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11/18/1996 CITY COMMISSION WORK SESSION CITY OF CLEARWATER November 18, 1996 Present: Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner - arrived 9:03 a.m. Elizabeth M. Deptula City Manager Kathy S. Rice Deputy City Manager Bob Keller Assistant 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 Nine service awards were presented to City employees. James M. Lewin, Sr., Clearwater Gas System, was presented the November 1996 Employee of the Month award. FN FINANCE Pension Plan Investment Philosophy Bill Badger, of Callan Associates, said no investment is riskless. He said Pension investments have done well during the current "bull market" and should provide a reasonable rate of return over the long term. As of September 30, 1996, the fund was valued at $294-million. The Investment Committee consists of: 1) Betty Deptula, City Manager; 2) Margie Simmons, Finance Director; 3) John Scott, Assistant Finance Director; 4) Jay Ravins, Finance Controller; 5) Leo Schrader, Risk Manager; and 6) Steve Moskun, Cash & Investments Manager. The Investment Committee makes day to day decisions and recommends actions to the Board of Trustees on a quarterly basis. The Pension Fund's asset allocation is: 1) 57% domestic equity; 2) 30% fixed income; 3) 8% GICs (Guaranteed Investment Contracts); and 4) 5% cash. He noted other governments have more diverse assets. The City recently reduced its equity exposure which is divided among Investment Managers: 1) Aeltus Investment Management - Hartford, CT - Large Cap Growth Manager - hired June 1982 - $60.8-million; 2) Ark Asset Management - New York City - Large Cap Value Manager - hired October 1996 - $0; 3) Denver Investment Advisors - Denver, CO - Mid Cap Manager - hired June 1982 - $64.5-million; and 4) Hanson Investment Management - San Francisco - hired December 1990 - $46.6-million. Fixed Income is divided among Investment Managers: 1) Eickhoff, Pieper & Willoughby - New York City - Core Fixed Income Manager - hired December 1991 - $59.5-million; 2) Shields/Alliance Asset Management - Tampa - Fixed Income & GIC Manager - hired 1982 - $59.5-million; and 3) City of Clearwater pooled cash - $3-million. Using a range of managers allows a predictable rate of return. Characteristics of the fund's investment advisors: 1) Callan Associates, Inc. - performance measurement, investment manager search, and education - $325-billion of assets for 275 public, corporate, endowment, foundation, and union clients and 2) Eickhoff, Pieper & Willoughby - investment manager and general consultant. The Pension Fund's annualized performance is doing well and was ranked first in the universe of public funds during third quarter 1996. Since December 1987, the fund ranks nine out of one-hundred. Mr. Badger reviewed current restrictions on Pension Fund investments: 1) maximum equity allocation at book value is 50%; 2) fixed income issues restricted to AA or better; and 3) no more than 3% of Pension fund assets may be invested in common stock of any one issuing company. He recommended changes: 1) increase maximum equity allocation to 65% because staff often must carry out the expensive task of rebalancing as the equity market increases faster than the fixed-income market. Higher returns are available with lower required contributions; 2) restrict fixed income issues to Investment Grade to conform to the industry standard; and 3) increase the maximum company allocation to 5% in any one company to conform to the industry standard. A 3% level is difficult to measure. In response to a question, Mr. Badger said the $2.7-million difference in the cash equivalent was due to reducing money in the fixed income sector before September 30, 1996, to reduce equity exposure. He said Aeltus does well and the City has contracted with them for a long time. The City Manager said changing restrictions contained in the Ordinance may require referendum approval. The City Attorney said staff will research the flexibility of the Ordinance. Deputy City Manager Kathy Rice said changes should allow flexibility without requiring future ordinance changes. The fund currently has no real estate investments. Mr. Badger agreed foreign investments may be prudent. In response to a question, he said the fund is well positioned when compared to actuarial assumptions. In response to a question, Mr. Badger said based on the past year, reducing credit rating requirements to Industrial Grade (BB) from AA would have resulted in a 1% increase in fixed income. He said risk equals reward. To handle fixed income investments, the City has contracted well-regarded firms that know what they are doing. None of the fund's investments is for other municipalities. In response to a question, Ms. Rice said the fund is well positioned. If the Pension program stopped today, the fund has enough assets to cover 40 years. In response to a question, John Willoughby, of Eickhoff, Pieper & Willoughby, said the fund's investment philosophy has changed over the years. Equity exposure has been increased. Different managers have handled the investments. No dramatic shifts have occurred since 1982. The markets have experienced good returns since 1987. The City Manager reported the Investment Committee had recommended the Commission approve the changes proposed by Mr. Badger. If a referendum is necessary, the changes should address future investment needs. Consensus was for staff to review steps necessary to change the investment policy. The City Manager said a great deal of public input will be solicited. It was felt the City should not abandon a conservative investment strategy. The City Manager said staff recommends flexibility to allow timely reactions when needed. Public Hearing - Res. #96-71 - authorizing placement of liens on properties for unpaid utility bills All subject utility accounts are delinquent for more than $100 and more than 90 days. Utility Customer Service has notified all subject owners of their indebtedness. The City Clerk Department has notified all subject owners pursuant to Chapter 32, Section 32.072 of City Code. The Finance Director and Utility Customer Service Manager recommend filing of liens. In response to a question, Assistant Director of Finance/Utility Customer Service John Scott said the Clearwater Jaycees hold meetings in their Sunset Point Road building. The utility account is delinquent and water service to this property has been disconnected. In response to a question, Mr. Scott said Utility Customer Service can provide customers a list of social service agencies that provide financial assistance. The "We Care" fund operates through the City's utility system. GS GENERAL SERVICES Purchase of fuel from Voyager Fleet Systems, Inc., Houston, TX, for the period 12/01/96-11/30/97, with 1 year option to renew, at an estimated annual $500,000 The City currently purchases fuel though Wright Express, which did not respond to this year's bid solicitation. The City's solicitation to outsource City fuel requirements attracted bids from 3 vendors. Voyager Fleet Systems' bid provides 38 service locations in Clearwater and 224 locations in the Tampa Bay area. Voyager Fleet System's bid is based upon the posted per gallon price with no additional service charges.. Acting General Services Director Fred Belzel said this contract is less expensive than the current one. The City will pay pump price with no surcharge. Staff will download tapes supplied by Voyager to City computers to track billing, individual usage, etc. City fuel farms mainly dispense diesel fuel and are convenient only for emergency operations and for City cars operating nearby. In response to a question, Mr. Belzel said it is more economical to outsource this need as commuting to City fuel facilities wastes time and energy. Contract for replacement of air-conditioning equipment at City Hall to Superior Mechanical Systems, Inc., Clearwater, FL, for $204,900 In October 1996, bids were solicited to replace the air-conditioning equipment and associated electrical, piping, and duct connections to provide an operating HVAC system at City Hall. Installation will include a 100-ton dual-circuit chiller, 2 air handling units, 2 circulating pumps, an electrical load center, and all components and controls required to operate the new equipment. Installation will not include changes to the duct system or controls in any portion of the building except the penthouse. The new equipment is intended to provide a 3 to 5 year fix of the existing system. If the Commission decides to extend the building's life beyond 3 to 5 years and a new air distribution and control system is designed and installed, the new air handlers may require modification. According to Engineer James Jerkins' November 14, 1996, memorandum, the low bidder, Inter-Bay Services, Inc., had indicated they cannot obtain the equipment specified in their bid within the required time frame. They could not meet their $171,810 bid if they substituted equipment. Staff contacted the next low bidder, Superior Mechanical System, which indicated they can meet the scope of the original specifications but will substitute Trane equipment for the Carrier equipment they bid. Staff recommends the City Commission approve Superior Mechanical Systems' bid of $204,900. The City Manager said equipment must be ordered soon. Mr. Belzel said Carrier and Trane equipment meet City specifications. Inter-Bay Services could not obtain the equipment they had specified in their bid until March 1997. Building & Maintenance Superintendent Jim Wood said Inter-Bay Services had estimated equipment substitutions would cost about $31,000, but refused to sign a contract stating they would meet the time frame, at the higher rate. In response to a question, Acting City Manager Bill Baird said the total cost of the City Hall project has not been determined. The City Hall air-conditioning system is failing and temporary repairs are difficult. Replacement requires substantial lead time to order equipment and schedule a crane. He estimated the City Hall project will cost $600,000. Concern was expressed that other City construction projects should be completed before proceeding with this project. The City Manager said staff will request Owner's Representatives for the other projects. The vital need for City Hall air-conditioning was noted. The City Manager said she would recommend hiring Owner's Representatives even if the City Hall project was not necessary. IM INFORMATION MANAGEMENT Technology Day Update The first Technology Day occurred in April 1995. Assistant Director of Information Management Laura Crook said all projects are within budget: 1) PeopleSoft 3-year phase-in schedule; 2) Enterprise Network complete in Municipal Services Building; 3) Tidemark being implemented in Central Permitting; 4) Utilities Department AXP computer and laser printers installed; 5) information kiosk operational at Clearwater Mall (3 more planned); and 6) fiber optics between City Hall and Municipal Services Building installed. Ms. Crook reviewed the benefits of the new technology, network, and Microsoft Suite software. All Municipal Services Building computers can access financial system spreadsheets to streamline budget documentation. An average of 886 E-Mail messages is sent daily. The Internet provides access to State contracts, technical forms, the Code of Ordinances, and permits communication without long distance telephone expenses. Proposed projects include a City Hall Network, fiber optic connections, a utility bill inserter, a General Services System, Centralized Record Imaging, and Enterprise Network Phase II. An outsourcing study of utility billing is being completed. The General Services System and Centralized Record Imaging may be postponed. Information Management Director Jeff Harper said new technologies have permitted realignment of the City's work force. Fourteen clerical positions were eliminated and 14 mission oriented positions were created. IS (Information Services) positions have decreased from 20.8 FTE, serving 80 computer users in 1987, to the current 14 FTE who serve more than 700 users, 5 operating systems, and 5 databases. In FY (fiscal year) 1997/98, IS will request 2 additional networking positions for new projects. Mr. Harper said vendors upgrade software at least once a year, and after several upgrades, no longer support the older software. New software often does not function on older computers. Periodic software and hardware upgrades are required. He reviewed options: 1) establish a replacement fund; 2) establish a Capital improvement project; or 3) freeze technology at current level, allowing no upgrades. It was noted the last option would result in major expenses when equipment is finally upgraded. Graphics Communications Manager Barbara Metzger said purchase of a color copier with interface and a graphic production system is proposed for FY 1996/97. The interface would reduce paper use while providing high quality output. The graphics production system would be integrated. She recommended replacing the current system which has limited memory, etc., with a stand alone Macintosh operating system linked to the copier that will be connected to the Enterprise Network. Staff will be able to respond quickly to demands, controlling turn around times and in-house costs. Staff will work hand in hand with the City's advertising agency. She reported a study indicated outsourcing color copies would have cost an additional $15,000 last year. Telecommunications Supervisor Kelly Legg said the PBX and telephones for the Municipal Services Building, Police Department Headquarters, and City Hall have been purchased. The remaining "tan" telephones are obsolete, difficult to repair, and will be replaced. The system's automated attendants and 24 hour a day voice mail reduce staff requirements to answer telephones. She said having a full-time telecommunications manager saved the City $221,000 in GTE charges. In the next fiscal year, she estimated 589 telephones will be added to the system including City Hall, Police Headquarters, and outlying buildings. She said another position is needed to manage City telephones. Jeff Harper reviewed the City's investment in C-View TV. Programming capability has been increased and a newly installed satellite receiver can pick up training programs. He said the new Municipal Services Building facilities and studios are convenient and reduce production time. A City Talk show has been added to the schedule and new shows regarding the Fire Department and Information Management are planned. The automatic playback system contacts staff at home when problems occur. Future plans include close captioning and upgrading equipment in Commission Chambers using Time Warner and GTE grants. Concern was expressed that C-View hurricane warnings should alert non-English speaking persons. Mr. Harper said C-View broadcasts the County's station during emergencies. He suggested foreign language messages could be aired on C-View's Bulletin Board before switching to the County. Police Chief Sid Klein said much of the technology presented at the Spring 1995 Technology Day will be implemented soon. In the past two years, the Police Department has installed a new Police Computer System, enhanced the 800 MHz Radio System, and began work on the GIS (Geographic Information System) with Pinellas County. Future expenses include approximately $84,000 for annual GIS maintenance and staffing during years 2 and 3, installation of a fiber optic link to the radio tower site, and computer replacements and upgrades. Deputy Police Chief Dewey Williams said new Police Department technology includes Computer Aided Dispatch, records management, mobile computers, office automation, automated parking tickets, and AVL (automatic vehicle locators). Training for the new Communications Center system in the Police Headquarters building is in process. The system will be operational when the department relocates to the building. The new Records Management program will be operational in mid-1997. The mobile computers have been delivered and are being installed. He said field reporting software is late and will be on-line in January. The enterprise network will be operational in the new headquarters. Parking ticket information will be automatically transmitted to the County, thereby increasing City revenue. The AVL system will be implemented later. The maintenance agreement for Police Department computer equipment is a fixed annual rate of $292,232 for 5 years. Deputy Police Chief Williams said upgrades to the 800 MHz system include replacing obsolete hardware with new console equipment. He reviewed the City's Interlocal agreement with the County regarding the GIS and the grants that funded implementing City data entry into the GIS. GIS information will be used to analyze criminal activities. The Deputy Police Chief said the new technology has improved the use of personnel, allows a more efficient response to police calls, reduces dependence on paper reports, eliminates duplicate data entry and storage, allows for faster information sharing, issues automated tickets with increased per ticket revenue, increases the efficiency of Police Officers in the field, provides improved follow-up to criminal cases, and has resulted in improved customer service. The system is designed to grow with the City. Library Director Arlita Hallam said technology used at the Library includes the Galaxy System, Internet access, a homepage, on-line databases, etc. A frame relay now connects the Main Library, Library branches, and Municipal Services Building to the Internet. Upgrading the server has increased response time. She said the FY (fiscal year) 1995/96 goal to provide Internet services to businesses has been met. The library offers Internet training. The City's home page, established on the world wide web in October 1996, was accessed 22,000 times during its first month. City applications are available on the Internet. Available on-line databases include the General Periodical Index, the Health Reference Center, First Search, and public information from Internet resources. She noted computer based reference sources are increasing. Future plans include increased public access to terminals, additional databases, added dial-up lines, connecting all City departments, and improving telecommunications methods. Use of the Internet has cut the Library's monthly telephone bills by one-third. Acting General Services Director Fred Belzel distributed three types of radios while reviewing the City's radio system. Most City radios connect with the trunk system which permits communication via any channel. Radios are either portable or mounted in vehicles. Portable models are not as efficient as those mounted in vehicles. Mr. Belzel said most City radios are more than 7 years old and are no longer manufactured. Replacing all City radios would cost approximately $1.3-million. He recommended replacing radios more than 7 years old, during the next 3 years. The Police Department utilizes about half the City's radios. It was recommended staff establish a repair and replacement fund for radios. Mr. Belzel said upgrades to Fleet and Building and Maintenance computers will be delayed until the Spring due to staff shortages and the need for technology upgrades. Signal Engineer Don Andrus reviewed the history of the City's traffic signal control system. A County-wide system became operational in 1992. The traffic signal control computer recently was moved to the Municipal Services Building. The change-over took less than five hours. Consulting firms plan to retime most County intersections. Providing data for this County-wide project requires less than one staff person per day. A modem connection with FDOT (Florida Department of Transportation) for traffic counts is being arranged. The City is in the forefront of technology. The County continues to look for newer traffic signal control software as population growth continues. Mr. Harper noted Clearwater is a big City that requires technology to run it. A Technology Day for residents was suggested. The City Manager invited the media to tour the City's technology. She noted the City Commission must decide how future upgrades will be funded. PD POLICE Agreement with Clearwater Housing Authority to provide police services and a computer learning lab with part-time tutor to Homer Villas, for 24 months, in exchange for $186,237 in federal grant funding and an additional $20,000 provided by CHA; approve related city expenditures of $44,957 The Police Department has worked closely with the CHA (Clearwater Housing Authority) to obtain funding through HUD's (U.S. Department of Housing and Urban Development) Public and Indian Housing Drug Elimination Program. CHA was awarded a $186,237 grant to contract with the Clearwater Police Department to provide police services and a computer learning lab with a part-time tutor for 24 months. This grant will fund $15,247 worth of hardware and software for the computer learning lab with 2 work stations and $26,000 to staff the lab with a part-time tutor. The grant also provides $134,340 for salaries and fringe benefits for 2 police positions plus $10,350 for 2 laptop computers and a fax machine for the community policing substation. The CHA will provide space for the computer learning lab at the Homer Villas Apartments plus $20,000 to offset a portion of additional costs the City will incur with the two police positions. In response to a question, Chief Klein said all Clearwater citizens will be able to use the computer lab. He said staff is trying to tie this program with the School system. Concern was expressed regarding the training program after grant funds expire. PR PARKS AND RECREATION Contract for construction of new Sand Key Park to T.A. Cummings Construction, Tarpon Springs, FL, for $198,198 The City purchased the subject property at 1551 Gulf Boulevard in December 1992, for a small neighborhood park and to provide parking facilities necessary to support beach renourishment. PBS&J (Post, Buckley, Schuh & Jernigan) was hired to develop the site plan, construction drawings, and to obtain the necessary permits for the project. The proposed contract includes construction of 2 tennis courts, a pedestrian walking trail, parking facilities, drainage improvements, and other park amenities. The City also will install playground apparatus and security lights. Parks & Recreation Director Ream Wilson said visitors to the 3½ acre park will be able to access the beach via an easement. The Parks & Recreation Board will recommend a park name at their next meeting. The Sand Key Civic Association had submitted their suggestion, "Bay Park at Sand Key." In response to a question, Mr. Wilson said he will check with the County regarding planting sea oats following the renourishment. PW PUBLIC WORKS Well Field Consultant Report CDM (Camp Dresser and McKee, Inc.) and SDI Environmental Services, Inc. have assisted the City in evaluating its well-field operations and in complying with terms and conditions of its Water Use Permit issued by SWFWMD (Southwest Florida Water Management District) on July 25, 1996. The permit imposed specific restrictions on water from City-owned wells, including limiting chloride concentrations. Since the 1920s, the City has constructed 66 wells; 17 wells are used for water supply and 7 are inactive. The balance of wells was abandoned. The City used its wells to meet residential water needs until the demand exceeded well capabilities. City wells currently meet 25% of total City needs. The City purchases most of the water it distributes from Pinellas County Utilities. Due to increased chlorides in City well water, the Water Use Permit requires preparation of a Well-field Management Plan to identify the most practical methods of well-field operation for a long-term water supply. In response to permit conditions, the City hired CDM and SDI to assist in well-field rehabilitation and evaluation. The Well-field Management Plan responds to the salient permit requirements and provides a basis for permit renegotiation and renewal in 1999. In 1990, plans for well-field rehabilitation and evaluation had an anticipated budget of $1.5-million. To date, approximately $1-million in costs have been incurred. The Well-field Management Plan presents two alternatives: 1) Alternative 1 anticipates continuing well-field operations provide water with treatment limited to disinfection. Operations would continue until new drinking water regulations increase the cost for the local water supply, or chloride concentrations increase to levels that warrant well abandonment. This alternative is estimated to cost $240,000 and provide for the use of local water supply wells for 5 to 10 years; and 2) Alternative 2 expands well-field operations to provide a water supply of approximately 6 mgd (million gallons per day). As new drinking water regulations or chloride concentrations require more extensive treatment, new treatment facilities would be constructed to sustain the 6 mgd rate of local supply. Increasing the rate of local supply would cost approximately $1.8-million. Treatment facilities are expected to cost approximately $10.8-million CDM and SDI recommend implementing Alternative 2. Staff feels it would be more appropriate for Pinellas County Utilities to implement Alternative 2. SWFWMD and Pinellas County Utilities have reviewed the Well-field Management Plan and consider it a reasonable plan for permitting and implementation. If accepted by the City Commission, staff, CDM, and SDI will continue negotiations with SWFWMD and Pinellas County Utilities to implement Alternative 2. Public Works Director Gardner Smith said due to a SWFWMD permit requirement, the City began development of a Well-field Management Plan in 1988. The City currently uses 14.5 mgd and produces 3 mgd. He said Pinellas County has done an excellent job managing local water use. He said staff, CDM, and SDI will discuss the alternatives with Pinellas County and come back to the City Commission in February 1997. Tom Burke, of CDM, said the well-field permits need to be renewed in 1999. The City's well-fields were developed as City's needs increased. Only 24 wells are of practical use today. Little space exists for new well construction. The City can increase the amount of water it purchases from Pinellas County or conserve. He said Clearwater has been fairly good at managing local water use. While the net demand has been reduced, however, available water supplies also have been reduced. Data now suggests the confining layer separating high chloride water from production areas does not provide an adequate barrier. Chloride levels increase as production increases. He said there is no practical way to identify an operation rate that stabilizes chlorides without all wells becoming somewhat brackish. Mr. Burke said Alternative 1 costs $250,000 and would gradually phase out well-field operations as chloride concentrations become unsuitable. Alternative 2 would continue well-field operations and reduce chloride levels but required treatment facilities would cost $10.8-million. SWFWMD has been apprised of these alternatives. The City could turn over its water distribution operation to the County and purchase all future water supplies from them. Pinellas County has indicated a willingness to negotiate a take-over of the City's water system. The City must calculate its water needs before negotiations proceed. He said Alternative 2 would make use of local available water as long as the County accepts future ownership. The City Manager stated potable water is a regional issue. The City is in a planning mode and no decision regarding this issue is imminent. All alternatives will result in increased water rates. In response to a question, Water Superintendent Tom Hackett said piping reclaimed water to Island Estates is anticipated to save 0.5 mgd. An ordinance outlawing automatic sprinklers from watering streets was suggested. Mr. Burke said two years ago, City water cost $1.10 per 1,000 gallons while County water cost $1.30 per 1,000 gallons. County rates and City costs have increased since then. The Federal Safe Drinking Water Act requires more expensive water treatment methods. He said cost benefits will be addressed during negotiations. The County is moving to increase their treatment facilities. Mr. Burke said Dunedin plans to meet their long term potable water needs by their capital investment in a reverse osmosis system that uses Dunedin's brackish water supply. The City would require 3 treatment facilities while Dunedin receives all its water from one facility. Mr. Burke said no U.S. city uses reclaimed water pipe-to-pipe as a potable water supply. Wastewater, in some areas, is dumped into large reservoirs to lose its identity. A Tampa program plans to use a river as a means for their wastewater to lose its identity. Mr. Burke said regulatory constraints and public education are needed before people will be comfortable with a potable water supply emanating directly from reclaimed water. The City produces approximately 2 mgd of reclaimed water. Using the total supply of reclaimed water would reduce demand on the aquifer and peak pumping demands on the well-fields. The Commission recessed from 12:54 to 1:17 p.m. EN ENGINEERING Approve preparation of engineering plans to remove the Clearwater Beach Elevated Water Storage Tank from Mandalay Park In 1952, the City constructed the Clearwater beach elevated water storage tank, a steel structure originally coated with traditional red lead primer applied directly to the structure. Coats of paint applied during periodic maintenance have built up a considerable thickness. The paint's thickness and use of red lead primer present significant future maintenance problems. As paint layers lack bond strength necessary to hold the weight of additional paint, new paint would peel off shortly. Lead based paint is expensive and difficult to remove and is subject to strict air quality, hazardous material collection, and disposal requirements. Removing the entire tank was investigated. McKim & Creed Inc., prepared a study for the City using Hardy/Cross hydraulic computer modeling to evaluate the operational characteristics of the City's water distribution system and evaluate the usefulness of elevated storage tanks. The study determined the beach tank can be removed while maintaining adequate fire protection on the beach. The analysis was field tested this summer by isolating the beach tank from the distribution system and when the City's utility contractor used a large volume of water to install the sanitary force main beneath Clearwater Harbor. This high volume water use closely approximated a typical fire flow rate. The result of analysis and field testing is that the beach tank can be removed from service. Removing the beach tank will benefit the City: 1) removal is less expensive than repainting; 2) future maintenance costs will be avoided; 3) beach skyline appearance will be improved; and 4) a small portion of Mandalay Park, West of the fire station, will be available for alternate uses. If the Commission approves removal, engineering services will develop removal contract specifications in conformance with regulatory requirements. A removal contract will be presented to the Commission. It was felt the beach tank could be used for a sign. It was suggested the beach pool could be located there as the Clearwater Beach Recreation Center site is confining. The City Manager said the subject portion of Mandalay Park is small. It was noted beach front pools are expensive to maintain. The City Manager stated staff is considering if the fire station should remain in its current beach front location. The lead paint must be removed whether or not the beach tank remains. Declare surplus to City needs a parcel lying in the NW¼ of Sec. 7-29-16, being a portion of The Long Center lease premises, 1501 N. Belcher Rd., and approve grant of nonexclusive drainage easement to the Salvation Army, a Georgia Corporation, being joined in the easement grant by The Center Foundation, Inc., f/k/a Clearwater Youth Recreation Center, Inc., and The Pinellas Community Center, Inc., d/b/a The Long Center The Salvation Army ("grantee"), located on property adjoining the northerly boundary of the Long Center, has submitted a preliminary site plan to construct a 3,120 square-foot classroom addition. Approval requires construction of additional stormwater retention capacity. The Long Center operates under terms of a land lease from the City that runs through April 19, 2006. Lease provisions provide for extension of the lease term to not later than April 19, 2086, if approved by the electorate. The existing Salvation Army retention pond abuts a small area of the Long Center property North of Alligator Creek, which naturally separates the two properties. The small, unimproved "peninsula" is proposed for the 11,744.9 square-foot easement grant that would provide additional retention requirements for the Salvation Army project. Significant covenants of the easement grant include: 1) all drainage improvements to the easement premises shall be made and maintained at Grantee expense in compliance with permit requirements of the City and SWFWMD (Southwest Florida Water Management District); 2) all excess treatment storage volume and attenuation credit banking is reserved by the City as Grantor; 3) the Long Center and Center Foundation, Inc., its operational entity, will join the City in this easement grant; 4) the grantee covenants to hold harmless and indemnify the granting parties from all claims and liability associated with drainage improvements to be constructed, as well as their future operation, maintenance, repair, and replacement; and 5) the City reserves the right, at its sole discretion, to terminate the easement, whereupon the Grantee shall restore the easement premises to its condition as of the date of the grant. In response to a question, the City Manager said the permitting process will address if the Salvation Army has adequate parking for the addition. Staff will provide the City Commission with a preliminary site plan. It was questioned how planned improvements at the Long Center will affect their future retention needs. Mr. Miller said the easement addressed in this item is remote from any Long Center needs. Staff will confirm the Long Center is aware of this plan and does not dispute it. Staff will report on Salvation Army plans should the City terminate the proposed easement. Contract to resurface Pier 60 parking lot to Golden Triangle Asphalt Paving Company, for an amount not to exceed $35,000 The new Pier 60 Park is scheduled to open on November 24, 1996. Since completion of the park, the City has received many complaints regarding the Pier 60 parking lot's condition. The lot will include handicap parking required for the new park. Restriping will result in a loss of 14 parking spaces due to adding handicap spaces and the new concession stand's location. Staff feels improving the lot's aesthetics before the tourist season is in the City's best interest. Traditionally November and December are "slow" beach months as compared to the influx of tourists after January 1. Pinellas County and Golden Triangle Asphalt Paving Company have agreed to allow the City to "piggy-back" the Pinellas County 1996 Annual resurfacing Contract #95025 awarded to Golden Triangle Asphalt Paving Company to expedite resurfacing the Pier 60 parking lot. Going to bid would delay work until after the Spring holiday. Golden Triangle has bid $35/ton for resurfacing. The City's previous contract with Golden Triangle was $32.35/ton for a large contract completed on August 21, 1996. The Engineering Department estimates the project will not exceed $35,000. It was noted the Kimley-Horn study listed ways to increase beach parking by restriping beach parking lots. Concern was expressed this proposal decreases the number of parking spaces. Staff will review the Kimley-Horn study. Proposed Erosion Control Line on Sand Key Prior to the beach renourishment project on Sand Key, an ECL (Erosion Control Line) must be established to separate upland ownership from State Sovereign land. Pinellas County, Department of Public Works, hired Seminole Engineering, Inc., to survey and establish the existing MHW (mean high water) line along Sand Key's gulf side. The existing MHW line as located on November 22, 1995, is being used to establish the proposed ECL. On June 11, 1996, two public meetings were held: 1) a State Hearing Officer held a public hearing required by State Statutes prior to the beach renourishment project and 2) Jim Terry, of Pinellas County Public Works Department, held an information meeting. No objections were made at the public hearing. Basic questions at the information meeting included where, how soon, how wide, etc. A proposed plat entitled "Mean High Water Line Survey and Proposed Erosion Control Line Sand Key Phase IV," has been prepared and needs to be approved by the affected communities. The city of Belleair Beach approved the plat in October 1996. After final State approval, Pinellas County will record the plat in the "Bulkhead Line and Erosion Control Line Plat Book." Engineering has reviewed the surveyed ECL and concurs with its location. Mr. Miller reported Jim Terry, with Pinellas County, will address the Commission regarding this issue at the December 2, 1996, Work Session. A comparison of the current and proposed ECLs will be presented. The location of the new ECL will affect future beach construction. CP CENTRAL PERMITTING Public Hearing & First Reading Ords. #6103-96 & #6104-96 - Annexation & RS-8 Zoning for property located at 3081 Cleveland St., Sec. 16-29-16 M&B 22.32 & 22.37 The City has requested annexation and proposed zoning of Single-Family Residential "Eight" for 3081 Cleveland Street to utilize these vacant properties for a detention pond project along Cleveland Street. On November 5, 1996, the Planning & Zoning Board unanimously endorsed the request. The City Manager said this item addresses retention needs related to the project to widen and pave this section of Cleveland Street. Staff will report why this City-owned property was not annexed previously and if these expenses were included in the project's cost. CM ADMINISTRATION Lobbyist Ordinance - Discussion The City Manager expressed concern regarding the impact of the current Lobbyist Ordinance on the Deputy and Assistant City Managers, especially as related to Economic Development. Assistant City Manager Bob Keller said he has encountered problems related to the current ordinance which makes some people uncomfortable, especially in early stages of negotiation when a degree of confidentiality is required. The City Manager suggested the City Manager and City Attorney be the only staff members covered by the ordinance. She agreed Mr. Keller has been constrained and obligated to operate at a disadvantage. In response to a question, the City Attorney said the ordinance also covers the Commission, regulatory boards, and consultants. Consensus was to remove all references to staff from the ordinance and maintain coverage for the Commission, regulatory boards, and consultants. Award Harborview Center electronic marquee to A.D. Systems, Ft. Myers, Florida, for $55,000 On June 20, 1996, the Commission approved $55,000 for an electronic marquee for the Harborview Center. Staff worked with manufacturers on the design concept. After the DRB (Design Review Board) approved the project, it went out to bid. To keep the bid within budget, the equipment warranty was removed from the specifications and AD Systems amended their price. The agreement includes all original specifications except for the one-year warranty. Installing the equipment and training required by the specifications are not changed. The maintenance agreement covers: 1) top identification sign, all fluorescent lamps, ballast, sockets, wiring, and photocell; 2) computer controller, computer base unit, keyboard, monitor, all cards installed in the computer, and sign interface; and 3) electronic message center, all xenon lamps, transformers, wiring, electronic drivers, vertical shift cards, line receivers, filters, lens, reflectors, and louvers. Harborview Center will enter into a one-year maintenance agreement with AD Systems for $500 per month. Operating savings in the FY (Fiscal Year) 1996/97 budget for Harborview Center Operations will fund 11 months of maintenance, and the FY 1997/98 Harborview Center Operating budget will fund one month of maintenance. GFS (Globe Facility Services, Inc.) General Manager Barry Strafacci said the matrix is the same as the one installed at Legends Field. He said AD Systems manufactures most sports facility signs in Florida. The sign will take 4 to 6 weeks to build. It was noted AD Systems had backed $8,200 out of the bid in lieu of the warranty. Harborview will pay the service agreement monthly. Mr. Strafacci said a budget amendment may be needed if adequate operating savings are not realized. City Manager Verbal Reports Discussion of recommendation to hire an "Owners Representative" to assist in completion of the Municipal Services Complex In her November 15, 1996, memorandum, the City Manager noted Commission concerns regarding the burden added to General Services staff and Acting Assistant City Manager Bill Baird by his role overseeing building projects. Mr. Baird and she had discussed the need to seek outside assistance to complete the Municipal Services Building, Police Headquarters, and parking garage. This assistance, known as an "Owner's Representative," would review and analyze documents, audit costs, determine secondary costs, develop punch-lists for the City, and coordinate the projects' close-out. Services for the parking garage would be more extensive and include more specific monitoring of progress on the job. Firms that provide these services have developed their expertise over years and involvement in numerous projects. This review and oversight will assist staff in completing these projects in cooperation with Dean Rowe and Creative Beers. The City Manager expressed concern staff is stretched by all the projects currently underway. She said a Certificate of Occupancy for the Municipal Services Building should be issued by late November. The Police Headquarters is not finished. She recently interviewed three firms which Pinellas County staff had short-listed during their efforts to hire an Owner's Representative for a major County project and a fourth firm which had forwarded a resume on their own volition. She indicated a preference for a company currently working in Pinellas County. Acting Assistant City Manager Bill Baird said the last Harborview Center presentation represented the highest level of expertise staff is capable of performing. He said an Owner's Representative would provide the City with a higher level of comfort and confidence. He expressed concern project schedules keep sliding, making it difficult for staff to firm dates and monitor progress. Staff has not begun work on the Facilities Management Program that will review City contracts, organize procedures, etc. The City Manager said an Owner's Representative will charge approximately $60,000 to close out the Municipal Services Building and Police Headquarters and $40,000 to monitor construction of the Parking Garage. She said staff needs this assistance. The funding source would be savings on bond interest. This oversight will increase the project's cost. The Owner's Representative will be responsible for comparing invoices with products received, including the number of chairs, for example. It was noted the Owner's Representative will duplicate some of the contractor and architect's tasks. The City Attorney will review that contract. She noted Rowe Architect's fees had been "blended." In response to a question, the City Manager estimated an Owner's Representative would have charged approximately $1-million to monitor the Municipal Services Complex project from its conception. The County recently hired an Owner's Representative part way through a major construction project. It was suggested the City issue a new contract for construction of the Parking Garage. The City Manager said the current construction team already has ordered and prefabricated many items for that project. She recommended continuing with the same team so accountability can be identified later. Mr. Baird said permits to construct the Parking Garage have not been issued. Consensus was for staff to prepare an agenda item regarding this issue for Thursday. Commissioner Seel reported she will be absent Thursday. She felt an Owner's Representative will provide value for the service and may generate a cost savings. She asked to review background information regarding the owner representative so she could forward concerns prior to the meeting. She expressed concern the proposed $135 per hour rate is high. The City Manager said that represents an average of the range of rates. Broadcast of Work Sessions while City Hall is closed The City Manager said while City Hall is closed for repairs for several months beginning sometime in January 1997, City Commission Work Sessions will be held throughout the City. A Time Warner truck that can broadcast Work Sessions live cost $2,000 per day. It was suggested that C-View staff tape Work Sessions for later broadcast. The City Manager said the tape's quality will be lower than current standards. Consensus was for C-View staff to tape Work Sessions for later broadcast during the time the Commission cannot meet at City Hall due to repairs. Other Commission Action Commissioner Clark recommended staff remove the CRA (Community Redevelopment Agency) sign now that the agency no longer occupies the Cleveland Street offices. Commissioner Hooper questioned when work will resume on the Harborview Center. The City Manager said the Stop Work Order has been lifted and work will begin this week. Commissioner Johnson said participants in the Adopt-A-Street program must sign a covenant indicating they are insured. He recommended staff advise applicants of this requirement. Commissioner Johnson thanked staff for the interesting report on hotels and motels in Clearwater. Commissioner Seel requested assurance that local suppliers participate in the City's bid process. Commissioner Seel expressed concern regarding dock construction standards. The County has authority over dock construction. Staff will report on this issue. Commissioner Seel questioned when policy is forthcoming regarding cellular towers. The City Manager indicated the report will be ready shortly. Commissioner Seel said riding a moped offered her a unique view of Clearwater beach and Sand Key. She said the area is tourist friendly but needs outdoor cafes, etc. Commissioner Seel requested information on the progress of the Ice House and former Morrison's Cafeteria. Commissioner Seel invited residents to attend the November 19, 1996, Downtown Partnership meeting at 5:30 p.m. Mayor Garvey reported Mary Myhill has consented to serve on the Clearwater Housing Authority. The appointment will appear on Thursday's consent agenda. Mayor Garvey referred to a letter from Ervin Babalola, indicating she did not understand his request. The City Manager said staff will work with Mr. Babalola to address his concerns. Mayor Garvey requested information regarding the closing of Square D's Clearwater operation. The City Manager indicated it seems to be a normal transition. Mayor Garvey questioned when the FLC (Florida League of Cities) Legislative Conference will be discussed. The City Clerk said it will be included on the December 5, 1996, agenda. Mayor Garvey expressed concern many lobbyists are working for the telecommunications industry to abolish franchise fees and utility taxes. She requested staff contact the City's lobbyist, Peter Dunbar, regarding possible conflicts of interest. The City Attorney said in cases of conflict, the contract indicates the lobbyist will help the City locate a lobbyist without a conflict. Adjourn The meeting adjourned at 2:01 p.m.