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04/16/2007 CITY COUNCIL WORKSESSION MINUTES CITY OF CLEARWATER April 16, 2007 Present: Frank Hibbard Mayor John Doran Vice-Mayor Carlen Petersen Councilmember George N. Cretekos Councilmember Paul Gibson Councilmember Also present: William B. Horne II City Manager Garry Brumback Assistant City Manager Rod Irwin Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk Patricia O. Sullivan Board Reporter The Mayor called the meeting to order at 1:30 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 Six service awards were presented to City employees. Joan Martell, Police Department, was presented the March 2007 Employee of the Month award. Kathy Troiani, Police Department, was presented the April 2007 Employee of the Month award. Presentation of the City's Annual Financial Report Laura Kruger-Brock, of Cherry, Bekaert & Holland, reviewed the City’s 2006 CAFR (Comprehensive Annual Financial Report) and her firm’s required communications regarding the audit. The audit found no reportable conditions or material weaknesses. Estimated Liability for Unpaid Claims were reviewed and found to be reasonable. No adjustments were proposed. Presentation of GFOA (Government Finance Officers Association) Certificate of Achievement for Excellence in Financial Reporting - 2005 Annual Financial Report Finance Director Margie Simmons said this is the 27th year the City has received the GFOA Certificate of Achievement for Excellence in Financial Reporting Award. She thanked departmental employees and presented the award to Assistant Finance Director Jay Ravins. Council Work Session 2007-04-16 1 Presentation of GFOA Distinguished Budget Presentation Award - 2007 Budget Ms. Margie Simmons said this is the 21st year the City has received the GFOA Distinguished Budget Presentation Award. She thanked staff and presented the award to Budget Director Tina Wilson. The Council recessed from 2:05 to 2:58 p.m. to meet as the CRA (Community Redevelopment Agency) and Pension Trustees. Financial Services Adopt Resolution 07-13 establishing the intent to reimburse certain Boat Slip project costs incurred with proceeds of future tax-exempt financing. The Boat Slip project was approved by a referendum on March 13, 2007. The project is expected to cost approximately $11 million with $10.4 million to be funded with bond proceeds and the remaining $600,000 to be funded from the Downtown Development Board ($50,000/year for 2 years) and the Community Redevelopment Agency ($500,000). It is anticipated the bonds will be issued in the spring of 2008, however the exact date of issuance will be determined at a later date based on market conditions. The Boat Slip Project will be incurring expenses prior to the issuance of the bonds. This reimbursement resolution will allow for the City to be reimbursed from the Bond proceeds. Staff was congratulated for obtaining a $1.236 million grant for this project. Ms. Simmons said the bond will be reduced from $10.4 million, saving $115,000 each year for 20 years. Police Approve a donation to Clearwater Homeless Intervention Project, Inc. (CHIP) for funding of operations in the amount of $100,000. (Consent) The CHIP (Clearwater Homeless Intervention Project) shelter opened in April 1998, and since that date has provided a safe, overnight facility for homeless persons and essential support services to help individuals and families begin to improve their lives. In CHIP’s continuum of care, three programs currently are offered: 1) Outreach and Assessment through the Day Center component; 2) Emergency Housing in the Shelter Services; and 3) Transitional Housing at Parkbrooke Apartment Complex. In previous years, the City of Clearwater has donated $100,000 to CHIP. The Police Department requests that the City continue their contribution to CHIP, which will be applied toward needed operational funding essential to the CHIP shelter’s successful operation. In response to a question, Police Chief Sid Klein said the shelter has 67 beds. It was stated that homeless intervention is a critical need in the community. Regarding a CHIP expansion plan, Police Chief Klein said the proposal was presented to the community and that strong objections to the overall plan were expressed. There was Council Work Session 2007-04-16 2 consensus to move forward with development of CarPro site, upgrade aesthetics, and relocate the police substation to Cleveland Street and the administrative offices into the shelter. Discussion ensued. Assistant City Manager Rod Irwin said the CRA (Community Redevelopment Agency) is assisting with site clean-up. Additional participation by the CRA will be necessary if grant funding is insufficient. This item does not approve moving forward with development of CHIP expansion plan. Public Utilities Amend Chapter 32 as related to reclaimed water availability fee parameters and exemptions for wells, lakes or pond irrigation systems in specified areas, and adding a rebate and credits for well, lake and pond irrigation system abandonment for customers committing during construction to using reclaimed water and pass Ordinance 7778-07 on first reading. Lack of rainfall and the corresponding increased frequency of drought conditions has prompted staff to seek alternative sources to meet the water needs of Clearwater’s citizens and businesses. Using reclaimed water for irrigation, rather than the City’s precious potable water or water from private wells, ponds or lakes will reduce demand for potable water and will allow the surficial and Floridan aquifers to recharge. Reducing the amount of potable water purchased from Pinellas County is another driving factor in the reclaimed water initiative since purchased water costs more than the water the City produces itself. The City’s current production levels are not able to keep up with potable demand. As the use of reclaimed for irrigation increases, the City will increase its ability to meet potable water demand with water that it produces itself. The wastewater that Clearwater turns into reclaimed water is treated to a much higher standard than in other municipalities, because at this point, the City still has the need to release its excess reclaimed water into Tampa Bay. Expansion of reclaimed water used for irrigation purposes will have a beneficial effect on the coastal environment, as the need for such releases will be reduced. In areas where reclaimed water expansion projects are completed or are under construction, the owners of existing well, lake or pond irrigation systems not willing to abandon the current system to use reclaimed water, will not be charged the availability fee for reclaimed water. These areas are identified in the ordinance as projects named and boundaries defined by construction co-funding agreements Clearwater has with SWFWMD (Southwest Florida Water Management District). Other provisions in the ordinance include incentives to connect to the reclaimed water system during construction, and a rebate to reimburse homeowners for costs incurred in abandoning well, lake or pond irrigation systems in order to receive reclaimed water for irrigation. Owners of single-family homes in areas where reclaimed is being installed will have the option of retaining their current irrigation systems (except potable), or to use reclaimed water. Owners of commercial or multi-family buildings connecting to the reclaimed system may Council Work Session 2007-04-16 3 keep an existing private well for emergency purposes, but must install the proper precautionary interconnect device. The costs associated with this item are not yet determined. Approximately $50,000 per year is anticipated to cover the rebates for well, lake or pond irrigation system abandonment, but no true figures can be established until after the project area is surveyed for customer commitment to the reclaimed system. With lack of sufficient customer commitment according to SWFWMD’s 50/50/50 Rule, the project will not be feasible and will be called off. Rebate requests are not anticipated until some time after the beginning of FY (Fiscal Year) 2007/08. At that time, an agenda item will be brought forward to establish the appropriate funding after the Resource Management Committee approves the funding statement. This Ordinance shall take effect immediately upon adoption. Acting Utilities Director Tracy Mercer reviewed the City’s IWMS (Integrated Water Management Strategy), which incorporates a variety of initiatives to preserve limited drinking water supplies, produce more drinking sources, manage costs, and create incentives to convert users to reclaimed water. Incentives include a $600 rebate for licensed well drillers to plug/abandon wells, a tap fee exemption ($350) for switching to reclaimed water, and $240 credit on utility account. In response to questions, Ms. Mercer said the tap fee exemption does not apply if the property is sold. It was recommended that tap fee language be clarified to state it is available only during construction. It was suggested that the exemption be extended to a new property owner if the property is sold. Official Records and Legislative Services Appoint one member to the Airpark Advisory Board with the term expiring on April 30, 2011. Consensus was to appoint Todd Fontechia. Appoint Councilmembers as representatives on Regional and Miscellaneous Boards. Discussion ensued. It was recommended that a staff member be appointed to the Area Agency on Aging of Pasco/ Pinellas. Consensus was to appoint William Jonson as citizen representative to the PSTA (Pinellas Suncoast Transit Authority). Consensus was to appoint: Tampa Bay Regional Planning Council - Petersen; Mayor’s Council of Pinellas County – Hibbard; Barrier Island Governmental Council – Cretekos, Doran – Alternate; Tampa Bay Partnership Board of Governors – Hibbard; Tampa Bay Partnership Policy Board – Hibbard; Courtney Campbell Scenic Highway Citizen Advisory Committee – Council Work Session 2007-04-16 4 Doran Tampa Bay Estuary Policy Board – Gibson; Homeless Leadership Network – Petersen and Doran; Area Agency on Aging of Pasco/Pinellas - Kerry Kimball; Pinellas Collaborative Committee – Cretekos; School Transportation Safety Committee – Cretekos; Pinellas County Economic Development Council – Cretekos (two-year term expires July 31, 2007); Pinellas Planning Council – Doran (two-year term expires December 31, 2008); PSTA – Gibson (three- year term expires September 30, 2009); Metropolitan Planning Organization – Hibbard (four- year term expires September 2009); Sister Cities Advisory Board – Petersen (four year term expires December 31, 2010; and Pension Advisory Committee –Petersen (two-year term expires April 4, 2009), Gibson - (two-year term expires April 4, 2008), Doran - (two-year term expires April 4, 2008). Appointments by other entities: Downtown Development Board Ex- Officio Members – Petersen - (CRA Trustees) – Doran; Convention Visitors Bureau – Petersen; Pinellas WorkNet Board - Cretekos (two-year term expires June 30, 2007); U.S. Conference of Mayors – Hibbard; Florida Conference of Mayors – Hibbard; FLC (Florida League of Cities). City Manager Verbal Reports Downtown Boat Slips Schedule and Process - Dave Gildersleeve David Gildersleeve, of Wade Trim, reviewed the downtown waterfront boat slip estimated project schedule. Promenade construction plans will be at 90% in February – May 2007, at 100% in May – August 2007, with permitting accomplished between May and September 2007. The advertising and selection of a contractor will occur between September and December 2007 with construction from January to September 2008. The boat slips criteria package will be prepared between April and July 2007 with advertising and selection of a design-build entity between July and September 2007. A final boat slip design will be completed in October – December 2007 with permitting accomplished between December 2007 and December 2008. Construction will begin in January 2009, with completion that July. In response to questions, Mr. Gildersleeve recommended the City adopt the design-build process for this project, as it will encourage creativity, cost effective solutions, and expedited project delivery. He said the quality based selection process is based on technical adequacy and creativity. He said the project has relatively few components, the docking system has been identified, and the marina layout is known. Council Discussion Items Five-year Forecast - Gibson Councilmember Gibson expressed concern with previous assumptions and requested Council consider refining process for five-year forecast. Assistant City Manager Garry Brumback said staff will present an updated forecast at the April 27, 2007 budget workshop. Discussion ensued. Budget Director Tina Wilson said other forecast factors include the impact of capital funding, union contracts, and revenues based on historical analysis. Property values are difficult to determine and the Property Appraiser’s Office is not in a position yet to Council Work Session 2007-04-16 5 provide information on next year’s assessments. She will report on the percentage of homesteaded properties in the City. Belleair Beach Police Services Police Chief Sidney Klein reported the City of Belleair Beach is seeking proposals to provide law enforcement services to Belleair Beach. He said there is no advantage for the City to contract police services for the City of Belleair Beach, as Clearwater Police Department staffing levels are already stretched. He recommended the City of Belleair Beach contract with the Sheriff. Staff directed to draft a letter declining the City of Belleair Beach’s request. Adjourn The meeting adjourned at 5:02 p.m. Council Work Session 2007-04-16 6