10/01/2007
CITY COUNCIL WORK SESSION MINUTES
CITY OF CLEARWATER
October 1, 2007
Present: Frank Hibbard Mayor
John Doran Vice-Mayor
Carlen Petersen Councilmember
George N. Cretekos Councilmember
Paul Gibson Councilmember
Also present: William B. Horne II City Manager
Joe Roseto Interim Assistant City Manager
Pamela K. Akin City Attorney
Cynthia E. Goudeau City Clerk
Brenda Moses Board Reporter
The Mayor called the meeting to order at 1:30 p.m. at City Hall and recessed
from 1:30 to 1:36 p.m. for a Special Council meeting.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order
.
Financial Services
Award a contract to RFP Depot, Provo, Utah, to provide procurement process service for
the City, and authorize appropriate officials to execute same. (consent)
Purchasing organized a committee of City financial system users to explore and
evaluate eProcurement systems currently available for governmental purchasing. Three
system providers were invited to provide a demonstration of their system. The user
committee selected RFP Depot as the provider most capable of obtaining lowest
possible bid pricing with user-friendly software. RFP Depot is a comprehensive system
that public agencies use to organize, automate, and manage their entire eProcurement
processes. By using the RFP Depot system to process and receive bids, the City will
recognize an immediate increase in productivity and efficiency in all departments related
to purchasing activities, and at no additional direct cost.
Electronic procurement allows for electronic bid and quote response via a secure
lockbox managed by the RFP Depot hosted software. The City will be able to issue bids
and quotes to all suppliers/contractors that have registered with the City and all suppliers
in the RFP Depot database. This will increase competition for City contracts and reduce
costs. Agencies, such as City of Ft. Lauderdale, cities of Garland and Plano, Texas, and
the city of Salt Lake City, Utah have experienced a cost reduction between 5% - 15%
overall using the RFP Depot system. Suppliers are notified of bid opportunities via e-
mail or fax, and then submit their response electronically. Bid opening dates and times
are scheduled by the City and are electronically opened and tabulated for review by City
departments.
Two options are available for payment to RFP Depot. The City can pay an
annual fee estimated at approximately $16,000 for the first year, or suppliers who win
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contracts pay RFP Depot a fee of 1% of the total award. Staff recommends the supplier
1% pay option during the initial year. The supplier pay option is similar to the State of
Florida’s My Florida Marketplace System. The City will evaluate the results during a
one-year test, then determine the best payment option for future years; i.e., City pay or
suppliers pay. If staff determines the City pay option is best, funding will be included in
the FY 2008/09 budget. Should the service not prove of value, the City may cancel the
service without cost. Initial utilization will be for goods and services not related to Public
Works/Engineering/construction contracts. Expansion possibilities will allow inclusion of
contract documents and blueprints utilized in Public Works/Engineering projects.
In response to questions, Purchasing Manager George McKibben said the city of
Ft. Lauderdale stopped the 1% pay option process, but the State continues to use it.
Staff training on the system will consist of 2 –3 hours. More competition from using the
system will result in lower costs to the City.
Information Technology
Award a contract to Sprint/Nextel, Los Angeles, California - Cellular/radio and Treo
service during the period October 1, 2007 to September 30, 2008 at a cost not to exceed
$214,160, under State Contract 12-00115 and authorize the appropriate officials to
execute same. (consent)
This is a renewal of service for the City's cell phones. There are currently 547
cell phones in the City's inventory. The number of units has been relatively constant
over the last 5 years, however the cost for services has decreased approximately 10%
over the same time period.
In response to questions, Information Technology Director Dan Mayer said it is
difficult to determine cost per minute as minutes are pooled. All users receive free
nights and weekends. Other radio services staff has tested are not as responsive and
do not have interoperability with other State agencies. Random audits are done monthly
and employees that make personal calls reimburse the City.
Marine and Aviation
Approve an agreement with Decade Properties, Inc. d/b/a Clearwater Bay Marina from
December 1, 2007 to November 30, 2008, a one year period, for the collection of daily
parking fees at Seminole Launch Ramp for twenty-five percent (25%) of fees collected
and authorize the appropriate officials to execute same. (consent)
The City has been renewing the agreement for sale of parking permits on a year-
by-year basis for several years. This is due to the anticipated sale/development of the
property adjacent to the City site.
In return for collecting the daily launch fees, Decade Properties retains twenty-
five percent (25%) of the money collected. The City receives seventy-five percent (75%)
of the daily parking fees. Monthly and yearly parking permits are sold at various City
locations, not by Decade Properties, and are not part of this agreement.
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In response to questions, Marine & Aviation Director Bill Morris said no other
adjacent property owner would be able to provide this service. The City’s costs would
be significantly higher to run the facility.
Parks and Recreation
Award a contract for landscape and irrigation of a portion of SR 60 on Memorial
Causeway to Garden World of Holiday, Inc. of Dade City, Florida, in the amount of
$164,605.58, which includes base bid and a 10% contingency and authorize the
appropriate officials to execute same. (consent)
In 2006, the City Council approved a Streetscape Maintenance Memorandum of
Agreement with FDOT, District Seven, for the improvements of SR 60 medians from the
770 feet west of the Memorial Causeway Bridge to the Mandalay Channel Bridge and a
small area south of SR 60 at the traffic signal to Island Estates.
FDOT, District Seven, has allocated a landscape grant for landscape
improvements for this project.
This contract with Garden World of Holiday, Inc. is for landscaping the areas
mentioned above. Work will include grading, planting trees, planting of landscape
material, planting annuals, and repair of any broken lines to the irrigation system, for a
base bid of $149,641.46 plus a 10% contingency.
The landscape design will be similar to, and a continuation of, landscaping that
was installed in the medians of the new Memorial Causeway Bridge in 2006. Due to the
narrowness of the medians and the fact that there are no curbs on the causeway,
additional palm trees or trees of any size will not be allowed.
Work will commence upon award and execution of the contract and will be
completed by December 2007. There will be no additional operating costs since this
project is a renovation of areas already maintained by the City. The new landscape will
be replacing existing landscaping that Parks & Recreation is resourced to maintain. No
new impact to the department’s budget is required.
In response to questions, Mr. Dunbar said the contractor paid for re-planting of
landscaping materials and will continue to perform replacement and maintenance for the
first year. Many plants are old and require replacement.
Police
Approve an agreement between the City of Clearwater and the School Board of Pinellas
County, Florida providing for the continuation of the School Resource Officer program at
Clearwater High School, Countryside High School, Kennedy Middle School and Oak
Grove Middle School for a one-year period commencing July 1, 2007, through June 30,
2008 and authorize the appropriate officials to execute same. (consent)
Under the terms of the one-year agreement between the School Board of
Pinellas County and the City of Clearwater, the City will provide law enforcement and
related services to Clearwater High School, Countryside High School, Kennedy Middle
School and Oak Grove Middle School during the regular school year. The assigned
officers (1 per school) will provide instruction in law education, will serve as resource
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persons, conduct investigations, provide security and maintain the peace, make arrests
and provide support services as necessary.
The annual cost of salaries and benefits of 4 officers over the one-year period will
be approximately $297,776 and will be provided from the Police Department’s operating
budget. Total annual reimbursement from the School Board over this same one-year
period will be $196,046. The difference between the actual costs and amount
reimbursed is offset by the benefit of the program to the community and the Police
Department. The continuation of the School Resource Officer Program beyond the
current fiscal year will depend on funding being included in future budgets.
The Police Department has maintained a good working relationship with the
School Board. School Resource Officers have been assigned to Clearwater High
School since January 1, 1985, and Countryside High School since January 1, 1986.
This is the first year for School Resources Officers in Kennedy Middle School and Oak
Grove Middle School.
In response to a question, Police Chief Sid Klein AmeriCorps will rotate two
officers per high school.
Engineering
Award a contract for the Pier 60 Storage Building (07-0033-EN) to Caladesi Construction
Company of Largo, Florida for the sum of $189,304, which is the lowest responsible bid
received in accordance with the plans and specifications and approve deductive Change
Order 1 in the amount of $76,554.01 for, a new contract amount of $112,750 and
authorize the appropriate officials to execute same. (consent)
This project will construct a 720 square-foot, concrete masonry unit storage
building. This building will be a replacement for the previous storage building that was
demolished to facilitate the construction of Beach Walk and will be utilized exclusively by
the Pier 60 Concession operator as stipulated in the lease agreement with the City. This
storage building will match the architecture of the existing structures in Pier 60 Park.
This storage building has been designed and will be constructed to meet FEMA flood
zone regulations and has been approved for construction by the Pinellas County
Construction Licensing Board.
The deductive change order in the amount of $76,554.01 is a result of relocating
the storage building from FEMA Flood Zone V to FEMA Flood Zone A, thereby
eliminating the need for the building to be supported by concrete pilings. This change in
location has been coordinated with and approved by the Pier 60 Concessions
leaseholder.
This storage building will be operated and maintained by the Pier 60 Concession
leaseholder. This project will start as soon as possible after award and execution of the
contract and will be completed within 60 days.
In response to a question, Engineering Director Mike Quillen said the concession
leaseholder offered to contribute toward construction costs but only with the ability to
extend the lease another 15 years. Assistant Engineering Director Glenn Bahnick
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described the building’s design and said staff anticipates a permit will be issued by the
end of the week.
Official Records and Legislative Services
Appoint Diana Shields to the Business Operating within the area category of the
Enterprise Zone Development Agency with the term expiring on October 31, 2011.
(consent)
Consensus was to appoint Diana Shields.
Reappoint Douglas J. Williams to the Municipal Code Enforcement Board with the term
expiring on October 31, 2010. (consent)
Consensus was to reappoint Douglas J. Williams.
Legal
Amend Ordinance 7769-07, which vacated three drainage and utility easements, one
ingress/egress easement and a portion of Osceola Avenue right-of-way and pass
Ordinance 7883-07 on first reading.
Triangle Old Bay Holding, LLC wishes to change certain conditions contained in
Ordinance 7769-07, which vacated three drainage and utility easements, one
ingress/egress easement and a portion of Osceola Avenue right-of-way. Specifically,
the Applicant wishes to amend Section 2, Subsection (3) of Ordinance 7769-07,
changed from: "FLD2006-05030 approved by the Community Development Board on
Nov. 21, 2006" to "by City of Clearwater construction standards", and revising Section 3
to provide specific performance dates and provide for the reduction of the letter of credit
under certain circumstances.
City Attorney Pam Akin said staff saw no reason for Triangle to do work that
would have to be torn down as the project progressed. Triangle plans to complete the
project quickly. Their actions do not negatively affect the City.
Council Discussion Items
Provide direction regarding letter to Federal Legislators regarding the Clean Water Act
and provide direction regarding procedure for future communications with Legislators.
City Clerk Cyndie Goudeau reported that a letter was drafted to Federal
legislators regarding a change in the Clean Water Restoration Act. Sec. 5 of the bill,
which strikes the word “navigable” from the Federal Water Pollution Control Act and
inserts “waters of the United States,” would place a considerable burden on local
governments as they manage intrastate waters. The City requests a narrower definition
of “waters of the United States” in order that local governments can work jointly with the
Federal government to enact environmentally-friendly policies without suffering the legal
consequences that will result from the vagueness in the proposed language.
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Discussion ensued regarding procedure for future communications. Staff
directed to contact legislators regarding their position before drafting letters and to
provide Council opportunity to review.
Clearwater Marine Aquarium Funding Request
Discussion ensued regarding CMA’s (Clearwater Marine Aquarium) request for
funding. Concern was expressed that the requested funds exceed half of the total
renovation costs.
In response to questions, CMA Executive Director David Yates said the
renovations are for structural safety issues. City funds will supplement private funds.
Staff directed to request a legal interpretation regarding possible use of Penny
funds and research the reverter clause on the facility.
Review Council Rules and provide direction regarding changes
Discussion ensued regarding Council rules with the following recommended
changes:
Rule 1
Per the suggestion of Ms. Akin, consensus was to add to Section (1) that the
date of Council meetings can change based on majority vote of the Council and in
Section (2) to allow public input at work sessions upon approval of Council.
Rule 6
Consensus was to delete Item G.
Regarding Section (3), consensus was for sentence 7 to read, “Extensions of
time limits can be given if approved by the Mayor.”
Rule 8
Discussion ensued with comments that the Mayor frequently recognizes
Councilmembers with a silent cue in the form of a nod. The Mayor will formally
recognize Councilmembers.
Consensus was to change the first sentence of paragraph one to read, “Any
member of the Council making a motion shall address the Chair and await recognition
before speaking.”
Discussion ensued regarding the order of discussion and debate and the amount
of time that a Councilmember can speak. Staff will provide suggested language
regarding this section.
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Rule 12
Consensus was that breaks be at the discretion of the Council.
Rule 13
Consensus was that minutes will be furnished prior to Council meetings.
Employee Health Insurance Contract
Interim Human Resources Director Allen Del Prete reviewed the proposed 2008
healthcare benefits plan, RFP respondent plans and the Benefit Committee’s
recommendations. Although Humana’s costs were lower, the Benefits Committee
recommended United HealthCare with the caveat that the City contribute one-half of the
employees’ increased premiums.
In response to questions, Kurt Gehring, Gehring Group, said market trend
currently ranges from 10% to 12%. Finance Director Margie Simmons explained how
individual rankings of Benefits Committee members were calculated. The vote to retain
United Healthcare was 9:6. Mr. Del Prete said Humana initially matched up to 84% of
United HealthCare’s physician network. However, Humana is re-evaluating the list
provided by United, as it appears that 94% of physicians and specialists participate in
both Humana and United Healthcare plans.
Mr. Gehring said there is always the potential for disruption in service if a
physician is not in another provider’s network. Humana has not been the strongest
player in the public sector but have new management and are strong nationwide.
Discussion ensued. It was remarked that Hillsborough County Schools are
thrilled with Humana’s service. Concern was expressed that if the City rejects Humana
as a provider, it could discourage other providers from participating in the RFP process.
Union representatives were asked if they wanted the Benefits Committee to
inform their membership of Council concerns and reconsider their recommendation to
retain United Healthcare.
Steven Sarnoff, CWA representative, said most of the pay raises employees will
receive this month will be gone if healthcare premiums increase. He said he is
uncomfortable with Humana as a provider and suggested the City fund increased
premiums as a one-time expense from the Central Insurance Fund.
John Walser, FOP representative, said several employees’ physicians told them
they would not participate in the Humana plan. Employees’ raises cannot absorb the
increased healthcare premiums. He suggested the City use Central Insurance Funds to
share the costs of increased premiums.
Dan Slaughter, FOP representative, said although the Benefits Committee’s
purpose is to control costs for employees and the City, their recommendation was for
both parties to share increased costs. The Committee thoroughly considered all plans
and believes United Healthcare’s continuity of service is in employees’ best interests.
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In response to a question, Mr. Gehring said a physician in both United
HealthCare and Humana networks must provide employees the same level of treatment
regardless of the provider.
Consensus was to reflect Humana as the City’s 2008 healthcare provider on the
agenda item.
13. Adjourn
The meeting adjourned at 5:30 p.m.
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