09/18/2006
CITY COUNCIL WORKSESSION MINUTES
CITY OF CLEARWATER
September 18, 2006
Present: Frank Hibbard Mayor
Carlen Petersen Vice-Mayor
Hoyt P. Hamilton Councilmember
William C. Jonson Councilmember
John Doran 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
Rosemarie Call Management Analyst
The Mayor called the meeting to order at 1:30 p.m. at City Hall.
Councilmember Hamilton announced he will be moving to Atlanta and his resignation will
be effective November 30, 2006.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
Presentations
Service Awards
Three service awards were presented to City employees.
The Employee of the Month Award for September 2006 was presented to Scott Oster of
the Public Utilities Department.
Tampa Bay Area Chapter of the NIGP (National Institute of Governmental Purchasing) -
Professional Purchasing Manager of the Year 2006.
Finance Director Margie Simmons presented the Tampa Bay Area Chapter of the NIGP
(National Institute of Governmental Purchasing) - Professional Purchasing Manager of the Year
2006 Award to Purchasing Manager George McKibben.
The Council recessed from 1:43 to 1:44 p.m. to meet as the Pension Trustees.
Office of Management and Budget
Adopt Ordinance 7673-06 on second reading, declaring the millage rate to be levied for the
fiscal year beginning October 1, 2006 and ending September 30, 2007, for operating purposes
including the funding of pensions, debt service, and road maintenance for capital improvement
expenditures at 5.42 mills.
Council Work Session 2006-09-18 1
The City Manager said staff is proposing the following areas to help reduce the millage
rate: 1) $500,000 in salary savings; 2) $500,000 savings in road millage costs; 3) eliminate the
PACT contribution and fund PACT another way; and 4) $400,000 savings from funding the
Sailing Center out of Penny for Pinellas funds. Total cost savings would be $1.7 million.
Budget Director Tina Wilson said PACT could be funded as a one-time use from
retained earnings. She said if the road millage were reduced by $500,000, there would be
$168,000 more in available funds next year than in the current budget.
Discussion ensued regarding potential cost savings and moving the beach guards and
the Jolley Trolley out of the parking fund. In response to questions, Ms. Wilson said staff felt it
appropriate to provide a millage reduction to compensate for the $1.5 million loss caused by the
reduction in parking spaces. Engineering Director Mike Quillen said the Parking Manager
performed a financial analysis with Beach Walk in place and reduced parking spaces, which
showed with parking rate increases the parking fund earned little money. Finance Director
Margie Simmons said staff is being proactive so that the City would not have to borrow as much
if it is funded now. If the City waits until next year, it would impact the general fund.
Discussion ensued with comments that these cost savings are a great first step. Staff
was congratulated for finding cost savings and reducing the millage by 9%.
Support was expressed for funding PACT from retained earnings as a one-year
commitment, and that the Sailing Center improvements are capital improvements outside
general fund use and is appropriate for funding with Penny for Pinellas funds.
Amend the City's fiscal year 2005/06 Operating and Capital Improvement Budgets at third
quarter and pass Ordinances 7710-06 and 7711-06 on first reading.
The fiscal year 2005/06 Operating and Capital Improvement Budgets were adopted in
September 2005 by Ordinances 7497-05 and 7498-05. Section 2.521 of the City's Code of
Ordinances requires that the City Manager prepare a quarterly report detailing income and
expenditure estimates, collections, the explanation of significant variances, as well as the
financial status of all active capital improvement projects.
In response to a question, Budget Director Tina Wilson said the inspection crew from the
Development Services Department has been reporting to the Fire Chief and staff felt it best to
shift those costs to the Fire Department.
In response to a question, Assistant City Manager Garry Brumback said the $1 million in
emergency operations funds is an estimate. As grants require matches, the City and County
are looking to shore up more emergency shelters. Mr. Brumback said there is some lag time
from FEMA (Federal Emergency Management Agency) for emergency reimbursement.
In response to a question, Ms. Wilson said any project that is inactive for 3 years or
more is closed out. The electronic signage system is being returned to the parking fund, as it is
being postponed until completion of Beach Walk.
Financial Services
Council Work Session 2006-09-18 2
Approve renewal of certain insurance coverages for an amount not to exceed $580,000 and
discuss property insurance renewal options for fiscal year beginning 10/1/06, and that
appropriate officials be authorized to execute same.
The Risk Management Division of the Finance Department purchases certain insurance
coverage for the City. This insurance is purchased through the efforts of three brokers: Acordia
Southeast, Insurance & Risk Management Services (IRMS), and Arthur J. Gallagher & Co.
(Florida). Risk Management is recommending approval of the following coverages at a cost not
to exceed $580,000. Boiler & Machinery 10/1/06-10/1/07 Marina Operators Legal Liability
10/1/06-10/1/07 Flood (specific properties) Annual term; various renewal dates Crime &
Dishonesty 10/1/06-10/1/07 Excess Liability/Workers Compensation 10/1/06-10/1/07 EMS
Liability (reimbursed) 10/1/06-10/1/07 1. General Liability/Professional Liability 2. Business
Automobile Liability 3. Excess EMS General/Auto/Professional Liability. The storage tank
liability policies are not set for renewal until May 20, 2007. It is Risk Management’s intent to
bring forward the renewal information for this coverage when the April 1 property renewal is
discussed. The current excess property program is a layered program. Several layers become
due on October 1, 2006, but the bulk of the coverage is in place until April of 2007. Property
insurance has increased significantly in the last year, while capacity (availability) of insurance in
the Southeast has decreased. Due to the difficult insurance market, Risk Management is still
working with brokers to obtain coverages that are due to expire on 10/1/06. We will come to the
Council with a ratify and confirm agenda item should we be able to secure coverages. We are
contemplating that we may need to self-insure additional layers of insurance in order to keep
our $500,000 self-insured retention through 4/1/07. Newly purchased layers of insurance will
most probably be for a six-month term so that the total property insurance program will renew
on April 1, 2007. It is Risk Management’s goal to secure property insurance that renews on
April 1, for all layers in subsequent years.
In response to a question, Risk Manager Sharon Walton said some costs seem to be
leveling off, therefore staff does not want to lock rates in for an 18-month period.
Human Resources
Authorize the renewal of a contract for health insurance with United HealthCare under a fully
insured funding arrangement for the contract period of January 1, 2007, to December 31, 2007,
at a total not to exceed cost of $16,500,000 which includes estimated City ($11,700,000),
employee ($3,400,000), and retiree ($1,400,000) premiums, and award a three-year contract to
Unipsych Benefits of Florida, Inc. for EAP and mental health/substance abuse coverage for City
employees and their covered dependents for a not to exceed amount of $200,000 ($180,000 for
current employees and $20,000 for retirees) per year for a total of $600,000 for the period
January 1, 2007 through December 31, 2009.
The contract with the City’s current medical insurance provider, United HealthCare,
expires on December 31, 2006. Based on the renewal proposal from UHC, City staff
recommends that the City remain with carrier for the calendar year January through December
2007. The City Benefits Committee evaluated the United renewal and by a 13-2 vote
recommends retaining the carrier. The renewal will result in a 10.4% overall increase in
premium costs, and will maintain the City’s existing plan structure consisting of HMO and POS
standard and buy-up options, an open access network of providers and facilities, and
maintenance of all current benefit levels, including prescription co-pays. The contract with the
City’s current EAP and mental health/substance abuse provider, Unipsych Benefits of Florida,
Inc. (formally Bradman/Unipsych), also expires on December 31, 2006. The company has
Council Work Session 2006-09-18 3
agreed to renew the City's mental health, substance abuse & employee assistance program
without an increase in premium for an additional 3 years with the option to renew for an
additional 3 years. The contract will be effective through December 31, 2009. For fiscal year
2007, the City has budgeted $11,833,600 for 1,849 full time positions for the City’s share of
medical insurance coverage (including EAP and mental health/substance abuse). The City’s
estimated share of actual expenses for FY 07, which covers three months of the current
contract and nine months of this proposed contract for both United and Unipsych is
$11,562,500. The difference between budgeted and actual costs, estimated to be $271,100,
will be deposited into the Premium Stabilization Fund. This fund is used as a budgeting tool and
to offset any large increases in the City’s costs to provide health insurance. The above
numbers assume that all positions are filled at all times and that employees select the type of
coverage (employee only, employee + 1, and employee + family) similar to the current year.
Costs related to these contracts for coverage for FY08, estimated to be $4,325,000, will be
budgeted as part of the fiscal year 2008 budget. Staff also recommends that the current funding
strategy for City contributions to health care representing 100% of the HMO Standard cost for
“Employee Only,” 75% of the HMO Standard cost for “Employee plus One,” and 68% of the
HMO Standard cost for “Employee plus Family,” applied to the tiers in the HMO Buy-Up, POS
Standard, and POS Buy-Up plans respectively, be maintained.
In response to a question regarding an article in today’s Wall Street Journal that
consultants are getting paid by clients and insurance companies, United Health Care
representative Kurt Gehring said his firm only handles government agencies and does not
receive money from both sources.
Human Resources Manager Allen Del Prete reviewed new wellness initiatives.
Police
Award a contract between the City of Clearwater and TriTech Software Systems, in the amount
of $894,721, to replace the Clearwater Police Department’s Computer-Aided Dispatch System,
software for the implementation of mobile CADS data, and two (2) servers. This replacement is
contingent upon the approval of two (2) earmark grant budget amendments, totaling $939,295,
by the United States Department of Justice, and that the appropriate officials be authorized to
execute same.
The Clearwater Police Department’s (CPD) existing Computer-Aided Dispatch System
(CADS) is at the end of its life expectancy. The existing CAD system and peripheral software
was written on a transactional database, which has not been used for CAD systems since the
mid 1990’s. CPD’s current vendor has advised staff of the need to migrate to current database
technology and at present time, the vendor has only one employee left to support our current
type of CAD system.
CPD used a consultant to develop and design a Request for Proposal (RFP) process to
meet the guidelines of Clearwater’s Purchasing Department. Of the eleven (11) vendors who
responded to the RFP, TriTech was selected as the lead vendor after the completion of
benchmark testing. Additionally, the Pinellas County Sheriff’s Office (PCSO) is replacing their
outdated CAD system with the TriTech system affording both agencies the opportunity to
achieve officer safety priorities.
Council Work Session 2006-09-18 4
This partnership also allows for an efficient means to exchange relevant data and
maximize the usage of limited funding from both law enforcement agencies. Both agencies
endeavored to comply with the spirit of the Pinellas Assembly process. CPD and PCSO staffs
did their due diligence in evaluating the TriTech product by making offsite visits to other law
enforcement agencies utilizing TriTech’s product.
To further our interoperability initiatives, and ensure the most robust technology
advancements available, PCSO, through their funding opportunities, is providing the City of
Clearwater with a “no cost” Records Management System (RMS) and In-field Computer
Reporting System for which the City of Clearwater was unsuccessful in obtaining grant funding.
Our current RMS and In-field Reporting System software company dissolved their business
approximately five (5) years ago, leaving our department with no technical support or upgrades
for our current systems. The partnership with PCSO will greatly compliment the data
functionality of CPD’s Computer-Aided Dispatch System.
The balance of grant funding, namely $44,574.00, will be used to address connectivity
issues and other ancillary systems.
Pinellas County Sheriff Jim Coats said this technology provides real time information
management and will prevent crime.
Concern was expressed as to whether TriTech will remain in business, unlike the
previous technology provider. Steve DeVrees, Regional Manager for TriTech Software, said
TriTech has over 150 clients throughout the U.S. with a solid track record of success since
1992.
Award a contract to Smith & Wesson, Springfield, MA, for the purchase of 300 Smith & Wesson,
Model M&P40, .40 caliber weapons at a cost of $123,000; and declare surplus and authorize
trade-in of 300 Walther P990 .40 caliber weapons for a credit of $78,600 (net cost $44,400) in
accordance with Sec. 2.564 (1)(e) - Impractical to bid, and authorize officials to execute same.
(consent)
The new Smith & Wesson weapons are being purchased directly from the manufacturer
at a cost of $410 each, less a trade-in value of $262 each for the Walther P990, for a net cost of
$148 each. The Smith & Wesson weapon is considered the standard weapon for the
Clearwater Police Department.
Operational problems regarding the Walther P990 and the lack of a universal rail system
that allows attachment of a light to the weapon make this weapon obsolete and not sufficient for
the department’s needs.
It is anticipated these trade-in weapons will be refurbished by Smith & Wesson and
marketed back to law enforcement.
Police Chief Sid Klein said the gun holsters are being provided to the City at no charge.
In response to a question, he said Smith and Wesson will assume all liability for the guns the
City is returning.
Public Communications
Story Corps Implementation Plan
Council Work Session 2006-09-18 5
Public Communications Director Doug Matthews reviewed scope of project. Plans
include: 1) oral histories from very specific people from the community; 2) stories from people
that the City has not seen at functions, etc.; 3) production of a DVD for distribution; and 4)
involve Cultural Affairs and Arts Foundation to add a public art component to the project. The
Historic Society, Heritage Village, Pine African American History Museum, Access Pinellas,
USF, Cultural Affairs, the Office On Aging, etc. will be partners in this effort. Mr. Matthews said
the target date to start the Story Corps program is January 2007, at which time the Office on
Aging will provide an intern to help facilitate the program.
In response to a question, Mr. Matthews said staff has asked Granicus, the City’s
streaming video host, to modify their interface to provide a digital archive that would be keyword
searchable and categorized by subject. He said people could contact the City via phone, on-
line, or sign up at libraries.
It was suggested that volunteers be recruited to do interviews, ensuring that important
facts and history are properly documented.
2006 Survey Results
Assistant Director of Public Communications Joelle Castelli reviewed the 2006 Customer
Satisfaction Survey sampling methods and results. At the time of the survey, 90% of
participants were satisfied overall with City government. Internet usage is increasing and there
is a need to continue to promote government access online.
It was remarked that these surveys continue to reflect that growth and development is an
issue.
Public Utilities
Request approval for the City of Clearwater to enter into agreements of understanding with
significant reclaimed water users: Chi Chi Rodriguez Youth Foundation, Inc.; Clearwater
Country Club, Inc.; Countryside Country Club, Inc.; and the Parks & Recreation Department, to
clarify liability, obligations and responsibilities to the Florida Department of Environmental
Protection, and new metering rate structure.
At the onset of the City’s reclaimed water system, storage lakes were needed for the
excess water. At that time, Clearwater entered into agreements with significant reclaimed water
users regarding specifics for installation of pipelines and some liability language. Also at that
time, reclaimed rates were based on acreage. On December 2, 2004, City Council passed
Ordinance 7321-04 determining metering of reclaimed water would begin on October 1, 2006
for significant users. The new agreements link reclaimed rates to metered rates contained in
the new ordinance. Specifications recently handed down from the Florida Department of
Environmental protection ultimately hold the City responsible for overflows from the reclaimed
water storage ponds on private property, unless there is an agreement outlining that
responsibility lies with the property owner or caretaker; these new agreements address this.
Public Utilities staff met with the City Attorney’s office and with each significant user to
determine the language necessary to effect these changes. The agreements are amenable to
all parties involved, and will supersede any past agreements between the parties. Current
Council Work Session 2006-09-18 6
significant users include: Chi Chi Rodriguez Youth Foundation, Inc.; Clearwater Country Club,
Inc.; Countryside Country Club, Inc.; and the Parks & Recreation Department. There are no
City costs associated with this item.
In response to questions, Mr. Neff said reclaimed water costs will increase. Excess
water being dumped into Tampa Bay is monitored by SWFWMD. Concern was expressed
about the long-term effects of discharge into the Bay. Mr. Neff said metering of reclaimed water
use would help increase efficiency and address concerns regarding environmental issues, etc.
According to a 2004 study regarding reclaimed water use, as rates increase water usage would
drop by one third, allowing the City to extend the service to other parts of the City. He said staff
has a masterplan and currently is working on the Morningside neighborhood. There are other
nearby municipalities that may be interested in securing reclaimed water from Clearwater and
would pay for the freight to get the water to their neighborhoods.
Planning
Approve the Petition for Annexation, Future Land Use Plan Amendment from the County
Residential Low (RL) Category to the City Residential Low (RL) Category and Zoning Atlas
Amendment from the County AE, Agricultural Estate Residential District to the City Low Medium
Density Residential (LMDR) District for 1885 CR 193 (Consisting of Metes and Bounds 41-03, In
Section 5, Township 29 South, Range 16 East); and Pass Ordinance 7683-06, 7684-06 & 7685-
06 on first reading.
This annexation involves a 2.61-acre property consisting of one parcel, which is located
approximately 500 feet south of the intersection of Sunset Point Road and CR 193. The
property is located within an enclave and is contiguous to existing City boundaries; therefore,
the proposed annexation is consistent with Pinellas County requirements with regard to
voluntary annexation. The applicant is requesting this annexation in order to receive sanitary
sewer and solid waste service from the City. The subject property is occupied by a single family
detached dwelling. It is proposed that the property be assigned a Future Land Use Plan
designation of Residential Low (RL) and a zoning category of Low Medium Density Residential
(LMDR). The Planning Department determined that the proposed annexation is consistent with
the following standards specified in the Community Development Code: ·The proposed
annexation will not have an adverse impact on public facilities and their level of service. ·The
proposed annexation is consistent with the City's Comprehensive Plan, the Countywide Plan
and the Community Development Code. ·The subject site is located within an enclave, is
contiguous to city boundaries and reduces the enclave. This annexation has been reviewed by
the Pinellas Planning Council (PPC) County staff in accordance with the provisions of Pinellas
County Ordinance 00-63, Section 7(1-3), and no objections have been raised. The Community
Development Board reviewed this proposed annexation at its regularly scheduled meeting on
August 15, 2006 and unanimously recommended approval.
In response to a question, Senior Planner Steven Brown said the applicant plans to
construct a three-house subdivision. A maximum density of five dwelling units per acre is
permitted. He said staff will ensure Council has information regarding surrounding land uses
and potential development of this property.
Adopt the Final Evaluation and Appraisal Report of the Clearwater Comprehensive Plan and
PASS Resolution 06-49.
Council Work Session 2006-09-18 7
Comments and recommended revisions have been received from the Department of
Community Affairs (DCA), Florida Department of Transportation (FDOT), Southwest Florida
Water Management District (SWFWMD) and Planning staff. The recommendations have been
listed in the revisions matrix, and include actions taken in response to these recommendations.
Some of the major changes include: ·City’s vision, as reflected in the Final EAR now reads
“beautiful and vibrant waterfront community.” The EAR now recognizes the Courtney Campbell
Causeway as Scenic Highway; The implementation of Transportation Concurrency Exception
Areas (TCEA) will be done in compliance with prior commitments to the maintenance of US 19,
and in coordination with state, county and local governments in the region; Provide data to show
how the comprehensive plan is financially feasible, is linked to funding sources and is not
dependent upon tenuous funds; and Addresses the requirements of House Bill 955 to require
comprehensive plans to include waterways in the comprehensive system of public and private
sites for recreation and to include in the coastal management element strategies that will be
used to preserve recreation and commercial working waterfronts defined in section 342.07, F.S.
The issue of public safety concurrency has been addressed in the first Issue of Local Concern
(Redevelopment) rather than in the general concurrency discussion. The proposed review of
the Final EAR is consistent with Florida Statutes and the Planning Department recommends
approval.
In response to questions, Mr. Brown said the Council appoints members to the CDB
(Community Development Board) and sets policies regarding membership. He said after the
EAR is finished, staff will update the Comprehensive Plan. Planning Director Michael Delk said
the pump system for the item related to the Courtney Campbell Causeway will require
permitting. Staff will work with the MPO regarding transportation concurrency exception areas.
Staff will bring forward to Council a request to adopt a proportional share ordinance after CDB
review.
City Manager
Approve a renewable 5-year term interlocal agreement with Pinellas County Government
allowing the County to use the Ross Norton Recreational Facility as a Public Disaster Shelter
and authorize the appropriate officials to execute same.
Pinellas County Emergency Management staff was contacted regarding the potential
use of the soon-to-be-constructed Morningside Recreational Facility, Ross Norton, and the
North Greenwood Recreation facilities for public disaster shelters to be operated by the County.
Pinellas County Emergency Management expressed interest and commissioned a shelter
feasibility study of the two existing facilities. The Ross Norton facility passed the American Red
Cross Shelter Survey method (Least Risk Decision Making), ARC 4496 Standard. An Interlocal
Agreement between the City of Clearwater and Pinellas County government is proposed for the
use of the Ross Norton facility as a public disaster and hurricane evacuation shelter. Under the
terms of this agreement, once notified that the shelter activation was needed, the City
Recreation staff would prepare the facility for shelter use: secure loose exterior tables, chairs,
bleachers, etc. and then turn the facility over to Pinellas County Emergency Management staff.
One Parks and Recreation facility maintenance crew member would remain on-duty at all times
to ensure proper operation, maintenance, and repairs of our building systems. The County
would be responsible for all shelter operations including feeding, housing, management, etc. as
with all other public shelters. Once the shelter use was no longer needed, the County would
arrange to clean, repair, and restore the facility to its pre-shelter use, to be re-opened as a
recreational facility by City staff. The County will reimburse the City a contractual flat-rate for
utilities and costs, and for the total personnel costs for the City facility maintenance worker. The
Council Work Session 2006-09-18 8
County will be provided with the required financial information to enable them to submit for
reimbursement of those costs from FEMA, when applicable. The County will fund and install an
electrical transfer switch and connector so they can deploy a trailer-mounted generator for
emergency electrical power. This agreement will be the first of it’s kind between the County and
any City for the use of a City facility for public disaster/hurricane shelter. As the Morningside
Recreational Facility project moves forward, the County has indicated it will attend meetings and
contribute requests for structural or functional upgrade or changes to ensure it’s suitability as a
public disaster shelter and to fund those incremental cost increases as required. It is explicitly
clear to the County that the City will not get involved in operating any public disaster or
hurricane shelters, as that is outside of the City's scope of responsibility under state law.
In response to questions, Emergency Management Coordinator Bill Vola said Ross
Norton is built to withstand a Category 3 hurricane and would provide 100 shelter spaces out of
75,000 spaces needed throughout the County. He said during an emergency, the City would be
responsible for the steel or concrete bollards for portable generators to be secured at Ross
Norton.
City Manager Verbal Reports
Aging Well Survey - Kerry Kimball
Office on Aging Manager Kerry Kimball reviewed an aging well masterplan. She said a
needs assessment will be performed which includes extensive telephone surveys, community
forums, and interviews. She said USF’s (University of South Florida) School of Aging Studies
will enter data, review it, and submit a report to the City. Approximately 600 adults over the age
of 60 living in Clearwater will be surveyed. Results of surveys are expected to be presented in
Spring of 2007.
In response to questions, Ms. Kimball said people of different ages expect and have
different needs. She said focus groups may reveal a separate survey on baby boomers or other
age groups is needed. The telephone survey respondents will be selected through a variety of
lists provided by USF and a random digit dialing system. Plans are to find bilingual persons to
conduct the interviews.
Council Discussion Items
Charter Review Committee - Goudeau
City Clerk Cyndie Goudeau said it is time to appoint another Charter Review Committee.
She said the Council should consider membership, recruitment, and if there are specific areas
of the Charter the committee should address. Staff will compile a media release to inform the
public regarding the committee.
Discussion ensued regarding vacancies for Councilmembers Hamilton and Jonson’s
seats. It was felt that only persons not interested in running for permanent Council seats be
considered to fill Councilmember Hamilton’s seat which will be vacated the end of November.
Adjourn
The meeting adjourned at 5:31 p.m.
Council Work Session 2006-09-18 9