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02/01/1999CITY COMMISSION WORK SESSION CITY OF CLEARWATER February 1, 1999 Present: Rita Garvey Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Vacant Seat Commissioner Absent: Robert Clark Commissioner Also Present: Michael J. Roberto City Manager Richard L. Hedrick Deputy City Manager Bob Keller Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. PRESENTATIONS Military Appreciation Day The successful 2nd Annual Military Appreciation Day took place on November 7, 1998, the weekend prior to Veterans Day. The Commissioners were presented with mementos of the event. Participants were thanked. FD FIRE Approve amendment to existing 10 year Emergency Medical Services (EMS) First-Responder Agreement with Pinellas County Emergency Medical Services Authority On October 1, 1997, the Board of County Commissioners acting as the Pinellas County Emergency Medical Services Authority and the City entered into a 10-year agreement to provide first-responder EMS (Emergency Medical Services) services within the Clearwater EMS District. Either party can terminate the agreement with due notice. This amendment, proposed by the City: 1) adds a 7th ALS (Advanced Life Support) unit, with the County providing $200,000 in annual funding and 2) provides $164,326 to fund 75%, or a major portion of the cost of an EMS supervisor on each shift. The1997 agreement did not recognize the “Lieutenant-Rescue” position. The amendment would be retroactive to October 1, 1998, the 2nd year of the contract, and increase overall County-provided EMS funding from $2,445,530 to $2,883,222. Additional revenue of $437,692 to provide the 7th unit exceeds its overall cost. Reimbursement for existing EMS shift supervisors recognizes their importance to the County EMS system. In response to a question, Fire Chief Rowland Herald said the department’s current budget assumes receipt of these funds. It was noted the City of St. Petersburg has withdrawn from the bidding process to provide a County transport system along with Clearwater and Largo following completion of Phase III of the EMS feasibility study. Staff feels there is not enough time to address all legal concerns raised in Phase II. Commission approved funding for the study has been spent but data obtained are valuable. It was recommended the issue next be reviewed at least 3 years before the contract is scheduled for renewal. The City Manager said the City had wanted to submit a bid to make the private sector more competitive. Concern was expressed the Commission had read about St. Petersburg’s decision in the media before being apprised by staff. PD POLICE Res. #99-13 - permitting City Manager to negotiate and sign a no cost public purpose lease with FDOT for land along Courtney Campbell Causeway for use as public recreation area for initial period of 5 years and renewable annually thereafter For many years, local and metropolitan area residents have used the sandy area on the south side of the Courtney Campbell Causeway near its western end, as an unofficial beach and recreation area. Usage increases annually with large crowds and heavy car and boat traffic. Fights, disorderly conduct, reckless watercraft operations, and traffic crashes have created a public nuisance affecting the health and safety of Clearwater citizens and imposing a heavy demand on police resources. Staff recommends permitting the City Manager to negotiate and sign a no-cost public purpose lease for the subject land with FDOT (Florida Department of Transportation) for use as a public recreation area for an initial 5-year period. The lease would provide the City the legal authority necessary to control activities and enhance public safety. The Courtney Campbell Causeway Recreational Area is approximately 1,600 feet east of the McMullen-Booth Road/SR 60 intersection, following along the shoreline in an easterly direction, encompassing areas to the south edge of SR 60’s pavement, to a point approximately 2,120 feet east of the beginning point. FDOT (Florida Department of Transportation) Property Administrator Susan Rosotti said an idle speed zone was adopted out to 300 feet south of SR 60 on December 15, 1998. This proposed agreement will be renewed automatically annually and can be canceled by either party with 60 days notice. Police Chief Sid Klein said the City’s major concern with this strip is public safety. Chief Klein estimated the City’s annual cost will be $2,650 to pay for the gate and signs. Reducing crime at this location will free up police to answer other calls. Future upgrades could include beach concessions that produce revenue, showers, rest rooms, and a boat launch ramp. Many people consider this Clearwater’s entrance. Concern was expressed access be made as safe as possible. PW PUBLIC WORKS Contract for Sanitary Sewer System Evaluation & Self Audit, Phase I, Tampa Bay Engineering, $299,682 In compliance with the CCNA (Consultants’ Competitive Negotiation Act), staff reviewed qualification proposals from CDM (Camp, Dresser and McKee, King Engineering, Parsons Engineering Sciences, and Tampa Bay Engineering. Staff chose Tampa Bay Engineering due to the company’s knowledge of sanitary sewer systems and extensive work in Pinellas County. In local municipalities, Tampa Bay Engineering has demonstrated substantial savings in recommended repair and replacement costs using field investigation. Tampa Bay Engineering’s main office in Clearwater will facilitate coordination efforts with staff. The Work Order addresses the USEPA (U.S. Environmental Protection Agency) requirement for a detailed evaluation of the Sanitary Sewer System and elimination of SSOs (Sewer System Overflows). Portions of the City’s Sanitary Sewer System are more than 30 years old and do not meet current standards. Due to increasing USEPA and FDEP (Florida Department of Environmental Protection) regulations, the City must be proactive in completing the evaluation. As the City beings redeveloping, it is important to evaluate infrastructure within proposed high density developments. Completion of the evaluation will help staff and prospective developers understand costs associated with redevelopment. Work Order tasks are: 1) data acquisition; 2) system investigation; 3) base map preparation; 4) system inspection; 5) public education; 6) project coordination; and 7) lift station investigation. Phase I will cost $299,682. Clearwater’s Sanitary Sewer System has approximately 410 miles of pipes and 8,395 manholes. Phase I includes smoke testing 25 miles of pipe and inspecting 750 manholes, or between 5% and 10% of the system. Based on information collected in Phase I, staff will develop a scope of work for Phase II to evaluate the entire system and develop a model and master plan for the operations and maintenance of the City’s Sanitary Sewer System. Public Works Bureau Director/Public Utilities Kevin Becotte said the City’s sewer system is beginning to experience age related problems. Bob Brown, Senior Vice President of Tampa Bay Engineering, said the City’s pipes are large enough but too much rain and ground water are leaking into the system. He estimated replacing the City’s 410 miles of sewer would cost $325-million. He estimated rehabilitating the system will last between 25% and 50% as long as a brand new system. He said during Phase I, the operation and pump station will be investigated for facility capacity and smoke will be used to determine flow conditions. A sediment survey also will be completed. Necessary repairs will be prioritized. Phase II will include a physical survey, review of flow management, a capacity analysis, hydraulic modeling, and best management practices. The final report will evaluate the entire system. Besides protecting the environment, repairs are necessary as leakage overloads the pump stations. Neighbors, the Fire Department, and media will be notified before smoke testing is done. A computer model will determine the City’s capacity. The City will meet with the EPA following Phase I, which will determine where problems exist. In response to a question, Public Works Administrator Rich Baier said the City had not undertaken a similar project before. In response to a question, he said while Phase I is estimated to cost $300,000, Phase II will cost between $2- and $2.2-million. In response to a question, Mr. Becotte did not think grant money was available for this type of project. Assistant City Manager Rick Hedrick said this proposal represents a normal part of maintaining the operation of a sewer system. He said the cost to treat infiltrated water is expensive and increases capital costs related to plant capacities. Mr. Baier said the City is subject to fines for leakage from City sewer pipes. In response to a question, Mr. Baier said while other communities have released raw sewage, the City is fortunate not to have had similar problems. In response to a question, Mr. Becotte said Phase I has been budgeted. Concern was expressed areas continue to suffer from strong odor problems. Contract for Countryside Police Substation Addition & Renovation, Oakhurst Construction Company, Inc., $312,668 including alternate bids 1 & 2 As a result of expanded growth and demand for services in the City’s eastern and northeastern sections, the Countryside Police Substation was approved for a Capital Improvement expansion and renovation project during FY (fiscal year) 1998/99. The project includes a new addition, remodeling, ADA modifications, furniture and fixtures, including electrical, mechanical, HVAC, and plumbing. Alternate bids one and two include the removal and replacement of the overhead door and hardening certain walls in the reception area. The project is funded at $325,000. The current balance after architectural costs of $21,185, and other small miscellaneous expenditures is $302,670. The low bid by Oakhurst Construction Co., Inc., for $312,668, includes alternates one and two. Additional needs have been identified: 1) Building and Maintenance has recommended replacing the seizure and forfeiture trailer due to the high costs of needed repairs. Staff will perform this work, estimated to cost $45,000 and 2) installation of an appropriate security system for approximately $40,000 and a used telephone system for approximately $2,500. The security system will be brought back for City Commission approval. The total project is estimated to cost $400,168. The balance of funding from the completed Radio Communication Tower project can cover the shortfall of $97,498. In response to a question, Chief Klein will check with staff regarding the proposal to install a used telephone system. First Reading Ord. #6382-99 - Relating to Reclaimed Water Availability and Rates; amending Art. IX, Sec. 32.380; amending Appendix A - Schedule of Fees, Rates and Charges City Code, Section 32.380, related to reclaimed water availability charges, does not reference properties with irrigation wells and allows property owners with irrigation wells to be charged a reclaimed water availability fee. Language in the proposed ordinance will address this issue. The rate study associated with the Reclaimed Water Mater Plan was based on available data. New rates proposed in the Reclaimed Water Master plan will encourage connection to the Reclaimed Water system. On December 10, 1998, the Commission approved the Reclaimed Water master plan, which then was transmitted to SWFMWD (Southwest Florida Water Management District). The proposed ordinance will revise reclaimed water rates. Mr. Baier indicated the proposal is to decrease the cost for reclaimed water service and availability. As the City is the system’s biggest consumer, he estimated monthly savings of $6,000 from using potable water on the Memorial Causeway. Properties with active wells will be exempt from the service fee. In response to a question, Mr. Baier said an agreement with the country clubs who use reclaimed water charges a per acre rate. CLK CITY CLERK Appoint member of Commission to represent Commission as Canvassing Board Consensus was for Commissioner Johnson to represent the Commission as a Canvassing Board (Cont’d from 01/21/99) Beautification Committee - 2 appointments AND (Cont’d from 1/21/99) Parks and Recreation Board - 1 appointment It was recommended these appointments be continued Community Relations Board - appointments In response to a question, the City Clerk said the board cannot meet without a quorum. An ordinance to reduce the number of seats is being considered. In response to a question, she said all but two members are required to live in the City. Commission representative to the Metropolitan Planning Agency. Consensus was for Commissioner Hooper to represent the Commission on the Metropolitan Planning Agency board. CA LEGAL DEPARTMENT Resolutions Res. #99-06 - Abatement Lien - 1604 El Tair Trail, Coachman Ridge, Tract A-1 (Jerold & Toni Miller) In response to a concern, the City Attorney will report further on this lien. In response to a question, the City Manager said the Building Code addresses dangerous structures. The City Attorney said specific standards must be met before a property is razed. In response to a question, the City Attorney said most violations at the property at the corner of Hercules and Rainbow Drive have been corrected although new violations may be accumulating. Violations must rise to a certain level before the City can act. In response to a question, she said the Community Response Team can check on the property. Concern was expressed regarding the number of cars parked there. OTHER CITY ATTORNEY ITEMS The City Attorney requested an attorney/client session regarding Brian Blanco versus the City be scheduled for March 1, 1999, at 9:00 a.m. Consensus was to so schedule. Vacant Commission Seat It was stated former Commissioner Seel had submitted her resignation to the City and will be sworn in tomorrow as a County Commissioner. In response to a question regarding the vacancy, the City Attorney said the charter indicates an appointment must be made within 60 days. The City has an election scheduled on March 9, 1999, which is within that time period. The City Commission is not compelled to fill the vacancy prior to the election. If the citizens approve related Charter changes, the new Commissioner can be sworn in on March 18, 1999. Consensus was that the seat remain vacant until after the March 9,1999, election. The City Clerk will send letters to those who have expressed interest in filling the vacancy. Other Commission Action Commissioner Johnson requested an update on the volunteer program to ticket illegal parking in fire lanes and handicapped spaces. He recommended fines for vehicles illegally parked in handicapped spaces be doubled. Commissioner Hooper also supported a fine increase. Commissioner Johnson questioned the status of proposed legislation providing immunity from lawsuits for comments made when participating in government. The City Attorney recommended further analysis before the City takes a position. Commissioner Johnson opposed a proposal to pump brackish water from City wells without additional information. The City Manager said staff is studying the feasibility of the suggestion and will return to the City Commission with a recommendation. Commissioner Johnson commended Solid Waste Director Bob Brumback for the proposed program to conceal dumpsters in commercial zones. Commissioner Hooper thanked Recreation Program Coordinator Terry Schmidt for scheduling the annual Charlie Daniels benefit concert in Clearwater. It was noted the organizers had praised staff for their efforts. In response to a question, the City Manager said the City had incurred approximately $8,000 in expenses to put on the concert. Commissioner Hooper expressed concern the Commission had not thanked former Commissioner Seel officially for her service to the City. The City Manager said a farewell will be scheduled. Mayor Garvey expressed concern historic district preservation will discontinue if the Historical Preservation Board is terminated. The City Manager felt the City’s ability to preserve areas of historic value is greatly enhanced as the new Assistant Planning Director previously worked for the State’s historic trust for preservation. Adjourn The meeting adjourned at 10:37 a.m.