07/28/2020 Council Work Session Meeting Minutes July 28, 2020
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
m
Meeting Minutes
Tuesday, July 28, 2020
9:00 AM
Special Meeting / Virtual / Budget
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes July 28, 2020
To ensure public safety and comply with the Governor's Safer at Home order in response to the
COVID-19 virus, the Clearwater City Council will hold a public meeting on Tuesday, July 28, 2020 at
9:00 a.m. using communications media technology.
Pursuant to Executive Order No. 20-69, issued by the Office of Governor Ron DeSantis on March 20,
2020, municipalities may conduct meetings of their governing boards without having a quorum of its
members present physically or at any specific location, and utilizing communications media technology
such as telephonic or video conferencing, as provided by Section 120.54(5)(b)2, Florida Statutes.
Roll Call
Present 5 - Mayor Frank Hibbard, Vice Mayor David Allbritton, Councilmember
Hoyt Hamilton, Councilmember Kathleen Beckman, and
Councilmember Mark Bunker
Also Present: William B. Horne II — City Manager, Micah Maxwell —Assistant City
Manager, Michael Delk—Assistant City Manager, Pamela K. Akin City
Attorney, and Rosemarie Call — City Clerk.
To provide continuity for research, items are listed in agenda order although not
necessarily discussed in that order.
1. Call to Order— Mayor Hibbard
The meeting was called to order at 9:00 a.m. using communications
media technology.
2. City Manager
2.1 Budgetary Impact of Police Body Camera Program
At the Council Meeting on July 16, 2020, Council discussed the potential costs
and benefits associated with a police body camera program. The Council
decided to have additional discussion about the financial costs and budgetary
impact of a police body camera program at the Special Work Session on the
budget occurring on July 28, 2020.
The estimated costs of a police body camera program are as follows:
EQUIPMENT COSTS: $215,306
200 BWCs (Axon 3) x 699.00: $139,800
25 Chargers: $35,506
Uniform modifications: $40,000
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Council Work Session Meeting Minutes July 28, 2020
SOFTWARE COSTS: $346,250
Initial 200 Pro Axon Licenses/Additional costs: $346,250
PERSONNEL: $68,907
Senior Police Records Clerk (New Position required for public records
inquiries/SAO requests): $43,907
Upgrade existing corporal position to Sergeant position to supervise program:
$25,000
Total Year One: $630,463 (Does not include computer, etc.)
Estimated Reoccurring Total Years 2-5: $474,507 (Does not include
increases in personnel expenses)
Recommended funding sources include using Federal Forfeiture Fund for the
hardware equipment, and general fund and general fund reserves for the
remaining costs.
APPROPRIATION CODE AND AMOUNT:
$175,306 from Federal Forfeiture Fund.
$569,856 general fund and general fund reserves as proposed in attachment.
Police Chief Daniel Slaughter said at their July 26 meeting, Council
requested staff identify potential funding sources and budgetary impact.
The item originally presented to Council included adding a Case
Sergeant to conduct audits and monitor the program. After analyzing the
department, staff identified an existing position that could be upgraded,
which will provide a $95,000 savings. He said many of the expenses
associated with the body cameras can be paid through the general fund
and general fund reserves.
Budget Manager Kayleen Kastel said staff provided Council an outline of
identified savings in the proposed budget and one-time costs in next
year's budget that will offset future costs. The City's preliminary property
values were lower than the final values that will be adopted in September,
which will offset this increase. The North Greenwood CRA was budgeted in
the Economic Development as a one-time cost for a study planned next
year, staff is not sure the study will occur in 2020. Ms. Kastel said staff
anticipates the study will be conducted by 2022, providing a $50,000 cost
savings in the proposed budget. She said $95,000 has been reassigned for
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Council Work Session Meeting Minutes July 28, 2020
the position upgrade the Chief mentioned.
In response to questions, Ms. Kastel said the reserve balance is
approximately 14% above minimum reserve, $25 million above the 8.5
excess. Assistant City Manager Micah Maxwell said FSBDC stands for
Florida Small Business Development Center and is a county program.
Economic Development and Housing Director Denise Sanderson said
the City has an annual interlocal agreement with FSBDC through the
Pinellas County Economic Development Department for$30,000 annually to
provide support services in the Clearwater marketplace. At this time, it is
not known how the COVID pandemic will impact that program as it
depends on face-to-face settings. Ms. Sanderson said staff is confident
that they will be able to provide services through the SPARK, the FSBDC
is a part of the network. The funds earmarked for the North Greenwood
CRA study were earmarked for fiscal year 2021 in anticipation of
developing a CRA plan, staff has reached to the County about a
contribution to the plan since County Commissioner Ken Welch is
spearheading the effort. Mr. Maxwell said the North Greenwood CRA
study expenditure will be a one-time expenditure out of general fund
reserves. Chief Slaughter said the costs associated with the uniform
adjustment will cost approximately$50,000, which is a reoccurring cost
and will be handled with internal funds. Ms. Kastel said the minimum
reserve policy requires the City to set aside 8.5%, which is $12.9 million
for the current year's budget. After using the reserve funds for the body
cameras, staff estimates there will be $25 million in excess of the
required 8.5%, which 16.4% of the current year's budget.
The City Manager said staff will be presenting an agenda item at the next
council meeting.
2.2 Discuss Penny for Pinellas project list and fiscal year 2020/21 preliminary operating and
capital improvement budget.
On March 6, 1997, the City Council adopted Ordinance 6137-97. The ordinance
established the requirement for a special hearing prior to adoption of the capital
improvement budget to discuss the use of Penny for Pinellas tax, and at any
time in which there is any proposed change to the Penny for Pinellas project
funding of$500,000 or more.
The annual public hearing for approval of the project list will be part of the
September 3, 2020 council meeting. The prior year's approved list includes
changes proposed in the preliminary budget. Additionally, staff has provided a
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Council Work Session Meeting Minutes July 28, 2020
document which identifies the scope of each project and gives an update on the
project if one is available.
The preliminary operating and capital improvement budget for fiscal year
2020/21 was released July 1, 2020. The document can be found on the City's
website myclearwater.com, or at the following link
<https://www.myclearwater.com/home/showdocument?id=7819>. Following
the release of the preliminary budget, the City received an update to the tax
valuations which increased city general fund revenues by $105,630. The
statement of revenues and expenditures has been updated to reflect the
change.
In response to questions, Budget Manager Kayleen Kastel said the City
is allowed to amend the Penny for Pinellas list at any time of the year. At
some point the City will need to look at the project list and the total
proposed budget as COVID is expected to impact Penny revenues. The
City Manager said Penny funds are regularly shifted to fund projects with
a higher priority to meet the needs of identified funding sources.
Engineering Director Tara Kivett said staff is evaluating and updating the
cost estimates and life span for the Sand Key Bridge Replacement fund.
Staff estimate a 50-year life span is a very conservative range, it is likely
to be in the 70-80-year range. Ms. Kastel said council priorities change
and staff has shifted funds in the past. For example, the city hall project
was completely removed out of Penny 3 and came back in Penny 4. The
City Manager said the voters approved the Penny List, staff does its
best maintain the list and preserve the funding necessary to accomplish
priorities. Regarding the MLB Training Facilities, staff is in the process of
refining the contributions and will update the estimates soon. Police
Chief Daniel Slaughter said the Penny project list had $5 million as a
placeholder for the Countryside Substation in 2012. The cost of the
facility will be $12 million because it will be a Category 5 facility, there will
be 200 employees who will need shelter. Interim Parks and Recreation
Director Art Kader said the scope for the McMullen Tennis Complex
expansion was reduced because four clay court were installed with other
funds, the tourneys hosted at the Complex create some revenue. The
City of Safety Harbor pays Clearwater$50,000 annually, up to $350,000,
towards renovations at the Countryside Sports Complex, this partnership
is financially assisting with needed renovations as well as providing
sports services for their residents.
Comments were made that the tennis tourneys at the McMullen Tennis
Complex were part of the sports tourism initiative that positively impact
the county bed tax that benefit the residents and that a majority of the
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Council Work Session Meeting Minutes July 28, 2020
Penny funds are generated by tourists.
In response to questions, Marine and Aviation Director Ed Chesney said
the Beach Marina has grown over time and there is a lot of wasted space,-
the
pace,the entire footprint has not been used. Per the survey of what the City owns
in bottomlands, the marina could be pushed to the south. He said some of
the boat slips are larger than what the charters need. The marina will be
redesigned to have slips that suit the boats, which will allow for additional
slips. Mr. Kader said staff has been working with the Boy Scouts to obtain
right-of-way on a small piece of property near Lake Chatauqua Park, the
property is adjacent to Camp Soule Road. Ms. Kastel said $8 million was
designated for Imagine Clearwater in 2017 but the project scope has
grown since and so has the project cost. In 2019, the Downtown Parking
Garage project was eliminated from the list because there were sufficient
funds in the Parking Fund to finance the project, the funds were shifted to
Imagine Clearwater for construction of the park. The $14.5 million
designated for Imagine Clearwater will be used over a 10-year cycle.
The City Manager said during Hurricane Irma, there were significant
sewer overflows experienced by several Pinellas County municipalities.
The County created the Stormwater Task Force and requested
municipalities to use some of their Penny Funds to address wastewater
infrastructure needs. Staff believes that requirement will remain for some
time.
3. City Manager Verbal Reports — None.
4. City Attorney Verbal Reports — None.
5. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2). — None.
6. Closing Comments by Mayor— None.
7. Adjourn
The meeting adjourned at 10:15 a.m.
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City of Clearwater