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05/16/1994 - 2:49 PM CITY COMMISSION SPECIAL MEETING CAPITAL IMPROVEMENT PROJECT (CIP) SESSION May 16, 1994 The City Commission of the City of Clearwater met in special session at City Hall, in Chambers, Monday, May 16, 1994 at 2:49 p.m., with the following members present: Rita Garvey Mayor/Commissioner Fred A. Thomas Vice-Mayor/Commissioner Richard Fitzgerald Commissioner Sue A. Berfield Commissioner Arthur X. Deegan, II Commissioner Also present: Elizabeth M. Deptula City Manager Kathy S. Rice Deputy City Manager William C. Baker Assistant City Manager Tina G. Wilson Budget Director Cynthia E. Goudeau City Clerk The City Manager reviewed the previous Capital Improvement Project (CIP) session of April 27, 1994. She presented information regarding available funds still to be allocated for Capital Improvement Projects. Commissioner Fitzgerald stated this was still somewhat misleading in that the money listed under infrastructure tax, $7,000,336 is available for the life of the tax. Ms. Deptula indicated this is an anomaly and the cash resources do not match the expenditures. Mayor Garvey questioned if the funds could be allocated. Ms. Deptula indicated they could. She stated there is a total of $17,182,500 available for allocation. Mayor Garvey questioned if this was over the five year Capital Improvement Program. Ms. Deptula indicated these funds are available for next year. Commissioner Deegan questioned funding the settlement of the pension suit should such a settlement be reached. Ms. Deptula indicated those funds would be from the insurance fund. Ms. Deptula indicated the Commission had decided on an alternate way of considering some projects. The first category of projects are those that are sure to be part of the CIP. The second category of projects are the ones that are not quite jelled enough but are being considered. In order for them not to escape attention they are going to be included in what will be called, "the blue pages." Commissioner Thomas questioned if these projects were to be prioritized. The Mayor indicated the prioritization should not occur until everything is reviewed. Commissioner Deegan stated early pay off of the parking bonds was another program that could be included in the blue pages. Mayor Garvey questioned why this would be desirable. Ms. Deptula indicated there is almost enough cash to pay off the bonds. She stated new bonds could then be issued or, some areas in the parking system could be made free. She stated staff would want to do further study prior to a recommendation. Commissioner Deegan recommended including this in the blue pages. Ms. Deptula indicated parking on the beach is a different issue as those revenues subsidize other operations. She stated she would recommend continuing the parking fees on the beach. Commissioner Deegan questioned if the Memorial Causeway PD&E study should be in the blue pages as it is still conceptual. Mayor Garvey questioned how that would impact the allocations. The City Manager indicated this project is currently in the '95-'96 CIP. It would be taken out and the allocation added to the funds available. Commissioner Thomas felt the Memorial Causeway Bridge should not wait for a PD&E study and State construction of the bridge. He suggested the placement of a 25 cent toll on a new bridge would allow the City to pay off the bridge quickly and the bridge could be under construction within 12 months. He felt the $850,000 for the PD&E study was a waste. Commissioner Fitzgerald expressed concerns that study of the bridge would be delayed if the monies are not included in the white pages of the CIP. Commissioner Thomas pointed out the Police Station was not in the CIP last year and now it is. He stated the funds allocated in out years are not chiseled in granite. Commissioner Fitzgerald still felt the project would be accorded a higher priority if it was in the white pages rather than the blue pages. Commissioner Thomas questioned if the PD&E study would have to be done if the City built the bridge. Mr. Baker indicated the PD&E study would not be required, however, the road would have to be obtained from the State as it is currently a State Road. Ms. Deptula indicated if the Commission desired to keep the funds for the PD&E study, the project should remain in the white pages. Commissioner Fitzgerald questioned for what it would be used if it were in the blue pages. Ms. Deptula indicated the funding would be available for other projects. Commissioner Fitzgerald stated that was his concern because he was afraid the money would be used for something else and would not be available for this project. Commissioner Berfield stated if $850,000 is spent next year for the PD&E study, it would still be ten years before the bridge is constructed. Mr. Baker indicated the PD&E study is part of the ten year scenario for construction of a new bridge. Commissioner Berfield questioned if the PD&E study was moved to FY '96-'97 if it would still be part of a ten year plan. Mr. Baker indicated it would then lose a year. He stated the PD&E study is needed and then a few months later, a feasibility study would be done. Commissioners Berfield, Garvey and Fitzgerald agreed the PD&E study for Memorial Causeway bridge should remain in the white pages. Commissioners Deegan and Thomas did not. Marina Department The City Manager indicated the Marina Department CIP is essentially a maintenance of effort. Commissioner Thomas questioned if existing personnel would operate and what revenue would be generated by the Island Estates Marina. Bill Held, Harbormaster, indicated his concern is the ability to have a 100% occupancy. He stated several years ago when the proposal was made, the scenario was that 100% occupancy would pay the debt on the construction. The facility would be un-staffed and Marine Department personnel would actually build the marina. Commissioner Deegan questioned the existence of a waiting list. Mr. Held indicated this was deceiving as the individuals are waiting for particular slips in the existing marina. He stated a concern that has arisen regards construction and that the State is indicating they will not permit wood pilings. He stated Marina staff cannot install concrete pilings. In addition, the cost would increase. A consultant has been hired regarding assistance in obtaining the permits. However, this project is on a six-month hold as additional research is being done. Commissioner Thomas felt the scheduling of the marina was poor unless Dunedin Pass is opened. He felt it could be pushed out a year. Consensus of the Commission was to move the Island Estates Marina out one year. Commissioner Deegan questioned there being nothing in the CIP for Dunedin Pass. Ms. Deptula indicated the existing funds are in Marina facilities. Commissioner Deegan questioned if some funds should be set aside for Dunedin Pass. Ms. Deptula indicated $180,000 has been set aside. Consensus was to add Dunedin Pass to the list of unfunded projects. Commissioner Fitzgerald questioned if there was a difference between dock replacement and repair and bridge, docks, and seawalls. Mr. Held indicated docks and seawalls are part of the Public Works Department. Dock replacement and repair is the marina. Commissioner Thomas returned to the subject of Dunedin Pass and stated $300,000 was set aside several years ago to be used for obtaining the permit. He stated $400,000 will be necessary if this goes to litigation. He felt funds were needed for permitting as well as dredging. Commissioner Deegan agreed funds were needed for permitting, dredging and yearly maintenance. General direction was to place $1.5 million in the Dunedin Pass project and list it with the unfunded projects. Motor Pool Ms. Deptula indicated the Motor Pool CIP is standard replacement. Commissioner Deegan noted recent agenda items have indicated the City is paying more than it should. He questioned if the City was trying to get into the beginning of a model year. Ms. Deptula stated this was dealt with by the change in policies by the Commission at a recent meeting which will allow the City to use the State contract and streamlining the purchasing process. She indicated there is standard funding for Building Maintenance & Repair. Commissioner Thomas questioned what would happen if the roof goes bad or an air conditioner breaks at the City Hall Annex. Commissioner Deegan suggested anything installed there should be moveable. Ms. Deptula indicated in emergency situations, staff would deal with it and rearrange priorities. Geographic Information System Commissioner Fitzgerald requested cooperation with the County regarding a geographic information system (GIS). Ms. Deptula stated a group of City employees is working closely with the County and this will be coordinated. Mr. Baker said the County and the City will be working together and what is being discussed is a system neither entity has. He assured the Commission the City would not go off by itself. Terry Jennings, Chief Engineer, stated the County is further along in its study, however, they do not have a true GIS system. Commissioner Thomas questioned if this was a combination of hardware and software. It was indicated it is. Commissioner Thomas questioned if the City would be a full part of the County system or would just be "holding hands." Mr. Jennings indicated both situations would occur. Commissioner Deegan expressed concerns as he felt the heart of the system was the data base, all of which the County has. Mr. Jennings said the County has a data base, however, additional data bases will be added in levels. An example he provided was the Police Department may have crime scene data for which the County has no use. Commissioner Thomas felt if the job is done correctly, the GIS system with the County would be similar to the traffic system, in that the City of Clearwater is an arm of that system. Mr. Baker expressed concerns that the County program would not provide all of the information the City wanted. He indicated the systems will share things, but the City will not just view the County's data. Commissioner Deegan indicated his concern was regarding duplication of data and equipment. Mr. Baker indicated the City system will be connecting with the County's as well as other GIS systems. Parks and Recreation Computer Upgrade Commissioner Deegan questioned why $100,000 has been added to the Parks & Recreation computer project. He expressed concerns that the only new equipment to be added was $8,000 worth of equipment at the new Countryside Recreation Center. Jeff Harper, Director of Administrative Services, indicated Parks & Recreation is phasing out their 286 computers which will no longer run standard City software. Ms. Rice stated additional information will be provided to the Commission. City Clerk Department - Optical Disk System Commissioner Thomas questioned the optical disk system proposed for the City Clerk Department. He questioned the capacity of the system to handle all of the City's document filing. The City Clerk indicated all the detail has not been worked out regarding the system and the project has been pushed out a year to allow for additional collection of data. She indicated the goal was to eliminate as much paper production as possible and that all official documents such as agenda items, minutes, and other information practical to place on the system are planned to be accommodated. Commissioner Thomas felt it was necessary to know the amount of paper generated in a year to determine the best system. Ms. Goudeau indicated that is the type of information currently being collected. She reported the project has been delayed to further review the technology and the City's overall computer plans. Ms. Deptula reminded the Commission they are not approving the Capital Improvement Project document today but are here to give direction to the management team regarding what is to be included in that document. Financial System Upgrade Commissioner Thomas questioned why the cost increased from $36,000 to $66,000. Ms. Wilson indicated previously operating costs had been included in the operating budget versus the CIP budget. She stated all costs have been pulled into the project. Payroll/Human Resources System The City Manager pointed out that research was continuing regarding out-sourcing the payroll system. She stated an RFP will be developed which will ask for several options regarding out-sourcing or providing software to handle it in-house. Telephone System Replacement Commissioner Thomas questioned if staff was looking at a new program for the telephone system. Ms. Deptula indicated all options were being considered. Commissioner Fitzgerald questioned if this would include fiber optics. Ms. Deptula stated it would include all of the latest technology available. Clearwater Municipal Services building Commissioner Fitzgerald questioned the project showing $700,000. He stated that is not the total cost. Ms. Deptula agreed, indicating in the current budget, there is $10.8 million. The most recent estimate for the building totalled $11,000,500 and, therefore, it is necessary to add the $700,000 to the project. Airpark Master Plan Improvements Commissioner Deegan questioned the source of the indicated grant. Ms. Deptula stated it would be a federal grant. Commissioner Deegan questioned the impact of the proposed hangers on the Airpark's ability to be self-sustaining. Bob Brumback, Assistant Director/Utilities, indicated the hangers will make the Airpark self-sustaining. He also reported an expense reduction program has been in place as well. Commissioner Deegan stated if these funds are appropriated, when it comes time to actually allocate them, he will be asking what it will do for the Airpark's bottom line. Commissioner Thomas indicated he also had the same concern that there should be a return on the investment. Ms. Deptula pointed out that the Airpark had been an Enterprise Fund at one time. However, when it was recognized that it would not break even, it was placed back in the General Fund. Commissioner Deegan pointed out the Commission had discussed trying to get it back into the status of an Enterprise Fund. Mr. Brumback stated that was his goal. Commissioner Deegan questioned why the funding had been changed from internal borrowing. Ms. Wilson indicated previously, the money was needed up front. This time, the funding can be spread out. Public Works Commissioner Deegan questioned how much of the $619,000 from last year's storm water quality project had been used. Tom Miller, Assistant Public Works Director Environmental, stated only $2,000. Ms. Deptula reported there is balance of $1.8 million for use. Commissioner Deegan pointed out there is a request to add additional funds. Mr. Miller stated there have been discussions regarding maintaining funds for the purchase of lands as well as the watershed management program. He stated the five year plan was brought to the Commission in July and projects have been moved forward. Commissioner Deegan questioned if there were sufficient projects to use up the $1.8 million from last year plus the $2.62 million being requested for this year. It was indicated that $1.3 million has been withdrawn by the Southwest Florida Management District. Mr. Baker stated the amended five year program will be brought forward which will include the mid-Pinellas watershed management plan as well as other projects to address storm water runoff issues. Commissioner Thomas stated he did not understand why the Downtown lake was not included with the storm water quality improvement project. Mr. Baker indicated while technically there was no difference, the lake was extra ordinary and a large enough project to have its own project number. Stevenson's Creek Capital Improvement Project Commissioner Fitzgerald pointed out there is no more lining to be done. Mr. Baker indicated old verbiage was included in the project description. Commissioner Thomas questioned the entire project being $3.6 million. Paul Nystrom, Public Works Controller, stated that figure includes this $2 million. Commissioner Deegan felt the Downtown lake project should be included in the Blue Pages. Mayor Garvey recommended keeping the first $100,000 in the current CIP in order to fund needed studies. She agreed the remainder of the project could be placed in the Blue Pages. Commissioner Deegan questioned how much property would be needed for this project. He stated when initially proposed, 15 acres was the figure presented. The Environmental Advisory Committee is now discussing 45 acres. Mr. Miller indicated the lake will be placed within a 45 acre boundary. The actual size of the lake will be no more than 19 acres. Commissioner Deegan questioned if $100,000 would be spent on the feasibility study. Commissioner Thomas felt the project could pay for itself if done properly. He felt enough property should be maintained around the lake to offer for development. He stated he was willing to committing the $100,000. Commissioner Deegan stated he did not mind committing the $100,000 but wanted to know on what it was to be spent. Commissioner Deegan felt a higher priority should be a reclaimed water system. Mr. Baker stated the reclaimed water system could not be done as a self-sustained Enterprise Fund. Ms. Deptula indicated staff could research how other cities are providing a reclaimed water system and determine if the City of Clearwater could do the same. Commissioner Thomas requested the study be broader than just a reclaimed water system. He suggested lakes could be interconnected and reclaimed water could be filtered through those lakes. Mr. Jennings indicated the Southwest Florida Water Management District and the Department of Environmental Protection are both moving toward requiring the reuse of water. He stated it will be expensive to build the system and it will be necessary to require residents to use the system. Mayor Garvey pointed out there is consideration of not allowing the effluent to be dispensed into the bay. Mr. Baker indicated a feasibility study regarding reclaimed water has been done. He stated the City has been reluctant to build the $65 million infrastructure system required. The question regarding how to charge for the system and whether or not to require its use are issues that are still to be resolved. Commissioner Deegan felt the day had come to put this issue on the front burner and requested staff bring back a series of alternatives. Commissioner Thomas stated staff should have total freedom to bring back the most economical way to deal with the water problems in the area. Commissioner Deegan stated addressing the reclaimed water system was not in the CIP to the degree he would like. Commissioner Thomas suggested the water issues should all be in one package. Commissioner Deegan pointed out most of the expenses regarding the item on the Downtown lake are connected with purchasing land. He felt this should be in the Blue Pages and a new project should be added called, "Alternatives for Water Supply." The Mayor suggested a certain amount of money be left in the current CIP for the Downtown lake. Consensus of the Commission was to include $100,000 in the '94-'95 CIP with the rest of the project for the Downtown lake included with the Blue Pages. Mr. Baker indicated he will bring forward an agenda item regarding a hydrogeologic study to determine how much additional water the City can produce to address some of the water concerns. Commissioner Thomas questioned how many millions of gallons of water a day Clearwater uses. Mr. Baker indicated 16 million. Commissioner Thomas questioned how many million gallons of effluent is disposed of in Tampa Bay daily. Mr. Baker indicated 16 million. Mr. Baker stated one alternative being reviewed is inserting the reclaimed water into the ground which will protect fresh water availability. Commissioner Thomas questioned how much funding would be needed in order to provide the Commission with an answer on the water issue. Mr. Baker indicated there was no lack of funds to find the answers. However, once the answers are provided, significant additional funds will be required. Commissioner Deegan did not feel the funds for addressing the water issue should be in the Blue Pages. He felt there should be a commitment to do something regarding the water supply. Mr. Baker indicated it was felt the City could provide 6 million gallons a day. However, this will require some treatment. He stated this will be part of the study that will be brought forward shortly for approval. Commissioner Deegan expressed concerns regarding the well field development project included in the budget. He felt funding has been identified for the full five years of the project. He stated he did not want to wait for a study for five years. Gardner Smith, Assistant Public Works Director/Infrastructure, indicated the Department of Environment Protection is considering allowing reclaimed water to be placed back on the well fields. He stated this would be less expensive than a whole new reclaimed water system. He also indicated that a reverse osmosis plant is being looked at. He stated options will be forthcoming. Commissioner Deegan stated he was satisfied as long as this accomplishes what is needed. It was agreed that staff would continue to work on how to address the water supply and bring back recommendations to the Commission. The meeting recessed from 4:54 to 5:05 p.m. The City Manager referenced the long range water supply project in the CIP with a total five year expenditure of $12 million. Commissioner Deegan stated the point he wished to make was that the "if" should be taken out regarding whether or not this will be funded. Ms. Deptula indicated this would be written to change the scope of the project. Commissioner Fitzgerald pointed out in regard to this effort, he felt many decisions would be made for the City. It was the consensus the entire CIP regarding water supply needs to be rewritten. It was also pointed out the effluent water distribution system for the Parks & Recreation Department may also need to be rewritten. Morton Plant Pump Station Replacement Commissioner Berfield questioned why the City should pay for Morton Plant's facility. It was indicated this was a location identification. The pump station belongs to the City, not Morton Plant Hospital. Solid Waste Commissioner Deegan questioned why the residential container acquisition needed to increase when recycling should reduce the need for same. Mr. Brumback indicated there will still be twice a week pickup and they have planned for a 10% replacement per year. He stated if it is found this is not needed, it can be scaled back in out years. Commissioner Deegan questioned if the recycling truck had been included in the business plan for the recycling system. It was indicated it had. Gas System Program for the Manufactured Gas Plant Remediation The City Manager pointed out this is being studied and there is no estimate of what the cost will be. Commissioner Thomas questioned why the Maas Brothers renovation was not in the CIP. Ms. Deptula indicated it was now time to address those projects for which funding had not been identified. Mayor Garvey questioned if the Police Headquarters was to be bonded. Ms. Deptula indicated it was originally the Municipal Services building that was to be bonded. She reported the Police Department construction is also bondable. The City can bond one building or both. She said the construction of the Police Headquarters is estimated to be $10.5 million. Mayor Garvey questioned if Ms. Deptula was uncomfortable with the $20 million bond issue. Ms. Deptula indicated she was not, but it needed to be clear there would be a $2 million impact on the General Fund. Ms. Deptula indicated the funding needed for the telephone system is not known at this time. She reiterated the Commission had placed $12 million for the Downtown lake in the Blue Pages. She returned the discussion to the Gas Plant remediation, stating while there are no numbers yet, this project needs to remain in the White Pages. Funding will come from the Gas System. Ms. Deptula indicated the total cost for the Municipal Services Complex would be $23 million. She stated it was possible to bond a portion of that and pay cash for a portion. Commissioner Deegan pointed out half of the cost could be bonded and, thereby, reduce the annual General Fund impact. Commissioner Thomas questioned if staff was working on the numbers for the Bayfront Mart (Maas Brothers) renovation. Ms. Deptula indicated there will be some monies in this year's budget. Mr. Baker pointed out as work continues on the Stein Mart portion of the building, discoveries are being made. He estimated total rehabilitation of the building for the convention center/trade show space would cost $3 to $4 million beyond what is now being done. Commissioner Thomas questioned a total new facade on the exterior. Mr. Baker indicated a facade similar to what was placed on Pierce 100 would cost $300,000. He reported Peter Gozza, Community Redevelopment Agency Director, has indicated there may be some CRA funds available for that better treatment of the facade. Ms. Deptula said if the Downtown Community Room is included in this project, there is a $1.2 million funding source available and $3 million would still be needed. Consensus of the Commission was to add $1 million for payment on the City Hall bond issue and $100,000 for a beach pavilion. Commissioner Thomas referenced his request for a refacing of the Memorial Civic Center. Mayor Garvey felt something also needed to be done regarding the interior of the building. Commissioner Thomas felt both issues could be looked at. It was requested that a Memorial Civic Center project be added with costs to be determined prior to September 1994. Commissioner Deegan requested the East Shore Redevelopment Project be added with $100,000 to get the project underway. He stated $10 million should be placed in the Blue Pages. Mayor Garvey expressed concerns regarding overextending the money available and staff. Commissioners Berfield and Thomas agreed with Commissioner Deegan. Ms. Deptula added the cost of the identified projects and stated there was a total of $15.7 million. The funding available will cover those costs. Commissioner Deegan questioned if funds had been received from the settlement with the Scientologists regarding property taxes. Ms. Wilson indicated settlement funds have been deposited in the bank. Ms. Deptula indicated those properties have always been on the tax roll and the CRA has obtained the tax increment annually. Adjournment The meeting adjourned at 5:39 p.m.