical supplies to be housed in one area. The site plan for this work was approved by the Commission on December 11, 1986 and amended final plans were approved by the City Manager on January 26, 1989. In response to a question, the City Manager indicated the empty building on Calumet Street was not considered as the City wishes to sell that property. He said moving the metal building closer to the City Annex was also considered but the costs for the options did not significantly differ. Supplemental Agreement #3 to contractual agreement with David Volkert & Associates, Inc. regarding Clearwater Pass Bridge Replacement Project providing redistribution of approved payment amounts in Phase I (Consent Agreement) In February 1989, the City approved the professional services agreement with David Volkert & Assoc., Inc. that provided for specific payment amounts to Volkert and their subcontractors. Volkert directly performed work originally intended for performance by Volkert’s subconsultants during preparation of the project development and environmental study and coordinating inquiries and permit applications with regulatory agencies. Supplemental Agreement #3 proposes to adjust the original payment amounts for items A.1 through A.6 to those amounts actually expended during the course of the study preparation and to modify specifics showing who accomplished the work. These changes will result in no change to the authorized basic lump sum services fee contained in the professional services agreement. Public Works Director William Baker explained the Federal Highway Administration will not take any action until a lot of people have signed off on the plans. The Coast Guard has indicated it will not sign off for a 65 foot tall bridge. The City’s options are to send in a proposal for a 72 or 73 foot tall bridge or a bascule bridge or agree to maintain the waterway from Clearwater Harbor to John’s Pass. Staff has been advised to increase the bridge’s height to 72 feet. Mr. Baker further reported the Federal Highway Administration has indicated they will pay the cost of the extra height but the City may need to obtain additional right-of-way. It was questioned if the Federal Highway Administration could overrule the Coast Guard. It was indicated they would not. In response to question, it was indicated this bridge would have to be designed like the 49th Street bridge to contain oil and other runoffs. Ord. #5124-91 - Relating to flood protection; amending Sec. 146.004, revising definitions of “substantial improvement” and “market value of the structure” The City Attorney indicated he has yet to understand what tax funds are to be used for rebuilding on private property. The Commission stated they had no problem with the Ordinance as written as long as everyone is treated the same. Ord. #5128-91 - Relating to vehicular traffic, creating Ch. 135, consisting of Secs. 125.01 through 125.07, restricting practice of “cruising” or unnecessary repetitive driving on certain streets, providing for fines, effective date, and automatic repeal as of 05/01/92 In response to a question, the City Attorney indicated he was still comfortable with this ordinance as long as it was on an experimental basis. In response to a question, he indicated the ordinances never had to be implemented. In response to questions, it was indicated staff was unaware of any other Florida communities that have tried this type of ordinance. Ord. #5133-91 - Relating to water shortage plan, amending Secs. 52.43 through 52.50, defining “Code Enforcement Officer” and “water shortage plan” In response to a question, the City Attorney indicated the County Courts fine schedule calls for a second violation within 24 months prior to enforcement. It was requested that the citizens be notified of the rules. Ord. #5134-91 - Amending Secs 1.08, 71.36, 93.04, 93.28, 94.02, 95.15 & 137.034 - revising several provisions in the City Code The City Attorney indicated these changes are being made to be consistent with the County. He said they are proposing to limit jail term punishments to only certain Chapters. He reported he would come back with some provisions to repeal. Verbal Reports The City Manager questioned if the City Commission wished to make any changes to the September 16, 1991 Work Session. No changes were directed. An insurance meeting was scheduled for 9:00 a.m. on September 27, 1991. Other Commission Action Mayor Garvey questioned the status of the sewer line on Mr. Stowell’s property. The City Attorney indicated he had met with Mr. Stowell’s attorney hand had understood they would be bringing forward a proposal. Nothing has been submitted yet. Consensus was to add an item to Thursday night’s Agenda to authorize a lawsuit. Mayor Garvey reported an ordinance is going to the County Commission regarding the sign code. It was questioned if advertising should be permitted on bus shelters as a revenue source to PSTA. It was indicated this has been discussed and rejected. Consensus was to take no action. Mayor Garvey requested the status of the Maas Brothers Task Force. The City Manager indicated the nominations will be on the City Commission agenda on September 19, 1991. Questions were raised regarding the criteria for service. Consensus was to have a 15-member board with City taxpayers or property owners. Adjournment The work session adjourned at 10:45 a.m.