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10/04/2004CITY COUNCIL WORKSESSION CITY OF CLEARWATER October 4, 2004 Present: Brian J. Aungst Mayor Frank Hibbard Vice-Mayor Hoyt P. Hamilton Councilmember William C. Jonson Councilmember Carlen Petersen Councilmember Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Paul Hull Assistant City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The Mayor called the meeting to order at 9:00 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. PRESENTATION 3CMA Savvy Award for 2003 Annual Report Public Communications Assistant Director Joelle Castelli reported the City had received the County and City Communicator Association’s Savvy award for a communication project, the City’s 2003 Annual Report calendar. PURCHASING Sulfur dioxide in 1-ton cylinders during the contract period: October 8, 2004 through October 31, 2007. Chlorine in 1-ton cylinders during the contract period: October 8, 2004 through October 31, 2007. Aluminum sulfate, iron free, liquid during the contract period: October 8, 2004 through October 31, 2007. Third party fees for old Workers' Compensation claims during the period: October 1, 2004 through September 30, 2005. In response to a question regarding the purchase of sulfur dioxide, Public Utilities Assistant Director Todd Petrie said the chemical is used to treat water. In response to a question regarding old Worker Compensation claims, Risk Management Specialist Patti Post said subject claims were made between 1980 and 1986. FIRE AND RESCUE DEPARTMENT Award a contract in the amount of $499,923 to Pierce Manufacturing, Inc. of Appleton, Wisconsin for the purchase of one 2005 Pierce Custom Heavy Rescue (Squad) unit in accordance with Lake County Contract Bid #99-150, authorize the appropriate officials to execute same and authorize lease purchase financing. Squad 49, the only front-line, heavy rescue unit within Clearwater Fire & Rescue, is a 1997 Spartan heavy rescue vehicle. Originally, staff had hoped for a 10-year life expectancy. However, due to its frequent use, the Squad rapidly is approaching the end of its usefulness in a front-line capacity. As the only heavy rescue unit in the City, it responds to every working fire, every technical rescue, and each extrication, including every second-alarm motor vehicle accident. The reserve unit for Squad 49 is a 1979 Chevrolet heavy-duty truck, which was the previous Squad. It, also, has surpassed its life expectancy. The primary 1997 Squad will replace it as the reserve heavy rescue unit. Construction of this heavy rescue apparatus requires six months. Therefore, it is necessary to obtain approval to enter into a purchase contract with Pierce Manufacturing, Inc. at this time, although funding and payment will not be required until April 2005. In response to a question, Assistant Fire Chief James Fogarty reviewed heavy equipment that will be mounted in the truck, which serves the entire City and is driven more than fire trucks. Due to the City’s large size, it was suggested acquiring an additional unit would result in longer life spans for this type of equipment. Since 1979, specifications have expanded and the amount of heavy onboard equipment has increased. In response to a suggestion, Assistant Fire Chief Fogarty said staff considered other manufacturers and visited communities before determining the Pierce equipment best meets City needs. The equipment, available through a competitive bid, was downsized for cost savings. The equipment will be driven to Bradenton, Florida for a final tune-up before delivery. It is better for the City to accept ownership of the equipment after it has been driven 1,000 miles, and problems become apparent. He estimated the truck will last between seven and ten years. HUMAN RESOURCES Health Insurance Human Resources Manager Allen Del Prete reviewed the proposal. The contract with the City’s current medical insurance provider, United HealthCare, expires on December 31, 2004. Based on the anticipated renewal from United HealthCare for 2005, the City elected to issue a RFP (Request for Proposal). The City Benefits Committee evaluated RFP responses from five major carriers, ultimately reducing the number to four finalists. The Committee scored and ranked the finalists based on cost, ability to perform, adequacy of network, “AM Best” rating, and experience with other government agencies in Florida. By a vote of 10:4, the City Benefits Committee selected Cigna Healthcare. Both staff and the Benefits Committee recommend Cigna Healthcare be awarded a one-year contract to provide City medical insurance coverage for calendar year January through December 2005. The new plan would result in a 5.2% overall increase in premium costs. The coverage would maintain the City’s existing plan structure consisting of HMO and POS standard and buy- up options, an open access network of providers and facilities, and maintenance of all current benefit levels, with decreases in the cost of 30-day supply prescription co-pays for the buy-up plans, and across the board decreases in the cost of 90-day supply prescription co-pays. Additionally, staff recommends continuing with Bradman/Unipsych for EAP and mental health/substance abuse coverage for City employees and their covered dependents for 2005. This is without a rate increase. For FY2005, the City has budgeted approximately $11,133,650 for the City’s share of medical insurance coverage. The City’s estimated share of these expenses for FY2005, which covers three months of the current contract and nine months of this proposed contract, is $10,400,000. The difference between budgeted and actual costs, estimated to be $733,650, will be deposited into the Premium Stabilization Fund. This will help replenish this fund, which had been reduced by approximately $740,000 in FY2003 and $90,000 in FY2004. Costs related to this contract for coverage from October through December 2005, estimated to be $3,675,000, will be budgeted as part of the FY2006 budget. Staff also recommends that the current funding strategy for City contributions to health care, representing 100% of the HMO Standard cost for “Employee Only,” 75% of the HMO Standard cost for “Employee plus One,” and 68% of the HMO Standard cost for “Employee plus Family,” applied to the tiers in the HMO Buy-Up, POS Standard, and POS Buy-Up plans respectively, be maintained. In response to a question, Finance Director Margie Simmons recommended the City Council deposit into the Premium Stabilization Fund budgeted monies not needed for insurance coverage. The fund also is needed to help meet 2007 accounting requirements obligating the City to accrue for the cost of retiree health care over the life of employees. A RFP will be issued to determine those costs. Additional funds are needed to smooth the impact of new requirements. In response to a question, Curt Gehring, of the Gehring Group, said the cost of health insurance has trended down from a 19% increase last year to a 10%-12% increase this year. He said claims are 90% of the cost of premiums. The stabilization fund is necessary due to the cyclical nature of the health insurance industry. LIBRARY Approve month-to-month lease with Arnold-Brown Properties, 121 N. Osceola Ave., Clearwater, FL for 72 parking spaces at 121 N. Osceola Ave. commencing October 1, 2004 to be used for Main Library parking and authorize the appropriate officials to execute same. This month-to-month lease will provide an additional 72 parking spaces for the Main Library. The spaces previously were used as parking for the temporary Main Library at the Colliers Arnold Building at 121 N. Osceola Avenue. Terms of the lease: 1) Rent payment is $1,500 per month or $18,000 annually; 2) The City can terminate the lease with 30 days notice; 3) The property owner is responsible for real estate taxes; 4) The City and Arnold-Brown Properties agree the fair market of the spaces is $3,240 per month; and 5) The City acknowledges a donation of $1,740 per month. In response to a question, Library Director John Szabo said the Colliers Arnold Building currently is vacant and signage directing patrons to the lot was delayed due to recent storms. Assistant City Manager Garry Brumback said the City is not paying rent for parking at the Amsouth Building. Concern was expressed parking spaces at the bottom of the bluff are inconvenient for library patron use. Mr. Szabo said library use begins to increase this month and he will know in about 45 days if a need for the subject parking spaces exists. The parking situation at the library has improved since Stein Mart’s lease was clarified. Staff is recruiting volunteers to operate carts to transport library patrons to parking spaces at the bottom of the bluff. Discussion ensued regarding the 72 parking spaces not being available during special events, as Arnold-Brown has requested use of the lot at those times. Also during special events, only library and Stein Mart patrons can use the parking lot between those two facilities. Mr. Szabo said staff parks below the bluff and along Drew Street, west of Osceola Avenue. A report on the parking situation was requested in two months. PARKS AND RECREATION Approve a three-year Partnership and Operational Support Agreement from October 1, 2004 – September 30, 2007, between the City of Clearwater and The Bethany Education and Human Services Program, Inc., for the use and supervision of the Holt Avenue Center located at 1250 Holt Avenue and authorize the appropriate officials to execute same. The African American Leadership Council, Inc., (AALC) will be moving their operations from the Holt Avenue Center to the Martin Luther King Center beginning on October 1, 2004. Since the Holt Avenue Center is being vacated, The Bethany Education and Human Services Program, Inc. (Agency) has requested use of the building for their programs. This agreement will allow for the Agency to conduct educational and cultural programs for the benefit of approximately 210 neighborhood and Clearwater area youth. Some core programs include academic achievement programs, computer technical skills programs, student self-esteem programs and cultural enrichment programs. The Agency will be required to provide an annual report of activities consisting of the number of clients served, costs of such service, commentary on the viability, effectiveness, and trends affecting the program, and success of same. An annual audit and management letter also will be required. The Agency will be responsible for all daily maintenance of the facility and will pay all operating expenses associated with the Center, including but not limited to electric, water, sewer, solid waste bill for dumpster, custodial, and all other interior and exterior building maintenance. The City will provide no funding or other in-kind services under this agreement with the exception of providing lawn and landscape maintenance for all areas around the Center. In response to a question, Parks & Recreation Director Kevin Dunbar said before receiving this request, the City had intended to board up the facility. The agency is to provide to the City an annual report of its activities. Concern was expressed other not-for-profit agencies also may have wanted use of the building. Mr. Dunbar said the AALC will be responsible for building maintenance and repairs. The AALC has met with all Clearwater area schools that support the program. The City is not considering upgrading the building. Mr. Dunbar said this activity is a good reuse of the facility. Mr. Dunbar said in three years, the City may raze the building and transfer the property to the school system. The School Board has not firmed its plans to develop a campus in the area. The agreement contains an exit clause should the City need the facility for another purpose. It was requested that staff determine which non-profits want use of surplus property before recommending a program. Approve Parks and Recreation Board recommendation naming City property located at 3035 Gulf-to-Bay Boulevard, “Bayview Park.” In partnership with Pinellas County, the City entered into a Grant Award Agreement in November 2002 with Florida Communities Trust (FCT), a State of Florida agency, for the purchase of 4.2 acres of land located at 3035 Gulf-to-Bay Boulevard. Since the purchase of the property, the City has methodically accomplished the various tasks set forth in the Management Plan and, if included in the FY (Fiscal Year) 2004/05 CIP budget, will begin construction in 2005. The City Council recently approved a Recreational Easement Agreement between the City of Clearwater and Pinellas County on August 19, 2004, in accordance to the management plan. On April 17, 2003, the City Council directed the Parks and Recreation Board to hold public hearings for the purpose of naming this parcel. While several unofficial names for the park have been used in the past as part of the grant application and for location recognition, an official name for the park never has been determined. Therefore, in accordance with Commission Resolution #94-12, the Parks and Recreation Board conducted and advertised a public hearing to consider recommendations for park names, and meetings were held on June 28, and August 23, 2004. The Board received a total of 3 names for consideration. The Board ranked the names: 1) Bayview Park; 2) Myron A. Smith Park; and 3) Historical Bayview Environmental Park. Based upon information gathered at this hearing, and on criteria contained in the Resolution, the Parks and Recreation Board approved a motion to recommend to the City Council that the park be named “Bayview Park.” In response to a question, Mr. Dunbar said the Parks & Recreation Board had discussed naming the park after Mr. Smith based on his contributions to the area, but some had concerns the property was not donated but had been sold for a significant profit. Mr. Smith’s contributions were reviewed, including his donation of land for the west end of the Courtney Campbell Causeway and his positive influence on the area during the depression. Mr. Dunbar said Laura Connelly, the heir who sold the property, made a $50,000 donation to the Trust for Public Lands. Discussion ensued in regard to the recommended name and a copy of the ordinance that defines the process to name City parks was requested. In response to a question, Mr. Dunbar said in order to obtain a grant, the City had committed to specific environmental items. Some volunteers want a facility larger than approved by the City Council. The City Council had directed staff to develop a park that is as passive as possible. Staff is working with the Historical Bayview Committee Association, which represents 13 nearby homes, mostly unincorporated. It was recommended that Thursday’s discussion be limited to the park’s name. ENGINEERING Approve a Work Order for the permitting, design, construction services and testing of an Aquifer Storage and Recovery (ASR) exploratory well to Post, Buckley, Schuh & Jernigan (EOR) of Tampa, FL in the amount of $56,413 (of which a total of $28,206.50 will be reimbursed), and approve a Cooperative Funding Agreement with the Southwest Florida Water Management District (SWFWMD) and authorize the appropriate officials to execute same. On September 20, 2001, the City Council approved funding in the amount of $50,000 for participation in a multi-year project, the Largo/Clearwater/Pasco ASR (Aquifer Storage and Recovery) Interconnect. The project is to study, plan, develop, and construct ASR technology for reclaimed water. The concept of this project includes developing seasonal storage for reclaimed water cooperatively between the Cities of Largo and Clearwater, and possibly transmitting excess wet weather flows to Pasco County to restore environmentally impacted wetlands. ASR involves storing water underground in aquifer systems for recovery at a later time. The technology allows for storage of reclaimed water when the demand is low (generally during the rainy season), and allows for recovery of reclaimed water when the reclaimed water demand is high (generally during the dry season). Storage of reclaimed water underground decreases the amount of storage infrastructure (i.e. storage tanks) needed above ground and allows for greater storage capacity of reclaimed water. Additionally, ASR will provide the capability to potentially reduce or eliminate surface water discharge from the wastewater treatment plants, avoiding regulatory issues associated with these discharges. It is anticipated the entire ASR project would be executed in four phases: 1) 2002 – Feasibility; 2) 2004 – testing; 3) 2005 - ASR well construction; and 4) 2006-08 - interconnecting pipeline construction. On August 8, 2002, the City Council approved the first phase of the ASR project, which was a work order awarded to Post, Buckley, Schuh & Jernigan (EOR) of Tampa, Florida, in the amount of $150,000 (of which a total of $100,000 was reimbursable) to prepare an ASR feasibility study. The specific purpose of the ASR feasibility study was to evaluate the potential for ASR systems in Clearwater and Largo areas for seasonal storage of reclaimed water and review potential pipe routes to Pasco County. The study also reviewed potential impacts to other legal water users, including any potential impact on Clearwater's public water supply. This ASR feasibility study now is complete and the results have shown that ASR systems are possible, but further exploration and data collection are needed to more fully evaluate ASR's potential. This agenda item requests Council approval to move forward to the second phase of the ASR project; the design, permitting and testing of an ASR exploratory well at Northeast WWTP. Post, Buckley, Schuh & Jernigan, (EOR) of Tampa, Florida, have prepared a work order in the amount of $56,413 (of which a total $28,206.50 will be reimbursed) to accomplish the second phase of the ASR project. The work includes the regulatory permitting, final design, bidding, construction services, hydrogeologic testing, and reporting of an ASR exploratory well at the Northeast WWTP. In addition, this agenda items also requests Council approval of a Cooperative Funding Agreement between the SWFWMD (Southwest Florida Water Management District) and the City of Clearwater for the Clearwater Reclaimed Water ASR Exploratory Well Permitting, Construction and Testing Project (H012-B2). This co-op agreement will allow SWFWMD to reimburse the City up to 50% of the total exploratory well project cost. Work will commence upon award and execution of the Work Order, and will be completed within 360 days. In response to a question, City Engineer Mike Quillen said during this study phase, nothing will be injected into the aquifer. If the project is approved, only potable water would be injected. In response to a concern, Mr. Quillen said the feasibility study will consider if ASR activity would cause sinkholes. The City is working with FDEP to protect the environment. The initial study evaluated several corridors for pipeline to interconnect with the City of Largo, which has not decided if it will move forward with additional studies. Concern was expressed the City will not have an abundance of reclaimed water to inject into the aquifer once the reclaimed water system is completed. In response to a question, Public Works Administrator Mahshid Arasteh estimated the project would cost several million dollars. Future regulatory requirements will restrict City discharge into Tampa Bay. If it can store all reclaimed water it produces with zero discharge, the City will save money and not have to upgrade wastewater treatment plants. Surplus reclaimed water currently is stored in above ground storage tanks, which is more expensive than ASR. The City needs a place to store reclaimed water during the wet season when few residents water their lawns. The City’s reclaimed water system will not be completed for 20 years. Staff is working with north Pinellas County and Oldsmar to tie systems together when excess production occurs. The City’s aim is zero discharge as soon as possible. Approve a Joint Project Agreement (JPA) with Florida Department of Transportation (FDOT) for the installation of an offset in a 12-inch diameter City owned water main, the replacement of a segment of gravity sanitary main, and the relocation of service meters as part of the State Road 60 Plan set (City Project 04-0047-UT), in the amount of $50,000 based on an engineer's estimate of the construction costs and authorize the appropriate officials to execute same. FDOT (Florida Department of Transportation) will be constructing/replacing stormwater inlets and resurfacing portions of State Road 60 from the intersection of Gulf-to-Bay Boulevard, Highland Avenue, and Court Street in a northwesterly direction to the merger of Cleveland and Gulf-to-Bay Boulevard, then westerly to N. Fredrica Ave. FDOT will be installing mast arms at the merger of Gulf-to-Bay Boulevard and Cleveland Street. Installation of the mast arm foundation will require the relocation (offset) of an existing City-owned 12-inch water main. The construction, by FDOT, of a stormwater manhole will require the replacement of a segment of the sanitary main. The anticipated date for beginning construction is February 2005. The amounts included on this agenda item are the engineer’s preliminary estimate, and are subject to change as the design progresses. The exact costs will be determined by the contractor’s bid and may vary from this amount. Projects will be competitively bid by FDOT. In response to a question, Mr. Quillen said the traffic signal is planned for the intersection of Gulf-to-Bay Boulevard, Highland Avenue, and Court Street. The offset is necessary to go around the City’s water main. Traffic Operations Manager Paul Bertels said the City had refused FDOT’s offer to install a monotube at the intersection, as that structure would have been too massive. Approve a Supplemental Agreement with HDR Engineering, Inc. in an amount not to exceed $115,000 for additional post-design services related to construction of the Memorial Causeway Bridge and authorize the appropriate officials to execute same. In 1994, the City entered into an agreement with HDR Engineering to develop a preliminary engineering report for replacement of the Memorial Causeway bridge. This agreement was modified in 1995, 1998, and 2000 to provide for additional studies and final design. In 2002, the agreement was modified to provide for $455,700 in post-design services including: 1) shop drawing review; 2) responses to requests for information; 3) construction calculations; 4) attendance at progress meetings; and 5) permit coordination. These services were anticipated to last through the construction contract completion in July 2004. Unanticipated delays in the construction process have resulted in a construction duration exceeding the expected duration. These additional post-design services are a result of this increased construction duration. Billing will be based on actual hours used, not to exceed $115,000. In response to a question, Ms. Arasteh said the design sequence is reviewed by Tallahassee on a weekly basis. The plan for the sequence and destruction of the current piers recently was submitted. The project is ready to tie the diaphragms to the new piers and to the insides of the deck. FDOT and USACOE (United States Army Corps of Engineers) are studying acceptable ways to demolish the existing bridge, which spans a navigation channel. OFFICIAL RECORDS AND LEGISLATIVE SERVICES Appoint two members to the Municipal Code Enforcement Board with terms expiring on October 31, 2007. Member Douglas Williams’s term is expiring. He is eligible and interested in reappointment. Duke Tieman is ineligible for reappointment due to term limits. In response to a question, City Clerk Cyndie Goudeau said State law governs the board’s makeup. Consensus was to reappoint Mr. Williams and to review the makeup of the current board. CITY ATTORNEY Adopt Ordinance #7300-04 on second reading, amending the future land use plan element of the Comprehensive Plan of the City, to designate the land use for certain real property whose post office address is 2025 North Highland Avenue upon annexation into the City of Clearwater, as Residential High. AND Adopt Ordinance #7301-04 on second reading, amending the zoning atlas by zoning certain real property whose post office address is 2025 North Highland Avenue, upon annexation into the City of Clearwater, as Medium High Density Residential (MHDR). Long Range Planning Director Gina Clayton reported County discussions related to the site do not impact this decision. The City will work with the DCA (Florida Department of Community Affairs) if the County limits density. In response to a concern regarding the sequence of approval, Ms. Clayton reported this issue was scheduled for prior resolution, but the County had continued the item. Staff recommended MHDR zoning to restrict structure height. COUNCIL DISCUSSION ITEMS Discussion re parking on Cleveland Discussion ensued regarding Cleveland Street traffic and it was noted that volumes have increased since students returned to school. Discussion ensued regarding alternate parking and lane configurations possible along Cleveland Street. Consensus was to determine a preferred traffic pattern prior to next season. Concern was expressed regarding the timing of east/west Downtown traffic lights. It was reported that traffic flow is interrupted every time a car parallel parks or the bridge opens. Appointment for Community Development Board Ms. Goudeau reported, counting the alternate member, the CDB (Community Development Board) will have seven members for its October meeting. . Discussion ensued regarding the composition of the board. It was felt that professional representation is essential. A list of additional applicants was requested. Discussion will continue on Thursday. OTHER COUNCIL ACTION Councilmember Jonson attended a pedestrian and bicycle workshop at Morningside Recreation Center; served on a Creative Tampa Bay panel at Ruth Eckerd Hall; attended PSTA (Pinellas Suncoast Transit Authority) events in Pinellas Park and on the Starlight Majesty; and reported the Main Library fundraiser at the Fresh Market is on October 5, 2004. Councilmember Hibbard reviewed benefits of the Creative Cities program. Councilmember Hamilton and Mayor Aungst sent condolences and prayers to the family and friends of John Cerutti. ADJOURN The Work Session adjourned at 11:45 a.m.