09/02/2003
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CITY COMMISSION WORK SESSION
CITY OF CLEARWATER
September 2, 2003
Present: Brian J. Aungst
Hoyt P. Hamilton
William C. Jonson
Frank Hibbard
Mayor/Commissioner
Vice-Mayor/Commissioner
Commissioner
Commissioner
Absent: Whitney Gray
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 10:35 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.
PUR PURCHASING
Approval of Purchases per PurchasinQ Memorandum:
1) Diesel Energy Systems, Largo, Florida - Service contract for Emergency back-up generator
maintenance during the contract period: 10/01/03 through 09/30/04 for $150,000. (GS)
2) Department of Management Services, Tallahassee, Florida - Service contract for Centranet
lines and Suncom long distance service during the period: 10/01/03 through 09/30/04 for
$179,930. (IT)
3) Nextel Communications, Norcross, Georgia - Service contract for Cellular and radio services
during the period: 10/01/03 through 09/30/04 for $242,720. (IT)
4) Verizon Florida, Inc. - Service contract for Frame relay Tl's and Centranet trunks, directory
service, Norstar maintenance, long distance overflow, frame relay internet service, credit card
and collect calling service during the period: 10/01/03 through 09/30/04 for $492,130. (IT)
5) Angelo's Aggregate Materials dba: Angelo's Recycled Material, Largo, Florida - Service
contract for Disposal of materials suitable for recycling during the period: 10/01/03 through
11/30/04 for $750,000. (SW)
In response to a question regarding Item 5, Solid Waste/General Services Director Bob
Brumback said this contract provides a less expensive way to dispose of oversized logs, and
construction and demolition materials than using the County's land fill.
ED/HSG ECONOMIC DEVELOPMENT/HOUSING
The Housing Loan Policy Presentation was delayed to a later meeting.
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MR MARINE IAVIATION
Approve a subarant aareement with the Department of Environmental protection Coastal Zone
Manaaement Proaram, to build the Clearwater Community Sailing Center docks.
The Marine & Aviation Department is being considered for a $50,000 matching grant to
build docks at the Sailing Center. This grant is contingent upon approval by the NOAA (National
Oceanic and Atmospheric Administration) approving the scope of work and project checklist.
The DEP (Department of Environmental Protection) is the grant administrator and requires
subgrant agreements to be executed at this time. Full execution of the agreement by DEP will
be withheld until such time as the Department has received final project approval from NOAA.
In response to a request, Marine & Aviation Director Bill Morris exhibited a diagram of
the existing dock and what the addition will look like. Mr. Morris said there is no opposition to
this dock.
Approve transfer of funds from the Marina enterprise fund into a CIP in the amount of $50,000
for Clearwater Marine Aquarium improvements.
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On January 27, 1999, the City signed an agreement with the Clearwater Marine
Aquarium to provide them $50,000 a year for five years to pay for improvements to their facility.
This request is for the $50,000 to be put into a CIP for the Clearwater Marine Aquarium on a
reimbursement basis from the Marine & Aviation enterprise fund. This will be the fifth and final
year of the five-year commitment, and the fourth payment from the Marine & Aviation
Department funds.
The agreement, which was to continue through September 30, 2003, will be extended
until the funds are used up. Of $50,000 awarded on April 23, 2002, the aquarium has spent
$14,267.50 on architecture, engineering boundary, and topographic surveys for Phase I of a
project estimated to cost $210,000 called Auto Habitat. The aquarium intends to use the
remaining funds to supplement the cost of creating an increase in parking capacity for boaters,
the public, volunteers, staff, tour buses, school buses, and an easy negotiable route for the
Jolley Trolley started in Phase I.
Phase II will blend and work simultaneously with Phase I. Phase II will provide new
lighting for the Harbor Deck allowing better security and safety for special events and increased
hours of operations. A new staircase on the west end of the Harbor Deck will access the picnic
area and outside exhibits. Lobby improvements, including critical elevator repairs for
handicapped accessibility, also are included in this phase. The aquarium feels upgrading the
second floor laboratory and expanding public space for educational presentations will better
serve visitors and improve traffic flow between exhibits.
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Mr. Morris said these funds would have been returned to retained earnings if not used
for this project. The Clearwater Marine Aquarium is going through a transition and searching for
a new executive director. It was recommended these funds be used for interior improvements,
not the parking lot. The City Attorney said the City's original agreement with the aquarium is
very broad. The City Manager said this is the last of the City's 5-year commitment and the
Commission will need to decide if they wish to continue this commitment in the future.
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PR PARKS AND RECREATION
Accept the donation of a commemorative statue from the Panhellenic Federation of Florida to
be installed at Pier 60, subject to final approval of building plans and the issuance of a building
permit, as well as the donor satisfying all terms of the donor agreement.
The Panhellenic Federation of Florida, Inc. has commissioned the creation of an original
bronze sculpture from Mazzolini Artcraft Co., Inc. The life-size statue commemorates
Theodore, believed to be the first Greek in America who is said to have arrived at the coast of
Florida on April 14, 1528, somewhere close to where Tampa or Clearwater is located today.
The 6.5 ft. statue is made of bronze, weighs approximately 900 pounds, and is valued at
$75,000. The statue will be installed on a 7-foot granite base and concrete sub-base with in-
ground lighting. The Panhellenic Federation of Florida, Inc. will provide for all costs associated
with fabrication and installation of the statue.
An installation site has been identified at Pier 60 Park and has been approved by the
Parks and Recreation Department. The donor will execute an agreement with the City of
Clearwater and warranty the title of ownership to the City. All rights of title and ownership shall
be conveyed to the City, with the Federation retaining a right of first refusal to regain possession
of the statue should the City of Clearwater choose not to, or become unable to, display the
statue. The donor has submitted "preliminary conceptual drawings" to the Parks and
Recreation Department. Should the Commission approve conditional acceptance of this
donation, the donor will submit a permit application to the Development Services Department.
The donor must satisfy all permitting requirements and satisfy all terms and conditions of the
donation agreement before installation may proceed. The project will be monitored by the Parks
and Recreation Department.
In response to a question, Parks & Recreation Director Kevin Dunbar said the statue will
be installed north of the Pier 60 playground. The City is responsible for future maintenance of
the statue. The Cultural Arts Committee has approved the donation. In response to a concern
the base is 7-foot high, it was indicated this will prevent people from climbing on it.
PC PUBLIC COMMUNITCATIONS
The Citizens Survey Results-Bordner Study was delayed to a later meeting.
PW PUBLIC WORKS
Award a contract for ParkinQ Access and Revenue Control Equipment for the Garden Avenue
ParkinQ GaraQe and the South Beach parkinQ lots to Royce Parkina Control Systems, Inc. at
a cost not to exceed $590,654.35 per the RFP #39-02; and authorize financing under the City's
Master Lease/Purchase Financing Agreement.
The current parking access and revenue control equipment is approximately 10 to 17
years old, depending on location, and no longer is produced or supported by the manufacturer.
Specifications for a new on-line system were developed and an extensive RFP process was
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completed. The selection committee was comprised of representatives from the Parking
System, IT, Traffic Engineering and the Budget Office.
The new equipment will be an on-line real-time system that will be monitored from the
Parking System office and will provide a much greater detail of information than currently
available. All of the equipment can be relocated to different parking facilities should the need
arise (Le., Beach Walk). The quoted price provides for complete installation costs including
conduit for fiber connections, surge and lightning protection, and an inventory of spare parts.
Work will commence within 30 days of and be completed within 75 days of notice to proceed.
Of the total, $578,654.35 will be lease purchased. Warranty costs of $12,000 will be billed to
the City at $1,500 per quarter.
Lease purchase payments of principal and interest are estimated to be $201,000
annually, calculated for three years at a rate of 2.5%. For FY2004, Parking Fund revenues are
expected to exceed expenditures by approximately $550,000, which will provide sufficient
revenue to fund the increase in lease purchase payments and warranty costs.
Parking Facilities Manager Tracey Bruch said the proposed equipment includes a mag
card, and four facilities with card readers, software management, and smart card interface. The
system, connected to the Municipal Services Building, will be able to identify failures and peak
usage data without having to calculate and analyze records.
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In response to a question, Ms. Bruch said staff considered pay stations but, after
considering the beach's harsh environment and user demographics, decided this system is
best.
It was felt that pay stations are a viable alternative as they require no staff to collect
payment. Ms. Bruch said the beach's harsh environment causes failures of pay stations and
increases capital costs. She said each pay station unit costs $13,000. She noted one is
planned for the Seashell lot and will be highly visible. Surveys indicate people are willing to pay
extra for cashier service. She anticipated Citywide parking enforcement will generate enough
revenue to cover higher costs associated with this system.
Ms. Burch said staff has delayed implementing this system for three years waiting for
final decisions regarding beach parking and felt the system could not be delayed further. She
noted the equipment could be relocated to other City lots. It was felt attendant lots are more
customer friendly than use of pay stations. She said four police aides work at cashier parking
lot entrances during peak periods to keep traffic from backing into City streets.
Discussion ensued in regard to complaints being received from drivers that the lot is
closed when there are still spaces available. Ms. Bruch said the seven reserved and four
public-safety parking spots in the Pier 60 lot give an illusion there are spaces available.
Departing vehicles, which have not yet paid and been accounted for, also create empty parking
spaces interspersed through the lot. It was believed more vehicles can queue in lots with pay
station units or meters than can outside cashier lots.
In response to a question, Ms. Burch said personnel costs will be addressed at a future
meeting. Public Works Administrator Mahshid Arasteh to provide a matrix regarding alternative
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parking system costs. Information on the experiences of a beach community with pay stations
was req uested.
PlD PLANNING
Public Hearinq & First Readinq Ord. #7106-03 - approve amendments to the Community
Development Code as relating to Comprehensive Infill Redevelopment Projects, signage,
length of time for level One (Flexible Standard) and level Two (Flexible Development)
development reviews, clarifies the effect of level One (Flexible Standard) and level Two
(Flexible Development) approvals, expands minor amendment provisions regarding changes to
level Two development approvals, increases the number of times and under what
circumstances level One (Flexible Standard Development) and level Two (Flexible
Development) approvals can be extended and adds a definition for adopt-a-park signs.
The Planning Department hosted a Frequent Users Group (FUG) meeting on November
15, 2002, to solicit concerns and suggestions to further improve the development review
process. Meeting participants suggested several areas of the Community Development Code
that could be improved. Proposed Ordinance No. 7106-03 incorporates some of the suggested
amendments, as well as those identified by the Planning Department. The proposed revisions
focus primarily on the criteria for Comprehensive Infill Redevelopment Projects, certain signs,
site plan revisions subsequent to level Two (Flexible Development) approvals and the
timeframe for level One (Flexible Standard Development) and level Two (Flexible
Development) development review. The proposed Ordinance also addresses the results of a
lawsuit filed in Pinellas County court, State v. PODS, and settled on April 3, 2003, regarding the
amount of signage permitted on portable storage units and signage in residential areas.
Proposed amendments are: 1) Amending Article 2, Zoning Districts, by deleting one of
the flexibility criteria for Comprehensive Infill Redevelopment Projects in the Commercial,
Tourist, Downtown, Office, Institutional, Industrial Research Technology and Open Space and
Recreation Districts (pages 2-3 of Ordinance); 2) Amending Article 3, Development Standards,
Division 18 Signs, by making revisions and/or adding provisions to prohibited signs, signs
allowed in residential zoning districts, decorative street signs for identification of subdivisions
within City rights-of-way, adopt-a-park signs located in City rights-of-way or on other City-owned
properties and directional/informational signs serving a public purpose (pages 4-6 of
Ordinance); 3) Amending Article 3, Development Standards, Section 3-2103, by increasing the
amount of signage permitted on portable storage units (page 7 of Ordinance); 4) Amending
Article 4, Development Review and Procedures by making revisions to the timeframe for
determining application completeness and sufficiency for level One (Standard and Flexible
Standard) and level Two (Flexible Development) development reviews and making certain
clarifications with regards to the type of development review to which these sections refer
(pages 7-11 of Ordinance); 5) Amending Section 4-303, Effect of level One approval, by
clarifying the effective date of a level One Approval and by changing the number of times such
an approval can be extended (page 10 of Ordinance); 6) Amending Section 4-405, Effect of
Decision, by clarifying the effective date of a level Two (Flexible Development) approval (page
11 of Ordinance); 7) Amending Section 4-406.A, Changes to level Two Development
Approvals, revising minor amendment provisions for level Two development approvals (page
12 of Ordinance); 8) Amending Section 4-407, Expiration of Approval, by changing the number
of times a level Two (Flexible Development) approval can be extended (pages 12 through 13 of
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Ordinance); and 9) Amending Article 8, Definitions and Rules of Construction, Section 8-102
Definitions by adding a definition for adopt-a-park signs (page 13 of Ordinance).
The Community Development Board reviewed the proposed ordinance at its regularly
scheduled meeting on July 15, 2003 and recommended approval.
In response to a concern that the permitting process is being lengthened, Long Term
Planning Manager Gina Clayton said staff has felt pressed to properly review applications,
especially when a large number of applications have been submitted. The developers also
need additional time after the DRC (Design Review Committee) meeting to make necessary
changes before the submission deadline for the following CDB (Community Development
Board) meeting. The Frequent Users Group is encouraging these changes.
Planning Manager Frank Gerlock said review times for both Level One (Flexible
Standard) and Level Two (Flexible Development) are being increased as it is difficult to
differentiate between types of applications. An abbreviated staff report for less complex cases
is being considered.
In response to a concern regarding the proposed size of PODS signage, considering the
court settlement agreement does not commit the City Commission to this change, Ms. Clayton
said staff is committed to bring the changes forward permitting 12 square-foot signs on PODS
units. Staff will report on PODS compliance with Clearwater's sign restrictions and provide a
mockup of proposed signage.
City Manager Verbal Reports
The City Manager requested an executive session to review labor issues be scheduled
for September 4, 2003 at 5: 15 p.m. Consensus was to schedule.
Commission Discussion Items
Charter Review - How to receive report.
Staff was requested to recommend the method that has worked best in the past.
December 2003 and Januarv 2004 MeetinQ Schedule
Staff to make a recommendation.
Other Commission Action
Commissioner Jonson reported he had attended the Transportation Summit for the
Mayor and indicated existing legislation is being reviewed that allows a Pinellas County Rail
Authority.
Commissioner Hamilton wish Commissioner Gray a speedy recovery.
Adjournment
The meeting adjourned at 12:11 p.m.
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