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01/12/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER January 12, 1998 Present: Rita Garvey Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hooper Commissioner Karen Seel Commissioner Michael J. Roberto 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 1:00 p.m. at City Hall. Service Awards Six service awards were presented to City employees. The Commission recessed from 1:08 to 1:49 p.m. to meet as the Pension Trustees and CRA (Community Redevelopment Agency). PUR PURCHASING Gaylord Brothers, extension, maintenance of Galaxy hardware & software utilized by all Library branches, 01/01/98 -12/31/98, $42,202 (LIB) Mid-Continent Electric, construction of mast arm foundations for traffic signal poles, 01/09/98 -12/31/98, $73,728 (PW) M.T. Deason Company, Inc., gas materials - steel pipe & fittings, 01/09/98 -01/31/99, estimated $54,885.05 (GAS) Grinnell Corp., brass water fittings, 02/01/98 -01/31/99, estimated $120,000 (PW) PeopleSoft, Inc., maintenance, upgrades, source code updates & telephonic support for payroll/human resources software system, 02/01/98 -01/31/99, estimated $66,067 (IM) Brad Ragan, Inc., vehicle tires (new), 01/15/98 -09/30/99, estimated $305,000 (GS) Pride of Florida, recapped vehicle tires, 01/15/98 -09/30/98, estimated $71,000 (GS) Ed Morse Chevrolet, three 1998 Chevrolet Monte Carlo sedans (replacement), $46,632; funding to be provided under City’s master lease-purchase agreement (GS) Don Reid Ford, four 1998 Ford Ranger pickup trucks (replacement and three 1998 Ford Taurus 4 door sedans (replacement), $97,442; funding to be provided under City’s master lease-purchase agreement (GS) Southern Sewer Equipment, one 1998 Vac-Con Model VPD-3690THA sewer cleaner vehicle (replacement), $159,770; funding to be provided under City’s master lease-purchase agreement (GS) Environmental Holdings, Inc. d/b/a Vantage Equipment, one 1998 Vactor Sewer Cleaning Unit mounted on a Ford LT8513 chassis (replacement), $164,600; funding to be provided under City’s master lease-purchase agreement (GS) Ed Morse Chevrolet, one 1998 Chevrolet Suburban, $27,487; funding to be provided under City’s master lease-purchase agreement (GS) Carlisle Ford, twelve 1998 Ford Crown Victoria police pursuit vehicles, $287,988; funding to be provided under City’s master lease-purchase agreement (GS) Kelly Services, temporary employment services, award date through 11/30/98, estimated $45,000 (HR) Onyx Petroleum, 87 octane vehicle fuel, award date through 12/15/98, estimated $230,000 (GS) Declare surplus to needs of City one 14’x36’ Derrick Barge, FL 7109 EG, asset number G-485 (FN) In response to a question regarding the contracted services with PeopleSoft, Inc., Deputy City Manager Kathy Rice said the “year 2000” has been solved. This contract will provide ongoing maintenance for the program. The City also is purchasing the source code. In response to a question regarding the contract with Pride of Florida for recapped vehicle tires, Purchasing Manager George McKibben said Pride is exempt from the requirement to bid. In response to a question regarding the purchases of one Chevrolet Suburban and 12 Ford Crown Victoria vehicles, Mr. McKibben said these are replacements. In response to a question regarding the contract with Kelly Services for temporary employment services, Ms. Rice said the City awards this contract every year. In response to a question regarding the contract with Mid-Continent Electric for construction of mast arm foundations for traffic signal poles, Mr. McKibben said this contract covers the wiring and concrete for the project. In response to a question regarding the contract with Brad Ragan, Inc. for new vehicle tires, Mr. McKibben said this is the first time the City has worked with this vendor. In response to a question regarding the contract with Ed Morse Chevrolet for vehicles, Mr. McKibben reported this purchase is for undercover vehicles. In response to a question regarding the contract with Onyx Petroleum for vehicle fuel, Mr. McKibben said the contract expires in less than 1-year as this agreement piggybacks on the County’s contract. First Reading Ord. #6218-98 - Relating to utilities; amending Secs. 32.062, 32.066, 32.070, 32.071, 32.072, and Appendix A, Art. XXIV Utilities - General and Deposits, and Appendix A, Art. XXV Public Works - Fees, Rates and Charges Under the proposed change, utility deposit requirements are reduced from 3 months to 2 months. Condominium associations with good account experience will be exempt from utility deposits. The lien process is streamlined. Changing many mandatory “shall(s)” to advisory “may(s)” allows Utility Customer Service personnel flexibility in applying ordinances. These changes empower staff to assist customers at the first point of contact and will allow Utility Customer Service to be more customer friendly. Assistant Director Finance/Utility Customer Service John Scott said the proposed changes will allow more flexibility and improve customer service. Members of condominium associations will be exempted from deposit requirements. The lien process will be streamlined and the size of deposits reduced. It was suggested deposits be based on previous usage at the address as well as a resident’s current usage. Mr. Scott said the City will be able to increase deposits on delinquent accounts. In response to a question, the City Manager said the proposed changes will improve flexibility in providing good customer service. In response to a question, Mr. Scott said the City currently does not require signatures for utility customers who apply for service via telephone. Other public utilities do not require signatures. The City Attorney said the City can still collect for delinquencies. In response to a question, Mr. Scott said the City had wanted each unit of a duplex or triplex to have a meter but will consider waiving that requirement. FN FINANCE Res. #98-09 - providing for sale of, not to exceed $9-million Gas System Revenue Refunding Bonds, Series 1998 (FN) Gas System Revenue Bonds, Series 1998, in an amount not to exceed $9-million, will be used to refinance Series 1994A, Gas System Revenue Bonds, at a present value savings greater than 4%. The bonds will not be refunded unless the 4% savings is realized. In October 1997, the City attempted to refinance the 1994A bonds but interest rates were not low enough to generate a 4% present value savings. The 1997B bonds were issued to refinance the 1991 bonds. Market conditions have improved and the 1994A bonds can be refunded at a present value savings of 5.35% ($434,000). The City has selected William R. Hough & Co., Merrill Lynch & Co., and Raymond James & Associates to serve as underwriters on these bonds, which will be sold through negotiated public sale. This resolution authorizes the City Manager and Finance Director to award the sale of the bonds and to determine if it is in the best interest of the City to purchase a debt service surety bond or to fund a debt service reserve. In response to a question, Finance Director Margie Simmons said payback of the debt would be shortened by 1-year. GS GENERAL SERVICES Don Reid Ford, one 1998 Ford Taurus 4 door station wagon, $18,169; authorize funding under City’s master lease-purchase agreement Unit G282, a fully depreciated 1988 Ford Tempo assigned to Engineering Services requires $2,300 in repairs. Life to date repairs are $7,793.50, or 94% of original purchase price of $8,212.57. This unit is not on the FY 1997/98 approved replacement list and the purchase will require a 1st quarter budget amendment to increase the project budget in motorized equipment-L/P, for $17,258. In addition, the Engineering Department will provide the additional $911 to upgrade to a station wagon from savings in department personnel service costs. Savings in departmental personnel service costs also will provide funding for monthly operating charges. Considering the cost of required repairs and life to date repair costs, replacement of the unit is the most economical approach to providing the department comparable transportation support. In response to a question, Ms. Rice said this purchase was not listed under “Purchasing” as this vehicle had not been included on the replacement list. As the 1988 Ford Tempo has averaged 3,000 miles a year, it was recommended this vehicle is not necessary. General Service Director Bill Baird said the vehicle is used for numerous short trips. In response to a concern that none of the vehicles considered today is being purchased from a Clearwater dealership, he stated every automobile dealer in Florida can participate in the State contract. It was suggested staff check dealerships to see if lower prices are available locally. Staff will report by Thursday. License Agreement, BellSouth Mobility, Inc., for non-exclusive use involving installation & operation of PCS (personal communications systems) equipment at City’s communication tower located at 3290 SR 580, for initial 5 year term, with 4 automatic options to renew for 4 additional terms of 5 years each, unless City is notified to contrary According to the proposed licensing agreement, BellSouth Mobility, Inc. will pay $21,600 lease payments for the first year. Each year the payment will increase by 4% over the prior year. The initial 5-year period will commence no later than 60 days following Commission approval. BellSouth Mobility, Inc. shall establish the commencement date by written notification to the City Attorney’s office at least 10 days before it wishes to access the site to commence construction. Site installation will include ground base communications equipment on a concrete pad not to exceed 375 square-feet (15-feet by 25-feet) linked by coaxial cable to 6 antennas at an elevation of 240 feet. The antennas will be located on the existing radio communication tower, The ground space under and near the tower is used for communication equipment. Rent is payable in 4 quarterly payments of $5,400 for the first year. Subsequent year’s rent will increase by 4%. The total rental payment is $21,500 for the 1st year and a total of $116,992.56 for the first 5 years. Other license agreement provisions include: 1) BellSouth Mobility, Inc. will be responsible for all maintenance and utilities related to its installation; 2) BellSouth Mobility, Inc. shall provide combined single limit bodily injury and property damage insurance of not less than $1-million with the City as additional insured; 3) BellSouth Mobility, Inc. covenants that its installations will not interfere with any City communications equipment, or that of others currently operating under any agreement with the City; 4) BellSouth Mobility, Inc. is responsible for removing all equipment upon final license termination, and for site restoration; and 5) either party has the right to terminate this license for reason with 30 days advance written notice. The City Manager said BellSouth Mobility, Inc. had approached the City regarding this tower. He said little interest in this issue has occurred. Communication towers already stand in Countryside. It was noted communication equipment also is located on a water tower. Concern was expressed the City has few structures as tall as the subject tower. It was questioned if $1-million in liability insurance was adequate. In response to a question, Controller Fred Belzell said other offers were lower. A staff survey indicated City fees charged for this type of agreement are in the top 90 percentile. The City Manager noted the license agreement is for 25 years. In response to a question, the City Attorney indicated the termination clause is narrow. In response to a question, the City Manager said should Clearwater ever raze the subject tower, a replacement would be necessary to carry City communication equipment. Should that occur, the City would be responsible for moving the subject BellSouth Mobility, Inc. communication equipment. The City Commission recessed from 2:27 to 2:41 p.m. HR HUMAN RESOURCES Approve revision to SAMP pay plan incorporating modified concepts that restructure 13 SAMP pay ranges into 6 salary bands The SAMP (Supervisory, Administrative, Managerial, and Professional) Pay Plan Revision Project was initiated to revise and restructure the compensation plan for non-represented City employees. The proposal addresses existing pay issues and aligns the non-union compensation program with the City’s need to attract and retain competent and motivated employees. Approval of this pay plan is Phase I, which will implement a modified broadbanded pay plan with all SAMP classifications allocated to 6 broad salary bands. The modified pay plan structure will reduce the number of salary ranges in the SAMP plan, provide greater flexibility for implementing organizational changes, and flatten the City’s hierarchical structure. Phase II will be accomplished administratively and, over 2 years, will maximize the effect of the broadbanded pay structure by further reducing the number of overly-specialized job classifications and by implementing a SAMP performance evaluation review process with innovative merit-based compensation programs which reinforce the values of the organization. The 13 pay ranges in the current SAMP pay plan have not been adjusted during the past 4 years. During that time, the City has negotiated several annual pay range and wage increases affecting all union represented job classifications causing significant salary compression with unadjusted SAMP pay ranges. The broadbanded pay plan model was researched and selected to establish a more effective compensation structure that will provide greater administrative flexibility and financial controls necessary to facilitate organizational changes. It also allows the City to resolve perceived pay inequities, avoid the necessity of granting pay increases due to minor job restructuring or transfers to equivalent level jobs, and flattens organizational structure. Broad SAMP salary bands for 6 organizational job categories are based on current labor market studies. The top 3 salary bands cover unclassified executive, administrative, and operational management SAMP job classifications. The 3 lower salary bands cover all non-represented supervisory, professional, and technical level employees in classified positions covered by Civil Service Rules. The broadbanded SAMP pay plan can be implemented with costs of less than $500 since all but a few recently hired SAMP employees currently earn salaries above the salary band minimums for their job classifications. Interim Human Resources Director Steve Rosenthal recommended SAMP salary pay ranges be broadbanded. He distributed copies of the SAMP Broadbanding Pay Plan Proposal. The SAMP Pay Plan is a compensation program for non-represented employees. Regarding the present SAMP Pay Plan, he reported: 1) salary ranges last adjusted 4 years ago; 2) competitive edge within labor market compromised for numerous classifications. A recent survey indicated 72% of SAMP salaries are lower than those paid by other governments; 92% lower than the private sector; 3) lack of flexibility impedes organizational restructuring; and 4) represented employee pay grades have encroached on SAMP salary ranges. Mr. Rosenthal said characteristics of broadbanding include: 1) fewer levels or pay ranges; 2) salary differential between the minimum and maximum is wider; 3) classifications grouped in Salary Bands based upon functional level and market value. He said the current pay plan has too many ranges. Controls will be in place to be certain employee salaries remain under control: 4) target entry and maximum pay levels based on Labor Market data; 5) flexible guidelines enhance City’s ability to remain competitive within the Labor Market; and 6) structure accommodates individual and team performance-based merit programs. Mr. Rosenthal said advantages of broadbanding to the City include: 1) reduces organizational levels; 2) facilitates restructuring; 3) increases flexibility to remain competitive; 4) allows performance-based merit pay concepts; 5) reduces salary range compression; and 6) eliminates focus on minor differences in job levels. This revision will allow flexibility so that only major department restructuring will result in job changes requiring promotions. The revision would establish 6 SAMP Salary Bands: 1) unclassified - Executive Management; 2) unclassified - Administrative Management; 3) unclassified - Operational Management; 4) classified - Supervisory/Professional; 5) classified - Professional; and 6) classified - Technical. Classified employees work under Civil Service Rules. Under the proposal, the Human Resources Department would administer the guidelines and controls for the restructured Pay Plan: 1) allocates classifications to appropriate salary bands; 2) monitors Labor Market data; 3) determines market-based target entry and maximum salaries for classifications; and 4) recommends revisions to the Plan for City Manager approval. Mr. Rosenthal said the restructuring would allow innovative techniques to be used to compensate long term employees without salaries getting out of kilter. Regarding the cost to implement this change, Mr. Rosenthal said the current salaries of most SAMP employees are within the proposed salary bands. He said placing all SAMP employees into the proposed salary bands would cost $500 in additional salary. It was suggested the City Manager should make the decision regarding this issue instead of the City Commission. It was noted discussion of this proposed change is similar to union negotiations. The City Manager indicated the costs will be included in future budgets. Mr. Rosenthal said the restructuring reflects the parameters where the organization of the City is headed. Staff’s intention is to not come before the City Commission regarding every change. He said this revision is being presented to the Commission as the current SAMP Pay Plan was approved previously by the City Commission. Support for the proposal was stated. Mr. Rosenthal said this restructuring is important when targeting entry level positions. Ms. Rice said the revision is being proposed in response to Commission direction to the Human Resources Department to review the Labor Market and to develop a pay structure flexible enough to reward employees. The City Manager said not all employees are covered by bargaining units and a degree of flexibility is necessary. The proposed plan allows management more flexibility in dealing with a range of circumstances. It was noted some City positions require significant expertise. The City must compete with the private market. In response to a question, Ms. Rice indicated this change will have some impact on the Pension benefits for those at the top of their current range. The City Manager said in the current Labor Market, the City must be more competitive in attracting quality employees. He said these revisions place the sole responsibility on him to meet future budget demands. It was noted the change will eliminate SAMP employees from earning less than those they supervise. In response to a question, Mr. Rosenthal said the shelf life of the proposed pay ranges is 2 to 3 years, although some may be valid for 5 years. It was stated virtually all proposed SAMP maximum pay rates are increased in the revision. Concern was expressed regarding the long range implications of this change on future budgets. Mr. Rosenthal said the proposal will allow employees who are at the maximum of their range to earn more money. Every 2 years, staff will identify the maximum for each band. Recommendations regarding individuals will be made at that time. In response to a question, he said 72% of all SAMP positions earn less than the average minimum and maximum of their counterparts in other government organizations. In response to a question, Ms. Rice felt the City does an adequate job in promoting its total benefit package when recruiting employees. In response to a question, Mr. Rosenthal identified one challenge of broadbanding as maintaining flexibility without requiring instant rules for every case. The biggest challenge will be keeping the survey data current. He agreed the entire effort of employee recruitment could be improved. Concern was expressed employees not earn salary adjustments just because they increased their knowledge. It was felt doing so would violate the Commission Vision Statement. Mr. Rosenthal said the value of additional education would need to be considered. Under the proposed concept, the next step up is in the same band. It was noted this concept provides the City the ability to compensate employees for newly acquired skills without having to promote them. In response to a question, Ms. Rice said the survey did not address benefits. It was noted public sector benefits are good. The City Manager indicated most municipalities offer benefits similar to the City. It was felt comparing benefits with the private sector is necessary to provide a total picture employee costs. It was felt the pay structure should be oriented to improved customer service. It was noted this proposed plan provides flexibility for change. It was felt the plan must be a market-based system. In response to a question, Ms. Rice said when negotiating with the unions, the City Commission was never cognizant of the level of that year’s SAMP increase. In reference to department heads and senior staff, the City Manager said results of the survey are difficult to measure. He has been considering outcomes as a measurement. He said the pay plan requires a certain level of flexibility. PD POLICE Approve donation to CHIP (Clearwater Homeless Intervention Project, Inc.) for funding of operations in the amount $100,000; funding to be provided by unappropriated retained earnings of the Special Program Fund On June 5, 1997, a presentation was made to the City Commission concerning CHIP (Clearwater Homeless Intervention Project, Inc.) construction and operation budgets. The City Commission approved an additional $55,000 contribution in construction funding to be provided by unappropriated retained earnings of the Special Program Fund. Funding for operations also was requested. A projected $320,000 annual operations budget was anticipated and funding had not been raised. Former City Manager Betty Deptula had reported unappropriated retained earnings of the Special Program Fund had accumulated sufficiently to contribute $100,000 annually to CHIP operations. During discussion of the operating fund request, it was determined the 3 proposed $100,000 contributions should be handled through the budget process. The current year’s fiscal budget does not include the $100,000 contribution to CHIP. The CHIP shelter is almost complete and should be open and functioning within 3 months. Operational funds are needed. The City’s $100,000 contribution is essential to CHIP’s successful operation. It was noted this is the 1st of 3 annual requests. Staff was requested to report on the funds available in the Special Program Fund. PW PUBLIC WORKS Presentation - Island Estates Park In his January 6, 1998, memorandum, Public Works Administrator Rich Baier reviewed a conceptual plan for a proposed park on the vacant lot at 204 Windward Passage. A small playground for children and a paved linear walkway are proposed. He recommended discussion concerning; 1) construction costs; 2) benefit to community; 3) land use alternatives; 4) proximity to other park facilities; and 5) community enrichment. The City Manager said the City does not have the capability to expand the park at St. Brendan’s Church. Mr. Baier said the City has received several requests for a playground on Island Estates. The subject property is at the West end of the Windward Passage. Currently, the subject property is used as a storage area for the ongoing reclaimed water project. The proposed development is similar to the City Park on Sand Key. This property is one of the few vacant lots remaining on Island Estates. The Parks & Recreation Department has estimated installation of a park would cost $54,000, not including parking or stormwater facilities. In response to a question, Mr. Baier said less than 1 FTE (full-time equivalent) would be required to maintain the park. Funds are available for 0.5 FTE. Mr. Baier indicated the City would have to pay the fair market value reimbursement to the Water and Sewer fund which owns the property. The most recent appraisal valued the property at $230,000. Another appraisal is necessary. In response to a question, the City Attorney said the reimbursement must be based on the current fair market value of the property. Mr. Baier said the City could purchase the property over a number of years for cash or in exchange in-kind services. If the City Commission is interested in this concept, the Engineering Department will add it to their list of projects. In response to a question, Mr. Baier said the park would be similar in size to the one on Enterprise, West of Landmark Drive. It was felt the location of the proposed park is not good. Mr. Baier said many children live on Island Estates and town homes are located near the site. It was felt the aesthetics of the park would be a positive improvement. Mr. Baier said other vacant lots on Island Estates are quite expensive. The subject lot has a Southwest exposure and is close to the Marine Science Center. It was suggested children on school field trips to the center could enjoy their lunches in the park. Mr. Baier reported the City does not own the water lot South of the subject property and may not be able to construct a dock there. In response to a question, he said some impact fees, available from Sand Key, may not be needed for Sand Key. He reviewed how past fees were spent. Concern was expressed the majority of funding for the Eddie C. Moore recreation complex had come from Sand Key impact fees. Mr. Baier said 576 homes and approximately 1,200 condominiums are located on Island Estates. In response to a question, he said the estimated cost includes new playground equipment. It was felt a park in this location would provide open space, aesthetics, and a picnic area for the Marine Center. Concern was expressed regarding the $0.25-million cost to develop City-owned property into a park. Support for the park was expressed. In response to a question, the City Attorney said according to bond covenants the City could lease the subject property for fair market value. Mr. Baier said bond covenants allow storage. He said different types of compensation are possible if a park is constructed there. In response to a question, he reported an 8 - 10 unit facility is planned on Island Estates. New construction normally pays a fee rather than setting aside land for park space. The City can require land be set aside. Consensus was for staff to bring this issue back. Receipt/Referral - LDCA re Tree Protection Ordinance requiring triple permit fees for violations In an effort to reduce the number of trees removed without required permits, staff proposes to charge a triple fee for all “after the fact” permits. This change would conform with the Land Development Code fee structure for building permits. Approval of the code amendment will assist Public Works Administration staff in enforcing the Tree Ordinance provisions, thereby enhancing the City’s overall aesthetic qualities and protecting the citizens by regulating the tree service industry more effectively. In response to a question, Mr. Baier said staff is reviewing the Land Development Code regarding the possibility of increasing fees for tree removal. The City Manager indicated the City currently does not have the ability to help residents who wish to replace the canopy. Most property owners who remove trees are not aware a permit is necessary. The City does not want to punish residents regarding this issue. Mr. Baier noted several repeat offenders violate the subject code. In response to a question, he said staff is addressing this issue before revisions to the Land Development Code are completed . Currently, contractors top trees without penalty. Authorize use of $40,000 from City Tree Replacement fund for a Contract Registered Landscape Architect position In an effort to reflect the City’s vision for overall beautification and improve landscaping along major street thoroughfares, parking lots, etc., it is necessary to employ the services of a Registered Landscape Architect. The Registered Landscape Architect will assist the Central Permitting, Public Works Administration, and Parks & Recreation departments in creating a master landscape plan that will coordinate landscaping throughout the City. The City Manager indicated this item will provide the City the ability to help residents who wish to replace the canopy. The proposed position will be filled by a contract employee. CP CENTRAL PERMITTING Public Hearing & First Reading Ords. #6226-98 & #6227-98 - Annexation & RS-6 Zoning for property located at 181 Pinewood Ave., Eastwood Terrace 1st Add., Blk D, Lot 2 (Alfonso Tundidor, A98-01) The applicant has requested annexation and zoning of Single-Family Residential "Six" for 181 Pinewood Avenue to obtain sewer service. The Planning & Zoning Board unanimously endorsed the request. A request was made for a list of enclaves where sewer pipes are located. Public Hearing & First Reading Ord. #6228-98 - RM-8 Zoning for property located at 524 Bamboo Lane, Bamboo Sub., Lots 4, 11 & 12 (Carlisle Motors, Inc., Z98-01) Carlisle Motors, Inc. has requested to rezone vacant lots it owns at 524 Bamboo Lane, and approximately 310 feet South of Gulf-to-Bay Boulevard. The proposed rezoning involves Lots 4, 11, and 12, in Bamboo Subdivision. The applicant wishes to rezone these properties to allow access into the commercial property from a residential street. No land use plan amendment will be involved in this rezoning. The proposed Zoning Atlas Amendment is requested so Lot 4 can be used as a driveway from Bamboo Lane. Lots 11 & 12 are being incorporated to ensure all residentially zoned lots in this portion of the dealership have RM-8 zoning which is consistent with abutting properties to the East. The combined lots are 33,977 square-feet (0.78 acres). The proposed development is subject to Planning & Zoning Board approval of a conditional use request for non-commercial parking. This request would be consistent with surrounding land use patterns and in character with the neighborhood, considering the residential properties to the South and East of the subject properties. In response to a question, Central Permitting Manager Sandy Glatthorn said the request would permit direct access from the subject property to Bamboo Lane. The City had received objections to this request. In response to a question, the City Attorney said the issue relates to the appropriateness of the requested zoning. It was questioned why the site plan had been included with the item. In response to a question, Ms. Glatthorn said the conditional use for non-commercial parking had been approved. It was noted nearby residents are upset Carlisle Motors, Inc. had purchased 3 houses which they plan to raze for the construction of a parking lot. It was recommended the entire Carlisle property be considered so the proposed redesign is not offensive. Ms. Glatthorn indicated rezoning of the property last occurred in 1988 and 1989. CM ADMINISTRATION Authorize partnership with North Ward Elementary School; authorize preparation of Interlocal agreement with Pinellas County Schools Pinellas County schools has designated North Ward Elementary School as eligible for a Partnership School. The City will enter into a relationship with the school and provide needed items and in-kind services. In turn, employees outside the district can place children in the school. An employee survey indicated more than 35 parents were interested in pursuing this option. Suggested commitments from the City include: 1) in-kind printing; 2) tree trimming help; 3) installation of a lamppost; 4) volunteers; 5) landscaping and maintenance help; 6) partnership with the Police/Fire substation; 7) staff environmentalist work with classes; 8) Harborview Center chef help with special occasions; 9) computer and television staff help; and 10) like-kind supplies. Many Clearwater residents have attended North Ward, which was established in 1915. The school has a strong alumni group. The City would have an open house in February and registration in March for new students. In response to a question, Ms. Rice said staff will review the cost of this agreement each year and will come back to the Commission with an agreement. She indicated the City will not know how many employees will participate until March 1998. In response to a question, she said the school is excited about this partnership and can handle an increased student population. Special Events Grant Funding - Pilot Program Recommendations In keeping with the City’s vision to enhance Clearwater’s “environment with festive activities,” the Special Events Granting Program is designed to encourage new and expanded events and to provide a systematic approach of granting City co-sponsorships for special events on an annual basis. The goal is to provide matching grants funding for Clearwater non-profit organizations so they may facilitate new or expanded events which will benefit the organization and citizens of Clearwater. The pilot program provides $50,000 for eligible applicants. Grants will be awarded in variable increments with a maximum of $10,000 per event. Funds will be awarded on a matching basis of 2 to 1. Matching funds may be in the form of in-kind services or cash. If City services such as Police, Fire, Parks & Recreation services, etc. are requested, such services must be estimated and included in the grant funding request. City co-sponsorships on in-kind services will not be provided in addition to grants. Special events held on public property or events that affect public property require approval of the City’s Special Events Committee. Events are subject to the established regulations governing public health and safety. Based on the type of event, various permits may be required and the cost of those can be included in the request for grant funds. Call for applications in March 1998, will be by notification through daily newspaper notices and/or by letters to non-profit organizations within the City. The application deadline is April 15, 1998, with recommendations presented to the City Commission during the first Commission meeting in June 1998. Funds will be disbursed from June 15, 1998 through September 30, 1999. Documentation and a final report will be required 45 days after the completion of the event. Criteria include: 1) applicant(s) to provide verification of being a not-for-profit organization or a not-for-project Florida corporation, in good standing, pursuant to Chapter 617 of the Florida Statues; 2) applicant(s) organization must have programs operating in the City; 3) matching funds may be anticipated at the time of application, but must be received by the applicant and obligated by the ending date of the grant; 4) applicant(s) organization must have been incorporated or operational for a least 1-year at the time of application; 5 applicant(s) must furnish a financial statement of condition for the organization’s previous year; 6) applicant(s) must provide a complete application package by specified deadline; 7) applicant(s) must agree to comply with all legal, financial, and operational requirements of the City’s Special Events permitting process; 8) event must be open and accessible to the public; 9) only one application will be considered for each event; 10) only applications from organizations in good standing with the City will be considered; 11) applicant(s) must agree to provide a full accounting and documentation of all expenditures allowed by the grant; 12) applicant(s) must use the grant funds solely for the purposes of the grant; 13) applicant(s) must agree to provide appropriate promotional credit to the City; and 14) applicant(s) must agree to use the funds within the grant period specified on the grant application. In response to a question, Ms. Rice said a religious organization could compete for these funds to put on an event. It was agreed religious organizations be removed from those qualified for these funds. It was felt the City would be better off paying $50,000 for a Special Events Position. It was noted this pilot program is designed to provide value for the money the City is donating. It was stated many local non-profit organizations need sponsorships for events. In response to a question, Ms. Rice said the makeup of the committee has not been determined. It was noted only 5 organizations can be sponsored under proposed the level of funding. In response to a question, Ms. Rice said in-kind services would be counted as part of the grant. CLK CITY CLERK Legislative Package According to the City’s 1998 Legislative Package, priority issues include seeking funding through various avenues for: 1) beach redevelopment and beautification; 2) economic development including job creation and clean-up of Brownfields area; 3) tourism development; 4) Gulf-to-Bay Boulevard (SR 60) enhancements including traffic flow and aesthetic improvements; and 5) transition from welfare to work. The City will support legislation that will: 1) allow municipalities to annex Type A enclaves of 3 acres or less; 2) remove the works “slum and blight” from the Community Redevelopment Act; 3) enhance the effectiveness of the 1997 Brownfields Redevelopment Act by addressing the glitches in the 1997 legislation; providing a permanent funding source for the “Brownfields Redevelopment bonus refund”; allowing a Brownfields Area to be considered for Enterprise Zone designation and designating USF (University of South Florida) as the State Brownfields Research Center. The City Manager said staff will work with the lobbyist to identify the specific funding needs. In response to a question, he reviewed the need to continue recycling grants. Consensus was to removed page 10, Exclusion of Cable Television Public Service Tax, and page 11, Limitations of Telecommunication Franchise Fees and Utility Taxes. Clarification was requested regarding removing the final cost increase from utility taxes. Staff will report back on this issue. Appointment of Charter Review Committee In response to a question, the City Attorney stated most issues recommended for review are housekeeping and property issues. Committee members must be appointed this month. A Work Session to provide direction can be scheduled at a later date. Consensus was for each Commissioner to appoint 2 members to the Charter Review Committee on Thursday. In response to term limits, it was noted Commissioner Clark will not qualify to serve a total of 6 years. Concern was expressed the Charter guard against abuses whereby one could resign for 2 months and then run for office again. CA LEGAL DEPARTMENT OTHER CITY ATTORNEY ITEMS Approval of settlement stipulation in Patrick Media (Eller Media) vs. City Regarding Eller Media, the City Attorney said the proposed settlement is based on Commission discussions at closed sessions. In response to a question, she said the ordinance will be considered after approval of the settlement. In response to a question, she said staff had provided William Jonson with a copy of this settlement. Discussion of CRA/DDB boundaries Concern had been expressed regarding a comparison of the boundaries of the CRA (Community Redevelopment Agency) and DDB (Downtown Development Board). The City Attorney reported membership in the DDB is based on property ownership. She reported one downtown parcel is within the CRA’s boundaries but not the DDB’s. She suggested consideration of amending the boundaries of the DDB to match those of the CRA. Camp Soule Property The City Attorney reported a grant application has been filed with the FCT (Florida Communities Trust). Negotiations to purchase the property had been unsuccessful. The Commission had been asked if they were interested in acquiring a conservation easement for the Camp Soule Property. She said the FCT had expressed reluctance to pay toward a conservation easement for a property with strict limits on public access. With its investment in a conservation easement, the FCT wants some public use of the property. The City Attorney said the Boy Scouts had indicated they want very limited public access. She said the FCT wants to know if the City Commission is willing to commit City funds to a conservation easement when public access is not guaranteed. In response to a question, she said the advantage of a Conservation Easement is that the property would forever remain a campground. The property could be sold but that use would be guaranteed. In response to a question, she said the cost of a conservation easement cannot be determined until the property is appraised. The FCT will not move forward with an appraisal until the City indicates a continued interest in the easement. The City’s commitment would require a matching grant for the cost of the easement. In response to a question, the City Attorney could not identify the cost of such an easement. She noted the Boy Scouts did not initiate these negotiations. Efforts to purchase the property were based on a citizen initiative. She said a Commission decision must be reached by April. City Manager Verbal Reports The City Manager reported the agenda of the January 20, 1998, meeting will be changed to discuss Penny for Pinellas projects. The meeting’s location will be announced. The City Manager said the official roll-out of “One City. One Future.” is scheduled for January 23, 1998. Other Commission Action Commissioner Johnson congratulated Mayor Garvey for being chosen to be on the reviewing stand at the Opening Ceremony of the 1998 Winter Olympics in Nagano, Japan. Commissioner Johnson questioned if the City responds to letters from citizens. The Mayor indicated she handles such correspondence. Commissioner Johnson questioned when the County Economic Development Council will be established. The City Manager said the County is working on establishing the new board. Commissioner Seel announced Barbara and Otis Green have been named this year’s Mr. and Mrs. Clearwater. Commissioner Hooper said today’s newspaper had indicated approximately 300-million gallons of under-treated sewage had been discharged into local waterways after recent heavy rains. He noted none of the spill came from the City of Clearwater. Adjourn The meeting adjourned at 4:56 p.m.