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10/18/2004CITY COUNCIL WORK SESSION CITY OF CLEARWATER October 18, 2004 Present: Brian J. Aungst Mayor Frank Hibbard Vice-Mayor Hoyt P. Hamilton Councilmember William C. Jonson Councilmember Carlen Petersen Councilmember Also present: Garry Brumback Assistant City Manager Pamela K. Akin City Attorney Cynthia 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. Presentations 1. Service Awards Seven service awards were presented to City employees. Mike Furlong, Information Technology, was presented the October 2004 Employee of the Month award. 2. Certificates for completion of Supervisory Training The Mayor presented certificates to employees who had completed the Supervisory Training Program. 3. Pinellas County Charter Review Update Roger Wilson, on behalf of the Pinellas County Charter Review Commission, reviewed the five amendments on November’s ballot. Discussion ensued regarding the Charter Review Commission’s current structures and it was felt more municipal representation is needed. The City Council recessed from 9:25 to 10:02 a.m. to meet as the Community Redevelopment Agency and Trustees of the Employees’ Pension Fund. ECONOMIC DEVELOPMENT/HOUSING Presentation of the City of Clearwater – Employee’s Home Buyer Assistance Program. Assistant Housing Director Howie Carroll reviewed the City’s Employee Home Buyer Assistance Program, which offers home buying education and reviews financing resources. City employees can use the English/Spanish website to submit streamlined loan applications and receive quick decisions, compare financing options, obtain quarterly e-newsletters, or link to a leading national mortgage lender offering financial benefits especially for City employees. The program provides counseling, assistance with down payments, rehabilitation, and infill housing, links with community housing partners, and a $350 savings in closing costs. The housing calculator allows staff to analyze affordability, consider refinancing options, calculate true costs, and learn if they qualify for loans. The program will help retain and recruit employees, encourage home ownership in the City, and potentially increase the number of employees living in Clearwater. Mr. Carroll reviewed the advantages of homeownership and homebuyer education. With a medium family income of $41,000, homebuyers can afford monthly payments of $1,025, which could purchase a $130,000 home. The average cost of existing homes in Pinellas County is $169,451, with new construction averaging $239,360. In response to a question, Mr. Carroll said this program is designed to assist only City employees. Many public web sites offer information on buyer assistance programs. For web browsers, staff will offer a link on the department’s web site to Fannie Mae. FIRE AND RESCUE DEPARTMENT Approve funding for Fire & Rescue training initiatives in the amount of $421,547.36 to be funded from FY 2003/2004 General Fund retained earnings. To enhance the fire department training program and in response to several professional recommendations, including the Accreditation Report and the MGT Associates study, the Fire Training Division developed a training initiative covering all facets of fire professional training and development. This initiative was the result of an exhaustive review of the training needed to develop hands-on technical firefighting skills, as well as supervisory and leadership ability. This full spectrum Training Initiative is divided into curricula: 1) Recruit firefighter training - $24,000; 2) Quarterly officer training/continuing education program - $31,258; 3) Hazardous materials, operations level training - $101,136; 4) Incident Safety Officer - $32,767.92; 5) Incident Command - $131,541.68; and 6) Leadership: Company, Personal and Supervisory Success - $100,843.76. Clearwater Fire & Rescue Training Division has developed curricula for each of these initiatives. No additional FTE's will be required. However, in order to formally implement the initiatives, funding must be available to cover both instructor and student classroom time, as well as payment to backfill any on-duty instructors or students. These represent the initial start-up, first-year costs. Recurring costs will be absorbed within existing annual operating costs. In response to a question, Deputy Fire Chief Robert Dube estimated annual hazardous materials training will cost $15,000. Staff will be trained to provide the annual training. The cost of training related equipment is captured in initial costs. As a nationally certified program, the Fire Department could charge fees to train local agencies. FINANCE Authorize the appropriation of $500,000 from Central Insurance fund retained earnings into Project 181-99927 to provide funding for storm related damage repair and City-wide debris clean up. The City is responsible to provide for storm damage repair to City equipment and facilities and to provide for clean up and Citywide debris removal after storms. Much of these costs will be reimbursed by FEMA (Federal Emergency Management Authority) and/or the State; however, the City must provide advance funds for these expenses, since reimbursement could take several months. The City established a project in 1999 (181-99927) to fund unanticipated non-payroll related costs of storms in the amount of $276,000. The City's process is to charge storm related payroll costs to the departmental budgets (identifying them as storm related with a separate sub-code), and non-payroll related costs to this storm project (materials, contractual obligations, equipment rental, etc.). All costs (both payroll and non-payroll) will be submitted to FEMA and the State for reimbursement. This year has been extraordinary in that three storms have caused damage to our City (Charley, Frances, and Jeanne). As of September 27, 2004, the City has expended or committed more than $200,000 of these funds on non-payroll related expenses alone. The appropriation of $500,000 of Central Insurance Fund retained earning will enable staff to continue funding the repair of City equipment and facilities and Citywide debris clean up. The Council has a policy regarding the Central Insurance Fund reserves, which states: Central Insurance Reserve Policy. It is a policy of the City Council to maintain a Central Insurance Fund reserve. This reserve is composed of two amounts: 1) General: An amount reserved to guard against unforeseen or uninsured costs or increases in property, workers’ compensation, or liability insurance. The target minimum balance for this reserve is equal to 75% of the GASB 10 calculated liability and 2) Health Insurance: An amount reserved for use as a budgeting tool to offset any large increases in the City’s costs to provide health insurance. The target minimum balance for this reserve is 15% of the annual city health insurance expense. The total reserve in the Central Insurance Fund was approximately $13.5 million at September 30, 2003. Of that amount, approximately $9.7 million was the General reserve (see above), $2.5 million was the Health Insurance reserve, and $1.3 was excess reserves (see above re policy requirement). At this time, staff is unsure of the total funds needed for storm damage repair and clean up. Staff will come back to the Council for additional appropriations as needed. Once FEMA reimbursement has been received, staff will return these funds to the Central Insurance Fund. This appropriation will be processed as a first quarter budget amendment. In response to a question, Finance Director Margie Simmons said the amount of reimbursement has not been determined. Staff will report when the reimbursement is received. In response to a question, Solid Waste/General Services Director Bob Brumback estimated it would take two more weeks to accomplish final cleanup of hurricane debris. He requested citizens separate yard debris from garbage. POLICE Approve acceptance of FY 2004 Local Law Enforcement Block Grant (LLEBG) funding for two years in the amount of $68,383 from the U.S. Department of Justice/Bureau of Justice Assistance, and that the appropriate officials be authorized to execute same. The Clearwater Police Department has been awarded federal funding from the Department of Justice/Bureau of Justice Assistance in the amount of $68,383 in Local Law Enforcement Block Grant funds. The Department will use this grant to purchase three new vehicles for law enforcement use: 1) Freightliner Sprinter van used exclusively by the Department’s Emergency Response Team (ERT) for transporting team members and equipment to emergency callouts and training exercises; and 2) and 3) Two full-sized pick-up trucks will be used for the Department’s Volunteer Program and AmeriCorps members. The pick-up trucks will be used to accommodate an increase in the number of volunteers and the varied assignments received by both the volunteers and AmeriCorps. Clearwater’s award allocation from the U.S. Department of Justice/Bureau of Justice Assistance is in the amount of $68,383. The City’s required match is $7,598, bringing the total grant budget to $75,981. In response to a question, Police Chief Sid Klein said the pick-up trucks are necessary to transport department equipment and pull trailers. Their purpose is not to transport staff. PUBLIC COMMUNICATIONS Creative Cities Conference Report Public Communications Director Doug Matthews reviewed the report on the Creative Cities Conference held last month in St. Petersburg. He recommended the City participate in Creative Tampa Bay. As successful cities develop from within, Creative Cities serve as art incubators of local creative talent to create attractive living environments and grow local businesses. Development of the Downtown waterfront as a public space is encouraged. He said public/private partnerships are important and public art should be made a priority. He recommended the City take advantage of talent available at USF (University of South Florida). A Creative Cities group meets at 8:30 a.m. on the first and third Tuesdays of the month at Java Junction. All are welcome to attend these brainstorming sessions. The organization facilitates connections. Acting Economic Development Director Geri Campos recommended support of Creative Cities as a critical piece for economic development. A RFP (Request for Proposals) has been released for a psychographic analysis to determine where residents spend money, how far they drive, where they like to shop, etc. This information would help determine the types of stores and occupations the City should recruit. It was recommended the psychographic analysis also consider residents of nearby communities such as Dunedin, Largo, and Belleair. Award contract to Aegis Mail Services, Inc. in the amount of $1,200,000 (estimated) from November 1, 2004 through October 31, 2007 for mail processing services and postage for the City of Clearwater and the appropriate officials be authorized to execute same. Aegis Mail Services, Inc. was selected as the most responsive vendor to RFP #29-04, for the outsourcing of mail processing services for the City of Clearwater. Aegis Mail Services, Inc. will pick up, weigh, meter, sort and deliver City of Clearwater departmental outgoing mail to the United States Postal Service. Aegis Mail Services, Inc. will pick up, fold, insert, meter, sort and deliver utility mail to the United States Postal Service. Aegis Mail Services, Inc has successfully provided these services to the City of Clearwater for the past two years. The $1,200,000 includes: 1) $150,000 - mail-processing services provided to City departments; 2) $360,000 - postage used by City departments; and 3) $690,000 - postage used by Customer Service for utility mail. An anticipated postal rate increase has been budgeted, effective in the 19th month of the contract. Funding is available in the 2004/2005 operating budget for the first year of this contract. Information Technology Director Dan Mayer said an escalator has been incorporated into the contract to lock in prices for three years. The City received five bids for this contract. ENGINEERING Approve the applicant's request to vacate the north one-half of Dempsey Street more particularly described in Exhibit "A," (A.K.A. 721 Lakeview Road), subject to the retention of a drainage and utility easement over the full width of the right-of-way portion to be vacated, and pass Ordinance #7349-04 on first reading, (VAC 2004-16 City of Clearwater). This request for vacation is being made on behalf of the adjoining property owner operating a business known as the "Candy Factory." The "Candy Factory" presently provides candy to the current occupants of the White House. Accordingly, the property owner seeks a way to enhance security for his property. The property owner intends to utilize the right-of-way for security fencing and the expansion of an existing attached dwelling. Progress Energy, Verizon and Knology have reviewed the request and have no objections provided that either a utility easement is provided to protect their facilities or that the property owner shall pay all reasonable costs associated with the relocation of their facilities. The City presently has sewer, storm and water utilities in the subject right-of-way. Public Works Administration has no objections to the vacation request provided that a drainage and utility easement is retained over the full width of the right-of-way to be vacated. In response to a question, City Engineer Mike Quillen said two lanes of traffic would be maintained. Award a contract for the cleaning of the 90 foot diameter digester at the Northeast APCF (Project #03-0022-UT, Biosolids Treatment Implementation - Digester Cleaning) to Trimax Residuals Management (USA), Inc. of Edmonton, Alberta, Canada, in the amount of $479,776.64, which is Items A1, A2, and A3, of the lowest responsible bid received in accordance with palms and specifications, including a 10% Contingency, and that the appropriate officials be authorized to execute same. The purpose of this contract is to furnish all labor, tools, equipment, materials, supplies, services, and manufactured articles required to accomplish dewatering, removing all accumulated solids, and cleaning, of one anaerobic digester, located at the City’s Northeast plant, and providing facilities and appurtenances as needed to allow for safe inspection of the existing coatings on the ceiling and interior walls of the digester by the Owner and Owner-designated contractors after cleaning, including all other miscellaneous work as described in the Contract Documents. Contractor is to dispose of removed solids at locations off site in accordance with all applicable law, rules, and regulations governing the disposal of said solids. First quarter amendments will transfer the budget and revenues from these projects to fund this contract: 1) 0343-96658 Northeast Improvements (bond) $5,488.53 (close 0343-96658) and 2) 0315-96658 Northeast Improvements (sewer revenue) $370,552.62. Per the Interlocal Agreement, the City of Safety Harbor's share of the capital costs associated with this project is estimated at $103,735.49 (4/18.5s of the NE costs of the $479,776.64). An additional first quarter amendment will establish the budget only for Revenue from Other Governmental Units (337900) in the amount of the City of Safety Harbor's estimated share of $103,735.49. Parsons, the engineering design consultant for this project and an Engineer-of-Record for the City of Clearwater, has provided written recommendation to award the construction contract to Trimax Residuals. Parsons, an Engineer of Record for the City, and the City’s CEI (Construction Engineering & Inspection) consultant for this portion of this project, will be the construction manager of the work. The final Engineer’s estimate for this Northeast APCF 90 foot-diameter digester portion of this project was approximately $500,000.00, including a 10% contingency. Cleaning operations are expected to start early in November 2004, and be complete by mid-February, 2005. In response to a question, Mr. Quillen said the City received three bids on this contract. Approve a work order to McKim & Creed, in the amount of $93,500 for engineering design services related to the Elevated Water Storage Tanks Modifications Project (04-0048-UT), and that the appropriate officials be authorized to execute same. As part of the Water Supply System Master Plan, the City’s Potable Water Supply Facilities were assessed. Having been taken “off-line” for concerns over water quality issues, two of the City’s three Elevated Water Storage Tanks have been determined to be beneficial to increasing fire flow pressures within parts of the City’s water service areas. Technology exists to eliminate the water quality concerns through piping modifications within the tanks themselves. This project will design improvements to the storage tanks, allowing the beneficial use without concern for detrimental water quality impacts. The storage tanks require modification of piping, the addition of piping and valving within the tanks, and the addition of booster pumps to correct the current conditions of long stored water detention times. The long detention times contribute to degradation of water quality. The two tanks are located in the western portion of the City, one on Martin Luther King Boulevard near Kingsley Street, and the second on Otten Street, near Highland Avenue. The tanks currently are undergoing inspection to determine the structural condition and condition of the coating systems. Identified maintenance requirements will be incorporated into the design of tank piping modifications, as deemed appropriate. The scope includes deliverables at preliminary design stages, final design, and also includes bidding services. The design is expected to be complete within 32 weeks of notice to proceed. McKim & Creed is one of the City’s Engineers-of-Record, and this work order was negotiated in accordance with the Consultants Competitive Negotiations Act. Engineering Manager Lisa Murrin said currently, the storage tanks are not in operation. Staff has determined it would be beneficial to only modify these tanks. A new pipe booster pump will provide proper circulation and maintain water quality. Approve a Highway Landscape Maintenance Memorandum of Agreement with the Florida Department of Transportation (FDOT), District Seven, so the (FDOT) can relocate (transplant) existing palms as part of the (FDOT) SR 60, Memorial Causeway resurfacing project, and Adopt Resolution # 04-30 authorizing execution of said Highway Landscape Maintenance Memorandum of Agreement. The State of Florida Department of Transportation (FDOT), District Seven, will be resurfacing the roadway on the Memorial Causeway (SR 60), between the Clearwater Harbor Channel Bridge and Memorial Causeway Bridge, adding a 5-foot asphalt paved shoulder to both sides of the roadway, and lengthening the westbound turn lane to Island Way by 240 feet. FDOT, District Seven, as part of the asphalt resurfacing project, desires to transplant 98 existing palms and remove 16 existing palms within the right-of-way area of the Memorial Causeway (SR 60). FDOT’s contractor will be responsible for the proper transplanting or removal of the palms to be impacted by this project. The City will continue to maintain the area at its sole expense and in a reasonable manner, but will review and report any deficiencies in palms' condition to FDOT. The resurfacing of the roadway, the lengthening of the turn lane, and the continued maintenance of the landscape enhancements of the Memorial Causeway (SR 60) will leave a positive impression on visitors and residents. FDOT requires a Memorandum of Agreement to allow landscaping within its right-of-way. Concern was expressed extension of the right turn lane at Island Way will result in the loss of tress. In response to a question, Mr. Quillen said the condition of the 16 subject palms is too bad for their relocation along the Causeway. CITY MANAGER Adopt Resolution #04-31, supporting the County-wide Local Mitigation Strategy. This is an updated version of the initial document adopted by City of Clearwater Resolution #99-31 on June 17, 1999. The Pinellas Board of County Commissioners adopted this revised document on September 21, 2004. This document establishes a plan and priorities to reduce the impact of disaster events upon all of Pinellas County and each of its municipalities. State and federal authorities require that each county have such a plan document to remain eligible for federal and state grants and FEMA reimbursements. The mitigation strategy forms the basis for validation of emergency management grant applications to the various state and federal authorities. The Strategy is being provided to Council on disk and a hard copy is in the Council Office for review. Critical information: 1) Appendix 4 identifies goals and objectives; 2) Appendix 8 establishes evaluation priorities; 3) Appendix 9 identifies mitigation initiatives; and 4) Appendix 10 identifies previous initiatives accomplished. In response to a question, Assistant City Manager Garry Brumback said Emergency Management Coordinator Bill Vola will be attending all related meetings. OFFICIAL RECORDS AND LEGISLATIVE SERVICES Approve the 2005 State Legislative Package. The City of Clearwater submits each year a list of legislative priorities for consideration by the State legislature during their annual 60-day session in Tallahassee. The City’s legislative liaison works closely with City management staff, the City’s lobbying team in Tallahassee, and State legislative delegates representing Clearwater districts, to draft a package that is beneficial to Clearwater, and to lobby that package at home and in Tallahassee. Preparation of the package involves determining areas of need, researching funding availability, identifying needed legislation, monitoring and evaluating current legislative issues and funding requests into the various bills before the legislature in their respective houses. The bills then go to the Governor for consideration and approval or veto. The 2005 State Legislative Package includes such issues as: funding requests for the Emergency Operations Center, Hispanic Outreach Center, Child Development – Community Policing Program; support State Housing Incentive Program (SHIP) funding levels, and TDC membership for an elected official from a municipality with the largest percentage of tourist tax dollars is collected. City Clerk Cyndie Goudeau reviewed City priorities, including an emergency operations center at the Fire Department’s training facility on Belcher Road. She recommended alternatives for legal advertising and public records protection for employees. Councilmember Jonson reviewed discussions at the October 1, 2004, FLC (Florida League of Cities) legislative workshop related to utility customer social security number privacy issues, urban transportation, undergrounding utilities, FDOT (Florida Department of Transportation) livable cities, and citizen representation on MPOs (Metropolitan Planning Organizations). CITY MANAGER VERBAL REPORTS Mr. Brumback reported the Police Department will be participating in the October 10, 2004, presidential motorcade through Clearwater. COUNCIL DISCUSSION ITEMS Land Development Change Recommendations The current process to address residential infill was reviewed. It was questioned whether residential infill should be approved at staff level, without public hearings. It was felt this practice is inconsistent with the Code. The City Attorney said the Code features three levels of approval and lists six or seven required criteria. Planning Director Cyndi Tarapani said Level One requests can be approved upon application or, after a more formal review of the application by the DRC (Development Review Committee). Level Two requests are for infill development. Ms. Tarapani said to streamline the process, minor changes related to pool cages, fence height, etc. are approved at staff level. Notice is provided to surrounding property owners when a Level One flexible standard request is being considered. Opposing neighbors have the right to appeal to the CDB (Community Development Board), for a small fee, if they disagree with the decision. In response to a concern, Ms. Tarapani said a resident who lives within the notice area can request party status and is qualified to appeal decisions with which they disagree. If the infill request deviates from established criteria, the CDB must hear and consider the request. Ms. Tarapani said CDB decisions should be guided by the site and its impacts. In response to a concern, she said the location of information can be modified in the next group of Code amendments. It was recommended that CDB terms reflect the length of City Council terms and be limited to three years. Ms Tarapani supported longer terms as members become more familiar with their duties with experience. Ms. Goudeau said all City advisory boards have four-year terms, with the exception of the Municipal Code Enforcement Board, which is governed by Florida Statute. Concern was expressed four-year terms will bind future City Councils and be less stressful on board members. Discussion ensued. The majority agreed not to change the length of CDB terms. MPO request for School Transportation Safety Committee (STSC) representative It was stated the MPO School Safety Committee needs a representative. Meetings are on the first Wednesday of the month, at 9:00 a.m., at the Pinellas Planning Department. Consensus was to appoint Councilmember Jonson to the School Transportation Safety Committee. ADJOURN The meeting adjourned at 11:50 a.m.