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04/28/1997CITY COMMISSION WORK SESSION CITY OF CLEARWATER April 28, 1997 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 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 9:01 a.m. at City Hall. The Commission recessed from 9:01 to 9:07 a.m. to meet as the Pension Trustees. PUR PURCHASING Renewal - miscellaneous office supplies, The Smith Wilson Company, 05/22/97 -05/21/98, estimated $100,000 (FN) Three 1997 Cushman Utility Police Vehicles, Golf Ventures, Inc., $43,056; funding to be provided under City’s master lease purchase agreement (GS) Prism Scan/Enhanced Software portable radios & accessories, Ericsson Communications Inc., $58,194.75 plus shipping (PD) Declare list of items from General Services/Fleet Administration surplus to City needs; approve disposal through Tampa Machinery Auction (FN) In response to a question regarding the high per unit cost of Utility Police Vehicles, Purchasing Manager George McKibben said the Police Department wants gas-powered vehicles that fit on the side of the road. Cushman is the only manufacturer of this type unit. Prices have increased in recent years. The purchase is through a State contract and is bid annually. The vehicles’ life expectancy is between 5 and 7 years. In response to a question, he said Club Car does not make gas-powered vehicles for police use. In response to a question regarding the radio purchases, the City Manager said the purchase does not address transmission difficulties experienced in certain areas of the City. Staff will report on this issue. In response to a question regarding the office supply contract, Mr. McKibben said an extensive process is used to bid the contract every 3 years. In response to a question regarding the low mileage on some cars declared surplus, Mr. McKibben said the Caprice in question had been damaged. HU HOUSING & URBAN DEVELOPMENT Res. #97-31 - establishing SHIP Local Housing Assistance Plan for State Fiscal Years 1997/00 The SHIP (State Housing Initiatives Partnership) program, centerpiece of the William E. Sadowski Affordable Housing Act, is financed by the documentary stamp tax on deeds and creates a comprehensive funding package for local affordable housing programs. The State estimates the City will receive $633,161 during each State FY (fiscal year) 1997/00. The City must use at least 75% of the funding for construction, rehabilitation or emergency repair, and 65% for home ownership. Very low-income persons must occupy at least 30% of assisted households, low-income persons must occupy another 30% of assisted households, and the balance may be occupied by moderate-income persons. On April 15, 1997, NAHAB (Neighborhood & Affordable Housing Advisory Board) recommended Commission adoption of the Local Housing Assistance Plan. Housing and Urban Development Director Alan Ferri reviewed the 3-year SHIP program. He reported a recent study determined 5% was inadequate to cover administrative costs. The proposed SHIP program is flexible and can be amended to meet changing housing needs. In response to a question, he said affordable housing goals will be met after 60 more rental units are constructed. The City is short on home ownership goals. Home ownership is cyclical and relates to availability and financing choices. Staff is looking for other resources and financing vehicles. He said CSF’s (Community Service Foundation) new County-wide post-purchase program will provide home ownership training regarding home maintenance issues, etc. He reviewed other home ownership programs that aid those with other needs. EN ENGINEERING Schedule presentation of selection committee’s top two ranked candidates re Clearwater Airpark Fixed Base Operator; direction requested for lease negotiation The City solicited RFPs (Requests for Proposal) for a minimum 5-year lease agreement with 2 consecutive 5-year renewal periods for a FBO (Fixed Base Operator) to provide aviation services at Clearwater Airpark. The Selection Committee determined Janelli Clearwater Flying Corporation and Love Arm did not meet the RFP’s minimum qualifications. The remaining candidates made oral presentations and were evaluated according to criteria: 1) 30% - experience; 2) 20% - fullness of resources; 3) 30% - economic return to City; and 4) 20% - safety. The Selection Committee finalized the ranking: 1) Clearwater Aircraft, Inc.; 2) Leading Edge Aviation Services, Inc.; 3) Hawthorne Aviation, Inc.; and 4) Suncoast Flying Services, Inc. The FBO must complete successfully a background check. Due to the divergent long range visions of the top 2 candidates, the Engineering Department and Assistant City Manager recommend these 2 candidates make presentations to the Commission. At the last Selection Committee meeting, it was determined either of the top 2 candidates would be a satisfactory FBO. A FBO Lease Agreement will be presented to the City Commission upon completion of negotiations. The Airport Authority currently is reviewing and preparing recommendations regarding lease provisions. Engineering Director Rich Baier recommended providing each candidate 30 minutes for a presentation and follow-up questions. The proposals are available in the City Manager’s Office for Commission perusal. The Selection Committee is aware the City Commission can change their recommended ranking. Concern was expressed that the City Commission had not directed staff to bring forward more than one candidate. It was noted the proposals differ enough to impact lease negotiations. As all Selection Committee meetings were not properly noticed, the City Attorney recommended the Commission not appear to rubber-stamp the committee’s ranking. Mr. Baier will provide a brief overview of the FBO process on Thursday. Res. #97-30 - authorizing execution of agreement with FDOT to construct a new terminal building at Clearwater Airpark FDOT (Florida Department of Transportation) has agreed to provide 50% funding to construct a new flight operations terminal building at Clearwater Airpark estimated to cost $200,000. The City must pay project costs up front before reimbursement from FDOT. To provide funding on a timely basis, FDOT has programmed $100,000 in Florida’s FY (fiscal year) 1996/97 budget which ends June 30, 1997. Execution of this JPA (Joint Participation Agreement) encumbers FY 1996/97 State funds and initiates the project. State funding will not be available for this project if this JPA is not executed before June 30, 1997. The existing Flight Operations Terminal Building, constructed in 1970, has problems related to non-compliance with ADA (American with Disabilities Act), severe differential foundation settling, termite damage, and inefficient HVAC systems. Replacing the building is programmed in the City’s FY 2000/01 budget. The new terminal’s location will be determined during the Airpark Master Plan update process. Approval of this JPA sets the mechanism for 50% reimbursement of project costs by the State but does not approve the project. Engineering Services will bring forward plans and specifications for City Commission approval according to City standards. In response to a question, Mr. Baier said the project could be extended beyond 2000 with no problem. The agreement is necessary to lock in extra dollars in current FDOT programs. In response to a question, he said severe foundation settling will be addressed by constructing the new structure on pilings. CP CENTRAL PERMITTING Public Hearing - Amendment to Master Plan for Morton Plant Hospital re Sign Plan for entire hospital campus Morton Plan Hospital has applied for a sign variance related to their proposed exterior sign package for the hospital campus. The applicants indicated the amendment was necessary for: 1) community service; 2) public safety; 3) wayfinding and site traffic flow circulation; and 4) design issues. In response to a question, Central Permitting Director Scott Shuford said the Land Development Code requires the City Commission to determine signage for planned developments. Staff has reviewed the application and concurs the signs are needed. Staff agreed with the hospital’s approach. Rome Tower In response to a question, Mr. Shuford said the DRC (Design Review Committee) unanimously denied the Rome Tower developers’ request to grandfather their design plans. As the developer cannot pull the building permits by April 30, 1997, as required, the building will have to comply with current code requirements related to height restrictions. City Manager Verbal Reports Budget Meetings Budget meetings will be scheduled around the table in Chambers. Staff will check on room availability. Devolution Symposium The City Commission is invited to a symposium coordinated by Deputy City Manager Kathy Rice at the Sailing Center on May 23, 1997. The devolution of Federal and State funding and the future delivery of social services will be discussed. Bayview Mobile Home Park The City Manager said the County Administrator had indicated Pinellas County has no available funds to help Clearwater purchase the subject property for a park and is not interested in developing a City/County park. The county may consider deeding or providing easements over the abutting County-owned property. She reported the County now is patrolling FDOT property along the Courtney Campbell Causeway. Concern was expressed regarding the $10,000 cost to develop an application for a FCT (Florida Communities Trust) grant. FCT will pay for market appraisals if they agree to participate in the purchase. Meanwhile, the City can do an informal appraisal of the property. Staff was requested to determine if the owner is interested in selling the subject property at a market based price. Concern was expressed the property will be removed from the tax base. It was noted the chain link fences by the property are unattractive. It was questioned how park property at this location could help the National Estuary Program for Tampa Bay. It was noted the County also has responsibilities associated to that program. Commission Discussion Items Presentation - Cancer Society Relay Deputy Fire Chief Brian Baldwin distributed information regarding the “Relay for Life.” The event will be staged at SPJC (St. Petersburg Junior College) from 6:00 p.m. on May 16, 1997, to 12:00 noon on May 17, 1997, as a fund-raiser for the American Cancer Society. Food will be available for City employees, who are encouraged to participate. The first lap will be run by cancer survivors. At 8:30 p.m., a ceremony will light luminaries, available for $10 each in recognition of a victim or survivor. The City is exempt from the event's fund-raising requirements. The City’s team is looking for a theme. Direction re Presentations for Funding Requests The City Manager said a procedure needs to be established to accept funding requests. She anticipated the City would receive many responses if the process is noticed. She suggested applicants should be limited to those ineligible to receive Social Service Funding. It was suggested an application deadline be established. It was recommended information regarding the funding be posted on the Internet and in the newspaper. Deputy City Manager Kathy Rice said currently, applicants do not know if they meet the criteria to receive Social Service or CDBG (Community Development Block Grant) funds. She said agencies may apply for all three programs. It was recommended staff prescreen requests. It was recommended the City Commission establish a specific budget for this item. Staff will provide last year’s list of City funded programs. The City’s donation to the Florida Orchestra was included in the FY 1996/97 budget. The orchestra regularly performs a concert in Clearwater although the performance is not required by the grant. Consensus was to schedule this issue for future discussion. Library Site Selection Committee The City Manager indicated Commission members are welcome to join the Library Site Selection Committee. The meeting is scheduled at the Main Library on April 29, 1997. Inquiry re Interest in Purchasing 1100 Brownell Street The City received an inquiry regarding property for sale at 1100 Brownell Street. The City has made no purchases in the Annex area since 1991. The City Manager said Real Estate Services Manager Earl Barrett has recommended purchase, stating it would be a wonderful buy and indicating the property might be available for less than $30,000. Staff will report regarding City control of the portion of the lot in the alley. Direction was for staff to pursue information regarding this estate sale. Other Commission Action Commissioner Clark reported a public meeting at JFK Middle School is scheduled to discuss the proposed Keene Road extension on April 29, 1997. Commissioner Johnson questioned the status of the skateboarding ordinance. The City Attorney said a new ordinance had been prepared but it was pulled at the City Manager’s request. The City Manager said funding is recommended in next year’s budget to build a skateboard park. Commissioner Johnson referred to a letter Commissioner Clark had sent opposing Murdoch’s attempt to win approval for cable broadcasting. Consensus was to send a similar letter to all appropriate legislators from the City Commission under the Mayor’s signature. Commissioner Clark expressed concern PSTA (Pinellas Suncoast Transit Authority) is canceling a route from Clearwater that stops by Eckerd Corporation and other Bryan Dairy Road area businesses. The Mayor suggested spending one penny of the gas tax directly on mass transit. Mayor Garvey requested the City Attorney prepare a brief review of laws related to gifts. Adjourn A closed bargaining session is scheduled immediately after this Work Session. The meeting adjourned at 10:34 a.m.