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03/16/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 16, 1998 Present: J. B. Johnson Vice-Mayor/Commissioner Robert Clark 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 Ed Hooper Commissioner The meeting was called to order at 9:03 a.m. at City Hall. ITEM #1 - Service Awards Five service awards were presented to City employees. The Commission recessed from 9:08 to 9:23 a.m. to meet as the Community Redevelopment Agency and the Pension Trustees. PUR PURCHASING Joe Money Machinery Company, one 1998 JCB Model 214-2 tractor (replacement), $35,980; funding to be provided under City’s Master Lease Purchase Agreement (GS) Vermeer Southeast Sales and Service, Inc., one 1998 Vermeer Model SC752 stump cutter (replacement), $24,967.10; funding to be provided under City’s Master Lease Purchase Agreement (GS) The Smith Wilson Company, misc. office supplies (other than paper), increase funding from $100,000 to $125,000 for remaining portion of contract ending 5/21/98 (FN) Industrial Refuse Sales, front loading refuse containers & repair parts, 3/20/98-3/31/99, est. $115,000; 2nd & final extension (SW) Rotonics Manufacturing, Inc., automated residential carts (black barrel containers) & repair parts, extension, 3/20/98-3/31/99, est. $90,000 (SW) Industrial Refuse Sales, open top roll-off containers (new) & compactors, 3/20/98-3/31/99, est. $125,000; 1st of two extensions authorized (SW) B.J.’s Towing and Recovery Inc., impound towing service, 5/1/98-4/30/99, est. $50,000; 2nd and final extension (PD) Declare surplus vehicles to City needs; authorize disposal to highest bidder through Tampa Machinery Auction (FN) In response to a question regarding the previous budget for office supplies, Purchasing Manager George McKibben said there was no increase, just a difference in how much was purchased from Smith Wilson versus the in-house warehouse. In response to question regarding the cost of each solid waste rolloff container, Director of Solid Waste Bob Brumback said they cost approximately $55 each. In response to questions, Deputy City Manager Kathy Rice said she will research if revenue receipts from B. J.’s Towing and Recovery, Inc. exceeds the City’s cost for towing. Ms. Rice will supply the Commission with specifics regarding if the City or private individuals’ insurance companies receive revenues from impounded stolen vehicles. FD FIRE Agreement to conduct management study of Fire/Rescue Services for the City to Richard A. Knopf & Associates, $40,000; approve ranking of RFQ respondents (Consent) The formulation of a master plan for the Fire Department has been identified as a priority for the current year by the City Manager. A management study is the initial step in that process. The rankings are based on the following parameters: technical ability, past experience, qualifications of key personnel, innovative features, references, and adequacy of overall proposal as s et forth in the RFQ (Request for Qualifications). Rankings were established by a committee that included Robert Jones, Police, Tom Mudano, Information Management, Dan Carpenter, Finance, Rowland Herald, Fire, and Brian Baldwin, Fire. The 6 respondents to the RFQ were ranked in this order: Richard A. Knopf and Associates, Inc., David M. Griffith and Associates, Ltd., MGT of American, Inc. Carroll Buracker and Associates, Inc., John Dorsey and Associates, Inc., and MMA Consulting Group, Inc. The approach to this project will include: 1) thoroughly documenting the current operating and service environment; 2) conducting an in-depth analysis of demands for service and resulting service levels; 3) providing extensive opportunity for staff and community input into study; 4) identifying planning issues which will impact future Fire/Rescue service needs; 5) evaluating current and future Fire/Rescue resource requirements; 6) structuring a range of service alternatives to include analysis of service delivery and levels, management and program needs, personnel issues, impact on other City functions,, and cost effectiveness; and 7) providing detailed implementation plans for organizational, staffing, and program alternatives. The resulting analysis will be combined into a comprehensive report and implementation plan that will serve as a strategic guideline or master plan for the Fire Department. The vendor has agreed to adjust their fee by lowering the hourly rate and reducing the travel allocation. These adjustments will not effect the provision of services as proposed. Funding for the negotiated amount of $40,000 is available for this purpose in the Fire Department operating budget. In response to a question regarding how the Fire Department is obtaining community input, Fire Lieutenant Rowland Herald said a survey will be mailed to 1,000 households based on zip codes. The survey results should be complete by the third week in May. Agreement with Pinellas County Fire Protection Authority, provide fire services, 4/1/98-9/30/99 (Consent) The proposed agreement will extend the current agreement, with modification from April 1, 1998, through September 30, 1999. The Pinellas County Fire Authority has proposed this short-term agreement with an understanding that the Pinellas County Fire Chiefs’ Association will work with the County Fire Authority to develop an agreement similar in format to the County OEMs agreement. A substantive change from past agreements is the addition of performance criteria similar to those currently found in the OEMS agreement. These criteria will be used to establish baseline measures for future agreements and will not result in any penalties for the term of this agreement. Additional changes include: 1) the clarification of certain definitions; 2) the addition of definitions for Contractor, Fire Fighting Unit, Fire Prevention Code, and First-Due District; 3) minimum staffing requirements; 4) no offset to the Fire District budget for alternative funding receipts; and 5) a conflict resolution process. These changes will have no adverse impact nor will they change the current Fire Department operating environment. Financial considerations in the current agreement will remain in effect. The Clearwater Fire Department County Fire District budget for FY 97/98 totals $1,349,350 for fire protection services of unincorporated areas. In response to a question, Chief Herald said the County’s reimbursement increases as the City’s budget increases. It was remarked the information supplied to the City Commission is unclear regarding who pays whom. It was requested the document be clarified to reflect the funds are paid to the City. FN FINANCE Purchase of EMS insurance coverage, amount not to exceed $90,000 for balance of Fiscal Year 1997-98 in compliance with intergovernmental agreement with Pinellas County dated 10/30/97 (Consent) This is new insurance coverage required by the EMS (Emergency Medical Services) interlocal agreement with the County. The County has been providing this coverage pending a determination of the amount of funding due the City under the agreement. The County will reimburse the City $167,044.54 per fiscal year at the rate of $13,920.38 per month. Since only 6 months remain in this fiscal year, the cost for the balance of the fiscal year is estimated at $83,522.27. It was questioned why the information supplied to the City Commission reflects a net cost to the City of $90,000, when it is actually a zero balance. Risk Manager Leo Schrader said those costs are for unexpected expenses associated with adding vehicles not reimbursed by the County. GS GENERAL SERVICES Purchase Order to Coastline Equipment, one Samsung model SL 180-2 Front End Loader, $110,469; authorize funding under City’s Master Lease Purchase Agreement (Consent) Fiscal year 97/98 Engineering capital improvement budget included $80K to be paid by lease payments in project code 315-96669 for a front-end loader. Loader will be used a City biological processing facility to move non-processed and processed sludge between facilities and to load sludge into high profile trailers. State contract price of $110,469 is the most economical source. An additional $30,469 will be added to the lease payment budget in code 315-96669-564100-535-000 by a mid-year budget adjustment. The current operating budget is sufficient to pay the debt estimated to be $10,652.40 in (principal) 421-01351-571300-535-000 and $1,847.36 in (interest) 4210-1351-572300-535-000. In response to a question, Controller Fred Belzel said the front end loader is being purchased. The user department will make lease payments, and the loader will be owned by the City at the end of the lease. This type of equipment typically lasts 5 - 10 years. It was questioned if the City would get a better price from Coastline Equipment in Tampa than Coastline Equipment in Riviera Beach. Mr. Belzel said although they are the same company with different branches, the Riviera Beach company’s bid was lowest on this particular piece of equipment. PW PUBLIC WORKS Public Hearing & First Reading Ord. #6240-98 - Vacating easterly 2.5’ of 10’ drainage & utility easement lying along west side of Lot 60, Countryside Tract 5 (Hunter, V98-01) The applicant is requesting to vacate the easterly 2.5 feet of the 10 foot drainage and utility easement lying along the west side of Lot 60, Countryside Tract 5 and addressed as 3272 Mulberry Drive. The existing swimming pool encroaches into the easement. The applicant recently sold the house and the title company retained funds in an escrow account until the portion of the easement containing the encroachment was vacated. The City has no existing utilities located within the easement. Florida Power, GTE, GTE Media Ventures and Time Warner Cable have no objections to vacating the portion of the easement containing the encroachment. Public Works Administration has no objection to this vacation request. It was questioned why the existing swimming pool encroaches into the easement of the property. Director of Public Works Rich Baier said there is no requirement for permits tied to the property survey. The new Land Development Code will address this issue. City Attorney Pam Akin said there is built-in penalty for incorrect construction, and costs are incurred to rectify the problems. Presentation: Future water supply and Reclaimed Water Phase II Public Works Director Rich Baier said the City is nearing completion of a contract for reclaimed water services on Island Estates. Planning for expansion is underway to conserve water resources. Consultant Street Lee presented the status, background, planning, suggested policy change, and proposed implementation for the project. The transmission pipeline is in place. Distribution pipelines are 70% complete and storage and pumping facilities are 50% complete. The service should be on line in late September. Those areas without options of shallow wells or other alternative methods of irrigation are priorities for the service. He reviewed project costs. Grant funding is available and $2.5 million is expected from SWFWMD. In response to a question, he said the northeast storage tank is necessary now to ensure high pressure pumping of water and provide water for future needs. The County is encouraging the use of shallow wells since they do not impact the aquifer. The City is being proactive in terms of long term water needs and available grants. It was questioned if the County’s suggestion for property owners to install shallow wells would undercut the City’s reclaimed water service efforts. Mr. Baier felt it would not since many areas cannot access shallow wells. It was questioned why the City is proceeding with installation of reclaimed water service to areas that do not want it. Mr. Baier said the City is looking to the future and what the consequences could be without it. The current policy requires 51% sign up and must be modified for the project to be successful. The Commission requested paper copies of Mr. Lee’s and all future presentation prior to presentation. CP CENTRAL PERMITTING (Cont. from 1/15 & 2/19/98) Variance(s) to Sign Regulations for property located at 18627 US19N, Sec. 20-29-16, M&B 33.01 (Steak N Shake, Inc., SV98-02) This property is located on the east side of US 19 at the intersection of Nursery Road, in the Highway Commercial zoning district. It has been developed with a Steak N Shake restaurant. A 98.9 square foot freestanding sign is proposed to identify the restaurant. There is an existing billboard on the property, nonconforming due to its area and height, with an area of 600 square feet and a height of 50 feet. The property is allowed one freestanding sign with an area of 112 square feet and a height of 20 feet. The applicant is requesting the following variances: 1) a variance of one freestanding sign to allow a second freestanding sign, and 2) an area variance of 586.9 square feet to permit 698.9 square feet of freestanding sign area. In response to a question, City Attorney said the billboard is owned by OSI. The sign is part of the ongoing negotiations with OSI. Steak N Shake, Inc. owns the property Variance(s) to Sign Regulations for property located 1825 Sunset Point Rd., SW¼ Pinellas Groves, part of Lots 7 & 8 (Georgios Adamopoulos / G. Adams Clinic, SV98-05) This property is on the south side of Sunset Point Road, east of Keene Road, in the Limited Office zoning district. The applicant is requesting the following variances: 1) an area variance of 36 square feet to allow a freestanding sign with an area of 60 square feet, and 2) a height variance of 6 feet to allow a 14-foot high freestanding sign. The property owner proposes to replace the existing conforming sign with a larger, taller sign. In response to a question, Senior Planner John Richter said sign regulations in other zoning districts are considered when variances are requested in categories not available in the current zoning district. It was requested comparing similar situations whenever possible. Variance(s) to Sign Regulations for property located 1160 Gulf Blvd., Sec. 17-29-15, M&B 33.01 (Sheraton Sand Key Associates, Ltd./ Sheraton Sand Key Resort, SV98-06) This property is on the west side of Gulf Boulevard, south of Clearwater Pass Bridge, in the Resort Commercial 28 zoning district. The applicant is requesting a variance of one freestanding sign to allow 2 freestanding signs. The applicant proposes to place a sign on each side of the main entrance to this property, each with an area of 9.8 square feet and a height of 6.3 feet. In response to a question, Mr. Richter said the correct area of the signage being requested is 9.8 square feet per sign. The wall itself is not a consideration in the measurement. It was remarked this type of measurement seems inconsistent with regard to wall signage. City Manager Roberto said it is not uncommon to measure only the lettering on a wall. Unless a business constructs a wall specifically for the purpose of signage, the architectural capacity is not considered, only the lettering. Public Hearing & First Reading Ords. #6249-98 & #6250-98 - Annexation & RS-8 Zoning for property located at 1734 Manor Ave., W., Clearwater Manor, part of Lots 26 & 27 (John Fitzgerald, A98-07) The Planning and Zoning Board held a public hearing on this application on March 3, 1998, after which they unanimously endorsed the proposed Annexation and Zoning Atlas Amendment to (RS-8) Single-Family Residential “Eight” to the City Commission. In response to a question, Deputy City Manager Kathy Rice said the applicant will continue to receive County Water with City sewage service. CM ADMINISTRATION Public Works Administration Upon Public Works Director Gardner Smith’s retirement, the effectiveness of maintaining Public Works as a department was evaluated. It was determined efficiencies could be realized by combining Public Works with Engineering, as the responsibilities of the 2 departments are closely aligned. This is a request for confirmation of that decision to create Public Works Administration by consolidating the 2 departments. In response to a question, Mr. Roberto said the City is looking at areas that can be merged together to ensure efficiency. Mr. Baier said the layers of management throughout the new Public Works Administration Department are being modified according to the value of each position. Commissioner Clark commended Mr. Baier for his efforts. Res. #98-13 - finding Project 98-0225 be approved as a Qualified Applicant pursuant to Sec. 288.106, Florida Statutes; and identifying sources of City of Clearwater financial support of this project and equal Pinellas County support as Local Participation in the Qualified Target Industry (QTI) tax refund program for fiscal years 1998-2004 (commits City to refund 10% of eligible tax refund upon certification by Enterprise Florida) The Florida Legislature created Florida Statues, Section 288.106 to encourage the growth of Florida’s high-wage, value-added employment. This program is commonly known as the Qualified Target Industry (QTI) Tax Refund Program. This law authorized Enterprise Florida to accept, review, and approve applications for tax refunds to qualified target industry businesses. A business received a tax refund for each new job created. Project 980225 wishes to relocate its Petroleum/Convenience Store Division from Pinellas County to Clearwater and projects to hire 142 employees over the next 6 years. The QTI Program tax refund may not exceed $5,000 per employee. A QTI business may not receive refund payments of more than 25% of the total eligible taxes that were paid by such business as specified in the tax refund agreement in any fiscal year. A 20% local financial participation is required which breaks down to 10% City of Clearwater financial and 10% from Pinellas County. Under the full scenario, the City’s maximum funding will be $71,000 over 6 years. It is not anticipated this will have a fiscal impact during this fiscal year. A funding source will be identified next fiscal year. The applicant for this project requests to remain anonymous. In response to a question, Mr. Keller said the QTI tax refund programs are available on a first-come, first-served basis. Application must be made before the relocation decision. There must be a danger of a business moving to another state or a significant expansion. This request will create high-end, value-added jobs in the City. In response to a question, Mr. Keller said after 6 years, the State forgives the tax. The City would cease to pay the 10% tax, but this does not abate the ad valorem tax base. The City’s cost is $71,000 over 6 years. CLK CITY CLERK Marine Advisory Board - 1 appointment (Cont. from 3/5/98) Planning and Zoning Board - 1 appointment It was requested waiving board appointments until the entire City Commission is present. Resolutions Res. #98-12 - Demolition Lien - 1012 Palmetto St., Mason’s I. A., Lot 10 (Davis, Moses-Burnett, Moses, Beasley) Clarification was requested as to the number of property owners. OTHER CITY ATTORNEY ITEMS North Ward Elementary School interlocal agreement In response to a question, Ms. Rice said the City Commission had agreed in concept to adopt North Ward Elementary School to allow any City employee’s children to attend the school without an out of area attendance permit. Parents can live in any City and allow their children to attend this school. The fee includes inkind services. The lampposts and other items will make the area more attractive and safer. City Manager Verbal Reports City Commissioners felt the power point presentations at worksessions are working well, except for outside presenters’ typing being too small to read. It was requested presenters provide the City Commission with copies of their presentations prior to the actual presentation. Other Commission Action In response to a question, Mr. Roberto confirmed a homeowners association meeting tonight at the Countryside Recreation Center at 6:30 p.m. Several homeowners associations will be present to discuss how the City can get involved in block parties and other activities. Commissioner Seel said during one of the City Talk show breaks last night, commercial parking rates were mentioned. She requested information regarding those rates and residential beach parking passes. In response to a question, consensus was not to attend the press conference by AMC Theaters. In response to a question from Commissioner Seel regarding a letter from Mr. Kauffman and the City’s annual grant to the Clearwater Bombers for $10,000, Ms. Rice said information has been supplied to him regarding the grant application process. Commissioner Seel will share pictures she received regarding redevelopment from Brenda Nixon in Planning and Zoning with the Commission. Commissioner Seel said the Sand Key Civic Association meeting is March 19, 1998. Commissioner Clark received a letter from Ms. Garris questioning utility rates and other issues associate with the development of the Sunshine Mall property. It was requested the Commission receive a copy of the reply sent to her. It was requested copies of replies to citizens always be sent to the City Commission. Commissioner Johnson received a letter from Jerome McGarrty regarding sidewalks. A reply is necessary. He requested clarification of a letter received from Sheila Cole regarding a bill in Tallahassee. In response to a letter from Holly May regarding social security and Medicare, Ms. Rice said City employees opted out of social security benefits in 1940. In 1986 the law changed allowing employees hired after that date to receive the Medicare portion of social security. Employees in the pension plan and hired prior to 1986 are not eligible for Medicare. There are legal implications if employees are eligible for one and not the other. It is a huge cost to the City and the employee. This issue requires union bargaining. The City is monitoring legislation of this issue. Commissioner Johnson said Earth Day is April 4, 1998 in Tampa Bay. Commissioner Johnson said he received a ridiculous letter from California to Mayor Garvey regarding a comment made about Chihuahua dogs. Commissioner Clark noted the remark had been made by a mayor years ago, not Mayor Garvey. Adjourn The meeting adjourned at 11:08 a.m.