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03/03/2003 . . . CITY COMMISSION WORK SESSION CITY OF CLEARWATER March 3, 2003 Present: Brian J. Aungst Whitney Gray Hoyt P. Hamilton William C. Jonson Frank Hibbard Mayor/Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner Also present: William B. Horne II Garry Brumback Ralph Stone Pamela K. Akin Cynthia E. Goudeau Patricia O. Sullivan City Manager Assistant City Manager Assistant City Manager City Attorney City Clerk Board Reporter The Mayor called the meeting to order at 9:18 a.m. at City Hall following a meeting of the CRA (Community Redevelopment Agency). To provide continuity for research, items are in agenda order although not necessarily discussed in that order. PR PARKS AND RECREATION Ratify and confirm payment to Cox Radio Tampa Bay. in the amount of $74,625.46, for payment of revenue generated from the 97X The Next Big Thing II Concert. On December 8, 2002, the Cox Radio Tampa Bay co-promoted and City co-promoted 97X The Next Big Thing II Concert was held at Coachman Park. Cox Radio was the title/presenting sponsor of the event. Advance tickets were available for purchase through TicketMaster, which forwards all ticket sales revenue to the City through the City's TicketMaster account. By operating with all TicketMaster revenue coming through the City account, all City expenses associated with the concert are paid. Any remaining funds are remitted to Cox Radio. The breakdown of revenue and expenses: Revenue (TicketMaster sales/day of show sales/City employee sales) Expenses Remaining funds due to Cox Radio Tampa Bay $154,187.30 $ 79,561.84 $ 74,625.46 In response to a question, Parks & Recreation Director Kevin Dunbar said the City's sponsorship was limited to its connection to ticket sales. Staff will report on the City's net profit from the concert. In response to a question, Mr. Dunbar said during sound checks at this weekend's concert, spotters will monitor sound in neighborhoods surrounding Coachman Park. Periodic sound checks during the concert are not planned. Wind direction affects noise levels in different neighborhoods. The City is working to attract acts that are not loud and raucous. Commission Work Session 2003-0303 1 03/03/03 . . . Sunday concerts have a 9:00 p.m. curfew. Staff is working with the St. Petersburg Times to report on the closing of Drew Street for the concert from Friday to Sunday morning. Ratifv and confirm the City Manaaer's approval of an increase in purchase order #33916 to the Philadelphia Phillies, in the amount of $222,783.91 for a total of $17,722,783.91 for the installation of the portion of the City's reclaimed water that runs through the Community Sports Complex (CSC) site. Part of the Drew/Union Streets Reclaimed Water System is designed to run from US 19N across the new CSC (Community Sports Complex) site to Old Coachman Road and south to Drew Street. Staff, its consultants, and CSC engineers have worked together to design a route for the line that will not impair the progress of either project. Site work for the new sports complex is well underway and work on the reclaimed line should be incorporated into the site work to maintain the continuity of the two projects and keep costs down. Hunt Construction Group, the general contractor for the CSC, was asked to provide a bid for the reclaimed work running through the site. Public Works Administration and staff reviewed the bid and found it to be acceptable. By allowing Hunt Construction Group to complete this work, both projects remain on schedule and within budget. The additional sum of $222,783.91 is a separate line item on the Phillies Purchase Order and will be used solely for invoices related to installation of the reclaimed water line. In response to a question, Mr. Dunbar said the City had contracted with the Phillies to construct the stadium, making a Purchase Order to the Phillies necessary to fund this item. City Engineer Mike Quillen said this project will connect with the directional bore already completed under US 19N. PW PUBLIC WORKS Approve a work order with Wade-Trim. Inc. an Enoineer of Record. to determine the feasibility and permittina process associated with the future desion and development of a City marina located at the east end of the Memorial Causeway in Downtown Clearwater, in the amount of $98,504. To determine the feasibility and permitting process associated with the future design and development of a City marina, proposed at the east end of the Memorial Causeway in Downtown Clearwater, the City must invest in the engineering design and legal due diligence associated with a development of this magnitude. The total contract cost for these services is $98,504. The consulting team includes Wade-Trim for engineering design and development costs, Fowler, White, Boggs & Banker (Tallahassee) for legal due diligence on State and Federal regulations, and Delta Seven, Inc., an environmental company. The consulting fee of $98,504 is a shared cost between the City of Clearwater (50%, $49,252), CRA (Community Redevelopment Agency) (35%, $34,476.40), and DDB (Downtown Development Board) (15%, $14,775.60). Commission Work Session 2003-0303 2 03/03/03 . Strategic positioning of prime private and publicly owned redevelopment parcels west of Osceola Avenue is a key element as a future entertainment, recreation, retail and residential environment. Development of a municipal marina at this location would not only enhance the redevelopment opportunities for the whole downtown core and planned development of a future waterfront park; but also would provide a major linkage between downtown and the Clearwater beaches with its wealth of visitors and residents. A downtown municipal marina also would provide Clearwater residents with a much-needed ancillary source of additional boating slips, and help alleviate a current average waiting period of 18 months for a similar slip. In response to a question, Ms. Quillen said the study will determine the marina's feasibility, estimate costs, and outline permitting hurdles. Staff will provide the Commission with a copy of the work order. Approve fundinq in the amount of $246.383 for the purpose of constructinq two (2) rubberized railroad crossinqs as part of the Myrtle Avenue Drainage and Roadway Improvement Project. . On December 13, 2001, the City Commission approved a work order for consultant services for design, preparation of construction plans, permitting, and limited construction management for the Myrtle Avenue Drainage and Roadway Improvement Project. As part of this project, the City desires to replace existing railroad crossings with full depth rubberized crossings: 1) Myrtle Avenue - approximately 0.75 mile south of Marshall Street and 2) Jones Street - approximately 0.05 mile west of the Myrtle Avenue/Jones Street intersection. CSX will construct the crossings and requires funding to cover costs associated with design and construction. Cost to the City will be $246,383 for preparation of the plans, specifications, and construction of both crossings. Fifty percent, $123,192, is payable prior to design, with the balance to be paid as construction progresses. Reconstruction of the Jones St. railroad crossing is a scope addition to the Myrtle Avenue/Alternate US 19 roadway project. The project was planned as part of the combined stormwater and roadway project but was not included in the scope approved by the Commission with the 2001/02 Capital Budget. The stormwater portion of the Myrtle Avenue project (96142) necessarily includes rebuilding the storm outfall from Myrtle Avenue along Jones Street. After the outfall is complete, Jones Street will need to be rebuilt. It makes sense to include the railroad crossing with that project, as it is in the middle of the work. In response to a question, Assistant Engineering Director AI Carrier said CSX pays for maintenance but the City pays to construct rubberized crossings on City streets. The City previously paid for new crossings on Cleveland and Court streets. In response to a question, Mr. Quillen said the project is part of a regular replacement program and represents a "need." Approve a lease with Head Start Child Development and Family Services. Inc. of City- owned property at 701 North Missouri Avenue, New Country Club Addition, Blk B, Lot 12 and part of Blk C, for a term of 5 years commencing July 21, 2003, for the total rent of $1 and other good and valuable consideration. . Commission Work Session 2003-0303 3 03/03/03 . . . Head Start has leased the subject City property since 1971, operating a pre-school nursery for three and four year-old children of low income families, and providing comprehensive child and family development services. In addition to two existing single- classroom portable buildings, and in accordance with existing lease provisions, Head Start demolished an old wood structure on the lease premises during the current lease term, and constructed a new three-classroom modular building complete with kitchen and office. In addition to the preschool program, the new building is used on scheduled evenings for parent training programs, registrations, and medical screenings. The new kitchen provides two hot meals and a snack each day for each of 85 children currently enrolled in the Head Start daytime preschool program. To comply with Charter provisions, in a March 10, 1998 referendum election Clearwater voters approved extending Head Start the option to continue leasing the Missouri Avenue site for up to 30 additional years. The proposed renewal lease grants Head Start the option to extend for an additional 5-year term upon providing the City with 60 days notice, conditioned upon it not being in lease default. An additional lease provision establishes the City's right to terminate the proposed lease upon 60 days notice in the event the Commission determines the premises are needed for any other purpose consistent with the City Charter. In response to a question, Mr. Carrier said Head Start is responsible for building maintenance. Adopt Res 03-09 approvinq a Riqht-of-Wav Dedication and Maintenance Aqreement with Robert N. Lvnch, as Bishop of the Diocese of St. Petersburg, and implementing said agreement in compliance with Sec 2.01 (d)(5) of the City Charter, declare as surplus a 2,500 square foot portion MOL of City owned property, Section 15-29-15, M&B 14/02, dedicating said parcel as more particularly described and depicted therein as public right-of-way. St. Cecelia School, located at 400 South Hillcrest, completed construction of a 29,410 square-foot classroom and office addition to its school campus in 2002. Life Safety Code standards require a second fire and rescue emergency exit from the school parking lot onto Court Street to serve the new facility. School site constrictions and traffic safety standards made it impractical to construct the second driveway on school property. The project site plan was approved with the emergency exit to be constructed across a corner of the David Martin Soccer Field parking area, subject to the City and the Diocese formalizing an agreement to share parking facilities as activities at the two venues would dictate. Development of an agreement to codify the contemplated reciprocal privileges was terminated as plans to redevelop the Glen Oaks Golf Course were drawn. Potential development of two soccer fields on a portion of the Glen Oaks property will negate any need for the City to obtain additional parking privileges on the St. Cecelia School site. This item will dedicate the subject parcel as public right-of-way to the Diocese for ingress and egress purposes. The grant is perpetual, unless the Diocese abandons its use, or the parties mutually agree to amend the easement grant. Driveway improvements are to always comply with City code provisions, and the Diocese is obligated to restore any future maintenance or reconstruction impacts to abutting City property. The City also retains the right to use the easement premises for any other purpose not inconsistent with the rights granted to the Diocese. Commission Work Session 2003-0303 4 03/03/03 . In response to a question, Mr. Carrier said this agreement will provide the City with necessary access to the wetlands area even if the soccer fields are not relocated to Glen Oaks. Approve the creation of a new Capital Improvement Proiect. ChautauQua Avenue Extension, in the amount of $350,000. to be funded 50% by the City and 50% by the developer of the Townhomes at Lake Chautauqua project. In June 2002, the City Commission approved annexation and rezoning for a proposed 90-unit town home project located at 2301 Chautauqua Avenue. Following this approval, the PPC (Pinellas Planning Council) asked the developer to submit an acceptable traffic management plan prior to County Commission action on the rezoning request. Northbound traffic coming to or leaving the development has acceptable access to US 19N via First Avenue North. Due to construction of a channelized median opening on US 19N at First Avenue North, southbound traffic leaving the development will not have access to US 19N. Alternative access routes were considered: 1) Access to the south to Sunset Point Road via Lake Shore Drive, Second Street, Union Street and Soule Road. This circuitous route through residential subdivisions would require the widening of a sub-standard Lake Shore Drive and 2) Access to the north to Enterprise Road by constructing an extension of Chautauqua Avenue. This more direct route passes only through undeveloped park land. Staff prefers the northern option. . The estimated cost to construct the new road, including design and construction administration, is $350,000. As mitigation for traffic impacts of the proposed development, the project developer has agreed to fund 50% of the new road construction, or $175,000. The City will give the developer credit for the City's 50% share of the estimated transportation impact fees of $93,000, or $46,500. Additional funding due from the developer, in excess of the transportation impact fees, would be $128,500. In response to a question, Mr. Quillen said the City plans to split the cost of the project with the developer, to include the City crediting the developer for the City's portion of the traffic impact fees. He said while many nearby residents oppose the townhome project, they have indicated a preference for the north access route. The City Commission is not committed to construct this road if the development is not constructed. In response to a question, Planning Director Cyndi Tarapani said the developer is paying more than his fair share to construct the road. She said this project is good and will provide access. It was suggested it may be preferable to expend Intersection Improvement funds on the Drew Street/McMullen-Booth Road intersection. Mr. Quillen said funds have been reserved for that project. Funding the subject project will reduce the amount of funds carried over to the next fiscal year. Concern was expressed the project is not a priority. Mr. Quillen said the project can be funded comfortably and will be an enhancement. . In response to a question, Mr. Quillen said improvements are not planned for the South Martin Luther King Avenue/Court Street intersection until after the Memorial Causeway Bridge is completed and traffic impacts become evident. It was suggested Court and Chestnut streets Commission Work Session 2003-0303 5 03/03/03 . . . be improved before the bridge opens. Mr. Quillen said Intersection Improvement funds cannot be used to resurface roads. Staff will report on the tax implication of the proposed townhome development. Ms. Tarapani said the PPC (Pinellas Planning Council) and County clearly were concerned regarding how development related traffic will be handled. The proposed road, constructed as a 28-foot wide rural section with no curbs or gutter, will be approximately 1,000 feet long. Other Commission Action Florida League of Cities In reference to a letter from the City of Seminole, it was reported Mayor Dottie Reeder of the City of Seminole, 1st Vice President of FLC (Florida League of Cities), will become president of that organization in August. It is traditional for the Regional League of the new president to fund an inauguration party. Consensus was to contribute $100 toward the party. Commissioner Jonson referenced a recent newspaper article on the beach trolley and reported, due to security concerns, the Sheraton Sand Key has requested the PSTA (Pinellas Suncoast Transit Authority) to find a new location for the Beach Trolley to turnaround. A decision needs to be made quickly. Discussion ensued regarding alternate locations, including one option to expand the trolley route just north of the Clearwater Pass Bridge. Consensus was to vote on a resolution Thursday night in support of the Jolley Trolley's continued service in Clearwater. Staff will review optional locations on south Clearwater beach for a turnaround. Commissioner Jonson distributed a handout regarding the County's proposed agreement with Clear Channel billboard company, which the Board of County Commissioners will discuss on March 4, 2003. Commissioner Jonson reported he had been invited to a March 12, 2003 meeting regarding the Countywide traffic signalization project and expressed an interest in understanding how this project will make things better. The City Manager stated he is attending a meeting with the County on March 6, 2003 for Clearwater and St. Petersburg to state their expectations regarding the project and define acceptable standards. It was indicated the newspaper features many articles regarding County service problems. The importance of retaining current City levels of service was stated. Concern was expressed City Commissioners not get too involved in details of a project. It was stated the Commission is responsible for setting policy. It was stated City staff is better able at meetings to answer related questions. It was recommended a precedence not be set whereby City Commissioners meet with County staff. The majority opposed City Commission attendance at the March 12, 2003 meeting Commission Work Session 2003-0303 6 03/03/03 . . . Commissioner Jonson reported the City of Tampa had been awarded landscaping grants to beautify Dale Mabry. Commissioner Jonson reported the Tampa Bay Estuary is monitoring high nitrogen content in the bay related to the phosphate mining facility at Mulberry and has submitted an emergency request to the EPA (Environmental Protection Agency) to allow partially treated water to be dispersed into the Gulf of Mexico to minimize damage to sea grass after heavy rain. Commissioner Hamilton requested all be patient with heavy Spring Break traffic. Mavor Aunqst stated he had had a good trip to Washington D.C. last week and had met with the National League of Cities and COM (Conference of Mayors). Adjournment The meeting adjourned at 10:42 a.m. Commission Work Session 2003-0303 7 03/03/03