BOOK 52 Page 24001 09/26/02 4:00 P.M. MINUTES OF THE SPECIAL SARASOTA CITY COMMISSION MEETING OF SEPTEMBER 26, 2002, AT 4:00 P.M. PRESENT: Mayor Carolyn J. Mason, Vice Mayor Lou Ann R. Palmer, Commissioners Richard F. Martin, Mary J. Quillin, and Mary Anne Servian, City Manager Michael A. McNees, City Auditor and Clerk Billy E. Robinson, and City Attorney Richard J. Taylor ABSENT: None PRESIDING: Mayor Mason The meeting was called to order in accordance with Article III, Section 9 (b) of the City of Sarasota Charter at 3:58 p.m. City Auditor and Clerk Robinson gave the Invocation followed by the Pledge of Allegiance. 1. CHANGE TO THE ORDERS OF THE DAY - APPROVED CD 3:59 through 4:00 City Auditor and Clerk Robinson presented the following Change to the Orders of the Day: A. Remove under Agenda Item No. IV, Approval Re: authorize the Mayor to send a letter to the Federal Legislative Delegation supporting Transportation Equity Act for the 21st Century (TEA-21 FL) Legislative Recommendations, per the request of Vice Mayor Palmer. Vice Mayor Palmer stated that the understanding is the City has already passed a Resolution to send a letter to the Federal Legislative Delegation supporting Transportation Equity Act for the 21st Century (TEA-21 FL) Legislative Recommendations; and requested the item be removed from the Agenda. Mayor Mason asked if the Commission had any objections to the Change to the Orders of the Day? Mayor Mason stated that hearing no objections, the Change to the Orders of the Day is approved by unanimous consent. 2. ADOPTION RE: SECOND READING OF PROPOSED ORDINANCE NO. 02-4386, AMENDING CHAPTER 24, PERSONNEL, ARTICLE II, PENSIONS, DIVISION 2, FIRE, OF THE CODE OF SARASOTA; PROVIDING FOR COMPLIANCE WITH CHAPTER 175 OF THE FLORIDA STATUTES BY CLARIFICATION OF ELECTED TRUSTEE ELIGIBILITY AND MEMBER RIGHTS TO VOTE; PROVIDING FOR THE DELETION OF A REMARRIAGE BENEFIT TERMINATION FOR VESTED MEMBERS AND BENEFICIARIES; PROVIDING FOR COMPLIANCE WITH CHAPTER 175 OF THE FLORIDA STATUTES AND THE UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT CONCERNING CREDITED SERVICE FOR: MILITARY SERVICE; PROVIDING FOR SEVERABILITY OF THE PARTS HEREOF IF DECLARED INVALID; PROVIDING FOR REPEAL OF ORDINANCES IN CONFLICT, ETC. ADOPTED (TITLE ONLY) (AGENDA ITEM I) CD 4:00 through 4:01 City Auditor and Clerk Robinson read proposed Ordinance No. 02-4386 by title only. On motion of Vice Mayor Palmer and second of Commissioner Quillin, it was moved to adopt proposed Ordinance No. 02-4386 on second reading. City Auditor and Clerk Robinson referred to a memorandum dated September 23, 2002, to the City Manager from the County Administrator previously distributed to the Commission and stated that the Board of Sarasota County Commissioners has adopted a Resolution approving the City Commission's adoption of proposed Ordinance No. 02-4386; that the Sarasota-Manatee-Charlotte Professional Firefighters and Paramedics, Local 2546, International Association of Firefighters (IAFF) has waived collective bargaining concerning the proposed Ordinance. Mayor Mason called for a vote on the motion. Mayor Mason requested that City Auditor and Clerk Robinson proceed with the roll-call vote. Motion carried unanimously (5 to 0): Martin, yes; Mason, yes; Palmer, yes; Quillin, yesi Servian, yes. 3. ADOPTION RE: SECOND READING OF PROPOSED ORDINANCE NO. 02- 4411, AMENDING CHAPTER 24, ARTICLE II, DIVISION 2, SECTION 24-43 (C) OF THE CODE OF SARASOTA; PERTAINING TO AVAILABLE FUNDS, DEFINITIONS AND ALLOCATIONS TO AMEND THE DATE OF ALLOCATION AND DISTRIBUTION OF AVAILABLE FUNDS; PROVIDING FOR THE REPEAL OF ORDINANCES IN CONFLICT; PROVIDING FOR THE SEVERABILITY OF PARTS HEREOF IF DECLARED INVALID OR UNENFORCEABLE ETC. = ADOPTED (TITLE ONLY) (AGENDA ITEM II) CD 4:01 through 4:03 BOOK 52 Page 24002 09/26/02 4:00 P.M. BOOK 52 Page 24003 09/26/02 4:00 P.M. City Auditor and Clerk Robinson read proposed Ordinance No. 02-4411 by title only. On motion of Commissioner Martin and second Commissioner Servian, it was moved to adopt proposed Ordinance No. 02-4411 on second reading. City Auditor and Clerk Robinson referred to a memorandum dated September 23, 2002, to the City Manager from the County Administrator previously distributed to the Commission and stated that the Board of Sarasota County Commissioners has adopted a Resolution approving the City Commission's adoption of proposed Ordinance No. 02-4411; that the Sarasota-Manatee-Charlotte Professional Firetighters and Paramedics, Local 2546, International Association of Firefighters (IAFF) has waived collective bargaining concerning the proposed Ordinance. Mayor Mason called for a vote on the motion. Mayor Mason requested that City Auditor and Clerk Robinson proceed with the roll-call vote. Motion carried unanimously (5 to 0): Mason, yesi Palmer, yes; Quillin, yes; Servian, yesi Martin, yes. 4. APPROVAL RE: : AUTHORIZE THE MAYOR AND CITY AUDITOR AND CLERK TO EXECUTE AMENDMENT NO. 1 TO THE INTERLOCAL AGREEMENT BETWEEN THE CITY OF SARASOTA AND SARASOTA COUNTY FOR FIRE AND EMERGENCY MEDICAL SERVICES - APPROVED (AGENDA ITEM III) CD 4:03 through 4:12 City Manager McNees stated that the funding and shared responsibility of the firefighters' pension plan has resulted in considerable work between the City and the County; that the City and the County have recently begun to come to a common understanding regarding the identification of funding responsibilities and the actuarial shortfall in the funding for the firefighters' pension plan; that the County has significant responsibility regarding the shortfall; that the County desires some assurance from the City an agreement can be reached and the problem concerning the funding for the pension plan will be solved; that the County is faced with a deadline to notice the City regarding any proposed termination of the Interlocal Agreement for Fire and Emergency Medical Services (Interlocal Agreement); that deconsolidation is the County's only remaining negotiating tool regarding the funding for the pension plan; that extending the County's deadline to notify the City of the intent to terminate the Interlocal Agreement is good for all parties; that the extension would provide the opportunity to continue to negotiate the remaining issues without the pressure of deconsolidation; that the extension also provides the opportunity to discuss the issues and potential solutions with all the stakeholders involved in the pension plan; that the extension pushes back the County's deadline to notify the City of the intent to deconsolidate by 60 days; that the extension will also provide the City with 60 additional days to bring the fire department to its current level of service if the County opted to deconsolidate; that the City would be constrained by the budget cycle if the City had to determine the manner in which to fund the fire department; that the Administration recommends approving Amendment No. 1 to the Interlocal Agreement and authorizing execution by the Mayor and the City Auditor and Clerk. Commissioner Servian asked if a status report regarding the 66 former fire employees retired prior to the consolidation which the County is claiming are the City's responsibility for funding in the pension plan could be provided? City Manager McNees stated that the purpose of the 60-day extension is to provide the opportunity for further discussions regarding the 66 fire employees. Commissioner Servian asked if the City is preparing for the financial ramifications if deconsolidation of the fire department occurs? City Manager McNees stated no; that dividing the past costs of the 66 fire retirees and the manner in which the pension plan will be funded in the future are two issues currently being negotiated; that a solution to the issues is anticipated. Vice Mayor Palmer stated that a 90-day notification provision currently exists in the Interlocal Agreement; that the additional 60 days will extend the Interlocal Agreement beyond October 1, 2003; and asked for clarification regarding the funding aspects of the 60-day extension if deconsolidation occurs. City Manager McNees stated that the City would have to determine a funding source for the fire department for fiscal year (FY) 2003/04 if the fire department is deconsolidated; that several funding source options are available such as an assessment or an ad valorum tax; that the revenue source would begin on October 1, BOOK 52 Page 24004 09/26/02 4:00 P.M. BOOK 52 Page 24005 09/26/02 4:00 P.M. 2003, which is the same time the County's assessment would end; that the County will provide the existing level of service for up to 150 days after October 1, 2003, if the City is not ready to operate the fire department;, that the City will have 150 days to bring the operation of the fire department to the existing level of service; that the City will be required to pay the County for maintaining the existing level of service during the 150-day period. On motion of Commissioner Servian and second of Vice Mayor Palmer, it was moved to approve Amendment No. 1 to the Interlocal Agreement between the City of Sarasota and Sarasota County for Fire and Emergency Medical Services and authorize execution by the Mayor and the City Auditor and Clerk. Motion carried unanimously (5 to 0): Martin, yes; Palmer, yes; Quillin, yesi Servian, yes; Mason, yes. 5. APPROVAL RE: : ALTERNATIVE PROGRAM AND ROUTES FOR THE SARASOTA TROLLEY - APPROVED THE SARASOTA TROLLEY PROGRAM UTILIZING THE RECOMMENDED ROUTE NO. 2 WITH THE UNDERSTANDING THE ROUTE WILL REMAIN FLEXIBLE AND TO SEND A LETTER TO THE COUNTY RECOMMENDING THE ADOPTION OF ROUTE NO. 2 (AGENDA ITEM V) CD 4:12 through 4:27 Osama Freija, Transportation Engineer, Engineering Department, came before the Commission, referred to a map of proposed Route No. 2 for the Sarasota Trolley and stated that a report regarding the Sarasota Trolley was presented at the September 23, 2002, Commission Workshopi that a modified program and two routes for the trolley were proposed; that the Commission favored proposed Route No. 2 with the understanding the routes would remain flexible; that the Administration recommends approving the Sarasota Trolley program utilizing proposed Route No. 2. Commissioner Quillin asked if proposed Route No. 2 has been recommended to and approved by the County? Mr. Freija stated that the Administration is seeking authorization to send a letter to the County recommending the adoption of proposed Route No. 2; that the Administration is also seeking authorization to proceed with the City's shared contribution of $70,000 toward the trolley. Commissioner Quillin stated that sending a letter to the County and proceeding with the $70,000 expenditure is not the Administration's recommendation on the Agenda Request form included in the Agenda backup material and asked if the request is for approval to send a letter to the County and to proceed with the City's shared contribution? Mr. Freija stated yes. Commissioner Quillin stated that a section of Main Street in front of the Hollywood 20 Theatre complex is under construction; and asked the anticipated date Route No. 2 will begin? John Tylee, Executive Director, Transportation Management Organization (TMO) came before the Commission and stated that the tentative start date of Route No. 2 is November 15, 2002. Commissioner Quillin stated that construction on Main Street has limited traffic flow to two lanes; and asked if an alternative route will be utilized until construction is completed? Mr. Tylee stated that Sarasota County Area Transit (SCAT) will be performing a trial route run prior to commencing the new Route No. 2; that any routing adjustment required will be completed prior to November 15, 2002. Commissioner Quillin asked if the alternative routes will take into consideration special events held in the Downtown area such as the Farmers Market on Saturday mornings? Mr. Tylee stated that alternative routing during special events will be evaluated; that proposed Route No. 2 currently runs through the Farmers Market area; that the route will be modified on Saturday mornings if necessary to accommodate the Farmers Market. Commissioner Quillin stated that the City has special events in which full sections of Main Street are closed; and asked if alternate routes are being considered? Mr. Tylee stated that specific routes for special events will be determined. Commissioner Quillin stated that parking is limited in the Downtown area during holiday parades; that an alternate route for the trolley may be to bus people from the Ed Smith Sports Complex or the Van Wezel Performing Arts Hall to the Downtown area for such events. BOOK 52 Page 24006 09/26/02 4:00 P.M. BOOK 52 Page 24007 09/26/02 4:00 P.M. Mr. Tylee stated that alternatives such as busing people to an event will be reviewed; that remote park and ride locations will be evaluated. Commissioner Quillin stated that busing people to special events in the Downtown area has occurred in the past. On motion of Vice Mayor Palmer and second of Commissioner Servian, it was moved to approve the Sarasota Trolley program utilizing the recommended Route No. 2 with the understanding the routes will remain flexible. Commissioner Quillin stated that discussions were recently held regarding the possibility of utilizing Tax Increment Financing (TIF) funds for the trolley; and asked if Staff has further investigated the possibility? Gibson Mitchell, Director of Finance, came before the Commission and stated that TIF funds can be utilized for the trolley if the trolley operates in the TIF District. Commissioner Quillin stated that the allocation of funding for the trolley is not indicated in the updated City of Sarasota Downtown Master Plan 2020 (Downtown Master Plan 2020). Mr. Mitchell stated that the $70,000 allocation to fund the trolley is included in the recently adopted budget for the TIF District. Commissioner Quillin stated that the intent of the discussion is to advise Staff of some possible housekeeping issues; that the updated Downtown Master Plan 2020 does not reflect the allocation. Mr. Mitchell stated that the $70,000 is budgeted for the trolley and was approved by the Commission. City Manager McNees stated that the operation of the trolley is not inconsistent with the any aspect of the Downtown Master Plan 2020. Commissioner Quillin stated that Clarification between the Downtown Master Plan 2020 and the budget allocation as a housekeeping matter is suggested. Mayor Mason stated that the Administration could clarify the appropriate funding sources to address the housekeeping concern. Commissioner Martin stated that the understanding was any allocation of TIF funds for operating expenses for the trolley must be incorporated into a work plan; that clarification by the Administration is necessaryi that the distance between trolley runs, also called headways, is a concern; that the headways should be as short as possible; that 15 minutes between runs is too long; that 10 minutes is an ideal time; that a slight adjustment in the route near the Gulfcoast Wonder & Imagination Zone (G.WIZ) and the Van Wezel Performing Arts Hall to combine the stops into one could shorten the headwayi that the routes should be coordinated with the parking study currently in progress; that increasing parking in the Downtown area may be contributing to the failure of the trolley; that funding has been set aside to increase parking in the Downtown area over the next nine years; that some of the funding could be utilized to assist the trolley; that the signage for parking and the trolley should also be coordinated. Vice Mayor Palmer stated that the Downtown Mobility Study should be coordinated with the trolley; that the routes should be flexible; that parts of Route No. 2 may require adjustments. City Manager McNees stated that having several transportation options available is beneficial to the Cityi that having the trolley as a transportation option is good for the City; that coordination of all the available options is the key; that funds set aside for parking will also be utilized for public/private partnerships. Commissioner Servian stated that adequate parking currently exists in the Downtown area; that parking is not being utilized; that developing additional parking may be a detriment to the trolley. Commissioner Quillin stated that Route No. 2 is supported; that Downtown to St. Armands Circle is a key route; that the trolley should be coordinated with the SCAT No. 18 Route; that the SCAT No. 18 Route loops to Longboat Keyi that coordinating the trolley and the SCAT No. 18 Route will assist in mitigating traffic during tourist season; that the Downtown route depicted in Route No. 2 is not favored; that the trolley currently stops at the Ringling Shopping Center; that Route No. 2 eliminates the stop; that the Ringling Shopping Center was previously on the SCAT route; however, the stop was taken over by the trolley; that the public favors the trolley due to the timing; that a BOOK 52 Page 24008 09/26/02 4:00 P.M. BOOK 52 Page 24009 09/26/02 4:00 P.M. Rosemary District resident recently commented as to having the ability to buy ice cream without the ice cream melting on the way home; that eliminating the Ringling Shopping Center stop is a concern; that the resident will now have to utilize a taxi; that the cost of the taxi is from $5 to $8 for a one-way trip; that the Downtown route of the proposed Route No. 2 does not meet the needs of the public; however, the Downtown to St. Armands Circle route is supported; that traveling by bus as a child was the only way to get to Lido Beach. Commissioner Quillin asked if the intent of the motion includes correspondence to the County regarding the City's recommendation of Route No. 2? Vice Mayor Palmer stated yes. Mayor Mason called for a vote on the motion to approve the Sarasota Trolley program utilizing recommended Route No. 2 with the understanding the route will remain flexible. Motion carried unanimously (5 to 0): Martin, yes; Palmer, yes; Quillin, yes; Servian, yes; Mason, yes. 6. CITIZENS' INPUT CONCERNING CITY TOPICS (AGENDA ITEM VI) CD 4:27 through 4:27 There was no one signed up to speak. 7. ADJOURN (AGENDA ITEM VIII) CD 4:27 There being no further business, Mayor Mason adjourned the Special meeting of September 26, 2002, at 4:27 p.m. aelpeg A6 CAROLYN J. MASON, MAYOR ATTEST: : BiE Robengo - BILLY E.PROBINSON, CITY AUDITOR AND CLERK