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01/07/2002CITY COMMISSION WORK SESSION CITY OF CLEARWATER January 7, 2002 Present: Brian J. Aungst Mayor/Commissioner Ed Hart Vice-Mayor/Commissioner Whitney Gray Commissioner Hoyt P. Hamilton Commissioner William C. Jonson Commissioner Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Ralph Stone Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk The meeting was called to order at 9:05 a.m. at City Hall. PUR PURCHASING 1. Purchase contract - LP propane tanks during the contract period 01/11/02 thru 01/31/03, American Tank and Welding, $65,000 2. Purchase contract - bulk cement delivered during January 11, 2002 thru January 31, 2003, Holnam, Inc, $60,000 3. Purchase 2002 MADVAC 101-D litter collection vehicle, Florida Municipal Equipment, $39,978 4. Purchase 2002 GMC Safari 8-passenger van, Gerber Auto Mall, $20,082 5. Purchase two 2002 Chevrolet Suburban 2500 trucks, Gerber Auto Mall, $64,403 Donation for Clearwater Homeless Intervention Project (CHIP), $100,000 In response to questions, George McKibben, Purchasing Manger provided the following information: re #3 - this is a small street sweeper; re # 6 - this donation is on the purchasing memo because it is budgeted and considered an expense. PLD PLANNING Direction re Community Development Code Amendments Cyndi Tarapani, Planning Director, reviewed the changes being proposed to the Community Development Code and requested direction for the City Commission. In response to questions re approvals of buildings taller than 100 feet on the beach, Ms. Tarapani indicated that the Commission approved assignment of units from the density pool while Transfer of Development rights are approved by the Community Development Board. She indicated the current proposal does not have increased height in the high density residential zone coming to the Commission. It was stated the availability of the density pool is of limited duration while transfer of development rights are not. Ms. Tarapani indicated there are potentially two more projects that could take advantage of the density pool. In response to the proposal to prohibit chain link fences in downtown, information regarding how many such fences exist was requested. Discussion ensued regarding the proposal to allow vending machines only inside buildings. Direction was to address this issue more from a sign standpoint vs. vending machine. Regarding the proposal to allow a credit for trees for developed properties information was requested regarding how the tree bank would be affected. Information was also requested regarding how the funds in the tree bank have been used. It was emphasized the credit would not be automatic but would give staff flexibility in working with those wishing to redevelop their property. In response to a question regarding the criteria to be used to determine if a sea wall is a nuisance, it was indicated these would be developed with an expert. Discussion ensued regarding how to address telecommunication towers. Direction was to get a position paper from the industry and to have a separate work session re these issues. Telecommunication towers will not be addressed in this set of code amendments. An inventory of city owned property on which towers might be located was requested. A concern was expressed regarding the proposal to allow a "POD" to remain in a residential area for a longer period of time in an emergency situation. An example of someone having to move their belongings to a POD while repairs from a house fire was cited. Majority agreed to allow in emergency situations. Discussion ensued regarding Transfer of Development rights (TDRs) allowing additional height to be approved by the Community Development Board (CDB). It was emphasized the CDB must review such requests for compatibility with the area and that it code says additional height "may" be granted not "will." Staff believes sufficient safeguards exit in the code. It was suggested it be made clear 1 unit of TDR does not mean an entire 50% height bonus will be granted. A request for a list of the public meetings to be held regarding the proposals was made. Concerns were expressed regarding only one option being taken forward to the public meetings. It was indicated staff has found the public wants something to react to and often requests exact language being proposed. Ms. Tarapani reviewed the proposal being made for amendments to the sign code. It was requested the county wide sign code be reviewed regarding height allowed at elevated roadways and standards for proportion of attached signs allowed. Some examples of signs proportional to a building were requested. It was indicated design guidelines for downtown will be addressed in the Spring and signs in downtown will be addressed at that time. Changes that had been recommended by citizens that staff is not bring forward are: 1) light spilling into adjacent properties or streets; 2) restricting music form Ice Cream trucks; 3) setbacks for play structures. It was suggested the code should address cars with "boom boxes." In response to questions it was indicated the proposed changes are available through the City's web site. The list of public meetings is there, as well. It was suggested the City consider a grant program to help people address required landscaping that has deteriorated due to the drought. GS GENERAL SUPPORT SERVICES 1. Approve designation of two automated side-loading refuse collection vehicles as surplus and authorize the sale of these vehicles to the City of Dunedin for $30,000 The Solid Waste Department has two automatic side – loading refuse trucks that have been replaced. G–1377 is a 1995 Peterbilt Sideloader and G–1525 is a 1996 Peterbilt Sideloader. Both vehicles have been replaced under the normal Fleet replacement schedule. Dunedin has just completed a pilot program to test the feasibility of automation and has obtained the approval of their City Commission to proceed with a city wide automated collection program. The Clearwater Solid Waste Department assisted them in setting up the pilot program. Dunedin wishes to purchase G-1377 and G-1525 in order to operate their program until they can purchase new vehicles. They are willing to take our vehicles, as is, and pay us $15,000 each. This is a fair price and more than we can get on trade for the replacements. This transaction is authorized under section 2.624(2) Exceptions to auction sale bidding procedures and is a mutually beneficial transaction for both cities, characteristic of the mutual cooperation that has existed between our two cities for many years. A letter confirming Dunedin’s desire to purchase the vehicles is attached. In response to a question, Bob Brumback, Interim GSS Director, indicated only $7500 per vehicle would have been obtained had these vehicles been disposed of through auction. He also indicated that while these trucks would serve Dunedin in the short term, they could not longer handle the volume of work required by Clearwater. 2. Award a contract to Ringhaver Equipment Co. of Tampa, Florida, in the amount of $36, 273 for the purchase of (1) Caterpillar 277 Loader, in accordance with Sec. 2.561 code of ordinances-low bid, authorize funding through the City's master lease purchase agreement, and authorize trade-in of replaced unit G1992, a 1998 Posi-Track Loader has required numerous repairs in order to keep it in service up to this point. It is no longer cost effective to continue repairs, and for that reason has been taken out of service. Unit is not identified for FY2001/02 Fleet replacement. The outstanding balance owed for lease purchase of the unit being retired, in the amount of $13,581.05 will be paid in full, and a new lease purchase established in the amount of $36,273. A first quarter amendment will increase the budget for Capital Improvement Project Motorized Equipment-lease purchase, 315-94227, by $36,273 to finance this contract. Debt payments for fiscal year 2002 for the new lease will be $1,720 less than for the lease being retire. Vehicle maintenance expenditures for fiscal year 2002 for the replacement posi-track will be $8,370 less than budgeted for the unit being retired. Funds for the payoff of the existing lease totaling $13,581.05 will be provided by the savings in debt payments of $1,720 and savings in vehicle maintenance costs of $8,370. The balance of $3,491.05 will be provided by a transfer of this amount to the Garage Fund from savings identified in the Public Works Administration/Streets and Sidewalks program. In response to a question, Gary Johnson, Public Services Director, indicated the funding will come out of the operating budget and will not reduce funds for construction of sidewalks. LIB LIBRARY 1. Approve a lease between Arnold-Brown Properties and the City for the structure and premises at 121 North Osceola Avenue at a rental of $8,792.50 per month ($105,510.00 annually) plus estimated property taxes of $25,865.00 annually for a period of two years for use as a temporary Main Library facility at a total estimated cost of $262,750.00 Construction of the new Main Library on the existing sight at 100 North Osceola Avenue necessitates temporary relocation of the library’s collections and services. The leased space at 121 North Osceola Avenue will allow the library to maintain a convenient service outlet in the downtown area. The leased space offers the following: 21,102 square feet; five floors; allows all Main Library staff to be in one building; space for children’s programs; elevator access to all floors; 56 parking spaces; on a bus line; excellent location immediately across the street from the new Main Library building site where patrons and staff can view progress on the building. The Library will have access to floors 1 and 2 beginning February 1, 2002 for necessary minor renovation. Access to all floors will begin on March 1, 2002. The Library will move during the month of March. Demolition of the existing library is scheduled to begin in early April. The lease expires on January 31, 2004 with a six-month extension option. Staff will work to provide access to as much of the Main Library’s 200,000+ volume collection in the temporary space. However, a significant amount of material will need to be sorted. The Library will continue to make materials from other libraries available through interlibrary loan and courier services. Monthly rent will be $8,792.50 ($105,510 annually) commencing on March 1, 2002. Property taxes are estimated at $25,865 annually. Under this lease, the City assumes responsibility for payment of these taxes. Funding for the entire term of the lease for rent and property taxes will come from Clearwater’s State Aid to Libraries allocation through the Pinellas Public Library Cooperative, $150,000 of which has been received and is earmarked for this purpose. The remaining $112,750 is anticipated in State Aid funding over the next two years. Annual Term of Lease Rent $105,510 $211,020 Taxes 25,865 51,730 TOTAL $131,375 $262,750 Funding immediately available (State Aid) $150,000 Funding anticipated (State Aid over 2 years) 112,750 TOTAL $262,750 Concerns were expressed and discussion ensued regarding an offer by another property owner that appeared to by less expensive. It was indicated the other property would require some renovation to be usable. A comparison of costs of the two locations was requested. PR PARKS AND RECREATION 2. Update regarding Site Selection for Stadium Kevin Dunbar, Parks and Recreation Director, indicated the City is working with the Phillies to determine a new site. PW PUBLIC WORKS 2. Award a contract to Ridin Pipeline Services Inc., in the amount of $130,000 for cleaning and inspection of the wastewater interceptor system (15" and larger) at various locations throughout the City of Clearwater The City has determined that $130,000 will be necessary to inspect existing wastewater interceptor pipelines over the next eight months. Our goal is to maintain the integrity of the sanitary sewer system and minimize disruptions in service to our citizens. The City of St. Petersburg, Florida, awarded a contract to Ridin Pipeline Services Inc., on July 17, 2001, through the competitive bid process. The contract remains in effect through August 31, 2002. Ridin Pipeline Services Inc. has agreed to honor the rate schedule as outlined in the City of St. Petersburg contract. They have also agreed to dispose of the debris generated from the cleaning process for a cost of $75.00 per ton to the City. The City has agreed to adjust the water rate charged to Ridin Pipeline Services Inc. for these services to reflect those rates being charged by the City of St. Petersburg. The City of Clearwater will direct the contractor to those high priority areas as established in the Sanitary Sewer Evaluation Study. These areas are primarily located within the southwest boundaries of the City. These efforts will continue until the entire $130,000 is expended. Ridin Pipeline Services Inc. has established a favorable working relationship with the City, and has demonstrated their ability to provide a reliable product and professional service. Resolution 01-07 was passed on March 1, 2001, establishing the City’s intent to reimburse certain project costs incurred with future tax-exempt financing. The projects identified with 2001 revenue bonds as a funding source were included in the project list associated with Resolution 01-07. Sufficient budget is available in WW Interceptor (343-96605) to fund this contract. In response to a question, Andy Neff, Public Utilities Director, explained that the City's water rate is higher than what the contractor is paying St. Petersburg for this work. Because water must be used to flush the system, Clearwater will charge the same rate as St. Petersburg. Responding to a question, Mr. Neff said the Evaluation Study should be completed within 30 days. 4. Ratify and Confirm the City Manager's approval of an increase of a purchase order to clean the 12" force main from sanitary sewer pump station #55 for the Wastewater Collection Division of Public Utilities, for Professional Piping Services, of Zephyrhills, FL, from the previously approved amount of $14,832 to the requested amount of $59,282 This is an emergency request to increase the total amount of PO 699 0000030491 from $14,832 to $59,282. This purchase was awarded to Professional Piping Services to clean the force main from sanitary pump station #55 by the use of cleaning swabs. The initial purchase order amount was based on three crew days with equipment. On the second day of cleaning, the cleaning swab became stuck in the line due to exceptionally heavy accumulations of debris and sediment in the line. With the swab in the line, the force main was not usable. Sewage flow was bypassed to a local gravity system owned by Midcounty Utilities Services. Professional Piping immediately began efforts to retrieve the swab and clear the blockage. This work involved the installation of new valving in the main along with removal of several pipe sections to facilitate cleaning in manageable pipe lengths. The retrieval of the swab and completion of the line cleaning required 17 additional crew days along with equipment and materials resulting in additional charges of $44,450. In response to a question, Mr. Neff indicated while there was nothing unusual found in the pipe, there as an extraordinary amount of material that needed to be removed. CA LEGAL DEPARTMENT Second Reading Ordinances 1. Ord #6929-02 – Establishing a schedule for the use of water outdoors; enforcement procedure and penalties It was questioned if the City should adopt the same schedule as the County. It was indicated that staff believes it best to maintain the current schedule. It was believed that the South West Water Management District will continue to make changes to the restriction s and the City will bring back any needed adjustments to the Commission. Commission Discussion Items 1. Homeless Issues Chief Sid Klein discussed his proposal to designate a public assistance area in the vacinity of the tennis complex below City Hall. The organizations providing services will be required to clean the area when done. It was indicated an alternate site outside of downtown was desirable. The need to address the homeless issue in a comprehensive manner was emphasized. 2. Schedule review of Commission Policies Consensus was to schedule a separate morning work session to review policies. The Mayor indicated he will not be present at the Jan 22 work session or Jan 24 Commission meeting. 3. Draft ordinance requiring Commission approval of buildings 100 feet or more in height on Clearwater Beach. Discussion ensued regarding the ordinance drafted by the City Attorney at the Commission's direction. Opinions were expressed that approving building higher than 100 ft on Clearwater beach should be a Commission responsibility. Other opinions were expressed that this would be a step backward in the redevelopment efforts. The majority of the Commission did not wish to pursue the ordinance further. Commissioner Jonson requested this issue be on Thursday night's agenda for formal action. Verbal Reports The City Manager expressed condolences to Paul O'Rourke, Human Resources Director, in the loss of his father. Other Commission Action Commissioner Gray reported cold whether shelters are open. She and Commissioner Hamilton requested people donate blankets. Commissioner Jonson reported the County is considering a billboard settlement. He questioned how annexation of properties with billboards will impact. Commissioner Jonson stated the Commission will need to remain flexible regarding how Beach by Design addressed property coverage of buildings over 35 feet in height. He requested feedback from the commission regarding the Courtney Campbell Scenic Highway Committee document. He requested consideration of his attending the FLC Local Government Leadership program at a cost of $1300. Adjourn The meeting adjourned at 12:50 p.m.