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10/18/1999CITY COMMISSION WORK SESSION CITY OF CLEARWATER October 18, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner Robert Clark Commissioner Ed Hart Commissioner Absent: J. B. Johnson Commissioner Also present: Michael J. Roberto City Manager Bill Horne Assistant 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. Service Awards Four service awards were presented to City employees. The Commission recessed from 9:02 to 10:08 a.m. to meet in a Closed Bargaining Session and from 10:10 to 10:21 a.m. to meet as the Community Redevelopment Agency. HR HUMAN RESOURCES Contract to Aon Consulting, Inc., benefits consulting services for Human Resources Dept., contract period date of approval through 12/31/2000, for $27,400; contract includes approximately $104,900 of services to be provided by City insurance carriers through commissions The City’s external benefits consultant supports the Human Resources Department in specialized areas of employee benefits, such as representing the City regarding employee benefits with providers, attending regular meetings with staff, training staff regarding benefit options and decision-making considerations, and serving as a resource on issues such as negotiating contract renewals, reviewing insurance contracts, bidding products, etc. The consultant also assists the City with legislative compliance issues, conducts surveys of public and private employers, conducts feasibility studies, and develops RFPs for medical, dental, employee assistance program, group term life, etc. Since 1991, Wittner and Company has worked for the City as benefits consultant. In May 1999, Wittner ended its agreement with the City. The City issued a RFQ (Request for Qualifications) for a benefits consultant. The RFQ Review Committee unanimously agreed to recommend awarding the benefits contract to Aon Consulting, Inc. Selection criteria included cost, references, experience, qualifications, and resumes. Benefit product premiums often include commissions, which can be allocated to the benefits’ consultant and used to obtain benefit-related services for the City. Human Resources Manager Cindy Bender said the bid from AON Consulting, Inc. included coverage of the $27,400 annual consulting fee by the $104,000 annual commission built into the health insurance contract. In response to a question, Human Resources Administrator Paul O’Rourke said commission fees are included in all health, dental, and AFLAC insurance contracts as a line item and cannot be collected by the City. The $27,400 budgeted for the consultant probably will not be expended. In response to a question, he said he did not know why the City had not benefited from commission fees previously. The practice is common. The Commission will be advised if the appearance of a conflict of interest occurs. Contract to United HealthCare, health insurance, under fully insured funding arrangement for 1/1/2000-12/31/2000, estimated $3,932,726; and Contract to United Behavioral Services, mental health / substance abuse & EAP coverage, for 1/1/2000-12/31/2000, estimated $186,183, for estimated total of $4,119,881 The contract with the City’s medical insurance provider expires on December 31, 1999. In July 1999, the Insurance Committee distributed a RFP (Request for Proposals) for medical insurance coverage, mental health and substance abuse coverage, and EAP (Employee Assistance Program) coverage. The Insurance Committee reviewed the bids and used a standardized rating process to evaluate benefits, cost, and medical networks. The committee selected 3 medical coverage providers and 2 EAP/substance abuse providers as finalists. Based on ratings and interview results, the committee recommends awarding United HealthCare a one-year contract to provide medical insurance coverage for January 1, 2000 to December 31, 2000. The committee also recommends awarding United Behavioral a one-year contract to provide employees with EAP and mental health/substance abused coverage for the same time period. For FY (fiscal year) 1999/00, the City budgeted an estimated $4,648,290 annually for medical insurance coverage and EAP/mental health/substance abuse coverage. The estimated cost for coverage is $4,119,881. Any savings will be placed in the Insurance Premium Stabilization Fund. In response to a question, Ms. Bender said coverage is not based on the City’s fiscal year as the current health insurance contract expires on December 31, 1999. Staff will look into modifying future contracts to correspond with the City’s fiscal year. PD POLICE Contract to Decision Management Company, Inc., for Police Department's Document Imaging System, cost not to exceed $133,000; authorize funding not to exceed $133,000 to be provided by City's Master Lease-Purchase Agreement An imaging committee evaluated proposals submitted in response to a RFP. After establishing a vendor short list, the committee conducted site visits and held a final vote to determine the proposed vendor. The Police Department currently relies on paper documents and microfilm to reproduce and archive records. This system requires significant clerical time and wastes the time of those requesting documents. The microfilm report and supplements are not contiguous, creating problems and increasing the possibility of omitting pertinent public records related to multi-year investigations. The proposed system will file digitized images of all documents and photos on the computer network, providing instant access to authorized personnel. The system also will eliminate clerical intervention and “missing” documents on subsequent microfilm rolls. Independent access to records will increase staff productivity. The clerical staff will be able to respond more quickly to internal and citizen requests. The system is part of the Police Department’s overall strategic plan for the computer network capital project, established and approved in FY (fiscal year) 1993/94. In response to a question, Police Chief Sid Klein said the system was budgeted in the CIP. The City Manager said the Clerk Department also will purchase an imaging system that coordinates with this system. The importance of system integration without conflict was stated. City Clerk Cyndie Goudeau said she is releasing a RFP for an imaging system. In addition to document imaging, the Clerk Department also requires electronic workflow. Systems used by the Clerk and Police departments will be compatible. First Reading Ord. #6462-99 - Amending various code sections relating to Courtney Campbell Causeway Recreation Area For many years, large crowds and heavy vehicle and boat traffic have used the sandy area on Courtney Campbell Causeway’s south side, near its western end, as an unofficial beach and recreation area. The resulting fights, disorderly conduct, reckless operation of watercraft, and serious traffic crashes, have created a public nuisance that affects the health and safety of City residents and places excessive demands on police resources. The proposed ordinance contains regulations that provide the City with the necessary legal authority to provide proper controls on activities to enhance public safety. Regulations include prohibition of open containers of alcohol, use of glassware, open fires, fireworks, golf, possession and use of intoxicating substances, and regulate photography, special events, merchandising, and operating times. On September 14, 1999, the City executed a no-cost public purpose lease with FDOT (Florida Department of Transportation) for the land along the Courtney Campbell Causeway upon which the City intends to impose regulations. In response to a question, Police Chief Klein said the recreation area will close at 11:00 p.m. Gates are being purchased. In response to a question, he said any further plans for the area would be up to the City Commission. The Police Department’s concern is public safety. PR PARKS AND RECREATION Contract to Kloote Contracting, Inc., for Bayfront Tennis Complex Demolition, for $53,493 On May 6, 1999, the City Commission authorized removal of 5 concrete tennis courts at the Bayfront Tennis Complex and replacement with irrigation and landscaping. Primary contract elements include removal and disposition of the 5 concrete tennis courts, concrete sidewalks, light poles, fencing, shrubs, hedges, etc., construction of new sidewalks, backfill with clean fill material, and final site grading. The Parks & Recreation Department will provide irrigation, landscaping, and other site amenities and refurbish the remaining 4 asphalt tennis courts with new lighting, fencing, and landscaping. The project is scheduled to be completed by February 1, 2000. In response to a question, Parks & Recreation Assistant Director Art Kader said the remaining courts will not be refurbished. As future plans are to remove all of the courts, it was suggested it would be more cost efficient to complete the whole project now. Parks & Recreation Director Kevin Dunbar said the tennis community would object strenuously. The courts are used daily. He estimated refurbishing the remaining 4 asphalt tennis courts would cost $50,000. The City Manager said staff will be proposing an expansion of the McMullen Tennis Complex to replace this complex. Mr. Kader said the remaining courts were resurfaced last year and are in good shape. Estimated costs are related to replacing rusted fencing and light poles. Staff is working to beautify the corner. To save money, the lights could be sand blasted as a temporary measure. Plans are for the courts to remain for 3 to 4 years. PW PUBLIC WORKS Public Hearing & First Reading Ord. #6461-99 - Vacating 16' alley lying north of Drew Street and between Ft. Harrison Ave. & Osceola Ave., and city's recommended vacation of contiguous 16' by 30' utility easement, subject to applicant agreeing to accept ownership of sanitary sewer facilities existing in said alley and easement (Church of Scientology, V99-11) The applicant proposes to use the subject alley, easement, and adjacent property for a parking lot. Vehicular traffic does not use the alley, which contains a sanitary sewer main and utility access portal. Staff recommends vacation of the alley and contiguous easement, subject to the applicant agreeing to accept ownership of the existing sanitary sewer facilities in said alley and easement. Time Warner and GTE do not object to the vacation provided the applicant bears the expense of relocating their facilities to maintain service to customers affected by the relocation. Florida Power does not object providing the applicant pays for removing or relocating Florida Power facilities from the alley. Clearwater Gas System and GTE Median Ventures do not object to the request. It was noted the City usually discourages transfer of ownership of City sewer facilities. Public Works Administrator Rich Baier said the private line only affects this facility. Agreement with Pinellas County to coordinate efforts facilitating construction of Keene Road, Phase 1A & 1B, from Druid Road to Sunset Point Road Pinellas County plans to extend and widen Keene Road from Druid Road to Sunset Point Road. The County will reimburse the City up to $80,0000 for the cost of preparing plans and specifications to relocate and/or adjust City-owned utility facilities. The County will relocate and/or adjust City-owned utility facilities as indicated on City provided utility relocation/ adjustment plans. The County will be responsible for engineering inspection, testing, and monitoring the utility relocation work. The County will pay the City not more than $230,000 for the Cultural Arts Workshop and property at 1776 Drew Street and a maximum of $20,000 for park land improvements determined by the City. The County will supply special traffic signalization facilities and sign post assemblies desired by the City. The City will convey to the County various properties necessary for the project. The County will maintain the roadway, sidewalks, and storm drainage systems. The City will maintain the landscaping, City utilities, traffic signalization, and signage throughout this project. Completion of construction is expected by May 2002. In response to a question, Mr. Baier said the project will have little impact on the golf course. The tree farm property will be used as a retention pond as authorized in 1995. Any impact on retention will be slight. In response to a question, he said the City is working with the Cultural Arts Workshop to locate another facility. Rental Agreement with Florida Final Coat, Inc., for property located at 917 Park Street, Magnolia Park Sub., Blk. 3, west ½ of Lot 5, anticipated to become effective 11/1/99 and terminate not later than 6/30/2000, subject to terms & conditions stipulated therein On September 16, 1999, the City Commission approved a contract to purchase the subject property from Walton M. Byars in conjunction with the proposed Town Pond project. Closing is anticipated no later than October 31, 1999. Painting contractor Florida Final Coat, Inc., rents the property from Mr. Byars and wishes to retain occupancy for a reasonable time until it can relocate. According to the proposed rental agreement, once the title is passed to the City, the tenant may remain in occupancy until, but no later than, June 30, 2000. This agreement will not interfere with the Town Pond development schedule. The agreement also stipulates the tenant will pay no rent for November 1999, then pay $200 per month until the property is vacated. Either party may terminate the agreement with 30-days notice to the other. The City will not be responsible for property maintenance during the rental term, nor any other expenses related to the tenant’s occupancy. The tenant will pay all expenses and must maintain adequate liability and casualty insurance on its behalf, with the City as additional insured. In consideration of business relocation costs and the timely vacation of the property in compliance with terms and conditions of the rental agreement, the City will reimburse the tenant with all rent collected. The City will have no additional obligation for tenant relocation. In response to a question, Mr. Baier said he would report on the amount of rent the business owner paid previously. It was stated the seller normally pays costs related to tenant relocation. Concern was expressed the agreement provides the tenant with all of the benefit and provides none to the City. Mr. Baier said the agreement is part of the purchasing agreement. The City Manager said staff is trying to facilitate the purchase of these properties. The agreement will avoid court action. It was felt the seller should pay relocation costs. Purchase Order to Rowland Inc., for sanitary sewer utility access portal rehabilitation, for amount not to exceed $500,000 On July 29, 1997, Manatee County awarded a contract to Rowland Inc., which has been extended to July 28, 2000. Rowland Inc. has agreed to honor the rate schedule outlined in the Manatee County contract. Work Orders will be issued for utility access portal rehabilitation on an as-needed basis until $500,000 is expended. A Sanitary Sewer Evaluation Study prepared by Tampa Bay Engineering, Inc. identified problem areas of inflow and infiltration into the City’s sanitary system. Utility access portals identified in this study will receive priority ranking for rehabilitation under this project. In response to a question, Mr. Baier said an overall plan for the sanitary sewer system is being developed. The repair of collapsed and leaking utility access portals is important. The City is working to avoid being fined for inadequacies. For years, the City has put money aside toward the cost of a multi-million dollar sanitary sewer refurbishment. Contract to MacKay Meters, Inc., for 2,400 complete electronic single-space parking meters & 200 spare mechanisms, for $785,000; funding to be provided under City's Master Lease-Purchase Agreement On May 6, 1999, the City Commission approved a parking rate adjustment for beach parking facilities and for staff to move forward with the purchase of new electronic parking meters. Existing meters cannot be adjusted to accept the rate increase. Several options were reviewed and tested. The MacKay unit tested well according to City requirements. The MacKay meters accept coins, including the dollar coin, prepaid debit cards, and can be expanded for future smart card technology. The purchase will be a piggyback on the City of Orlando, RFP 99-363, dated July 13, 1999. The debt service payments, estimated at $84,600 for FY 2000, were included in the approved Parking Fund operating budget. In response to a question, Parking Facilities Manager Tracey Bruch said the meters will not provide time for Canadian coins. Prepaid debit cards can be sold Citywide. The maximum time for permitted parking can be changed. Concern was expressed regarding maintenance issues related to salty sea air. Mr. Baier said the City of Deerfield Beach has experienced no problems with the meters after 2 years. Staff has uncovered no negative reports regarding problems associated with the salt environment. In response to a question, Mr. Baier said only 2 hand-held computers are needed. The computers are used in conjunction with collections. The second computer will serve as a back up. In response to a question, Ms. Bruch said replacement parts are readily available, as the company, owned by a Canadian firm, is located in Coral Springs, Florida. Staff will return to the City Commission with collection options for City parking garages and outside areas. Presentation - Bridge - Design Options Mr. Baier reviewed options related to the new Memorial Causeway Bridge and associated maintenance costs. The basic project, including sidewalk ramps, retaining walls, sodding/seeding, removal of the existing structure, right-of-way, replacement of County Parking, and construction engineering and inspection is estimated to cost $40.7-million. Contractor bids will list amenities as separate line items. Amenities can include a spiral ramp, a rail with logo, upgraded lighting, bench and shade structures, under-lighting, bride rail lighting, colored concrete, median skylights, upgraded landscaping, and a Pierce Street entrance arch. Suggested amenities total $2.7-million. Annual maintenance costs related to proposed amenities range from $92,170 to $185,500, depending on landscaping requirements. He recommended increasing the length between spans, adding overlooks, and building an arch at Pierce Street similar to the entry to downtown Dunedin. In response to a question, Mr. Baier said staff had determined locating the walkway on the south side is preferable due to the causeway’s design. Pedestrians can cross to the other side of the road underneath the new bridge and at the Island Way traffic signal. He will report on estimated landscaping savings as the new bridge will extend farther west onto the Causeway. The State will maintain the structure. The City is tasked with maintaining upgraded amenities. In response to a question, he said decorative lighting on the Clearwater Pass Bridge costs $65,000 annually. It was recommended decisions wait until all Commissioners are present. PLD PLANNING & DEVELOPMENT SERVICES Public Hearing & First Reading Ords. #6459-99 & #6460-99 - Land Use Plan Amendment to Commercial General & Commercial Zoning for property located at 2561 Nursery Rd., part of Sec. 19-29-16, M&B 44.05 (Sandy Buettner) The applicant requests a Land Use Plan Amendment from Residential/Office General (R/OG) to Commercial General (CG) and a zoning change from Office (O) to Commercial (C) on approximately a 0.56 acre portion of Tract 44/05 which is approximately 2.6 acres. The other portion of this tract has a Commercial General land use and Commercial zoning. The site is vacant. The proposed Land Use Plan Amendment and rezoning is consistent with the Clearwater Comprehensive Plan Future Land Use Policy 3.2.2, which states that commercial land uses should be appropriately located at the intersection of arterial or collector streets and should be sited to minimize intrusion of off-site impacts into residential neighborhoods. The entire site is less than 500 feet from US 19N. Based on analysis of compatibility, staff feels the proposed land use amendment and rezoning is compatible with surrounding commercial, office, and residential (mobile home) uses. The proposed amendment is consistent with the Countywide Plan and the purpose and location characteristics of the Commercial General category, which identifies this use as generally appropriate to areas of intensive commercial use, and in areas in proximity to and with good access to major transportation facilities. The City has sufficient public facilities to accommodate the proposed use. The proposed land use amendment and rezoning will not impact the natural environment and is consistent with Code and City Regulation requirements. In response to a question, Assistant Planning Director Cyndi Hardin said the CDB (Community Development Board) delayed consideration of this request until tomorrow due to questions related to the retention pond. She reported 4 speakers representing the office complex to the west and condominium complex beyond had opposed the request. In response to a question, she said problems related to wetland issues had not been identified. No site plan has been submitted. She said the site is unusual as it has 2 zonings. Commercial zoning would allow retail, restaurant, office, hotel, and motel uses. In response to a question, she said the property’s only frontage access is on Nursery Road. Authorize City to enter into agreements with subrecipients approved in the Consolidated Plan On August 5, 1999, the City Commission approved the FY 1999/00 Consolidated Plan for funding through CDBG (Community Development Block Grant), HOME (Home Opportunity Made Equal), and SHIP (State Housing Initiatives Program). Consolidated Plan goals are to develop viable communities, provide safe and affordable housing, and expand economic opportunities for very low- to moderate-income persons. The plan identifies non-profit agencies and earmarked funds for the agencies to achieve plan objectives. According to City ordinance and Federal mandates, the City must enter into an agreement with each agency prior to expending funds. Proposed agreements are: 1) CSF (Community Service Foundation) – Fair Housing - $24,000; 2) CNHS (Clearwater Neighborhood Housing Service) - $15,000; 3) Strive Program - $85,000; 4) Community Pride Child Care, Inc. - $150,000; 5) HEP (Homeless Emergency Project) - $75,000; 6) Family Resources, Inc. - $33,525; 7) RCS (Religious Community Services), Grace House - $12,000; 8) CHIP (Clearwater Homeless Intervention Program) - $56,435; 9) Mustard Seed – Turning Point - $22,500; 10) Partners in Self Sufficiency - $50,000; 11) POC (Pinellas Opportunity Council) - $21,815; and 12) Tampa Bay CDC (Community Development Corporation)- $20,000. Organizations authorized to participate in the performance based Housing Pool include: 1) CNHS; 2) CSF; 3) Pinellas Habitat for Humanity; 4) Pinellas Homestead; and 5) Tampa Bay CDC. In response to a question, Planning Director Ralph Stone said the housing pool of funds is available to organizations based on performance. Previously, funding was distributed based on proposed projects. Some agencies were unable to use all appropriated funds. Approve grant-funded position, titled Assistant Director for Housing, for City's Planning Department The Assistant Director for Housing position will be funded through Federal and State grants and will not impact the General Fund. The position was approved in the City’s FY 1999 budget. A temporary contract employee currently fills the position. This request is for approval of a FTE for this position and to continue this level of staffing in the future. A portion of Federal and State grants designated to cover administrative costs will fund this position. In the past year, a position was transferred from the Housing budget to the Planning Department budget to manage the Neighborhood Services Division, leaving Housing short by one FTE. In response to a question, Mr. Stone said the contract for the position expires in June. Ongoing funding of the position will be included in future block grants. City Manager Verbal Reports Wings Access to the Roundabout According to his October 15, 1999, memorandum, the City Manager reported representatives of the Wings site have requested the City to reconsider a direct access driveway to the roundabout. They have submitted technical documentation supporting their professional’s opinions that a driveway, shared with the Hamiltons, will not affect the roundabout’s LOS (level of service). Mr. Baier expressed concern direct access to Wings would affect the operation of the roundabout and lower the LOS to D. The project provides access to Wings via 2 driveways off Poinsettia Street. The form and function of a restricted access roundabout is important to accommodate pedestrians and up to 35,000 vehicles on peak days. In response to a question, Mr. Baier said Wings had not followed staff’s request to contact the Planning Department to work on a comprehensive sign plan. The business’ proposal to locate the sign in the City’s right-of-way has not been approved. Mr. Baier expressed concern vehicles slowing to negotiate the turn into the driveway will impede roundabout traffic. Limiting driver stimuli in the roundabout also is important. Staff feels the only time the driveway would not be detrimental to traffic is during low volumes. He said Wings had based its conclusions on traffic volumes much lower than City projections. It was suggested this issue be addressed after the roundabout is in operation when the impacts can better be evaluated. Mr. Baier said Wings has not embraced that option. The City Attorney stated Wings also is working on a legal action. In response to a question, Mr. Baier said the Hamilton’s driveway will provide access to 6 parking spaces. The Hamiltons have expressed concern cross access will encourage parking by Wings patrons in Hamilton spaces. It was noted a marina restaurant also has requested direct access to the roundabout. As the project is nearing completion, Mr. Baier suggested continuing the project as planned and dealing through the legal system after the fact. The City Attorney said Wings’ proposal was brought forward in an attempt to settle litigation. Wings raised issues related to the termination of direct driveway access to Pier 60 Boulevard. Should the business prevail in court, the City could be required to pay damages related to a loss of business. The Legal Department has forwarded 3 arguments against the request but the outcome of litigation cannot be guaranteed. The City Commission requested additional information. The City Attorney recommended an attorney/client session regarding this issue be scheduled for November 1, 1999, at 9:00 a.m. Consensus was to so schedule. Other Commission Action Mayor Aungst referred to his apology at the previous City Commission meeting for his reaction to offensive comments and attacks based on half-truths. He said the Commission must respond to offensive behavior. Commissioner Clark supported these remarks, noting the need for respect on both sides. Mayor Aungst requested the annexation issue be agendaed for further discussion. In response to a question, Ms. Goudeau reviewed rules related to the review of previous legislation. Mr. Baier said the contract related to annexation has been awarded but no billing has taken place. The Mayor requested the issue be agendaed on November 4, 1999. Commissioner Hart requested an update explaining how expenditures relate to project phases. Staff will forward copies of Work Orders to the City Manager regarding each task. Mayor Aungst requested a breakdown of funding sources for the $45-million cost of the new Memorial Causeway bridge. The City Manager said the County, State, and Federal governments are contributing $35-million. The City will pay approximately $10-million in Penny for Pinellas funds as its contribution. Mayor Aungst invited residents to attend the charette regarding bluff redevelopment on October 23, 1999, at the Harborview Center from 10 a.m. to 4 p.m. He expressed concern regarding a mailing that distorts City plans. Voters must approve any development west of Osceola Street. Commissioner Hart congratulated Jazz Holiday volunteers for the terrific 6-day event. Commissioner Hooper reported the MPO (Metropolitan Planning Organization) has requested the City to offer a resolution for consideration of designating the Pinellas Trail as a White House Millennium Trail. Commissioner Clark thanked the administration for preparations made before an approaching hurricane veered away. Commissioner Clark requested an analysis of Penny for Pinellas savings that will result from the Federal contribution to construction of the Memorial Causeway Bridge. Staff will schedule discussion of this issue in November and request Commission direction. Adjourn The meeting adjourned at 12:16 p.m.