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08/02/2017 - SpecialWednesday, August 2, 2017 2:00 PM City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 Council Chambers City Council Special Meeting Agenda - Final Special Council Mtg re: Budget August 2, 2017City Council Special Meeting Agenda - Final Welcome. We are glad to have you join us. If you wish to speak, please wait to be recognized, then state your name and address. Persons speaking before the City Council shall be limited to three (3) minutes unless otherwise noted under Public Hearings. For other than Citizens to be heard regarding items not on the Agenda, a spokesperson for a group may speak for three (3) minutes plus an additional minute for each person in the audience that waives their right to speak, up to a maximum of ten (10) minutes. Prior to the item being presented, please obtain the needed form to designate a spokesperson from the City Clerk (right-hand side of dais). Up to sixty minutes of public comment will be allowed for an agenda item. No person shall speak more than once on the same subject unless granted permission by the City Council. The City of Clearwater strongly supports and fully complies with the Americans with Disabilities Act (ADA). Please advise us at least 48 hours prior to the meeting if you require special accommodations at 727-562-4090. Assisted Listening Devices are available . Kindly refrain from using cell phones and other electronic devices during the meeting. 1. Call to Order 2. Citizens to be heard re items not on the agenda 3. City Manager Reports 3.1 ID#17-3722 Provide direction on the fiscal year 2017/18 funding requests from PSTA (Jolley Trolley), Tampa Bay 211 and Neighborly Care Network. 4. Other Council Action 4.1 ID#17-3725 Council discussion of fiscal year 2017/18 preliminary operating and capital improvement budget. 5. Closing comments by Councilmembers (limited to 3 minutes) 6. Closing Comments by Mayor 7. Adjourn Page 2 City of Clearwater Printed on 8/2/2017 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3722 Agenda Date: 8/2/2017 Status: Agenda ReadyVersion: 1 File Type: Action ItemIn Control: City Council Agenda Number: 3.1 SUBJECT/RECOMMENDATION: Provide direction on the fiscal year 2017/18 funding requests from PSTA (Jolley Trolley), Tampa Bay 211 and Neighborly Care Network. SUMMARY: The following agencies have requested funding as part of our fiscal year 2017/18 budget. Staff requests that council approve or disapprove the individual funding requests. PSTA- FY18 Jolley Trolley Beach Route - $217,263 Tampa Bay 211 - $5,000 Neighborly Care Network - $25,000 Page 1 City of Clearwater Printed on 8/2/2017 Cover Memo City of Clearwater City Hall 112 S. Osceola Avenue Clearwater, FL 33756 File Number: ID#17-3725 Agenda Date: 8/2/2017 Status: Agenda ReadyVersion: 1 File Type: Council Discussion Item In Control: City Council Agenda Number: 4.1 SUBJECT/RECOMMENDATION: Council discussion of fiscal year 2017/18 preliminary operating and capital improvement budget. SUMMARY: Councilmember Jonson provided a list of budget topics for review. Page 1 City of Clearwater Printed on 8/2/2017 2017-07-25 17-18 Budget Brainstorming Questions 1. How do we demonstrate that we are being good stewards of the citizens’ money? a. What would demonstrate that we “continuously measure and improve our performance” 2. How do we demonstrate that we are investing in the sustainability of neighborhoods 3. I believe a Clearwater MRF is a poor investment and should be avoided saving about $3 M. 4. Capital a. Does the capital budget provide for: i. Imagine Clearwater 1. Coachman Park 2. b. Downtown revitalization i. Gateway entrances ii. Downtown revitalization 1. Conversion of streetlights to LED 2. Street tree 3. Way finding refresh 4. ULI recommendations c. Why does New Sidewalk Construction stop in 19/20 (page 169) d. Page 186 isn’t shared parking with the Salvation Army a good thing to continue? e. Page 188 Phillies Entrance Sign $150,000 – wouldn’t this be better be spend for a gateway enhancements? f.Page 189 Why do we need to invest another ¼ million in Jack Russell Stadium Improvements g. Are there no investments in kids playground equipment or shade structures at playgrounds? It gets really hot in the summer. h. Are the stormwater projects directly tied to peril of flooding? Haven’t we completed water quality projects? 5. Do we have a program in place to identify and release building square footages. What is the square footage of City buildings over the last ten years? 6. I suggest a policy strategy for the potential expansion of the Homestead exemption. To make it up by a millage adjustment as this was what the legislator’s recommended in the committee discussions. | 1 CITY OF CLEARWATER Process Improvement Highlights: •Complete redesign of the City’s website myClearwater.com •This process engaged all City departments to modernize and refresh all content based on data driven analysis. •The new website utilizes a modern content management system and leverages cloud technology for hosting. | 2 CITY OF CLEARWATER Process Improvement Highlights: •Field deployment of Smart Technology •Converted remaining City issued flip-phones to Smart phone (iPhones) to improve communications with customers. •Tablets have been deployed in various departments to create real-time data sharing environments which increases productivity, data accuracy, and accountability. •Departments include: Engineering & Stormwater, Planning and Development, Public Utilities, Gas, Police, Fire, Solid Waste, General Services, and Parks and Recreation. | 3 CITY OF CLEARWATER Process Improvement Highlights: •Initiated replacement of the City’s financial system •Began the implementation of the Tyler MUNIS financial system, which will result in many improvements in efficiency and effectiveness Citywide due to workflow functionality, electronic documents versus paper, improved reporting, etc. | 4 CITY OF CLEARWATER Process Improvement Highlights: •Increased the use of cameras and diagnostic tools •Completed the installation of 250 surveillance cameras. •Added tools for initial pipe inspections for Public Utilities and Stormwater increasing speed of inspections. •Installed license plate reader technology for parking payments in the North Beach Parking Plaza (Pelican Walk). •Installing cameras on garbage trucks as an added safety feature providing a forward view and monitors driver behavior. •Installed RFID technology on recycling trucks and carts to provide data on recycling participation. | 5 CITY OF CLEARWATER Process Improvement Highlights: •Partnered with Parkmobile •This “parking made simple” offering enables beach and downtown parking customers an alternative to cash and coin via a free mobile app allowing on-line parking space reservations and payments. | 6 CITY OF CLEARWATER Process Improvement Highlights: •Implemented recommendations of the Business Friendly Task Force •Electronic submission for development review applications. •Electronic plans review process. •Deployed tablets for building inspectors enabling field issuance of approvals. | 7 CITY OF CLEARWATER Process Improvement Highlights: •Expanded assigned and take home vehicle program •This reduces line up, loading, and unloading time. Additionally, allowing for more efficient after hours deployments for such events as SWAT call outs and serious traffic crashes to reduce the amount of time of road closure. | 1 CITY OF CLEARWATER Software & System Improvements: •Completed hardware and software upgrades to UMS Cayenta (Utility Billing System) •Initiated migration to Microsoft Office365 (Email, Office applications, and file storage) •Completed implementation of GeoNexus Asset Management Field Mobility Application •Completed a redesign and cloud migration of the website •Completed hardware and software upgrades PeopleSoft (Payroll) | 2 CITY OF CLEARWATER Software & System Improvements: •Initiated a system replacement for the City’s financial system (moving from Aptean-ROSS to Tyler Munis) •Completed upgrades to network storage and network backup systems •Completed replacement of City’s core network switching environment (from HP ProCurve to Cisco) •Completed and upgrade and replacement of the City’s IT Helpdesk management software | 3 CITY OF CLEARWATER Software & System Improvements: •Initiated implementation of Microsoft Dynamics for Clearwater Gas (in progress) •Initiated server hardware and software upgrades to Kronos Time Keeping system (in progress) •Initiated hardware and software upgrades to LaserFiche document management (in progress) •Completed upgrades and enhancements to Accella Automation Software and Public Portal | 4 CITY OF CLEARWATER Software & System Improvements: •Completed hardware and software upgrades to David System (Risk Management) •Completed installation of 250 surveillance cameras •Completed installation of approximately 7-miles of fiber optic cable | 5 CITY OF CLEARWATER Planning and Development: •Payment procedures in permitting have been reconfigured. •Redesigned phone system coverage in permitting. •Now provide all electronic plan submittal for plan review. •Now provide all electronic application for development review. •Reorganize staff responsibilities in Code Compliance which has increased field staff numbers. •Eliminated courtesy notice in compliance process. | 6 CITY OF CLEARWATER Public Utilities: •Implemented new acoustic diagnostic tool (SLRAT) which increases the speed of sewer inspection. •Implemented Hach WIMs plant operation and administration software at water reclamation facilities. •Upgraded water clarification process equipment at the East Plant water reclamation facility (WRF). •Upgraded programmable logic controllers (PLC) at two WRFs •Initiated design of upgrades to chlorine feed system control at reclaimed water booster pump stations (in progress) | 7 CITY OF CLEARWATER Engineering: •Converted City parking information and maps, road closures, and annexation agreements to Arc GIS online. •Installed new state-of-the-art controllers on traffic signals. •Teamed with Parkmobile to provide on-line parking space reservations and payments. •Installed license plate reader technology for parking payments in the North Beach Parking Plaza (Pelican Walk). •Continuing conversion of all parking meters to smart meter technology, continued upgrades to new technology | 8 CITY OF CLEARWATER Engineering: •Provided Microsoft tablets for all Engineering Inspectors to provide the ability to review plans, and enter daily reports and photos while in the field. •Purchases a camera with telescopic zoom technology for stormwater maintenance staff to inspect pipes without the need to mobilize the large camera truck. | 9 CITY OF CLEARWATER Parks and Recreation: •Converted amenities inventory (i.e. picnic tables, benches, fences) to a web based GIS inventory system. •Provided smart phones to field supervisors which provided the ability to complete additional tasks while in the field. •Installed smart TVs in conference rooms to assist in training and meetings with external customers. | 10 CITY OF CLEARWATER Economic Development: •Installed smart TVs in conference rooms to assist with meetings and reduce paper consumption. •Licensure of mySidewalk which provides access to virtually all public data. •Training and use of HUD portal for online submittal of reports. Provides enhanced interfaces which reduce staff time and document production costs and errors. •Upgraded to copier/scan/fax machines. •Use Adobe Pro software to assist with document creation. | 11 CITY OF CLEARWATER Library: •Implemented ScheduleBase, a cloud-based scheduling program which provides staff easy access to schedules. •Implemented PITS, a cloud-based security program which allows access and input to incidents from anywhere. •Implemented LabAgenda, a cloud-based equipment management program. •Outsourced most routine custodial tasks, and purchased two robot vacuums to free up custodial staff to concentrate on public areas and assist with program setup. | 12 CITY OF CLEARWATER Library: •Established a 4-hour time limit on public internet computers and a “term of service’ layer on the wireless network to relieve bandwidth usage and provide higher speed. •Installed Smart TVs in some public and library meeting rooms to facilitate presentations quickly and efficiently. •Continue to utilize RFID technology to streamline staff workflow and customer service. | 13 CITY OF CLEARWATER Finance: •Distribute monthly reports to departments electronically versus paper. •Automated bank reconciliation process via the use of technology. •Created an automatic upload process for large journal entries eliminating hours of manual data entry. •Worked with the Marina to create an automated upload of Marina cash receipts into Ross saving many hours of data entry. Similar projects in process for Library and Parking. | 14 CITY OF CLEARWATER Finance: •Revised the process for producing retiree 1099s at year-end, eliminating the need for a consultant’s assistance. •Implemented automated medical bill payments of Risk claims with vendor Corvel, as approved by Council. •Hired Workers Comp 3rd party administrator to assist with complex claims resulting in a cost savings. •Implemented NavRisk claims management software. | 15 CITY OF CLEARWATER Police: •Smart phones issued to supervisors allowing more efficient in-field information sharing, access to TRITECH call activity, and access to GPS locations of PD vehicles for deployment. •Implemented 12 hour shifts in District 1 creating an incrase of available personnel without FTE increase. •Expanded assigned and take home vehicles reducing lineup, loading and unloading time; and allowing for more efficient after hour deployments for events such as SWAT, and serious traffic crashes. | 16 CITY OF CLEARWATER Police: •Upgraded crime analytic software (ACCURINT); now providing real time access to all available call data, warrants, chronic offenders, CADS data and police report data. •Expanded PCSO agreement to allow CI Division access to inmate phone call system saving travel time to the jail. •Upgraded composite software and photograph enhancement to Facelogics resulting in increased speed, efficiency and professional appearance of suspect composites. | 17 CITY OF CLEARWATER Police: •Replaced eCitation and eCrash reporting software with collaborative product with PCSO to provide integration with state shared programs and save $39k in recurring costs. •Implemented ruggedized tablets for the Bike and Beach Teams to more efficiently process citations and arrests. •Provided AEDs for certain beach personnel who potentially encounter persons suffering from cardiac issues on the beach. | 18 CITY OF CLEARWATER Police: •Provided trauma informed investigation techniques training to all department personnel through the Florida Council Against Sexual Violence with the goal to increase the percentage of successfully prosecuted sexual assault cases. •Purchased NALOXONE kits for key personnel and trained all officers on NALOXONE use to rapidly treat opiate overdoses. •Increased utilization of online citizen completed police reports by 23.5% citizens from 2015 to 2016. | 19 CITY OF CLEARWATER Internal Audit: •Employed risk assessments on every engagement / assignment. •Recommended customer departments / divisions audited to consistently use best practices, and revisit and revise department’s policies. | 20 CITY OF CLEARWATER Clearwater Gas System: •Implementing Microsoft Dynamics CRM (Customer Relationship Management) software. This online, cloud- based system will allow processing customer orders in the field by using tablet computers. This paperless solution will allow CGS to electronically dispatch orders to field employees, greatly enhancing efficiency & accuracy. The project will also a create a database for our Key Customer gas accounts, Builder/Developers and other Industry contacts that are essential to the growth of our gas system.