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02/17/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER February 17, 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 Vice-Mayor called the meeting to order at 9:00 a.m. at City Hall. Service Awards Two service awards were presented to City employees. Janice Przywara, Legal Department, was presented the January 1998 Employee of the Month award. The Commission recessed from 9:04 a.m. to 9:09 a.m. to meet as the Community Redevelopment Agency. PUR PURCHASING Ericsson GE Mobile Communications, portable radios, chargers & replacement parts for City’s 800 Mhz trunking system, $375,450; funding to be provided under City’s Master Lease-Purchase Agreement (GS) Award a contract to Ericsson GE Mobile Communications, Atlanta, Georgia, for $375,450, for the purchase of portable radios, chargers and replacements parts for the City’s 800 Mhz trunking system. Exception to Bid under Section 2.564 (1)(e), Code of Ordinances - Impractical to bid - Must be compatible with the City’s existing system. Funding to be provided under the City’s Master Lease Purchasing Agreement. Laub’s Landscaping Maintenance, Inc., landscape maintenance in west Clearwater, 3/1/98-2/28/99, est. $41,000 (PR) Award an annual contract to Laub’s Landscaping Maintenance, Inc. for landscape maintenance in west Clearwater during the contract period March 1, 1998, through February 28, 1999, at an estimated cost of $41,000. Biological Research Associates, control of exotic plant species services throughout City, 3/1/98-2/28/99, est. $48,050 (PW) Extend the annual contract with Biological Research Associates, Tampa, Florida, for the control of exotic plant species services throughout the City during the contract period March 1, 1998, through February 28, 1999, at an estimated cost of $48,050. Bay Ford New Holland, Inc., one 1998 Ford New Holland, Model 6640SLE tractor with Alamo articulated boom mower, $55,495; part of funding to be provided under City’s Master Lease-Purchase Agreement (GS) Award a contract to Bay Ford New Holland, Inc., Tampa, Florida, for the purchase of one (1) 1998 Ford New Holland, Model 6640SLE tractor with Alamo articulated boom mower at a cost of $55,495, for utilization by Parks and Recreation throughout the City. $15,183 to be transferred at the first quarter budget amendment from savings under Garage variable charges, and the balance ($40,312) to be provided under the City’s master Lease Purchase Agreement. Harrison Uniform, uniform items utilized by Public Services’ personnel, 3/1/98-10/31/99, est. $55,000 (PW) Award a contract to Harrison Uniform, Saint Petersburg, Florida, at an estimated cost of $55,000 for the purchase of uniform items utilized by Public Services’ personnel during the contract period March 1, 1998, through October 31, 1999. In response to a question regarding approval of portable radios, General Services Controller Fred Belzel said this request is the first renewal to the annual contract. It was questioned why certain codes were being used on the requested purchase of Bay Ford New Holland, Inc. tractor appropriation. Mr. Belzel said expenses are being transferred between codes due to under-usage in one area. GS GENERAL SERVICES License Agreement, BellSouth Mobility, Inc., for non-exclusive use involving installation & operation of personal communications systems (PCS) equipment on existing City’s communication tower at 3290 SR580, for initial 5 year term, with options to renew for 4 add’l terms of 5 years each, provided BellSouth notifies City of intent to renew at least 90 days prior to expiration of primary term or any extension (Consent) BellSouth Mobility, Inc. will pay a $21,600 lease payment in 4 quarterly payments of $5,400 for the first year. Each year the payment will increase by 4% over the prior year. The total payment for the initial 5-year term is $116,992.56. The initial 5-year period will commence no later than 60 days following City Commission approval. BellSouth Mobility, Inc. shall establish the commencement date by providing written notification to the office of the City Attorney at least 10 days before it wishes to access the site to commence construction. Installation at the site will include ground base communications equipment on a concrete pad not to exceed 15’ x 25’ (375 square feet) linked by coaxial cable to 6 antennas at an elevation of 240’. The antennas will be located on the existing radio communication tower. The ground space under or in close proximity to the tower is for telephone switching and other communication equipment. Either party may terminate this agreement for convenience at any time after the initial 10 years by giving the other party 180 days written notice. In response to a question, Mr. Belzel said the lease commences upon BellSouth Mobility, Inc. taking possession of the site to begin construction. In response to a question, Mr. Belzel said this contract has been renegotiated to include an improved cancellation clause that provides for more than just cause. After 10 years, with 60 days’ notice, any party can cancel the contract for convenience. The City Manager said the City is looking for ways to review and re-prioritize use of property. In response to a question, Mr. Belzel said the garage fund is used for maintenance of the towers. In response to a question, Mr. Belzel said should the towers be destroyed, payments would cease until they are replaced. PD POLICE Approve acceptance of 2nd year grant funding, FY 1997-98, Pedestrian Safety and Enforcement Project, from FDOT, in the amount $32,803 (Consent) In November 1996, the City Commission approved acceptance of a grant from the FDOT (Florida Department of Transportation) for $78,750 to fund the Pedestrian Safety and Enforcement Project, to include one police officer, a police vehicle, and a police bicycle. It is the goal of the grant to reduce pedestrian accidents and fatalities through increased enforcement and public education. In addition, the grant allows the police department to better address the traffic safety concerns of residents who, in our fifth annual Customer Satisfaction Survey, have rated traffic problems second only to burglary as their highest police-related concern. This second year grant will continue the project by funding 75% of the salary and benefits of this officer ($27,553) and provide funds for public education and information materials ($5,250). The City’s match of $10,934 includes the 25% of salary costs ($9,184) plus an in-kind match of public information and education materials ($1,750). During the first year of this project, the Clearwater Police Department made 25 public presentations on pedestrian safety, and issued 250 pedestrian warnings. There is a need to continue those efforts as pedestrian crashes are on the rise in 1997. In 1996, 103 pedestrians were struck by automobiles, 6 of them were killed as a result of these collisions. In the first nine months of 1997, there were 89 pedestrian crashes, which resulted in 5 fatalities. On October 1, 1997, the City was informed that funding in the amount of $32,803 for the second year of the project was approved. The required City match of $10,934 was established in a project for this purpose in the fiscal year 1996/97 mid-year budget review. Due to a delay in passing the Highway Safety Bill in Congress, the actual award of the funds was delayed until after January 1. The department has used this budgeted match to maintain the project during this delay period. IN fiscal year 1998/99, the police department will apply for third year funding for this project. If approved, the City will receive funding for 50% of the project costs for that year. If funding is not granted, the City will have the option of incorporating this position into the police department’s budget or eliminating it through attrition. In response to a question, Chief Sid Klein said tickets given to pedestrians by bicycle patrols are mostly in the eastern edge of downtown and the Gulf-to-Bay Boulevard corridor. The most flagrant violations are being ticketed, others receive warnings. Approve acceptance of 2nd year grant funding, Local Law Enforcement Block Grants Program, from U.S. Dept. of Justice/Bureau of Justice Assistance, in the amount $274,031 (Consent) The Clearwater Police Department will use this grant to continue funding 5 PSTs (police service technicians) and 1 supervisor not funded by the City budget. Three (3) of these positions will be utilized at the Beach substation and allow more comprehensive service to citizens. Prior to the award of last year’s LLEBG (Local Law Enforcement Block grants), the Beach substation was only open when police officers were physically in the building. The 3 PST positions have allowed the substation to maintain regular business hours and provide better telephone coverage. The remaining 2 PSTs will handle accident investigations throughout the City, providing 4,160 hours annually, and freeing up officers to handle more urgent calls. The PST supervisor will supervise the additional PSTs, eliminating the police sergeant’s responsibility. A total of $172,465 has been budgeted for these positions. The grant will also fund 1 additional police officer positions for the Officer Friendly Program, replacing the Officer Friendly position recently cut from the City budget. The $38,917 budgeted for the additional position will be used to rotate assignments to the City’s middle schools. Under the LLEBG, none of these positions are required to be retained at the conclusion of the grant period. The department will evaluate continuation of these positions in preparation of the 1998/99 budget. The remaining $93,097 budgeted under this grant will be used to purchase and/or lease necessary equipment to reinstate, on a pilot basis, the police department’s motorcycle traffic enforcement team. Some equipment purchased through this grant includes: 1) emergency equipment for motorcycles; 2) motorcycle uniforms for officers; 3) radar and laser units; and 4) other necessary equipment. Grant funds will also pay for leasing 3 motorcycles. Existing police officer positions will be utilized to staff the motorcycle traffic enforcement team. Clearwater’s award allocation from the U. s. Department of Justice/Bureau of Justice Assistance is for $274,031, requiring a local match of $30,448, for a grand total of $304,479. The $30,448 match is available in the Special Program project 181-99398. In response to questions regarding implementation of a motorcycle police force, Chief Klein said the current proposed program includes strong policy regarding motorcycle operation and safety. The vehicles will not be used for high speed pursuits. Only experienced officers volunteering for these positions will operate the motorcycles, and only after a comprehensive 2 -week training course. Ongoing training will be mandatory. Chief Klein said in past years, no specific policy or mandatory training requirements existed for motorcycle officers, resulting in higher fatalities. He said accidents and fatalities cannot be totally eliminated whether on motorcycles or in police vehicles. The officers will be part of the traffic enforcement team. In response to a question, Chief Klein said this year the funding allocation is higher this year, almost $140,000, to cover motorcycle equipment costs. There are no personnel costs. PR PARKS AND RECREATION Agreements with: Golden Cougar Band Boosters, Inc., Clearwater High School Band Boosters, Inc., and CNHS, Inc.; for parking of automobiles at Spring Training season of the Phillies, 2/27/98-3/29/98 (Consent) The City owns 3 parking lots that service Jack Russell Stadium. The Band Boosters of Clearwater and Countryside High Schools and CNHS (Clearwater Neighborhood Housing Services) have been parking vehicles at Spring Training games for several years. The Band Boosters and CNHS will staff these parking lots, collect parking fees, and after paying sales tax, will retain 60% of the remaining dollars, remitting 40% to the City. The City’s share of the parking concession is estimated at $20,000 for the 1998 Spring Training season. The agreements are identical to last year’s except for the dates. Fifteen Spring Training games are scheduled for Jack Russell Stadium in 1998. It was questioned why groups or organizations from the immediate community are not used to assist with parking needs at Jack Russell Stadium. Deputy City Manager Kathy Rice said the Greenwood Panthers could not get enough volunteers to provide the service. She said efforts will begin this year to involve community groups next year. Variance(s) to Sign Regulations for property located at 2130 Gulf to Bay Blvd., Sec. 13-29-15, M&B 14.03 (Clearwater Property Group, c/o Kmart Corp. / Kmart, SV98-04) This property is in the General Commercial zoning district, on the north side of Gulf-to-Bay Boulevard, between Gunn and Main Avenues. The applicant is requesting a variance of 203.9 square feet to allow attached signs with an area of 294.9 square feet where a maximum of 64 square feet is permitted. The variance is requested to allow replacement of the existing “Kmart” sign located on this storefront. A new sign is proposed. On August 13, 1992, a variance was granted to allow 242 square feet of attached signs on this storefront. In response to questions, Interim Central Permitting Director Jeff Kronschnabl said the City requested the applicant lower their request in order to become more in line with current City code. The City Clerk said the previous variance was granted for 227 square feet to allow 242 square feet. She said the square footage allowed by the previous variance will be verified. In response to a question, Senior Planner John Richter said when signs are changed, current City code requires additional variances. Ms. Akin said variances are not lifetime variances. A comment was made that revisions to the LDC will include provisions for signs in proportion to property size. CM ADMINISTRATION Public Hearing - Declare surplus to City needs, real property located at 1164-1168 Gould Street, Lots 9-11, Blk 5, R.H. Padgetts Subdivision of Original Lots 2 & 5 The 3 vacant lots contain a total of approximately 22,500 square feet , at an appraised value of $50,000 according to a real estate appraised dated January 15, 1998, performed by Jerry Fiala, MAI, Appraisal Associates of Tampa Bay, Inc. No City department has expressed a need for the subject property. The property will allow the City to implement effectively, the adopted Clearwater Downtown Redevelopment Plan. Ms. Akin said a public hearing is required for this item. She requested the Commission deny this request after the public hearing. The City is exploring other options for this property. It was noted the Parks and Recreation Board January 26, 1998, meeting minutes state a park was not approved for the Island Estates property. Site plans for condominiums and a marina were discussed instead. It was remarked the Commission had approved a park at that location. Clarification of the information in the minutes was requested. Adjourn The meeting adjourned at 9:41 a.m.