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03/14/2005CITY COUNCIL WORKSESSION CITY OF CLEARWATER March 14, 2005 Present: Frank Hibbard Mayor William C. Jonson Vice-Mayor Hoyt P. Hamilton Councilmember Carlen Petersen Councilmember – arrived 2:41 p.m. John Doran Councilmember Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Brenda Moses Board Reporter The Mayor called the meeting to order at 1:00 p.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. Presentations Service Awards Two service awards were presented to City employees. The Employee of the Month award for March was presented to Jay Ravins, Finance Department. The Bi-monthly Team Award for March/April was presented to the Ross Implementation Team from the Finance, Budget, and Information Technology Departments. The Council recessed from 1:08 to 1:24 p.m. to meet as the Pension Trustees. Budget Office Pass on first reading Ordinances #7402-05 and #7403-05, amending the City's fiscal year 2004/05 Operating and Capital Improvement Budgets at First Quarter. The fiscal year 2004/05 operating and capital improvement budgets were adopted in September 2004 by Ordinances 7338-04 and 7339-04. Section 2.521 of the City's Code of Ordinances requires that the City Manager prepare a quarterly report detailing income and expenditure estimates, collections, the explanation of significant variances, as well as the financial status of all active capital improvement projects. Budget Director Tina Wilson presented the first quarter review. She reported the expenditures are in line but the revenues are coming in a little slower but are expected to increase to where they should be towards the end of the year. In response to questions, she said franchise fees and utility taxes are difficult to determine this early in the fiscal year. Fines and forfeitures and parking enforcement revenues are down. Regarding the alternative services communication tax, Ms. Wilson did not have the specific numbers at this time. Harborview Center expenditures and revenues are in line with expectations. In response to a question, Finance Director Margie Simmons said the City has received most of the reimbursements from FEMA for Hurricane Charlie, but not for later hurricanes. Staff needs to recalculate costs for Hurricanes Frances and Jeanne. In response to a question, money for parking associated with the Seashell development remains encumbered and will continue to be until construction commences. In response to a question, Information Technology Director Dan Mayer said the Meridian Max System is used by all departments who need automated call distribution. The primary customer is Customer Service. The system distributes telephone calls into a pool and keeps statistics on how the calls are handled. It is not part of the 911 system. Economic Development and Housing Cleveland Street Streetscape The Cleveland Street streetscape project construction drawings are 90% complete and were reviewed by staff. The 90% plan review comments have been given to the consultant and are being incorporated. Prior to the completion of the drawings, the city needs to direct the consultant on its preference regarding construction phasing. City Management asked staff to consult with Cleveland Street merchants and property owners to discuss the details of the project, review the 90% plans with them and get their feedback on their preference for construction phasing prior to a final decision by the City Council. Meetings have been conducted over the past two months. Property owners and merchants were advised that the new Memorial Causeway Bridge is due to be completed in September of this year. Cleveland Street will fall under the City’s jurisdiction when the state road designation is shifted to Court/Chestnut Streets once the bridge is completed. We anticipate the streetscape project will begin construction by December or January 2006. As part of the meetings, we discussed the construction drawings and answered questions. We presented the property owners/merchants with the following two concepts for construction phasing and asked for their preference: Concept A – Close Cleveland Street to traffic during construction. Parking would not be available, but pedestrian access to storefronts would be maintained. The project would take up to twelve months and the City could save 10-15% of the estimated $4.7 million cost. All north/south streets would remain open to traffic. Concept B – Construction would be completed in phases with utilities completed first, followed by the northern half of streetscape installation and then the southern half. One land of traffic in each direction would be maintained on Cleveland Street. Parking would not be available, but pedestrian access to storefront would be maintained. The project will take up to 18 months and the estimated cost may be at the $4.7 million mark. Again, all north/south streets would remain open to traffic. Of the owners/merchants surveyed, 25 choose Concept A and 21 chose Concept B, with four not willing to choose either concept. Many who chose Concept A felt that the project should be completed as quickly as possible. Those who chose Concept B stated that they were concerned that the public see their business as they traveled along Cleveland Street and maintaining the ease of getting to their locations without having to detour. In addition to interviewing the businesses and property owners along Cleveland Street, they were asked their preference for construction phasing from other stakeholders in Downtown. PSTA’s preference is for Cleveland Street to remain open during construction (Concept B). The Executive Committee of the Clearwater Regional Chamber of Commerce voted to support the timetable that would allow for partial use of the street (Concept B). The City’s Public Works Department prefers that Cleveland Street be closed during construction (Concept A) for ease of construction and cost savings. Staff also asked property owners/merchants to suggest ways that the City could help merchants through construction. They were advised that the DDB has discussed potential assistance including cooperative advertising opportunities, signage, and helping Main Street with special events. In addition, the Main Street program will be distributing a Construction Toolkit – a binder of important information to include schedules, contacts, etc. Main Street is also looking at suggestions for improvements to the back alleys. The most common request for assistance during the streetscape construction focused on the need for free parking in City lots, metered spaces and in parking garages. Those interviewed were also interested in increased promotion and communication of the project to the media, residents and visitors. Recommendation: Given all the input received to date, staff recommends moving forward with Concept B, phasing the construction of Cleveland Street to allow for traffic to travel east and west during construction. While the businesses overall were torn between completing the construction faster and the visibility and convenience of allowing traffic on Cleveland, it is my opinion that those businesses that prefer to have traffic on Cleveland Street will be hurt more if we close the street than vice versa. From a purely practical City perspective, time and money will be saved if Cleveland Street is closed to traffic during construction. However, there is an emotional tie to leaving the street open during construction. Given that the real concern of businesses is the availability of convenient parking overall, it is recommended free parking during the construction period be considered and other ways to facilitate and/or increase parking since all the onstreet parking spaces along Cleveland Street will be removed. In addition, improving alternative routes and entrances will be crucial including repaving the back alleys. Another point to consider is that the flow of traffic will be greatly reduced along Cleveland Street once traffic to the Beach is shifted to court and Chestnut Streets when the new Memorial Causeway Bridge opens. For this reason, we may want to revisit the choice in construction phasing once businesses witness the reduction in traffic flow along Cleveland Street. Our Construction Division of Public Works has recommended that we include a bid alternate for closing the road completely in the bid documents in case the City would like to exercise this option prior to the start of construction. Economic Development/Housing Director Geri Campos reviewed recent activities related to the Cleveland Street Streetscape. In response to a question, Public Services Director Gary Johnson said utility relocation will be done first with construction anticipated to begin in January 2006. There would be a cost savings if construction is completed within 12 months, however, Cleveland Street businesses have concerns about closing the road entirely. Ms. Campos said no final decisions have been made regarding repaving back alleys, which are City rights-of-way. It was suggested cost savings could be used to advertise businesses if the project was completed within 12 months. In response to a question, Ms. Campos said the DDB (Downtown Development Board) has not voted on the construction timeframe. A question was raised regarding parking on the second tier of the Harborview Center. City Manager Bill Horne said a potential structural issue exists. Harborview management has requested that Rotary Club members not park there. It was recommended the lot be closed to everyone if safety issues exist. Equity Services Establish a Blue Ribbon Senior Center Task Force that will make recommendations to the City Council regarding the development of a senior center facility and its programs. The Senior Center Task Force will be comprised of an uneven number of members numbering no less than nine (9) and no more than fifteen (15). The make up will be as follows: 1) Non-profit organizations involved in programs/services to seniors and 2) Residents of the City. Residents will be a majority of the task force membership. To accomplish the mission stated above, the Senior Center Task Force will: 1) Review other senior centers for best practices and programs; 2) Review services/programs currently offered/available for Clearwater senior residents; 3) Recommend to the Council other programs/services that the task force would like to see offered for Clearwater senior residents.; 4) Review costs of some currently operating senior centers and their programs; 5) Review any local area services that are available for seniors; 6) Recommend to the Council the best location(s) for the senior center considering the availability and convenience of transportation (public, personal, etc.); 7) Review the feasibility of consolidating programs into the senior center; and 8) Other tasks as necessary to accomplish the task force’s mission. The target timeline for the Senior Center Task Force will be: 1) April 2005 – Latest date for meetings to begin; 2) July 31, 2005 – Latest date for meetings to end. Meetings will be held no less than monthly and the task force will determine if they choose to meet more often to enable them to complete their mission by July 31, 2005; 3) August 8, 2005 – Recommendations to City Manager; and 4) September 1, 2005 - Recommendations presented to the City Council. This Senior Center Task Force will be advisory in nature and the City Council will ultimately determine which, if any, recommendations will be implemented. Discussion ensued and it was suggested the members include some representatives under 55 because senior services have changed over the years. It was recommended that grants be sought and the task force partner with the County pulling from resources already in place. It was felt location and transportation would be critical issues for discussion. Concerns were expressed regarding budget constraints and ongoing operational costs. In response to a question, City Clerk Goudeau said the timeline was based on Council direction to include funding for the senior citizen center in its 2006 legislative priorities. Marine and Aviation Airpark Safety Concerns Marine & Aviation Director Bill Morris said staff has received concerns from the Grovewood neighborhood regarding the airworthiness of airplanes using Clearwater Airpark. Staff has requested copies of pilots’ annual inspection certifications. He noted notices were sent to residents near the airpark regarding today’s meeting and staff is always available to attend neighborhood meetings. Staff has placed an emphasis on more education, a new FBO (Fixed Base Operator) building with a public meeting room, more observation of activities at the airpark, and holding advisory board meetings at the airpark to encourage more public input. He said the airpark’s accident record is comparable with other airparks. In response to a question, FBO David King explained general procedures used by pilots at the airpark, including radio communications. One airpark tenant reviewed positive safety changes made over the years, pilot commitment to airpark and FAA regulations, staff efforts to educate the public, and media negativism. In response to a question, Mr. Morris said flight instruction is required for the new sport pilot license, which is for lightweight aircraft and is limited to daytime use. Update re: Water Recreation Area Mr. Morris said after a lengthy discussion, the Marine Advisory Board did not support creating a water recreation area in Mandalay Channel because they could define what makes a water recreation area. He said to designate an area could be expensive if easements have to be obtained from individual property owners. Adopt Resolution #05-14, authorizing the execution of a Joint Participation Agreement (JPA) between the City of Clearwater and the State of Florida Department of Transportation for the acquisition and installation of a New Modular Terminal/Fixed Base Operation Building at Clearwater Airpark and authorize the appropriate officials to execute same. The Florida Department of Transportation (FDOT) has agreed to provide 80% reimbursable funding for the acquisition and installation of a New Modular Terminal/Fixed Base Operation Building at Clearwater Airpark, 1000 North Hercules Avenue. This project is estimated to cost $187,500. The FDOT portion will be 80% or $150,000. The City portion 20% or $37,500 will be moved from CIP 93494. In response to a question, Mr. Morris said the Civil Air Patrol’s office cannot be combined with the new FBO building due to space restrictions. Engineering Approve the Amendment to Agreement between the City of St. Petersburg and the City of Clearwater for relocation of the St. Petersburg water main associated with the Kapok Wetland and Floodplain Restoration Project, increasing the reimbursement to St. Petersburg by $15,000, for a total of $85,030 for associated costs, and authorize the appropriate officials to execute same. The City Commission approved the Agreement between the City of St. Petersburg and the City of Clearwater for relocation of the St. Petersburg water main associated with the Kapok Wetland and Wetland Floodplain Restoration Project on December 5, 2002. The Agreement outlined conditions for the relocation of, and securing new easements for the water main. The Agreement also required that the City of Clearwater reimburse St. Petersburg an amount not to exceed $70,030 for personnel costs, and plan review and inspection services of outside consultants. St. Petersburg has requested $15,000 to cover the costs of additional review and inspection services for a total of $85,030. Due to the extended construction time being within their control, Johnson Bros. Corporation, the site contractor, has agreed to have the additional cost of inspection services deducted from Clearwater's payments to them. Sufficient budget and revenue are available in the 02 Stormwater Revenue Bond construction fund project 96141, Kapok Flood Resolution to fund this Amendment to Agreement. In response to a question, Environmental Manager Terry Finch said the project is on schedule. City Manager Award a contract to Rolladen of St. Petersburg, Fl in the amount of $428,818 for the base bid and include Option A and Option B for window, door, and glazing protection system for Clearwater Police Headquarters, authorize the appropriate officials to execute same and appropriate $428,818 from the General Fund retained earning for this contract. As a result of realized vulnerabilities of the Police headquarters building during the 2004 hurricane season, the City Manager's Office authorized solicitation of a protection system bid. In addition to it's role as the Primary Emergency Operations Center (EOC), the Police Headquarters building also shelters 200 officers and support personnel when conditions require they stop outdoor activities. This system of remotely operated storm and impact rated shutters will also protect the vulnerable glass features of this building from breaching during most natural or man-made threats, keeping one of our most basic essential services available when it would be most needed. On 19 January 2005, the Bid Submissions for this project were opened (Bid # 08-05). Low bidder, as determined by Ted Strand of Clearwater General Services, was Rolladen of St. Petersburg, FL in the amount of $374,482 for the Base Bid. Roll-A-Way of St. Petersburg was second in the amount of $411,485. A statement of "No Bid" was submitted by Allstar Shutters of Largo, FL. There were 2 options added to the base bid: 1) Upgrading the wind resistance rating to the recommendations of the Florida Division of Emergency Management (40 MPH greater than Building Code Requirements). Rolladen had the low bid of $407,568, with Roll-A-Way at $452,538. 2) Requiring that installing contractor also permit and install the electrical services to the electric motors. Rolladen had the low bid of $21,250, with Roll-A-Way at $45,258. The total project, including both options, is $428,818, by Rolladen. Roll-A-Way’s total bid was $497,896. A mid-year budget amendment will be required to provide for the transfer of $428,818 to establish a new capital project, 315-91148 Police Hurricane Shutters, in order to provide funding for this contract. In response to questions, Emergency Management Coordinator Bill Vola said it appears the building has structural integrity. The City is seeking grants to build a more structurally strong building. He said with this warranty, the City is getting sufficient assurance the product meets building codes, wind resistance regulations, etc. Mr. Horne said the building could sustain a Category 3 or 4 hurricane with these improvements. Council Discussion Items Neighborhood Meeting Schedule - Petersen Discussion ensued regarding Councilmembers rotating going to neighborhood meetings. Joe DiMaggio Sports Complex - Hibbard St. Petersburg College has approached the City again regarding purchasing the Joe DiMaggio gymnasium. They said they are willing to accept $1.95 million for the property and proceeds from the sale would be put back into the campus in Clearwater. They indicated they would aggressively market the property if the City is not interested. Questions were raised regarding landfill issues and Parks and Recreation Director Kevin Dunbar responded there are no environmental issues to the south, east, or north. There is some trash at the creek and methane gas beyond the tennis courts. There has been no determination from Department of Environmental Protection requiring removal of the trash. Mr. Dunbar did not believe the landfill area was extensive. Consensus was to bring forward. Harborview Center Parking Mr. Dunbar said the Harborview is on target regarding budget predictions. He indicated the usage of the Center is up and there have been a lot of positive comments from the users. There is a moisture problem in the exhibit space and continuing to park on the second tier will exacerbate the problem. Global staff has been directed to secure the parking area on the second floor within two weeks, however, deliveries will still be permitted. Guidance re Old Florida District Applications - Doran Staff previously had recommended a moratorium on certain development approvals in the Old Florida District Subarea which the Council did not approve . Staff continued with their study to address inconsistencies in Beach by Design and will be scheduling public input meetings regarding a new plan. Discussion ensued regarding timelines for these meetings and informing the public of the proposed changes. Concern was expressed there is a perception among applicants in the Old Florida District a moratorium is in place, preferred use is mandatory and that 50 feet in height is the threshold for development in that district. Planning Director Cyndi Tarapani reviewed the proposed meeting schedule and plans for publicizing the meetings. She said the process could take 6–8 months depending on how extensive the changes. In response to a question, Ms. Tarapani said there would be a progression of topics at each meeting. Ms. Tarapani reviewed pending cases in the Old Florida District. In response to a remark that some applicants feel they are not being given the same opportunities as other applicants to develop to the maximum density allowed in this district, Ms. Tarapani said the City supports quality projects with good design that fit into the neighborhood. She said staff is looking more carefully at projects, as some previously approved may not fit the Old Florida vision. It was noted the CDB has recognized inconsistencies in the Old Florida District. Concern was expressed in the DRC process as it allows an applicant to go before the CDB if he disagrees with staff’s recommendation. It was remarked there is no entitlement to a staff recommendation for approval. The CDB has shown its independence and has disagreed with staff. Ms. Tarapani said every project is looked at individually and the first question asked by staff is it the preferred form of development and the proper height. There are other issues considered such as parking, setbacks, etc. that are part of the decision. It was noted if the preferred use is the sole reason for denial of an application, it will not be recommended for denial. Ms. Tarapani noted the Pinellas Planning Council has been engaged to look at processes not substantive issues. Other Council Action Councilmember Doran noted after researching the minutes on the City’s website regarding Beach by Design, the only set of minutes that did not mention “beach” was the February 17, 2000, minutes. Councilmember Jonson attended the County Charter Review Meeting last week, reviewed legislative issues, and found ad in Beach Gazette regarding water taxis interesting. Mayor Hibbard said the PMI would be making a recommendation to the BOCC that light rail and BRT (Bus Rapid Transit) should not be separated. Adjourn The meeting adjourned at 4:04 p.m.