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05/18/1992 CITY COMMISSION WORK SESSION Monday, May 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 Art Deegan Commissioner Richard Fitzgerald Commissioner Lee Regulski Commissioner Also present were: Michael J. Wright City Manager Paul Richard Hull Assistant City Attorney Mary K. Diana Assistant City Clerk Dottie Reehling Staff Assistant II The Mayor called the meeting to order at 9:00 a.m. One service pin was awarded to a City employee. The Employee of the Month Award for May was presented to Eddie Lloyd, Water Division Review of Pier 60 Design - Camp, Dresser & McKee - Tom Burke (WSO) The City Manager reported a concern had been expressed in the 2-story pavilion meeting the requirements of the (ADA) American Disabilities Act (ADA). Concern has also been expressed that the originally approved design is not being followed. Tom Burke of Camp, Dresser, McKee, addressed the Commission with the Project Engineer and Project Architect assisting in the presentation of the proposed design. Much discussion ensued regarding materials used, means of accommodating handicap access to the second story, the general aesthetics of the design and whether it conforms to the winning architectural drawing for the Pier. There was discussion regarding the use of crossbeam structural supports and a request was made for CDM to provide the difference in cost if crossbeams are used. In response to questions, it was indicated all exposed wood would be in finished form for splinter protection and the market price would dictate what type of wood finish would be used for the roof. A question was raised regarding the bait house not being centered in the pavilion and it was indicated this was done to allow for traffic control and would require less staff to monitor. This was found to be the greatest variance to the winning design. Discussion ensued regarding whether or not too much emphasis was being placed on functionalism as the contest design called for an aesthetic theme. It was questioned whether or not a two-story pavilion was needed as the ramp providing handicap access would take up one-fourth of the structure thereby blocking the view. The installation of an elevator was discussed and it was indicated this would be an ongoing maintenance concern. A request was made to investigate an internal scissor ramp. Discussion ensued regarding horizontal vs. vertical and aluminum vs. wood railings. It was indicated turtle lights were considered in the design of the rails, as both recessed and vertical lighting are required. It was felt aluminum is less expensive, vertical slats are easier to replace, and metal horizontal railings are safer. Consensus was to go with the entrance, the bait house and a one-story covered pavilion as depicted on the drawings using metal horizontal railings with vertical supports, where necessary; a top railing of wood; and to prepare as a separate item, a rendering of an internal scissor ramp along with its cost, and the cost of a two-story pavilion. Construction will tentatively begin at the end of turtle season (late October) at the request of the Deptartment of Natural Resources. Adoption of National Fire Protection Association (NFPA) 101 Life Safety Code, 1991 Edition, by the Pinellas County Construction and Licensing Board (PCCLB) - Vic Chodora, Bldg. & Planning Florida Statutes, Special Acts of the Legislatures 75-489, was passed for the purpose of standardization of building codes and NFPA 101 Life Safety Code uniformly throughout Pinellas County. This statute also established the PCCLB to administer and to adopt a building code, the NFPA 101 Life Safety Code and all subsequent editions of these codes. The 1991 Edition of the NFPA 101 Life Safety Code is before the PCCLB for consideration. Contained in this Code is a provision that requires the retrofitting of all existing highrise apartment buildings, including condominiums (75 ft & greater), with automatic fire sprinkler systems. Two notable exceptions also contained in the Code are: 1. Where every living unit has exterior Exit access in accordance with 5-5.3. 2. This system may consist of a combination of any or all of the following systems: a. Partial automatic sprinkler protection; b. Smoke detection alarms; c. Smoke control systems; d. Compartmentation and/or other approved systems. The Fire Service organizations in Pinellas County are asking the PCCLB to accept the Code as is. Apartment and condominium citizen groups are opposed to retrofit of sprinklers. Both sides are presenting their cases to the PCCLB during public hearings. Vic Chodora, Building Official and member of the PCCLB, and Fire Chief Bob Davidson presented their views. There are 68 buildings identified in Pinellas County and 42 of those are in Clearwater. An ad hoc committee is recommending to the Board that the 1991 Code be adopted omitting the section that requires retrofitting. Concern was expressed regarding the tremendous cost in retrofitting buildings not meeting the proposed provision. Discussion ensued regarding an existing provision for new construction. It was felt the City should determine what buildings are safe. There was discussion regarding the proposed provision to the 1991 edition of the code being reasonable to accommodate safety. Concern was expressed that exceptions in the new provision are not clear as to what Clearwater can accept as an exception. Italian American Club request for funding To celebrate the 500th Anniversary of the discovery of America in October, the Italian American Club of Greater Clearwater is requesting whatever assistance the City can provide for this event. In response to a question, it was indicated the City at this time is not planning to co-sponsor or to take an active part in the event. Discussion ensued in regard to this being a unique and significant event and it was felt it should be universal. There was also discussion as to the request not being specific enough as to what is being requested from the City. There was concern expressed regarding setting a precedent and not having budgeted for this item. A question was raised whether this event could be combined with Jazz Holiday that takes place at the end of October. Direction was given for staff to work with the Italian American Club and other private organizations to see what sources of assistance are available. Building Community Consensus Discussion ensued in regard to receiving input from the citizenry in identifying and prioritizing issues. It was indicated this is currently being done as part of the budget process. It was also indicated there would be no problem in getting community consensus in the long run; however, when there is a window of opportunity, it was felt there should be no delay. There was discussion in regard to the difficulty in getting an unbiased survey. Concern was expressed in receiving an opinion from a citizen survey and possibly having to vote against it. Consensus was not to proceed. It was felt a goal setting session to brainstorm, which could also include citizen input, would be appropriate. A question was raised in regard to the method of receiving citizen input for the downtown plan and it was indicated this could be done through the public hearing process. A special meeting was scheduled for June 9 at 6:00 p.m. to discuss the need for a new City Hall and the proposal to purchase the Sun Bank building. It was felt public opinions are being obtained from open budget meetings, public hearings and town meetings. Review and Approve City of Clearwater Computerization Long Range Plan (AS) CIS is responsible for the administration of a long range plan for all acquisitions of computers, software and computer related equipment. The Plan includes all automation projects proposed for the next five (5) years, with a value of $7,500 or more, although smaller items may be included if the department director desires. The Plan was last approved on January 3, 1991. Laura Chase, CIS Manager, presented the proposed Computerization Long Range Plan, a blueprint for computerization in the City for the next four to five years. A question was raised regarding the funding of this plan and the reliability of the Computer Information Automation Status/performance statistics from the various departments, particularly the Code Enforcement Program. A summary compilation report on how computerization and other methods of mechanization are impacting personnel was requested. City Manager responded this is currently done in the budget process but not on a cumulative total basis. Financial System Computer Package (AS) The City of Clearwater is using 16-year old General Ledger, Budget Preparation and Stores Inventory software. The City is recommending the purchase of new Financial system software for the following reasons: 1) the proposed new software will provide instant access to data; 2) hardware maintenance on the Honeywell minicomputer in Finance (Accounts Payable) is unavailable; 3) the proposed system will provide ability to track open purchase orders prior to payment via an encumbrance system; and 4) the new software systems permit data to be entered only once, which eliminates redundant entry of information and reduces the chance for input error. The City Manager stated governmental accounting is different from private industry. Staff wants to go from cash accounting to an accrual accounting system. The Ross System Finance, Budget, Purchasing and Inventory software, was observed by the City Manager at Redmond, Washington, where the system is in application by that city. The City has an opportunity to try it on a 6 month installation period. If for any reason the product is not acceptable, it can be returned. The cost to the City would be what has been invested in training and the services that have been provided. There was discussion regarding an upcoming lease payment in 1994 and costs to license software for the A-6 and the A-4. It was indicated our present systems are primarily batch oriented and staff is looking for an on-line system to keep more up-to-date. A question was raised regarding the $34,000 for travel expenses, and it was indicated this would include onsite training and a cap would be initiated per item. In response to a question, it was indicated no personnel savings is being proposed at this time due to the system practically running itself as these people will be moved to backed up areas in CIS. Purchase of miscellaneous office supplies from Tampa Office Supplies, Tampa, FL for the period 5/22/92-5/21/93, at a standard discount of 55% from catalog list price (an est. $80,000) (AS) All City Departments purchase office supplies that are required by their individual departments. To assure the best price available, bid specification requested a standard discount from one of two approved catalog list prices. The bidding process produced a tie bid. Due to past business relations and geographic location, staff recommends award to Tampa Office Supplies. This contract authorizes two renewal options. In response to a question, it was indicated minority businesses are encouraged and assisted in the preparation of bids. There was discussion regarding purchasing supplies at Office Depot and Workplace and it was indicated a large amount of items in the City warehouse are purchased from Office Depot. Purchase of front-end-loading refuse containers and spare parts from Industrial Refuse Sales, Inc., Lakeland, FL, through the existing contract (11/16/90-9/30/92) by increasing the amount from $250,000 to $315,000 (PW) The volume amount ($250,000) contained in the existing contract with Industrial Refuse Sales will be insufficient to allow purchases of needed dumpsters for the remainder of the contract time period (September 30, 1992). Increased requirements for dumpsters to support the recycling drop off centers, commercial cardboard pilot program and replacement of commercial dumpsters has necessitated the purchase of approximately 130 additional units beyond the initial forecast of the Solid Waste Division. Increasing the contract ceiling to $315,000 will allow the Solid Waste Division to purchase the required dumpsters and continue their service to the community. In response to a question, it was indicated the additional containers will help to handle the curbside recycling need. Res. #92-35 - Approving the Pipeline Crossing Agreements RE98126 with CSX Transportation, Inc. (PW) The City of Clearwater has begun construction of the Marshall Street South Interceptor Sewer and Reclaimed Water Supply, Phase I, City Project No. WPC 090690. A portion of the work will require the placement of a 30" Reclaimed Water Pipeline and a 30" Sanitary Sewer Interceptor beneath CSX railroad tracks at the Clearwater Country Club. These crossings are needed to complete the project. The CSX railroad requires a Pipeline Crossing Agreement and a Resolution by the City approving the agreement for these crossings. The cost to the City for this agreement is $2,025.00 to meet the railroad requirements of a construction risk insurance fee and a one-time license fee. The City needs to have all of the required permits prior to construction of the crossings. Johnson Annexation This item was pulled. Questions were raised regarding group annexations and incentives for voluntary annexation. Jim Polatty, Planning & Development Director, responded a program will be forthcoming. Coachman Downtown Center Associates (Coachman Building) Coachman Downtown Center Associates, a partnership which owns the Coachman Building is requesting a proposed assignment of the December 21, 1984, Development Agreement (between the City, the CRA and the partnership) to Chase Manhattan Bank in connection with a refinancing of the project which will result in the retirement of the existing IDB bond financing. Review of the assignment indicates it will operate, for all practical purposes, as an assignment of the right to lease spaces in the parking garage. According to the agreement, up to 100 spaces in the parking garage are dedicated for use by Coachman Building tenants. The assignment will require the consent of both the City and the CRA. Mr. C. Allen Kynes, Jr. of Harper, Kynes, Geller, Watson & Buford, P.A., presented the terms of the agreement because of new financing with Chase Manhattan Bank. The 1984 agreement between the City, the Clearwater Redevelopment Agency and Coachman Downtown Center Associates remains essentially the same with the exception of the new financing with Chase Bank. Whatever rights exist now would not be changed by approving this conditional assignment for additional security. Res. #92-21 - Repetitive Loss Plan - Community Rating System Program (CRS) (PL&D) The CRS program, encourages cities to implement programs that reduce flood losses. The Repetitive Loss Plan is a required activity for those cities participating in the "Community Rating System" (CRS) program sponsored by the Federal Emergency Management Agency (FEMA). A group of concerned citizens were present at the work session in response to a news article stating the Kapok Mobile Home Park was being considered in this proposal. Discussion ensued regarding the owners negotiating buying the park from the owner and it was indicated staff needs to talk with the residents. Questions were raised regarding inaccuracies in the list of properties provided by FEMA and when reductions in premiums would occur. Consensus was to continue this item to June 4, 1992. (Cont. from 5/7/92) CDBG Annual Grantee Performance Report for 1990/91 -receive public comment (PL&D) The Grantee Performance Report is the principal administrative report documenting the City's expenditures of Community Development Block Grant (CDBG) funds to the Department of Housing and Urban Development (HUD). It serves as the basis for program monitoring for compliance and for financial audits. HUD also compiles statistics regarding the effectiveness and benefits of the program from information contained in these reports. The City of Clearwater received a grant award of $679,000 for 1990-1991 under the Federal Community Development Block Grant program. Total expenditures for the fiscal year were $1,069.166. Revenues expended were derived from the grant award, program income, and unexpended balances carried over from prior years' housing rehabilitation activities. Expenditures for social services, housing services, and salaries and expenses of the Community Development Division of the Planning and Development Department were included in the 1990-1991 program. All expenditures met HUD criteria for program beneficiaries. All CDBG recipients are required to hold a hearing to receive public comment on the Grantee Performance Report. Jim Polatty said a citizen at a previous meeting had expressed concern regarding advertising requirements being met and he indicated staff advertised correctly. Pinellas County Industry Council - Clearwater's Representative (CLK) There was discussion regarding term limitations in the form of six (6) years comprising three (3) 2-year terms or two (2) three year terms. A question was raised in regard to how the PCIC established the length of terms. The City Attorney is to provide the enacting legislation. A question was raised whether the three recommended members of the Bay Area Manufacturers Association are in the City of Clearwater. Staff is to investigate. City Manager stated that the Gas Department is considering becoming a member of the Bay Area Manufacturers Association. City Manager Verbal Reports The City Manager reported the contract amount authorized for gas line installation with Visk Construction has been spent and requested continuing this contract to 12/05/92 at the original cost. An agenda item will be prepared for Thursday night. Other Commission Action Commissioner Deegan remarked about the communication system in the Chambers and the ongoing problems. Commissioner Regulski questioned the 5/8" and 1" water meter rates as he has had many calls from citizens. Commissioner Berfield asked if any action is being anticipated regarding SB 1650 re proposed flood insurance legislation. Staff is to draft a letter. Commissioner Berfield mentioned proposed Florida Power and GTE rate increases. Staff will monitor. Mayor Garvey brought up the extension of the jolly trolley service on Sand Key and it was indicated Mr. Sweeney is to present options at a future date. She questioned if the City had any property on Sand Key to use as a turnaround for the trolley and it was indicated they did not. Staff will follow-up. Mayor Garvey asked the status of the Harbor Oaks Association complaint in regard to the Hunter Blood Bank buses. It was indicated they have 30 days to correct the situation. She remarked about the Vitality Magazine along with an accompanying survey and the cost to provide to the employees. It was indicated all Commission members did not receive a copy. Commissioner Regulski said there has been confusion with the mail in the last few months. Staff will follow up. The work session adjourned at 1:05 p.m.