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AGENDA �
Clearwater City Comrnission Speciaf Meeting
Monday - April 8, 1996 - 1:00 P.M. - Chambers
1 . Call to Order
2. Contract for food and beverage
services for the Harborview Center
to Boston Concession Group, inc.,
for the period 4/8i96-9/30/2001
3. (Cont. from 414196) Res. # 96-31 -
Requesting Florida Division of
Alcoholic 5everages and Tobacco
to issue a special license for
alcohol consumption on-prernises
only to the Harborvie�v Center, and
requesting transfer of said license
to the Facility's Caterer; rescinding
Res. #96-18
4. Adjournment
SEAt•�
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Clearwater City Commission
Agenda Cover Memorandum
Item # �
Meeting Date: 04/ 08/96
soBJEC�:
Harborview Center Food and Beverage Services Contract
RECOMMEI�IDATI ON/ MOTION :
Award faod and beverage services contract for the Harborview Center to Boston
Concession Group, Inc. for April 8, 1996 to September 30,2001.
� and that the appropriate officials be authorized to execute same.
BACKGROIIND: The City of Clearwater has retained Globe Facility Services (GFS) to provide quality
management operational services at the �Iarborview Center. The City has established the following goals:
1, efficie�t operation
2. minimizing the net cost to the City
3. safeguarding the City's capital investment
4. active solicitation, promotion and company promotion of events to maximize revenues to the City
The City Commission included in the budget for Harborview a fully developed banquet serving kitchen which will
add income to the C�nter and be managed by GFS. This concept is designed to maximize the income and to
consolidatn the alcoholic beverage license to one server thereby meeting the guidelines from the state for serving
beverages on a regular basis. It is with these goals foremost in mind and based on direction received from the City
Commission at a workshop meeting on 3anuary 2, 1996, that GFS. issued a Request For Proposal for Food and
Beverage Services at the Harborview Center. Providers were solicited and notification of the process was advertised.
The R.F.P, required each firm to provide information as follows:
* demonstra.ted ability to maximize pot�ntial revenues
* resumes of Operators Management Team
* labor schedules and manning charts
* proposed rnarketing prograrn
* operating experience
* financial resources
* specific experience
* operating plan
* training practices
Reviewed by: Originating Dept: Casts: S N/A Coamission Action:
Legal Administration Total O Approved
eudget � O Appraved W/conditions
Pu�chasing N/A
Risk Mgmt User Dept- Current Fiscal Yr. ❑ Denied
CIS N A Harborvieu Center ❑ Continued to:
ACM Funding Source:
Other ❑ Capital Imp.
Advertised: � Opereting
Attachments:
Date: 01/19/96 � Other Proposed Contract
Paper: Tampa Tribune/Pinellas
Revi er+
� Not Requi�ed ❑ Hone
S�mitt�d by: Affected Parties Appropriation Code:
� Notified 315-94734-550400-552-000
L'ity M age � Not Required
- 2 -
A pre-bid conference and facility tour was held on January 23, 1996, and nine (9) firms were represented.
Proposals were due on February 9, 1996, and GFS received six (6) submissions.
Short list interviews were held with four (4) potential operators on February 16, 1996. The evaluation committee
consisteti of Mich Sauers, President; Ken Young, Director, both of Corporate GFS; Barry Strafacci, General
Manager; D�vid Ransdell, Financial Director GFS Harborview; and George McKibben, Purchasing Manager, City
of Clearwater.
The evaluation and interview process identified two (2) firms as exceptional potential operators. Each has different
advantages, as follows:
Boston Concessions Group
1. strong financial resources
2. convention center experience (Broward County)
3. natio�al purchasing advantages
4. national network of trained personnel
5. availability of rnobile kitchen
6. experience in purchasing of kitchen and banquet ey,uipment
Delectables Catering
1, local company
2. owners are chefs and banquet managers
3, hotel banquet experience
4. creativity and enthusiasm
5. local marketing knowledge and experience
6. no conflict of interest
Therefore, after long negotiations, GFS recommends awarding the Food and Beverage Services to a joint venture
of Boston Concession Group and Delectables Catering. These firms have reached a� agreement in principle and are
finalizing details of a contract with the Harborview Center.
The contract will be a management fee based agreernent. The joint venture will receive a percentage fee based on
gross receipts, which provides an incentive for driving sales. Additionally, as an i�centive to rnanage the business
efficiently and profitably they will r�ceive a percentage of Net Operating Profit. The two (2) parties of this joint
venture will split fees equally.
The joint venture has agreed to provide the business the necessary operating capital and interest free cash advance
of $lOQ,000 to purchase the banquet equipment necessary to operate in a first class rnanner and an additional
$150,000 at prime plus 1%. The equipment becomes property of the City. The advance is rett�rned by installments
from Harborview's food atld beverage profits.
The term of the contract will be five years ending September 30, 2001.
TO:
MEMORANDUIi'I
Mayor and City Commissioners
,,
FROM: I{athy S. Rice, Deputy City Manager
COPIFS:
SUBJECT:
DATE:
Betty Deptula, City Manager
Bill Baker, Assistant City Manager
Harborview
April 3, 1996
Attached is a revised agenda item with a redlined copy of the concession management agreement for
the City of Clearwater Harborview Center and Boston Cvncession Group, Inc. All changes are
marked in legislative style. The major changes include:
Page 2 Definitions A definition of gross receipts and expenses which exclude the cost of
collecting bad debts as an expense and excludes uncollected amounts
from gross receipts.
Page 6
Page 14
Page 15
Page 16
Page 17
F
C and D
F
Establishing standards for staffing and giving approval for change to the
Harborview Center's General ManagPr. (See also U, page S.)
The management fee is paid on an accrual basis and the profit changed
to reflect 10 % flat fee.
Defines better the advance requested of Boston Concessions and how it
will be repaid.
G Outlines the deficit guarantee of $50,000 by Boston Concessions and
allows a one-year carryover as an operating expense to give the company
the ability to recoup any losses. This is contemplated to help in the
beginning years as business is building.
F
Defines the reimbursement procedure.
Also attached is the information developed by Comrnissioner-elect Seel and questions asked by
Commissioner Berfield (with answers).
Attachments
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Whereas. (�1_obe ha� an aEreemen wi h City
to manage the �er�iavr� Center, a facility used for the purpose
of hasting convendons, trade shows, civic events, and other entertainment for
residents of and visitors to Clearwater, Florida.
1Nhereas. �e�1Q�g �d the City e€-�ea�� h�yg decided to grant aa exclusive
concession to the Onerator for food and veraQe services fc�r the 'I'hird Level of the
Center��nd the o�tion f��� .�ood and beverage service to the First Level as determined
�v �'i14b% . The
4perator �ess�e}� is ready, willing and able to provide such services and
concessions i.n accordance with this Agreement.
�V��, Operator bas entered an agreement with Delectables Fine Catering, a
Florida based cornpany, to provide certain on site services.
��, S' II Qbe and the Operator have agreed that the Operator should be
compensated for operating its Food and Beverage Services both on a management
fee basis and for a share of profits, as more fully set forth herea.ft.er.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
S:VnewcoRblhvcances.red 4-3-96
I. DEFINITIONS
A. "Accounting yeaz" means the fiscal accounting year of the City of Clearwater,
except for transition period of April 1, 1996, through September 30, 1996,
B. "Agreement" shall refer to the Exclusive Rights Agreement executed between the
Operator and the Harborview ManagemendCity in accordance with these
specifications and the Operator's proposal submitted and accepted by the
Harborview ManagemenUCity, all of which will be incorporated into the
Agreement.
C. "City" shall refer to the City of Clearwater, a municipal corporation organized
and existing under the laws of the State of Florida.
D. "Expenses" shall include but aze not lirnited to normal operating expenses of a
food and beverage department+ exctuding tt�e c�� of cotlect�n� bad debt� �nd
gr.atuities to th�.�xtent p�.to Or�ra�or's s�rvice emnlo,yees�
E. "Facility" shall refer to the First and Third Levels of the Harborview Center,
Clearwater, Florida.
f�� > •
F. "Generat Manager" shalt refer to the Chief Operating �fficer of the Harborview
Center or his/her designated representative.
G. "Gross Receipts" shall refer to ths total atnount of money ��e� by the
Operator or any agent or employee of the Operator from all sales on an accrual
�'L�;-s��� ( er-�e�, made as result of the service
rights granted under the Agreement, excluding sales taxes �n�nd an,y uncollected
� ,
. Gratuities shall also be
excluded from gross receipts to the extent paid out to Operator's service
employees (excluding managerrient and full-time, salaried employees). Any
gratuities not paid out as defined above shall be included as gross receipts.
H. "Harborview Management" shall refer to Globe Facility Services during its term
with the City of Clearwater and should Globe Facility Services no longer serve in
this capacity, Harborview Managernent, shall refer to the City of Clearwater's
designee.
I. "Licensee" shall refer to any person or entity that may frorn time to time enter
into any agreement for the use of the Facility's for a particular purpose.
S:Unewcame�hvconcas.red 4-3-96 2
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J. "Operator" shalt refer to the Boston Concession Group selected by the
Harborview Management/City to provide the services set forth herein.
K. "Profit" means excess during the Accounting Year of the Si� Receipts over the
sum of Expenses �a� the Management Fee.
S:V�ewoomelhvconces.red 4-3-96
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II. UTILITIES
A. Harborview ManagernentlCity shall provide electricity, gas, sewer and water
services for use by Operator in the Rroduction kitcb n as an o ra in�. e�pense of
� Q sa.�o� 1' e intent L� t� allocat� Qn�,�ctual c�sts assoc�ed with the
nroduction kitchen. Operator is required to develop an ef%ctive and continuous
Energy Management and Conservation Program for his operations throughout
the terrn of this Agreement.
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C, Should the Operator requ.ire any additional utility capacity and/or outlets beyond
those provided, the cost of such installation and hookups will be an �i�
expense' �,5.�.�A rov � y�h,.� Ceneral Managgr, b�t � � �r�roval �ha 1 not bg
1iaT.'�Qri�21, �►ithhe d.
S:Vnewcomalhvconoes.rod 4-3-96 4
III.OPERATI�NS
A. The Operator shall render service to the public in a professional manner. No
pressure or coercion shall be u�ed by the Operator in an attempt to influence the
public to use the services or products of the Operator. All Operator's sales
activities shall be conducted and operated under the supervision of the General
Manager and shall in no way interfere with the orderly operation of any event.
The sales shall be conducted at such times from and at locations designed by the
General Manager or his authorized representative. Operator and his ernployees
will not distribute literature of any kind other than that directly related to the
operation services in the Facility. The Operator shall at all times exercise
prudent, reasonable and experienced judgment in the seiving of alcoholic
beverages. The Operator shall at all times use only qualified and supervised
personnel with training as required by Florida law for the sale of alcoholic
beverages.
B. The Operator shall operate the areas designated for the purpose of the sale at
retail to the public at the Facility, in an efficient manner for the convenience and
safety of the public during all designated Facility events and at such other tirnes
as shall be reasonably required by the General Manager.
C. Programming for all events requiring the services of the Operator shall be
scheduled by the General Manager or his authorized repr�sentative.
Progxamming offered by the Operator utilizing the Facility shall be accepted and
incorporated into the official Calendar of Events, provided that said activities are
consistent with the poticies of the Harborview Mana�ementlCity and provided
that said events are not in comgetition or conflict with Facility sponsored events.
D. The Operator shall employ and compensate his own help, vendors and
employees; and all said employees, counter help, or vendors shall rneet all the
requirements set out herein. The employees shall be neat and clean in
appearance and be courteous towards the patrons, the public and their fellow
employees. All employees of the Operator shall enter and leave the Facility via
the entrance(s) so designated by the General Manager. �erator's err�l�yees
�hall ,park in areas desi��,�v General Man�g� The Operator shall be solely
responsible for the payment of all Federal, State and Local employment taxes and
Health/Welfare benefit plans and other fringe benefits.
The Operator shall have a drugfree workplace policy. The General Manager
reserves the right to re�.auest the dismiss�any employee for dsinking alcobolic
beverages Rnd/or using illegal substances. General Manager reserves the right at
all tianes to n;d�uest the dismissal of any employee of Operator for cause. The
General Manager shall provide office space and loc�er room space as available
for employees of Operator.
S:�newcomelhvconces.red 4-3-98 5
E. The General Manager shall have the prior right to approve the selection of
Operator's Manager, No replacement of the Operator's Manager will be
permitted without prior approval of the General Manager, including interviewing
and approving the replacement Manager for Operator at least thirty (30) days
prior to the departure of the previous Manager.
F. Operator shall provide event sta�ing in accordance with the following���
���s:
1. Waiter/waitresses
a. one per twenty five guests for sit down luncheons and dinners
b. one per thirty guests for sit down breakfasts
c. one per thirty guests for luncheon and diru�er buffets
d. one per forty guests for breakfast buffets
e. one per one hundred guests for cocktail parties
2. Bartenders
a. one per one hundred guests for host bars
b. one per one hundred twenty-five guests for cash bars
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G. Operator shall provide General Manager with the following upon final approval
of this Agreement:
1. Copy of the Operators Emgloyee Handbook
2. A statement identifying the sources to be used for obtaining non-
management labor.
3. The entry-level training progra.ms outline for all customer-contact
personnel.
H. All employees of Operator shall be neatly attired in uniforms. All uniforms are
subject to Frior approval by the General Manager.
I. All beverages sold either at fixed or portable locations or vended (except for
catered ev�nts) shall be sold in paper ar plastic �ups. The General Manager shall
have the right. of approval of all containers.
J. All uniforms, plastic and paper cups, containers, napkins, matchbooks, etc. must
prominently display the �g11LeP'S ���'s name and/or logo. Operator's logo
S:Unewcomelhvconces.red 4-3-9� 6
may be displayed at the discretion of the Gcneral Manager. All artwork and
design specifications will require prior approval of the General Manager.
K. Operator shall be permitted to operate or subcontract vending machines subject
to the approval of the General Manager as to the lucation, number of machines
and products sold. All such sales shall be included in the Operator's gross
receipts.
L. Chewing gum will not be sold by the Operator, either rnanually or through
vending machines.
M. The Operator shall not interfere with the free distribution of food and drinks or
any other items of any nature whatsoever, where such distribution has been
authorized by the General Manager. Free sarnples may be given away by or on
behalf of or with pernussion of any person or organization which has properly
engaged the Facility at trade shows, cooking schools, exhibitions and
conventions at the discretion of the General Manager. The Operator will be
reqwred to provide or �odify operations upon request of any Licerisee, when it
has been approved by the General Nfanager as in the best i.nterest of the Licensee
or is necessary to comply with the terms of the Agreement between ihe Facility
and said Licensee.
N. Operator shall submit to the General Manager, for approval, reasonable rules and
regulations for the operation of the concessions. Final decision as to whether ar
not alcoholic beverages may be sold at an event shall be determined by the
General Manager. The decision to refuse service of alcoholic beverages to any
individual shall be the sole responsibility of the Operator.
O. The General Manager shall decide any and all questions which may arise as to
the acceptability of services rendered, and as to the rnanner of performance, and
questions which arise as to the interpretation of the cond.itions and the
specifications and all questions as to the accepta.ble fulfillment of Agreernent,
except the actua] termination shall only be accomplished with Harborview
ManagemendCity approval.
P. Harborview Mat�,�ement �� shall be responsible for providing set-up and
tear-down labor and equipment for banquets avd receptions. All table decoration,
skirting, water service, etc, are the responsibility of the Operator.
Q. Operator shall operate concessions during move-in and rnove-out days for trade
shows, exhibitions, conventions and rehearsals on request of th� Generai
Manager.
R Operator shall be required to provide sufficient levels of working capital (till
funds, petty cash, and inventory) to adequately serve the patrons of the �enter
��-at all #imes.
S:Vnewcome�hvconces.red 4-3-96 7
'�)
S. Operator agrees that it shall not discriminate against any person with respect to
apportunity for employment or conditions of employment because of race, color,
religion, national origin, age, sex, or disability and warrants that it will comply
with all applicable state and federal laws relating to employment practices.
T. The days and hours of operation for the food and beverage services shall be
subject to the prior approval of the General Manager.
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S:Vnewcomelhvconces.red 43-96 8
IV. NiAINTENANCE AND CLEANUP
A. Operator shall maintain all equipment and smaIlwares used in performance of his
duties, including rolling stock, in a good state of repair, including maintenance or
repair necessitated by ordinary wear and tear.
B. Operator shall replace, as an operating expense, any equipment damaged beyond
repair, or rendered useless by wear and tear, unless, in the sole opinion of the
General Manager the equipment is unnecessary to the proper functioning or the
food service operation. Replacement equipment shall be subject to approval of
the General Manager as to type and similarity to that replaced.
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D. The Operator shall maintain all food service areas in a clean and sanitary
condition in accordance and consistent with a11 applicable rules, demands and
requirements of law, pertinent health and sanitary codes, and requirements of
duly authorized health authorities �f the City of Clearwater and Pinellas County
and any other health department having jurisdiction.
E. Operator shall, as an operating expense, engage and supervise exterminators to
control vermin and pests as is necessary, but at least monthly. Such
extermination services shall be suppli�d in all areas where food is prepared,
dispensed or stored.
F. AlI refuse and waste materials created by the Operator's aperations in all public
areas shall be promptly disposed of after each event as an expense of the
operarion. Waste foods sball be kept in closed metal containers until removed
from the Facility. Such removal shall be made promptly during and after the
event. The entire area within a radius of twenty-five (25) feet of each stand,
cornrnissary and work area shall be kept free and clear from all nuisance.
Damage to floors, walls, windows or other property in said radius by reason of
operation of said sta.nd shall be repaired at Operator's expense. Operator shall
employ the necessary personnel before, during and after hours of any event to
cornply with these provisions.
G. Operator shali provide General Manager with copies of all maintenance contracts
and cleaning and rnaintenance schedules on at least an annual basis,
S:Vnewcomelhvconcea.red 4-3-96 9
,
H. The General Manager, at his sole discretion, shall determine acceptable
pecformance levels relative to maintenance and sanitary conditions.
S:Vnewoomelhvconces.red 43-96
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V. PRODUCTS TO BE SOLD, PRICES
A. Operator has the exclusive right for Food and Beverage Services on the Thirs�
level of the Center, subject to other provisions of this Agreement, to sell all
fuods and beverages, including alcoholic beverages, candy �exce�t .gum 1 and
other products.a�e ��. Rights for the sale of novelties, souvenirs,
merchandise and programs are excluded from this Agreement; but, may be
included at the discretion of the General Manager. Providing food and beverage
services for the First -�� floor and other areas under Harborview
Management/City control, are at the sole discretion of the General Manager
notwithstanding other agreemen�s.
The exclusive rights granted hereunder shall not be construed as to prevent or
prohibit either the Facility or any licensee or tessee of the Facility from
engaging in or contracting for, with Facility's approval, outside catering
services, excluding liquor, for special events not to exceed five (5) total such
events per Facility's fiscal year and for City Department events, when
required by the City Manager. The intent is to lirnit these to Recreation
programs that are not catered type events. The 4perator, however, shall be
considered the exclusive catering service provider, and Facility will
recommend the Operator as first choice for all catered events provided the
Operator dernonstrates the required catering capabilities. Use of the Facility
by an outside catering service shall not include the use of any of Operator's
occupied areas or equiprnent ot��er than the service corridors unless otherwise
agreed to by Operator and General Manager.
B. Operator shall provide those types of services normally associated with
convention Center operations from t�ie standpoint of customer, tenant, public and
building needs. These services are primarily concession and catering related
functions. Additionally, specialized services consisting of, but not limited to the
following, will be required:
1. $,Q41�$erviGe- this service is pertinent to meeting rooms used
by clients with services requested ranging from snacks to elaborate
catered meals. This type of service often involves quantity amounts
of food as opposed to individual orders, requires constant attention by
Operator for re-supply and freshness purposes, and often must be
serviced around meeting time and/or other constraints imposed by the
client or Facility management.
2. Ea�ibitor Service�- exhibitors at convention or trade shows
may choose to entertain clients with food a.nd/or beverage items
served direcdy in their booth display locations.
S;Unewcome�hvconces.red 4-3-96 I1
3. per�o�nel Servi�e- there will be occasions when Operator is callcd
upon to provide hosts/hostesses, bartenders and/or waitcr/w�itresses
for specialized functions. These functions are not to be confused with
or detract in any way from the normal services and stAfiing for which
4perator is responsible under this Agrecment.a�d-afe-+t�-ad�+�e�-
Eeae�e�-�4�age�:
4. Water Service- Operator shall provide hcad tablc water service for all
meetings in the Facility at no charge to the clicnt. This service shall
consist of glasses and pitchers for ice water. In addition, the client
may from time to time request water service in meeting rooms for the
audiencz which Operator shall also provide at no charge, upon
direction from the General Manager.
5. �f.fsite Catering- Operator, subject to General Manager's approval,
is encouraged to seek offsite catering opportunities so long as they do
not interfere with Facility events. Offsite catering income �,��
from use of Facili ,'s r�Qd�ction kitchen and/or equi�ment will be
included in 4perator's gross receipts.
C. Operator recognizes that the quality of items sold at Facility is a matter of highest
concem to the Harborview Management/City and is the essence of the
Agreement. Operator represents and warrants that all items sold will be of the
highest possible quality.
Operator shall provide products of quality and at prices at least consistent w�ith
sirnilar product� presently being offered in other similar Facilities. The General
Manager reserves the right to determine wh�ther a particular product complies
with the above standard, which righl shall be exercised reasonably.
D. General Manager shall meet with Operator to review products to be sold and
prices to be charged on an annual basis. Whenever unique economic conditions
result in unusual cost increases to Operator, General Manager will consider a
request by Operator for price changes at times other than the annual date.
E. Operator shall procure all food, beverage and operating supplies from local
sources where possible, provided local sources meet quality requirements and are
price competitive.
F. All merchandise kept for sale shall be subject to inspection and approval or
rejection by the General Manager or his duly authorized representative during all
ti.mes that the concession is in operation.
S:1lnewcomelhvconcos.tesi 4-3-96 12
G. General Manager retains the right to permit the sale of all alcoholic beverages in
the Facility in his sole discretion. If any I,is�n,� �� with prior approval of
the General Manager requires that its patrons be allowed to bring alcohalic
beverages upon the premises, then the Operator shall have the right to sell ice,
cups and beverages, commonly referred to as sei-ups, as we11 as levy an
appropriate corkage charge agreeable to the General Manager during such
funcdons.
H. Operator understands and agrees that the General Manager can place reasonable
restrictions on the sale of food, beverage and concession items where necessary
because of the nature of the function,
I. Operator understands and agrees that food andlor beverages may be necessary to
certain functions themselves, i.e., a restaurant, or other food related type show,
and in such cases the Harborview Management/City's contract with the licensee
may permit licensee to dispense free or for sale food and/or beverage items. The
Operator shall not be entitled to any commission or revenue from such
dispensing or function. The General Manager agrees to limit the size and quantity
of such items.
S:Vnewcomelhvconces.red 4-3-96 13
VI. FINANCIAL C4NSIDERA,TIONS
Harborview ManagementlCity e€��a�e� and the Operator have agreed that the
compensation for operating food and beverage services at the facility be on a
management fee basis and a share of profits , as set forth hereafier.
A. erm
• .• � .i � . �.� ��.
• � � • 11 1 � � � 1 ' 11 1 � � 11 � 1
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-.-
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Operator shall expend a sales promotion fund equal to one and one half
percent (1.5%) of total annual gross receipts each year to be used by the
Operator and the Facility to advertise and promote the use of the Facility
food and beverage services. All expenditiues from this fund require the prior
approval of the General Manager and shall be considered an operating
expense.
C. Management Fee
Operator sha11 receive eight percent (8%) of gross receipts of the food and
beverage services up to $1,004,000 and seven percent (7%) of the gross
receipts of food and beverage in excess of $1,000,000, paid monthly, as an
operating expense,.calculated on an AccountinQ Year basis. This shall be
paid on an accrual basis with Een�erall, accented aceounting.princi les.
� i a• � i ' �
Operator shall receive ten percent (10%) of profit after payment of operating
expenses including the management fee on gross receipts of food and
beverage service. , , °
, , . This shall be
paid on an Accounting Year basis
S:Vnewcomelhvconces.red 4-3•96 l4
E. O�r�inE.Ea,�€
Operating expenses shall be the sum of �perator's actual expenditures for
the fullowing items, a11 of which shall be reimbursed �-by the food and
beverage Account � � Qy�x t e re,ner�l M�na e_r,� determined on
an accrual basis in accordance with generally accepted accounting principles:
1. Operator's cost oF labor and payroll directly related to the Center's
u^����r:a.,� food and beverage department, (excluding
•' '' home office executive staf�', but including
those employees which may frorn time to time be brought or relocated by
the ���;t� � � to the Center to participate or assist directly
in Operator's '' opening at the Center or in the servicing
of any subsequent event at the Center), except for �15,000 administration
charge for payroll, accounts payable and receivables, performed at
corporate office. This practice and fee may be discontinued at the
�iscretio ���e of the General Manager. All s�ch �xn�ndih�res �re
�bject to the paor d eta , ap.� ova of the General M�na.g�r.
2. The direct costs of all food, candy, tobacco, beverages, merchandise,
materials and supplies used during the course of operating the E��,y
food and beverage department.
3. All other dircet costs incurred by the Operator in ccannection with the
�jj,�� _food and beverage departrnent,
including, but not lirnited to, taxes (excluding sales taxes), vehicle
expenses related to vehicles permanently assigned to the operation, audit
accounting fees, insurance, licenses, utilities, bank charges, freight, pest
control, pemuts, employee search and recruiting costs, employee
relocation expenses (for managers and assistan# managers only), office
supplies, postage, advertising and promotional expenses, maintenance
and repair of equipment, renta.l expenses, linen and wuforms, telephone,
credit card expenses and replacernent of smallwares and expendable
equipment.
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S:Vnowcomelhvconcea.rad 4-3-98 15
�� i� 1 �
Starting with the first full Accounting Year begirming October 1, 1996, or
upon issuance of Certificate of Occupancy for the production kitchen and the
Cleaiwater Room, whichever is latest, if there is an operating deficit during
any Accounting Year, the Operator shall be responsible for that deficit, up to
$50,000 annually. The Operating Deficit begirining with the first full
Accounting Year may be carried for one Accounting Year, as an Operating
Expense. After payment of the Opecatir�g Deficit for an Accounting Yeae,
and within 10 days of the beginning of the subsequent Accounting Year,
Operator shall have the option to terrninate this agreement with 60 days
written notice to Harborview/City. Operator sha11 also be responsible for the
Operating Deficit occurring during the 60 day notice of terrnination period.
If City takes any formal action affecting the operation of food and beverage
service in the Facility which unreasonably interferes with Operator's rights
and obligations under this agreement, Operator must notify Harborview
ManagementlCity in writing, and give Harborview Management/City right to
cure. If Harborview Management/City does not cure, Operator may elect to
cancel Opera�ing Deficit Guarantee. In such event the City rnay elect to
terminate agreement with 60 day's written notice.
In the event that the Facility is not available for Concessions services by
reason other than �perator's negligence, for a period of more than 30
consecutive days, or more than �5 cumulative days in any Accounting Year,
the Operating Deficit Guarantee shall not apply to such Accounting Year.
S:Vnewcome�hvconces.red 4•3-96 16
VII. RECORDS, ACCOUNTING AND AUDITING
A. All Operator's operations shall conform with the laws, rules, regulations, and
ordinances of the United States Govcrnrnent, the State of Florida, Pinellas
County and the Harborview Management/City a€�ea�e�, and such
ogerations rnust be conducted so as not to interfere through noise or odor with
any person or organization which has properly engages Facility or patrons
enjoyment of the prernises, Operator shall be subject to any reasonable rules and
regulations which may be set up by the General Manager.
B. The Operator shall, as a cost of business, procure and keep in force during the
entire period of the contract all permits and licenses required by laws, rules,
regulations and ordinances of the State of Florida, Pinellas County and the City
of Clearwater.
C. Operator shall maintain all accounting records and docurnents regard.ing
operations at the Facility throughout the term of the Agreement, all in accordance
with generally accepted accounting principals.
D. The General Manager shall be entitled, at any reasonable time, to conduct his
own inventory of products and equipment maintained at the Facility under this
Agreement.
E. Operator shall submit all receipts to Harborview Management Event Account,
through which alI receipts under the Agreem�nt shall be deposited and records of
receipts so deposited kept.
•�- . � -� � • � • : � � � �•• .•� i-
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S:Vnewcorr�e�hvconcss.red 4-3-96 17
G. An annual audit of sales and exne, nses prepared by ceriified public acGOUntants
selected by the �perator and approved by the General Manager musi be
submitted to the General Manager no later than sixty (60) days after the end of
the initixl Agreement year and ench subsequent year of the Agreernent. The
annual audit report will be prepares in a format acceptable to the General
Manager and shall be considered an operating expense.
H. If the General Manager is not satisfied with the statements submitted by the
Operator as provided for herein, the General Manager shall have the right to
make a special audit, by auditors selected by the Harborview Managernent/City,
of the books and records required to be made and prepared by the Operator.
I. The Operator shall disburse all taxes required by Federal, Florida, and local
authorities and shall pay any applicable taxes relating to food service operations,
equipment, inventory and/or rents.
J. The Operaior shall submit to Harborview Manaeement 6et}e��age� the
following reports on iL��ris operation at the Facility:
1. Daily and monthly revenue and ex�ense se�es reports
�e�e��e.
2. Daily event sales reports ��-se�s e
3. Aruival �venue and ex�sa�es report corresponding with Harborview
Management/City's fiscal year and reconciling with previous year's
monthly reports.
4. An annual t�venue and exnense se�es budget and semi-annual revised
r�venue and exr�nse s�es budget
5. An annual equipment and smallwares inventory
S:Vnewcomelhvconces.red 4-3-96 1 g
VIII. 1NDEMNITY, R.ELEASE, INSURANCE AND SECURITY
A. jn�.�mp,ifx
To the fullest extent permitted by law, the Operator shall defend, indemnify
and hold harmless the Harborview ManagementlCity, and its agents and
employees from and against all claims, damages, losses and expenses arising
out of, connected with, or resulting from, directly or indirectly, any failure of
the Operator to perform in accordance with the terms, conditions and
specifications of this proposal. Said claims, damages, losses and expenses
shall include but � not be limited to attomey's fees and any cla.ims,
damages, losses and expenses due to the non-performance of this Agreement.
' •�
.
The Operator shall at all times enforce by adequate supervision and training
of supervisory personnel a safe working environment for all employees,
including the supervision of all services which relate to the general safety and
welfare of any persons exposed to the services performed under the
Agreement by Operator.
The Operator agrees to fully cooperate with the Facility in any employee and
public safety program sponsored by the General Manager. The Operator
agrees to conduct all of its operations with due diligence and care for the
safety of all persons at all times.
[���� ��: i r'�
During the term of the agreement, the Operator shall provide, pay for as a
cost of business, and mai.ntain with companies satisfactory to the Harborview
Management/City the types of insurance described herein. All insurance
shall be from companies duly au-�thorized to do business in the State of
Florida, and shall be issued a.nd counter-signed by duly authorized
representatives of such companies for the State of Florida. All liability
policies shall provide that �e-Harborview Management/City are additionaily
insured as to the operations of the Operator under this Agreement and atso
shall provide the Severability of Interest Provision.
Promptly aft.er written Notice of Award of the Agreement, the insurance
coverage'�-and limits required must be evidenceds-by properly executed
Certificates of Insurance on forms which ar�e personally rnanually signed by
the Authorized Representative of the insurance company shown in the
Certificate with proof that it is an authorized representative thereof. Thirty
(30) days written notice by registered or certified mail must be given the
S:Unewcomelhvconces.red 4-3-96 i9
Harborview Management/City of any cancellation, intent not to renew, or
reduction in the policy coverage's, except in application of aggregate liability
limits provisions. Should any aggregate limit of liability coverage be
reduced, it shall be immediately increased back to the limit required in this
Agreement. The insu.rance coverage's required in this Agreernent are to be
primary is2 any insurance carried by the Harborview ManagementlCity or any
self-insurance program thereof.
If any General Liability Insurance required herein is to be issued on a"claims
made" form as opposed to the "occurrence" form, the retroactive date for
coverage shall be no later than the cornrnencement date of the project and
shall provide in the event of cancellation or non-renewal that the discovery
period for insurance claims (Tail Coverage) shall be unlimited.
The insurance coverage and limits required of the Operator under this
Agreement are designed to meet the minirnum requirements of the
Harborview ManagementJCity. They are not designed as a recommended
insurance program for the Operator. The Operator alone shall be responsible
for the sufficiency of its own insurance program. Should the Operator have
any questions conceming his exposure to loss under this Agreernent or the
possible insurance coverage needed therefor, it should seek professional
assistance. The Harborview ManagementJCity will in no way be responsible
to the Operator or any other party for the inadequacy of the Operator's
overall insurance program.
Should at any time the Operator not maintain the insurance coverage rec�uired
in the Agreement, the Harborview Management/City, at its sole discretion,
shall be authorized to pwchase such coverage and charge the Operator for
such coverage purchased. The Tt-Iarborview Management/�ity shall be under
no abligation to purchase such insurance or be responsible for the coverage
purchased or the financial stability of the insurance campany used. The
decision of the Harborview Management/City to purchase such insurance
coverage's shall in no way be construed as a waiver of its rights under this
Agreemen�
All of the required insurance coverage in this Agreement rnust be issued as
required by law and must be endorsed, where necessary, to cornply with the
minimum requirements contained herein, Also, thirty (30) days written
notice by certified or registered mail must also be given to all parkners as to
cancellation of the policies and any change that will reduce the insurance
coverage req�aired herein. Renewal Certificates of Insurance on the
Harborview Manageme�atlCity's form must be provided tQ Harborview
��,Qement and to the City Risk Manager twenty (20) days prior to
expiration of current coverage's so that there shall be no interruption in the
work due to lack of proof of insurance coverage's required of the Operat�r in
this Agreemen�
S:Vnewcome�hvcances.red 4-3-96 20
The General Manager shall have the right to receive certified true copies of
insurance contracts t4 support the Certificates of Insurance. This Agr.,ement
may be terminated by the Harborview Management/City without penalty or
expense i±� any policies requested hereunder are not provided the General
Manager within thirty (30) days of the date when the policies were requested.
(1) Workers Co�t�ensation and Emn(overa L.iabilifiv Ins�ranc� shall be
provided for all employees engaged in the work under this contract, in
accordance with the laws of the State of Florida. The amount of
Ernployers Liability Insurance shall be not less than:
$104,000 Limit Each Accident
$500,000 Limit Disease Aggregate
$100,000 Limit Disease Each Employee
(2) ComcL�,�iYe General Liabititv Insurance shall be maintained by the
Operator with a limit of not less than:
Bodil� Injury Liability -$1,000,000 Limit Each Occurrence
Property Damage Liability -$250,000 Limit Each Occurrence
OR
Bodily Injury & Property -$1,000,000 Combined Single
Damage Liability Limit Each Occurrence
and shall � include Personal Injury, Liability for Independent
Contractors, Broad Form Property Damage including Completed
Operations, and Products & Completed Operations Coverage.
Should the Operator's General Liability Insurance be written or
renewed on the new Commercial General Liability form, then the
limits of coverage required shall not be less than:
Bodily Injury & Property Damage Liability-
51,000,000 Combines Single Limit Each Occurrence
$1,004,000 Aggregate for the locations where the work is
performed under this Agreement.
(3) Automobile Liabilihy Insurance shall be maintained by the Operator in
accordance with the laws of the State of Florida, as to the ownership,
maintenance, and use of all owned, non-owned, leased or hired vehicles.
The limit of coverage shall not be less than:
Bodily Injury Liability -$1,000,000 Limit Each Person
- � 1,000,000 Limit Each Accident
Property Damage Liability -�250,000 I;imit Each Accident
O�
S:Vnewcomelhvco�ces.red 4-3-96 21
Bodily Injury & Property -$1,000,000 Combined Single Limit
Damage Liability Each Occurrence
(4) Llmbrclla 1.ia�,i '► J,n.9 ��_raace orFxce4•g .ia�t' it,y Ies�rance. If used to
reach the $1,000,000 limits of Liability required, ihe limits of Liability
Insurance for the Comprehensive General Liability and Automobile
Liability Insurar�ce Coverage� required in this section shall be not les$
than:
Bodily In}ury Liability -$500,000 Limit Each Person, Each Accident
Property Damage Liability -$100,000 Limit Each Accident
OR
Bodily Injury & Property -$500,000 Cornbined Single Limit
Darnage Liability Each Occurrence
(5) T��auor Liabititv Insursnce. Operator shall maintain:
a. A Liquor Liability Insurance policy on an "occurrence"
basis in an amount not less than $1,000,000 combined
single limit providing insurance coverage for bodily
injury and property damage arising out of the sale, use, or
dispensing of alcoholic beverages on the F�cili� ��e�e�
prernises,
b. In lieu of a Liquor Liability Insurance policy, Operator
may provide a Comprehen.sive General Liability policy
in the amount shown above in paragraph (a), properly
endorsed to eliminate the liquor liability exclusion normally
found in such insurance policies.
c. The Harborview MatLa�,�1uLCity �h�jL�s-�e-be specially
included as an additional insured on all Liquor Liability
Insurance policies.
���+ •
The Operator shall immediately report in writing to the City's designated
Risk Manager and to the General Manager any incident which might
reasonably be expected to result in any claim in any of the coverage's
mentione� herein. The Operator agrees to cooperate with the Harborview
Management/City Risk Manager and the General Manager in promptly
releasing reasonabie informatian periodically as to the disposition of any
claims, including a resume of claims experience, relating to all of its
operations �t the Facility.
S;Vnewcamelhvconcas.red 4•3-96 22
IX, DEFAULT AND TERMINAT�ON
A. In the event Operator shall default in any of the payments, obligations or
conditions set forth in the Agreement, the Harborview Mana�ement�Gitv
6� may te�r�ate � the Operator fs2L.e€such default in
writing.
B. Written notice referred to in this A.rticle shall be deemed delivered upon
presentation to any person designated by the Operator as the Manager or, in the
case of notice by the Operator, the Harborview Management/City or by mailing
the sarne certified or registered mail to the address of the 4perator in the
proposal, or the address of the I�iarborvievrv ManagementlCity in the case of
notiee by the Operator,
C. Within five (5) days receipt of notice of default from the Harborview
Management/City, Operator shall correct such default if the default is with
respect to any payment required to be made by the Operator, or within thirty (30)
days of receipt if the notice of the default if it is of any other nature. In the event
Operator fails to correct the default to the satisfaction of the Harborview
ManagemenVCity within the time specified, then this Agreement can be
terminated by Harborview Management/City, Failure to termi.nate will not be a
waiver of any rights her�in. '
D. In the event that the Agreement is terminated upon default, the Harborview
Management/City may assume control of the operation and all equipment
installed at the Facility and the Harborview Managernent/City rnay continue to
operate the sarne until satisfactory arrangements may b� reached with the
Operator concerning the default, or until the I�iarborview Managemend�ity shall
obtain the services of another Operator.
E. In the event the Qperator cannot perform its obligations under Agreernent
because of a labor dispute, such non-performance will not be considered a
default; provided, h�wever, that in the event of a labor dispute, the Harborview
Management/City may operate the concessions until the labor dispute is settled.
F. In the event a decree or order by a court having jurisdiction shall be issued fa)
adjudging the Operator bankrupt or insolvent; or (b) approving �� a
petition seeking reorganization of the Operator under any section of the National
Bankruptcy Act, as amended; (c) ordering or approving tbe winding up or
liquidation of the Operator's affairs; or (d) appointing a receiver or a liquidator or
a tn�stee in bankruptcy or the Operator or its property; if the Operator shall
institute proceedings to be adjudicated a voluntary bankruptcy or insolvency
S;unewcome�hvconces.red 4-3-96 23
proceedings against it, or shall file a petition or answer a consent seeking
reorganization under any State Insolvency Law, or shall admit in writing an
inability to pay its debts generally as they become due, or take action in
furtherance of any of the aforesaid purposes, or shall abandon the Agreement,
then the Harborview Management/City may terminate the Agreement an all
rights of Operator to continue to operate the concession thereunder.
� • � � � • =�7�tl:E � • � • • �
.�+ �: -r•�. .� �: �� '� � �- � :�� •.-r. • �: �: ��
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_ •
.
1�rtl!�l���Jr/\ti�/V{!!�t!i1�7t�\�J�\•� ll7
_ i �
.
1 1' - -1 t . 1 '�11 i���l 1' ��: [% � �• �; .� ' • : �. I11'1 .
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.��,-� -r��i. ��
S:Vnewcomelhvconoes.red 4-3-98 2q
OTHER CONDITIONS
A. The rights and privileges granted hereunder shall not be assigned or transferred
in any manner whatsoever by the Operator without written approval of the
Harborview Management/City,
B. No agreement to rnodify, or modification to, the Agreement shall be binding on
Harborview Management/City unless the same reduced to writing and executed
by the Ha,rborview ManagementlCitY C� with at least the same
fonmalities as the Agreement.
C. In the event that Operator should hold over and remain in possession of the
prernises after the expiration of the term of this Agreement or ihe termination for
any other cause, such holding over shall be deemed not to operate as a renewal or
extension of the Agreement such hold over may be terminated at any timc by the
Harborview Management/City.
D. Operator shall not make any discrimination, distinction or restriction on account
of color, race, religion, ancestry, age, national origin, sex or handicap. Upon
final determination by a court of competent jurisdiction that Operator has
violated this Section, this Agreement shall be deemed terminated and Operator's
further right hereunder forfeited.
E. Operator shall not a.dvertise �n any manner or foma, on or about the Facility
except by means of such signs or forms of advertising as may be approved by the
General Manager.
F. Operator shall at all ti.mes comply with all applicable laws, rules, regulation's
and orders of the Fede�al Govemment, State of Florida, Pinellas County and City
of Clearwater and also shall abide by all rules, regulation's and directives
prescribed by the General Manager.
G. The Operator shall be an independent contractor and nothing combines within the
Request for Proposals or the Agreement shall be construed to create joint venture
or partnership by or arnong the Harborview Management/City and the Operator,
nor shall the Operator hold himself out as or be considered an agent or employee
of the Harborview ManagementlCity.
H. Harborview Management/City reserves the right to require Operator to conduct
screening or tes�ting of all employees for substance abuse.
S:Unewcomelhvconces.ted 43-96 2$
I, The Operator has entered into a separate agreement with Delectables Fine
Catering to provide certain on site services. v c anQ�s to thai � men
rga �ir -s h�.y�tt�n�rQV�I of H�r�Niew Mana��inen Ci .�s-
� �- � -� :� .:� • .� •• --���� -, • �� � .- , : ��-.-���� �
� -�� - .� � � �� � � .• '��'� � ,. � � � •� 1����' -.
� ��. .� �. .���� �' �,t • .� • �. : � � � �.
. s�.1 '.�1�1' 1� �: •.. ��� �.i' 1(' i' I•t♦
rl . • - /1 � 1 / . �� ' • ' �� ' � � � " . � 1 � ' ' 1 1 � � . . � � � .
1. � 1� ►: 1' 1 �.,�1 �: � �� 1• ��� 1 1' �. �' t' '�.(• 1'
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111�: '1 .� � �i 1 � 1' � .1, •1 �:
THIS SPACE LEFT BLANK ON PURPOSE
S:Vnewcoma�hvconoes.rod 4-3-98 26
S1GNA'TURE PAGE FOR CONCESSION MA,NAGEMENT AGREEMENT FOR
THE CITY OF CLEARWATE�2 HARBORVIEW CENTER
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
the date set forth above.
Attest:
BOSTON CONCESSION GROUP, INC.
By:
Print Narne; Print name:
Secretary
Print Name:
Attest:
Title:
GLOBE FACILITY SERVICES, INC.
By:
Print Narne; Print name:
Secretary
Print Narne;
COU11teIS1gY1�:
�� c��y
Mayor-Commissioner
Approved as to form and
legal suf�ciency:
Pamela K. ,Akin, City Attorney
Tit1e:
CITY OF CLEARWATER, FLORIDA
By:
Elizabeth M. Deptula
City Manager
S:Vnewcornelhvconces.red 4-3-96 2']
Attest:
Cynthia E. Goudeau , City Clerk
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HARBORVIEW
All assume same net profit percentage of 36.46%:
Mana�emen� Fee Method
Commission as Bid
Boston
*GFS
Harborview
Boston
*GFS
Harborview
COMPARISON
$1.SM S�les
$ 154,167
158,371
204,315
�1.SM Sales
$ 238,087
158,371
117,442
2M Sales
$205,085
225,743
297,889
2M Sales
$361,053
225,743
142,004
April 3, 1996
3M Sa1es
$311,455
370,567
520,814
3M Sales
$651,075
370,567
181,058
*The calculation is based on the food and beverage contract only. H[owever, GFS would share in 20%
of the profits of the overall facility excluding Pickles Plus and Stein Mart lease revenues. For example,
based on current projections, GFS would earn $75,000 on the first $1.5 million in sales from the food
and beverage contract because the facility will show a smaller profit.
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MEMOR:ANDUM
TO: City Commissioner Sue Berfield ����
FROM: Kathy S. Rice, Deputy City Manager .�
COPIES:
SUBJECT:
D�TE:
Mayor & City Commissioners
Bei:ty Deptula, City Manager
Harborview Center
April 3, 1996
You asked that the following questions be answered concerning the proposed Harborview Center agenda item.
1.
2.
3.
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5.
C�
7.
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Opening paragraph -- how is Delectables tieci into the agreement?
The agreeinent is with Boston and Boston has an agreement with Delectables. (See page 22 I).
Page 5 J-- displaying logos, etc -- what about the City seal?
This will be the Harborview logo which identifies as a City facility. It is not conternplated to use the
City seal for marketing purposes.
Page 5 K-- where it talks about the operator -- why not City or Harborview? Why should they make
the money off of us?
The fee is a method of compensation -- 90% of profits go to Globe/City.
Page 8 A-- Second paragraph where it talks about first choice for events -- how are we doin� for 5
events that are allowed to do their own? What are we recommending? What is the reasoning.
The five events are covered since outside caterers can be brought in. This is in keeping with
Commission's request. We will rec4mmend not using outside caterers.
Page 9 C-- What items are we selling?
Concession stand items such as hot dogs and sodas.
Page 9 G-- where it talks about allowing people to bring alcoholic beverages on premises? We are
the liquor license holder. How is the City going to sit liability-wise?
Some charity groups will have donated wine, etc. We will serve as part of agreernent. Liability
remains with operator.
Page 11 B-- where it talks about sales promotion -- Who is going to decide about what type of
prornotion they do?
Harborview General Manager makes all decisions.
Page 12 1-- What are you saying in this one?
This is a cost saving method capping our expenses at $15,000 if approved.
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April 3, 1996
Page 2
9. Page 13 -- by the general manager or general manager shall - should it say general manager/City?
No. Globe is the City's agent.
10. Page ZO G-- effective 10 days after notice of termination - why not a bond notice of termination? why
not get it back then and there?
Have changeci to immediately in the new version of the contract.
11. Page 21 G-- HarborviewlCity methods used by the operator, etc. Why not?
That sentence is deleted in the new version of the contract.
i � � ► ► � � •
A RESOLUTION OF THE CITY OF CLEARWATER, FLORIDA,
REQUESTING THE FLORIDA DiViSiON OF ALCOHOLIC
BEVERAGES AND TOBACCO TO ISSUE A SPECIAL LICENSE
FOR ALCOHOL CONSUMPTION ON-PREMISES ONLY TO THE
HARBORVIEW CENTER, AND REQUESTING TRANSFER OF
SAID LICENSE TO THE FACILfTIES CATERER; RESCINDING
RESOLUTION NO. 96-18; PROVIDING AN EFFECTIVE DATE.
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WHEREAS, the ability to serve alcoholic beverages is an important aspect of providing a
full-service facility for the users of the Harborview Center; and
WHEREAS, Florida Statutes 561.20(2)(h) provides for the issuance of a special alcohol
beverage lic�nse for governrnent-vwned civic centers; and
WHEREAS, Hart�orview Center is a convention/civic center owned of the City of
Clearwater and managed by Globe Facilities Services, Inc. (GFS); and,
WHEREAS, the Boston Concession Group (BCG) is the caterer for H�rborview Center
pursuant to an agreement between GFS, the City and BCG; and
WHEREAS, the City of Ctearv,rater wishes to have the alcohol beverage license
transferred to BCG; and
WHEREAS, the City of Clearwater wishes to rescind Resolution 96-18; now, therefore,
BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF CLEARWATER,
FLORIDA:
Section t The City of Clearwater hereby requests the Florida Division of Alcoholic
Beverages to issue a special ficense pursuant to the application of the City to be filed with the
Division.
Section 2. The City of Clearwater requests a transfer of said license to Boston
Concession Group, the caterer for Harborview Center.
Sec#ion ;�. The City Cornmission hereby authorizes the City Manager to s+gn al!
necessary and appropriate documents on behalf of the City to complete the application and
transfer applicatian and implement this resolution.
SectiQn 4� Resolution 96-16 is hereby rescinded.
Section 5� This resolution is effective immediately upon adaption.
8
Approved as to form and legal
sufficiency: �
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Pamela K. kin, City Attorney
Rita Garvey, Mayor-C�rnrnissioner
Attest:
Cynthia E. Goudeau, City Clerk
9�-�/
Resolution No. ��-1-�
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AGENDA
Clearwater City Commission Special Worksession
Monday, April 8, 1996 - following Special Meeting beginning at 1:00 p.m.
City Hall - Large Conference Room
: �
Call to Order
Commission Rules
._._. e��..�a�l,� w�a�� c� --�-� 5' � ' � �'
Commission Pol�cies ��P
City Hall Renovations
Community Redevelo ment �r �...� o {� V►'�o� �.- d � • j � ' `1 �
p .� �,� �f
�lgency (CRA► �
a) continued existence, structure &
staffing
b) CRA Plan
Strategic Planning timeframes �
Adjournment
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CITY OF CLEARWATER
Interdepartrnental Correspondence
TO: Mayor and Commissioners
FROM: Cynthia E, Goudeau, City Clerk
SUBJECT: Rules
COPIES: Elizabeth Deptula, City Manager
Pamela Akin, Ciry Attorney
DATE: Apri14, 1996
Attached are the Cornmission rules as they currently exist. On the right hand side are
suggested changes and/or issues for discussion. Once the Commission has discussed the rules and
directed the changes to be made to them, the rules will be rewritten and in some cases reordered
to have related rules rnore logically grouped together. A resolution adopting the rules will be
placed on the next agenda.
In addition to those items indicated on the attached, staff also recommends:
1) placing titles on sections to make specific rules easier to locate;
2) add a rule requiring a super majority to change the rules.
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COMM{SSION RULES
RULE 1
(rev. 12-2-93)
A quorum for the transaction of business
by the City Commission shall consist of
three (3) Commissioners. The Mayor-
Commissioner shall be the presiding
officer of the City Commission, and shall
be referred to as the "Chair" when
sitting in that capacity. In case of the
absence of the Mayor-Commissioner, the
Vice Mayor shall assume those
responsibilities, and if bofih are absent,
the senior Commissioner �n yea�s of
servic� shall preside. The Chair shall
preserve order. The Chair may ca{I to
order any member of the Commission
who shall violate any of the rules; and
shall decide all questions of order,
subject to a majority vote on a motion to
appeal. The Chair shall recognize all
Commissioners who seek the floor under
correct procedure. Normally, members
of the public shall be allowed to speak,
but they sha{{ be limited to three (3�
minutes speaking time per issue. All
questions shall be stated and put by the
Chair, and the Chair shall declare all
votes.
RULE 2
(rev. 7-1-93)
The City Clerk shall make correct
minutes of the proceedings ofi each
Commission meeting, and shall furnish
copies of the minutes of each meeting to
the Mayor-Commissioner and to each
Commissioner. Copies of the minutes of
a regular daytirne meeting shall be
furnished at least s�ven days, when
possible, prior to the next regular
daytime meeting, and copies of the
min�rtes of a regular night meeting shall
be furnished at least seven days, when
cc�uies
1
Issues/Options
1. Make a separate rule for quorum. (1 st
sentence?
2. Delete next to the {ast sentence as it
is also contained in Rule 10.
3. Make last sentence part of Rule 13.
Issues/Options
1. Delete 1 st sentence as minutes
production is a responsibility assigned to
the City Clerk by the Charter.
2. Change 2nd sentence to read:
"Copies of the minutes of regular
meetings shall be furnished, when
possible, at least seven days prior to the
next meeting.
revised 1-22-96
possible, in advance of the next regular
night meeting. Such minutes shall stand
confirmed at the regular meeting of the
Comrnission without the reading thereof
in open rneeting unless some inaccuracy
or error be pointed out by some rnember
of the Commission present, and in such
event, an appropriate correction shall be
made. Upon request, the City Manager
will cause the Cit�r Clerk to provide any
Cornrnissioner with transcribed excerpts
of tapes of City Cornmissivn rneetings.
RULE 3
trev. 12-2-93)
All motions shall be made and seconded
before debate. The Chair shall not make
or second a motion.
RULE 4
A copy of each ordinance when passed
shail be furnished by the City Clerk to
the heads of all City departments
concerned.
RULE 5
irev. 2-20-86; 5-1-86; 1-7-93;
7-1-93; 12-2-93; 8-15-94; 3-16-95)
(1) The City Commission shall meet on
the first and third Thursdays of each
rnonth at 6:00 p.m. in its charnber.
However, in July, the City Cornrnission
shall hold one regular nigh� meeting on
the third Thursday and one regular
daytime meeting on the Monday before
the third Thursday of the month. In
December, the City Cornrnission shall
hold one regular night meeting on the
first Thursday and one regular daytime
rne�eting on the Monday before the first
Thursday of th� month. Special
rneetings may be held on cal{ of the
cc�ui�s
��
Issues/Options
1. Delete 1 st sentence or make it part of
Rule 13.
2. Make last sentence part of Rule 1.
3. Allow Chair to second a motion.
Issues/Options
1. Delete as this is a normal part of the
City Clerk's responsibility.
Issues/Options
(1) 1. Possible change to rneeting times
a. Earlier start time with public
hearings being after 5:00 p.m.
b. Once a week meetings vs.
twice every two weeks.
2. Maintain specific time in which
the �ity Comrnission does not meet
or change to allow for City
Comrnission to deterrnine when to
have a break in meetings if needed,
3. If rnaintain specific time
deterrnine at the tirne annual
calendar is being cre�ted whether to
not meet last part of December or
����so� i-zz-s�
Mayor-Cornrnissioner, City Manager or
any two of the mernbers and upon no
less than 24 hours notice to the public
and to the members of the City
Cornrnission.
(2) Except as may be rescheduled firom
tirne to time when necessary due to
conflict, a work session shall be held at
9:00 a.m. on the first working day of
the Cornmission rneeting week. Work
sessions are prirnarily designed for
inforrnation gathering and guidance, and
no formal Commission decision
approving or disapproving an agenda
item or items scheduled for public
hearing may be made.
(3) Except for iterns advertised for public
hearing, items may be removed frorn the
agenda. Additional iterns may be added
upon not less than 72 hours notice by a
Commissioner to the City Manager;
provided, that ernergency items may be
added to the agenda by the City
Manager or City Attorney without prior
notice. The agenda rnay be reordered.
Minutes shall be taken and distributed by
the City Clerk.
(4i A regular night rneeting or special
night meeting sha!! conclude at
approximately midnight, unless the tirne
is extended by a majority vote of the
rnembers of the Cornrnission in
attendance. The Chair shall adjourn the
meeting upon the conclusion of the itern
of business which is under discussion at
the tirne for adjournment unless the time
for adjaurnment is extended. With the
majority vote of the members of the
Commission in attendance, the rneeting
may be extende� for such time as is
CCrules
3
first part of January.
4. Delete last sentence as it is a
Charter provision.
(2) 1. If go to once per week meefiings
no longer have Worksession and
delete this rule.
2. Determine whether or not public
input will be allowed at
Worksessions.
3. Provide that only items on the
Worksession agenda will be
discussed at the Worksession items
not on the agenda may be brought
up by the Commission or Staff at the
end of the Worksession asking they
be scheduled for subsequent
Worksessions and/or meetings.
(3) 1 . Delete last sentence.
(4� 1. Delete "night meeting or special
night" from 1 st sentence.
2. Establish ending time for day tirne
meetin�s.
3. Consider establishing maximurn
meeting lengths rather than set
times.
revised 1-22-96
necessary to discuss and act upon any
of the remaining items of business on
the agenda as the rnembers may agree.
Uncompleted �genda items shall be
automatically postponed to the next
regular meeting and included on the
appropriate agenda unless such items
are placed upon the agenda of a later
reg�lar meeting or a special meeting, as
a rnajority of the rnernbers in attendance
may agree. Notwithstanding the
foregoing, the setting of ineeting dates,
the scheduling of uncompleted agenda
items for a regular or special meeting,
and a mation to adjourn shall be in order
regardless of the tirne of night.
(5) Four (4) "town" meetings shall be
scheduled during the year, excluding
June, July, August and December. They
will be scheduled at City-owned facilities
throughout the corporate limits when
possible.
RU LE 6
The City Commission shall appoint all
committees and advisory boards in
accordance with the provisions of the
administrative code. The City Clerk shall
furnish each committee or advisory
board with copies of all reso{utions or
ordinances relating to the concerns of
said cornrnittee or advisory board, which
shall be delivered by the most
economical method to the chairman of
such committee or advisory board within
four j4) days after the passage of the
sarne, or as soon thereafter as possible.
RULE 7
(rev. 6-20-85; 12-2-93; 1-31-941
No Commissioner shall vote in his or her
official capacity on a rnatter in which
cc�uios 4
(5} 1. Delete per previous City
Commission direction.
Issues/Options
1. Delete or make part of policies.
Issues/Options
1. Delete as this is covered by State
law.
revised 1-22-96
that Commissioner has a direct or
indirect personal or financial interest, or
which inures to his or her special private
gain, or to the specia! gain of any
principal by whom the Commissioner is
emp�oyed or otherwise retained. The
Commissioner shall state at the public
meeting the nature of his or her interest
and within fifteen (15) days after the
Commission meeting file with the City
Clerk a Form 4 to describe the nature of
his or her interest in the rnatter. The
Form 4 shall be received by the City
Clerk and incorporated into the rninutes
of the meeting. A Commissioner shall
abstain from voting on an item
benefiting a specific agency if that
member serves on the board of the
agency, except when the Cornmissioner
has been appointed b� the City
Commission to serve on the board as a
representative of the City.
RULE S
The City officials whose regular
attendance shall be required during the
sittings of the Commission shall be the
City C{erk, City Manager and City
Attorney or their substitutes; but all or
any other officers of the City shali be
bound to attend any meetings upon
direction of the City Manager or by
special request of any Cornrnissioner to
the City Manager.
RULE 9
No citizen, except tho�e determined to
be out ofi order and subjeCt to rernoval
by the Chief of Police, shall be excluded
from any meeting of the Commission
whether it be regularly scheduled or
specially called.
2. If do not delete entire rule, delete last
sentence as it is inconsistent with state
law.
Issues/Options
1. End rule after "or their substitutes."
IssueslOptions
1, Delete, self evident.
CCrules 5 rovised 1-22-96
RULE 10
trev. 2-20-86; 12-1-88; 12-17-92;
7-1-93; 12-2-93; 1-3-94; 9-15-94)
(1 } The order of business for a regular
night meeting shall ordinarily be:
A. Special recognitions and awards.
B. Minutes of previous meetings.
C. Citizens to be heard regarding items
not on agenda. (Limited to 10
speakers, each speaker being allowed a
maximum of 3 rninutes. Speakers will
be required to register with the City
Clerk prior to the start of the rneeting.
The City Commission rnay allow
individuals not pre-registered with the
City Clerk to speak if less than 10
individuals are pre-registered, and no
more than 30 minutes have transpired.
Such individuals will be limited to a
maximum of 3 minutes each.
Speakers will be caiied in the order in
which they registered with the City
Clerk.)
D. Public hearings (not before 6:00
p.m.1
Legislative and adrninistrative matters:
1. Presentation of issues by City
staff.
2. Statement of case by applicant or
representative (5 minutes).
3. Cornrnission questions.
4. Cornrnents in support and
comrnents in opposition, whether as
an individual or as a spokesperson for
a group (3 rnin�tes�.
5. Comrnission questions.
6. Final rebuttal by applicant or
representative (5 minutes).
7. Commission motion to determine
disposition,
CCrules 6
Issues/Option�
(1) 1. Delete "night"
2. Add Invocation and Pledge prior
to Special recognitions and awards.
3. Delete all but 3 minutes per
speakers after 1 st sentence in C.
4. Time of public hearings in D may
change if ineeting start time
changes.
ravised 1-22-96
_.
Variance appiications:
1. Staff states its recornrnendation
and briefiy summarizes its reason�
for the recommendation (2 minutesl.
2. Applicant presents case, including
its testimony and exhibits. Witness
may be cross-examined (15 minutes).
3. Staff presents further evidence.
May be cross-examined 10 minutes).
4. Public comment (3 minufies per
speaker) .
5. City Comrriission discussion, and
may question any witness.
6. Applicant rnay call witnesses in
rebuttal (5 minutes).
'7. Concl�.ision by appticant (3
minutes) .
8. Decision.
All tirne limits may be extended upon
request, and upon approval of request
by rnajority of City Commission.
E. Special items of widespread public
interest.
F. Citizens to be heard rega�ding items
not on agenda (3 minutes per speaker).
G. City Manager reports.
H. City Attorney reporfis.
I. Comrnission Discussion Items.
J. Other Cornrnission action.
5. Change title of �rariances
applications in D to quasi-judicial
hearings.
6. Consider setting special rneetings
for quasi-judicial hearings.
7. Delete F.
(2i The order of business for a 12) 1. Delete all of (2).
regular daytime meeting shall
ordinarily be:
A, Special recognitions and awards.
B. Minutes of previous meetings.
C. Presentations (no more than one,
CCrules
7
rovisod 1-22�98
or a total of 30 rni nutes for all
presenfiations, except as the
Comrnission rnay otherwise agree).
D. Citizens to be heard regarding
items not on agenda (3 minutes per
speaker) .
E. City Manager reports.
F. City Attorney reports.
G. Commission Discussion Items.
H. Other Commission action.
(3� Persons speaking before the City
Cornrnission at times other than
public hearings shall b� limited to
three minutes per speaker. No
person shall speak more than once on
the same subject at the same
rneeting unless granted permission by
the City Cornrnission. When time
limits are set for speakers, unused
tirne cannot be passed from one
speaker to another.
RULE 11
(rev. 12-2-93)
Any rnember of the Commission who
voted with the prevailing side may move
a reconsideration of any action of the
whole Commission provided that the
rnotion be made at the same meeting at
which the action was taken. A motion
to reconsider shall be in order at any
time (during the rneeting at which the
action was taken) except when a motion
on some other subject is pending. No
rnotion to recor�sider shall be made mcare
than once on any subject or matter at
the same meeting. Commission action
rnay be rescinded by a majority vote.
The motion rnay be made by any
ccruies 8
Issues/Options
1. Separate reconsideration from
rescinding.
revised 1-22-96
H: ,
Commissioner.
RULE 12
(rev. 12-2-93; 8-15-94; 10-5-95)
(A) The �ity Manager, City Attorney, or
any Commissioner may agenda an item.
Any citizen may request a Commissioner
to agenda an item, even though staff
has assured petitioner that adverse
action may result. The Chair cannot
depart from the prescribed agenda but
the Commission may do so by a majority
vote or by consensus in response to a
suggestion from the Chair. Continuance
may be granted by a majority vote of the
Commission upon the motion of any
Commissioner. The public will be
allowed to speak on an item to be
continu�d if that item is an advertised
public hearing, but no other action shall
be taken.
(6) Any expenditure of funds requiring
commission action must be on the
agenda, with appropriate support
material. No action may be taken on
expenditures not on the agenda unless
the Commission determines by the
affirmative vote of a majority plus one to
permit action to be taken.
(C) Not withstanding, any other Rule to
the contrary, section (B) of Rule 12 may
be waived or changed only upon the
affirmative �.�ote of a majority plus one.
RULE 13
(rev. 12-2-93)
Any member of the Commission making
a rnotion or second shall address the
Chairman and await recognition before
speaking. The Chair must recognize any
person who seeks the floor while
entitled to it. The person making the
CCrules
ti�
issues/Options
Issues/Options
revised 1-22-96
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motion is entitled to the floor first for
debate. No one is entitled to the floor a
second time on the same rnotion as long
as any other member who has not
spoken on the issue desires the floor.
When a rnotion is made and seconded, it
shall be stated by the Chairman before
any debate shall be in order. Upon
presentation of agenda iterns, members
may ask questions and request
additional information prior to making
motions. For a mernber to discuss a
matter while no motion is pending
requires perrnission frorn the
Comrnission. Motions and any
arnendrnents can be withdrawn or
modified by the maker at any tirne prior
to the Chair stating the question on the
motion; after that time, the permission
of the Commission majority must be
obtained. The Chair cannot close debate
as long as any member who has not
exhausted his right to debate desires the
floor. A tie vote shall constitute a
continuance of the item to the next
regularly scheduled meeting, but upon a
tie vote on the same item at the next
meeting, the item shall not be
rescheduled except upon the request of
the City Manager, the City Attorney, or
a Commissioner.
RULE 14
(rev. 12-2-93�
The following rnotions are not debatable:
To a�ljourn;
To lay on the table;
To take frorn the table.
CCrules
10
Issues/Options
rovisod 1-22-9G
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RULE 15
(rev. 12-2-93)
The Commission shall, at the direction of
the Chair, take a ten minute break
approximately every two hours, and may
recess for meals, if the mernbers of the
City Commission agree by their vote.
Any Commissioner may make a motion
for a recess for an appropriate reason.
RULE 16
(rev. 6-20-85; 12-2-93)
All material prepared by the City
Manager and the City Attorney for the
Commission shall be provided to the
press and to the public via a special box
in the City Clerk's Departrnent. Reports
shall be made available in the Clerk's
Department for the public to review.
RULE 17
(rev. 6-20-85; 5-1-86; 4-20-89; 12-2-93)
All mail to the Mayor-Commissioner and
the Commissioners arriving at City Hall
received pursuant to the law or in
connection with the transaction of
official business by the City of
Clearwater shall be copied as follows:
A. Each Commission member will
receive the original of items
addressed to them whether
anonymous or not. Copies of
everything will be made for all
Commissioners, the City Clerk's
Department, the Legal Department,
the citizens' file, and the press fife.
Maif will be delivered each working
day.
B. Other anonymous letters and
suggestions will not be distributed.
CCrules 11
Issues/Options
1. Delete time limitations of ten minutes.
Issues/Options
1. Delete from rules and make part of
policies.
Issues/Options
1. Delete from rules and make part of
policies.
2. When made part of policies allow for
faxing of material and less frequent
actual c�elivery of mai{.
3. Delete requirement that copies of
everything be made for ali
Commissioners.
4. Delete citizens' & press files - retitle
to one public information file.
ravised 1-22-96
C. Publications and lengthy agenda
materials for other boa�ds upon
which the Commissioners serve will
not be copied. Only the agendas will
be circulated. Items of considerable
length lsuch as petitions) will not be
copied, but instead a memo will be
distributed announcing the ava;lability
of the item in the office.
D. Mail with the words similar to
"Personal", "Confidential", or "For
the Addressee Only" will be delivered
unopened to the addressee.
E. The Mayor-Commissioner and
Comrnissioners receiving individually
addressed mail wil! be responsible for
replying, asking the City Manager or
City Attorney to repfy, or piacing the
matter on the agenda for formal
Comrnission consideration.
F. The City Manager wili be
responsible for seeing that mail
addressed to the Commission as a
whole is properly answered or placed
on the agenda.
G. Copies of responses shall be
distributed to the City Commission.
H. The City Manager will discuss
with the Mayor malicious mail.
{. When a Commissioner serves on a
board as the City Commission's
representative, that Commissioner
shall keep the City Commission �nd
the City M�nager informed of the
board's activities by providing
periodic written or oral reports as the
Commissioner deems appropriate.
CCrules � � 2
5. Based on direction for above - delete
G?
�evised 1-22-96
RULE 18
(new 12-2-93)
Except as provided herein, or as may be
required by Florida law or the City
Charter, the rules of the City
Commission for the conduct of its
business shall be as provided in the most
recent edition of Robert's Rules of
Order.
RULE 19
(new 4-21-94)
Whenever the Mayor-Comrnissioner will
be out of town on a trip requiring an
overnight stay for one or more nights,
the Mayor-Commissioner shall provide
notice to the Vice-Mayor.
Rule 20
(new 2-2-95)
Pursuant to Charter section 2.05, "the
vice-mayor shail act as mayor-
cornrnissioner during the absence or
inability of the mayor-comrnissioner to
perforrn the duties of the office of the
mayor." For the purpose of that section,
the rnayor-commissioner shall be
considered absent if there are duties of
the office which must be perforrned and
the rnayor-commissioner is not present
and able to perforrn thern.
Rule 2'1
(new 2-2-951
Pursuant to Charter section 2.47�b11, a
cornrnission rnember shali forfeit �ffice
under certain conditions, one of which is
failure to attend a specified number of
"consecutive regular meetings of the
cornrnission, �unless such absence is
excused by the commission." An
absence shall be considered excused
Issues/Options
IssueslOptions
1. Add City Manager to notification.
tssues/Options
IssueslOptions
CCrules 13 rovised 1-22-96
when advance notice is given by a
commission member that the
commission member will not be present
at a meeting, or in the event of
emergency which precludes advance
notice.
Rule 22
(new 2-2-95)
Each year the City Commission shall
meet in a strategic planning session(s) to
develop a five-year strategic plan which
will include a three-year financial
forecast presented by the City Manager
and will be the beginning of the budget
process for the next fiscal year.
Issues/Options
CCrules � 4 revised 1-22-96
COMMISSION RULES
RESOLUTIONS
Resolution No. Date Adopted
77-44 5-12-77
77-129 1 1-23-77
78-65 6-01-78
80-62 5-15-80
80-101 9-19-80
80-118 1 1-06-80
81-32 4-16-81
81-92 8-�06-81
82-33 4-01-82
82-36 4-15-82
82-115 12-1 6-82
82-119 12-16-82
83-42 4-07-83
83-75 7-07-83
85-47 6-20-85
86-18 2-20-8 6
86-30 5-01-86
88-61 12-01-88
89-21 4-20-89
92-79 12-17-92
93-04 1-07-93
93-44 7-01-93
93-45 7-01-93
93-75 12-02-93
94-8 1-03-94
94-16 1-31-94
94-31 4-21-94
94-67 8-15-94
94-74 9-15-94
95-16 2-02-95
95-35 3-16-95
95-77 10-05-95
96-1 1 1-18-96
CCrules 15
�.
�evisQd 1-22-96
i
.
Cr%�i �D,.� A�s/SS/'o�..
� 3 y�
Y o �UG S
crrY aF cLE�wAZ�
Interdepartmental Correspondence
TO: Betty Deptula, City Manager ,
FROM: Denise A. Wilson, Assistant to City Manager/Office
SUBJECT•
DATE:
Cornmission Policy on Awards
April 5, 1996
As promised, I have checked with other citiesJcounty regarding their poGcy on
Mayor/Cornrnission departing awards.
For your review, I will list the gifts given by other cities:
Dunedin - No fonrnal policy - A plaque is presented as well as Department Heads
donate fiunds for a special gift, i.e. usually is a trip of their choice. The last several
personal gifts have been a trip to Toronto for Blue Jays games or personal visit to
family.
Lacgo - P10 formal policy - Their city tal,es a portrait of the Mayor/Commission
when they are installed which hangs in the City Hall lobby. At the departing time,
the staff reframes the portrait picture with small plague with service y�ars number
attached and name plate. If the departing person has served several times, the
Commission has taken him/her to dinner at city expense.
Pfnetlas County - No fo�teal policy - Plaque and name plates. On special occasions,
they did present a rnande �lock fvr desk.
Pinellas Park - A small reception at the swearing-in/swearing-out of Commission,
i.e. cake and coffee. A week later they are then invited back to City Hall for
presentation of a plaque and name plate.
Safety IIarbor - A personal gift is presented. The last gift was a framed picture of
the new Library building. They also receive a plaque and name plate.
Tarpon Springs - Resolution which provides a disdnguished service citation and
encased city se�al medal in jade crystal.
I would like to offer the following changes in the Commission policy:
0
1.
Curnendy the Commission policy states th�ree full terms. This needs to be
change� to two full terms because of the recent Charter change.
�
2. Less than onQ fut� term:
3.
C�
F�
�
Plaque
Name Plate
Letter
i t �� �:
,k.�G,II.
Plaque
Name Plate
L,ctter
Pewter Tray with Seal
Commission Fictures
Two fuU terms (6 ,vears):
�
Plaque �
Name Plate
Letter
Fa�c Maclaine or City watch
Commission Pictures
�
Plaque
Narne Plate
Letter
Gag Gift
Caricature
v'v
Plaque
Name Plate
Letter
Ring
Gag Gift
Caricature
�
Plaque
Name Plate
Letter
Ring
Collage
Gag Gift
Caricature
�ervice from Commissioner to Mavor or visa veisa:
�
Plaque
Name Plate
Letter
Cvmmission Fictures
Personal Gift (value of no more than $400) i.e. framed picture, jewelry,
airline ticket(s), display case or gift certificate of personal choice.
]E�E�TO'�VATY�N C4}NS1�ER..A.TIONS
CITY HALL BUILDIN�, 112 S. OS�EOLA AVE.
�_� ' c _f
This package contains scaled-down drawings of the City Hall building. A full-sized set of
drawings will be available at the Monday meeting and are easier to read.
Your attention is particularly directed toward the 3rd floor plan showing what is envisioned
for the Mayor and Commission. The plan ca11s for the Mayor's office to remain as is, the
small office irnrnediately west of the Mayor's office, currently occupied by the Tourism
Dire�tor, to be the Commission file roam, and the office currently occupiezi by the Assistant
City Manager, Bill Baker, to become a Commission office. Another scherne might be to
equally divide the Tourisrn and Assistant City Manager offices into two Commission offices,
each shared by two Cornrnissioners.
The forrner Comrnission had indicated no desire for a separate, private office for each
Commission. It would be difficult to arnend this layout to provide four separate Commission
offices, This can be done, however. We need your direction concerning that qiiesdon, as
well as any comment regarding all floor plans. -
�o.�t Estimaig
This is a cost estirnate prepare,ci by our cost consultants and is a valuable tool as an indicator
of probable costs. It has been prepared, however, at the 50 % design stage and will hold true
only to the extent the actual design parallels the design assumptions.
Points for your consideration are as follows:
* While this esdmate included all new carpet and all new paint finishes, it does
not include replacing drapes with window blinds or new ceiling tiles (some are
yellowed on lower floors) .
* We would like to remove the seating from the Commission Chamber and
install new rnoveable, linkable seats which wouid allow an easy re-orientadon
of the room and its use for other funcdons or Commission functions held in
different formats.
* We would like to remove the Commission Chamber drapes, install blinds,
upgrade lighting, re-hang the TV rnonitors and upgrade wall finishes.
While we wi11 be unable, on Monday, to provide a cost for each of these situations, it will
still be helpf�l to know your thoughts concerning the desirability of such items.
April 5, 1996
Clearwater City Services Center
City �Iall Renovation
Construction Cost Summary
7 March 1996
Donnell Consultants Incorporated Pnge Na. 7
0
Clearwater City Services Center
City Hall Renovation
Clearwater, Ftorida
Detailed Estirnate - Ezisting Building Renovation
7 March 1996
0
Donnell Consultants Inco�-porated
0
i
' • ;,
Clea rwater �ity Services Center
City FIail Reuovatioa
Existing Building Renovation
:r 1'•t. • �». ' : . � . �'�l' ' �':�f��'ti.1'yY'vr.:i/t%. �.+.�L• "h'. 2' - ''K` .�p?
. •l� � ��,',� � -,•�. . 1' ' • �����L.s�" r�:-,"'4''"'• . y� � � � . `, , �♦
.. , .}�. �,'�-.�� � ��:! �1 :f �,��n 4"�} `�,7r n.. � ^�`•'-�1' - „ ��" .
� . ... r . .. •? � ^! Xi^'�.`!1� ./� �. 1.� � 4' j . �, a •�1 '
Demotition
Barricades comprising gypsum wallboard one side
of inetal studs at 2'0" o.c., sound batt insulation
and visqueen other side in various locatioas
Premium to the above for access doors with locks
�Cut opening in existing exterior wall comprising
block clad with 1" x 4" marble wall tiles and install
3'0" x 7'0" hollow metal door in hollow rnetal frame
including hardware and finish
Ditto in existing metal stud interior partition and
insta113'0" x 7'0" hollow metal door in hallow
metal frazne including hardware aad finish
Demolish composite glazed/stud wall and replace
with two layers 5/$" fire rated type x gypsum
wallboard on both sides of 3-5/8" metal studs at
16' o.c., including 3" sound attenuation batt
Ditto with one layer gypsum wallboard on both
sides of 3-5/8" metal studs
Demolish and dispose of 3-5/S" metal stud partitions
in vaxious locations �
Demolish and dispose of block walls
Demolish a.nd dispose of alurninum storefront
Demolish and dispose of raised floor and patch
existi.ng floor
Donnell Consultants Incorpor�ted
750 sf
. �.
�i �.
� .�
200 sf
200 sf
4,650 sf
400 sf
200 sf
25 sf
2.50
100.00
2,500.00
700.00
. ��
5.00
1.50
5.00
1.50
5.00
7 March 1996
1,900
.��
5,000
1,400 ;
�
�
�
;
1,200
�
�
;
1,000 �
7,000
2,000
300
100
Renovation: 1
. �
Clearwater City Services �Center
City Hall Renovation
Eziating Building Renovation 7 March 1996
.��. . �.r�7r � .�..v�-. , •. , � e.��1�.1: '' • '• ''� .�;t.' '.".1
e : �,.� :,,; Q � �"
. . .._ _ - �. � ��, ,It m: ,�: . _ - . _ . _ �� . . . i . uanti�t�;''` ;�. Rate;�- -;��imonat
, . y •: . .. . . . . . . ; . . . , :
Demolition (Cont'd)
Modify existing storefront partition overall size
10'0" x 10'0" to include new double door in lieu
of single
Take down existing storefront partition overall size
10'0" x 10'0" and re-erect in different location
Take down and dispose single wood door and frame
Ditto double alurninum do�r and frame
Remove and dispose of existing alucninum storefront
partition overall size 10'0" x 10'0" with single door
and frame
Take down single wood door, reset hardware and
rehang in existing frame
Block up existing 3'0" x 7'0" door openings i.n
various Iocations with S/8" gypsum wallboard
on both sides of 3-5/�" metal studs
Remove and dispose of banicades
Dumpsters and removals
sum
sum
32 lvs
1 pr
sum
4 lvs
13 no
750 sf
allowance
30.00
50.00
75.00
350.00
0.50
2,500
100
1,000
100
200
300
4,600
400
2,000
Donnell Consultants Incorporated Renovation: 2
Cle�rwater City Services Ceater
City Hall Renovation
EZisting Building Renovation
+' ' . �a-v. 1•. •• /,�, '.•T� Q'��1"iy'�•.i iy'�si'��i� :r '�.��il"n�1C+�=��a�i.•.
♦ : - . . (, � . . , . � . ���� `�''�i�i�ili. ��� ' +� ` - • �.� • Y.�'��`- .
' _ �s�. , . ' - - %'w•. '.`! �2:• �r
. . . .. . .. .. . , ,,';�: .-a`�.�t�r.i..�..�',.,�;!', ... "'- �`a`�'tfi'
Fixed partih'ons
1/2" gypsum wallboard on both sides of 3-5/S" m�tal
studs at 16" o.c, in various locations �
Two layers of 5/8" fire rated type x gypsum wallboard
on both sides of 3•5/8" metal studs at 16" o.c.,
including 3" sound attenuation batt
Clear anodized alurninum storefront with exposed
metal framing and clear glazing
Ditto at high level
Patch existing walls exposed by demoliti�n
Int`erior doors
Solid core wood doors in hollow metal frames,
i.ncluding transparent finish on rotary cut birch
veneer, leaf size 3'0' x 7'0":
- single
- single to closet
Ditto 3'0" x 3'0":
- "dutch daor" to reception booth
Prenuum for B label fire doors
Clear anodized aluminum frarned solid glass doors,
i.ncluding hardware, leaf size 3'0" x 7'0" :
- double
IDonnell Consultants Incoa-porated
7 March 1996
r
,,L•• .• 1.-�.�;. -- ,,,t.'v+.:'+: :f`,�i+�'°I'��'r►'!Jt?`r'�t:
`► .i . �.��♦ /�i'�'`� /..�
'' ' i .'l�:�tii�R<ei��'t �� � �L11i10��1►-.
!'.':I •:t:•�,�"';�L-+.:'7C'S•;'�`'+� i��y�`i.=�-`."�'�'.y'r
1,800 sf
1,750 sf
450 sf
80 sf
allowance
17 lvs
1 lvs
ic � �
5.00
20.00
25.00
��� ��
•�� ��
1 lv 550.00
5 lvs 50.00
2 pr � 1,000.00
5,400
::��
' 111
2,000
2,500
6,800
400
���
300
2,000
Reaovation: 3
;�
� '
Clearwater City Services Center
City Hatl Renovation
Existing Building Renovation 7 March 1996
. • " . . ' � • .� ~, i�Q.i�i � � `' ' L,_ ' • • ` • � �y �•"�Y" ,� �sw � e yr�•�• '• �� '�r*��' � ��'� �� r
. • . .. �-�, _. w� _" � ... • � � �i�A��.R !,.•�r' �Q� O��r'' \.� w�p� "�" Q»A�'Ai
. ... � , n ��, r.,�'FM� � w1'.r �!�Y �su
—. —_-- —__ __--__. __ . �•ry`•�r:�'ri.
Interior doors (Cont'd)
Finish hardware:
- wood
- premium for panic hardware
- prerruum for master key system
Floor finishes
Strip existing caipet and lay new looped nylon carpet
glued to prepared concrete floor
Strip existing vinyl composition rile and lay new vinyl
compostion tile to prepared concrete floor
Vinyl base
19 lvs
5 lvs
allowance
16,050 sf
3,650 sf
4,750 lf
225.00
250.00
4,300
1,300
excluded
2. 5 0 40,100
2.00 7,300
1.20
5,700
!a
Ceiling finishes
Realove existing acoustical lay-i.n panel Geiling,
and replace with new, size 2'6" x 5'0", painted fissured
texture finish, in exposed metal susp�nsion system
Ditto to pa►ching work
Remove existing acoustical lay-in panel ceiling,
and replace with new two hour fire rated, size 2'6"
x 5'0", painte.d fissured texture finish, in exposed
metal suspension system
Suspended drywall painted finish
Ditto but two hour fire rated
960 sf
700 sf
510 sf
240 sf
150 sf
- ��
� ��
4.50
3.50
� ��
3,800
2,800
2,300
800
.��
Uo�nell Consultants Incorporated �tenovatioa: 4
Clearwater City Services Center
City Hall Renovation
Existing Building Renovation 7 March 1996
. • ... -� • ' ' ' l�{r�. � — r.. `.::�: . �,�'". — '".�.. �''. , . ' �4.+��•nL �. L� -- � '( r, 7A.`�r• �.. Q� .`•�r'1(;�� � }nJ'V 'i..�il:''3�1. �' .
� • � l. ' • - � . . "f' .' , n � . . 1 y . r'�,i: .;CQY�i.�l�{7L��'Q�'` �J • �.Yi��r/'.�� i ���a`♦ �YO�� '
i , • , � f� ;� tT.t
—. . -.. . . l � p �Z7'�/' � �. �In �. � ✓4 • . �� .
Ceili�g finuhes (Cont'd)
Paint:
- existing acoustical lay-in panel ceiling
- existing gypsum plaster
Wall fsnishes
Paint:
- existing gyp/block walls
- new gyp/block walls
Clean existing marble tiling
Vamish existing wood panelling
Fittings a�d fixtures
Restroorn casework and accessories:
- i.nclined mirror
- grab bars
• paper towel dispeaser
- waste recepricle
- sanitory napki.n disposal unit
- soap dispenser
- toliet tissue dispenser, double roll
Reception counter
Misceilaneous casework
Rough carpentry
Miscellaneous signage and graphics
21,250 sf
2,450 sf
52,OU0 sf
3,554 sf
1,500 sf
3,950 sf
1 no
1 set
1 no
1 no
1 no
1 no
l no
allowance
allowance
allowance
allowa.nce
0.40 8,500
0.50 1,200
0.45 23,400
0.35 1,200
excluded
excluded
200.00
400.00
50.00
?00.00
100.00
75.00
50.00
100
400
200
100
100
100
100
8,000
1,000 �
1,000
2,000
Donnel! Consultants Incorporated Renovation: 5
�
�
,
�
a
,
�
Clearwater City Services Center
City Hali Renovation
Existing Building Renovation 7 March 1996
Donnell C'onsu[tants Incorp�rated Renovation: 6
���..,
�learwater City Services Center
�ity Hall Renovation
Clearwater, Florida
Detailed Estimate - Stair 'Tower
7 March 1996
I)onnell Consultants Incorporated
�
;
�
�
;
f
�
Clearwater City Services Center
City Hall Renovation
Stair Tower
.�. , vn;` �'; ,j,�►;,Cy �rv�.?-;•�t�.'. r•�...�•�.f�,'�` ^��',�'!'� t'�."!M'�'rfl���•�t'r�
_ � - ' . � : �. ~ } � . i�►`'.•l�Q� : v[' �. .i' �,%�ii�'r,,.,r��=�t �!.•Zt` �:
. _ i.= � . •�' �!;�'�' J:"'-.e''.^l.�t�,�..�� : i��..�i h�i n' �'�►' i
:� � '
Sitewark
Barricades/safety fencing around exterior perimeter of
new stair and elevated walkway
Concrete pavin� to new sidewalks
Resod lawn to disturbed areas
Dernolition
Cut, remove and dispose of precast wall at level three
to new walkway including shoring/bracing
Foundation
Excavate, backfill and cornpact for mat
Concrete mat, 3000 psi
Formwork for foundation mat
Rebar, #7 - 12" ocew top and bottom
S[ab on gra�le
Concrete, 3000 psi, 4" thick
Vapor barrier
6 x 6 W 1,4 x W 1.4 weided wire fabric
Rebar, #4 -12" oc
Donoell Consultant� Incorporatcd
100 lf
50 sf
500 sf
30 sf
SO cy
3U cy
170 sf
2 tn
200 sf
200 sf
200 sf
0.2 tn
10.00
3.00
0.50
50.00
9.50
80.00
3.50
850.00
2.50
0,25
1.50
850.00
7 March 1996
1,000
200
300
1,500
S00
2,400
600
�,900
500
100
300
200
Stair Tawer: 1
�
Clearwater City Services Cen�er
City Hall Renovstion �
Stair Tower
:t.� �.:t1;'Si�. �y�, r� i i�;'a+'x r °s�� �! !�4"s�7'���i.��'1� �"
.� , , . �.. +� • :.: r � .i : LC�P1f C�'..t��+- ,y���•��y(�� �/��
� . w''. fJ'?�".t`�1,."i'�. � �' d� � 'yr%11:T�r���.-���,���f -�� �Si+.7A�. .2,
't
Framed structure
Stair tower:
- roof slab:
- 8" thick concrete slab
- rebar, #5 - 12" ocew top and bottorn
- 17" x 18" concrete beam
- formwork
- floor slab at third level landing:
- b" thick concrete slab
- formwork
- rebar, #5 - 12" ocew top and bottorn
Pedestrian bridge:
- roof slab:
- 1-1 /2" deep, 22 ga., metal deck with 2-1 /2" normal
wei ght concrete topping and 6 x 6, W 1.4 x W 1.4
welded wire fabric
- floor slab:
- 4" deep metal deck with 2-1/2" aormal weig,ht concrete
topping and 6 x 6, W1.4 x W1.4 welded wire fabric
Shvctural steel
Roof
' 4 ply built up finish including counterflashings, flashi.ngs
� and coping
Roof drain
Overflow scuppers
Donnell Consultants Incorporatcd
5 cy
0.4 tn
20 lf
370 sf
2 cy
160 sf
0.2 tn
100.00
850.00
50.00
4.00
100.00
4.00
850.00
90 sf 4.00
90 sf 8.00
1.5 m 2,000.00
200 sf
1 no
4 no
8.00
500.00
200.00
7 Mar�61996
_r_____
�C'r',�.�,,,.',.�.:� ',�..
/ �c�t�rW'�[+y►a.�
500
300
1,000
1,500
200
600
200
•��
700
3,000
1,600
500
800
Stair'�ower: 2
Clearwate� City Services Ceater
City Hall Renovation
Stair Tower
- . � .. ., • . . . . �, ,.. rr�� �•� � +r;�j. v_ :+`i�•r+� .,;i _4'1'�"_
- . � � . � . Y�1� �',f;:% :�ia�i�.• ..�"� � � ..(w' -
� . . . • ' . ..- ,_ . +�•w� •�. ..n•�.y��r'�.}► f --•+-, • .
� � Wa!!s above grode
Stcrir tower:
- cast in place concrete walls, 8" thick
- formwork
- premium to frame for third Ievel openings,
size 2'6" x 7'0"
- rebar, #4 - 12' ocew each face
- additional rebar at column locations ta stair tower
- premiurn for 2" horizontal reveal detailing
- premium for 3/4" horizontal reveal detailing
- patch to existing wall at third level opening i.ncluding
additional reinforcing steel
Pedestrian bridge:
- perforated metal panels with paint fuush
Doors
Exterior:
Hollow metal door and fxame, with paint finish,
size 3'0" x T0"
Finish hardware inclusive of panic devices
Interior:
Hollow rnetal door and frame, with pai.nt finish,
size 3'0" x 7'0"
Finish hardware inclusive of panic devices
Doonetl Consultant.s Incorporated
2,600 sf
5,400 sf
7 no
6 tn
3 tn
120 lf
30o tf
i•
300 sf
7 Marct� 1996
;; ��,�,�1�a� --
.3 :� �,�ennni�
3.00
6.00
100.00
1,000.00
1,000.00
4.00
Z.00
: 1 1,
1 lv 450.00
1 lv 750.00
2 lv 450.00
2 lv 750.00
7,800
32,400
700
6,200
3,OQ0
500
600
2,000
5,400
500
800
���
1,500
Sts�ir Tower. 3
;�
. t
Ctearwater City Servi�es Ceater
City Halt Renovatioa
Stair Tower � Marc6 1996
Donncll Consultants Incorporated Stair Tower: 4
�� e �
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�� Q �
����.��
t! c�� 11 V/1 t�) t 1_�� -, � d 1{ 11 I�+)
E �
.��s ���
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