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07/31/2000CITY COMMISSION WORKSESSION CITY OF CLEARWATER July 31, 2000 Present: Brian J. Aungst Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Ed Hooper Commissioner Robert Clark Commissioner Ed Hart Commissioner Also present: Bill Horne Interim City Manager Garry Brumback Acting Assistant City Manager Bob Keller Assistant City Manager – arrived 9:50 a.m. Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Brenda Moses Board Reporter The meeting was called to order at 9:00 a.m. at City Hall. The July 2000 Employee of the Month Award was presented to Ray Cunningham of Fleet Maintenance/General Services. PRESENTATIONS Welcome of Russian Visitors Rita Garvey, President of the Friendship Force Florida suncoast, summarized the organization’s mission and Russian visitors from the Russian Leadership Program 2000 introduced themselves. The Commission recessed from 9:15 to 9:46 a.m. to attend an Attorney/Client session. PUR PURCHASING Curb Appeal Landscaping, grounds maintenance for Area 1 - Clearwater Beach; Area II - N. Clearwater; Area III - E. Clearwater & Area V - S. Clearwater, 8/1/00-7/31/01, est. $98,600 (PR) Laub Maintenance, Inc., grounds maintenance for Area IV - Countryside, 8/1/00-7/31/01, est. $27,250 (PR) Biocube, Inc., one odor control system, $34,816 (PW) Sunshine State One Call of Florida, notification & gas line marking service, 8/9/00-8/31/01, est. $38,000 (SBS) Dell Marketing L.P., computer hardware (205 Desktop personal computers, 16 notebook computers, & misc. accessories), $440,054.20; financing to be provided under City's Master Lease-Purchase Agreement (PD) Comark Inc., computer hardware (14 laser printers, 5 laserjet printers, 1 GIS plotter, & misc. accessories/warranty), $30,847.89; financing to be provided under City's Master Lease-Purchase Agreement (PD) Good Rentals, misc. equipment rental (tables, chairs, canopies, etc.), remaining portion of contract ending 11/30/00, increase from City Manager approved $24,000 to $44,000 (PR) Florida Rock Industries, Inc., concrete sand, 8/4/00-8/31/03, est. $30,000 (PW) JDL Technologies, network equipment (upgrades to support Document Management & Imaging System and increase level of service on City's fiber loop), $63,467; financing to be provided under City's Master Lease-Purchase Agreement (IT) In response to a question regarding Good Rentals, Purchasing Manager George McKibben said staff anticipates more funds are needed to cover special miscellaneous equipment rental items for events for the remainder of the year. Some of the expense is reimbursable. It was requested staff provide an estimate of costs for the remainder of events scheduled in 2000. In response to a question regarding Biocube, Inc., Mr. McKibben said the system is across from Ruth Eckerd Hall. In response to a question regarding the Laub Maintenance, Inc. contract, Mr. McKibben said the contract provides additional grounds maintenance for Countryside parks. ED ECONOMIC DEVELOPMENT First Reading Ord. #6586-00 - Granting telecommunications franchise to Adelphia Business Solutions of Florida, LLC Adelphia Business Solutions of Florida, L.L.C. has requested a franchise from the City to provide telecommunications services to business customers within Clearwater. They are constructing a Fiber-optic sonet-based network. The fiber-optic lines will be on existing poles for the most part. The city has the authority to grant a telecommunications franchise pursuant to Florida Statutes 362.01, Florida Statues 337.401, and Chapter 32 of the City of Clearwater Code of Ordinances. The franchise agreement is non-exclusive. Adelphia Business Solutions of Florida, L.L.C. will obtain the necessary permits as required by all franchisees for this purpose. The franchise is for a 10-year term. The grantee shall pay a monthly franchise fee of 1% of the local recurring revenues. In response to a question, City Attorney Pam Akin said this contract for telephone service would become irrelevant in approximately a year because of State law. Adelphia Business Solutions of Florida, L.L.C. will have a presence but no offices in the area. Staff will attend the upcoming telecommunications conference. FN FINANCE Agreement with Bank of America, banking services, for 5 years commencing 10/1/00, est. $90,000 annually (Consent) The City issued a Request for Proposal (RFP) for Banking Services. A total of 12 RFPs were sent to banks in Clearwater. Two proposals were received: 1) Bank of America, and 2) First Union. Both responses were very competitive. The selection committee was pleased by both responses. After careful evaluation, the selection committee recommends Bank of America. The selection committee included representatives from Parks and Recreation, Parking, Customer Service, Strategic Business Services, and Finance. The selection of Bank of America was based upon past performance and the physical location of branches available to serve the City’s needs. In comparison with the current contract with them, the fees in the new contract will increase by approximately $16,800 per year. Staff anticipates an increase of $40,000 in interest earnings because of a more favorable overnight interest rate and reserve requirement changes. The City has been very pleased with the current level of service from Bank of America. The City will be taking advantage of new technologies to reduce costs as opportunities arise. Bank of America will provide checking accounts, safekeeping of the City’s investments, coin services, utility payment processing services, and overnight investing of account balances, as well as services. In response to a question, Cash and Investment Manager Steve Moskun said fees quoted by First Union were almost identical to those of Bank of America. The selection committee recommends Bank of America because of their physical proximity to City facilities, their past record in meeting the City’s needs, and their capabilities. Many smaller local banks chose not to respond to the RFP because they cannot handle the volume of coins from parking meters. Mr. Moskun said the $90,000 is for the cost of services. He anticipates interest earnings will exceed $90,000. Currently, the City receives $25,000 a month in interest earnings. Finance Director Margie Simmons said Mr. Moskun personally contacted and followed-up with local banks to provide them an equal opportunity to respond to the RFP. GS GENERAL SUPPORT SERVICES Purchase one 2001 International LPG Delivery Tanker Truck, Sun State International Trucks Inc., $78,396.77; authorize funding through City's Master Lease-Purchase Agreement; authorize retention of one 1992 Ford LPG tanker to be used as spare truck (Consent) A tanker truck has been scheduled for FY 00/01 replacement, but needs to be ordered before Budget approval due to the manufacturer’s 7 month build time, and in order to continue to provide responsive service to Liquefied Petroleum Gas (LPG) customers. The old unit is no longer in condition to be used as a primary front line vehicle. Plans are to retain the old unit as a back up for emergencies and to allow normal servicing and repairs of daily use trucks without interruption of scheduled routes. The purchase of a 2001 International LPG delivery tanker truck has been budgeted as a replacement in the recommended FY 00/01 Capital Improvement Program budget. The debt service is included the FY 01 recommended operating budget for Fleet Maintenance Vehicle Replacement. In response to a question, General Support Services Administrator Keith Ashby said although the unit will be used for LPG, General Services is responsible for its requisition. He said the truck will be used as a replacement vehicle next year and is being ordered in advance. (Postponed from 7/20/00) Res. #00-29 - Demonstrating commitment by City to build a new community sports complex in anticipation of funding from State of Florida, Pinellas County, & City; approve letter of intent between City and Philadelphia Phillies During the 2000 Session, the Florida Legislature approved legislation that enables units of local government which host spring training to apply for State funding to assist in the construction or renovation of spring training facilities in an effort to retain spring training in the State. Jack Russell Memorial Stadium is nearly half a century old and is inadequate for the needs of modern baseball and the community. The state of the stadium raises safety concerns and will necessitate expensive repairs in the near future. The stadium lacks modern amenities for fans. Because of its age and condition, the City cannot maximize the Phillies’ presence in Clearwater in terms of economic returns. Spring training baseball alone brings more than $490 million to the State. Approximately $5 million is spent annually by the Phillies Florida operations, in addition to the $18 to $24 million estimated to be spent by tourists who specifically visit the area for spring training. The City intends to apply for the maximum State funds available in the amount of $500,000 per year for 30 years. The City also is requesting that Pinellas County approve matching funds in the amount of $7 million in tourist development dollars to help support the cost of construction. In anticipation of receiving the State funding and in conjunction with matching funding from the County, the City wishes to demonstrate it’s commitment to coordinate the final funding necessary to build a new community sports complex. The letter of intent between the City and the Phillies sets for the broad outline of the economic terms contingent upon a definitive use agreement. In response to a question, Mr. Ashby said this is a dollar for dollar match between the City and County. The agreement is not site specific. He said if the County does not go forward with the agreement, staff is unsure from where the needed funds will come. Mr. Ashby said public meetings are being held regarding this issue. It was remarked that the City must meet the deadline to apply for State funding by October 1, 2000. City staff, Senator Latvala, and Pinellas County were complimented for their efforts regarding this matter. Staff will provide information regarding reasonable cost estimates to keep the current stadium in tact in the event this agreement is not viable. It was remarked that the City has long maintained that the tourist development tax funds 30% of taxes for the County, but Clearwater is not receiving its fair share. It was commented that the enormous exposure Clearwater receives through its relationship with the Phillies is immeasurable. MR MARINE Amendment to Lease Agreement with Howard G. Hamilton re South Beach Pavilion to extend term to 6/30/04 (Consent) The City entered into the existing lease agreement with Howard G. Hamilton, the current lessee of the South Beach Pavilion in October 1985. An amendment was approved in September 1986 to correct the term of the lease to begin on January 1, 1986, and will end the current lease on December 31, 2000. A second amendment was approved in August 1996 to delete the requirement that the lessee pay for 9 parking spaces during years 11 through 15. Mr. Hamilton has asked for a 4-year extension to the current lease under the same terms and conditions. The lease would terminate on June 30, 2004, at which time the City could bid a new lease agreement. Staff supports this request after an evaluation of alternatives. Numerous pending issues impact existing properties, both private and public, in the south beach area. The existing structure occupied under this lease is in need of significant renovations to extend its life. At minimum, a new roof, new air conditioning system, and some structural repairs and resurfacing are necessary. Replacement of this structure may not be possible due to the changes in the Coastal construction zone boundary and building restrictions. The addition of a popular family chain fast food restaurant directly across the street form this facility has had a negative impact on food and beverage sales. Further development including removal of parking, possible realignment of streets and sidewalks along with additional retail and food service development are likely to have an adverse impact through the construction phase. To re-bid this lease at this time or on its anniversary date would not prove cost effective by having to invest current dollars in the facility with declining revenues, and/or accrue significant financial liabilities to guarantee a City buy-out of the amortized cost of any private investment made in the existing site and structure. The extension of this lease with minimal capital outlay assures a steady revenue stream until such time as the South Beach Development is accomplished or expanded to include utilization of this site. In response to a question, Interim City Manager Bill Horne said he anticipates Charlie Siemon of Siemon and Larsen, will meet with staff in September to review the entire beach plan and related issues. PR PARKS AND RECREATION Beautification Committee recommendation re Connolly property The Beautification Committee strongly recommends the City Commission authorize staff to investigate funding sources to purchase the William Connolly property in the Historic Bayview section of the City to be used as a passive City park. The committee feels the highest and best use of the land is to preserve this entrance to Clearwater. The property is environmentally sensitive and historically significant to all Clearwater citizens. Committee members would be available to further explain the Committee’s position at a future City Commission meeting if the Commission so desires. It was remarked that the Trust for Public Lands is working with non-profit organizations regarding this issue, however there is a pending contract on the property. In response to a question, Assistant Planning Director Cyndi Hardin said at the August 1999 CDB (Community Development Board) meeting, the CDB recommended against the rezoning and plan amendment for this site. Staff has not received a request from the developer to move forward on the application. She said traffic, site, and archaeological studies need to be done. It was requested that staff revisit the Connollys regarding the possibility of the City purchasing the property. It was requested that staff also research maintenance issues. PW PUBLIC WORKS Public Hearing - Declare surplus portion of r-o-w for NE Coachman Road conveyed to City in OR Book 3977, Page 911, for purpose of selling to FDOT; approve Purchase Agreement with FDOT to sell said parcel for $14,500 FDOT (Florida Department of Transportation) is preparing plans to construct an overpass for State Road 55 (US19) over Coachman Road. The City is owner and holder of title to a 4,762 square foot parcel of Coachman Road right-of-way at the southwest corner of its intersection with US19. The 17-foot wide rectangular parcel was conveyed to the City for nominal consideration in 1973 for roadway and utility purposes by QuitClaim Deed from Imperial Motels Corporation. The parcel is presently being utilized as improved right-of-way for Coachman Road. A 12-inch City water line and a 4-inch gas feeder line underlie portions of the subject parcel. Future City maintenance of the lines will require a FDOT right-of-way permit after conveyance of the parcel. The parcel value has been determined by an appraisal performed for FDOT on April 21, 2000, by Stephen J. Jamir, MAI. The appraiser concluded the parcel, in and of itself, to be an undevelopable “remnant” having a value of approximately $3.05 per square foot, about 25% of the value of a fully buildable parcel at this location. The FDOT Purchase Agreement stipulates the property is necessary for the transportation project and is being acquired under threat of condemnation pursuant to Section 337.27 Florida Statutes. Closing will occur within 60 days following final FDOT acceptance of the Purchase Agreement. Upon closing, the sale proceeds of $14,500 will accrue in Revenue for Surplus Land Code 010-00000-364220. In response to a question, Public Works Administrator Mashid Arasteh said the FDOT has not completed plans for requiring right-of-way. Work Order to Tampa Bay Engineering, Engineer of Record, for sanitary sewage pump station and force main design, $373,000 In November 1999 the Commission approved a work order to TBE (Tampa Bay Engineering) for $264,838 to provide engineering design services to rehabilitate pump stations 20 and 35 on Island Estates. As part of that project, City staff requested TBE study the feasibility of manifolding satellite pump station force mains from Clearwater Beach and Island Estates directly to the Marshall Street treatment plant. The goal of this request was to downsize the bayfront pump station to accommodate downtown redevelopment and increase the efficiency and safety of the system. TBE’s preliminary engineering report indicates that manifolding beach pumping and downsizing the bayfront pump station is feasible. Changes to the pumps and controls in the outlying beach pump stations will support direct pumping to the Marshall Street wastewater treatment plant. A new smaller bayfront pump station will accommodate and pump only sewage flowing to the lower bluff area eliminating the need to repump beach flow. To date, TBE has spent $48,868.75 of the $246,838 from the existing work order. The balance of this work order will be canceled, and the new work order as approved by the Commission will change the scope of the original work order to address engineering design for 5 beach lift stations and the bayfront pump station. CCNA requirements have been met through the Engineer of Record selection process. . PWA staff has selected TBE as the best-qualified firm based on those guidelines. Adequate funding for this project is available in the Sanitary System Renewal and Replacement CIP, 315-96665. In response to a question, Ms. Arasteh said this request includes the pump station behind City Hall and at Clearwater beach. All the pump stations must be re-engineered at the same time. Update re Roundabout Charette Ms. Arasteh said 2 public charettes were scheduled to obtain public input regarding the roundabout design and a third is scheduled for tonight. Approximately 250 people attended the first charette; the second charette was a walking tour of the roundabout. Many concerns were voiced and prioritized. Concerns will be addressed at tonight’s meeting and additional concerns incorporated as part of the final report. It as suggested after the final report is complete, additional charettes are held to dispense solutions to the community. Dan Bergen, Director of Walkable Facilities, reviewed the process of bringing the community to a consensus and rebuilding trust with citizens. He said the process works well and has been perfected over the last 10 years. He suggested the formation of a team or committee to work with staff to develop a formal process linking the community together to address roundabout issues. He suggested the committee’s term be specific and recommended a 10 to 12 month timeframe. He also recommended no more than 8 to 10 members serve on the committee. It was suggested that stakeholders serve on the committee as well as Commissioner Hart. Barry Crown, RSI and independent roundabout consultant, reviewed some of the refinements to the roundabout completed in June. He said in May there were 47 accidents on the roundabout; 32 in June; and 17 in July. A 60% reduction in accidents has been realized due to minor improvements that were not attributable to traffic flow. He reviewed some of the concerns from the last charette: 1) eliminating lane changing; 2) maintaining pedestrian safety; 3) easy entry and easy exit; 4) improving visibility; 5) signage; and 6) emergency access. In response to a question, Mr. Crown said signage will be changed when needed in phases. The FDOT imposes constraints on signage in certain areas. It was remarked that consideration be given to raising the height of the roadway surrounding the roundabout rather than decrease the height of the fountain. Mr. Crown said it is more economical to decrease the fountain height. Concern was expressed that the signs on/approaching the roundabout are being referred to as temporary. It was remarked that many people who have never driven the roundabout will benefit from those signs. Ms. Arasteh said signs will be removed if analysis of short-term enhancements warrant their removal. Staff will provide cost estimates and Mr. Burgen will provide graphics illustrating existing and proposed roundabout enhancements and improvements. A concern was expressed that the traffic signal has greatly improved the north end beach traffic, but one on the south side will not. It was remarked that the Acacia/Mandalay Avenue traffic-calming circle is not part of this discussion. In response to a question, Public Services Director Gary Johnson said the underground relocation for gas lines and some reclaimed water lines have been installed. The project has been awarded to a contractor. He recommended the project move forward as it is totally different than the roundabout. Discussion ensued regarding the proposed entry geometry of Coronado and Mandalay avenues increasing capacity. Mr. Crown said additional lanes are more dangerous, however redesigning the entry and exit radii for large trucks is needed. The possibility of incorporating “candlesticks” on the roundabout was discussed. It was remarked that costs for water usage and maintenance of the fountain may become prohibitive. Ms. Arasteh said the maintenance costs also include streetlights, landscaping lights, etc. She said the roundabout designer has expressed concern that if the fountain is removed, safety issues would arise from pedestrians crossing the street and entering the landscaped area. She said if two steps of the fountain were reduced, visibility would increase dramatically. Staff will provide information regarding eliminating the fountain completely and installing landscaping, including maintenance costs. It also was requested that water costs for the fountain be provided. Ms. Arasteh said the water in the fountain is being recirculated. Potable water is being used to cool a portion of the electrical system. Staff is suggesting a design to replace the potable water for cooling with water from the fountain. The water would be recirculated back to the fountain. In response to a question, Ms. Arasteh said reclaimed water cannot be used to cool the electrical system due to regulations related to use of reclaimed water. CLK CITY CLERK Enterprise Zone Development Agency - 2 appointments It was requested that more names be submitted for the vacant Local Private Industry Council position. CA LEGAL DEPARTMENT Second Reading Ordinances Ord. #6573-00 - Amendments to Community Development Code In response to a question, Ms. Akin said parking on grass will not be discussed on Thursday in order to allow residents to come into compliance before code enforcement measures are taken. The Planning and Development Services staff plan to bring the issue before the Community Development Board for a recommendation to the Commission in September. Resolutions Res. #00-30 - Dedicating Coachman Park in downtown Clearwater as a Public Park In response to a question, Ms. Akin said this resolution involves everything below the 28-foot line. She said the legal description for the Harborview Center including parking. Other Commission Action Commissioner Hart encouraged everyone to attend tonight’s public charette at 6:00 p.m. and the special meeting regarding the Phillies’ stadium tomorrow night at 6:30 p.m. Commissioner Johnson thanked the World Changers for their efforts in making the community a better place. Commissioner Hooper congratulated the World Changers for their contribution to the community. He expressed his dismay regarding a letter the Commission received regarding their vote on the 30-day rental ban. He requested information regarding the status of the north beach parking garage. Commissioner Clark complimented the World Changers for their efforts in the community. Mayor Aungst said he is looking forward to upcoming meetings. Adjourn The meeting adjourned at 11:46 a.m.