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05/18/1993 CITY COMMISSION SPECIAL WORKSESSION GOAL SETTING SESSION May 18, 1993 The City Commission of the City of Clearwater met in a goal setting session at the Countryside Library, Tuesday, May 18, 1993 at 9:00 a.m., with the following members present: Rita Garvey Mayor/Commissioner Arthur X. Deegan, II Vice-Mayor/Commissioner Richard Fitzgerald Commissioner Sue A. Berfield Commissioner Fred A. Thomas Commissioner Also present: Michael J. Wright City Manager Kathy S. Rice Deputy City Manager Elizabeth M. Deptula Assistant City Manager Cynthia E. Goudeau City Clerk The Mayor called the meeting to order at 9:05 a.m. It was stated the purpose of the meeting is to discuss the budget and to receive the City Manager's comments regarding suggestions for the budget. Priorities will be established so the City Manager knows what the Commission wishes to accomplish in the next fiscal year. Commissioner Thomas suggested each Commissioner indicate what they felt was the most important thing to be accomplished in the next twelve months, and to see what ends up as the five most important issues. Commissioners Thomas and Deegan both had lists which they submitted. The City Manager indicated there would be less ad valorem tax revenue than last year. Preliminary numbers will be given in May with the final numbers in June by the Property Appraiser. He stated, essentially, there is no growth with which to deal. Commissioner Thomas expressed concerns regarding what he considered to be common practice in government that in the last 90 days of the fiscal year the government rushes to spend the remaining funds. The City Manager indicated the City of Clearwater adjusts its budget quarterly and, generally, the City does not attempt to do that. Commissioner Thomas suggested a policy be established that purchases above $500 be approved by the City Commission, and the City Manager approve purchases $500 and below. There was no consensus to implement this suggestion. The City Manager reviewed some basic facts stating we will have status quo regarding revenue. He stated the financial forecasting showed we would be a million dollars out of balance. Labor costs are known and it is possible that worker's compensation rates will be doubled; however, full information regarding why is not available at this time. Health costs are not known but it is estimated there will be a 20% increase. Commissioner Deegan indicated the Commission needs to set priorities for the City Manager. The City Manager indicated if he is provided with that information, he will deliver a balanced budget. Commissioner Fitzgerald indicated that in the past the Commission has agreed they want to maintain the same or less millage rate. He stated if that is the case, what flexibility is available. Commissioner Thomas indicated the greatest cost is payroll, as it accounts for 70% of the budget. He stated they need to look at issues such as the pension and whether or not it is fair and equitable; deal with getting the disability portion out of the pension plan; and to look at workers' compensation to continually reduce our exposure. He said he did not want the status quo. Commissioner Deegan pointed out the pension has been a priority, and that negotiations continue. He stated the Commission needs to decide on what they wish to use their resources. It was suggested the citizen survey be used to establish what citizens consider to be important. Commissioner Deegan stated a community consensus project would help prioritize those wants. Discussion ensued regarding the ability to provide incentives and pay for performance. It was indicated this would have to be negotiated with the unions. It was stated productivity standards are needed in order for employees to know if they are accomplishing what is expected of them. Further discussion ensued regarding a need for productivity standards, and it was the consensus of the Commission that productivity standards should be established for the jobs within the City of Clearwater. Concerns were expressed regarding whether or not the Commission would have approval of the standards. Commissioner Fitzgerald expressed a concern regarding whether or not one Commissioner could ask that a standard be changed with which they did not agree. It was agreed that changes to the standards would have to be agreed to by all the Commissioners. Commissioner Deegan suggested that, when the Commissioners are through today, there would be five things on which they wished to focus, but not necessarily prioritized. Commissioner Berfield indicated she felt the most important thing on which to concentrate would be economic development including downtown, Maas Brothers and the Bilgore site. She stated something has to be done regarding downtown. She felt honing in on Maas Brothers would be significant. She questioned what the Commission wished to do about redevelopment. She indicated that Economic Development Director Jerry Sternstein was looking into outlet malls. She stated one million tourists visit the area each year, and that somebody would be interested in downtown. Commissioner Fitzgerald stated he does not disagree with her; however, he questioned who would pay for the redevelopment. Commissioner Berfield indicated the CRA (Community Redevelopment Agency), tourists and other private parties would. She stated if the City is able to generate interest, private owners would have the responsibility. Commissioner Fitzgerald questioned what she was suggesting the City give as incentives. Commissioner Berfield indicated she did not have that answer, however she thought someone should check regarding the efforts in Alexandria, Virginia. She sated downtown needs to be a destination location. Commissioner Thomas suggested a work session in Atlanta where a presentation for redevelopment of Maas Brothers property would be given. He stated an engine for downtown redevelopment needs to be created. He questioned whether or not the Commission was willing to go to Atlanta for a presentation, along with the City Manager, Public Works Director, and the Building Official. The City Manager was directed to try to work out a one day trip to Atlanta. Commissioner Thomas brought up the issue of on-street parking on Cleveland Street. He stated it would impact businesses from Gulf to Bay to Myrtle, but how much would be difficult to define. He felt the first step to take in redeveloping downtown was to provide the parking on Cleveland Street, and the second step would be to make downtown a destination. Commissioner Berfield felt if there were shops and an entertainment complex with an anchor at the east end, the City would have what it needs. The City Manager indicated the Commission needs to decide up front what risks they are willing to take and how much participation they are willing to give. Commissioner Deegan indicated he was in favor of a public/private partnership. He stated there also needs to be a residential aspect in downtown. He stated while he was not in favor of the proposal for apartments on the east end, there is still a need for people in the downtown area. He suggested there was a need to have an Economic Development Department for the entire City, and one for the community redevelopment district. The City Manager asked what is economic development in Clearwater. Commissioner Deegan felt it was everything that adds to the economic base. The City Manager asked what the Commission saw as the problem. Commissioner Deegan indicated the tax base is not going up. The City Manager indicated the Commission needs to define what they are trying to get, and then it could be determined how to get there. Commissioner Thomas stated if they want the City to thrive, the Commission would have to establish the tools. The City Manager pointed out the City of Clearwater is a city of neighborhoods with different priorities. It was also indicated it is a tourist center. Commissioner Thomas indicated that comments he had received from people indicated that a 50,000 square foot trade show facility could be kept full; and that an entertainment complex in conjunction with that would provide a place for people to have fun. Commissioner Deegan referred to San Antonio, Texas, stating it had become the retired military mecca of the country, and something similar could provide residential needs in downtown. Commissioner Thomas felt under-utilized resources were the low cost properties in the Greenwood and North Fort Harrison area, and the low cost labor in those same areas. He also questioned whether or not the Airport was needed. The majority of the Commissioners stated it was. Further discussion ensued regarding how to define economic development. Commissioner Fitzgerald stated Clearwater is not a large city like Tampa. He stated the people do not come here for industry. He has no problem with economic development as part of a goal. He stated, basically, when you talk about economic development, it is like talking about motherhood and apple pie, and it is hard to be opposed to it. He stated the people in the community do things that are in opposition to economic development, and they create rules that make it difficult. He stated entertainment would be agreeable with most people. He handed out a paper he had written in 1986 regarding his vision of Clearwater in 2010. Further discussion ensued regarding economic development and redevelopment of downtown, what that would mean, and how to prioritize it in the budget. The meeting recessed from 11:15 to 11:25 a.m. The City Manager suggested the Commission consider combining economic development with the downtown redevelopment individual. Commissioner Deegan questioned how the individuals would work together and to whom they would report. The City Manager indicated they would report to the CRA Executive Director. Commissioner Deegan expressed concerns that the CRA Executive Director would not be able to work outside of that area. The City Manager indicated the 200 acres downtown are integrated in what happens throughout the City. Discussion ensued regarding whether or not there should be a separate CRA Executive Director. Commissioner Thomas stated downtown is an illusion, stating he does not wish to lock the CRA out of the rest of the City. Commissioner Deegan indicated the CRA is clearly focused on the CRA district, but felt there needs to be a citywide economic development focus. The two would have to work closely together as their interests would overlap. Commissioner Fitzgerald expressed concerns that this would be setting up a conflict. Commissioner Thomas questioned if the majority of the Commission did not want the CRA to have anything to do outside of the district. It was indicated the law would not allow them to be involved. It was suggested an Economic Development Director report to the City Manager. The City Manager requested economic development be defined. Commissioner Deegan stated it would bring Commission actions to increase the tax base, and would be bringing in additional residences. A concern was expressed regarding the City becoming known as a retirement community. Commissioner Thomas stated he would like a specific focus on development in the North Fort Harrison and North Greenwood areas, and to come up with an entertainment destination. Mayor Garvey felt there should be long term job opportunities. In response to a question, she indicated she was talking about quality jobs that will bring families to the area. She felt entertainment needs to be balanced with quality jobs. Commissioner Berfield indicated there also needs to be jobs for the summer. The Mayor agreed there needs to be a balance. Commissioner Thomas suggested a small manufacturing incubator be developed. He stated there may be land in the North Fort Harrison Avenue area for this. The City Manager recapped the discussion stating an office of economic development, which was not a part of the CRA, would look at office and retail recruitment, residential development, education possibilities, tourism and entertainment in the North Fort Harrison and North Greenwood areas. It was stated this would be a goal of the department. Commissioner Fitzgerald stated there is an environmental industry base in the area, and he wants to encourage the educational system to develop a base of training that would attract people in the environmental industry. Commissioner Fitzgerald indicated he felt one of the top priorities should be the transportation system. He indicated not just roads, but mass transit. He stated there needs to be long term planning for how people were to be moved from place to place. He gave examples of moving tourists from the Airport to Clearwater Beach and cited an example of a monorail. He stated government has not placed enough emphasis on mass transit, and he indicated mass transit of the future will not be a PSTA bus. Commissioner Thomas agreed with Commissioner Fitzgerald. He stated he has been looking at an English monorail system that was lower in cost than most. He stated he has considered its headquarters to be the Chick Smith Ford property and that it would circle the beach. What should be included in the budget for next year was discussed, with there being differences of opinion on how far the City Manager would be able to go on mass transit. Commissioner Fitzgerald stated he was just trying to get it in the planning process, as mass transit was something that needed to be looked into. It was indicated the capital improvement projects in the budget should be updated regarding mass transit. The City Manager cited things he considered to be already on the table: 1) long term water supply, 2) cost containment and efficiencies in solid waste, 3) the mid-Pinellas stormwater management system, 4) finalizing what to do with various city buildings, 5) a strong emphasis on customer service and community outreach, and 6) a major focus of development in the North Greenwood area. He stated less important would be the film commission and costly recreation amenities. He would be de-emphasizing planning and development, and decreasing service to nonresidents. He also stated there would be a total revamping of the code enforcement effort. He stated what he needs today from the Commission is how they saw these priorities. Commissioner Thomas did not feel the water supply was a goal, and felt the buildings - City Hall, City Hall Annex and Maas Brothers - need to be addressed. The City Manager pointed out that a top goal for the Public Works Department was to determine what is the long term water supply. Commissioner Deegan questioned whether or not the City Hall Annex was to be renovated. Commissioner Thomas indicated he believes that is possible. Commissioner Deegan pointed out they decided to employ someone to come up with an estimate, and that would remain a high priority. Commissioner Thomas indicated the Legal Department audit was also a high priority for this year. In discussing code enforcement, Commissioner Deegan felt the goal should be to reduce the number of violations. He stated there needs to be a reality check of existing codes, and the codes should either be enforced or taken off the books. The City Manager indicated code enforcement would be a priority issue and will be brought forward. He stated the objective of reducing the number of violations may be incorrect, as they will increase with increased enforcement. Commissioner Deegan pointed out it would increase the numbers cited, not the number of violations. He indicated initially there may be more citations. Commissioner Deegan also suggested there may be concentrations of citations for particular violations, such as a code of the month program. He also suggested using retired individuals who are willing to work on a volunteer basis or for minimum wage, and to create groups of inspectors to go out and note violations. He thought the function of the Code Enforcement Board should be reviewed, and that the system should be revised so that everything not go through the administrative hearing process. He suggested a task force be formed in order to review the code enforcement procedures. Commissioner Deegan referred to pictures showing various violations on the beach. Commissioner Thomas felt the staffing was already in place, as there are many people on the road from many departments and cross-training would be the answer. He also felt Police Officers should be out of their cars and in the neighborhoods. Commissioner Deegan recommended that a task force be formed to review the code enforcement process. He also recommended one person be the coordinator of code enforcement in order to give it the time it needs. He felt the inspectors are not as trained as they could be, and there should be monies spent on training, organizing and monitoring the system. It was stated the City Manager is working on a proposal, and some Commissioners questioned what is his plan. The City Manager indicated he was not ready at this time, and he preferred not to talk about it as he did not want half information appearing in the paper. All the Commissioners agreed that enhanced code enforcement is a high priority. In response to a question, the City Manager indicated his plan will be ready within the next 30-45 days. It was agreed to wait on the implementation of a task force until the Manager's proposal was completed. Discussion ensued regarding the Code Enforcement Board process, and it was indicated it was cumbersome. It was requested it be seen if anything could be done to make the system less cumbersome and have more teeth in it. The suggestion regarding the task force will come back to the Commission at a later time. The meeting recessed from 1:05 to 2:07 p.m. Commissioner Deegan questioned if sufficient funds should be included in the budget for continued inspection and enforcement of the sign code. Commissioner Thomas felt there is a serious problem with the sign code. The other Commissioners stated there aren't any major problems, but there might need to be some adjustment. Commissioner Deegan stated there is a problem in the sense that since we are enforcing the code, we are having legal battles. Commissioner Thomas indicated he will be bringing forward something, shortly, that he feels the other Commissioners will agree to look at. He felt it was going to continue to cost time and money to enforce the code. Commissioner Deegan stated he felt that, for goals for next year, the Commission does want to enforce the code, and a new sign code was not a priority. Mayor Garvey felt the volunteer program should be expanded as money can be saved through the use of volunteers. She suggested someone might need to be hired to coordinate this effort. Commissioner Deegan agreed the use of volunteers needs to be evaluated; however, he did not feel it would be necessary to hire a coordinator. The City Manager indicated volunteers are considered on a department by department basis, with some specific activities being more easily adapted to a volunteer system. Commissioner Fitzgerald questioned using volunteers for code enforcement. Commissioner Deegan stated his suggestion was more that people be hired at minimum wage, rather than volunteer. Commissioner Thomas felt the banquet to recognize advisory board members was inadequate. He stated it was a cold experience and no one was honored. He felt more time should be taken to recognize the board members. Mayor Garvey stated she heard a different reaction. Commissioner Fitzgerald indicated he didn't hear any negative comments. Mayor Garvey stated she would work on this for next year. Commissioner Berfield questioned employee and citizen relationships. The City Manager indicated this was a high priority, and he has started an internal customer relations program. The Deputy City Manager stated each department is determining their current level of service. She stated there is a bi-monthly program with department and division heads. She agreed a lot more training is needed. She also stated a survey is being done in Planning and Development to ascertain the current level of customer satisfaction. Commissioner Deegan stated the problem with the survey is that data is needed from those that no longer come to the City. Ms. Rice indicated they are trying to find a way to get that information. Commissioner Thomas expressed concerns regarding the number of places an individual has to go in order to get permits. He suggested they should only have one place to which they need to go. Ms. Rice indicated this was one of the goals in the Planning and Development Department. The City Manager indicated he felt, in the next fiscal year, the film commission will become a countywide effort, and the Film Commissioner would no longer work for the City of Clearwater, although it would maintain a close contact. He stated he wishes to change the whole public information effort, and would stress outreach. He stated they would get a good technical person with video, and start gearing up for a long term public information program. Commissioner Deegan indicated he does not want to wait until the entire program is pulled together to do some of the community oriented information efforts regarding speed control. Commissioner Thomas suggested using videos during Commission recesses that would show the "good, bad, ugly, and beautiful" of the city. The City Manager indicated an information program with an emphasis on video will be part of the recommended budget. Commissioner Deegan stated, regarding the new policy on speeding control, he felt there is a need to educate the residents to gain the cooperation of the homeowners groups and provide support for tourist promotion. He stated we need to advertise the fact that we enforce our speed limits. Commissioner Thomas questioned if there is an organization that can analyze how to manage a police department. The City Manager indicated there is no "bible" to go by, and managing a police department varies from city to city. Commissioner Deegan asked if the other Commissioners agree that speed control is important, and they agreed. The City Manager stated speeding is only one part of law enforcement, and questioned the Commissioner's philosophy regarding that. Commissioner Deegan indicated citizens dislike the continued cutback on when a police officer will go to a scene. Commissioner Thomas stated there are many instances on Clearwater Beach for which there is no response to calls. Discussion ensued on the citizen's desire for more personal attention when it comes to police calls. The City Manager indicated this can be done, but there would need to be flexibility to do away with other things. Further discussion ensued regarding the need for police officers to respond to calls rather than taking reports by telephone. Commissioner Deegan felt community based policing was the right theory. Commissioner Thomas felt there needed to be more police officers on the street and less supervision. The City Manager suggested police technicians could also be in the field. It was suggested that when calls are taken, the person be asked if they want a police officer to respond. It was agreed that a priority in the next fiscal year would be to increase the number of calls to which police officers respond. Commissioner Berfield questioned if there was a need to do something about a new police station. The City Manager indicated this is a priority, but the issue regarding city hall needs to be settled first. The City Manager reviewed the areas on which the Commission wishes him to focus - 1) productivity, 2) economic development, 3) city hall, 4) code enforcement, 5) public information outreach, 6) speeding control, and 7) police response. He questioned what is less important to the Commission, and cited 1) activities that benefit few people, 2) funds being spent for nonresidents, particularly in parks and recreation, 3) funds for traffic control on the beach, 4) $146,000 for the beach cleaning, 5) the beach library, 6) the Greenwood library, and 7) continued support of Ruth Eckerd Hall and the Long Center. Commissioner Deegan stated the Greenwood library is a commitment to that community and it should continue. Mayor Garvey suggested the use of volunteers at the library in order to keep the libraries open on weekends. Commissioner Deegan felt this would be a worthwhile effort if it can be done without an increase in staff. Commissioner Fitzgerald pointed out, regarding Ruth Eckerd Hall, there has been a tremendous amount of work in receiving donations. He stated they are getting close to meeting their goal of having the endowment fully funded. He asked at what point could the $400,000 from the City be cut back. The Mayor stated she thought we could cut back to $250,000. Commissioner Fitzgerald stated they are currently in the black, and he did not want to cut the legs out from under them. Commissioner Thomas questioned whether or not the $400,000 was contractually required, and the City Manager indicated it was not. Commissioner Fitzgerald questioned the impact if there was a cut. The City Manager indicated it would hurt them badly, as well as hurt the Long Center if that funding was reduced. The City Manager stated the areas he will look at for reduced funding will be services that benefit only a few individuals, subsidies to the Shuffleboard Club, softball fields for nonresidents, and the subsidy for athletic leagues. The Commission asked the City Manager to provide a list of those items where he felt funding could be reduced. Commissioner Fitzgerald asked if there was any way to develop other revenue sources. The City Manager indicated he was considering privatizing more properties, starting with the Pier 60 operation. He stated he is also looking for reoccurring revenues. Commissioner Thomas felt Clearwater Beach would be a prime location for increasing revenues. The City Manager indicated staff has also been talking about increasing fees for recreation activities, looking at the Planning Department and how big it needs to be, and privatizing the McMullen Tennis Complex. Commissioner Thomas suggested a bill which will allow recovering the cost for arresting and prosecuting criminals. The City Manager indicated this would need to go to the county or state. The City Manager questioned the need of some programs, such as the heated pool at Norton Park, swimming therapeutics, and whether or not the Long Center is truly needed. Commissioner Thomas stated at some point the Commission would have to establish priorities for running the city. The City Manager indicated there was a possibility of considering letting the Sheriff provide the school resource officers. He indicated, based on the discussions today, he will bring back a balanced budget. Commissioner Deegan questioned if the budget will include indications of success. It was indicated it would. Commissioner Thomas suggested the City Manager and other staff members go to Sunnyvale, California to see how they are operating. Commissioner Deegan indicated the City already has information regarding Sunnyvale. In response to questions, the City Manager indicated they are looking at contracting out more of the engineering operations; and all engineering functions, other than the Gas Department, are under Public Works. A question was raised regarding privatizing meter reading, and it was indicated staff has been talking to Florida Power regarding this. Betty Deptula, Assistant City Manager, indicated staff is doing a study of the whole billing process. Commissioner Thomas questioned reducing garbage collection to once per week. The City Manager indicated the volume is not reduced, and complaints increase. Commissioner Deegan questioned if recycling is successful in being privatized, would the same thing be done for solid waste. The City Manager indicated it would not due to the investment already in the Solid Waste Division. Commissioner Fitzgerald expressed concerns regarding privatizing the Solid Waste Division, as the cleanliness of the neighborhood serviced by the City is at a higher level than those serviced by private companies. Commissioner Thomas questioned plans for improving stormwater quality. The City Manager reported that projects have been put on hold as the City attempts to come up with a regional concept for stormwater management. Kathy Rice, Deputy City Manager, stated staff is attempting to get all the cities and the county to join in a management program. She stated they have proposed an interlocal agreement, and SWFWMD (Southwest Florida Water Management District) will pay for half of the plan. The City Manager stated the stormwater fee is being used for maintenance and environmental concerns, and there will be monies available when needed to implement the stormwater management plan. Commissioner Thomas expressed concerns that monies have been collected and nothing has been done. The City Manager indicated a lot has been done with the monies collected. He sated $1.4 million has been spent on maintenance activities. Commissioner Thomas stated he understood the development of retention ponds was for what the money was to be used. The City Manager indicated this was part of the plan. The City Manager indicated we are collecting $3.2 million per year, $1.7 million of that is for maintenance and enforcement, and the rest will be going into capital improvement projects for stormwater improvement. Commissioner Thomas expressed concerns that the monies are being used for things other than for what the public thought they were being collected. He stated he wants to see a plan with the expenditures attached. Commissioner Fitzgerald expressed concerns that he does not want to leave the impression that nothing is being done, and questioned how that impression could be changed. It was stated the public needs to be educated. Commissioner Deegan questioned the long term water source, and whether or not there could be a partnership with Dunedin. He questioned how long the brackish water project would be. The City Manager indicated there are a series of alternatives to be considered. He stated for long term, we may need to consider desalinization. He stated there is also the possibility of deep well injection of treated affluent. Commissioner Thomas questioned if the affluent met drinking water standards. The City Manager indicated it does not. Commissioner Thomas questioned if there is a process by which it could be made drinkable. The City Manager stated in theory there could be a reverse osmosis plant at the end of the effluent system. Commissioner Thomas stated there is another technology where you put the water into a brook, and then it goes back into the aquifer through a normal filtration system. The meeting adjourned at 4:35 p.m.