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04/29/1996 CITY COMMISSION WORK SESSION CITY OF CLEARWATER April 29, 1996 Present: Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner Elizabeth M. Deptula City Manager William C. Baker Assistant City Manager Kathy S. Rice Deputy City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. Service Awards - None. EN ENGINEERING Authorize work order to Post, Buckley, Shuh & Jernigan (PBS&J) for shop drawing review for architectural services components associated with Pier 60 Park; approve transfer of $16,820 to the project code from the unappropriated retained earnings of the General Fund Engineering Services could do this project in-house with sufficient personnel and time. The contractor supplies these shop drawings to conform with the project's design concept and information in the contract documents. PBS&J designed this project and is the logical choice to review the shop drawings. In answer to a question, the City Manager said, in response to the contract coming in higher than expected, Engineering said this item could be taken out but did not indicate it would have to be added back in later. She said the work cannot be handled in-house. Engineering Director Rich Baier said this expenditure will cover fully the cost of the drawings and will not exceed $16,820. He will check on the multiplier used to calculate this cost. He said staff is not well versed in HVAC and would have to delay other projects if they undertook this review. Consensus was to not routinely include drawings with Agenda items. In answer to a question, Mr. Baier said staff handles construction management. He did not foresee additional costs. The City Manager indicated Sunsets at Pier 60 had requested the City build them a small $1,000 kiosk booth to be located by the promenade where the project manager can sign in participants and distribute information. A card table is currently being used. Mr. Baier said the structure would be moveable. Consensus was to delay consideration of the request until the park is finished. It was suggested a corner may be found for this need once construction is completed. Regarding vacation agenda items, consensus was for staff to continue providing information such as department comments, filing forms, and area maps. Reclaimed Water - Discussion re boundaries, parameters & proposed process and timelines In his April 26, 1996, memorandum, Mr. Baier noted benefits for reclaimed water include: 1) preservation of the ecosystem; 2) reduction of nitrogen released into water courses; and 3) reduction of potable water dependency. He said an important issue concerns the type of storage and location for a reclaimed water system that meets the City's long term needs, as defined in the Comprehensive Growth Plan, and community /neighborhood needs. Mr. Baier constructed a matrix comparing open storage ponds with enclosed storage tanks in North Greenwood, downtown, and on Island Estates with information addressing: 1) the overall system's functionality; 2) aesthetic concerns; 3) construction issues related to groundwater contamination, the water table, etc.; 4) annualized operating and maintenance costs; 5) capital costs inclusive of land purchase(s); and 6) adjacent land use compatibility. Mr. Baier indicated he visited wastewater treatment facilities in Tarpon Springs, Pinellas County, and Largo. He recommended constructing an enclosed storage facility adjacent to the Marshall Street facility. He noted the City Manager's recommendation for a Task Force and suggested the group could provide valuable community input regarding the proposed facility's appearance, North Greenwood community recreational needs, noise concerns, Stevenson's Creek dredging/odor issues, etc. Attached to the memorandum was a list of issues brought forward at the March 26, 1996, meeting at the Martin Luther King Center attended by the Mayor and Commissioners, staff, and approximately 65 community residents. Concern was expressed an open pond would have to be secured due to the inherent danger to children. In answer to a question, Mr. Baier said open ponds are expensive to maintain due to ongoing vegetation infestation and the limited 10-year life span of pond liners. Closed storage tanks have 45-50 year life-spans and minimal annual maintenance costs. A reference was made to the pond at Clearwater Country Club constructed from two ponds. Mr. Baier said the country club pumps water out of that pond. The City would require a lined pond that is twice as large. The master plan calls for distributing 10-million gallons a day of reclaimed water. Funding is requested to provide an interconnection between the Marshall Street and Northeast AWTs (Advanced Wastewater Treatment Plants). In addition to Island Estates, the neighborhoods of Old Clearwater Bay and Harbor Oaks have expressed interest in reclaimed water. Residents on Clearwater beach will initiate a new petition drive for reclaimed water this summer. Reclaimed water can be used on the Memorial Causeway, Jack Russell Stadium, Coachman Park, and the Panthers soccer field. Other suggested locations include Carpenter Field and SPJC (St. Petersburg Junior College). Mr. Baier said the distribution of 2.5-million gallons a day of reclaimed water will make a significant difference on the aquifer. He anticipated limits to reclaimed water use will not be instituted for the next decade although not everyone who requests service will receive it. He said much depends on the cost to extend the service to interested neighborhoods. He suggested Countryside does not need reclaimed water service, except for the open space at Eagles Landing. Mr. Baier reported the City's three AWT plants dump approximately 10.5-million gallons per day of nitrogen-rich treated wastewater into Tampa Bay and Clearwater Harbor. The Marshall Street AWT plant's daily capacity is 11-million gallons and the East plant's daily capacity is 5-million gallons. All treated wastewater can be reclaimed. The Northeast AWT plant also processes Safety Harbor's wastewater but the agreement does not address the resulting effluent. In answer to a question, Mr. Baier said by Clearwater becoming more self-sufficient regarding water, the City can avoid building moratoriums as long as permitted capacity is not violated. He predicted the largest commercial use of reclaimed water would be in the Hercules Road area. As staff has not spoken to businesses in this section, they have not established estimates nor determined rates for commercial use. The Island Estates' rate includes a meter rate. In answer to a question, Mr. Baier estimated the City dumps 1.5 tons of nitrogen per day into area waters. Concern was expressed that large storage tanks have a substantial impact on area property values. Mr. Baier said a storage tank on a flat grade is difficult to hide. No natural contouring surrounds the proposed downtown or Island Estates' sites. The Marshall Street plant property slopes 12 to 15 feet and ground can be built part way up the tank's sides. Mr. Baier referred to computer generated pictures of the site. The majority of the storage tank will be hidden by a terraced berm. Community input would be sought to determine color or artwork on the storage tank and buffering landscaping. He recommended locating the storage tank by the Marshall Street plant. He said the land's topography is important due to its ability to screen part of the tank. Mr. Baier referred to staff's analysis and pointed out an open pond on Island Estates is not feasible due to the required amount of land and shallow water table. In answer to a question, he will provide an estimate of all costs related to locating a storage tank downtown including piping and lift station construction and maintenance. Additional land would be required to construct an open pond downtown. He estimated building the storage tank on Island Estates would add $2.8-million to the project's cost. It was noted locating the storage tank downtown would remove the property from the tax roll and prevent economic development, resulting in additional cost. Mr. Baier did not have information regarding a storage tank's impact on City facilities as an economic study was not done. The City Commission requested staff provide information regarding the total cost for each option. In answer to a question Mr. Baier said staff is considering enclosing effluent lines and adding a scrubbing system to eliminate odor at the Marshall Street plant. Staff feels the majority of odors in that vicinity are emitted from Stevenson's Creek. He recommended odor control be pursued at all City AWT plants. He recommended new technologies first be applied to the Marshall Street plant. He said an interconnect with the Northeast Plant is necessary because that plant cannot provide all the reclaimed water. Consensus was to eliminate consideration of an open pond or storage tank on Island Estates or an open pond at the Marshall Street plant. It was suggested the downtown location be considered with reserve. Mr. Baier referred to a list of North Greenwood residents with diverse community experience who may wish to provide input on a citizen-based task team. The City Manager recommended the City Commission provide the team with limits, identifying which issues are determined by the City Commission. In answer to a question, Mr. Baier said the City faces time line restrictions by SWFWMD (Southwest Florida Water Management District) and must draw down on targeted funding within a year. SWFWMD has rated the reclaimed water project number one. He expressed concern future projects may be affected if the City does not follow through within established time limits. The grant's value is between $1.65-million and $2.25-million, with the City committing matching funds. It was recommended the City Commission decide the tank's location and the citizen task force address related issues. Staff will meet with community members and discuss the reclaimed water storage analysis. It was questioned if silt testing of Stevenson's Creek had begun. Mr. Baier reported the test, which costs $20,000, will be performed within two weeks. Results need to be compared with other area water bodies. Information will be available by the end of May 1996. It was suggested staff use testing results from the Tampa Bay estuary project. Consensus was to reach a decision regarding the location of the storage facility on May 16, 1996. It was suggested other alternatives should be considered. Mr. Baier said information is available regarding storing water on the grounds of Clearwater Country Club. Concern was expressed a storage tank may lower nearby property values. The City Manager recommended considering the old motor pool site near the path of the transmission lines. Staff will review this option. In answer to a question, Mr. Baier said pumping costs are substantially higher for all storage locations away from the AWT plant. All costs and issues will be reviewed. Staff will notify North Greenwood associations regarding the May 16, 1996, meeting. Memorial Causeway Discussion & Update Mr. Baier indicated the SEIR (State Environmental Impact Report) is at a stage where a decision is needed whether to upgrade the document to a formal PD&E (Project Development and Environment) Study. The City Clerk reported the reimbursement bill was passed by the legislature and does not require a project be on a road that intersects an Interstate highway. Mr. Baier said the City Commission had declared replacing the Memorial Causeway Bridge is the City's number one infrastructure project. To solidify the City's position, he recommended the City Commission pass a resolution stating the project is safety related and identified as the City's most important project. The resolution will be forwarded to FDOT (Florida Department or Transportation) and MPO (Metropolitan Planning Organization) for them to place this project on their priority list. In answer to a question, Mr. Baier said distribution of the $50-million cap has not been determined. FDOT will establish limits after they receive a final copy of the bill. On Thursday, HDR will present a project update. Mr. Baier will address upgrading the SEIR to a PD&E study, providing current costs and the estimated cost to upgrade. It was noted Representative Bilirakis had indicated he would pursue Federal funding for the project. A separate federal level resolution will be issued. It was suggested County funding also be pursued. Mayor Garvey noted a mileage information sign on Cleveland Street is concealed by foliage. Mr. Baier will contact FDOT. Mayor Garvey recommended I-275 signage heading North from downtown St. Petersburg include Clearwater. Commissioner Seel concurred with County Commissioner Seibert's April 17, 1996, letter encouraging street signs include block number information. She suggested installing advance signing several blocks before major intersections. Commissioner Seel requested an update on the Pinellas Trail. Mr. Baier reported he is awaiting a copy of correspondence from CSX indicating their willingness to alter the easement on East Street. Mr. Baier said the Legal Department staff provided key maneuvering on this issue and deserve thanks. CP CENTRAL PERMITTING (Cont'd from 03/21 & 04/18/96) Public Hearing & First Reading Ords. #5989-96 & #5990-96 - Land Use Plan Amendment to Commercial General & CG Zoning for property located at 401 S. Belcher Rd., Sec. 18-29-16, M&B 23.11 (Gerry Staring / Natalie Moyles, Trustee, LUP96-01, Z96-02) This item was continued for the applicant to provide evidence MHP (Mobile Home Park) residents affected by this rezoning were notified and that relocation alternatives were identified for these residents. Six letters of objection from MHP residents were received. The applicant has satisfied State resident relocation requirements. The applicant wishes to rezone the 36-unit MHP located in a developed area just North of Gulf-to-Bay Boulevard and East of Belcher Road. Staff feels it is appropriate to redevelop the property to provide community and countywide commercial goods and services. Surrounding properties have mostly commercial uses, with a medium density residential use to the East. The subject property is zoned Mobile Home Park (MHP) and has a Land Use Plan Classification of Residential Medium. It is proposed to rezone the property General Commercial (CG). The applicant has not specified development plans. Properties to the immediate North are in the County. Staff noted the proposed rezoning will promote infill development and foster a consolidated commercial corridor. Central Permitting Director Scott Shuford said the requested rezoning is speculative in nature. In answer to a question, he said the land's value would increase with the changed zoning. It was noted many of the mobile homes are deteriorated and cannot be moved. He did not know how the large County enclave next door was created. Consensus was that rezoning property does not require the submission of a plan. Purchase of Permit*Plan CS, Permit*Plan Cashier software, 1st year maintenance & related services from Tidemark Computer Systems, Seattle, WA, at an estimated $105,000; approve estimated expenditure of $42,000 for Digital Equipment Corporation AXP computer with financing of this to be provided under City’s master lease-purchase agreement The proposed integrated software package will produce occupational licenses and building permits, track building inspections and code enforcement activities, combined all data into one database, and replace obsolete systems developed in the 70s and 80s. The current system experiences frequent system errors, does not interface, and is not compatible with Windows 95, the City's new standard PC operating system. Central Permitting, Community Response, and Information Services participated in the selection process. The selection team attended system demonstrations, conducted 12 telephone reference checks, and took two site visits to see the Tidemark system operating in a live environment. A RFQ (request for qualification) was done in June 1995, following an unsuccessful RFP (request for proposal) in May 1995. RFP results were considered unsuccessful due to the high bids and limited number of responses. RFQ results were similar. Tidemark was the only responding vendor that offered a state of the art client/ server based computer system. Also requested is one Digital Equipment Corporation AXP database server, a state of the art, RISC based system used to store large database files and handle resource intensive inquiries and reporting functions. The AXP computer has a one-site 3-year warranty for all CPU components. An additional component, an Interactive Voice Response System estimated to cost $30,000, will be supplied by a different vendor and purchased as a separate agenda item. It was questioned if other bids were close. Concern was expressed repairs include the expense of accommodations and transporting a repair person from Seattle. Mr. Shuford said all involved were extremely judicious in reviewing cost and benefits. In answer to a question, he said the system has a 5-year life span although staff expects to keep it longer. He hoped this expense would not occur again in five years. Concern was expressed that funds set aside for the Municipal Services complex computer system did not include this equipment and software. Mr. Shuford said this upgrade was planned for a number of years and was not included in funding for the complex's system. It was noted the payroll system also was a separate item. It was requested a list of systems proposed for the next three years be forwarded to the Commission. The City Manager said these needs are addressed in the CIP (Capital Improvement Budget). The Commission recessed from 10:48 to 11:01 a.m. Approve Downtown Clearwater Design Guidelines; Res. #96-35 - making findings & adopting design guidelines for the Urban Center Zoning District; provide direction with regard to other design review issues The City Commission established a design review program and created the DRB (Design Review Board) to create an architectural review process for projects downtown and in the commercial areas of Clearwater beach and North Greenwood. In accordance with the City Code and Downtown Redevelopment Plan, the DRB has developed a set of design guidelines for downtown. As part of their assigned duties, board members will begin formulating design guidelines for Clearwater beach and North Greenwood. The proposed design guidelines for downtown will govern the exterior features of new construction, additions, renovations, signage, and site development. The program is intended to be expeditious, user-friendly, educational in nature, and provide the regulatory commitment to coordinate appropriate and compatible architectural design. Staff recommends approval of the resolution. Mr. Shuford noted the sign code provides sign bonus provisions for certain types of signage downtown. A City staff committee administers this program. Consensus was for the DRB to administer the program addressing downtown sign code bonus provisions. Mr. Shuford said appeals to DRB decisions will come before the City Commission. In answer to a question, he said the DRB will review plans for all exterior work that requires a permit. Design guidelines apply to commercial and residential property downtown. Staff had questioned if guidelines should cover additional areas. Requests have been received to protect historical resources in the Harbor Oaks, Old Clearwater Bay, and Bayview neighborhoods. Staff feels design guideline application is the most effective method to protect these resources and provide neighborhood continuity. It was suggested downtown guidelines should be in place for a while before other areas are considered. It was noted Harbor Oaks is on the National Register of Historical Places. It was felt it would be logical to address the neighborhood with design guidelines. Consensus was to add Harbor Oaks, but to wait before establishing guidelines for additional neighborhoods. The City and CRA (Community Redevelopment Agency) have limited grant programs for architectural design assistance. Staff felt it appropriate to assign these programs to the DRB to administer. It was suggested CRA responsibilities not be modified until the agency has a director. It was noted no funds currently are available for these programs. Previously, the CRA Executive Director made these decisions, not the CRA Trustees. It was felt this responsibility can be changed later. Mr. Shuford said staff will make a presentation on Thursday night regarding the design guidelines and how they fit into the economic development plans for Clearwater. The City Manager noted design review will slow down the permitting process. Mr. Shuford suggested, with board approval, staff may be able to make decisions on some aspects of design. It was questioned how the board intends to enforce the goal of maintaining a building's historical integrity. Design Planner Don McCarty said the rules do not mandate incorporating historical features when a building is rehabilitated. The guidelines encourage property owners to study their buildings' histories to appreciate previous uses. He said the guidelines include the words "should" and "encourage," not "shall" and "mandate." Mr. Shuford said the guidelines hope to encourage respect for the older buildings and character of downtown even though there is no continuity in building design. CLK CITY CLERK Beautification Committee - 2 appointments It was suggested the committee's size may be too large. It was recommended staff request the board consider reducing the committee's size before appointing additional members. Parks & Recreation Department Director Ream Wilson said the board meets on Wednesday. He will notify the City Commission on Thursday regarding the board's decision. Parks & Recreation Board a) Direction re Board’s recommendation to reduce number of members to 7 Mr. Wilson said the board has lacked candidates for membership. He said the board welcomed the opportunity to work with a seven member board. Consensus was to bring back an ordinance to reduce the number of members to 7. b) 2 appointments This item will be pulled from Thursday's agenda due to the downsizing of the board. It was noted advisory boards' scheduled meeting times may preclude citizens from serving. It was suggested the City Commission consider changing meeting times so more people, such as educators, can serve. It was suggested residency requirements also be reviewed. It was felt large business and property owners who do not live in the City but pay City taxes could provide important input to boards. It was noted these people may have vested interests that do reflect the needs of those who live in the City. It was stated the City Commission is not required to appoint board members if only one candidate is offered but can continue the item and direct staff to gather additional names. Reappoint Dick Evans to St. Petersburg/Clearwater Economic Development Council Information was requested regarding how long Mr. Evans has served. Legislative Update The City Clerk said the City's lobbyist, Jim Massie, is keeping tabs on the bill concerning pension legislation. The Florida League of Cities has recommended studying the proposal's impact before it is finalized. Funds for beach renourishment on Sand Key remain in the budget. Representative Moroni's bill outlawing clandestine videotaping is being added to the computer pornography bill. City Manager Verbal Reports Municipal Services building The City Manager reported the move into the new Municipal Services building has begun. The Ribbon Cutting ceremony has been tentatively scheduled for June 2, 1996. She requested a little forbearance from the public while staff becomes familiar with the new building and telephone system. Economic Development Symposium Consensus was to schedule the Economic Development Symposium for June 11, 1996, at 9:00 a.m. The meeting will not be taped by C-View. The meeting's location will be announced. Downtown Development Board Meeting Due to two Commissioners not being able to attend, consensus was to cancel a planned May 1, 1996, meeting with the DDB (Downtown Development Board). Commissioner Seel offered an outline of issues she felt need to be considered. She suggested an advisory Task Force, exempt from the residency requirement and lasting two to three months, may help coordinate the search. It was suggested long range goals and plans first need to be addressed. Opposition was expressed to a suggestion to add an Assistant City Manager position, especially one paying more than the City Manager's salary. It was suggested the City be careful in its pursuit of a candidate. It was felt seeking candidates from large cities such as Miami is not necessary. Concern was expressed a previous lack of cooperation between parties caused difficulties. This issue will be added to the May 13, 1996, CRA agenda. The City Manager suggested the City Commission meet with the DDB before filling the position. She suggested the position be at the Assistant City Manager level for the position's authority in the City and the respect it receives from other agencies. This position will work closely with the County. Consensus was to invite the DDB to the May 13, 1996 CRA meeting. Federal Action Strike Team The City Manager noted the Mayor is on the Florida League of Cities' Federal Action Strike Team. A request has been received requesting the City take a position regarding unfunded mandates for providing social services. Consensus was for the Mayor to take a position on the City's behalf. Other Commission Action Commissioner Johnson said he represented the City at a recent Suncoast meeting in St. Pete Beach. Commissioner Johnson referred to a letter from Bill Meany regarding a dangerous situation on North Jefferson between Drew Street and Cleveland that could result in an accident. Mr. Meany had recommended installing no parking signs on one side of the street. Commissioner Johnson referred to the Focus 2005 and said many staff members are visionaries. He had read the report and complimented staff for an excellent presentation. Deputy City Manager Kathy Rice said the groups will be addressing the Commission. Commissioner Seel referred to a memorandum from Police Chief Klein regarding proposed School Board student conduct code changes. It was suggested the City Commission not address this issue unless additional details are known. Commissioner Seel expressed concern expelling between 250 and 300 students may result in added incidents of crime. Commissioner Seel said she fully supports lobbyist registration but felt the current system is cumbersome and difficult. She recommended lobbyists register annually and suggested initiating a log-in system. It was suggested too many staff members are addressed by the legislation. The City Attorney suggested lobbyists could be given the opportunity to register after the fact. In answer to a question, she said Clearwater has the most cumulatively restrictive rules in the area. The issue will be addressed at the May 13, 1996 Work Session. Commissioner Hooper questioned if Mr. Frank's death affected the golf course lease. The City Attorney indicated she would check on this situation. Commissioner Hooper said he was impressed by a recent letter from a professional volleyball player who commended the Mayor for taking more than a casual interest in the recent tournament. Commissioner Hooper expressed concern regarding a letter noting the location of an undercover police office. Commissioner Hooper said he was pleased to receive a recent letter commending Central Permitting staff. Commissioner Clark questioned if staff attended the last START meeting regarding Red Tide. Commissioner Clark said he was glad to have received minutes of the recent PPC (Pinellas Planning Council). He recommended distributing minutes to City Commission members from meetings of the MPO, PPC, etc. when discussion addresses Clearwater concerns. Commissioner Clark expressed concern the Development Code Adjustment Board meets with only three members. It was noted this was because of the Chair's illness and a death in the family of the newest appointee. The Mayor expressed concern regarding variances being granted on Clearwater beach. She did not think because a structure "has always been there" is justification not to meet code. Mayor Garvey questioned if a Commissioner can attend the Mayor's Council meeting on May 1, 1996, in her place. Mayor Garvey questioned if Commission members were receiving more than one set of minutes from City boards. The City Clerk indicated the Commission is sent copies of all minutes marked "Not Approved," at the time they are distributed to board members. If a substantial error is found, a corrected page will be sent to Commission members. A second full set should not be sent. Mayor Garvey reported she has appointed Carol Warren as her representative on the Fiscal Review Committee. Mayor Garvey questioned when a meeting is scheduled to address parking issues at the Harborview Center. Ms. Rice hoped the issues had been solved. Discussion of Fiscal Year 1996/97 Budget The City Manager said the City's current goals are Public Safety, Economic Development, and Tourism. All departments have formalized goals to support the City's three main goals. She suggested continuing the current goals. She reported Tourism Director Jean Sherry took a road show to visit VSI's (Visitor Services, Inc.) offices and is working with both Chambers of Commerce and the CVB (Convention & Visitors Bureau). The CVB's relocation plans were questioned. It was requested staff look into these plans. It was noted Ms. Sherry recently hosted a 30-minute show for C-View TV on the dynamics of tourism. The City Manager felt this is an excellent use of C-View TV. The show educated residents regarding the importance of tourism. Commissioner Johnson agreed tourism is a top priority. The City Manager reported to address Public Safety, the Fire Department is giving away smoke detectors and will install them. General Services has established a Good Neighbor program and phone in reports from their vehicles that travel throughout the City. She said Public Safety also is addressed through Youth programs, an unsafe structure program, and Community Policing. Economic Development has initiated a neighborhood partnership program, design guidelines, etc. She questioned if the City Commission wants to add or establish priorities such as assisting neighborhoods and encouraging user friendliness which alone has enormous implications. The Mayor noted the City has received few service complaints during the past several years. Commissioner Hooper suggested the City Commission delegate more responsibility to the Central Permitting Director to help Clearwater become a more user friendly City. The City Manager said if the Commission agrees to make the City more user friendly, the budget will reflect that concern. She said communication issues are beginning to be resolved. Commissioner Clark agreed the current top goals are most important. He expressed a willingness to loosen the reins to allow streamlining. Commissioner Johnson said he was willing to delegate more responsibility. The Mayor recommended revising some ordinances that may cause more problems than they solve. The City Manager said staff will bring forward a proposed budget that challenges staff to address the three goals of Public Safety, Economic Development, and Tourism, adding streamlining, user friendly, and communication as priorities. Staff's goal is to present a balanced budget with options. Commissioner Seel hoped streamlining will save the City money in the long run. Commissioner Clark recommended the Utility Department and all City departments work to be more user friendly. The City Manager noted these goals will result in the City changing its hiring goals to attract employees who are team players with a diversity of skills and service attitudes. Adjourn The meeting adjourned at 12:34 p.m.