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02/02/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER February 2, 1998 Present: 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 Brenda Moses Board Reporter Absent: Rita Garvey Mayor/Commissioner The meeting was called to order at 9:00 a.m. at City Hall. Employee of the Month Award Mark Tedder, Finance Department, was presented the January 1998 Employee of the Month award. The Commission recessed from 9:03 to 9:08 a.m. to meet as Pension Trustees and Community Redevelopment Agency. PUR PURCHASING Bridges Equipment Co., Inc., three 1998 Kubota agricultural tractors, $74,653.14; funding to be provided under City’s Master Lease-Purchase Agreement ($68,953.14) and current fiscal year operating savings from Parks and Recreation/Parks for vehicle upgrades ($5,700)(GS) Xerox Corp., extension, maintenance of City’s Xerox 5090 high speed copier, 1/30/98-2/1/99, est. $27,780 (IM) West Coast Plumbing and Gas, Inc., gas meter change out and loop rebuilding, date of award through 2/28/99, est. $42,000 (GAS) Van Waters and Rogers, extension, chlorine in one ton cylinders and in 150 pound cylinders, award date through 2/3/99, est. $137,505.38 (FN) Declare surplus to City needs, one 1983 Dodge pickup truck, G-272, with 87,241 miles; authorize disposal to highest bidder (FN) In response to a question regarding Kubota agricultural tractors, Purchasing Manager George McKibben said they are replacements. In response to a question regarding the extension of the Xerox maintenance contract, Mr. McKibben said the figures have decreased slightly over last year. He explained the estimate is based on the number of copies made. In response to a question regarding the dodge truck formerly utilized by the Fire Department, Mr. McKibben said he will research for what purpose the truck had previously been used. MR MARINE First Reading Ord. #6232-98 - Amending Ch. 33, Sec. 33.067, relating to waterways and vessels, to amend defined areas for speed restrictions of vessels (extending wake zone in Clearwater Pass Channel by approx. 350 yards west of Clearwater Pass Bridge, to a point marked by Clearwater Pass Light 6) By extending the wake zone, staff feels vessels anchored and using the beach on the north side of Clearwater pass will be protected from wakes by passing vessels. Approval of this request would locate the wake zone approximately 900 yards west of the Clearwater Pass Bridge. This request was reviewed and approval recommended by the Marine Advisory Board. The Florida Marine Patrol has advised the City the extension of the wake zone will be approved if submitted. If the ordinance is passed, the State will send an amendment to the City permit. The U. S. Coast Guard has advised the City they have no objection to the extension of the wake zone and the placement of the wake zone signs on Clearwater Pass Light 6. All other existing City wake zones remain unchanged. A question was raised regarding minimum wake zones posted only in certain residential areas. Harbormaster Bill Held said the current wake zones have been in effect for 20 - 25 years. A recommendation previously made to the City Commission regarding minimum wake zones in other residential areas was denied. In response to a question regarding resident sentiment, Mr. Held said some residents did not want wake zones in the channel. PW PUBLIC WORKS 1998 Underdrain Contract, Overstreet Paving Company, $731,617.70 This project proposed to replace deteriorated underdrain systems along various City roadways. Underdrain pipe drainage systems are constructed below roadways to lower the normal or seasonal high groundwater table to an elevation below the roadway base to prevent groundwater from infiltrating and eroding roadway base. Protection of the roadway base materials extends the life of the roadway pavement systems and lowers the life cycle cost of road maintenance. The proposed work includes 32 City streets. The project will start on or about March 1, 1998, and be completed within 250 days. In response to a question regarding the City’s methods of notifying residents in advance of underdrain work, Public Works Administrator Rich Baier said door hangars are placed on residents’ doors two weeks prior to the scheduled work date. He said people do not always watch all C-View TV program therefore door hangars are the preferred notification method. In response to a question regarding replacement of newer pipes in newer neighborhoods, Mr. Baier said those pipes do not meet current City specifications. In response to a question regarding problems with elaborate mailboxes in rights-of-way, Mr. Baier said contractors are required to repair damaged sprinklers and re-sod yards. He was unsure about repair of mailboxes. He noted elaborate mailboxes can be permitted on streets with Type F curb and gutter. CP CENTRAL PERMITTING Public Hearing & First Reading Ord. #6231-98 - Rezoning to MPD for property (Sunshine Mall) located on S corner of Druid Rd., W of Missouri Ave., approx. 640’ N of Lakeview Rd., and E of Greenwood Ave., Sec. 15-29-15, M&B 34.01 and Sec. 22-29-15, M&B 21.01 & 21.02; approve concept plan & refer final site plan to DRC for approval & certification (Mary Taylor Hancock; Jean Taylor Carter & John S. Taylor III, Z98-02) Applicants are requesting a zoning change for the Sunshine Mall property, at 1200 South Missouri Avenue on the southwest corner of the Druid Road and Missouri Avenue, north of Lakeview Road and east of Greenwood Avenue. They propose to rezone the property and to replat it into apartment units and commercial uses. Parcels 1 - 5C will be used for commercial uses and Parcels 6 and 7 for residential uses. The rezoning will permit 608 apartment units if rezoned MPD (Master Planned development District.) The property is presently zoned CC (Commercial Center) and RM-28 (Multiple Family Residential “Twenty-Eight”) with compatible land use plan classifications of Commercial General and Residential High respectively. No land use plan amendment will be involved in the rezoning request. All land assigned the proposed zoning district requires a concept plan be approved by the City Commission. It includes the conceptual layout for apartment buildings, perimeter landscaping buffers for the entire site, and the existing driveways for access. The total land area for the site is 35.4 acres. Twenty-five acres or more are required to establish a new MPD district. This site exceeds 25 acres in area requiring review and approval by the City Commission of the associated site plan simultaneously with this request. The proposed development will involve substantial improvements at the site including water, sewer, drainage facilities, roads, and parking facilities to be installed to City standards and in a manner consistent with the approved final site plan. The proposed development will be consistent with an approved site plan that has not been submitted for certification, and that will be required to include: 1) a landscaping plan; 2) a lighting plan; 3) a solid waste system; 4) a parking layout relative to the proposed development; 5) a traffic circulation plan; and 6) internal circulation points of access and cross-access. Density requirements will be met at the permitted density of 24 units per acre. Parcel #7 will be used for construction of 408 elderly apartment units. Parcel #6 will be used for construction of 200 general apartment units. The commercial facilities will be on the east side of the subject properties. Staff is working with the applicants to prepare a traffic impact study to determine peak hour levels of service in accordance with the concurrence management program and potential roadway improvements. Staff is reviewing landscape concepts and existing drainage issues. The rezoning request is consistent with the surrounding land use patterns and in character with the neighborhood, considering the existing the existing multiple family residential facilities and community-oriented retail uses in the area. The project will contribute positively to redevelopment of the area. Interim Central Permitting Director Jeff Kronschnabl said the rezoning to master plan development for the property at the Sunshine Mall involves redevelopment that does not require a land use amendment. Central Permitting Senior Planner Sandy Glatthorn said it is a mixed used development involving 3 phases over a 5-year period. The concept plan outlines the proposed uses on the site, proposed locations, gross floor areas of buildings, proposed maximum height of buildings, general location and number of parking spaces, building setbacks, perimeter buffering and lighting. Approval of the concept plan would allow the applicant to proceed with a detailed final site plan for technical staff review. In response to a question, Ms. Glatthorn said this is the only time the zoning issue will come before the City Commission, but other issues will arise as each phase of the project progresses. In response to a question, Ms. Glatthorn said this request is under the permitable thresholds. She will supply the City Commission with threshold information for Thursday’s meeting. CM ADMINISTRATION Award Phase I of project for Organizational Review Services to Public Strategies Group, base fee $20,000 plus performance fee not to exceed $5,000 and travel & incidental expenses not to exceed $6,000 (Consent) Three firms out of nine were considered from those that submitted RFQs (Request for Proposal) for a Phase I organizational review of City operations: Estimated costs indicated in their proposals are as follows: 1) Public Strategies Group total fees of $95,000; total travel costs of $23,000; 2) Arthur Anderson total fees of $1,080,000; total travel costs of $162,000; and 3) Management Partners, Inc. total fees of $321,730; total travel costs of $69,880. Phase I is a diagnostic phase to determine how the City can enhance customer service. The firm selected will gather information and data from the City, conduct interviews with stakeholders, and perform a preliminary SWAT (Strength and Weakness Assessment.) Once Phase I is complete, the firm will determine the remainder of the work to be performed for the project, how the work can be performed, time period, and a better estimate of the remaining project costs. Subsequently, the City will determine how to proceed with completing the project. Funding for the project will be appropriated from the City’s Vision money. In response to questions regarding requested funds, Deputy City Manager Kathy Rice said $250,000 was budgeted for 1998. Phase 1 will cost an estimated $31,000 for a diagnostic look at the City’s overall organization and assist the City in determining if operations and customer service are efficient. The timeframe involved is 60-90 days. She noted Arthur Andersen is an auditing firm with emphasis on strategy, and finite analysis, with an emphasis on hard numbers. The City Manager said he felt the issue is the processes used to do business. A question was asked what type of new information can be obtained by performing more studies. Ms. Rice said previous studies revealed information from customers about the City’s customer service. She said the new studies will reveal information regarding the entire City organization. Final cost estimates can be determined after completion of the diagnostic phase. The City Manager said a full blown accounting audit will cost $1 million and more preliminary information is required. Structural, code-driven, and beauraucratic barriers exist that have developed over time which translate into customer service problems. An external perspective can reveal information that may not be realized internally. She will provide Commissioners with a copy of the proposal. In response to a question regarding the Bordner Study, Ms. Rice said that study revealed that people did not like some City services, but it did not supply a framework to address those issues. Those studies will not be reinvented. In response to a question regarding the firms listed for consideration, Ms. Rice said out of 7 RFQs (Request for Qualification), received, 3 firms were selected. In response to a question regarding what is left over in the City’s Vision money after the $31,000 expenditure, Ms. Rice said she would supply the Commission with specific numbers. A list of stakeholders was also requested. In response to a question, the City Manager said the Commission’s approval would only commit to Public Strategies’ Phase I diagnostic study, and the other consulting firms will still be considered for future studies. Any further work would require Commission approval. In response to a question regarding a base and performance fee, Ms. Rice said those numbers are included in the contract. A list of satisfied clients from Public Strategies was requested. The City Manager said Public Strategies’ bid was selected because they can provide the best level of service to meet the City’s needs. CLK CITY CLERK Community Relations Board - 3 appointments It was requested this item be pulled in order to get more nominees. Parks and Recreation Board - 2 appointments It was requested the consideration of the reappointment of Mr. Kirbas be delayed until after the election. Appointment of Commissioner to represent the Commission as the Canvassing Board re 3/10/98 Municipal Election Section 101.5612 Florida Statues provides for the testing of tabulating equipment to ascertain if the equipment will correctly count the votes cast, and that the Canvassing Board convene at this time or appoint one of its members to represent it. The test is open to the candidates, press, and public. The test is conducted by processing a pre-audited group of ballots punched to record a pre-determine number of valid votes for each candidate. The test is repeated on election day before the start of the ballot count, and again immediately after completion of the ballot count. Tests will be conducted at the Election Service Center, 14255 49th Street North, Suite 202, Clearwater on: March 5, 1998, at 9:00 a.m.; March 10, 1998, at 10:00 a.m.; and March 10, 1998, after official tabulation of ballots. Vice-Mayor J. B. Johnson suggested Commissioner Hooper represent the Commission on the Canvassing Board. Commissioner Hooper said he may be out of town and is unsure when he will return. OTHER CITY ATTORNEY ITEMS Penny for Pinellas Extension - Interlocal Agreement Section 212.055 (2), Florida Statutes (1988 Supp.), authorized the County to levy a discretionary sales surtax of one percent throughout Pinellas County, Florida, (“Discretionary Surtax”), subject to referendum approval, to finance, plan and construct infrastructure, as defined in Section 212.055, Florida Statutes. On November 7, 1989, levy of the Discretionary Surtax for an initial ten year period was approved by a majority of those voting on the question at a referendum. Pursuant to Section 212.054(4), Florida Statues (1988 Supp.), the Florida Department of Revenue is responsible for collecting the Discretionary Surtax and distributing the Net Proceeds thereof to the County on a monthly basis. The Net Proceeds of the Surtax may be distributed pursuant to an Interlocal Agreement entered into between the County and the cities. By Agreement dated September 19, 1989, the County and the cities entered into an Interlocal Agreement providing for the distribution of the Discretionary Surtax, which Agreement expires January 31, 2000. On March 25, 1997, the extension of the Discretionary Surtax for an additional ten years was approved by majority of those voting on the question at a referendum. It is in the best interest of the cities and the County to enter into an Interlocal agreement that will run concurrently with the extended levy of the Discretionary Surtax to provide a distribution among the cities and County. The Interlocal Agreement authorizes the cooperative exercise by agreement of two or more public agencies of any power common to them. As a condition precedent to executing the Agreement, each City must furnish the County with evidence that its governing body has, at a duly-noticed and publicly-held meeting, adopted a plan which specifies the infrastructure projects to be funded by that City’s portion of the Discretionary Surtax. Each City signing this Agreement shall submit a list of the Original Infrastructure Project to the County at the time of execution evidence of the official action. Each City shall annually file its Capital Improvement Plan with the County and identify any material changes in the Original Infrastructure Projects. During the term of the Interlocal Agreement, the Discretionary Surtax shall be collected by the Florida Department of Revenue, and the Net Proceeds shall be distributed monthly to the Board of County Commissioners for distribution in accordance with the terms of this Agreement. The Net Proceeds shall be distributed between the County and the Cities within a reasonable time after receipt. City Attorney Pam Akin said it is essentially the same agreement used in the past. The City Manager said should the population change, the numbers do not change. Yearly transmittal of information is required. A public hearing will be needed if projects are changed. The first $80,000,000 is allocated to the criminal justice system. The remainder is divided between cities. In response to a question, the City Manager said the population figures came from the 1995 census. A question was raised regarding total estimated costs. Ms. Rice said all costs are calculated in the numbers shown. A question was raised regarding whether the 3% administrative fee charged by the Florida Department of Revenue had been taken into account. Staff will verify. Other Commission Action Commissioner Seel indicated she no longer has the time to participate on the Florida League of Cities. It was suggested Commissioner Hooper replace her. The City Clerk said the replacement requires approval by the President of the Florida League of Cities. The City Clerk will write a letter requesting Commissioner Hooper replace Commissioner Seel. Commissioner Seel congratulated the Police Department on their honorable mention from the Tampa Bay Regional Council. Commissioner Seel noted the Clearwater Housing Authority minutes indicate the board voted to change Condon Gardens’ name to Jasmine Courts. Commissioner Seel said the Clearwater Main Library Site Selection Task Force lists the City Commissioners and Mayor as absent at the December 23, 1997, meeting. She noted she would have liked to have attended, but neither the Commissioners nor the Mayor were invited to that meeting. Commissioner Seel said the Sand Key Civic Association invited the City Commission to attend their beach renourishment program. She noted there is a conflict with the City Commission meeting. Staff will send the Sand Key Civic Association a letter explaining the conflict. Commissioner Clark said he received PSTA’s audit statement. PSTA’s net income for the year was $1.5 million. The operating loss was $23 million, less than in previous years. Commissioner Clark said there will be no public bus service to the Devil Rays’ games. The City of St. Petersburg is not interested in offering a subsidy, nor is PSTA. He felt it would be a tremendous private sector opportunity. Commissioner Clark expressed his concern regarding citizens throughout the County immediately turning left at traffic lights as soon as they are green, without a green arrow. He felt the problem is of epidemic proportion and suggested remedies begin with City employees. Vice-Mayor J. B. Johnson said Clearwater received national publicly from a daily crossword puzzle. Vice-Mayor J. B. Johnson said he attended an excellent PIW workshop at Oakhurst School. Vice-Mayor J. B. Johnson said the Tampa Bay Estuary program would like to circulate a license plate petition. He distributed information to City Commissioners, noting signing the petition is not an agreement to purchase. Vice-Mayor J. B. Johnson referred to a magazine article regarding cell towers being placed in trees in the state of New Jersey. Adjourn The meeting adjourned at 10:04 a.m.