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11/01/2004CITY COUNCIL WORKSESSION CITY OF CLEARWATER November 1, 2004 Present: Brian J. Aungst Mayor Frank Hibbard Vice-Mayor Hoyt P. Hamilton Councilmember – departed at 10:37 a.m. William C. Jonson Councilmember Carlen Petersen Councilmember Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Pamela K. Akin 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. PURCHASING 1) Don Reid Ford - 20 each 2005 Ford Crown Victoria Police Cruisers. 2) Zabatt Power Systems - 18 each Generac 80kw portable generators 3) Water Specialist Technologies LLC - T-50 copper precipitant during the contract period: November 5, 2004 through November 30, 2007. 4) Pinellas County Solid Waste, Management Department - Disposal of normal solid waste and storm debris during the period: November 5, 2004 through October 31, 2005 5) Angelo's Aggregate Materials, dba Angelo's Recycled Material - Disposal of construction and demolition debris during the period: November 5, 2004 through October 31, 2005. 6) Angelo's Aggregate Materials, dba Angelo's Recycled Material - Increase the City Manager's award from $100,000 to $350,000 for disposal of storm debris during the period October 1, 2004 through November 30, 2005. In response to a question regarding Items 5 and 6, Purchasing Manager George McKibben said while the company has operated under several names, it currently does business as Angelo’s Recycled Material. Costs are based on per ton and not to exceed amounts. In response to a question regarding Item 2, Mr. McKibben said the generators will provide back-up power for lift stations. PARKS AND RECREATION Consider Parks and Recreation Board recommendation naming City property located at 3035 Gulf-to-Bay Boulevard to “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 during 2005. On August 19, 2004, the City Council approved a Recreational Easement Agreement between the City of Clearwater and Pinellas County, 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 has never been determined. Therefore, in accordance with Resolution #94-12, the Parks and Recreation Board advertised and conducted a public hearing to consider recommendations for park names. Public meetings were held on June 28, and August 23, 2004. The Board received a total of 3 names for consideration and ranked them in the following order: 1) Bayview Park; 2) Myron A. Smith Park; and 3) Historical Bayview Environmental Park. Based upon information gathered at this hearing, and on criteria in the Resolution, the Parks and Recreation Board approved a motion to recommend the City Council name the park “Bayview Park.” On October 7, 2004, the City Council continued this item to a date uncertain. In response to questions, Parks & Recreation Director Kevin Dunbar did not know the location of land donated by Myron A. Smith for the construction of the Courtney Campbell Causeway. During the grant process, staff had referenced Clearwater’s process to name parks and never committed to a specific name. PUBLIC COMMUNICATIONS Discussion re Public Engagement In May 2004, the City conducted a random telephone survey of 400 regular voters questioning public interest in components of a Downtown waterfront improvement plan that had failed referendum weeks earlier when presented as a package of improvements. Results indicated voters prefer more information and active dialogue with the City regarding projects and priorities. After meeting with department directors and staff involved in high-profile projects and reviewing national best practices, the Public Communications Department issued a report suggesting future strategies for public engagement. Public Communications Director Dan Matthews reviewed staff recommendations related to: 1) Information Dissemination - provides one-way communication with citizens via Annual Report, Quarterly CIP Update newsletter, Biweekly C-News advertisement in St. Petersburg Times, media releases, C-VIEW programming and meeting broadcasts, etc.; 2) Public Participation – public hearings and meetings, workshops, forums where citizens can provide meaningful input toward government decisions. Key elements include two-way dialogues, ongoing feedback, adequate notification, and providing multiple avenues for input; and 3) Public Notification – while legally mandated, not all official notification leads to active participation. The Parks & Recreation and Police departments also distribute information. Residents can choose a variety of ways to receive information. The City distributes information in a timely manner. Recommendations to improve Public Participation include: 1) Neighborhood Communication via neighborhood newsletter; 2) Regular presentations/Speakers’ Bureau featuring Councilmembers when possible; and 3) Public Participation via: a) Town Hall meetings; b) project presentations; c) personalized contact; and d) establish standardized communication plan related to projects affecting neighborhoods. Recommendations to improve Citizen Notification include: 1) Automated Public Hearing notification via streamlined postcards and 2) Negotiating with the St. Petersburg Times to lower rates so that advertising Public Hearings in that newspaper would be affordable. Also to be considered is Technology with recommendations: 1) Customer service tracking system would allow Customer Service to log, track, and improve response to citizen inquiries; 2) 311 – single-call service center would streamline citizen response times and provide measurable, ongoing feedback; 3) Online “Quick Polls” on subjects under Council debate, for example; 4) Online surveys; 5) Instant Feedback Tools would provide information and online comment cards regarding projects; and 6) GIS (Geographic Information System) Project Notification/Information would allow residents to identify nearby projects and could be integrated with the City’s long-range capital plan. Another consideration includes Constituency Building with recommendations: 1) Facilitate Connections by fostering forums outside direct government involvement and 2) Youth Involvement by developing a well-organized youth council. As many large impact Downtown projects are scheduled to begin in the next 18 months, the City must make an effort to better communicate how each piece fits into the whole. Survey respondents wanted information on funding, specific design, exclusions, benefits, and overall vision. The City has time to prioritize plan elements and articulate plan benefits. Recommendations include: 1) Focus Groups - build understanding and consensus regarding Downtown priorities; 2) Downtown Branding Campaign – install common signage and develop common design elements for Downtown projects and distribute a publication that details the Downtown plan, projects, and how they fit together; and 3) Regular Presentations – can be incorporated to print, video, and promotional materials related to branding campaign. Time and cost are considerations. There is a potential for resident resistance to the use of consultants due to costs associated with their services and inherent trust issues. Active engagement of the public can be time-consuming. No initiative will eliminate all negative feedback. Discussion ensued with comments that focus groups, youth boards, and the Creative Cities process would be good starts. Two-way communication is important to empower citizens and make them part of decisions. It was felt residents want the City to seek guidance regarding alternatives rather than presenting developed plans. Discussion ensued with recommendations that direct mail can be cost effective if done efficiently and effectively and e-mail should be used to disseminate information. Mr. Matthews said St. Petersburg has the rights to the 311 number for the 727 area code. It was suggested the City use the web and e-mail as tools, that the City work with neighborhood groups and civic organizations to gather input, that the City communicate via neighborhood newsletters, and that the format of Town Hall Meetings be revamped. Discussion ensued regarding public hearing notification and how that could be done more effectively. It was noted the City does more than required by law. Alternatives continue to be investigated. Staff will develop the framework of an action plan and bring it back to the City Council November 15, 2004, to establish priorities, clarify roles, and determine when action should be implemented. Concern was expressed that Downtown issues be addressed. SOLID WASTE/GENERAL SERVICES Award a contract to Broyhill,Inc., Dakota City, NE, for the purchase of one, new Load N Pack Refuse Collection vehicle at a cost of $103,160, in accordance with Section 2.564(1)(b), Code of Ordinances-Sole Source; increase the Capital Improvement Program project lease purchase budget; increase the Solid Waste Operating budget for debt service expense; authorize funding under the City's Lease Purchase agreement; and that the appropriate officials be authorized to execute the same. This in-kind replacement, for the Solid Waste - Commercial Collection operation, will be used to service wire baskets located on the beach and in beach parking lots. The City’s current back-up vehicle, a 1993 Broyhill, was scheduled for replacement next year. Unfortunately, it did not last that long. Breakdowns have become more frequent, repair costs are rising, and spare parts no longer are available. The unit needs immediate replacement. Staff plans to keep the Broyhill unit as an emergency back-up, since it has no trade-in value. The City’s primary service vehicle is five years old and will become the back-up service vehicle when the new one arrives. This request is to purchase this vehicle from Broyhill as a sole source since this firm is the only known manufacturer of the unit. In response to a question, Solid Waste/General Services Director Bob Brumback said both pieces of equipment receive significant use. PLANNING Discussion and Policy Direction on Proposed Revisions to Pinellas County Ordinance #00-63. Long Range Planning Manager Gina Clayton reviewed new County rules proposed to incorporate numerical standards for annexations that will consider annexations cumulatively instead of individually. While current voluntary annexation procedures result in haphazard patterns, a tidy pattern will occur once all property in the City’s planning area is annexed. Current rules have worked well. The City has planning boundaries and a further definition of annexation terms is not necessary. The proposed revisions will impact 6,000 acres within Clearwater’s boundaries. Ms. Clayton expressed concern the proposal will preclude the annexation of large parcels, slow down annexations, impact the City’s ability to annex properties with annexation agreements. There is a legal question if the County must make this change through referendum, rather than ordinance. The PPC (Pinellas Planning Council) will discuss this issue on November 17, 2004. In response to a question, Ms. Clayton said the Pinellas Assembly had recommended the forced annexation of enclaves. It was noted the County’s viewpoint differs completely from assembly recommendations. The proposed changes would impact pockets of land to the north, east, and south. In response to a question, Ms. Clayton was unsure of what public purpose the change would serve. It was suggested that problems related to other municipalities’ aggressive annexation actions be addressed rather than creating new problems with these changes. It was indicated these changes are recommended only by County staff. Discussion ensued with concerns expressed the changes take away citizen rights and no change is needed. Planning Director Cyndi Tarapani encouraged City Council attendance at the County Commission meeting related to this item. Consensus to oppose. OFFICIAL RECORDS AND LEGISLATIVE SERVICES Appoint one member to the Community Development Board with the term expiring on February 28, 2005. Ms. Goudeau reported that John Doran had tendered his resignation, opening a second seat on the board. Consensus was to delay appoint to the second seat to November 18, 2004 and to place appointment of Dana Tallman on consent. The City Attorney reported a date will be scheduled for a full day training session on Code issues. The presentation will be taped for future review and will be open to the City Council and all parties interested in serving on the CDB. Appoint one member to the Marine Advisory Board with the term expiring November 30, 2008. Consensus to place appointment of Frank Dame on the consent agenda. OTHER COUNCIL ACTION Councilmember Hibbard reported he had represented the Mayor at the recent Mayors’ meeting with the County Commission, and reviewed discussions, which focused on transportation issues and reported the sale of the Calvary Baptist Church property is in the due diligence phase. Councilmembers encouraged people to vote in tomorrow’s election. ADJOURN The meeting adjourned at 10:45 a.m.