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03/27/1989CLEARWATER DOWNTOWN DEVELOPMENT BOARD March 27, 1989 Members present: Tyler Grady, Chairman Tom Thompson, Vice-Chairman (arrived 5:37 p.m.) Charles Finegan, Member Mary Vaughn, Member C. David Carley, Member (arrived 5:39 p.m.) Terry Flowers, Member Rita Garvey, Ex-Officio Member Absent: John Homer, Member Lee Regulski, Ex-Officio Member Also present: Michael Wright, Assistant City Manager, Public Services Paula Harvey, Acting Planning and Development Director Cynthia E. Goudeau, Secretary to the Board Guests: Mr. and Mrs. J. Arlos Ogg Lee Cusack, First Church of Christ, Scientist Helen Wheelis, Lee Arnold and Associates Teresa Burney, St. Petersburg Times Milo Vega, Swisher Cigar Company Lee Arnold, Lee Arnold and Associates Milton A. Galbraith, City Attorney The Chairman called the meeting to order at 5:31 p.m. and the following items were discussed: Item I - Minutes A. January 30, 1989 meeting Mr. Flowers pointed out that on page 3, under Item #7, second paragraph, it was Mr. Homer who asked for discussion on the item regarding use of CRA funds for staff support, not Mr. Flowers. B. February 27, 1989 meeting The City Clerk pointed out that on page 9, second paragraph, 3rd line, 3rd to the last word should be offer not officer. Mary Vaughan moved to approve the minutes as corrected. The motion was duly seconded and carried unanimously. Item II - Approval of Financial Statement Mr. Finegan stated he has examined the reports and the proper audit trail is produced. He questioned the expenditure of $2,400 for promotion, and it was stated this was the ad that was placed in the Pinellas County Focus Edition. Mr. Finegan moved to approve the Financial Statement. The motion was duly seconded and carried unanimously. Mr. Thompson arrived and reported that the ad would be appearing in the Pinellas County Focus Edition in the 3rd or 4th week of April. He stated he had changed the address for the Downtown Development Board and had increased the size of the word Downtown at the top of the ad. He stated it should reach a circulation of 22,000 - 12,000 corporations and 10,000 commercial real estate brokers. Item III - Old Business A. Focus Group Report Lee Arnold, Chairman of the Community Redevelopment Agency's Promotional Committee, stated they have gone out for Requests for Proposals from ad agencies to produce a campaign for the promotion of downtown. He stated the City will be coordinating the selection of the frontrunners and the Promotional Committee will meet to make the selection. The Community Redevelopment Agency will formally approve the contract. $90,000 are left for use during FY '88/89 and he requested the Downtown Development Board consider allocating a portion of their budget to this promotional campaign. Discussion ensued regarding how the Downtown Development Board monies can be used differently from CRA funds, and that CRA funds must be used to benefit the whole area and not for particular entities. It was stated the Downtown Development Board could use its funds for such things as receptions for new developers in the area and to advertise specific developments. Concern was expressed that some monies should be dedicated to the Downtown Clearwater Association. In response to a question Mr. Arnold indicated they did not have a figure in mind but the ad agency would be told how much was available and that is what would be spent on the campaign. Concern was expressed that there should be some discretionary funds available for the DDB. It was reported there is an unemployment claim of $4,000 from the former secretary. Mary Vaughan moved to allocate $30,000 to the Community Redevelopment Agency promotional activities. The motion was duly seconded and carried unanimously. B. General Discussion regarding the Florida Sunshine Law M.A. Galbraith, Jr., City Attorney, handed out information regarding the Florida Statutes on the Sunshine Law and Public Records. A question had been raised regarding whether or not there was a conflict with Downtown Development Board members serving on the CRA Promotional Committee. The City Attorney explained that for public records, any records created are subject to the law and open for inspection, and that letters and documents should be filed with the City Clerk. He reported regarding the Sunshine Law that any time two or more members of the Board discuss business, it is considered a public meeting and notice to the public is necessary as well as compilation of minutes. He stated that committees and subcommittees must also notify the public of their meeting; if two or more members serve on another agency, there must be notice to the public. The Board can not give one member authority to negotiate and come back to the Board with a recommendation. In response to questions, the City Attorney indicated the Sunshine Law applies to ad-hoc committees and that a committee of one is possible as long as that one member does not tell other members other members' positions. He stated the only safe poll is regarding setting a board meeting date. In response to a question, he indicated the members are not required to keep their own files of records as long as the custodian (City Clerk) has them. C. Update on Various CRA projects Michael Wright reported there has been an agreement reached regarding the sale of the Bilgore property to H&G Structures. He outlined the conditions of that sale. Concerns were expressed regarding the City selling the property for less than it had paid for it. It was indicated the City bought the property when it was zoned commercial, and is selling it for a residential use. Michael Wright reported negotiations are continuing with Mas One but they are not complete. He stated all documents have been signed for the Sidewalk Streetscape program and there is a imminent start date. In response to a question, he indicated the hearing regarding the redesignation of S.R. 60 has been set for late June with a site to be determined. It was stated the redesignation issue should be separate from the parking on Cleveland Street issue. The Acting Planning and Development Director, Paula Harvey, was questioned regarding for what purposes CRA funds can be used. Ms. Harvey reviewed the history of the establishment of the Community Redevelopment Agency and stated the agency is obligated to spend its money in accord with the approved RTKL plan. She stated they are precluded from spending it on construction of administrative buildings for government, police or fire, for publicly owned capital improvement projects or for general government operating expenses outside the CRA district. She stated the funds can be used for funding the CRA promotional activities. Ms. Harvey reported that a consultant had updated the plan, however it has never been officially adopted. In response to a question, she indicated the County Commission still has approval authority over the City's plans. IV - Board comments Mr. Finegan indicated satisfaction with the exchange of information that is occurring between the Downtown Development Board and City staff. Mr. Flowers indicated although subcommittees would have to abide by the Sunshine Law, the DDB still has the ability to appoint members to subcommittees to gather information. It was stated this would be agendaed for the next meeting. Mr. Flowers requested a presentation by the Downtown Clearwater Association regarding request for funds be agendaed. The City Clerk requested direction regarding the meeting in May as the last Monday of that month is the Memorial Day holiday. Mr. Flowers moved to establish the meeting date for Monday as May 22nd. The motion was duly seconded and carried unanimously. The meeting adjourned at 6:55 p.m.