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02/18/1992 CITY COMMISSION WORK SESSION February 18, 1992 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 Lee Regulski Commissioner William Nunamaker Commissioner Richard Fitzgerald Commissioner Also present were: Michael J. Wright City Manager M. A. Galbraith, Jr. City Attorney Cynthia E. Goudeau City Clerk Dottie Reehling Staff Assistant II Five service pins were awarded. The Mayor called the meeting to order at 9:20 a.m. Financial Forecast (AS-1) The City Manager reported there will be no gain in property tax revenue. He has tried to provide the budget scenario that he feels is most accurate. He reviewed the various revenues that would be coming to the city indicating the bottom line is that we anticipate a $700,000 increase in revenues for next fiscal year. He also indicated that the departments were extremely conservative in their expenditures during this year which resulted in an increase to the General Fund surplus. Overall the city has more money than it needs in capital accounts and we are very close to balancing operating accounts. Next the City Manager reviewed the anticipated expenditures in the next fiscal year. Questions were raised regarding the various insurance funds. Kathy Rice, Deputy City Manager, indicated that the health insurance fund is being reviewed and it is hoped that at a commission meeting in August or September they will present a proposal whether or not to go with self-funded health insurance. A question was raised regarding whether or not the city should have an in-house clinic. This will be discussed with the insurance committee. A major impact on expenditures next year could be workers' compensation in which there may be as much as a 20% increase. Summarizing expenditures, the City Manager indicated this year we have about a quarter of a million to place into the General Fund surplus but the next year we will have a gap of 1.1 million in operating expenses, and almost two million in the following year. One proposal to reduce expenditures is to eliminate the street tree program. A question was raised regarding the vehicle fleet and it was indicated that we are reviewing this to see if there can be some reductions in that area. It was indicated two fire inspectors were being eliminated and there was some concern expressed that this would have a negative impact. There are some indications that we may be able to reduce the contribution to the pension account but this will not be known until June. A concern was expressed that in trying to be cost effective and austere beneficial programs may be cut. Ream Wilson, Parks and Recreation Director, explained the program has reached a point where requests come in for one tree at a time and it is not very efficient for staff to go from one neighborhood to another planting single trees. The City Manager reported he is trying to hold the line on the millage rate and is trying to impact such things as non-resident fees. First Quarter Budget Review (AS-2) This report is based on three months of activity from October 1991 through December 1991, and although in some instances variances have been noted in revenues and expenditures, some amendments are not proposed until additional data can be analyzed. The amendments were reviewed with the Commission. The question was raised regarding why the surplus was growing and the City Manager indicated that the departments have been very careful in their expenditures and have not spent as much as last year. The meeting recessed from 10:09 am to 10:18 am. Presentation regarding Drew Street Widening Project from Post, Buckley, Schuh and Jernigan, Inc. (WSO)(PW-1) The City has entered an agreement with Post, Buckley, Schuh andJernigan, Inc. to prepare a Project Development and Environmental Study for the widening of Drew Street from just west of Ft. Harrison Avenue to just east of NE Coachman Road in cooperation with the Florida Department of Transportation, Dist. 7. This requires this "kickoff" meeting. William Baker, Public Works Director, stated they hope a 5-lane roadway can be constructed instead of a 7-lane. Post, Buckley, etc. will be studying all the impacts of the design. Dan Kelly of Post, Buckley, Schuh and Jernigan, Inc. reviewed the federal program. Two public workshops and 4 or 5 newsletters in addition to mailings to all residents within 300 feet of Drew Street will involve the public in the process. They will periodically update the Commission on the status of the project.  They expect construction to be able to begin in approximately 3 years. Mr. Baker indicated with this project and the County's portion of widening of Drew Street, along with improvements to McMullen-Booth Road and the Drew Street overpass, every part of the corridor from downtown to the causeway at 60 will be in place. In response to a question, it was indicated the city did move four million dollars into this project as an incentive for the other agencies to participate in the widening project. In response to a question, it was indicated that a recently passed federal transportation act would result in this district receiving more money for transportation improvements than in the past. Agreement with Pinellas County providing, distributing and installing water conservation kits to residential customers of Clearwater water system for a total est. cost of $400,000 (PW-5) The Southwest Florida Water Management District (SWFWMD) and Pinellas County have entered into an agreement to provide retrofit water-conserving plumbing fixtures to residential customers of the county water system to help preserve and protect water resources within the district. SWFWMD pays $7.59/kit and Pinellas County pays $6.49/kit for distribution, installation and follow-up. To participate in the program, Clearwater would enter into an agreement with Pinellas County, which would coordinate the acquisition, distribution and payments for the kits. The cost to the City is $6.49/unit. There are approximately 60,000 residential units served by the Clearwater water system. Total estimated cost is $400,000, including preliminary expenses. Bill Baker described the water-saving devices proposed. Jerry Butts from the Pinellas County water system discussed the coordination of the project with SWFWMD. Mr. Butts indicated that through use of the water-saving devices, it is anticipated a household will save from 9-1/2 gallons a day up to 22 gallons a day. Discussion ensued with the concern being expressed that irrigation of lawns is not being addressed. Concerns were also expressed that kits were distributed to individuals who did not need nor want them and the follow-up in retrieving the kits was inefficient. Mr. Butts indicated unless the city's program was similar to that of the county, SWFWMD would not provide the kits. It was the consensus of the Commission that the city develop a program to provide water-saving devices to those individuals who wanted them. This item was pulled from the regular meeting agenda. Contract for the "Load Test for Bridges FDOT #155501 & #155502" to S.D.R. Engineering, Inc., Boca Raton, FL, for $13,400 (PW) The State of Florida Department of Transportation (FDOT) conducts bi-annual inspections of bridges throughout the state. Due to changes in the testing methodology, it was determined the currently posted 20 ton load limit for the pair of bridges located on Island Way between Harbor Passage and Palm Island exceeds their Operating Rating level. FDOT proposes a lower load limit rating for these bridges. With this lower rating, vehicles such as delivery vans, solid waste collection trucks and fire protection equipment would not have access across the bridges to the north end of Island Estates. Staff is confident new load tests using current testing standards should allow the reinstatement of the 20 ton limit. S.D.R. Engineering has extensive experience in testing bridges for FDOT. William Baker indicated if the bridges do not pass the new tests, the bridges would have to be replaced. The bridges have been inspected every 2 years and have passed those inspections. Purchase of Unisys and other computer hardware and software from National Data Products, Clearwater, FL, for $131,832; authorize the lease/purchase of $97,301 of hardware through AT&T Credit Corp.(AS-3) This request will provide MS-DOS/Novell personal computer networks to Public Works/Utilities, Group-Solid Waste, and the Gas Department; 9 workstations and 6 printers for Parks & Recreation, 9 workstations for Planning & Development; 4 workstations and 1 plotter for Public Works/Environmental; 3 workstations for the Fire Department and 1 workstation for Public Works/Engineering. A question was raised regarding the cost effectiveness of computers. Laura Chase, C.I.S. Manager, indicated all requests are reviewed very carefully prior to bringing them forward for Commission approval. Fire Protection Services Agreement with Pinellas County Fire Protection Authority for the period 10/1/91-9/30/94 (FD) The Pinellas County Fire Protection Authority, which is the Board of County Commissioners, has responsibility to provide fire protection in the unincorporated areas of Pinellas County. They have proposed a three-year contract with the communities providing fire protection. Financial adjustments will be based on the annual property evaluation of unincorporated property within our designated fire district. Approximately 15.01% of the property evaluation of the Clearwater Fire Department County Fire District is in the unincorporated area and that percentage of the Fire Department's budget is paid by the Fire Protection Authority. In response to a question, Chief Davidson indicated the agreement is basically the same as the previous one with minor changes to staffing requirements. The funding formula is the same. Purchase 2 Emergency Medical Services (EMS) Rescue Units for the Fire Department from Southern Coach, Inc., Ocala, FL, for $98,000 (FD) Two EMS vehicles, 1983 and 1984 Chevrolet Ambulances, have approximately 106,000 and 78,00 miles respectively and require replacement. They will become spares to replace the current spares, which will be turned in for disposal. The replacement units will not possess transport capability since this is no longer a responsibility under the EMS contract. The County funding for replacement of Clearwater EMS vehicles assumes a 5-year vehicle useful life and funds are provided annually per the County 10-year EMS contract with the City. In response to questions, Chief Davidson indicated the units should have a life span of 8-10 years and will be gas powered. The County will reimburse the City for these purchases. Approval of US Government Lease for Real Property to US Customs Service for Room 28, Marina Building, for the period 3/1/92-2/28/97 for the total sum of $9,150 (MR) On January 2, 1992, General Services Administration, which controls the lease of the building space for U.S. Customs, advised that 8 of the 9 rooms currently rented on the second floor of the marina building will be returned to the city on February 29, 1992. Room 28 will be used by U.S. Customs Services as a storage/ready room. In response to questions it was indicated Room 28 will be all the space they need and the rental rate is about the same as for other tenants. The City Manager reported he hoped to send out additional information re the Chi Chi Rodriguez Youth Foundation's request for loan guarantees today. If the information is not available by Wednesday the item will be pulled. Res. #92-21 - Repetitive Loss Plan - Community Rating System Program (PLD-3) The Repetitive Loss Plan is a required activity for cities participating in the Community Rating System Program sponsored by the Federal Emergency Management Agency. The objective of the program is to reward cities that go beyond the minimal requirements for providing flood management practices. The city performs several activities that further the goals of the federal program including scheduled maintenance of drainage ditches and keeping in-depth records such as elevation certificates and data based on flood control issues and flood control abatement activities and improvements. The incentive for having such activities is that policyholders will get a 5% reduction in their flood insurance premium rate for the first year with a possible additional reduction of up to 45% over a ten-year period based on the number of activities for which the city commits to assuming responsibility. Clearwater was approved for the first rate reduction which resulted in a savings to Clearwater federal flood insurance policyholders of approximately $100,000. Jim Polatty, Planning and Development Director, indicated that the Repetitive Loss Plan is a compilation of what the city is doing regarding flood management throughout the city. This should result in additional savings to policyholders. In response to a question it was indicated a time frame for determining repetitive loss was not known and a request was made that information regarding the maximum loss be presented to the Commission. Final Site Plan for Wal-Mart, a Commercial Planned Development, located on the NW corner of NE Coachman Road and US19N (Principle Mutual Life Ins.)(PLD) Wal-Mart Stores, Inc., the contract purchaser, is requesting final site plan approval for Lots 1, 2, and 3 of the previously platted Loehmann's Plaza Replat Subdivision. On January 13, 1992, the current plan was approved by all departments with the exception of Traffic Engineering. The Traffic Engineer's concerns are as follows: 1) The 14-foot lanes are too narrow for most trucks to maneuver on tight radiuses. 2) Access to out parcel 4 is very close to drive entrance - insufficient space to generate left-turn lane. 3) Southbound lane on the west driveway has a poor alignment for queue to vehicles. Jim Polatty, Planning and Development Director, presented a plan which he said now satisfies the Traffic Engineer's concerns. Concerns were still expressed regarding access to Lot 4 with it being indicated this would be the bottleneck and impede traffic getting into the shopping center. In response to a question it was indicated that the plan provides for no left turns into the property. It was requested additional language be added to clarify this. Mr. Polatty indicated approving this site plan would only approve development of Lots 1 through 3. In order to develop Lot 4 a subdivision would have to be approved. It was reiterated that the major concern of the commission is the access to Lot #4. As a side issue, a question was raised regarding whether or not signage for lights should be changed from "Stop Here For Red Light" to "Stop Here To Change Light". It was requested the Public Works Director look into this. Review of City Commission Goals & Policy Book (WSO)(CLK) The City Clerk reviewed Commission Goals & Policy Book and the following amendments directed: Goal 8, Regarding expanding the Enterprise Zone; Goal 10, To develop a request for proposal for the natural gas system; and Goal 17, Regarding landscaping Courtney-Campbell Causeway be deleted as these have been accomplished. Goal 13 - Change target date to 09/01/92. Goal 15 - Amend target date as the storm water management master plan will be a part of the county submission for the storm water projects. Goal 16 - Regarding amending the FEMA guidelines will be deleted if the Governor signs recently passed state legislation. Goal 20 - Add a strategy regarding promoting water conservation to implement a program to provide water-saving devices. It was requested that Policy GA-1 regarding application fee waivers include a list of those projects that have received said waivers. Amend the policy regarding special event fees to allow for one agenda item at the beginning of the fiscal year to waive the fees for all co-sponsored events unless additional funding is needed above what is in the budget. Policy CC-2 regarding commission travel - it was requested that an Ordinance be brought forward to follow the state guidelines for travel reimbursement. Policy LD-6 regarding scenic corridors - it was requested the policy include or an additional policy be made that will call for landscaping of city road improvements. It was the direction of the Commission to add a policy that would require requests from advisory boards requiring more than 8 hours of staff time to be approved by the city commission. The City Manager requested discretion in case the request would benefit others than just the board making the request. The consensus of the commission was to allow this. Policy LD-8 - There were questions regarding allowing amendments to RPD projects and it was requested that it be reworded in such a way that no variance would be allowed without commission approval. Policy GA-6 - Regarding parking in the fire lanes. It was the consensus to take out the exemption for those individuals parking at dry cleaners. Policy BG-16 - Regarding financial support to social service agencies, it was requested that something be added to the policy to provide for re-evaluation of the programs every 3 to 5 years, and that the agencies being provided with the money be notified of this evaluation. It was requested that the new policy regarding city representation on the boards be amended to provide for annual reports instead of quarterly reports unless more frequent reports are requested. The City Clerk requested direction regarding advisory board recognitions and the need to address social luncheons in light of the "sunshine law." The city attorney indicated that having such social gatherings puts the board on the defensive to prove they did not violate the "sunshine law." It was requested that the Clerk attempt to draft a policy regarding this. A question was raised regarding the policy regarding citizen inquiries and it was stated that Staff responds to those letters not addressed individually to the commission members. It was requested that commission members be notified of the individuals who will be responding to citizen inquiries. It was requested that a policy be drafted to provide for a balance of gender, race and geographic area of the city. The policy book will be amended as directed and will be brought forward for formal approval at a future meeting. Verbal Reports The City Manager reported the last population estimate showed Clearwater's population at 99,612. Other Commission Action The Mayor questioned whether or not the Commission wished to take any action regarding a request to reconsider fences allowed on waterfront set-back areas. Consensus of the Commission was to take no action. The Mayor requested the response to a resolution from the Downtown Clearwater Association regarding plantings on the downtown streetscape. Staff is investigating. She distributed the League of Cities update on legislative action and questioned whether or not the Commission wished to take a stand regarding Tampa Area Regional Planning Council's request to maintain funding by the state. It was the consensus of the Commission to add this to the agenda. Commissioner Regulski requested a proclamation for National Engineers Week. He expressed concern regarding what he sees as a tendency on Staff to be overly aggressive in promoting certain issues. He felt Staff should remain neutral until authority to pursue issues is provided by the City Commission. The City Manager indicated that he does negotiate prices and research information to send to the Commission prior to them giving him authority as he feels that this is an integral part of his responsibilities to the Commission. Discussion ensued regarding whether or not the Manager was doing his job appropriately in this regard with general support being given to the City Manager for his method of operation. City Manager indicated he did not attempt to force the Commission into policy issues. He stated that often he is gathering information such as prices, liabilities and additional alternatives in order to present complete information to the Commission. There was no direction provided to the Manager to change his method of operation. The Mayor indicated she has asked the City Manager to take the Downtown Plan back to the Planning & Zoning Board and the City Manager indicated that he is delaying action on the plan for six months to attempt to address and alleviate concerns. Commissioner Fitzgerald expressed a concern regarding the increased noise level on the beach. City Manager indicated that the noise ordinance is being enforced on the beach. Commissioner Fitzgerald also expressed concerns regarding the proliferation of newspaper boxes in neighborhoods. It was indicated that if the neighborhoods complained to the newspaper companies they tend to remove the newspaper boxes. Commissioner Fitzgerald reminded the Commission that at the County Commission meeting at 6:30 this evening the sign code will be discussed. The meeting adjourned at 1:05 p.m.