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05/03/1999CITY COMMISSION WORK SESSION CITY OF CLEARWATER May 3, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner (departed 11:26 a.m.) J. B. Johnson Commissioner Robert Clark Commissioner Ed Hart Commissioner Also Present: Michael J. Roberto City Manager Richard L. Hedrick Deputy 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. Commissioner Johnson moved to modify the Agenda and recess to meet as the Pension Trustees. The motion was duly seconded and carried unanimously. The Commission recessed from 9:02 to 9:25 a.m. to meet as the Pension Trustees. Beach Parking Plan The City Manager stated a parking garage needs to be opened on the beach before the new Memorial Causeway Bridge is completed. Redevelopment plans have been discussed at a series of public meetings on the beach and mainland. Charles Siemon, of Siemon, Larsen & Marsh, said the parking survey suggests a need for at least 400 additional spaces and adding parking is critical for the beach redevelopment strategy. The parking analysis assumptions are: 1) new parking facilities should be self-financing; 2) parking revenues decline away from the beach; 3) parking garage access should not conflict with traffic movement; and 4) link parking facilities to private redevelopment initiatives rather than primarily serve beach patrons. Sites under consideration are: 1) Rockaway Beach; 2) Pelican Walk; 3) North Hilton parking lot; 4) South Hilton parking lot; 5) Marina; 6) Pier 60; 7) Pier 60+; 8) Coronado/Hamden et al; and 9) south beach/inlet. The Coronado site would require the assembly of several land parcels. In response to a question, the City Manager said staff is not bringing forward plans related to Marina development. Mr. Siemon said a parking garage will be used more than the 180 days annually used in the cost analysis. Ongoing maintenance costs are considered. The design must be attractive and anti corrosive. Mr. Siemon reviewed the advantages and disadvantages of each location. He said the City would not face charter limitations to construct a garage at the Pier 60 location. The Pier 60+ location includes the Days Inn property where a time share complex could be added, improving the current property. This garage could include space for civic facilities and provide elevated views of the sunset. The Pier 60+ location would include more than 898 gross spaces and provide $10.12 in daily revenues per space. Concern was expressed future development will increase the need for parking spaces. Mr. Siemon felt needs will remain constant while the nature of visits will expand into longer and higher value visits. Additional garages can be constructed in the future if the user profile changes. Concern was expressed traffic flow near the garage not be impeded. It was noted parking spaces along Mandalay will be lost if the sidewalks are widened. The City Manager said the proposed high tech parking meters can provide information to direct visitors to specific parking garages. In response to a question, Mr. Siemon said while other beachfront communities have considered robotic parking, he had concluded beach visitors prefer easier access to their vehicles. Mechanics can be affected by the island's salt air. In response to a question, Mr. Siemon said the South Beach/Inlet option would require private sector investment. The City, as project facilitator, could reduce financing costs for a developer with its bonding capacity. In response to a question regarding the sale of development rights for the Coronado site, Mr. Siemon said beyond preliminary conversations, no interest was received. He suggested the value of those rights may increase in the future. The City Manager said the private sector must drive the economics of the project. In response to a question, Mr. Siemon said analysis of the Pelican Walk site indicates it will need to be subsidized due to the needs of nearby businesses and its proximity to the primary beach by Pier 60. In response to a question, he said the Pier 60 location is convenient to the marina. It was recommended the garage be designed to accommodate the heights of vans and sports utility vehicles. The City Manager said alternative parking for RVs and buses will be available. In response to a question, Mr. Siemon said the structure will have a fire sprinkler system but no air handlers as it will be open air. He said the market and demand indicate a desire to park near the beach. As most drivers will chance finding a convenient space, attempting to force parking off the beach will increase traffic. The City Manager said discounting parking on the mainland in conjunction with the trolley was considered and may work once the new bridge is completed. In response to a question, the City Manager reiterated staff knows of no plan to develop the marina. It was noted such development would require City Commission approval. The City Manager said the focus is to develop the Mandalay retail district. Mr. Siemon said his contract requires him to report on ways to enhance and improve the beach, its functions, and its facilities. CLK CITY CLERK Appointments to Regional & Miscellaneous Boards Commissioners agreed to be appointed to regional/miscellaneous boards: 1) TBRPC (Tampa Bay Regional Planning Council) - Johnson; 2) Florida League of Cities Board of Directors - Hart; 3) Suncoast League of Municipalities BOD (Board of Directors) - Rotate; 4) PACT (Performing Arts Center & Theater) BOD - Aungst; 5) EMS (Emergency Medical Services) Advisory Council - Aungst; 6) Mayor's Council of Pinellas County - Hart; 7) Chi Chi Rodriguez Youth Foundation Trustees - Hooper; 8) Jolley Trolley Transportation of Clearwater, Inc. BOD - Hooper; 9) CHIP (Clearwater Homeless Task Force) - Hooper; 10) Tampa Bay Partnership Policy Board - Clark; 11) Tampa Bay Estuary Policy Board - Rita Garvey; 12) Pinellas Workforce Development Board - to be determined; 13) St. Petersburg/Clearwater Economic Development Council - Clark; 14) PPC (Pinellas Planning Council) - Hart; 15) PSA (Pinellas Sports Authority) - Johnson; 16) PSTA (Pinellas Suncoast Transit Authority) - Clark; 17) MPO (Metropolitan Planning Organization) - Hooper; 18) PAC (Pension Advisory Committee) - Aungst, Johnson, Hart; 19) Long Center BOD - Hooper; and 20) Long Center Board of Trustees - Johnson. The Mayor will check to be certain his position as Time Warner’s representative on the Long Center BOD does not create a Sunshine Law problem as commissioner Hooper is the City’s representative. PW PUBLIC WORKS Advise Commission of staff recommendation re parking rate adjustment beginning with beach parking, effective 06/01/99, and revise resident permit program The City parking system uses approximately 43.5 acres for off-street parking and generates $2.4-million annually. Parking will influence One City. One Future. redevelopment initiatives, specifically through construction of new parking decks at the beach and downtown. By adjusting current parking rates, the parking system can use the additional revenue to reinvest it into the system through expansion projects. The City Manager is authorized by ordinance to designate hourly parking rates. Currently on the beach, 705 cashier operated parking spaces are charged $1/hour with a $7 daily maximum. Of 1,675 metered spaces, 444 charge $0.50/hour and 1,231 charge $0.75/hour. The average stay at prime beachfront lots is 2.5 hours or $2.50/vehicle. On June 1, 1999, staff proposes to increase beach-parking rates by $0.50/hour at cashier lots and metered spaces by $0.25/hour on October 1, 1999. The proposed adjustment would increase parking costs for the average user vehicle to $3.75/day. Existing parking meters need replacement. To increase rates, an electronic parking meter system for the beach and downtown is necessary, at an approximate cost of $850,000. Downtown rates are under review and will be submitted later. The lease purchase of the new system will be brought forward for City Commission approval during FY (fiscal year) 1998/99 mid-year amendments. Meters will be purchased over 2 years. Revenues from the Resident Permit Program average $6,000 annually with approximately 100 permits active at any time. Current rates are: 1) $96-12 months; 2) $52-6 months; 3) $26-3 months; and 4) $15/month for beach business employees. It is proposed instead, to charge a $25 annual fee per resident’s vehicle and limit parking to low priority, non-beachfront locations. While the permit fee for beach business employees would not change, permits would no longer be valid at beachfront facilities. Public Works Administrator Rich Baier said the parking rates have not increased for 7 years. Parking fees cover many costs related to tourism. The proposed increase is modest and in line with similar cities. The new meters proposed will accept debit cards. Problems related to sticking cards wet with salt water will be addressed in the bid process. He said plans are to lower charges for the resident permit program, which was started 3 years ago. In response to a question, Parking Manager Tracy Burch said no changes are proposed for marina rates. Quarterly reports on the new rates are recommended. The Commission recessed from 11:26 to 11:45 a.m. PR PARKS AND RECREATION Authorize staff to remove 5 concrete tennis courts located at Bayfront Tennis Complex on SE corner of Pierce and Cleveland and replace with irrigation, sod, and landscaping The Bayfront Tennis complex has 9 regulation size courts, a support building, and parking lot. The 4 asphalt courts are lighted and in good condition while the 5 older concrete ones are in poor condition and not lighted. The complex, at a key entryway to Clearwater beach, is unsightly and needs improvement. Staff has delayed action while awaiting a bay front development plan. The cost to replace fencing, the lighting system, and landscaping, and repair the 5 concrete courts is estimated at $89,900. While complex use increases during the winter, overall attendance does not support 9 courts. The 4 asphalt courts currently meet the need for informal play. On rare occasions, 6 courts are used for league play. Staff recommends creating an attractive passive area that would open the vista at the bay front intersection by replacing the concrete tennis courts with irrigation and landscaping and improving the 4 asphalt courts at an approximate cost of $96,500. If the 4 courts are busy, tennis participants can relocate to nearby City courts. League play would be relocated to McMullen Park Tennis Complex The Parks & Recreation Board supports converting 3 concrete courts to a skate park and repairing the remaining courts rather than removing all the concrete courts. In response to a question, Interim Parks & Recreation Director Art Kader reviewed the location of nearby City court sites. Use of the bay front courts has decreased since the development of other City tennis complexes. In response to a question, Mr. Kader recommended against removing the complex until the future design of the bay front is determined. He recommended beautifying the corner. In response to a question, he said groups who actively use 4 of the courts had indicated a willingness to move to the City's McMullen Tennis Complex. Staff has received no input in response to the posting of this plan at the bay front and McMullen courts. The City Manager reviewed future plans to enlarge the McMullen complex with additional clay courts. Concern was expressed that complex is far from the beach. It was noted many complaints have been received regarding the poor condition of the bay front courts. Mr. Kader reviewed Parks & Recreation Board recommendations to add a skate park next to the remaining tennis courts. He said removal of all 9 courts has not been budgeted. In response to a question, the City Manager said impediments to constructing the skate park include its locations, construction costs, and the need for restrooms and parking. Locating the facility in the park on Mandalay or at Crest Lake is not favorable. Mr. Kader said $101,000 has been budgeted for a skate park. He suggested the park could be constructed on the existing concrete slab at the bay front or the City could partner with another entity at another location. A roller hockey rink at SPJC (St. Petersburg Junior College) also is under consideration. PCM PUBLIC COMMUNICATION & MARKETING Contract for advertising agency services to Paradigm Communications, Inc., 05/07/99-05/06/02, estimated $100,000 per year Many departments require advertising agency services for promotional campaigns, marketing, informing the public, etc. The advertising agency will augment staff and assist in marketing and information campaigns, media research and planning, creative and production and promotional consulting. As the City does not have an advertising agency of record, all departments must adhere to the purchasing procedure each time one is needed, which duplicates efforts. Using an agency will allow development of common themes and a common look to City materials. The scope of anticipated projects includes brochures, direct mail campaigns, periodical and newspaper advertising, marketing and promotional programs, information pieces, etc. The agency will be used on a project basis as needed. Projected costs will be based on rates in the contract. The contract’s total cost is unknown due to the project nature of proposed work. Each user department will be responsible for not exceeding its approved advertising and promotion budget. An estimate will be provided in advance of each project. An agenda item will be prepared for City Commission approval should any estimate exceed $25,000. The City received 7 responses to its RFP (Request for Proposals). Staff chose Paradigm due to its superior ranking of creativity, management background, previous government agency experience, etc. Contract funding of $50,000 is anticipated in the current fiscal year. Approximately $100,000/year will be included in the City Manager’s recommended budgets for FY 1999/00 and 2000/01, and $50,000 in FY 2001/02 to fund the balance of this contract. Paradigm’s average hourly rate of $85 is comparable with the rate charged by the City’s previous agency, which was terminated in February 1999 due to poor creative performance issues. In response to a question, the City Manager said staff will bring forward sponsorships to cover all costs for Clearwater Magazine. Department newsletters have been consolidated. Plans are to develop a more unified look for the City's printed materials. Concern was expressed the finding was subjective that the City's previous advertising agency's performance was poor. It was suggested the chosen agency's product is not impressive. It was recommended a graphic identification for the City be developed. The City Manager said the joint campaign with the Phillies had been successful. The community is struggling to find a common identity. He said 33 communities have a palm tree, waves, and sun in their logo, just like Clearwater. A distinctive logo is needed. Staff will bring back recommendations for a unifying theme. TR TOURISM Contract with Sheraton Sand Key Resort for food functions in conjunction with Transforming Local Government Conference, not to exceed $45,000 On May 12–15, 1999, the City is hosting the 1999 Transforming Local Government Conference, the first combined conference of the Innovation Groups and FCCMA's (Florida City & County Management Association) annual meeting. The conference, expected to draw 800 attendees from across America, will showcase change and innovation practices in local government and will feature top organizational change experts. As host city, Clearwater has the opportunity to be recognized as an outstanding meeting site. The main conference will be held at the Harborview Center with the FCCMA business meetings scheduled at the Sheraton Sand Key Resort. An evening networking and food function will be held on Sheraton’s beach. The event is organized by the City and funded by sponsors. The event’s “Get Native” theme refers to native foods to be served and native vegetation decoration. In cooperation with area attractions, native wildlife will be on-hand for viewing and demonstrations. The budget includes food for approximately 850 guests, 2 drinks each, set-ups, services, and expenses for trainers and animal transport. The function’s cost will not exceed $45,000. In response to a question, the City Manager said no general funding was used. ED ECONOMIC DEVELOPMENT Approve additional position to be funded by DDB and report to Executive Director of the CRA/Assistant City Manager for Economic Development The CRA (Community Redevelopment Agency) has agreed to manage the DDB (Downtown Development Board), which will allow both entities to utilize efficiently public dollars collected from both entities. On March 3, 1999, the DDB approved an Interlocal Agreement. On March 29, 1999, when the CRA trustees approved this agreement they were advised that an additional position would be created, valid only as long as the contract with DDB is in effect. Policy requires formal approval of the new position. A staff member will be taking on a majority of the administrative duties for the DDB, as well as being tasked with other Economic Development Team responsibilities. In response to a question, the City Manager said DDB (Downtown Development Board) funds are adequate to fund the position. PUR PURCHASING GTE Communications Corp., purchase & installation of Norstar Key and voice mail systems to be used at Countryside Library, Countryside Recreation Center, East Library, Parks Field Office, Martin Luther King Jr. Recreation Center, and Water Pollution Control (existing voice mail will be upgraded Y2K compliant in the Main Library, Public Services Complex, Gas Sales, Solid Waste, and Clearwater Gas), $45,000; funding to be provided under City's Master Lease-Purchase Agreement (GSS) Sprint Florida, purchase & installation of a local remote shelf for Countryside Police Substation ($45,000) and equipment necessary for Y2K compliance for PBX voice mail system, PBX call accounting system, PBX switchview management system and Clearwater Customer Service Max ($15,000); funding to be provided under City's Master Lease-Purchase Agreement (GSS) Trinity Industries, Inc., 120 gallon & 250 gallon liquid petroleum (LP) tanks to be used throughout Clearwater Gas System, estimated $104,000 (GAS) Gateway Chevrolet, one 1999 Chevrolet Lumina sedan (replacement) to be used by Solid Waste/Recycling, $15,112; funding to be provided under City's Master Lease-Purchase Agreement (GSS) King Truck Center, one 1999 GMC F7B042 truck with Peterson TL-3 loader (replacement) to be used by PWA/Transportation & Drainage/Urban Forestry, $87,647; funding to be provided under City's Master Lease-Purchase Agreement ($85,747) and cash for upgrades ($1,900)(GSS) Duval Ford, one 1999 Ford Taurus sedan (replacement) to be used by Fire Dept./Life Safety Management, $15,418; funding to be provided under City's Master Lease-Purchase Agreement (GSS) Data Flow Systems, five receiver transmitter units (RTU's) for use at five lift stations, $31,460 (PW) Tampa Bay Engineering, Inc., extend contract for engineering services for gas system expansion through 12/31/99, estimated $168,564 (GAS) Xerox Corp., photocopy equipment rental, maintenance & all associated supplies except paper to be used by all departments during 05/07/99-12/31/01 (GSS) In response to a question regarding the King Truck Center purchase, Purchasing Manager George McKibben said the truck costs $1,900 more than available replacement funding. In response to a question regarding the GTE communications purchase, Telecommunications Supervisor Kelly Legg said on July 30, 1998, the City had converted from GTE to the State system to save on centranet service costs. Florida's system does not have a manipulation insert to allow all intradepartmental telephone calls to be made by dialing only 4 numbers. Savings are significant. In response to a question regarding the Xerox purchase, Mr. McKibben said the City is piggybacking on another group's purchase. In response to a question regarding the purchase from Trinity Industries, Inc., said this was the low bidder. The contract allows the City to purchase the tanks as needed. LIB LIBRARY Adopt Donor Recognition Policy in anticipation of Main Library Capital Campaign In April 1997, the Library Board adopted the Donor Naming Policy and recommended the Commission adopt it. The board's second request was in November 1998. The Library Board and Greater Clearwater public Library Foundation, Inc. believe it is vial to have a donor naming policy in place before beginning the capital campaign for the new Main Library. Adoption of the policy will provide clear guidelines for staff and establish a consistent manner for donor recognition. Glenn Garte, Chair of the Ad Hoc Committee on Donor Recognition and Naming Policy reviewed the proposed donor bill of rights. The Greater Clearwater Public Library Foundation, Inc. plans to raise $3-million for enhancements for the new Main Library. He said the policy is sensitive to the community's need and provides flexibility for the City Commission. The City Manager recommended a policy be followed uniformly. Even with a policy in place, the City Commission will face difficult decisions related to donations. In response to a question, Quality of Life Administrator Arlita Hallam said most community libraries provide donation opportunities. Mr. Garte said the foundation needs to be able to offer something like a plaque in return for a large donation. Concern was expressed the taxpayers will pay for the facility's construction without credit. It was felt the library should not accept gifts from religious organizations. It was suggested the taxpayer may be willing to increase its support. Mr. Garte said all libraries visited by the board provide an opportunity for community contributions. The board does not recommend a direct linkage to a donation, such as naming a room for the contributor. He said contributions can increase the library's size, beauty, and serviceability. Dr. Hallam indicated donating to libraries is a universal practice. The City Attorney said each similar contribution must be treated the same way. Mr. Garte suggested functional but discreet plaques could be used to recognize contributions. In response to a question, Dr. Hallam said contributions will not be solicited for basic construction costs. CA LEGAL DEPARTMENT First Reading Ordinances Ord. #6410-99 - Establishing a Land Assembly Program related with eminent domain The City Attorney reviewed the proposed ordinance. The City Commission first will identify areas qualified for this land assembly program. The process will allow a developer who controls at least 60% of the property necessary for a development, to request the City Manager ask the City Commission to determine if they want to assist in the land assembly process. In response to a question, the City Manager said all of the property controlled by the developer does not have to be contiguous but part of the specified development. The City will not be required to vacate streets, although theoretically, the development can cross streets. The City Manager said the petitioner must present qualifications proving past economic success. The proposed development must meet market demands and have a positive impact. In response to a question, the City Attorney said positive impacts could result from an increased tax base. In response to a question regarding the determination of fair market value, the City Attorney said a reimbursement agreement will be negotiated with the developer identifying how much the developer is willing to pay. The City Commission can decide if it wants to increase that amount. According to the City Charter, the City must offer fair market value for property. In response to a question, the City Attorney said the City Commission will approve of all negotiations in advance. The City Manager said the legal document will protect the City's interest. Resolutions Res. #99-27 - Assessing property owners the costs of having mowed or cleared owners' lots In response to a question, the City Attorney said staff will confirm the assessments cover all related costs including inspections. Agreements, Deeds and Easements Approve amended agreement with Clearwater Housing Authority changing name of Condon Gardens to Jasmine Courts It was recommended a provision be made to honor Mr. Condon, a pioneer in the affordable housing community. The City Manager will look into the issue OTHER CITY ATTORNEY ITEMS Authorize retaining Siemon, Larsen & Marsh as outside counsel to assist in negotiation and drafting of development agreements and potential acquisition of property on Clearwater Beach with authority to expend up to $100,000 in fees and costs; scope of services will be defined in detail as they are initiated In her April 26, 1999, memorandum, the City Attorney requested authoirzation to hire the law firm, Siemon, Larsen & Marsh as outside counsel to assist in the negotiation and drafting of development agreements and potential acquisition of property on Clearwater beach and to expend up to $100,000 in fees and costs. The scope of services will be defined in detail as they are initiated. The City Attorney said Siemon, Larsen & Marsh will assist with designing a development and reimbursement agreement with acquisition based on a final decision by City Commission. The scope is unknown. As time will be sensitive, the work will need to be prepared as quickly as possible. Staff will try to keep costs below $100,000. Work will not begin without City Commission authorization. In response to a question, the City Attorney said work can be done comprehensively and quickly in situations where Siemon, Larsen & March is involved already. In response to a question, the City Attorney said staff anticipates several separate projects will occur. City Manager Verbal Reports Set Budget Public Hearings Budget meetings were scheduled for June 3, 1999, at 10:00 a.m. and June 15, 1999, at 9:00 a.m. A meeting to review the CIP was scheduled for June 8, 1999, at 10:00 a.m. Staff hopes to release the preliminary budget on June 15, 1999. Commission Discussion Items Chamber of Commerce Request to use the $21,626.16 remaining balance due on the loan for the Welcome Center to fund a Fall FAM (Familiarization) tour In her April 22, 1999, letter, Greater Clearwater Chamber of Commerce Executive Committee Chair Judy Mitchell proposed hosting FAM (Familiarization) tours to benefit Clearwater’s tourism industry. The Chamber has 2 remaining installments on the loan made by the City for the Welcome Center on SR 60. The loan’s outstanding balance is $21,626.16. The Chamber requests using the balance due amount to fund this program for the next 2 years and assist the beach business community during this critical stage of beach development and enhance City advertising efforts. The City Manager said the FAM (Familiarization) tour will feature Superior Small Lodgings on Clearwater beach. Concern was expressed the City needs to consider the Clearwater Beach Chamber of Commerce needs if it approves a $21,000 write off the Greater Clearwater Chamber of Commerce. The City Manager indicated that money is not being waived but will be used to target small beach businesses and lodgings, which cannot afford advertising. He noted the targeted properties have achieved higher standards. Other Commission Action Commissioner Johnson reviewed weekend Fun 'N Sun activities including an open house at the Airpark and a fish fry sponsored by the Historical Society. He recommended the City contract for the 4th of July the company that provided fireworks for the Florida Orchestra. Mayor Aungst recommended the City upgrade the beads distributed at the parade. Commissioner Clark expressed concern regarding the major oversight by the City for not inviting Mr. Clearwater to the parade. He extended apologies to the Chamber of Commerce and Mr. Stuart. Adjourn The meeting adjourned at 1:12 p.m.