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04/13/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER April 13, 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 Brenda Moses Board Reporter The meeting was called to order at 1:01 p.m. at City Hall. Service Awards Eight service awards were presented to City employees. Barbara Sexsmith, Community Response Team, was presented the April 1998 Employee of the Month award. The Commission recessed from 1:15 to 1:20 p.m. to meet as the Pension Trustees. PRESENTATIONS Television Production Specialists Carrie Beem and Randy Hardison presented the first of three videos of One City. One Future. they produced and edited. They were complimented on their effort. The Mayor said the concept requires a long-term commitment. Central Permitting at a Glance - 60 day review Interim Central Permitting Director Jeff Kronschnabl presented an overview of the structure and process required to address personnel and departmental resources. The community is on the move and there are many projects in the planning stage. He reviewed customer transactions, permitting, inspections, occupational licensing, and administrative functions. It was requested Lt. Kronschnabl provide the Commission with information regarding the increase in assessed values relative to taxes. PUR PURCHASING National Roof Coaters, L.L.C., cleaning & coating roof at General Services/Fleet Maintenance building, 1900 Grand Avenue, $58,435 (GS) Equipment Controls Company, gas materials - meters & regulators, 4/20/98-4/30/99, estimated $58,900 (GAS) Key Controls Inc., gas materials - meters & regulators, 4/20/98-4/30/99, estimated $38,800 (GAS) M.T. Deason, gas materials - meters & regulators, 4/20/98-4/30/99, estimated $86,400 (GAS) National Meter, Inc., gas materials - meters & regulators, 4/20/98-4/30/99, estimated $49,700 (GAS) Arozoza Brothers Corp., landscaping products & service at WPC East Plant, estimated $35,000 (PW) U.S. Office Products, f/n/a The Smith Wilson Company, misc. office products at standard discount of 61%, 5/22/98-6/24/99, estimated $160,000 (FN) Award a contract to U. S. Office Products, Orlando, Florida, (formerly known as the Smith Wilson Company) in the estimated amount of $160,000 to purchase miscellaneous office products at a standard discount of 61%, to be utilized throughout the City by all departments during the contract period May 22, 1998, through June 24, 1999. Exception to bid under Section 2.564 (1)(d), Code of Ordinances - Pinellas County Contract 967-0377B. Appropriation Codes XXX-XXXXX-550100 and 550400-XXX-000. (Finance) In response to a question, Purchasing Manager George McKibben said the City is purchasing gas materials from 4 different companies based on a split award based on the lowest bid per item. In response to a question, Mr. McKibben said the contract with National Roof Coasters, L.L.C., has a 10-year warranty. The roof is approximately 75,000 square feet and 15 years old. Public Works Administrator Rich Baier reviewed renderings of the WPC (Wastewater Pollution Control) Plant and explained the need for the Arozoza Brothers Corporation landscaping products and service contract. He said the Parks and Recreation Department is busy with maintaining various areas throughout the City. In response to a question, WPC Superintendent Joe Reckenwald said costs of the contract was budgeted in the existing WPC CIP (Capital Improvement Project.) In response to a question, Landscape Architect Tim Kurtz said there may be a reduction in lawn maintenance costs with the approval of this contract due to the increase of trees as opposed to grasses. It was suggested whenever this type of project is anticipated, the Beautification Committee be included in preliminary planning. FN FINANCE Contract for financial software to PeopleSoft, Inc., for $555,660 and 4 additional years of software maintenance at prepaid cost of $383,700, for a total $939,360 to be financed over 36 months at 4.2% by PeopleSoft; approve related consulting services from PeopleSoft, Inc. and SoftLink for a combined cost not to exceed $542,400; approve computer hardware upgrades & misc. licenses at a cost of $133,900 from Digital Equipment Corp. & other vendors; and approve related staff training & travel estimated at $58,500, for total $1,674,160; authorize loan from Central Insurance Fund to Administrative Services Fund in an amount not to exceed $734,800 to pay for remaining costs not financed by PeopleSoft, to be paid back over 5 years, with interest at cash pool rate, on 9/30 of each year beginning 9/30/99. The current financial system does not support the year 2000. The City had assurances from the current software company they would provide the required changes, but have missed their deadline. Due to the time necessary to convert a new financial system, the City must immediately begin conversion to a new system. The current system is supported by 1 staff member in Information Management, who is planning to retire in 1999. His expertise regarding the current system is required for a successful conversion without incurring additional costly consulting services expenses. This staffing issue results in an immediate need to convert to a new system. The finance system program position will be filled prior to the retirement of the incumbent so that a new programmer can learn to support the new system from its inception. This will result in a temporary increase of 1 position. PeopleSoft, Inc. was selected as it is one of the top 3 financial system applications in the world, is fully integrated with the new payroll system, has the same look and feel as the payroll system, can be implemented by City staff who are already trained on all PeopleSoft standards, will allow some application support redundancy for the City-owned PeopleSoft products, and can be run on existing hardware with minimal upgrades. The software price includes accounts payable, general ledger, accounts receivable, time and labor, flexible spending, benefits administration, asset management, budgeting, purchasing and inventory, unlimited server and workstation licenses, 93 training units, up to 9 days installation support, and first year maintenance. PeopleSoft will finance the purchase of the software as well as 4 additional years maintenance at the favorable rate of 4.2% over 3 years. This was determined to be the best alternative for the City. Project costs also include $542,400 in consulting fees to allow the City implementation team to implement the base modules of the system (GL, AP, Purchasing and Assets) prior to the year 2000 deadline. This project will impact staffing in the Finance, Budget, and Information Management departments. A core implementation team of City staff will work full time on the project with other staff members included as needed. This impact results in additional staffing requirements including a Budget Analyst, Purchasing Clerk, Fixed Asset Analyst, and a System Trainer. These positions should have been added in the past to address workload increases. The requirements of the new technology makes it imperative that staffing levels be increased. Mid-year budget amendments will establish a capital project entitled “Financial System Upgrade” for the amount of $1,674,160. In response to a question, the City Manager said the City has not considered outsourcing the entire finance system. Staff is planning for a worst case scenario in the event Ross cannot fulfill their promised contractual obligations. Information Management Director Jeff Harper said two RFPs (Request for Proposals) have been received regarding emergency fix costs, one for $200,000 and one for $800,000. He felt the costs for the old system to be upgraded were excessive. In response to a question, he explained additional personnel are required in conjunction with the computer upgrade due to training requirements and an employee retiring. In response to a question, Deputy City Manager Kathy Rice said the City has scrutinized the situation carefully and feel the PeopleSoft, Inc. contract is a good backup plan. It was questioned why current proposed costs are substantially higher than those presented to the Commission last year. In response to a question, Finance Director Margie Simmons said costs for a new utility billing system is anticipated at $1.5 million, will not affect the general fund, and costs are included in all utility rate funds. GS GENERAL SERVICES Contract to Posi-Track, Southeast for one 1998 Posi-Track MD70 Crawler / Tractor with equipment trailer, $46,690; authorize funding under City’s master lease-purchase agreement (Consent) This crawler/tractor will replace a bobcat and trailer that are on the FY 96/97 replacement list because they are no longer economical to repair. The bobcat is 12 years old and the trailer is 8 years old. Public Works is upgrading to a Posi-Track with trailer. Posi-Track can be used for maintaining ditches and sand build-up on the beach, as well as rescue and hurricane cleanup. It operates in water up to 3 feet deep and is approved by the Department of Environmental Protection for use in environmentally sensitive areas. Public Works has been renting one to remove the and buildup on the beach after the many recent storms, at $495 per week. Funding of $25,790 is provided in the City’s lease/purchase project for vehicles, and the balance of $20,900 is budgeted in the Public Works/Streets and Sidewalks Program operating budget. The debt service impact in FY 97/98 is $516.77 (Interest), $2,398.63 (principal), for a total of $2,915.40, which is budgeted in the Fleet Program operating budget. When bids were solicited from 16 manufacturers, Posi-Track Southeast was the only known source for this unit. In response to a question, Mohammad Abdur-Rahim said once the Posi-track is purchased, the City will no longer rent the current equipment being used. MR MARINE Contract for Clearwater Municipal Marina Restroom Renovation to Oakhurst Construction Corp., $64,075 (Consent) This renovation project will completely renovate the 2 existing restrooms in the marina building. It includes new plumbing fixtures, electrical wiring, conduit and lighting fixtures, complete HVAC systems, floor tile, wall tile, ceiling system, toilet partitions, doors, countertops, hardware and equipment together with necessary appurtenances. This project is an objective of the First Year Update of the marine Department Business Plan for FY 97/98. The renovations support Objective #5 of the original business plan, which was to continue to upgrade the municipal marina to insure the facility is a “show piece” on Clearwater beach. Thousands of citizens, visitors, tourists and tenants use these restrooms year round. This project was advertised in the St. Petersburg Times on March 4 and 9, 1998. There is currently $50,000 in marina restroom renovations CIP 315-93493 to fund this project. A mid-year amendment will be made to transfer $14,075 from marina unappropriated retained earnings into CIP 315-93493 to cover the balance of the cost for the project. The total cost of $64,075 includes a 10% contingency of $5,825. Harbormaster Bill Held said the Marina restrooms currently have no air-conditioning and the complete HVAC system is not linked with the rest of the building. In response to a question, Mr. Held said future renovations include dock replacement. Safeguards are in place to address transients at restroom facilities. CM ADMINISTRATION A Penny for Pinellas prioritizing meeting is scheduled for April 28, 1998 at 9:00 a.m. Contract for managerial review by Public Strategies Group It is recommended the City develop a strategic plan for improving its bottom line. This plan will be modeled after the existing One City. One Future. blueprint, both in form and process. Specifically, it is recommended the City develop a second chapter to One City. One Future. that focuses on organizational performance and that the initiative be renamed One City. One Future., One Team. A 3-year plan for improving organization performance will include: 1) a clear vision for City government’s future and its alignment with One City. One Future.; 2) specific measurable performance outcomes for City government; 3) a case for fundamental change in the way City government works emphasizing a customer focus; 4) a new compact with Clearwater’s citizens around improving service quality for the dollar; 5) an approach to answer the question, “what’s in this for us?” for each important stakeholder group; 6) a set of change strategies drawn from the strategic opportunities listed in the Public Strategies Group report; 7) an approach that encourages both bottom-up as well as top-down leadership; 8) an investment strategy that funds necessary changes from existing resources; and 9) a defined implementation plan and timetable. Public Strategies has suggested many excellent pints of leverage for giving citizens an improved bottom line and better service quality for the dollar. The strategies they will lead the City through will assure this outcome. A portion of their payment will be contingent upon the City’s evaluation of their performance in meeting this goal. Approximately $210,000 is in this year’s budget appropriated for this project. Ms. Rice said this contract is a 3-year project not to exceed $210,000. The City Department Directors, City Management Team, and the Commission will attend a retreat to prioritize strategies. Public Strategies Group will be paid for each phase of the project according to performance standards outlined in advance. In response to a question, Ms. Rice said the 15% performance pay is included in the do not exceed number. Ms. Rice will change the contract to include Phase 5. In response to a question, Ms. Rice said the City can change the timeframe for reporting. Clarification was requested regarding monthly payments versus overall costs. The retreat is an opportunity to scrutinize if the City is working efficiently and effectively, and develop strategies to accomplish what needs to be done. Public Strategies Group will be given directives and the City will strategize individual issues. CLK CITY CLERK Appointment of Commission members to Regional & Miscellaneous Boards The City Commission is requested to appoint representatives to various boards that deal with issues affecting the City. Information was requested on Pinellas Sports Authority and St. Petersburg/Clearwater Economic Development Council meetings. Commissioner Hooper offered to replace Commissioner Seel on the Pinellas Planning Council. Election of Vice-Mayor In accordance with Article II, Section 2.05 of the City Charter, The Commission shall, at their second meeting in April of each year, elect one of its members as Vice-Mayor. The Vice-Mayor shall act as Mayor-Commissioner during the absence or inability of the Mayor-Commissioner to perform the duties of the office of the Mayor. Commissioner Johnson currently serves in this capacity. It was noted that although the current Vice-Mayor is doing a superb job, the position should be rotated. It was suggested Commissioner Hooper be appointed. It was noted Jolley Trolley Transportation of Clearwater, Inc. B.O.D. meets the second Wednesday of every other month at 5:30 p.m., not Mondays as indicated. Parks and Recreation Board - 2 appointments It was noted one position is vacant and the other is a reappointment. OTHER CITY ATTORNEY ITEMS Request to file interpleader action in Circuit Court regarding Release of Pension Fund moneys of Dennis Thurston Patrick Esposito, the guardian of Joshua Thurston (a disabled minor), has requested the release of pension fund moneys which may be due to Joshua Thurston, as a result of the death of his father in 1993, former City employee Dennis Thurston. Deborah Thurston, Joshua’s mother, has also since passed away. City Attorney Pam Akin requested Commission approval to file an interpleader action in circuit court to determine the amount and payee for such pension fund moneys. City Manager Verbal Reports Commissioner Hooper will attend a Community Affairs Committee meeting in Tallahassee regarding pending annexation legislation. Other Commission Action Commissioner Clark said the Onlinks Project is hosting 2 public hearings May 6, 1998, in Clearwater Memorial Civic Center and May 12, 1998, at the Safety Harbor Spa. In response to a question, Ms. Rice said parking at Jack Russell Stadium will be bid out next year to communities and organizations including the Countryside and Clearwater High School Band Boosters. Commissioner Hooper received correspondence regarding the proposed ordinance regarding settlement on the billboard issue. The City Attorney is addressing specific issues relative to the shelters in front of ACLFs. If concessions are not agreed upon, the matter will not be settled. Commissioner Johnson thanked the Mayor for the letter she wrote to the Public Services Commission regarding the GTE telephone area code overlay. Commissioner Johnson questioned the status of building a beach swimming pool. It was noted due to the development of One City. One Future., it would be prudent to postpone a decision. Commissioner Seel requested an update of Lake Chatauqua Park. Commissioner Seel requested additional information regarding the Library Foundation’s stock donation policy for the new Main Library. Mayor Garvey said Crest Lake Park is not underutilized and suggested residents visit it. Adjourn The meeting adjourned at 3:13 p.m.