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03/01/1999CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 1, 1999 Present: Rita Garvey Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Vacant Seat 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. The Commission recessed from 9:02 to 9:52 a.m. to meet in attorney/client session regarding Brian Blanco versus the City. PUR PURCHASING Duval Ford, one 1999 Ford Explorer 4x2 utility vehicle, replacement, to be used by Police Dept., $21,629; funding to be provided under City’s Master Lease-Purchase Agreement (GSS) Gateway Chevrolet, one 1999 Chevrolet Express van, to be used by Public Works, $16,548; funding to be provided under City’s Master Lease-Purchase Agreement (GSS) Heuer Utility Contractors, increase funding, materials, permits, installation & inspections of polyethylene gas mains and service lines throughout gas system during remaining period ending 09/30/99, estimated $200,000 (total award estimated $875,000) due to additional installation of gas mains on Gulf Blvd. (GAS) Dezurik c/o Diller-Brown & Associates, 12 knife gate valves, for use at Northeast Advanced PCF, $35,820 (PW) Winfrey Corporation, miscellaneous gas repair & installation parts, for use throughout gas system, 03/05/99-03/31/00, estimated $430,000 (GAS) Contract Connection Inc., labor & materials to install playground equipment at Island Estates playground, $26,475.76 (QOL) Kaiser Pontiac-Buick GMC, Inc., two 1999 GMC Sonoma compact 4x2 pickup trucks, replacements, for use throughout gas system area of operation by Gas Marketing & Sales and Customer Service/Meter Reading, $25,991 (GSS) King Truck Center, one 1999 GMC F7B042 with loader & trash dump body, for use by Solid Waste (GSS) Navistar International Transportation Corp., two 1999 Navistar dump trucks, replacements, to be used by Public Works (GSS) East Manufacturing Corp., one 1999 East 82 yard compaction trailer, replacement, for use by Solid Waste, $68,380 (GSS) Duval Motor Company, one 1999 Ford F-250 pickup truck, unscheduled replacement for totaled unit, for use by Public Works, $17,499 (GSS) Declare 5 Macintosh items surplus to City needs and authorize disposal through donation In reference to playground equipment for the Island Estates playground, it was noted the City Commission had discussed the park but had not approved it. The City Manager will present information regarding the park’s design, landscaping, and parking. In reference to the donation of surplus items, it was noted North Ward School’s sign does not list the City as a partner. It was requested the agenda reflect the cost of vehicles being purchased from King Truck Center and Navistar International Transportation Corporation. BU BUDGET First Quarter Budget At first quarter, $266,716 is distributed from the unappropriated retained earnings of the General Fund. On January 21, 1999, the City Commission approved the $26,716 transfer to support the Homeless Intervention Project. From retained earnings, $240,000 is appropriated to provide: 1) $150,000 for 6 FTE police officer positions for the last 6-months of the budget year. Positions funded previously by the COPS grant which expires in April 1999 and 2) $90,000 restores the 5.6 police aide positions eliminated from the current budget. First Quarter amendments reflect the distribution of $563,303 of $750,000 in Vision Funds. Most, if not all, of the $311,440 previously approved by the City Commission to fund NCAA concerts should come back to the City through ticket sales, and be available to distribute for other purposes. The balance of Vision Funds distributed were: 1) $30,000 for Year 2000 fireworks deposit; 2) $146,475 to support the Public Communications & Marketing program, 3) $18,000 to install speakers and expand the Cleveland Street sound system; 4) $3,200 for the Clearwater beach pool survey; 5) $10,000 for costs associated with moving the beach library (approved November 19, 1998); 6) $10,000 donation to the National Conference for Community and Justice supporting diversity in the Tampa Bay area; 7) $3,000 to support Friday afternoon “brown bag” concerts; 8) $25,000 for assessment of CHUD (Clearwater Department of Housing & Urban Development) and preparation of recommendations to restructure neighborhood support services; 9) $5,000 to support the Harborview Center art exhibit; and 10) $1,188 to fund the Greenwood charette. Budgeted revenues and expenditures of all Enterprise funds are as anticipated. Significant amendments include 1) Water and Sewer Fund amendment reflects $40,000 appropriation of program savings to fund C-View contract position to plan, produce, and direct Inside Engineering program; 2) Gas Fund amendment reflects $40,000 appropriation of debt savings to establish cost center to fund initial costs for the City as host of the Florida Innovations Group National Conference for Transforming Local Government; 3) Solid Waste Fund amendment reflects $232,150 appropriation of retained earnings for acquisition of the St. Petersburg Times lot approved February 18, 1999; 4) Stormwater Fund expenditures reflect $1,299,000 transfer of Stormwater revenues to the Capital Improvement Fund for storm pipe system replacements and NPDES mandates approved by the Commission on November 19, 1998. The original budget did not include the transfers as project priorities had not been determined when the budget was released; 5) the Marina Fund amendment recognizes $18,443 appropriation of retained earnings of the Marine Fund to reimburse the Beach Diner for leasehold improvements in accordance with the lease’s termination for construction of the “Gateway to the Beach”; 6) Capital Improvement Fund amendments total a net increase of $3,658,578. Almost all Capital Improvement budget increases have been approved previously by the City Commission, including Fire Engine replacement, “Gateway to the Beach” design, St. Petersburg Times property purchase, storm pipe system improvements, and NPDES stormwater funding. Significant amendments not approved previously by the City Commission include an estimated $73,000 allocation of savings in the Fire Department to fund a study reviewing funding sources for fire related services, and $222,000 for additional funding to construct the Clearwater beach pool. In response to a question, Budget Director Tina Wilson said the $7,005,000 of retained earnings in the General Fund equal 9% of the current budget. The City Commission had approved the FY (fiscal year) 1998/99 budget with reserves budgeted at 8%. It was felt the City Commission should have its policy requiring a 10% reserve prior to approving a budget with an 8% reserve. It was recommended this issue be agendaed for a future meeting. It was felt a 10% retained earnings rate should by maintained, especially during positive economic conditions. In response to a question, the City Manager did not know the City’s cost to host the Florida Innovations Group National Conference for Transforming Local Government. He said an extensive fund raising effort is underway. He said recovered funds will be returned to the gas fund. In response to a question, the City Manager said staff has contacted previous host cities and will present a report next month on expected economic impacts. In response to a question, the City Manager said the CHUD assessment is in process. Concern was expressed regarding the cost of the C-View program, Inside Engineering. It was questioned if the show’s value reflects its cost. Citizen requests to broadcast all board meetings were noted. The City Manager said the top-rated show is the City Commission meeting. C-View also broadcasts all regulatory board meetings. He said the decision to not air the meetings of non-decision making boards was based on the allocation of staff time. He reported the Environmental Advisory Board is creating an environmental video. ED ECONOMIC DEVELOPMENT Action re Dimmitt Property (WSO) Assistant City Manager Bob Keller reported the due diligence period for the Dimmitt property on Cleveland Street, the planned location for the Town Pond, will expire on March 10, 1999. Early indications are somewhat encouraging. Staff will notify the seller that additional work needs to be done. In response to a question, he said this purchase does not involve the Kahlmeyer property. Separate negotiations are underway regarding that property. LIB LIBRARY Branch Library in North Greenwood - Res. #99-17 - Authorizing Mayor to apply for a Public Library Construction Grant from the Florida Department of State for construction during FY 2000/01; assuring that match will be available and unencumbered at the time of grant award (FY 2000/01); funding is sufficient to complete the project; sufficient funds will be available to operate the facility; and the building will be used exclusively as a public library A grant application, with an April 1, 1999, deadline, is being prepared for construction of the North Greenwood branch library during FY (fiscal year) 2000/01. The maximum grant request is $500,000 and requires a match. The project’s Penny for Pinellas fund allocation has been budgeted at $800,000. The application requires assurance that: 1) funding is sufficient and will be available to complete the library building; 2) upon completion, sufficient funds will be available to operate the facility; and 3) the building will be used exclusively for public library purposes. Within 20 years of completing the construction project, proposed changes to the use must be submitted for approval to the Division of Library and Information Services. In response to a question, Quality of Life Administrator Arlita Hallam said the project’s estimated cost of $1.3-million includes landscaping and parking enhancements and assumes construction on property owned and controlled by the City. The City Manager said if the library and new community center are constructed on the same campus, the projects can share infrastructure costs for drainage and parking. Concern was expressed the library project was budgeted for $800,000. It was suggested funding above the budgeted amount should be reallocated to other projects. Dr. Hallam said the proposed size of the library has not changed. The budgeted amount assumed application for the $500,000 grant. If the City does not apply this year, it will have to compete with itself next year for grant funds to construct the North Greenwood and Main libraries. Concern was expressed the City has 3 libraries within a 2-mile radius. In response to a question, Dr. Hallam said the North Greenwood library as planned will be 6,000 square feet, twice its current size. An adult learning center with computer lab, currently run by the Police Department, will be located there. She indicated the Pinellas County Library Cooperative must approve the grant before it is forwarded to the State. It was recommended the entire library system needs to be reviewed. Dr. Hallam stated a library master plan could not be completed prior to the March 18, 1999, meeting. The City Manager said the North Greenwood community had indicated its greatest need was for a recreation center. He said if the two projects could share infrastructure, recreational activities can be maximized. It was suggested part of the Martin Luther King Center could be converted into a library after the recreation center is completed. Dr. Hallam reported the center has only 6,000 square feet. The community needs to retain its meeting space. It was felt the City should apply for the grant. MR MARINE Amendment to Waiver Agreement with Meristar Hotels and Resorts/Hilton Clearwater Beach Resort In March 1984, the City entered into a Waiver Agreement with Equitel/JP Hotels d/b/a the Holiday Inn Surfside. Since the hotel’s ownership has changed to Hilton Clearwater Beach Resort, Hilton General Manager David O’Bannon has requested an amendment to the agreement to change the number and type of vessels. Mr. O’Bannon is familiar with the rules and conditions of the waiver agreement and is maintaining the same operator, Resort Recreation, Inc., to manage the water recreation programs. The amendment will delete 1 manually powered water cycle, and add 2 non-motorized sailboats equal to or less than 16-feet long, 2 waverunner type water vehicles, 5 manually propelled kayaks, and 1 rubberized 17-foot raft powered by an engine with less than 16 horsepower. A licensed operator will use the raft to transport passengers via the existing corridor through the swim area between the beach and parasail vessel. Rental watercraft operations at this location have been satisfactory, and City insurance requirements have been maintained. All other conditions, limitations, restrictions, and obligations of the waiver agreement remain in effect. In response to a question, Harbormaster Bill Morris said the change will increase the number of waverunner type water vehicles to 6. The parasail operation is located 500 feet off the beach. He said hotel management quickly rectified minor problems at this location. It was questioned if the operation will permit City beach lifeguards to use the equipment for emergencies. Mr. Morris said the lifeguards have access to emergency equipment through the Fire Department. He expressed concern regarding training lifeguards in the safe operation of these vehicles. PW PUBLIC WORKS Construction Contract - Beach Roundabout The City Manager said staff wanted to review the bids received and requested a special Work Session be scheduled for March 2, 1999, at 4:00 p.m., to discuss this issue. Consensus was to so schedule. Approve $36,600 to complete Phase One of contract with Nabors, Giblin & Nickerson, P.A. for assistance in special finance issues associated with the Gulf-to-Bay Corridor Enhancement Project On November 3, 1997, staff presented an overview of the Gulf-to-Bay Boulevard project. Staff had estimated it would cost $50,000 to develop the project’s initial scope to include municipal funding options, special assessment districts, tax increment financing, combined financial scenarios, and minimum/maximum property values expectations.. On November 6, 1997, the City Commission approved a $24,000 retainer agreement. Staff inadvertently issued a $50,000 work order and authorized an additional $10,600 in work, creating a $36,600 shortfall. The City Manager has taken steps to ensure that staff adheres to controls and is satisfied this type of event will not reoccur. The City Manager apologized for the oversight. Mr. Baier said the initial report has been completed and allowed the City to plan the pilot project and obtain FDOT (Florida Department of Transportation) permitting to landscape the medium. In response to a question, the City Attorney said the basic retainer agreement permitted work orders to be signed by the City Attorney or City Manager. The City Manager indicated the City Attorney had handled all details properly. Related problems occurred in the City Manager’s office. Measures have been taken to avoid future related problems. He said the report was complicated, considering 3 separate government agencies and 60 property owners for a 10 year program. CLK CITY CLERK (Cont’d from 02/18/99) Community Development Board - 1 appointment for one year term It was suggested the Commission candidate who is elected to the open seat should be allowed to submit names for Commission consideration for the final appointment. In response to a question, the City Manager indicated Jonathan Wade had expressed concerns about his ability to attend day meetings as his schedule is not very flexible. The meeting schedule has not been determined and 2 meetings a month may be necessary. CA LEGAL DEPARTMENT First Reading Ordinances Ord. #6394-99 - Amending various sections of City code relating to Downtown Development Board In response to a question, the City Attorney stated the changes to the voting procedures are being made at the request of the Downtown Development Board. Other Commission Action Commissioner Johnson questioned the status of the City’s Y2K preparations. The City Manager said an analysis of almost every internal system has been completed. The financial system has been updated and the utility system is compliant. Commissioner Johnson requested information on the new lease and future plans for the Clearwater Country Club. Commissioner Johnson questioned if Florida Power’s office will remain downtown. The City Manager said that is the case. Commissioner Johnson expressed concern a letter from Patrick Maguire stated the City had approved the purchase of a Clearwater beach motel. The City Manager said negotiations had occurred but no offer was made as such an offer first must be approved by the City Commission. Commissioner Johnson recommended the City issue a proclamation regarding Child Abuse Prevention Month. Commissioner Hooper invited residents to participate in Paint Your Heart Out on March 13, 1999, beginning at 8:00 a.m. and attend the Economic Team Ceremony to remove an underground tank in North Greenwood at 10:00 a.m. Commissioner Hooper reported the City had published a full page advertisement in Sunday’s St. Petersburg Times explaining referendum issues which will appear on the March 9, 1999, ballot. Commissioner Hooper said construction of the Hercules Hydraulics facility in the City was nearing completion. Commissioner Hooper requested agenda items be delivered prior to the Friday afternoon before a Work Session. Commissioner Clark encouraged citizens to vote on March 9, 1999. He stated C-View is broadcasting a program discussing referendum issues. Mayor Garvey expressed concern many small illegal signs are being planted in City rights-of-way. Mayor Garvey said street lighting outages have increased. She requested Florida Power be contacted regarding their responsibilities in this area. Adjourn The meeting recessed at 10:57 a.m.