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11/16/1998CITY COMMISSION WORK SESSION CITY OF CLEARWATER November 16, 1998 Present: Rita Garvey Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Karen Seel Commissioner Also Present: Michael J. Roberto City Manager Rick Hedrick Deputy City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Gwen Legters Board Reporter The worksession was called to order at 9:02 a.m. at City Hall. Six service awards were presented to City Employees. The November Employee of the Month award was presented to Ozell George, Jr., Public Works Department. A special public hearing regarding charter revisions convened at 9:10 a.m. The worksession reconvened at 10:39 a.m. PUR PURCHASING Tree Line Sales and Service, Inc., 1st of 2 available extensions, annual inspection and repair of aerial buckets & cranes used by various departments, 11/20/98-12/31/99, est. $40,000 (GSS) Kelly Services, 1st of 2 available extensions, temporary employment service used by all departments, 12/1/98-11/30/99, est. $45,000 (HR) In response to questions, Purchasing Manager George McKibben said the rates were bid on an hourly basis, will be used as needed, and billed at the contract rate. He felt the $45,000 estimate was reasonable, based on about $42,000 having been used during the past few months. Lakeside Occupational Medical Centers, P.A., pre-employment & annual physical examinations and random drug testing for all personnel except Fire, 1/1/99-12/31/99, est. $60,000 (HR) It was questioned why Fire Department personnel are excluded from this item. Mr. McKibben responded that City personnel frequently visit the facilities while on duty. Although Lakeside is less expensive than the walk-in clinics, it is located in Largo and the Fire Department prefers that personnel driving City equipment remain within city limits. Doctor’s Walk-In Clinics, new hire & annual physical examinations for Fire Department personnel, 1/1/99-12/31/99, est. $38,000 (HR) In response to a question related to discussion of the previous item, Mr. McKibben said the Doctor’s Walk-In Clinics’ home office is in Tampa. The Clearwater office is on US 19 in Countryside. He said $38,000 is needed to provide pre-employment physicals as well as annual physicals required by OSHA for employees entering into hazardous environments. Additional information will be provided regarding the number of annual and pre-employment physicals anticipated by Fire, Police and Human Resources, and why the costs for Fire Department personnel physicals are significantly higher than for the other personnel. Vermeer Southeast Sales and Service, Inc., one Vermeer V-3550A trencher to be used throughout gas system by CGS, $25,360.36; funding to be provided under City’s Master Lease-Purchase Agreement (GSS) Discussion ensued regarding how this item is charged to the City and the funds recovered from the Gas system. Standard Insurance Company, long term disability insurance for employees not eligible for pension plan coverage, 1/1/99-12/31/99, est. $30,000 (HR) Mr. McKibben stated in response to a question, the City pays for long term disability insurance for 93 employees not in the pension plan. Garber Chevrolet Geo, Inc., two 1999 Chevrolet Tahoe full size pursuit utility vehicles for use throughout City by Fire Department personnel, $54,750; funding to be provided under City’s Master Lease-Purchase Agreement (FD) Fire Chief Rowland Herald responded to questions, stating the requested trucks will be used as command vehicles for himself and the Deputy Fire Chief. ED ECONOMIC DEVELOPMENT (Cont. from 11/5/98) Public Hearing - Declare surplus to city needs, 600 Franklin St., Gould & Ewing’s 2nd Addition to Clearwater Harbor, Blk 7, part of Lot 1, for purpose of selling; approve contract with Pinellas County Housing Authority for sale thereof, for $74,800 less closing expenses est. at $560, for approx. net sale proceeds of $74,240 This item will be continued to the meeting of December 10, 1998. Agreement with FDER providing for assessment and remediation of orphaned and abandoned sites within Clearwater Brownfields Area (Consent) The Florida Appropriations Act provided for $225,000 for the assessment and remediation of orphaned and abandoned sites in the Clearwater Brownfields area. The Florida Department of Environmental Protection administrates these funds and has provided the subject agreement for execution. Funding will be utilized to provide Phase I and II Environmental Assessments, Site Preparation, Site Stabilization, Removal of Pollutant Storage Tanks and other activities required to return orphaned and abandoned Brownfields sites to productive use. The proposed projects include: removal of pollutant storage tanks and preparation of the former service station at 1108 North Greenwood Avenue for redevelopment; preparation of a former salvage yard located at 904 Pennsylvania Avenue for infill housing in cooperation with Clearwater Neighborhood Housing Services; and removal of storage tanks at 1498 South Greenwood Avenue in preparation for the Neighborhood Family Center and Police Substation. The City Manager stated in response to questions, that he would get more information from Brownfields Coordinator Miles Ballogg regarding anticipated costs for the three projects, and use of the South Greenwood Avenue site after cleanup. It was indicated the City of Clearwater has submitted a proposal for a potential pilot project for Brownfields financing, and is a finalist. Because Clearwater is farther along in its Brownfields program than most cities, it is hoped the pilot program will lead to additional State dollars, technical assistance, and beneficial associations. FD FIRE Approve Disaster Relief Funding Agreement with Florida Dept. of Community Affairs (FDCA) (Consent) The funding agreement provides funds for eligible emergency work activities performed during the preparation phase for Hurricane Georges. The City will submit a request for reimbursement of personnel and materials cost in accordance with Federal Emergency management Agency guidelines and the Robert T. Stafford Disaster Relief and Emergency Assistance Act. The agreement requires the City to maintain accurate records to support the requests for disaster relief funding. District Fire Chief Charlie Flowers, the City’s Emergency Management Coordinator, stated in response to a question, he is still looking at the numbers to determine amount of the reimbursement. Approve continued participation in joint venture to study providing Emergency Medical Services (EMS) transportation services throughout Pinellas County, cost not to exceed $38,000 (Consent) Largo, St. Petersburg, Clearwater, and Pinellas County entered into an agreement with the Polaris Group to perform a feasibility study regarding the Fire/Rescue Departments providing a single response EMS system with Advance Life Support (ALS) Services. The $95,000 funding of the study was shared equally, with each party paying $23,875. The consultant’s study indicated it is feasible for the Fire Department to provide quality transport services that are competitive with private transport providers. Authorization is being requested to begin Part II of the consultant’s study: 1) Develop a plan to transition from the current dual-response system to single-response system to include a significant amount of analysis to determine the specific financial and operational impact on Pinellas County if fire departments were to be responsible for patient transportation service; and 2) Prepare a bid response for the Fire/Rescue Departments to jointly submit to a future Pinellas County Request for Proposal (RFP) for EMS transport services. Included would be individual City costs for setting up the necessary organization and acquiring needed equipment to provide the service. The $113,000 cost for Part II would be shared equally among Largo, St. Petersburg, and Clearwater, with each party funding $37,667. Acceptance of the proposal will be contingent on the results of the competitive bid process. Due to the significant financial obligations inherent in the bid process, staff will be reviewing this information with each participating City Commission prior to finalizing a potential bid for submission. Fire Chief Rowland Herald responded to questions, affirming past concerns that providing patient transportation services tied up Fire Department emergency units. The proposed dual response capability would fill the gaps left by fire units responding to patient transport incidents. It was indicated costs for this contract would be about $150 million over 10 years. Discussion ensued regarding whether the City wishes to be in this business, whether any benefits would be realized by enhancing service, and the potential of the service as a revenue source. It was indicated Clearwater signed a 10-year contract with Pinellas County last year, and St. Petersburg is still in negotiations. Discussion ensued regarding the bid timeline released today. In response to questions, Chief Herald said any entity that dropped out would not be obligated to pay the $37,667 share for Part II. The remaining entities would be responsible for sharing the total costs. He outlined existing equipment and capabilities, stating Largo would benefit most from the proposal. The bid would take place at the end of Part II. Consultant fees are included in the costs. Other cities within the County were given an opportunity to be an equity owner in the system. Those who choose not to participate could be subcontracted as an ambulance provider in a joint contract that would require them to maintain their same levels of service. A question was raised regarding whether Clearwater would be obligated to provide service outside city boundaries. Chief Herald responded the City would share in the responsibility of ensuring service is provided; service would not be confined to a particular district. It was indicated critical patient transportation would benefit from the proposed system. All the proposed entities must get on board in order for it to work. This opportunity probably will not happen again for ten years. Pinellas County’s existing system is expensive. The City Manager indicated, from a marketing perspective, a municipality’s participation in the patient transportation process puts profits back into the citizen base rather than into a home corporation. It was indicated private entities are nervous having cities in the mix. At the end of Part II, other cities’ bid responses will be available for review. Staff will meet to determine whether the County’s bid will be known by Thursday, and whether the City can meet the bid deadline. FN FINANCE First Reading Ord. #6531-98 - Relating to purchasing; amending Secs. 2.547, 2.564 & 2.624, and deleting Secs. 2.602-2.608 Purchasing focus groups were convened to provide user input concerning simplification of purchasing procedures. The focus groups recommended changes to the Purchasing Ordinance that will streamline purchasing procedures and still retain adequate controls. Approval of this ordinance will implement those recommendations that can be changed through the purchasing ordinance process. Elimination of the $10 bidder registration fee will encourage more vendors to register with the City. The $7,000 annual revenue loss will be partially offset by a decrease in reproduction, postage and staff time required to re-enter vendor data each year. Raising the bid requirement from $500 to $1,000 will decrease the time and paperwork involved in making small purchases. The State of Florida uses a $5,000 limit and St. Petersburg uses a $2,500 limit. Services exempt from the bidding process under Florida Statue 287.057 have been added to the list of exceptions to the City of Clearwater’s bid process. Recycled paper criteria have been deleted from the Code of Ordinances and will be moved to the Purchasing Procedures Manual. Authorization for disposal of surplus/obsolete personal property with a current value of less than $500 is delegated to the City Manager. Concern was expressed with the need to encourage more vendor participation. Purchasing Manager George McKibben stated annual registration renewals and the $10 annual registration fee are being eliminated. The list will be updated every three years. Small business fairs and Internet registration capability will facilitate small business participation. In response to a question, Mr. McKibben stated the City no longer warehouses recycled paper for use by City departments, but purchases it from the County warehouse. LIB LIBRARY Approve three 3-year leases with B.J.E., Inc., for Units 106-108 for use as Beach Library, Unit 113 for Jolley Trolley, and Unit 208 for Beach Police Substation, at 483 Mandalay (Pelican Walk) effective 1/1/99 (Consent) The Memorial Civic Center will be demolished in January 1999. Three spaces are available at Pelican Walk and can be easily converted into Library, Jolley Trolley, and Police space. Handicapped accessible parking, entry, and restrooms are already available. Ample parking is available behind the building and on the street. The cost is $13 per square foot for the Library (3,300 square feet) and Jolley Trolley (900 square feet.) The owner is providing the Police Substation (900 square feet) at no rental cost. No additional fees for common area maintenance, taxes, or insurance apply. Each unit will provide its interior custodial services and utilities. The 3-year leases provide the time needed to construct the roundabout, bridge, and other beach entry features, and to make a decision regarding a future location for the services currently housed in the Memorial Civic Center. If additional time is needed, the leases can be renewed. Funding for the rent has been assembled from costs currently budgeted for the Civic Center in the Building Maintenance and Parks/Recreation budgets. A first quarter budget amendment will reflect the reallocation of funding to cover the current year rental payments. Rental payments for future years will be included in the library budget and Jolley Trolley appropriation. Renovation of the rented facility to accommodate the library and police substation will be completed by General Services, using funds budgeted for internal services. The Jolley Trolley will pay for renovation of their unit. Approximately $10,000 of Vision monies will be needed for moving costs, a book drop, and Library utilities. Quality of Life Administrator Dr. Arlita Hallam related costs of leasing space in Pelican Walk. Status of the old police substation on the south end of the beach was requested for Thursday. In response to questions, she stated an analysis of civic center activities showed most could be moved to churches and the beach recreation center. She responded to questions regarding location of the book drop. She said quotes have been received, but no formal bids have been taken. Dr. Hallam and Library staff were praised for their work on last week’s successful Folk Arts Festival. PCM PUBLIC COMMUNICATION & MARKETING Contract to Pinellas Press for printing of Clearwater Magazine for $120,000, and approve funding increase of $12,000 for Clearwater Magazine for current fiscal year to cover increased costs due to production and printing of new mailing list of 55,000 Clearwater Magazine is mailed quarterly to all City residents and is believed to be a valuable information tool on City projects, programs, and activities. It is also distributed through Parks & Recreation centers and the Library. Circulation in 1997/98 was about 44,000 per issue, but mailing list data was inaccurate. Circulation with the new mailing list from a new source will rise to 55,000 in 1998/99. Costs will increase due to the increase in the number of printed copies, a change to a gluing process for the 8-page calendar pullout section, and anticipated additional production changes. The current budget for this item is $108,000, based on last year’s circulation. A $12,000 increase is requested, for a total of $120,000, to anticipate additional production changes that may occur in 1998/99. The Public Communications and Marketing budget contains sufficient funds for postage and inserting for the additional issues. In response to a concern, the City Manager said the requested bid information will be provided to the Commission before Thursday. Public Communications and Marketing Director Carrie Huntley responded to questions regarding bids, target audience and circulation costs. It was indicated the second bid was about $200,000. Primarily targeted and mailed to residents, the magazine has some business interest and is sometimes received by businesses located within a residential area. Questions were raised regarding value of the magazine and its benefits were questioned. In response to concerns the Bordner report indicated barely 50% of residents read the magazine, and that the center section is reiterated in each edition, the City Manager said the City is trying to increase penetration of items of interest into the community. While hard data is not available yet, it is possible savings are being realized by eliminating stuffers and consolidating information from different departments into one edition. Discussion ensued regarding production and mailing costs. Ms. Huntley said money was left over from last year’s magazine print budget, and the $12,000 increase is requested to provide for contingencies. Staff was cautioned to make sure the magazine is mailed only to incorporated areas. It was indicated an overlay is needed to produce an accurate mailing list. PD POLICE Contract to Pinellas County School System / Clearwater Adult Education Center, provision of educational services, est. $63,000 (Consent) In 1997 Clearwater selected the Career, Technical and Adult Education (CTAE) division of the Pinellas County School System/Clearwater Adult Education Center to provide educational services to community residents for the Weed and Seed program. Services include basic education classes; GED preparation assistance; career counseling to assist residents in identifying employment skills and aptitude; instruction in getting and keeping a job; and instruction in computer skills. A CTAE educational coordinator functions as a backup instructor; serves as the center’s administrative manager; coordinates maintenance, janitorial services, and purchasing; and supervises CTAE staff and volunteers. The CTAE will administer an extended summer program during June, July, and August, with special emphasis on getting and keeping the community’s children off the streets and out of trouble while regular school is out. The CTAE’s participation has been and continues to be critical to the program’s success. The program has been a carefully crafted partnership among the Clearwater Police Department, Mt. Carmel Development Corporation, and CTAE. Clearwater is entering the third year of its Weed and Seed funding. With the continued efforts of the three partners in the program, Clearwater expects to see the Job Skills Training Center flourish and grow. It would be extremely difficult, if not impossible, to maintain program continuity or consistency if it were necessary to rebid and possibly change the educational services provider throughout the 3-year grant period. Therefore, it is impractical to bid on the educational services required for the Weed and Seed Job skills Center and Computer Learning Lab. The total amount to be paid to CTAE is $63,000, which will include the following expenses for the Period October 1, 1998 through September 30, 1999: $38,520 for provision of all educational service; $12,000 for a summer day program; and $12,480 for an educational coordinator to supervise Center administration. Deputy Chief Bill Baird will gather information regarding the amount spent on the Job Skills Center last year and report to the Commission. In response to a question, he said a summer program would be provided this year. In an unrelated item, concern was expressed with grant monies being used to expand the City’s motorcycle squad instead of providing police training. Staff will investigate and report. PR PARKS AND RECREATION Public Hearing - direction requested re Clearwater Beach Family Aquatics Center In December 1997, the bids for the Clearwater Beach Family Aquatics Center exceeded budget by approximately $200,000. At that time, staff was directed to seek other options. The following options were explored: 1) delay the project; 2) eliminate the project and reallocate funds; 3) construct a pool for $500,000; 4) construct a water playground ($250,000 to $500,000); and 5) construct an interactive fountain ($250,000 to $500,000). Upon reviewing the options, staff made a decision to delay the project until additional information could be gathered regarding how the project relates to One City. One Future. Some citizens and other interested parties continue to lobby for construction of a $500,000 pool on Clearwater beach. Staff is requesting City Commission direction on the various options relating to this project. Operating costs and potential revenue projections for three of the above options are as follows: Project Annual Operating Costs Start-Up Costs Revenue $500,000 Pool (Apr.-Oct.) $98,000 $33,000 $15,000* Water Playground $30,000 $ -0- $ -0- Interactive Fountain $30,000 $ -0- $ -0- (*based on historical data from Morningside Pool) Parks and Recreation Director Art Kader defined a traditional public swimming pool (compared to Ross Norton pool); a water playground (wet play equipment on a flat surface); water park (5-10 acres, compared to Adventure Island); family aquatic center (combining water playground elements with a pool); and interactive fountain. He compared costs of the design options and estimated annual operating costs. He reviewed results of a public opinion survey regarding a plain pool: 70% said they would not use it, and 55% did not favor it. Some expressed support, with qualifications. In response to questions, he stated a family aquatic center was built in Pasco County for $450,000, but that facility is near a main building. He noted Clearwater’s big issue is cost of the support building and restrooms. He reviewed what was in the original bare bones proposal that met minimum health department requirements, stating such a pool could be built for $500,000, including design fees, if that is the Commission’s direction. He said $518,000 is available in the department’s budget for building such a pool, and he would prefer to hold the extra $18,000 in reserve for contingencies. It was indicated permitting, and location will be discussed Thursday. PLD PLANNING & DEVELOPMENT SERVICES Public Hearing - determine whether a public nuisance exists on property located at 1350 Gulf Boulevard owned by Beach Communities II, Inc., Glen R. Johnson, Registered Agent Since September 1995, the City has received numerous complaints from neighbors of the subject property regarding the overgrown lot, debris, unsightly and incompatible structures, operating a business in a residential area, noise, and the generally undesirable situation. The Municipal Code Enforcement Board (MCEB)found the property in violation on May 27, 1998. A compliance date was ordered with a fine of $150.00 to be assessed for each day the property remains in violation. Such fines have been accruing since June 27, 1998 and totaled $18,900 as of October 30, 1998. The property owner has made no successful attempt to address neighbors’ complaints or to bring the property into code compliance. Jeff Kronschnabl, Community Response Team, stated the building permit for the site expired with no construction plans having come forward. City staff has tried to work with the property’s agent and satisfy the neighbors’ concerns. Discussion ensued regarding the most timely way of addressing this high profile property on Sand Key. In response to questions, City Attorney Pam Akin said the City could request conjunctive relief by asking a judge to order the property cleaned up, although the process is not particularly fast. She reviewed the process and other options available to the City to compel compliance. A lien has been filed through the MCEB and the fine for noncompliance accrues daily. After a certain amount of time the MCEB can mandate foreclosure. Concerns were expressed the MCEB’s practice of considering lien waivers after compliance created a disincentive to comply. Public Hearing & First Reading Ord. #6348-98 - regarding new Development Code The City’s consulting firm, Siemon, Larsen & Marsh, has completed the official draft of the new development code to replace the existing land development code. Many citizen groups, neighborhood and professional organizations, local engineering, architectural, contractor/builder, and realtor associations have reviewed the new code. Comments and suggestions have been incorporated into the proposed official draft. The new code has been developed to provide land development regulations that address community needs into the next century, and provide direction for redevelopment and new development. The new code streamlines the development process and provides predictability and flexibility in a manner that creates adequate safeguards for surrounding properties and neighborhoods. The Planning and Zoning Board and Environmental Advisory Board reviewed the new code, conducted public hearings, and forwarded recommendations to the City Commission. The Development Code Adjustment Board continued their public hearing of the item to allow more time for review. Planning Director Ralph Stone said the Planning and Zoning Board has made definitive, line-by-line recommendations, which he will copy to the Commission. He will summarize their recommendations once the board completes its review at their next meeting. PW PUBLIC WORKS Public Hearing - Reciprocal Easements Agreement with Highwoods Florida Holdings, L.P.; declare surplus and grant to Highwoods a perpetual non-exclusive easement for ingress, egress and parking over portion of tract of city owned land lying within NW¼ Sec. 17-29-16, Parcel “A” and Parcel “B” of said agreement, in consideration of mutual benefits to be derived, subject to final approval of general site plan for Park Place Office Center, 380 Park Place Blvd. Highwoods Properties has submitted a site plan to construct an 82,000 square foot, 3-story office building upon a portion of the Park Place property lying south to City Reservoir #2 and soccer fields property at 21133 US Highway 19 North. The City required enlargement of the proposed stormwater detention to avoid overflow flooding of adjacent properties. Expansion of the detention pond reduced available area for the 369 required parking spaces. The agreement commits an approximate 10-foot side strip of the City's property for Highwoods to construct a portion of its parking lot, with a 24-foot wide ingress/egress drive connecting with the asphalt driveway on the City parcel. This additional land will accommodate required parking, and provide a buffer area for trees that will be preserved on the site. In return, Highwoods will allow parking for the soccer fields in the project parking lot during non-business hours, including weekends and national holidays. The agreement obligates Highwoods to pay all operations and maintenance costs of the City parcels. The cross easements will run with the lands in perpetuity unless mutually terminated by the parties, or otherwise amended by their successors or assigns. Staff was requested to provide a map, or photographs, showing the location of parking in relation to soccer fields, etc. Contract for purchase of real property with The Salvation Army, 900 Pierce Street, Coachman Heights Revised Sub., Blk A, west 100’ of south 20’, m.o.l. of Lot 3 and west 100’ of Lot 4 less street, for $100,000 plus est. expenses of $12,000 for environmental audits & $1,875 for boundary survey & closing costs, for total not to exceed $113,875 (Consent) This property is one of four separately owned parcels the City needs to acquire for the “Town Pond” in the block bounded by Park Street on the north, Ewing Avenue on the east, Pierce Street on the south and Prospect Avenue on the west. The Salvation Army has agreed to sell the property for its current market value of $100,000 as determined by an independent appraisal performed by James M. Millspaugh, MAI, dated July 29, 1998. The City will have 60 days following approval of this contract to conduct environmental audits and other investigations to determine additional costs this purchase may generate. If these costs are unreasonable, the City may, among other options, terminate the agreement upon written notice to the seller within the 60-day due diligence window. Staff will continue to work with other owners within the block to purchase their properties at prices supported by professionally performed independent appraisals. The subject property is improved with a 4,797 square foot masonry and glass “storefront building” constructed in 1956. If the Town Pond project should not be undertaken, the building would be suitable for a variety of interim uses by the City, or provide value for future resale. Funding is to be provided from bond proceeds as anticipated in the results of the Utility Rate Study. Any financial resources required to be used prior to issuance of the bonds will be provided by a loan from the consolidated cash pool. Public Works Administrator Rich Baier responded to questions, stating the City would demolish the building when it is acquired, as it has been determined to be unsuitable for any interim City use. The site will be examined for any environmental problems that might have occurred prior to the Salvation Army use. A concern was expressed the property should be under a purchase agreement contingent upon acquisition of the other needed properties. The City Manager responded the properties will be assembled; the question is, at what cost. Discussion ensued regarding options dependent upon which properties are obtained; questionable value of specific properties in their particular locations; potential government reuse factors that were reviewed prior to the decision to demolish. Staff was requested to provide additional information regarding details of the Phase I environmental audits. Approve certain Stormwater Utility Projects for inclusion in the Capital Improvement Program budget for Fiscal Years 1998-99 and 1999-2000 A number of projects were included in the analysis used to determine the revenue required to be provided for the Stormwater Utility Funds as calculated in the Utility Rate Study. The Commission on August 6, 1998 approved Ordinance 6309-98 amending Stormwater Utility Rates based upon the Utility Rate Study. The following projects, located in watershed basins Coastal Zones 1, 2, and 3, and Allen’s, Alligator, and Stevenson Creeks, are primarily anticipated to resolve out-of-bank flooding, street flooding and major erosion problems: Flushing Avenue/Glenmore Court; Pierce Street downtown (town pond); 1264 Burma--Moreland and Summerlin Drive; Stormpipe System Improvements; Stevenson Creek Watershed Plan; Fairwood Avenue Bridge; Saturn Avenue/Sherwood Street; NPDES (National Pollution Discharge Elimination System); Coachman Road; Enterprise Road Channel B Crossing; Cooper’s Point; Arcturas Pond to Gulf-to-Bay Blvd. (Allen’s Creek Gabion); Cliff Stevens Park; North Greenwood Stormwater Retrofit; and Stevenson Creek Dredge (estuary restoration). Estimated cost in the Utility Rate Study for these projects for FY 1998/99 and 99/00 is $10 million. Rich Baier listed projects that were removed from the list of flooding locations. He responded to questions regarding how the watershed basin plan relates to estuary protection and restoration. Tom Miller, Assistant Director of Engineering/Project Development & Environmental, stated in response to questions, the City is replacing undersized culverts and raising Northeast Coachman Road near the intersection with Old Coachman Road. The meeting recessed from 12:30 to 12:48 p.m. Client Agency Agreement with Florida Department of Management Services, Facilities Development Division, for Program Management Services for new Main Library, $170,626 The City wishes to retain the services of the State of Florida Department of Management Services Facilities Development Division (FD), as permitted by Chapter 255.31, Florida Statutes, for providing program management services for the new Main Library. The FD has provided similar services to the various branches of State government for many years. Their clients have included universities, junior colleges, local school boards, the correctional system, etc. Recent legislation has allowed local municipalities to use the services of the FD for building construction projects. The FD will provide the following services: Direction/consultation to the architect/engineer in the conceptual schematics phase, the construction documents phase, the bidding phase and the construction phase; prequalification and selection of contractors and subcontractors, contractor fee negotiations, contractor contract preparation and execution, contractor design phase services, contractor construction phase serviecs and contract close-out services. The FD negotiated the agreement for Architectural/Engineering (A/E) services for this project. Their involvement in this phase of the project saved the City approximately $695,000. The original A/E services quote was approximately $1,800,000. The negotiated agreement is in the amount of $1,104,364. The project duration will span several fiscal years. The FD’s fee is 1.42% of the project budget. This item was considered in conjunction with the Main Library architectural and engineering services item, below. A copy of the Management Services Agreement with the Florida Department of Management Services will be provided at the Commission’s request. Agreement with Harvard Jolly Clees Toppe Architects, Inc., for basic ($828,750) & additional ($275,614) architectural and engineering services for new Main Library, for total $1,104,364 This agreement, by and between Facilities Development, Department of Management Service, State of Florida, (Agent for the Owner) City of Clearwater, (Owner), and Harvard Jolly Clees Toppe Architects, Inc. (HJCT), is for the architectural and engineering (A/E) services necessary to provide construction documents, bidding services, and construction phase services for the new Main Library. The fees associated with this agreement are based on a construction budget of $9,750,000. The total budget for this project will be $12,000,000, and includes basic and additional A/E services, construction, State of Florida Department of Management Facilities Development Division (FD) services, and a 10% construction contingency. The agreement was negotiated for the City of Clearwater with the assistance of State of Florida, Department of Management, Facilities Development Division. The Basic Services portion of the agreement includes the Programming, Conceptual Schematic Design, Schematic Design, Design Development, Construction Documents, Bidding, and Construction Phases. The Additional Services portion of the agreement includes the Interior Design, Library Design Consultant, Landscape Consultant, Technology Consultant, Acoustical Consultant, Graphics & Signage, Environmental Assessment, Geotechnical, Survey, Renderings, Travel Allowance and Miscellaneous Allowances for the project. The agreement between Robert A.M. Stern Architectural team (RAMSA) and HJCT will be executed upon approval and execution of the City’s agreement with HJCT. The fees to be paid by HJCT to RAMSA total $299,450. RAMSA’s portion of the basic services will be $138,450. Additional services from RAMSA will include Design Consultation for $100,000; Interior Design for $30,000; Renderings for $13,000 and Travel Expenses not to exceed $18,000. The project duration will span several fiscal years. Deputy City Manager Rick Hedrick said the $12 million budget does not include land acquisition or financing costs, and assumes construction on city-owned property. He reviewed location or collocation factors, the Library Foundation’s work to raise $2-3 million for furniture, fixtures and equipment, and financing concerns. He said, without borrowing, construction would have to wait until 2007. He felt having HJCT and RAMSA on board with City redevelopment consultant Siemon Larsen would be a major factor in the City’s revitalization efforts. Another unresolved issue is the library’s size. He reviewed estimated construction costs per square foot, depending upon site/financing costs. Once work on architectural issues is completed, the Florida Department of Management can be used to provide program management services. Mr. Hedrick responded to questions regarding the roles of the project manager, architects, construction manager, contractors, and City staff to oversee such a project and ensure it is built according to specifications. Discussion ensued regarding the “construction manager at risk” process, funding of cost overruns, authority for approval of pay requests, and design costs. It is hoped the Commission will consider dealing with the $1.5 to 2 million in financing costs outside the $12 million. Concerns were expressed that a quality building should be designed with adequate space for the next ten years. Discussion ensued regarding percentage of architectural fees. Staff was requested to provide a copy of the agreement and the curve depicting percentage rates in conjunction with cost. Mr. Hedrick responded to questions regarding RAMSA’s responsibility, involvement, and reputation as a library builder. Location is the first question the architectural team will address. A thorough analysis will be done, with the degree of intensity to be determined by the Commission. Discussion ensued regarding whether 70,000 square feet will be large enough. Dr. Arlita Hallam said all 50,000 square feet of the existing library are being used. Increased space is needed to enlarge the children’s department, adult’s department, reference area, and add a computer lab and technology room. She expressed concerns that cutting any more floor area would require cutting programs. If a stand-alone location was chosen, an additional 20,000 square feet would be needed for public space, for a total of 90,000 square feet. Without this extra space, some programs would have to be moved to another area. Approval of this item would not commit to attaching the library to Harborview Center. The $12 million figure is the fixed amount in Penny for Pinellas for a new main library. Strong concerns were expressed with combining the library with Harborview Center, as well as with the possibility of having to supplement library funding to build a stand-alone 90,000 square foot structure. In response to questions, the City Attorney said bonding would require a referendum, unless the charter changes in the meantime. In response to a question, it was indicated part of the architectural service agreement is standard language, some has been negotiated. It was indicated the City would have control and would contract with HJCT to serve as the City’s agent, with RAMSA contracting with HJCT. Each phase would have a go/no go clause. An opinion was expressed the City should look at building a library large enough to last a lifetime, with art in the architecture. It was suggested that housing library services in other buildings would also have a cost. Since bonding would require going to referendum, it was urged to let the citizens decide what they want. As a point of clarification, Mr. Hedrick affirmed these two items are to contract for architectural and management services only, for a 72,000 square foot library, at $130 per square foot. The fee structure is based on the size estimate, and firm numbers will not be known until the project progresses. The first phase of the contract would be schematic design, which includes site selection. It was indicated $124,000 is planned for the schematic phase. Concern was expressed the verbiage in the agenda item is misleading, and that programming needs should be incorporated into the schematic design and site selection phase. Concern was expressed the item does not specify whether the cost includes borrowing costs. It was felt the City needs a facility of which it can be proud, and an architectural firm such as RAMSA would not want its name attached to a plain vanilla box. The Commission was comfortable with having program management services provided by the State of Florida Department of Management Services Facilities Development Division, as outlined in the previous item. City Manager Verbal Reports Beach Diner Termination and Amendment to Pier 60 Concession It was indicated Charles Siemon is researching issues involving the beach concession stand. It was felt Mr. Chandler should have the right to occupy the site, but it needs to be determined how much to expand the footprint to the east. Discussion ensued regarding the need for another family entertainment opportunity focused on children’s activities within the Pier 60 complex. Examples cited in response to questions were a playground, water feature, or steps on which to sit and watch the sunset or listen to music. The City would provide the activity; Mr. Chandler could expand the concession stand to fit with what is there. In response to questions, it was indicated the Commission approved at their last meeting termination of the Beach Diner lease. Now termination of the lease agreement is needed. This item does not commit the City to do anything with the building at the Pier, but would allow Mr. Chandler the first right to go in if the City decides to use it. General discussion ensued regarding terms of the lease agreement and allotment of employee parking spaces at the beach Pavilion. Other Commission Action Commissioner Seel questioned time and location of the November 16 Del Oro Groves Estates update. The Mayor stated the meeting is at 6:00 p.m. at Moccasin Lake Park. Mr. Roberto stated this is an experimental forum to show whether the city could effectively use this kind of system to return neighborhood ownership back to the citizens. Commissioner Seel requested information about the Americorps program in Pinellas, number of participants in the Clearwater Police Department, how the program is marketed, and the City’s involvement. Commissioner Seel questioned the amount being spent to cablecast Look of Success and questioned where it is being aired. The City Manager replied the program would be on Time Warner Cable Channel 7, the Pinellas County channel. He stated in response to questions, that two videotapes were produced to explain what the City hopes to accomplish on the beach, and to provide information not always covered by the media regarding the opportunities being created. The program is branching out from C-View to the County’s channel to provide overlapping coverage. Commissioner Seel referred to Clearwater Chamber Central Area Council minutes reporting on Harborview Center’s presentation about its use. She felt the Harborview Center’s report to the Commission should be given before the City proceeds with library site selection. She questioned when the report will come forward. She also questioned status of a cultural study. Staff will investigate and report when these items will come forward. Commissioner Seel praised Parks and Recreation Director Art Kader for doing a great job on the Phillies parking agreement to ensure all groups are treated equally. Commissioner Johnson referred to tomorrow’s public meeting regarding the new development code, noting some homeowner associations are upset and wondering about changes to the code. The City Manager stated in response to questions that nothing has been removed from the code yet. The public meeting will provide clarification and highlight what the neighborhoods have said regarding 2-3 major issues. Any changes to the ordinance that come forward between now and this Thursday’s first reading are up to the Commission. Commissioner Hooper reported a flag and certificate regarding Military Appreciation Day were presented to Mayor Garvey. Commissioner Hooper stated some people who wished to address the Gallery Restaurant item at last week’s Development Code Adjustment Board meeting had been upset that the item was continued without notice. In response to a question, the City Manager said the item was continued at the applicant’s request. Commissioner Hooper referred to a letter to Roger Sweeney regarding removing a bus shelter from Imperial Cove. He questioned whether the City was paying to have the shelter removed or relocated. Staff will investigate. Commissioner Hooper reported the Pinellas Planning Council (PPC) has significant concerns regarding the City’s development code rewrite, and has indicated it will not recommended approval. The PPC did not concur with the Planning and Zoning Board’s finding that the new code complies with the City’s Comprehensive Plan. The City Attorney has responded to PPC’s preliminary comments. It was indicated the City does not necessarily agree with some of PPC’s findings, but the issue is being addressed in a positive tone. Mayor Garvey urged support of Pinellas County charter amendments proposed by the Legislative Delegation: 1) increasing membership of the County Commission from 5 to 7 members, and 2) removing the requirement for State legislative approval of County charter revisions. In response to a question, City Clerk Cyndie Goudeau said Representative Bradley intends to submit an amendment to have 4 Commissioners from single member districts and 3 at large seats. Currently all 5 members run at large. Consensus was to take a formal position on this item at Thursday’s meeting. Adjourn The meeting adjourned at 2:22 p.m.