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02/03/2003 . CITY COMMISSION WORK SESSION CITY OF CLEARWATER February 3, 2003 Present: Brian J. Aungst Whitney Gray Hoyt P. Hamilton William C. Jonson Frank Hibbard Also present: William B. Horne II Garry Brumback Ralph Stone Pamela K. Akin Cynthia E. Goudeau Patricia O. Sullivan Mayor/Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner City Manager Assistant City Manager Assistant City Manager City Attorney City Clerk 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 . Guideway Presentation/MPO Mobility Initiative MPO (Metropolitan Planning Organization) Director Brian Smith requested City Commission reaction to the proposed elevated guideway transportation system envisioned for Pinellas County, which would provide a different way to travel around Clearwater. He said issues related to governance already have been discussed. He reviewed potential station locations along the proposed route through Clearwater, extending from Clearwater beach, through downtown, along Gulf-to-Bay Boulevard to Clearwater Mall, and north on US 19N to Countryside Mall. Project Manager Mike Crawford presented renderings of potential stations, whose location and design will be determined by cost, ridership numbers, and funding options. A review of options for the project, proposed to stay in public rights-of-way whenever possible, should be completed this summer. He said the project would be most feasible if constructed at one time, but will be designed for incremental development. In response to a question, Mr. Smith said ridership is estimated at 50,000 per day. The elevated system will avoid cross traffic, a drawback to rapid bus. As conceived, a rapid bus service will link to the system. The project could be developed within 5 years. In response to a question, he said impacts of the system will depend on the type of zoning in place along the route. Mr. Crawford did not think crime in station areas would be a problem, noting residential and commercial property values in other cities increased substantially when stations were constructed nearby. He said stations create significant activity around them. Parking availability at stations will be determined by the type of station constructed, with additional parking at major stations. . Commission Work Session 2003-0203 1 02/03/03 . . . Commissioners reviewed maps highlighting the proposed route and suggested station locations. Mr. Crawford said the Downtown station would be one of the most important ones. As planned, the elevated system will travel on one side of Gulf-to-Bay Boulevard. FDOT (Florida Department of Transportation) is becoming more acceptable of allowing joint use of the right-of-way. Mr. Smith said if designed correctly, the system will serve both residents and tourists. Modeling related to station location is not tourist driven. He said there is a stigma related to bus use in public perception. An elevated system would provide reliability and the ability to establish a service schedule. Mr. Crawford said the guideway sub-committee is developing a public cost vs. benefit analysis. Mr. Smith said little room is available for further road construction. An elevated system will address congestion and traffic concerns. It was felt the proposed system will enhance quality of life issues. The City Manager said the elevated system will change the aesthetics of Gulf-to-Bay Boulevard and the public will need to be supportive of this change to the road's skyline. Mr. Smith said the monorail would make no noise. Mr. Crawford estimated the monorail would be elevated 16 to 18 feet above the ground. Plans are to apply for federal funding for the project by July 2003. It was stated the most important leg of the system to the City would be the segment between Downtown and Clearwater beach. In response to a concern, it was stated ridership numbers will be available this afternoon, and will not attempt to capture anyone group of people. Mr. Smith said cost per mile estimates are being determined. Mr. Crawford said spurs to the Clearwater/St. Petersburg Airport or connection to a Statewide high-speed rail services are not included in the plan's first draft. Concern was expressed area residents are not public transportation-minded. It was suggested a Downtown Clearwater destination would generate ridership necessary to fund such a system. It was stated the MPO currently favors a new independent authority, formed by a special act of the legislature, manage the proposed system. It is possible that PST A (Pinellas Suncoast Transit Authority) eventually could become part of this public transportation authority. ED/HSG ECONOMIC DEVELOPMENT/HOUSING Approve the aareementlloan with Mt. Carmel Community Development Corporation of Clearwater, Inc., in the amount of $445,000. to use Community Development Block Grant and HOME Investment Partnership Program funds for the acquisition of real property and development of an elderly rental community in the North Greenwood Area. In December 2002, the City Commission designated Mt. Carmel Community Development Corporation (CDC), Inc., as a Community Housing Development Organization. On June 20, 2002, the City Commission approved a $260,000 allocation in HOME (Housing Opportunity Made Equal) funds for Mt. Carmel to use for the acquisition and development of an affordable elderly rental community in the North Greenwood Area. Since then, the proposed location and scope of development have changed, necessitating the City to allocate an additional $185,000 in CDBG (Community Development Block Grant) funds for this proposed development. A first quarter budget amendment will increase the project budget (Infill Housing - 2003) by $185,000. Staff supports the changes. City funds will be provided in the form of a deferred payment loan and, depending on the deal's economics, a small interest rate may be charged. Commission Work Session 2003-0203 2 02/03/03 . Mt. Carmel CDC currently is in the process of assembling the necessary land, proposed for the south side of LaSalle Street, west of Martin Luther King Avenue. The proposed location is about a block from the new North Greenwood Library and Aquatics and Recreation Center and a few hundred yards from the North Greenwood Apartments. Under current zoning, between 10 and 20 units will be constructed, if all targeted property is acquired. Under the proposed timeline, property acquisition and other associated due diligence activities should be completed by May 2003. It is anticipated construction could begin by fall 2003. Mt. Carmel CDC also is studying the feasibility of constructing on-site commercial offices for a possible medical office and pharmacy. In response to a question, Assistant Housing Director Howie Carroll said it is not feasible to rezone the property to allow additional units. PR PARKS AND RECREATION Approve the appropriation and transfer of $450,000. of the unrestricted fund balance of the General Fund to the Harborview Center Fund to eliminate the deficit net current asset balance at 9/30/02. . The Harborview Center Fund was established in FY (Fiscal Year) 1994 to capture the operating revenue and associated expenditures of operating the City's combined retail, restaurant, and convention center facility, known as the Harborview Center. On January 18, 2001, the City Commission approved the transfer of $2.2 million in unrestricted earnings of the Central Insurance Fund to the Harborview Center Fund to eliminate the estimated cash deficit and interfund loans through the end of FY 2001. Although this transfer eliminated the cash deficit and interfund loans, a deficit in net current assets remained. The actual deficit in net current assets at the end FY 2001 was $347,731. This deficit is composed of accounts payable and deposits from customers in excess of cash and accounts receivable. In addition, due to the aftermath of September 11, 2001, revenue estimates were not reached for FY 2002, causing a $85,072 deficit above the $178,670 subsidy paid by the General Fund. The $450,000 request includes: 2001 Current Asset Deficit 2002 Additional Deficit Contingency Total $347,731 85,072 17.197 $450,000 Approval of this agenda item will allow the Harborview Center Fund to be able to pay all bills without going into a deficit cash position. The original agreement with Global Spectrum allowed Global Spectrum to operate a separate bank account and accounting system and handle all receipts and disbursements directly related to convention center activities. Although Global Spectrum sent monthly details of activities, it has been difficult for staff to monitor and control the budget. . Commission Work Session 2003-0203 3 02/03/03 . To insure that staff can adequately monitor the Harborview Center Fund and that it remain in a positive net asset position, staff recommends changing the procedures: 1) All receipts to be deposited directly into the City's bank account; 2) Most disbursement to be made out of the City's bank account, following current City procedures; and 3) Global Spectrum to maintain a limited checking account to pay salaries and other expenses that cannot be handled through the City's bank account in a timely manner. The City only will replenish this account upon receipt of adequate documentation to support reimbursement. The annual net asset deficit, currently estimated at between $125,000 - $150,000, will continue to be budgeted on an annual basis as a General Fund contribution. If additional funds are needed due to lack of revenue or unanticipated expenses, they will be addressed at quarterly reviews. A mid-year budget amendment will be processed to reflect this transfer. General Fund reserves, approximately $3.4 million above the Commission policy of 8.5% of current year expenditures, are adequate to fund this transfer. . It was felt this subsidy represents a poor use of City reserves. Concern was expressed similar situations not be occurring elsewhere in the City. Finance Director Margie Simmons said the full accrual method of accounting always has been used for the Harborview Center. Steps have been taken to correct problems that occurred when staff was unaware of expenditures until after the fact. It was recommended the City Commission schedule a discussion of the future of the Harborview Center as the structure does not function well as a viable convention center. It was suggested if the Parks & Recreation Department ran the center as a Recreation Center, outside management could be eliminated. Parks & Recreation Director Kevin Dunbar said staff had not analyzed that possibility, but presumed it would be difficult to do as staff would be responsible for increased monitoring. It was suggested the structure could be used as a Civic Center, which most communities subsidize. It was stated this facility may not represent the best use of the site. It was said the Harborview Center staff is not responsible for the shortfall as the facility is an inferior product that is difficult to promote. It was suggested the City could take over the center's management, as the current management is earning a profit. The City Attorney reported the Stein Mart lease expires in 2009. Mr. Dunbar stated most convention centers are subsidized. He said the Harborview Center staff is developing many creative ideas to address shortcomings. Assistant City Manager Ralph Stone said, from an Economic Development standpoint, the Harborview Center location is spectacular. In response to a recommendation, he said alternate downtown locations for this type of facility is limited. As the Harborview Center site is located on public property, it was stated people will have to support and enjoy an alternative use of that site. It was indicated the City also is responsible for future shortages. It was felt this is a good time to begin considering alternative uses for the property. It was suggested a time line be established. It was recommended changes not force Steinmart to relocate before its lease has expired. Mr. Dunbar reported staff has established a CIP (Capital Improvement Projects) budget for the Harborview Center as part of the upcoming budget. The City Manager recommended the City Commission discuss Harborview Center issues during budget discussions. Authorize lease purchase financina for a diaital photo identity card system and award a contract to Diversified Business Machines, Inc. in the amount of $107,847.03 and increase capital improvement budget by $14,000 from $94,000 to $108,000 . Commission Work Session 2003-0203 4 02/03/03 . Information Technology staff assisted the Parks & Recreation Department and Library by hiring a consultant to research and develop a digital photo ID card system that could be used Citywide for a multitude of applications; and prepared a RFP (Request for Proposals) for the system. Five bids were received with Diversified Business Machines, Inc. being selected as the firm that could best meet city needs. The current manual recreation card system is difficult to administer and is limited in capability. Without a photograph on the card, it is susceptible to misuse by more than one person. The new identity card system features a color photograph of the cardholder and provides electronic access to the cardholder's complete recreation services account. Should cardholders forget their cards, other personal information may be used to access their account and view the cardholder photographs on terminals. The card can be used to register for recreation programs and services such as play passes, pool passes, camps and contractor led classes. The cards also will allow persons to use all recreation facilities after registering just once. . This contract will provide installation of the complete system to include digital cameras, accessories, card printers, smart card terminals, and all necessary cabling and software to administer and control a secure, centrally located, database management system. The system can produce many different types of identity cards such as special events staff & VIP passes, and official volunteer identification cards. In addition, system data can be used to produce other documents, including mailing labels, user lists, and membership renewal invoices. The system is expandable to accept different types of 'smart cards' and allow expanded capabilities over time, for example, to use in vending machines, as a library card, and for access to City public-use computers. The photo-card system will be installed at all of the major recreation centers, including Countryside, Morningside, McMullen Tennis, North Greenwood, Joe DiMaggio, Long Center, Clearwater Beach and at the Parks and Recreation Administrative Office in the Municipal Services Building. Cost of the card to residents will increase from $3 to $5 per card. Staff requests increasing the original CIP budget (P & R Technology Upgrades 3274) by $14,000 from $94,000 to $108,000. The 2003/04 CIP technology requests will be reduced accordingly. In response to a question, Information & Technology Director Dan Mayer said the proposed digital photo identity card system is similar to ones used by USF (University of South Florida) and SPC (St. Petersburg College). Mr. Dunbar said staff did not want to get locked into a system that cannot be expanded. As designed, users will be able to use their cards for on- line registration. Portable units can be set up for special events. The technology will allow staff to identify expired cards and track program participation and resident/non-resident use of City facilities. The card system is part of the Parks & Recreation Department's master plan. The contract includes staff training to use the system. Approve increasina contract to Lunz Prebor Fowler Architects of Lakeland, Florida in the amount of $27,000 from $192,313 to $219,313 to expand the scope for the design and permitting of the skate park at the Ross Norton Park Recreation and Aquatics Center. . On August 8,2002, the City Commission approved a $192,313 contract to Lunz Prebor Fowler Architects of Lakeland, Florida, for the design and permitting of the Ross Norton Park Commission Work Session 2003-0203 5 02/03/03 . . . Recreation and Aquatics Center. The design committee and staff have developed a more refined program for the building and recommend adding a skate park at this site and including that in the project. Included in the Capital Improvement Budget (93206) is a $320,000 project for the design, permitting, and construction of a skate park. Since this item changes the contract's scope and exceeds the City Manager's authority to approve up to a 10% increase in the contract, staff requests approval of this increase. The additional $27,000 will provide design services for architectural features housing the skate park including a skate park slab, canopy, access control devices, and other architectural features designed to blend a skate park, in-line hockey rink, and pool deck with other recreation center components. Staff will seek an additional FRDAP (Florida Recreation Development Assistance Program) grant of $200,000 in FY 2003/04 for further enhancement to the skate park and center. Plans for the skate park have been shared with the community through two public meetings at Ross Norton Recreation Center. The skate park will become the major revenue component for the center and will provide funds to cover skate park operating and personnel costs and help subside other center expenses. In response to a question, Mr. Dunbar said the center will be designed to withstand Category 3 hurricane winds. It was requested staff report if the County would fund strengthening the structure to withstand Category 5 hurricane winds and if hurricane standards are being considered during reconstruction of Oak Grove Middle School. The City Manager recommended the Commission schedule a discussion on sheltering. Disappointment was expressed that construction of City facilities is not done in concert with County shelter needs. PW PUBLIC WORKS Accept a perpetual 35-foot drainaae and utilitv easement dated 10/01/02 over and across a portion of Block "V", Hibiscus Gardens conveyed by Dennis Melucci and Sandra W. Melucci. On May 23, 2002, Planning & Development Services received a comprehensive infill development site plan of 603 South Missouri Avenue for Stonecrafters, prepared by King Engineering Associates. Plan review pursuant to permit application BCP 2002-03634 identified an existing 60-inch storm sewer traversing the property, without benefit of easement, about 20 feet off the easterly boundary line at an estimated depth of 4 feet. It is estimated 15 feet either side of the stormwater line will be required as future workspace to maintain or replace a line of this size. The stormwater line is approximately 20 feet off of the Grantor's rear property line. The Grantor is willing to include the additional five feet to the property line, establishing a total easement width of 35 feet. SouthTrust Bank and Stonecrafters mortgagee have joined in and consented to the easement grant. In response to a question, staff will clarify the date of date of the easement. ORLS OFFICIAL RECORDS & LEGISLATIVE SERVICES Community Development Board - 2 Appointments Commission Work Session 2003-0203 6 02/03/03 . . . It was requested staff clarify the number of permitted absences. Concern was expressed regarding the number of recusals by some members. City Manaaer Verbal Reports Mr. Stone reported the DDB (Downtown Development Board) is planning a trip in April or May to West Palm Beach to review downtown development. He requested Commissioners join the board, if possible. It was recommended if bus transportation is used, a stop in Naples be planned. Other Commission Action Mavor Aunast requested staff provide an update regarding efforts to address reported problems at Shephard's Beach Resort. Commissioner Jonson said he will copy City Commissioners information regarding the Advocacy Workshop he attended. Mavor Aunast referenced recent newspaper coverage, and stated the City had made the right decision to construct the new Memorial Causeway Bridge. Mavor Aunast reminded residents this week's City Commission Meeting is scheduled on Wednesday, February 5, 2003, at 6:00 p.m. Mavor Aunast said he had enjoyed the transit presentation. Adiourn The meeting adjourned at 11 :13 a.m. Commission Work Session 2003-0203 7 02/03/03