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06/17/1999CITY COMMISSION MEETING CITY OF CLEARWATER June 17, 1999 Present: Brian J. Aungst Mayor/Commissioner Ed Hooper Vice-Mayor/Commissioner J. B. Johnson Commissioner Robert Clark Commissioner Ed Hart Commissioner Also Present: Michael J. Roberto City Manager Richard L. Hedrick Deputy City Manager Bill Horne 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 6:03 p.m. at City Hall. The invocation was offered by Commissioner Hart. The Mayor led the Pledge of Allegiance. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #3 - Service Awards Four service awards were presented to City employees. ITEM #4 - Introductions and Awards Proclamation: Recreation and Parks Month - July 1999 ITEM #5 - Presentations a) State Legislative Report Senator Jack Latvala presented his 5th annual report. He reported the Governor had vetoed most of the funding the legislature had earmarked for Clearwater and other municipalities. He said next year, agreement with the Governor will occur early in the process. He reported Clearwater is the only city in Florida with an approved Brownfields program. He noted attracting IMRglobal to downtown was made possible by Brownfields grants. Senator Latvala reported legislation to allow enterprise zones to be expanded was successful. He complimented the City's lobbyist for bringing to his attention a potentially harmful solid waste bill, which was defeated. He said efforts to increase a claims bill that would have been harmful to Clearwater were stopped. He said the City's team in Tallahassee is doing a great job. b) Sand Key Association - Bob Henion - recognize 2 City employees - Postponed. c) Traffic Calming Charette Update Resident Jay Polgaze complimented the charette process and thanked the City for availing expert consultants to guide him and his neighbors. With techniques learned in the charette, the neighborhood unified to create a plan to slow traffic in the Baker Street neighborhood. Residents were part of the process through its completion. ITEM #6 - Approval of Minutes Commissioner Johnson moved to approve the minutes of the regular meeting of June 3, 1999, as recorded and submitted in written summation by the City Clerk to each Commissioner. The motion was duly seconded and carried unanimously. ITEM #7 - Citizens to be heard re items not on the Agenda Phil Henderson, representing Jazz Holiday, reported on plans for this year's event. Kevin Thisman, representing Sand Key Civic Association, requested the City Attorney be allowed to bring forward an ordinance clarifying rules and regulations for the beach. Jack Alvord requested clarification of roles in the rezoning process. John Richards opposed rezoning the Connolly property. Cindy Hayden thanked the City for the process and allowing input regarding the Mandalay Streetscape PUBLIC HEARINGS ITEM #8 - Public Hearing - Declare Surplus, R. H. Padgett's Sub., Blk 5, Lots 9-11; approve staff recommendation to limit sale to those who would use the property to enhance commercial development on adjoining properties or those in immediate vicinity (ED) The subject parcels, which front Gould Street, approximately 100 feet east of S. Madison Avenue, are subject to a perpetual ingress/egress, drainage and utility easements in favor of IMRglobal. These easements were established in connection with the IMR development and will remain on the property. The City has subsurface, non-exclusive drainage and utility easements on the property, which no longer are needed for municipal public use. The property shall be sold to the party submitting the highest competitive bid above $26,875, as determined by the May 17,1999, appraisal by James Millspaugh, MAI. Staff recommends the City Commission declare the property surplus and limit its sale to the enhancement of commercial development on properties that adjoin or are in the immediate vicinity. Commissioner Clark moved to declare surplus pursuant to Clearwater Code Charter Sec. 2.01(d)(4), lots 9, 10, and 11, block 5, of R.H. Padgett's subdivision and to approve staff recommendation to limit the sale to those who would use the property to enhance commercial development on adjoining properties or those in the immediate vicinity. The motion was duly seconded and carried unanimously ITEM #9 - Public Hearing & First Reading Ords. #6413-99 & #6414-99 - Annexation & LDR Zoning for property located at 2684 3rd Ave., N., , Chautauqua Section A, Unit 1, Blk 47, Lot 10 (Jennifer Elin Cole, A99-09)(PLD) The applicant has requested annexation and zoning of Low Density Residential (LDR) for 2684 3rd Avenue North to obtain waster and sewer service. The Community Development Board unanimously endorsed the request. In response to a question, Planning Assistant Director Cindy Harden stated the City also is annexing the right-of-way. Commissioner Hooper moved to approve the Petition for Annexation and Zoning Atlas Amendment to Low Density Residential (LDR) for Lot 10, Block 47, Chautauqua Section A, Unit 1. The motion was duly seconded and carried unanimously. The City Attorney presented Ordinance #6413-99 for first reading and read it by title only. Commissioner Clark moved to pass Ordinance #6413-99 on first reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. The City Attorney presented Ordinance #6414-99 for first reading and read it by title only. Commissioner Hooper moved to pass Ordinance #6414-99 on first reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. Public Hearing - Second Reading Ordinances ITEM #10 - Ord. #6412-99 - Vacating W 5' of N 60' of 10' Drainage & Utility Easement lying along east lot line of Lot 37, Feather Tree Sub. (Livernois, V99-07) The City Attorney presented Ordinance #6412-99 for second reading and read it by title only. Commissioner Johnson moved to pass and adopt Ordinance #6412-99 on second and final reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. CITY MANAGER REPORTS CONSENT AGENDA (Items #11-14) – approved as submitted. ITEM 11 - Approval of Purchases per 05/26/99 memorandum: Avanti Company, two gas odorant systems (replacements) for use at North & Northeast Gate Stations, $35,400 (GAS) Contract Connection Inc., purchase & installation of a 10 row, 135' non-elevated bleacher unit to be used at Phillip Jones Park, $48,075 (QOL) R & S Lawn Service, 2nd & Final extension, lawn & landscape maintenance service throughout City, 07/01/99-06/30/00, estimated $30,000 (QOL) Dell Computer, 50 personal computers to be used in all branches of the Library, $50,050; funding to be provided under City's Master Lease-Purchase Agreement (QOL) SPER Chemical Corp., long chain linear polyphosphate for use in water treatment & water pollution control facilities, 06/18/99-06/30/00, estimated $130,000 (PW) Vulcan Chemical Technical, Inc., hydrogen peroxide & odor control service at various waste water pump stations throughout City, 06/18/99-06/30/04, estimated $1,070,000 (PW) ITEM #12 - Approve continuing contracts for professional services, Architects of Record, with: Bitterli & Associates Architects, Inc.; Fowler Associates Architects, Inc.; Harvard Jolly Clees Toppe Architects, P.A.; Myers Plisko Architects, P.A.; and Rosier / Jones Associates, Inc., for 5 year term (PW) ITEM #13 - Work Order to Wade-Trim, Inc. to provide design services for Acacia Roundabout, for $37,441.72 (PW) ITEM 14 - Appoint Commissioner Hart as Florida League of Cities Voting Delegate for conference 8/19-21/99 (CLK) Commissioner Johnson moved to approve the Consent Agenda as submitted and that the appropriate officials be authorized to execute same. The motion was duly seconded and carried unanimously. OTHER ITEMS ON CITY MANAGER REPORT ITEM #15 - Update regarding Beach Entryway (Roundabout) Project (CM) Public Works Administrator Rich Baier reported construction of the Beach Entryway is ahead of schedule. Minimal lane closings are anticipated. Mayor Aungst requested Acting Parks & Recreation Director Art Kader give a report regarding complaints about soccer fields, voiced at the last Commission meeting. Mr. Kader stated rocks were present on the SPJC (St. Petersburg Junior College) soccer fields when the fields were closed for 4 weeks while the City added fill dirt to repair holes. As fill dirt is rarely clean, the City uses a cleaner to remove debris following the application of fill. Although the soccer organizations were advised of this maintenance action and that the fields were closed, teams used the fields for practice during this time and encountered the debris. ITEM #16 - Res. #99-18 - Providing for sale of not to exceed $35 million Housing Revenue Bonds (BEF, Inc. Project), Series 1999 (regarding The Oaks)(FN) BEF, Inc., an exempt organization, will use Housing Revenue Bonds (BEF, Inc. project), Series 1999, in an amount not to exceed $35-million to acquire and redevelop the Oak Cove building. Another developer will acquire the Oak Bluff building simultaneously to provide market rate housing downtown. BEF, Inc. intends to renovate the Oak Cove building to care for senior citizens, offering independent and assisted living, and nursing care. BEF, Inc. intends to relocate all Oak Bluff tenants to the Oak Cove building once it is renovated. The Oak Bluff building then will be renovated. The Oak Bluff building will become subject to ad valorem taxes, while the Oak Cove building will remain exempt from such taxes. BEF, Inc. has requested the City issue a series of tax exempt and taxable bonds to finance the acquisition and rehabilitation of the Oak Cove building. The City will be a conduit issuer of bonds for BEF, Inc. to finance a portion of this project. This action will allow a portion of the bonds to be tax exempt, providing lower interest rates. The City's bond counsel, financial advisor, Financial Services Administrator, and City Attorney are reviewing the bonds and project to determine the legality and feasibility of the City's participation. Section 11 of this resolution provides for the bonds not to be issued if any financial, legal, or tax issue remains unresolved. BEF, Inc. will pay all expenses and costs associated with this project. The City will not incur any expense or liability by issuing these bonds. Ziegler’s selection as underwriter was based on the firms' expertise on this type of project. These bonds will be sold through negotiated sales to institutional investors only. This resolution authorizes the City Manager and Financial Services Administrator to award the sale of the bonds. Commissioner Hart moved to authorize the sale of not to exceed $35-million Housing Revenue Bonds (BEF, Inc. project), Series 1999, and that the appropriate officials be authorized to execute same. The motion was duly seconded and carried unanimously. The City Attorney presented Resolution #99-18 and read it by title only. Commissioner Johnson moved to pass and adopt Resolution #99-18 and authorize the appropriate officials to execute same. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #17 - Res. #99-29 - endorsing application of Project 99-0520 and committing City to refund 10% of eligible tax refund upon certification by Enterprise Florida (ED) The Florida Legislature created Florida Statutes, Section 288.106 to encourage the growth of Florida's high-wage value-added employment. This is known as the QTI (Quality Target industry) Tax Refund Program. The law authorizes Enterprise Florida to accept, review, and approve applications for tax refunds to qualified target industry businesses. A business receives a tax refund for each new job created. Project 990520 wishes to relocate its Corporate Office from Maryland to Clearwater and projects hiring 50 employees during the next 3 years. The QTI program tax refund may not exceed $5,000 per employee. A 20% local financial participation is required: 1) 10% by Clearwater and 2) 10% by Pinellas County. Under the full scenario, the City's maximum funding will be $25,000 over 3 years. It is not anticipated this action will have a fiscal impact during the current fiscal year. A funding source will be identified next fiscal year. Commissioner Hooper moved to endorse the QTI (Qualified Target Industry) Tax Refund Program application of Project 990520 and commit the City to refund 10% of the eligible tax refund upon certification by Enterprise Florida and that the appropriate officials be authorized to execute same. The motion was duly seconded and carried unanimously. The City Attorney presented Resolution #99-29 and read it by title only. Commissioner Clark moved to pass and adopt Resolution #99-29 and authorize the appropriate officials to execute same. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #18 - First Reading Ord. #6380-99 - Relating to dishonored checks, drafts and money orders, amending Sec. 2.528 to impose a service fee not to excced service fees authorized under Florida Statute 166.251 or 5% of face amount of check, draft or money order, whichever is greater, for collection of a dishonored check, draft, or other order for payment of money to a municipal official or agency (GAS) Staff recommends changing the Code to increase dishonored check service fees to levels allowed by the 1998 amendment to Florida Statute 166.251: 1) $25 if face value does not exceed $50; 2) $30 if face value exceeds $50 but does not exceed $300; and 3) $40 if face value exceeds $300 or 5% of the face amount of the check, whichever is greater. The current fee is $20, or 5% of the check, whichever is greater. The fee offsets the administrative costs of handling dishonored checks. If approved, the amended fee will be consistent with the State, County, and other municipalities. Commissioner Hart moved to amend the dishonored check service fee. The motion was duly seconded and carried unanimously. The City Attorney presented Ordinance #6380-99 for first reading and read it by title only. Commissioner Clark moved to pass Ordinance #6380-99 on first reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #19 - Mid Year Budget Review (BU) In the General Fund, at mid-year, anticipated fund revenues and expenditures reflect a $3,046 decrease. Closing the Public Strategies Group contract of approximately $159,000 encumbered against the FY (fiscal year) 1997/98 operating budget provides funds: 1) to establish the Strategies for Success program; 2) to offset unanticipated small decreases in General Fund revenues from utility taxes, sales tax collections; and 3) to offset a reimbursement due from Pinellas County in fire tax revenues. Utility tax revenues are being watched for further amendment at third quarter due to slower than anticipated collections. This category nearly mirrors last year's collections for the first 6 months, and are below the anticipated annual 4% increase. The reduction could be due partially to the mild winter. In "Vision" funds, mid-year amendments reflect distribution of $65,136: 1) $4,000 - sponsorship of the NARC 2000 conference; 2) $35,000 - services related to the proposed purchase of the Capitol Theater; 3) $24,500 - contract services with Prime Interests related to downtown planning; and 4) $1,636 - contracts for other services. Of the $311,400 allocation for the NCAA concerts, $270,000 has been returned to the General Fund. Approximately $15,000 more will be returned at third quarter after closing the project once all expenditures are accounted. The net allocation of vision funds is a net return of $204,864. To date, total distribution of the $750,000 is $358,439. The current balance of vision funds available for distribution is $391,561. The amendment to the Water & Sewer Fund reflects an increase to anticipated revenues of approximately $655,300 following adoption of rate increases in October 1998. A $412,620 decrease in anticipated gas fund revenues is a direct result of the warm winter. Mid-year amendments to the Marina Fund for retirement payouts to the previous Harbormaster and a custodial worker total $56,770. These unanticipated expenditures are offset by increased revenues from gas and oil sales due to the mild winter. Fund revenues in the Harborview Center Fund reflect increases in food & beverage sales totaling $131,100 due to increased activity, offset by a $95,640 increase in sales costs tied to increased activities. The $35,460 net amount reduces the contribution for the City's loan pool, and reduces this year's anticipated obligation from $348,800 to approximately $313,340. Regarding Internal Services Funds, garage fund amendments reflect a $346,300 increase due to Y2K compliant and hardware and software maintenance contracts approved by the City Commission on March 18, 1999. Amendments to the Capital Improvement Fund total a net increase of $3,715,872. The City Commission previously approved almost all Capital Improvement budget increases, which include a $9,360,939 increase to the Gateway to the Beach project bringing that total project budget to the $10-million level previously approved by the City Commission and $111,500 for Ray Green Park Expansion. Budgeted expenditures reflect a net decrease of $5,164,000 in gas bond funding for expansion. Amendments to the Special Program Fund total a net increase of $520,606. Significant increases reflect $325,000 in new grant funds for Brownfields projects, $20,000 in grants for Sand Key beach vegetation, $49,900 for the waste tire grant, $56,540 for hazard mitigation, and amendments to other projects reflecting the regular receipt of forfeiture, fines, and donations. Commissioner Hooper moved to approve mid-year budget amendments. The motion was duly seconded and carried unanimously. a) First Reading - Ord. #6415-99 - Amending Operating Budget for Fiscal Year ending 09/30/99 The City Attorney presented Ordinance #6415-99 for first reading and read it by title only. Commissioner Johnson moved to pass Ordinance #6415-99 on first reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. b) First Reading - Ord. #6416-99 - Amending Capital Improvement Program Report and Budget for Fiscal Year ending 09/30/99 The City Attorney presented Ordinance #6416-99 for first reading and read it by title only. Commissioner Hooper moved to pass Ordinance #6416-99 on first reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #20 - Provide direction to staff regarding Clearwater Country Club Golf Course (PR) Since 1937, CCC (Clearwater Country Club) has leased the City-owned 96-acre golf course. The current lease expires in May 2002. CCC, which owns 5.6 acres in the center of the golf course, wishes to replace their 1951 era club house with a $2.3-million club house. Of 696 member households, 65% live in Clearwater. The March 9, 1999, referendum question to permit renewal of the lease beyond the 60-year limit was defeated. Staff has met with CCC members and proposes: Option 1) Commission directs the next scheduled referendum to consider removing the 60-year limitation on all leases and grant the Commission the right to negotiate the most favorable terms. If approved, the City would negotiate a mutually-favorable financial package for the golf course lease beyond 2002; Option 2) Commission directs the next scheduled referendum to consider releasing only the CCC golf course lease from the 60-year charter restriction; Option 3) City issues an RFP (Request for Proposals) effective in 2002, when the CCC lease expires. CCC could plan its future and permit the award recipient to plan around the CCC clubhouse; and Option 4) City operates the golf course to provide an additional revenue stream for the general fund. CCC has suggested a 5th option, which allows the club to reorganize as a new entity and negotiate a new lease agreement. A study, currently underway, is reviewing current conditions at City golf courses, performing a market analysis, and providing options and recommendations regarding golf course operation in the City. Commissioner Clark recused himself due to his business relationship with Clearwater Country Club. Commissioner Johnson moved to recommend staff pursue Option 5, permitting Clearwater Country Club to reorganize as a new entity and negotiate a new lease agreement. The motion was duly seconded. It was suggested all options remain open until receipt of the study recommendations. Upon the vote being taken, Commissioners Johnson, Hooper, and Hart and Mayor Aungst voted "Aye." Commissioner Clark abstained. Motion carried. ITEM #21 - Purchase property, Capitol Theater, located at 403 Cleveland St., John R. Davey's Resub., Blk B, west 30'3" of Lot 6 & east ½ of Lot 7; and approve contract with Accento Craft, Inc. for $250,000 plus closing expenses estimated at $2,600 for total estimated $252,600 (QOL) The Capitol Theater, constructed in 1921, is approximately 8,500 square feet and seats 587. The original design has been largely maintained, although the marquee was destroyed during a storm in the 1960s. The theater is eligible for historic restoration grants if owned by the City. Staff has submitted a $397,000 historic preservation grant application to the Florida Department of State for the FY 2000 funding cycle. On November 28, 1997, James Millspaugh, MAI, appraised the property at $215,000. The Pinellas County Property Appraiser's office assessed the value at $123,100. Consultant Sid McQueen's operating and management study for the theater ascertained it would be used 385 times annually by 20 - 25 community groups. Annual operating cost are estimated at $427,656, with estimated income of $427,716. If management duties are contracted, that fee will be approximately $52,000 annually. Robert Lorelli, an architect who analyzed the structure, recommended also acquiring the abutting Pat Lokey building for approximately $400,000 for public restrooms, lobby, offices, and other amenities to restore the theater to its original seating and provide adequate backstage and fly space. The purchase and renovation of the Lokey building and restoration of the theater is estimated to cost $3.5-million, to be funded by grants and local contributions. The theater will be restored to its original beauty and historical integrity and will be used as a community cultural space by Ruth Eckerd Hall, local performing arts productions, City departments, and other community groups. The City Manager said this project could take 6 years to reach fruition and will require a private/public partnership. The theater will enhance the City's cultural aspect. Sixteen residents spoke in favor of the proposal. Two residents opposed it. Commissioners expressed feelings that while this is a very desirable project, due to upcoming budget concerns they did not believe this to be an appropriate use of city funds. The depth of community support was noted and it was suggested adequate private funding could be raised. Commissioner Hooper moved to deny Item #23. The motion was duly seconded. Commissioners Johnson, Clark, Hooper, and Hart voted "Aye"; Mayor Aungst voted "Nay." Motion carried. ITEM #22 - Presentation - Fire Budget (FD) Deputy City Manager Rick Hedrick recommended consideration of another funding source to meet fire rescue costs. He said this public policy issue determines how Clearwater continues to support a critical public service. Financial information will be presented at tomorrow's budget meeting. The City Manager said until a final decision is made in September, there are many opportunities for additional public discussion. Fire Chief Rowland Herald said the department is preparing a master plan. The department, operating with minimal staff, has a growing inability to keep pace with demands. Dependence on mutual aid is triple the level provided by the City in return. Chief Herald said a 20-year master plan would include new stations in north Clearwater and on Sand Key, refurbishment of current stations, maintenance that prolongs equipment life, and increased staff levels. CIP needs, based on national standards, include fire apparatus refurbishment, fire engine and EMS equipment replacement, defibrillators, traffic control equipment, breathing apparatus, air pack upgrades, EMS vehicle refurbishment, training facility expansion, upgraded bio-hazard equipment, etc. A boat and trailer are needed for off-shore rescue. Radios need to meet 911 digital technology. In response to a concern that Clearwater will be burdened by emergency response costs to Dunedin if a new station is built in north Clearwater, the Fire Chief said the City of Dunedin currently responds to many emergencies on the City's north side. a) Operating & CIP Budgets Administrative Support Manager Robert Lockwood indicated the department's budget will increase from $11.8-million to $13.2-million in FY 1999/00 due to higher costs for pensions, salaries, health insurance, medical examinations, assessment center, internal operating costs, maintenance, capital needs, EMS insurance, etc. He said the budget reflects the status quo. b) Fire Assessment Robert Sheets, of GSG (Government Services Group), reviewed the results of the Fire Rescue Assessment Program prepared by his firm and Nabors, Giblin and Nickerson, P.A. He indicated maintenance and staffing expenses will increase after construction of additional stations and purchase of additional equipment. He said according to case law, the City can charge all properties a fair and reasonable apportionment to meet these costs. The study considered the types of City fire rescue responses, the City’s ad valorem tax roll, the FY 1999/00 budget, etc. The study determined how calls were distributed among categories such as residential, commercial, industrial warehouse, and institutional. It was determined the fire fee for residential units would be $106 each. While commercial rates would range up to $12,415, most businesses would pay less than $1,242. Nursing home rates may require a discount because their pattern of high demand results in a ver high rate for these properties. He recommended the City encourage nursing homes to find less expensive ways to meet emergencies. Mr. Sheets said if the proposed fire fee is approved, the City would send bills the first year and could have the fee collected through the tax roll after that. He estimated collection costs would be 2%, and include assessment expenses and study costs. Some expenses would not reoccur. In response to a question, he said assessments were based on the County Property Appraiser's records and did not consider occupation licenses issued for home-based businesses. Mobile homes are considered residential. Institutional fees include churches and are capped at 50,000 square feet per structure. He said ACLFs (Adult Congregate Living Facilities) may be rated as nursing homes, depending on how they are classified. In response to a question, Mr. Sheets said the City Commission would decide which, if any, properties are exempt from the fire fee. The General Fund will cover exempted fees. He suggested exempting government buildings as there is little chance the City could collect a fee from the School Board, or Federal, State, and County governments. The City Manager said the fee must be evaluated annually to capture growth and ownership changes. In response to a question, the Fire Chief agreed with Mr. Sheets that the study was based on a normal year of fire rescue operations. It was suggested the fee be delayed a year to allow adequate time for discussion. It was felt the fee should cover all fire service costs, even with exemptions. In response to a concern that residential rates will increase next year, the City Manager said the City Commission must reconsider the fee annually. In response to a question, the Fire Chief said of the projected $39-million need, $14-million is for apparatus. Other costs will upgrade the department to national standards. In response to a question, he said relocating the beach fire station to mid-beach would not improve response times nor would it meet equipment and staff requirements to service a high rise fire situation. He said without department upgrades, service levels will decrease significantly and the department will be inadequate to meet needs. The City Manager said if the fire fee is approved, he would recommend lowering the tax rate by 1.2 mills. The annual tax bill for the owner of a $100,000 house would increase by approximately $10. In response to a question, he said the City Commission already had allocated all Penny for Pinellas revenues. In response to a question, the City Manager said this is normally when the budget is brought forward. The City Commission has 90 days before it must make a decision regarding the budget and fire fee. It was noted the millage rate has been stagnant for many years and needs to be increased to cover the cost of City services. It was felt residents do not want lower services. It was noted ad valorem taxes only cover 1/3 of the City’s budget, while the remainder is funded by fees. A prioritized list of Fire Department needs and those costs was requested. The increased costs to provide mutual aid related to new stations was requested. In response to a question, the City Manager said without the fire fee, the millage rate will increase. A budget meeting is scheduled tomorrow. Three residents spoke in opposition to the fire fee. It was noted additional public input is needed. The City Manager suggested scheduling meetings between July 15 and September 15 to discuss the fire fee and receive public input. ITEM #23 - Contract to Oxford Solutions, PeopleSoft Human Resource Management System consulting services, 06/18/99-12/31/99, estimated $425,000 (IT) In 1996, staff began implementation of the PeopleSoft HRMS (Human Resources Management System). After a period of parallel process, the PeopleSoft payroll system was brought up in July 1998. The City receives ongoing software support from PeopleSoft through purchase of a yearly maintenance agreement, which entitles the City to telephone support, new versions of the software, software corrections to problems, and data tables necessary to run year-end processing. PeopleSoft limits support to the last 2 versions of the software, requiring customers to maintain a recent version. Support of the current version ends in September 1999. The core group of staff responsible for implementation of the PeopleSoft system resigned from the City to accept jobs with consulting companies due to their expertise with PeopleSoft implementation. The City was left without experienced staff to perform this upgrade in-house as anticipated. It is customary for PeopleSoft HRMS users without a complete compliment of seasoned support staff to use a consulting partner. The City issued a RFP to seek firms experienced in PeopleSoft upgrade procedures. Staff selected Oxford Solutions as the firm most able to assist the City. Oxford Solutions is familiar with the upgrade procedures, has staff available to perform the upgrade, and can document and certify the upgrade to PeopleSoft specifications. In response to a question, Acting Information Technology Director Patrick Cook reviewed the reasons an upgrade is necessary. The City needs the new tax law updates and further support after September. He reported hiring full-time staff to handle this implementation would require extremely high salaries. Financial Services Administrator Margie Simmons said those being trained will train others. In response to a question, Assistant City Manager Bill Horne said this cost was not anticipated when last year’s budget was approved. Since then, the City lost personnel with the skills to implement the program. Upgrades must be budgeted for computer systems to stay current. Tallahassee employees 10 workers for the PeopleSoft system and paid $365,000 for consultants. Mr. Horne said implementing the new software will require at least 2 dedicated people. Staff will report regarding City software licenses. Commissioner Johnson moved to award a contract to Oxford Solutions, Tampa, Florida, in the estimated amount of $425,000 for PeopleSoft Human Resource Management System consulting services for the contract period June 18,1999, through December 31, 1999, and that the appropriate officials be authorized to execute same. The motion was duly seconded. Commissioners Johnson, Clark and Hart voted “Aye”; Commissioner Hooper voted “Nay.” Motion carried. ITEM #24 - Contract to PC University Distributor, Inc., computer equipment, estimated $74,500 and Wareforce, Inc., software, estimated $126,014, Microsoft Office upgrade, total estimated $200,514 (IT) Purchase of equipment and software will permit those without the current version of Microsoft Office to be upgraded to the version on newer City computers. The upgrade will extend the useful life of computer equipment at the Municipal Services Building, City Hall, Police, General Support Services, and Water Pollution Control. Purchase of the Microsoft Office Suite upgrade will permit approximately half of the City's computers to be upgraded to the new Office 2000 product at no additional cost after sufficient industry testing is completed. A project needs to be established for future standard upgrades of software and computer equipment replacement. Future programs will be performed in a single engagement, instead of aggregate projects. Commissioner Hart moved to award a contract to PC University Distributor, Inc. of Long Island City, New York, for the purchase of computer hard drives and memory, at an estimated cost of $74,500 being the lowest and most responsible bid submitted in accordance with specifications; and to Wareforce, Inc., of El Segundo, California, for the purchase of computer software at an estimated cost of $126,014 in accordance with City Code 2.564(d), other governmental bids, and that the appropriate officials be authorized to execute same. The motion was duly seconded and carried unanimously. ITEM #25 - Joint Project Agreement with Pinellas County for utility installation by roadway contractor during construction of Gulf Blvd./SR 183-A from southern city limits to Clearwater Pass, estimated $824,986.50 (PW) Pinellas County has designed the roadway widening of Gulf Boulevard between the southern City limits of Clearwater and Clearwater Pass. Construction is scheduled to begin in August 1999. This roadway widening will require relocation or adjustment of the City's water, sanitary sewer, and natural gas mains and appurtenances within the project limits. The Engineering Department and CGS (Clearwater Gas System) have coordinated the design for these utility accommodations with Pinellas County. The County will receive bids for the roadway widening and utility relocation work and award a bid to the low bidder. Amounts listed are based on the engineer's estimate. Exact costs will be determined by the contractor's bid. Pinellas County will competitively bid the project. Breakout of the $824,986.50 estimate: 1) water line relocation - $493,839.15; 2) sanitary utility relocation - $151,984; and 3) gas line relocation - $179,163.35. The City will be advised of actual contract bid costs and can reject them if excessive. This is unlikely as the cost savings of this arrangement are so great (restoration, traffic control, surveying, and construction management) the likelihood of an unacceptable price is small. Commissioner Hooper moved to approve the City/Pinellas County Joint Project Agreement for Utility Installation by roadway contractor during construction of Gulf Boulevard/SR 183-A from the southern City limits of Clearwater to Clearwater Pass at an estimated total cost of $824,986.50 and that the appropriate officials be authorized to execute same. The motion was duly seconded and carried unanimously. ITEM #26 - Other Pending Matters - None. CITY ATTORNEY REPORTS ITEM #27 - Res. #99-24 - Declaring those Non-Ad Valorem Assessments established by Res. #95-70 and as more particularly described in exhibit to this resolution (Sand Key Power Line Burial - Payments received 9/1/98-4/30/99) as satisfied and released; providing for copy of this resolution to be forwarded to Property Appraiser, Tax Collector, and Florida Department of Revenue The City Attorney presented Resolution #99-24 and read it by title only. Commissioner Hooper moved to pass and adopt Resolution #99-24 and authorize the appropriate officials to execute same. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #28 - Res. #99-31 - Supporting the Local Mitigation Strategy developed for Pinellas County and recommending adoption by the Board of County Commissioners The City Attorney presented Resolution #99-31 and read it by title only. Commissioner Johnson moved to pass and adopt Resolution #99-31 and authorize the appropriate officials to execute same. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #29 - Res. #99-32 - Regarding release of certain rights to the property known as The Oak Bluffs parcel; authorizing signature The City Attorney presented Resolution #99-32 and read it by title only. Commissioner Hooper moved to pass and adopt Resolution #99-32 and authorize the appropriate officials to execute same. The motion was duly seconded and upon roll call, the vote was: "Ayes": Johnson, Clark, Hooper, Hart and Aungst. "Nays": None. ITEM #30 - Other City Attorney Items Attorney/Client Session The City Attorney requested an attorney/client session regarding Johnson versus the City be scheduled for August 2, 1999, at 9:00 a.m. Consensus was to so schedule. ITEM #31 - City Manager Verbal Reports The City Manager reported June 23, 1999, marks his second anniversary with the City. ITEM #32 - Other Commission Action Commissioner Clark requested a letter be written to FDOT (Florida Department of Transportation) Secretary Barry requesting an incentivized contract be used for the Drew Street/US 19N overpass. Consensus was to do so. Mayor Aungst congratulated the City Manager for receiving the Picot B. Floyd Public Service Leadership Award. Mayor Aungst questioned if the Commission supported bringing forward an ordinance to increase fines for handicapped parking violations. Consensus was to do so. ITEM #33 - Adjournment The meeting adjourned at 10:59 p.m.