MINUTES OF THE SPECIAL SARASOTA CITY COMMISSION MEETING OF MARCH 26, 1998, AT 3:00 P.M. PRESENT: Vice Mayor Jerome Dupree, Commissioners Mollie Cardamone, David Merrill, and Nora Patterson, City Manager David Sollenberger, City Auditor and Clerk Billy Robinson, and City Attorney Richard Taylor ABSENT : Mayor Gene Pillot PRESIDING: Vice Mayor Jerome Dupree The meeting was called to order in accordance with Article III, Section 9 (b) of the Charter of the City of Sarasota at 3:08 p.m. City Auditor and Clerk Robinson gave the Invocation followed by the Pledge of Allegiance. 1. PRESENTATION RE: FINANCIAL SUSTAINABILITY STUDY: TASK 1 - METHODOLOGY PAPER - APPROVED; DIRECTED ADMINISTRATION AND CONSULTANTS TO PROCEED TO TASK 2; ACCEPTED OPTIONAL CRIME SUB-TASK PROPOSAL SUBJECT TO FUNDING THROUGH THE LAW ENFORCEMENT TRUST FUND (AGENDA ITEM I) #1 (0125) through #2 (0487) Douglas James, Senior Planner II, came before the Commission and introduced the following Project and Task Managers who are involved in the Financial Sustainability Study and also came before the Commission: David Aimen, Manager of Planning and Economics and Pierre Vilain, Principal Economist, Louis Berger & Associates, Inc.; Jay Stein, Ph.D., AICP, Jay M. Stein Associates; Sherry Carter, AICP, Urban Planner, and Stanley Carter, Law Enforcement Specialist, Carter & Carter Associates; Eugene Engman, AICP, Vice President and Principal, Adley, Brisson, Engman, Inc. Mr. James stated that Louis Berger & Associates, Inc., was retained and the Scope of Services for the Financial Sustainability Study was approved by the Commission on January 6, 1998; that the Scope of Services provides for the completion of five separate tasks; that the work product from each task will be presented to the Internal Management Team (IMT) for discussion and suggested changes; that the work product will be presented to the Commission after incorporation of the changes by the IMT; that Task 1, Methodology Paper, has been completed; that endorsement of Task 1 and direction to proceed with Task 2 is requested. Mr. James continued that portions of the work performed overlap all five tasks, i.e., preliminary work in preparation of the public participation forum in Task 4 has begun. Mr. Aimen referred to and explained the Methodology Paper, which includes the following major features: Book 43 Page 16364 03/26/98 6:00 P.M. BOOK 43 Page 16365 03/26/98 3:00 P.M. An evaluation of the type and nature of socioeconomic data available to reflect current conditions and an assessment of its mapping potential. A description of the geographical areas most likely to be presented as part of a socioeconomic thematic mapping exercise. An identification of the value and utility of selected relevant census. Further definition of how the proposed torecasting models will work. A proposed Neighborhood Crime Analysis Sub-Task. A sampling plan approach for business interviews and the draft business interview survey questionnaire. Further definition of the short, concentrated, public workshops and/or forums to be utilized in soliciting public participation. Mr. Aimen referred to and quoted from the Methodology Paper as follows: : The methodology paper is organized to be consistent with and build upon the detailed work program for which staffing responsibilities and a time line leading to the conduct of a major public event and completion of the final draft in accordance with a schedule acceptable to the Client have been maintained. Mr. Aimen continued that a progress report of the collection of data and data sets will be presented at this time; that the focus was on data sets indicative of post-1990 data from City and County data records; that Task 1 includes the confirmation and validation of data sets from various data agencies, the years for which data is available and the purpose for which the data sets will be used; that public participation meetings, outreach meetings, and meetings with neighborhood and business associations regarding a business interview program will be discussed; that a Business Survey Questionnaire identifying the business interview procedure has been prepared. Mr. Aimen continued that the outstanding key issues since the January 8, 1998, special Commission meeting are: 1) the relationship between crime data sets and the Financial Sustainability Study, including efforts required to include crime sub-tasks for examining crime statistics and initiatives relating to crime in neighborhoods, and 2) the status, use and value of utilizing Geographic Information System (GIS) Data to incorporate post-1990 data on code entorcement and building permits; that the data can be applied and mapped to sub-area levels within the City; that the assignments are as follows : Dr. Stein Education and key speakers for the public forum Mr. Engman Data collection on the City's fiscal position and the business interview program Mr. Vilain Project modeler and economist Ms. Carter Public participation element Mr. Aimen referred to the Methodology Paper and explained the following elements accomplished in Task 1: TASK 1.1: DATA COLLECTION Mr. Aimen stated that numerous socioeconomic, fiscal, State, County, and City data sources were reviewed, including but not limited to the following: Economic and Population Data Real Estate and Land Development Data Fiscal Data Education Data Police Department Calls for Service Data Geographic Information Systems Mapping Data Mr. Aimen stated that post-1990 census data is useful in determining the City's fiscal position and providing information about neighborhoods, changes in the socioeconomic base of the community, etc.; that the County parcel information system provides data concerning recent sales, value of properties in the tax assessment records, age of housing units and land use; that the assessed valuation data from City's GIS, a copy of which has been obtained, will be used; that the process of thematic mapping has begun; that the County's parcel information system contains current data enabling identification of poverty income, assistance in food stamps and Medicaid data reported by zip code; that a copy of the Code Enforcement violation records since 1991/92 has been obtained; that patterns of code violations will be examined and geographically mapped; that geographically, mappable data and building permit records including demolitions, renovations, additions and new construction will be examined. TASK 1.2 REVIEW OF PRIOR REPORTS Mr. Aimen stated that relevant City and County studies have been assembled and reviewed supplementing the economic, demographic and qualitative data, including the following: An Analysis of the Impact of Metropolitan Central City Status On Economic and Social Environment Sarasota County Economic Development Plan Sarasota 2040: City of Your Dreams, City of Sarasota Vision Plan Book 43 Page 16366 03/26/98 6:00 P.M. BOOK 43 Page 16367 03/26/98 3:00 P.M. Sarasota City Plan and Support Document and Neighborhood Element Evaluation and Appraisal Report City of Sarasota Ownership Manual, A Resource Guide for City Neighborhoods Sarasota Business Profile Demographic and Lifestyle Market Analysis Economic Impact Study of the Arts Tale of Two Cities (The Argus Foundation) Mr. Aimen stated that a list of major development projects under consideration identifying near-term, mid-term and future timing estimates for utilization in the Eiscal and socioeconomic modeling work plan are being assembled. TASK 1.3 MEETINGS WITH THE FINANCE DEPARTMENT Mr. Aimen stated that meetings to discuss fiscal forecast methodology have been held with the City's Finance Director; that several years of the City's budgetary data has been collected and will be reviewed; that the patterns and trends will be compiled. Commissioner Patterson stated that the millage rate referenced in the Methodology Paper is only the operating millage; that the debt service millage should be included when describing the City's tax structure. Commissioner Cardamone agreed. Mr. Aimen stated that the total millage will be reported; that the intent is to assemble a future perspective involving future capital improvements and future debt service requirements to determine the City's future fiscal obligations and the taxpayer's burden. Vice Mayor Dupree referred to Section 2.2, Analysis of Central City/Suburban Dynamics, which states as follows: Capturing the dynamics in quantitative terms will be particularly challenging, given the data constraints mentioned in Section 2.1. The extremely detailed and rich data at the County level is in sharp contrast to the limited City-level data. Vice Mayor Dupree asked if the statement is applicable to one or all data sets. Mr. Aimen stated that the conclusion should not be reached that good City data is unavailable; that ample information for profiling the City and sub-City levels exist; that an interesting comparative profile of the City compared to the County can be developed by using City records as well as other census material; that the City's Information Systems and Technology Department (IST) has been cooperative; that data sets including code enforcement and building permits at a sub-municipal level have been examined; that progress is being made; however, some data is not collected for the City and must be supplemented. Commissioner Cardamone asked if the City information can be extracted from the County data? Mr. Aimen stated no, due to the method of data collection; however, substantial City data exists from which demographic patterns, changes, incomes, etc., can be profiled for the City or sub-municipal level. Commissioner Merrill stated that the projected population growth for the entire surrounding community is 100,000 over 20 years or 50,000 over the next 10 years; that projected living accommodations with a breakdown by income category should be addressed; that the approximately 17,000 lower income residents unable to afford new housing developing east of Interstate 75 (I-75) should be considered; that determinations should be made regarding housing for lower income residents. Mr. Aimen stated that issues concerning quality and availability of housing and demographic patterns have been considered and will be included in the modeling effort. Commissioner Merrill referred to Section 2.5.2, Business Interview Program, which states as follows: Executive directors, chairs, and presidents of the following organizations will be invited to attend: Executive Director, Downtown Association of Sarasota President, St. Armands Circle Association President, North Trail Merchants Association President, Best Merchants Association (Southside) President, Greater Newtown Community Development Corp. President, Greater Sarasota Chamber of Commerce Chair, Economic Development Board President, Commercial Investment Division, Sarasota Board of Realtors Executive Director, Sarasota Business Center, Sarasota County Institute of Technology (SCTI) President, Argus Foundation Chief Executive Officer, Sarasota Memorial Hospital Executive Director, Sarasota County Arts Council Executive Director, Convention and Visitors Bureau President, St. Armands Commercial Property Owners Association Mr. Merrill stated that the participants in the planned interviews are from successful areas; that information from businesses and industrial areas, i.e., 12th Street near U.S. 301, should also be assembled; that the ability of shopping centers such as the Town and Country Plaza at Beneva Road and Fruitville Road with many Book 43 Page 16368 03/26/98 6:00 P.M. BOOK 43 Page 16369 03/26/98 3:00 P.M. existing vacancies to compete with new shopping areas developing at Fruitville Road and I-75 should be considered; that focusing on the quasi-industrial and older retail areas which are more threatened than the affluent areas is preferred. Commissioner Cardamone stated that the Rosemary District is another area not included in the Business Interview Program. Commissioner Merrill referred to Section 2.5.2, Business Interview Program, which states as follows: : The objective of the interview will be to gain valuable information and insights Commissioner Merrill stated that people may have some hesitancy to respond to questions which will become a public record; that attention should be focused on formulating the questions to elicit straignt-torward, honest answers. Commissioner Merrill referred to an article in the March 4, 1998, Wall Street Journal entitled "Eastward Ho! Lacks Funding, Study Says" and stated that efforts to protect undeveloped areas and limit westward sprawl by channeling development into a five- to seven-mile corridor on the East Coast, from St. Lucie County to Miami-Dade County are unsuccessful; that crime, poor schools, and lack of building code enforcement are listed among the problems; that government or the public sector must make problem areas more livable before the private sector will move in; that James Murley, Secretary, Florida Department of Community Affairs (DCA), is referenced in the article as follows: (Secretary) Murley concedes that two of the biggest hurdles to the Eastward Ho! Corridor are crime and poor schools Commissioner Merrill stated that restricting suburban growth frontiers in order to promote development in older, inner-city areas runs counter to job-growth patterns in the State; that Secretary Murley expressed concern about the preference of Florida residents for low-density, suburban neighborhoods. Commissioner Merrill referred to an article in the March 25, 1998, Bradenton Herald entitled "Failed Liberal Policies, Not Racism, Create Urban Decay" written by Walter Williams and quoted as follows: the government should be focused on retaining net positive fiscal residual, a fancy term for keeping those people in the city who put more into the city's coffers than they take out in services. That might require discrimination in the delivery of city services such as better lighting, greater safety, nicer libraries and better schools in wealthier neighborhoods. - Commissioner Merrill stated that the reference is to governments focus on middle class and wealthy areas to remain competitive; that Mr. Williams, who is a black writer, indicates many middle- class people leave the cities because of school quality; that as indicated in the article, the reference is also to black Americans who are leaving the cities; that groups achieving middle-income status all have the same desires, i.e., safe streets, good schools, etc.; that gathering and compiling voluminous data, asking questions and finally focusing on the answers is of concern; that addressing problems is easy while finding solutions is a difficult task. Commissioner Cardamone stated that Secretary Murley has a State perspective, is the former Director of the 1000 Friends of Florida, is a dynamic speaker, and could bring a new perspective and should be considered a speaker for the public forum Commissioner Merrill stated that the school issue is very controversial; that local business groups desire an audit of the schools; that the Sarasota school system is a great school system by State standards; however, local businesses are concerned about the schools' rating by national standards; that a lower group always exists even in a great system; that addressing the school issue is important. Commissioner Cardamone stated that the Sarasota County school system will be conducting a comprehensive audit of the individual schools; that the Consultants should obtain a copy of the school system's audit which would provide more in-depth information. Commissioner Merrill stated that the poorer pertorming schools would not exist if people were concerned; that an audit should focus on lower performing schools rather than the better schools. Commissioner Cardamone stated that problem schools and problem neighborhoods are expected to be identified in the audit. Mr. Aimen stated that Dr. Stein met with Ken Marsh, Acting Director, Quality Assurance and Student Assignment, and F. Ronald McCord, Director of Information Services for the School Board of Sarasota County; that a basis for obtaining data compilation to review school pertormance at the neighborhood level is anticipated; that tables comparing City schools and County schools will be prepared. Mr. Aimen, referred to Attachment A, Section 1.1.4 Education Data, subsection entitled School Advisory Council Reports, which includes the following major features: a. Racial/Ethnic Composition b. Florida Writing Assessment Scores C. Reading/Math Test Scores d. Percent of Students Scoring Above the National Median Test Scores Book 43 Page 16370 03/26/98 6:00 P.M. BOOK 43 Page 16371 03/26/98 3:00 P.M. e. Learning Environment (new staff, absentia) f. School Safety and Environment (e.g., type of incidents) g. Teacher/Staff data (advanced degrees, enrollment) h. Free or Reduced-Price Lunch i. Readiness to Start School Mr. Aimen stated that variability within the City and between the City and the County can be indicated in the data sets; that the data sets are from a County system with some limitations; that the selection of housing based on school district as a competitive factor in choosing one neighborhood over another is an important consideration; that a major goal of the Financial Feasibility Study will be to determine the role of school districts in the selection of housing which may differ from the purpose of the audit by the School Board of Sarasota County; that the audit will be monitored. Commissioner Merrill stated that schools are a major issue in selecting housing for families with children; and asked if recommendations regarding how to use the data will be presented to the Commission after the problems are identified? Dr. Stein stated that using school data for particular neighborhoods can be complicated since school boundaries do not stop at the City limits; that many schools have students from both the County and the City; that students are bused from different neighborhoods to schools outside the particular school district; that data indicating how movements are occurring and which students are involved cannot be obtained from the school system. Commissioner Cardamone asked why the information cannot be obtained? Dr. Stein stated that the School Board of Sarasota County indicated the data could not be supplied. Commissioner Cardamone stated that a letter requesting the data should be sent. Vice Mayor Dupree stated that the Transportation Department of the School Board of Sarasota County can supply the data and should be contacted to determine which students and locations are involved in busing. Commissioner Merrill asked if recommended actions will be presented to the City if Emma E. Booker Elementary, Alta Vista Elementary and Booker Middle Schools are determined to have low test scores? Dr. Stein stated that one objective is to identify best practices used by other government jurisdictions in charter schools, magnet schools and after-school programs; that the problems of Sarasota schools are not unique; that innovative approaches used by other communities will be considered; that the trend Statewide is toward Countywide choice allowing students to attend any school regardless of location. Commissioner Patterson stated that choice is no longer available when a school reaches capacity; that Riverview High School is overflowing with students desiring to remain at Riverview High School while Sarasota High School has many vacancies; that a study would indicate that students bused into other areas are students with lower test scores and lower socioeconomic backgrounds; that not many middle class students from the new subdivisions are bused into the City schools; that low test scores can be a reflection on the students' background which is difficult to overcome; that a heterogeneous mix of students is beneficial particularly to students experiencing difficulties. Vice Mayor Dupree stated that low test scores can reveal some characteristics; however, caution should be exercised against over-empnasizing test scores; that information on the neighborhoods from which students come will not be found in research departments or departments that set district lines, but from transportation personnel, lunchroom supervisors, and teachers familiar with the students. Commissioner Cardamone stated that sweeping moves accommodating certain neighborhoods and certain families have been made by the State Legislature; that Dr. Thomas Gaul, Superintendent of Schools for Sarasota County, should be contacted to obtain busing information. City Manager Sollenberger stated that releasing the names of students being bused may represent a confidentiality concerni that a substantial amount of analysis to provide the requested information on busing would be required by the Sarasota County school system. Commissioner Cardamone stated that two buses a day traveling from Newtown to Southside Elementary School have been observed on Osprey Avenue; that observable information is not confidential; that information on the number of students being bused and the locations from which students are bused is necessary; that correctly formulated questions will produce the required information. City Manager Sollenberger stated that the Consultants should formulate the question to address to the Superintendent of Schools. Commissioner Cardamone stated that the competition to attend Riverview High School over Sarasota High School has been ongoing; that Sarasota High School has approximately 500 vacant seats. Book 43 Page 16372 03/26/98 6:00 P.M. BOOK 43 Page 16373 03/26/98 3:00 P.M. Commissioner Patterson stated that vacancies at Sarasota High School are the result of parents lobbying to stay in the district for Riverview High School. Commissioner Cardamone stated that one question is how students from the new subdivisions are allowed to attend Riverview High School while students previously in the district are reassigned to Sarasota High School. Commissioner Patterson stated that allocating resources to schools by virtue of the students who attend is unfair to students at Sarasota High School. Task 2.1.1 CITYWIDE POLICE CALLS FOR SERVICE AND CRIME DATA ANALYSIS Mr. Carter displayed on the overhead projector the Crime Sub-Task Components and referred to Task 2.1.1, Citywide Police Calls for Service and Crime Data Analysis, and explained that the elements will be mapped into three geographical areas: 1) areas of significant increase in crime for the period 1990 to 1997, 2) areas experiencing no increase, and 3) areas experiencing a significant decrease; that the 214 original police reporting zones developed in 1988 will be examined with results from annexations added to the data for consistency; that the remaining data will be examined for crime and all demands for police service within the geographic areas; that land use, code enforcement data and other data relating to an increase or decrease in crime in an area will be examined; that for example, an examination of the Augustine Quarters area would reveal a significant decrease in crime from six years ago; however, the decrease in crime was due to demolition of the buildings rather than specific law enforcement efforts; that the analysis of crime rates will help identify the causes of increasing or decreasing criminal activity. TASK 3.4.2 PUBLIC SAFETY SERVICE DEMAND SUB-MODEL Mr. Carter referred to Section 3.4.2, Public Safety Service Demand Sub-Model, Optional Sub-Task, and explained that a public safety service demand sub-model will be developed based on an analysis of selected areas in the City which have experienced decreases, increases and no significant change in calls for police service, weighted calls for police service and Part I crimes; that additional analysis will include all calls for police service identifying significant changes over time; that individual calls for police service will include quality of life calls, i.e., suspicious activity, prostitution, drug activities and noise; that significant changes will be evaluated and used to develop a predictive call for police service trend model which can be used to evaluate public safety demands. TASK 3.5 REVIEW OF RELEVANT CASE STUDIES Mr. Carter referred to Task 3.5, Review of Relevant Case Studies, which includes strategies for utilizing predictive models to anticipate changes in demands for police service; and explained that professional sources will be reviewed for similar case studies or ongoing efforts; that the major categories in which case studies and best practices will be developed are: City/County Fiscal and Governmental Issues Economic Development Program Strategies Schools and Educational Training Strategies Housing Program Strategies Neighborhood Improvement Strategies Strategies for Utilizing Predictive Models Mr. Carter stated that the results will become part of the discussion at the public forum and incorporated in alternative strategies and actions in Task 4.2; that Commission approval to proceed with the Crime Sub-Task is requested. Vice Mayor Dupree asked if the relevant data to which reference is made in Task 3.5 is local data or case studies comparing Sarasota to other cities of the same size? Mr. Carter stated that case studies will address both local and relevant national data. Commissioner Patterson asked the cost of the Crime Sub-Task? Mr. Carter stated that the proposed cost is $27,602.60. Commissioner Patterson stated that the cost of the Financial Sustainability Study is substantially higher than originally indicated; that a portion of the crime statistics is inherent and integrated in any study concerning a City's present or future and should be included in consideration of the City's viability; that the addition of more than $27,000 for necessary elements which should have been included initially is troublesome; that a full- time crime analyst was added to City Staff in fiscal year (FY) 97/98 which seemed appropriate; that a question is what additional information will be developed through the Crime Sub-Task beyond the information already provided by the City's Crime Analyst. Commissioner Cardamone asked the funding source and the differences and similarities between the Law Enforcement Needs Assessment proposed at the February 26, 1998, Commission goal- setting workshop and the Crime Sub-Task being proposed now? John Lewis, Police Chief, came before the Commission and stated that the Law Enforcement Trust Fund (L.E.T.F.) will fund the Crime Sub-Task. Commissioner Patterson asked what data the City's Crime Analyst provides and what intormation the Crime Sub-Task will provide? Book 43 Page 16374 03/26/98 6:00 P.M. BOOK 43 Page 16375 03/26/98 3:00 P.M. Police Chief Lewis stated that the Crime Analyst performs ongoing operational crime analysis; that the Crime Analyst's position has only existed 1.5 years; that the information requested is data accumulated from 1990 through 1997, which requires another person to accomplish; that the Crime Analyst is involved with current crime statistics. Commissioner Patterson asked if the allocation of police resources is based on the history of calls for police service and crimes in particular neighborhoods and areas of the City? Police Chief Lewis stated yes; that for example, a law enforcement person is assigned 24 hours a day in the Lido Beach area, which is warranted because of the geographical location rather than the population or crime statistics; that staffing is based on overall calls for police service and staffing levels in a zone; that the configuration of the zone is unchanged until additional statistics are accumulated and reveal the need for a change; that for example, an increase in residential units and other activities over the next 24 months is expected to increase the population Downtown; that additional staffing without changing the number or configuration of the zones will be requested through the budget process. City Manager Sollenberger stated that a decision was made not to pursue the Law Enforcement Needs Assessment; that the present Crime Sub-Task responds to current crime issues rather than an overall master plan. Commissioner Patterson asked if a consideration of crime analysis will be omitted from the Financial Sustainability Study absent approval of the additional $27,000 and if the Financial Sustainability Study was originally envisioned without factoring in crime? Ms. Carter stated that an analysis of crime was anticipated as part of the Financial Sustainability Study when the Scope of Services was originally prepared; that the Police Department provided the crime analysis in the past when the Planning Department was preparing sector studies for a particular area of the City; that Mr. Carter was employed by the City during that time and provided the necessary information; that a proposal for an intensive Law Enforcement Needs Assessment was being considered while the Scope of Services for the Financial Sustainability Study was being prepared; however, the Law Enforcement Needs Assessment is not being conducted; that the crime analysis and the data collection in Task 2.1.1 is a major part of the overall costs. Commissioner Patterson asked if the information already exists or if the data must be obtained from another source? Ms. Carter stated that generalized data including the total calls for police service and Part I crimes is existing data; that the Citywide pattern and areas of decrease/increase will be determined; that areas will be examined by types of crime or types of calls for police service to determine the existing pattern once the overall generalized data is collected; that the Financial Sustainability Study is more in depth than previous studies. Mr. Carter stated that the data could be provided by the Police Department; however, time would be taken from existing ongoing efforts; that the data collection and initial broad analysis is not the major cost but rather the detailed inspection required to produce a predictive model; that every incident in a particular geographic area from 1990 to 1997 will be examined to predict change. Commissioner Cardamone asked why the Law Entorcement Needs Assessment was abandoned? Police Chief Lewis stated that a determination was made to conduct a Law Enforcement Needs Assessment to provide a method for determining law enforcement needs based on public opinion following a series of workshops with the public; that a large amount of input from citizens through the Coalition of City Neighborhood Associations (CCNA), task forces, neighborhood watch organizations, etc., was received. Commissioner Cardamone asked if the Crime Sub-Task will satisfy the goal of determining law enforcement needs based on public opinion? Police Chief Lewis stated no; that Carter & Carter Associates will analyze what has already occurred for future guidance; that the Law Enforcement Needs Assessment would have been based on public input. Commissioner Cardamone asked if the Financial Sustainability Study will include specific recommendations? Police Chief Lewis stated that the information will be overlapping; that procedures started internally evolved out of citizen contacts and working with the City's new neighborhood and redevelopment groups; that successful strategies will be examined; that a Citywide Law Enforcement Needs Assessment would not address the same issues; that the desire expressed by the Commission is to work with neighborhoods and address the needs of the neighborhoods; that the needs should be met, documented and reported within a year or two with strategies used to accomplish the needs focusing on local and smaller geographical areas. Commissioner Cardamone asked if the Law Enforcement Needs Assessment is being discarded. Police Chief Lewis stated no; that the method used to accomplish the assessment is being changed. Book 43 Page 16376 03/26/98 6:00 P.M. BOOK 43 Page 16377 03/26/98 3:00 P.M. City Manager Sollenberger stated that substantial time has been devoted by the Police Department to organizational changes for more effective and efficient use of personnel by initiating the 12-hour shift plan and the District Commander system; that police resources have been applied on a more selective and concentrated basis addressing problems identified by neighborhoods; that developing plans focusing on the neighborhood level rather than the broader City level is more productive. Commissioner Merrill stated that his support is offered to the Crime Sub-Task; that data revealing predictive information is expected. Commissioner Patterson stated that the funds for the project are allocated from the L.E.T.F. which would have been the same source for the Law Enforcement Needs Assessment. Commissioner Cardamone stated that the unexpected rather than the predictable, as well as information on situations to guard against, is anticipated in the report; that changing demographics in the City will result in unanticipated requirements of the Police and Sheriff Departments. Commissioner Patterson stated that an influx of low income residents into the City will only occur if middle class residents are replaced due to the limited amount of land in the City; that the results of the Financial Sustainability Study will be interesting in determining the current trend; that middle class residents are not currently being replaced by lower income residents; that the rationale for predicting such movement in the future is questioned; that a prediction of future trends is anticipated in the conclusions of the Financial Sustainability Study. Vice Mayor Dupree stated that areas in which low income residents are currently living were once occupied by middle income residents; that middle income residents relocating to suburban areas have been replaced by both low income and high income residents. Commissioner Cardamone stated that as redevelopment occurs, more high income residents desiring to live closer to work are moving into the City; that upscale condominiums along the waterfront and on Lido Key are being purchased; that property values are increasing; that the scales are balanced more toward higher income residents moving into the City. Commissioner Merrill stated that reaching a conclusion based on analyzing economic data from a period of economic rebound from 1970 to 1990 will be difficult; that major transitions occur during strong economic times as the middle class secures good jobs and upgrade existing homes and the lower income are also working and able to move into City neighborhoods; that problems occur during economic down cycles when homes are no longer being maintained because of unemployment and less funds; that the data is not expected to reflect the economic rebound; that the current census data track indicates an increase in low income neighborhoods and has for the past 10 yearsi however, whether the situation is worsening or improving over the 20-year period is difficult to determine. Commissioner Patterson stated that the Eastward Ho! initiative is interesting; that Secretary Murley serves on the State Legislative Committee on Intergovermmental Relations (LCIR) Board on which she serves where the Eastward Ho! initiative has been discussed; that Secretary Murley and LCIR Staff proposed a State urban policy based on some of the tenets of Eastward Ho!; that distinct economic elements exist which negatively impact urban areas; that planning will be useless unless a counter-Dalancing investment is created. Commissioner Cardamone asked if Secretary Murley would be a good speaker for part of the public forum. Commissioner Patterson stated yes, as one speaker but not the only speaker. Commissioner Merrill stated that the first speaker must be able to interest attendees, present the City's case, be humorous, and be a dynamic speaker. Dr. Stein referred to the list of suggested keynote speakers and explained that several of the speakers are part of a movement called Smart Growth; that the American Planning Association, the Urban Land Institute and the International City Managers Association (ICMA) have embraced the Smart Growth concept; that Smart Growth addresses issues including: improving the vitality of inner-cities, strengthening neighborhoods, recovering industrial brownfields, environmentally friendly economic development, transit-oriented development and strengthening schools; that the suggested speakers are as follows: Carol Browner, Administrator for the Environmental Protection Agency (EPA) I founder and owner of an agency identified as the Smart Growth Network. James Chaffin, President of the Urban Land Institute and developer of Snowmass Village in Colorado and Spring Island in South Carolina. Anthony Downs, Senior Fellow of the Brookings Institution in Washington, D.C., and author or co-author of over 400 articles and 15 books, including New Visions for Metropolitan America. Joel Garreau Senior Writer for the Washington Post and author of The Nine Nations of North America and Edge City. Book 43 Page 16378 03/26/98 6:00 P.M. BOOK 43 Page 16379 03/26/98 3:00 P.M. James Howard Kunstler, author of the Geography of Nowhere and Home from Nowhere. Neal R. Peirce, noted commentator, newspaper reporter and author of numerous books on Urban America including Breakthroughs: Re-Creating the American City (with Robert Guskind) and Citistates: How Urban America Can Prosper in a Competitive World. Commissioner Cardamone stated that Harold Hodgekinson, Ph.D., is a demographer out of Washington, D.C., who studies Florida; that Mr. Hodgekinson is humorous, interesting, speaks at Florida League of Cities leadership programs and should be considered as a speaker. Commissioner Merrill stated that he has read books by several of the proposed speakers; that Secretary Murley should be considered as a speaker as his name is familiar to the public. Dr. Stein stated that one major speaker and speakers for each of the major subject areas, i.e., housing, schools, economic development and urban design, is the proposed concept for the public forum; that Secretary Murley is a good choice as a speaker for one of the panels. Commissioner Patterson asked if a panel of speakers or breakout sessions with speakers leading groups is proposed? Dr. Stein stated that details of the public forum planned for September 1998 have not been finalized; however, having an initial presentation by a speaker on a specific topic to stimulate discussion followed by breakout groups is contemplated. Commissioner Patterson stated that paying thousands of dollars for a popular keynote speaker might be acceptable; however, separate group leaders should not be paid as much. Commissioner Cardamone stated that several speakers, for example, Ms. Browner and Secretary Murley, if available, might participate at no cost to the City. Commissioner Patterson stated that Secretary Murley's support for relocating State offices from the cities to the suburbs has been criticized. Commissioner Merrill stated that the Financial Sustainability Study will create awareness of, but not solve, any problems identified in the City; that all urban issues may require resolution by the State in the future; that having good speakers and data to help forecast over the next ten years at the public forum is important; that the community will benefit if a good job of laying the groundwork is done. Commissioner Cardamone stated that the term "smart growth" is popular with the public due to concerns regarding growth. Dr. Stein stated that reviewing best practices in different geographical areas is part of the methodology presented in the Methodology Paper and will be used to select speakers for the subject areas; that selecting speakers for the subject areas is an ongoing process; however, the keynote speaker should be identified immediately. Commissioner Merrill stated that Ms. Browner would be a desirable speaker due to her position as the head of a U.S. Government Independent Agency and from an environmental aspect, particularly if no fee is charged. Commissioner Cardamone stated that high-level Federal Government Officials are unreliable in keeping speaking engagements. City Manager Sollenberger stated that the former Secretary of Department of Environmental Regulation (DER), Dale Twachtmann, attended policy board meetings of the Sarasota Bay National Estuary Program (SBNEP)on a regular basis; however, neither Ms. Browner nor any representative from Tallahassee attended the SBNEP Board meetings while she was Secretary; that Ms. Browner's attention was focused on the Everglades; that the selection of Ms. Browner as a keynote speaker is not supported. Commissioner Merrill asked how the selection of the keynote speaker will be handled? Commissioner Cardamone stated that with all the prominent speakers, availability and cost are the deciding issues; that to engage a speaker for $30,000 is not feasible. City Manager Sollenberger stated that a keynote speaker based on cost, availability, ability to generate interest and to serve as a trigger and stimulus should be considered by Dr. Stein; that several speakers should be suggested for selection. Commissioner Merrill stated that the City Manager should recommend a keynote speaker. Vice Mayor Dupree asked how the issue of best practices in other local jurisdictions is part of the selection criteria for a keynote speaker. Dr. Stein stated that a key person involved in successful handling of school systems, strengthening neighborhoods, etc., in another City may be identified and considered as a participant in the public forum. Commissioner Cardamone stated that signed contracts should be obtained from speakers. Dr. Stein asked if any speakers should be eliminated from consideration? Book 43 Page 16380 03/26/98 6:00 P.M. BOOK 43 Page 16381 03/26/98 3:00 P.M. Commissioner Cardamone stated that Ms. Browner should not be considered. Commissioner Patterson stated that the list of suggested speakers is acceptable. Commissioner Merrill stated that the most important part of the Financial Sustainability Study is the public forum; that two good speakers are desired; that Florida Department of Community Affairs Secretary Murley is familiar to the public and may be the speaker for the second day; that a higher profile speaker should be selected for the first day; that interesting speakers are most important; that expending the necessary funds to obtain good speakers is supported. Commissioner Cardamone stated that the breakdown of the areas of expertise given is favorable; that September room rates are inexpensive; that Dr. Stein should persuade all the speakers to participate while being as cost effective as possible; that one of the recommended speakers is from the Brookings Institute, which is very recognizable and marketable in the community. Dr. Stein stated that a keynote speaker with broad visions, ideas and concepts will be sought. Vice Mayor Dupree asked what dates are proposed for the public forum? Ms. Carter stated that the meetings are currently scheduled for September 11 and 12 or September 12 and 13, 1998; that a decision to hold the meetings on Friday and Saturday or Saturday and Sunday is required. Vice Mayor Dupree stated that there is a consensus of the Commission for meetings to be scheduled on Friday and Saturday, September 11 and 12, 1998, with lunch being provided. Commissioner Cardamone stated that the consultants should plan the public forum and present a proposal to the Commission for review prior to signing a contract. City Manager Sollenberger stated that the Administration recommends: 1) approving Task 1 and authorizing the Administration and Consultants to proceed to Task 2, and 2) accepting the proposal from Carter & Carter Associates with the understanding the proposal will be funded and paid for through the L.E.T.F. Commissioner Patterson asked the total cost to date for the Financial Sustainability Study? Mr. James stated that the cost is approximately $206,000 plus $27,000 for the Crime Sub-Task for a total of approximately $233,000. On motion of Commissioner Merrill and second of Commissioner Patterson, it was moved to accept the Administration's recommendation. Motion carried unanimously (4 to 0) : Cardamone, yes; Dupree, yes; Merrill, yes; Patterson, yes. 2. REMARKS OF COMMISSIONERS, ANNOUNCEMENTS AND ITEMS FOR NEXT AGENDA #2 (0484) through (0900) COMMISSIONER PATTERSON: A. stated that although the broken sewer line which occurred on March 20, 1998, did not make front page news, many people saw the sewage spill; that whether the City has safeguards for such spills has been questioned; that the ability to repair lines without having the pipe open during a certain period of time should exist. City Manager Sollenberger stated that the problem was lack of redundancy or a back-up system; that only one line comes into the receptor for the sewage; that a bypass to another tank through which to redirect sewage had to be prepared first; that a bypass previously existed; however, the permitting process required the bypass be removed by the regulators for fear that the full treatment process would not be performed; that back-up systems are required in other cities to avoid similar problems; that the facility will be analyzed to determine if a greater redundancy capacity can be developed. Commissioner Patterson stated the response is appreciated; that correcting the problem is worth a substantial investment. Commissioner Cardamone stated that explaining a bypass existed which the City was required to remove due to senseless regulations is a public relations and information opportunity. Commissioner Patterson stated that the possibility of installing the bypass now is interesting; that the regulation must have been relaxed. Commissioner Cardamone stated that her understanding was that the feasibility and opportunity to install a bypass was to be examined. City Manager Sollenberger stated that the Department of Environmental Protection (DEP) was notified of the sewage spill; that an investigation to determine possible City negligence will be conducted; that penalties or fines may be assessed but are not anticipated. Book 43 Page 16382 03/26/98 6:00 P.M. BOOK 43 Page 16383 03/26/98 3:00 P.M. Commissioner Patterson stated that a presentation showing the proactive approach the City has already undertaken is desired. Commissioner Cardamone stated that WWSB Channel 40 News televised the broken sewer line and reported on the sewer gas released; that the pipe split appeared 12 to 25 feet across the top of the concrete pipe; that more detail is desired. Commissioner Patterson stated that the Pelican Press recently reported sewage leakage from City manholes. City Manager Sollenberger stated that the leakage occurred as a result of the inflow and infiltration from the recent substantial rainfall. Commissioner Cardamone stated that a press release explaining the broken sewer line should be issued. Commissioner Patterson stated that an explanation of procedures undertaken to prevent sewage leakage from manhole covers is desired. Vice Mayor Dupree asked if the condition of the pipe and pressure build-up caused the leakage problem and if pipes are replaced periodically? William Hallisey, Director of Public Works, came before the Commission and stated that pipes can be replaced; that an on-going Renewal, Replacement and Improvement (RR&I) program is in place; that the particular pipe involved in the leakage was considered a 50-year installation and has been in place for approximately 15 years; that the reasons for the gas build up in the pipe is being investigated; that gas precipitation and corrosion in the pipe does not occur if a pipe is full of sewage; that the engineer of record, Post, Buckley, Schuh & Jernigan, Inc., is investigating; that the original installation, as-built drawings, and elevations are being reviewed to determine how the failure occurred; that the corrosion was caused by sewer gases which should not happen with the type of pipe used; that a full report is expected; that a major investment has been made in the sewer system; that similar occurrences cannot be allowed to happen again; that the high ground water levels have remained high over the winter due to El Nino rain events resulting in inflow from the service lines; that service lines are on private property and not generally addressed by the utilities; however, the industry recognizes the type of conditions experienced cannot be tolerated; that a report will be presented to the Commission on the service line problem; that a sanitary sewer evaluation program is underway in the southwest collection system which is the area experiencing problems with manholes leaking; that good data has been secured, problems have been pinpointed, and the majority of problems are on private property; that methods to develop a program and a funding mechanism to address the problems are being sought; that the homeowner's line may work but be old and leaking causing a problem for the utility system but not the homeowner; that establishing a requirement for the homeowner to replace the service line has not been decided; that discussions have taken place with the State regarding availability of funds from the State Revolving Loan Fund (SRLF) program for service line work; that public utilities have not previously participated in this problem; that the opportunity to participate in this program may result in a good return for dollars invested. Vice Mayor Dupree stated that recommendations on possible solutions should be presented with the report. Mr. Hallisey stated that recommendations will be presented. Commissioner Cardamone asked the length of the split in the pipe? Mr. Hallisey stated approximately 60 feet of pipe was found defective and has been replaced; that the repairs are being completed today. Commissioner Patterson asked if the bypass would have by-passed the area of the split pipe rather than the entire sewer system? Mr. Hallisey stated yes; that a temporary bypass was installed during repairs allowing continued operation of the treatment facility. 3. ADJOURN (AGENDA ITEM IV) #2 (0880) There being no further business, Vice Mayor Dupree adjourned the special meeting of March 26, 1998, at 5:02 p.m. Dha - 2 phek JEROME DUPREE, / VICE MAYOR ATTEST: RELTE Rabenson BILEL B. ROBINSON, CITY AUDITOR AND CLERK - Book 43 Page 16384 03/26/98 6:00 P.M.