04/03/1997
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Agenda:
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4-3-97
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City Commission
Meeting
4- 3 -97
note: 3-31-97 Preliminary (Worksession) Agenda and paperwork
.thatwas in"package initially but then not continued onto
Thursday's "agenda is at the back of this agenda pack.
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ACTION AGENDA ~ CLEARWATER CITY COMMISSION MEETING
Thursday, April 3, 1997 - 6:00 P.M. - County Chambers
Welcome. We are glad to have you join us. If you wish to speak please wait to be recognized, then
state your n.am..e. and address. Persons speaking before the City Commission on other than Public
Hearing items shall be limited to 3 minutes. No person shall speak more than once on the same
subject unless granted permission by the City Commission. ANY PERSON WITH A DISABILITY
REQUIRING REASONABLE ACCOMMODATION IN ORDER TO PARTICIPATE IN THIS MEETING,
SHOULD CALL 813/462-6684.
1 . Invocation
2. Pledge of Allegiance
3. Service Awards
4. Introductions and Awards
5. Presentations
6. Approval of Minutes - Regular Meeting
3/20/97
1. Pastor David Smith, Faith United Church of
Christ.
2. Mayor.
3. None.
4. Proclamations: Library Week 4/13-19/97
Children's Day 4/9/97
5. None.
6. Approved as submitted.
. 7. Citizens to be heard re items not on the Agenda
Jay Keyes, representing Clearwater beach Association, requested reinstallation of signs re fines for not
yielding to pedestrians.
PUBLIC HEARINGS
Not Before 6:00 P.M.
Administrative public hearings:
Presentation of issues by City staff.
Statement of case by applicant or representative (5 minutes).
Commission questions.
Comments in support and in opposition (3 minutes per speaker).
Commission questions.
Final rebuttal by applicant or representative (5 minutes).
Commission disposition
8. Public Hearing & First Reading Ord. #6140-
97 - Vacating 42' railroad easement, 43.45'
railroad easement and 5' drainage & utility
easements bordering 42' railroad easement,
lying in Clearwater Industrial Park and
Clearwater Industrial Park Replat between
Hercules Ave. & Belcher Rd. (Simpson &
McCracken, V97-01)
8. Approved subject to City retaining drainage &
utility easements as required by City Engineer
& General Telephone. Ord. #6140-97 passed
1 st reading.
Variance & Rezoning public hearings:
All Individuals speaking on these Items will be sworn~in.
Staff states and summarizes reasons for recommendation (2 minutes).
4/3/97
1
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Applicant presents case. Witness may be cross-examined (15 minutes).
Staff presents further evidence. May be cross-examined (10 minutes).
Public comment (3 minutes per speaker).
City Commission discussion, and may question any witness.
Applicant may call witnesses in rebuttal (5 minutes).
Conclusion by applicant (3 minutes).
Decision.
9. Variance(s) to Sign Regulations for property 9. Continued.
located at 923 McMullen Booth Rd., Sec. 9-
29-16, M&B 31.01 together with Del Oro
Gardens, Lots 33-36, 44-46, 51 and part of
52 (Kapok Pavilion, Inc., SV96~26)
Public Hearing - Second Reading Ordinances
10. Ord. #6126-97 - Annexation for property 10. Ord. #6126-97 adopted.
located at 3131 John's Parkway, John's
Parkway Sub., Lot 6 (Ronald & Laura Poirier,
A97-03)
11. Ord. #6127-97 . RS-8 Zoning for property 11. Ord. #6127-97 adopted.
located at 3131 John's Parkway, John's
Parkway Sub., Lot 6 (Ronald & Laura Poirier,
A97-03)
12. Ord. #6128~97 - Annexation for property 12. Ord. #61 28-97 adopted.
located at 1420 Sunset Point Rd., Sunset
Highlands Unit 2, Lot 4 (Cynthia Wright,
A97-04)
13. Ord. #6129-97 - RS~8 Zoning for property 13. Ord. #6129-97 adopted.
located at 1420 Sunset Point Rd., Sunset
Highlands Unit 2, Lot 4 (Cynthia Wright,
A97-04)
14. Ord. #6130-97 - Land Use Plan Amendment 14. Ord. #6130-97 adopted.
to Residential/Office General for property
located at 1233 S. Myrtle Ave., Milton Park
Sub., Blk 10, Lots 6-9 (Word of Faith Church
of God, Inc., LUP97-01)
15. Ord. #6131-97 - OPD Zoning for property 15. Ord. #6131-97 adopted.
located at 1233 S. Myrtle Ave., Milton Park
Sub., Blk 10, Lots 6-9 (Word of Faith Church
of God, Inc., 297-01)
16. Ord. #6132-97 - Vacating east/west alley 16. Ord. #6132-97 adopted as amended.
lying S of Lots 9.", less W 3', Blk 41 Gould
and Ewing 2nd Addition, subject to applicant
relocating at his expense City's sanitary
sewerl water, gas & storm systems along
with Florida Power & General Telephone
facilities, within their respective replacement
4/3/97 2
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easements, and recording private agreement
with authorized representative of Coachman
Building for solid waste pick up on applicant's
property (Haag / Savoy Ltd., V96.01)
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CITY MANAGER REPORTS
CONSENT AGENDA (Items #17-19) - Approved as submitted.
The following items require no formal public hearing and are subject to being approved in a single
motion. However, any City Commissioner or the City Manager may remove an item from the Consent
Agenda to allow discussion and voting on the item individually.
17. Approval of Purchases per 3/21/97 memorandum:
One Ford F-BOO cab and chassis to be converted to a container lift truck to be utilized by
recycling throughout city for container relocation service; and authorize trade in of one 1 990 F-
700 Ford cab and chassis, G-938, net cost $24,856, Atlantic Ford Truck Sales (SW)
18. Locker Room Renovations at McMullen Tennis Complex, Darcon, Inc., $65,992 (PR)
19. Cooperative Agreement with SWFWMD for development of Phase I of citywide reclaimed water
system, providing reimbursement of eligible project costs not to exceed $2,425,000 (EN)
OTHER ITEMS ON CITY MANAGER REPORT
20. Res. #97.21 - approving Sovereign
Submerged lands Use Agreement No. UA-
52-194 with Board of Trustees of Internal
Improvement Trust Fund of State of Florida
for a waterway crossing for Clearwater Gas
System (GAS)
21. Res. #97-22 - accepting the franchise,
privilege and concession of the Town of
Belleair Shore, Florida, for the purpose of
furnishing gas within Belleair Shore and to its
habitants, and approving the interlocal
agreement relaced thereto (GAS)
22. Neighborhood & Affordable Housing Advisory
. Board - 3 appointments (eLK)
23. Update on Stevenson Creek (EN)
24. Other Pending Matters
20. Approved. Res. #97-21 adopted.
21. Approved. Res. #97-22 adopted.
22. Reappointed Howard Groth, Mayme Hodges
& Milly Joplin.
23. Update received.
24. None.
CITY ATTORNEY REPORTS
25. Resolutions
a) Res. #97-23 . requesting President establish a) Res. #97-23 adopted.
Presidontial initiative or Blue Ribbon Commission
on underage drinking, and requesting congress
4/3/97
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hold a hearing to evaluate the need for uniform
national standards regarding drunk driving.
26. Other City Attorney Items - City Attorney introduced Stetson Law Intern, John Cautero.
27. City Manager Verbal Reports
City Manager reported she has received a FLC tape re the Commission on Local Government II
which she will schedule for the next meeting. She reported FLC Legislative Action Day is 4/9/97
in Tallahassee; the City Clerk is attending.
Dr. Skyrme is suggesting the Commission meet to prepare for the 4/15 C-View program re the
Vision Statement. Consensus to meet at 6:00 p.m. on 4/15/97.
City Manager referenced a memo from Ream Wilson re the possibility of adding color to the
sidewalk that will serve as the Plnellas Trail. Consensus was to add color if it can be done at
minimal cost.
City Manager stated she would like to leave her retirement open until a new City Manager is
chosen. There was no objection.
City Manager thanked the County Administrator & Staff for allowing Clearwater to use their
Assembly room during City Hall renovations.
The City Clerk questioned if the Commission wished to take a position on the telecommunication
bill and the bill re Port Richey annexing into New Port Richey. Additional inforl~ation was
requested re the telecommunications bill. No action directed re Port Richey / New Port Richey
bill. .
28. Other Commission Action
a) Appointment to Pension Advisory Committee for term 4/4/97-4/4/99 - Appointed Mayor
Garvey.
~ requested the PAC be included in the listing of boards when the item re Commission
appointments to boards comes to the Commission.
.smu complimented City workers citing a newsletter from the Morningside/Meadows
Homeowners Association and letter to the editor in the Clearwater Times praising City
employees.
.cImk echoed Commissioner Seel's compliments re City employees. He thanked the voters of
Pine lias County for passing the extension of Penny for Plnellas.
Garvey wanted to let the public know there would be long range planning prior to expenditures
from the extension of Penny forPinellas.
Garvey questioned if the Commission wanted to take a position on fluoridation of water. It was
the consensus not to take a position at this time.
$3arvey announced number to call re malfunctioning stroet lights. She announced the Saturday
Farmer's Market in downtown.
29. Adjournment. 6:58 p.m.
4/3/97
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CITY OF CLEARWATER
Interdepartmental Correspondonce
TO: Mayor and Commissioners
FROM: Cynthia E. Goudeau, City Cler@
SUBJECT: Follow up from March 31, 1997 Work Session
COPIES: Elizabeth M. Deptula, City Manager
DATE: April 1, 1997
In response to questions raised at the Marc.h 31, 1997, Work Session, the following answers
are in final agenda order:
Item #8 - Vacation of Railroad Easement - the item and ordinance include the entire easements,
not just the applicant's portion. All owners of property abutting the entire length of the 'easements
have been notified.
Item #9 - Sign Variance - former Kapok Tree - Central Permitting. will be providing
information regarding the total number of signs permitted for this property. The applicants are being
contacted regarding moving the tree now in order to negate the need for the height variance. A picture
of the proposed sign is being requested.
,.
Item /1 28a N Pension Advisory Committee - the legal department has informed us the
appointment needs to be made prior' to PAC's 4/10 meeting. Therefore, this has been added to
Thursday's agenda.
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TO: Mayor Garvey
C I T Y OF C LEA R W ATE R
Interdepartmental Correspondence
FROM: Sally Thomas, City Clerk Assistant
SUBJECT: Invocation
COPIES: . Cynthia Goudeau, City Clerk
DATE:. April 3, 1997
Tonight's invocation will be offered by Pastor David Smith, Faith United Church of
Christ, 2401 ,Drew St., 34625
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/1 CLEARWATER CITY COlVllVlISSION
""f.:' N -L- Agenda Cover Memorandum
8
Ilem fI
Mccllng Dale
Y', 3.9'7
SUBJECT: Vacation Request 97.01 (Simllson/City)
RECOMMENDA TIONIMOTION: Approve the Illlplicl1llt's request to vncnte the 42 foot railroad easement,
5 foot drainage and utility easements lying each side of the 42 foot railroad easement ami 43.45 foot railroad
easement in Cleanvntcr Industrial Park and Clearwater Industria) PUl'k RCflJut subject to the City retaining
drainage and utility cl1scments IlS required by the City Engineer ~md Genernl Telephone and pass Ordinance
Number 6140-97 on the first rending.
o and tll.11 tbe nppropriatc officinls be authorized 10 exccUle same.
SUMMARY:
· The applicant is requesting to vacate the entire 42 foot railroad ea~ement. 5 tool drainage and utility casements lying
each side of the 42 foot railroad easement and a 43.45 foot railroad easement in Clearwater Industrial Park as recorded
in Plat Book 44, Page 46. and Clearwater Industrial Park RepJat as recorded in Plat Book 71, Page 91 both of the
Public Records of Pine lias County, Florida.
· The applicants interest lies within a portion oflot 10 ofClernwater Industrial Park and a portion of Lot 2 of the RepJat.
The vacation of the railroad easement on his property will affect all of the property owners West afhis property. The
Engineering Department included all of the railroad easement in this request to get citizen input at this Public Hearing.
. The City of Clearwater was the developer of this subdivision, and as part of the development it platted the railroad
easements and drainage and utility easements for the possible construction of n railroad spur to serve the area.
· With much of the subdivision developed, it appears the railroad spur is not needed or feasible to install. CSX railroad
has provided a letter of no objection to the vacation of the easements.
Continued:
Reviewed by: Orlglnatlng Dept. Costs: NfA Commission ActIon
Legal ~L__ Engineering /1) 1/ (Current FYJ Approved
Budget N/A User Dept. "d Funding Source: Approved
w/cundltlOns
Purchasing N/A Capt, Imp,
Donied
Risk Mgmt. N/A Advertised: Operatinu
-
IS N/A Conl'd to
Date: 3/20 & 3/27/97 Other
ACM J. ~vfj)
ENG. .~. Paper: Tampa Tribune
OTHER Not required:
Affected parties Appropriation Codols) AttachmenlS:
notified >;
t - ApplicDtion
Submitted By: N'^ Ordlnllnce No.6 140-97
. City Man$~ Locution Skotch
Not Rcquired
VAC9701.AON
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.Page 2 continued:
AgendaItem
Re: Vacation Request 97.01 (Simpson)
. Pinellas County Utilities, Florida Power, GTE Video and Time Warner have no objections.
. General Telephone has no objection provided easements are retained over their existing facilities.
~ . Portions of the easements to be vacated are not incorporated into the City limits. .Pinellas County Public Works has
provided a letter of no objection for these areas.
.. The dedication on the Plat states the following: uThe City of Clearwater, a municipal corporation of the State of Florida,
hereby cenifies that said City of Clearwater is the owner of the above described property and hereby dedicates to the
Public in General all avenues, drives, streets, and easements as shown on this plat."
. . This petition has been reviewed by various City DepartmentsIDivisions concerned with easement vacation requests.
Engineering SeIVices has no objection to the vacation request provided drainage and utility easements are retained over
existing City and General Telephone facilities. Other City Departments have no objections.
. ' The City Engineer has reviewed the ('I)mments submitted by the reviewing Departments and recommends this request be
approved.
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~ . CITY OF CLEARWATER - ENGINEERING SERVICES
FORK NUKBf.:R
P.O. SOX 4748. CLZARWATER. FL. 34618-4748 PH. (813) 462-6970 1326-0104
V A C A T ~ o N R E 0 U 't S T
po I L 'I N G P 0 R K.
1. NAME OF APPLICANT OR DESIGNATED REPRESENTATIVE:
NAME: GORDON F. KILLION / REPRESENTATIVE
PHONE: 813 443 7067
ADDRESS.:1254A SOUTH HIGHLAND AVE.,
CLEARWATER, FLORIDA 34616
HEREBY PETITION THE CITY COMMISSION OF THE CITY OF CLEARWATER FOR THE
VACATION OF THE FOLLOWING:
Q
o
EASEMENT TYPE: ~AILROAD &
DRAINAGE
D RIGHT-OF-WAY
D OTHER
ALLEY
. '2:~' LEGAL DESCRIPIJ:ION OF PROPERTY TO BE VACATED, IE: IF I"'? IS A PORTION OF
AN EASEMENT, DESCRIBE WHICH PORTION, IF IT IS AN ALLEY, DESCRIBE FROM
WHERE TO WHERE OR WHAT LOTI S IT ABUTS, IF IT IS A RIGHT-OF-WAY
DESCRIBE HOW MUCH TO BE VACATED.
TO VACATE A 42.0 FEET RAILROAD EASEMENT,_A 43.45 RAILROAD EASEMENT AND
A 5.0 FEET UTILITY AND DRAINAGE EASEMENTS BOARDERING SAID RAILROAD
EASEMENT AS SHOW ON THE MAP OR PLAT OF CLEARWATER INDUSTRIAL PARK, AS
RECORDED IN PLAT BOOK 44, PAGE 46, OF THE PUBLIC RECORDS OF PINBLLAS
COUNTY, FLORIDA. A PART OF SECTION I, TOWNSHIP 29 SOUTH, RANGE 15 EAST.
3 . STREET ADDRESS OR SIMPLE LOCATION:
2144 CALUMET STREET, CLEARWATER, FLORIO>A 34625.~
4. PROPOSED USE OF VACATED PROPERTY:
s. ZONING OF ADJOINING PROPERTY:
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PAGE 1 OR 2
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6.ATTACHMEN'rS: .
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LAND SURVEY OF PROPERTY IS REQUIRED IF THIS VACATION INVOLVES AN
EXISTING ENCROACliMENT.
DRAWING SHOWING PROPOSED USE OF VACATEQ PROPERTY
(SURVEY, PLOT PLAN, ETC.)
-X-- SEE RESOLUTION 82-3 (ATTACHED) FOR FEE SCHEDULE
THE FOLLOWING LETTERS OF NO OBJECTION ARE REQ~iRED:
(LIST OF CONTACT PERSONS FOR THE UTILITIES IS ATTACHED)
-X-- FLORIDA POWER CORPORATION
_X GENERAL TELEPHONE COMPANY
_X TIME' WARNER CABLE
OTHER
7. NAME AND ADDRESS OF PROPERTY OWNER (PLEASE PRINT)
NAHE:BErTY SIMPSON
PHONE:
813-443 2461
8.
ADDRESS: 2144..CALUMET~~:;;'OhTn. ~4""
OWNERS SIGNATURE ~ v ; ~
STATE OF.FLORIDA)
COUNTY OF P~S)
The foreqoinq instrument was acknowledqed before me this ;\!tJvemher IE,L99
.
by Be-fly S).mff:J~on , who is personally known to me or
who has produced as identification
~z:
: {R.II<1Y ir1"ee'::icKt'n
oath.
Notary pUblic, Commission No. 3~'1"'f7
(Name of Notary typed, printed or stamped)
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PAGE 2 OF 2
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VacaUon Number 97-41
"SIMPSON"
VACATION REQUEST
PROCESSING SHEET
PLEASE REVIEW THIS VACATION IN TERMS OF YOUR PRESENT USE AND FUTURE NEED FOR THE
PROPERTY. INDICATE YOUR COMMENTS BELOW:
REFERENCE AlLAS SHEET NO 262B & 2718 SECTIONS 1& 12 TOWNSHIP 295 RANGE 15E
1. ENGINEERING SERVI~5S: /p: /' '\
REVIEWED BY:/125' ?J/,;/:t., APPROVED BY: J -t&1):{' I ~= m DATE: '] -/1-9 7'
COMMENTS: iffB applicant Is requesting the vacation of the 4, at ra ad easement, a /
43.45 foot railroad easement and a 5 foot utility and drainage ea ent I ng each side of the
railroad easement In Clearwater Industrial Park and Clearwater Industrial Park Replat. The
City of Clearwater was the developer of this sutxllvlslon, and as part of the development It
platted the above mentioned easements. The dedIcation states the following: "The City of
Clearwater, a municipal corporation of the State of Florida, hereby certifies that said City of
Clearwater Is the owner of the above described property and It hereby dedicates to the Public
In General all avenues, drives, streets, and easements as shown on this plat.- Wrth much of
this sutxlivlslon developed, It appears that the need for a railroad spur Is not needed, The
only utilities that the City of Clearwater has, crosses the subject easements and does not run
along the easements. Engineering has no objections to these vacations subject to retaining
drainage and utility easements for existing or proposed utilities which cross the proposed
vacated easements. Florida Power, General Telephone Video, and Time Warner have no
objections. General Telephone has no objections provided several utility easements are
retained or given to them to cover existing facilities. Plnellas County PubHc Works have no
objections.
2.
CENTRAL PERMITTING DEPARTMENT: &
REVIEWED BY:'). ~ /fPROVED BY/'/
COMMEIffS: (' ...f.../ f" ~ : -iA.) Ld '^. ,!oj ,1>- I .;..
1l', I "T"d.
DATE: 3 ~ 1"1--9)
3.
GAS DEPARTMENT: / ~O ,/
REVlEWEDBY:~~ APPROVEDBY:~ (/l~';- DATE:
.COMMENTS: The' C/t!i:7f"wa fC'r Gels 5 yS7'-eM has VlO c bJ 'COC'-n(;i?'J'
"0 71,,'s l/orcrl-It?,." (e9t1e~f"
0-:;/10//77
4.
CITY ENGINEER:
REVIEWED AND APPROVED BY:
COMMENTS:
DATE: ? /
J(11/'7
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ADVERTISING DATE: 3/20/97 AND 3/27/97 ,U )" r
PUBLIC HEARING DATE: 4103197 /d .
COMMISSION ACTION:-APPROVEO.-CONTINUED- TABLED-DENIED-
ORDINANCE NO. DATE OF ADOPTION
RECORDED IN O. R. BOOK: PAGE:
LETTER TO PROPERTY OWNER ADVISING COMPLETION OF VACATION
COMPUTER INDEX FILE:
VACATlON 97.01 SIMPSON
"
"
ORDINANCE tiC. 6140..97
AN ORDINANCE OF THE CITY OF CLEARWATER,
FLORIDA, VACATING A 42.0 FT. RAILROAD EASEMENT. A
43.45 FT. RAILROAD EASEMENT, AND A 5 FT. DRAINAGE
AND UTILITY EASEMENT BORDERING SAID RAILROAD
EASEMENTS LYING IN CLEARWATER INDUSTRIAL PARK
AND CLEARWATER INDUSTRIAL PARK REPLAT
BETWEEN HERCULES AVENUE AND BELCHER ROAD;
PROVIDING AN EFFECTIVE DATE.
WHEREAS. Betty L. Simpson and John L. McCracken. owners of real property
located in the City of Clearwater, has requested that the City vacate a 42.0 ft. railroad
easement. a 43.45 ft. railroad easement. and a 5 ft. wide drainage and utility easement
bordering said railroad easements. as depicted on Exhibit A attached hereto; and
WHEREAS. the City Commission finds that said easement is not necessary for
municipal use and it is deemed to be to the best Interest of the City and the general public
that the same be vacated; now. therefore. .
BE IT ORDAINED BY THE CITY COMMISSION OF THE
CITY OF CLEARWATER. FLORIDA:
Section 1. The easements as Jegalty described on exhibit B attached hereto are.
hereby vacated. closed and released, and the City of Clearwater quitclaims and releases
all of its right. tiDe and interest thereto.
Sectlol') 2. The City Clerk shall record this ordinance in the public records of
Pinellas County. Florida. following adoption.
Section 3. This ordinance shall take effect immediately upon adoption.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
Rita GaNey
Mayor-Commissloner
Approved as to (onn :
Attest;
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Jolln Carassas
Assistant City Attorney
-~
Cynthia E. Goudeau
City Clerk
Ordinance No. 6140.97
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EXHIBIT "B"
The entire 42.0 foot wide railroad easement, 43.45 foot wide
railroad easement and 5 Coot wide drainage & utility easements
bordering said railroad easements as shown on the Plat of
Clearwater Industrial Park as recorded in Plat Book 44, Page 46,
and the Plat of Clearwater Industrial Park Replat as recorded in
Plat Book 71, Page 91 of the Public Records of Pinellas County,
Florida, and more particularly described as follows;
The 21 foot railroad easement lying along the south side of Lots 6
and 7 along with the 5 foot drainage and utility easement
bordering the north side of said railroad easement; the 21 foot
railroad easement lying along the north side of Lots 8, 9 and 10
along with the 5 foot utility easement bordering the south side of
said railroad easement; the 21 foot railroad easement lying along
the east side of Lots 15, 16 and 17 along with the 5 foot utility and
drainage easement bordering the west side of said railroad
easement of Lot 17; the railroad easement lying along the west
side of Lot 12 along with the 5 foot drainage and utility easement
. bordering the east side of said railroad easement, the 21 foot
railroad easement lying along the west side of Lots 13 and 14 and
the 5 foot utility easement bordering the east side of said railroad
easement in Lot 14; the 43.45 foot railroad easement lying along
the west side of Lot 11, all as shown in Clearwater Industrial Park
as recorded in Plat Book 44, Page 46; and the 21 foot railroad
easement lying along the south side of Lot 2 along with the 5 foot
drainage and utility easement bordering the' north side of said
railroad easement as shown in Clearwater Industrial Park Replat
as recorded in. Plat Book 71, Page 91 of the Public Records of
Pinellas County, Florida.
Ordinance 6140-97
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EXHIBIT Tf A Tf
PROPOSED
V ACA TION
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TH1S IS NOT A SURVEY
07-01 EASE.DWG
DRAWN BY: RDW
DATE: 03j11/G7
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Interoffice Correspondence Sheet
To:
Cyndie Goudeau, City Clerk
From:
Tom Miller, Assistant Director of Engineering/Environmental
Richard E. Baler, City Engineer R-S @~
March 25, 1997
Agenda Meeting Follow up
cc:
Date:
RE:
The following concerns were brought up regarding Engineering Department agenda
Items at the' March 25, 1997 agenda meeting.
VacatIon request 97.01, Simpson
Question. why does applicant want to vacate railroad easement?
Reply ~ AppHcant owns a parcel of land on the Southerly side of the railroad
easement and has a option to purchase a parcel on the Northerly side of the
easement. The applicant proposes to construct a structure which will span the
easement, if the vacation is approved.
QuestIon - Have the property owners abutting the proposed railroad easement
vacation been notified?
Reply ~ The City Clerk's office has properly advertised the Public Hearing and all of .
the abutting owners of record, for the full length of the easement within this
subdivision, have been notified by mail.
Question - Do the property owners know that their taxes will go up because of
this vacation?
Reply - The property owners currently own the property which the railroad
easement Is on. Since they are not gaining ownership of any additional land, and
are already being taxed on this land, their taxes should not go up. However, they
will be gaining an additional 16 feet of usable land since the existing 26 feet of
easements will be replaced by a 10 foot zoning setback.
AGENDA FOLLOW UP 3-25.97.WJS
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Item #9
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Clearwater City Commission
Agenda Cover Memorandum
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SUBJECT:
Variance to the Sign Regulations; 923 McMullen Booth Rd.; Kapok Pavilion, fne. I Kapok Pavilion
(Owner/Applicant); Collins Signs (Representative).
(SV 96-26)
RECOMM EN DATION/MOTION:
Approve the following variances: (1) ,an area variance of 30 square feet from the permitted 64
square feet to allow a 94 square foot freestanding sign, and (2) a height variance of 3 feet to allow
a 23 feet foot high freestanding sign, on property identified as Sec. 9.29-16, M&B 31.01, together
with Del Oro Gardens, Lots 33, 34, 35, 36, 44, 45, 46, 51 and part of 52, for meeting Sec. 45.24,
Standards for Approvar, items (1 )-(4), subject to the following conditions:
1. No auxiliary sign shall be permitted on this property.
2. In the event the palm tree located adjacent to the north side of this proposed sign is not
maintained in a healthv condition, the sign shall be reduced in height to a maximum of 20 feet.
00 and that the appropriate officials be authorized to execute same.
SUMMARY:
· This variance application was continued from November 7, 1996, to allow the applicant to work
with staff. Pursuant to Commission direction, the applicant has worked with staff and has
reduced the extent of the requested variances.
· This orooertv is located on the east side of McMullen Booth Rd., north of San Bernadino St.,
and is in the General Commercial zoning district.
· The applicant is requesting the following variances: (1) an area variance of 30 square feet from
the permitted 64 square feet to allow a 94 square foot freestanding sign, and (2) a height
variance of 3 feet to aUow a 23 feet foot high freestanding sign.
· The previous variances were for a 120 square foot, 25 foot high sign.
Ral/lawed by:
Legal
Budget
Purchll,lng
AI.k M gmt.
IS
ACM
OrJginatJng Department:
Central ;2:!.Ulng
Ulor oepartmenV
Cent,al Permltt]ng
Costs:
Commission Action:
N/A 0 Approved
Total 0 Approved w/Condldon.
o Denied
Cutrent Flecel Veil' 0 Continued to:
Advertl.lld:
Funding Source:
o Cepll"
trnpl'OlIemont:
o
Operellng:
o
Other:
Attachments:
Dllte:
Submitted by:
City ff:rr
o Printed on recycled peper
Paper:
o Not Required
Affected Parties:
lBJ Notified
o Not Required
ApplicatIon
ApproprJaUon Code
o Nona
.~
SV 96-26
Page 2
The following table provides summary information regarding the proposed sign:
1:::;:;f~:j!::1~:::~i.;:.'it;i~~:~;;1:;::it:~:~~:!(..i~i~iM~~.&H::~:::::::i:~::[:::\::!;.t,.:::.::';.:: ::. /:>:... .::::::i':':: ::::p'rc;p:~ s~'~..'
Type of signs Freestanding *
Location/orientation of signs McMullen Booth Rd.
. . .
. . , . . .
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Yes
Yes.
Area 94 sq. ft. 64 sq. ft.
Setback 5 ft. 5 ft.
Height 23 ft. 20 ft.
· A second or auxiliary sign is permitted because this property has more than 500 feet of frontage
on McMullen Booth Ad. The auxiliary sign may be 10 feet high with an area of 32 square feet.
Staff Comments/Analvsis:
The following conditions support approval of the requested variances provided no auxiliary sign is
located on this property:
. The applicant is permitted a total of 96 square feet of freestanding sign area: one 64 square
foot primary sign + one 32 square foot auxiliary sign. Given the roadway, building and site
conditions, it appears reasonable in this case to Utrade-off" the auxiliary sign for a larger-
thanwpl;1rmitted primary sign.
. McMullen Booth Rd. is a wide roadway with fast moving traffic. It is a six lane divided road
with turn lanes. The right-of-way width is 180 feet in front of this property.
. This is a large property with a large building. The proposed sign will be In scale with this
development.
. An existing palm tree causes the need for additional height. Without the additional height,
the view of the sign would be obstructed from southbound traffic due to the crown of the
tree. The tree could be transplanted, however, the requested height variance is relatively
small to allow the tree to remain. It is a 15% deviation from the code.
. Approval of the requested variances will not detract from the appearance of the City.
jtj~!n~i;;Y>:~~:N>t::Yi:~;'::;:::~(';::;:J::::;i::':"~X~;::::';}S:\..:;::;.::::':.~::;:~.1':;\~::;.;\"S":"':U: ;::'ri:R';':'>O"':<iU' ;':N": 'D~ :'::'"N'<':G"; .' ':'LA': .:.:.. :':"N::: '0:"; U" "'S'''E::: 's', :.;' '::<:":..': :' :.:::.:
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Direction
Existing Land Uses
North
South
East
West
Congregate care facility
Parking lot
Single family residential
Shopping center
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SV 96.26
Page 3
Applicable Variance Standards:
To receive variance approval, a request must meet all four standards for approval. Based upon
review and analysis of the information contained in the application, staff finds that approval of the
requested variances meets the standards. In particular, the following standards do appear to be
fully met:
,. There are speclaf circumstances related to the particular physical surroundings, shape or
topographical conditions applicable to the land or buildings, and such circumstances are
peculiar to such land or buildings and do not apply generally to the land or buildings in the
applicable zoning district.
2. The strict application of the provisions of the code would deprive the applicant of the
reasonable use of the land or buildings.
3. The ,variance is not based exclusively upon the desire for economic or other material gain by
the applicant or owner.
4. The granting of the variance will be in harmony with the general purpose and intent of the land
development code and comprehensive plan and will not be materially injurious to surrounding
properties or otherwise detrimental to the public welfare.
Relevant Previous Decisions by the Commission:
FREESTANDING SIGN AREA
~~':':C.~:;:''>:} .~. J'...~~::cx:..::..-: J'~"~';' ~..: '~:;:...:. .:.: ~;~DfjR'Essij~:~~}; HrJ:4'M:e\;';;,\::,:;;:\::::]i\[/,':\', it: ':::>6 :,:: : "::';:':"'::"'::::"::':NCES::/\:'(>.;::':;:):.':ri::~::(::i:/;:i/:i; :\:d;f:/.:: ;i&~~~~~r;
"CASS"#. ~<t"'"",:,
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~~~~~f1~it~~~:~I~~[;t[~: . . c,".-"'. .. ~ .... .....,. .., .. . VARIA .',....., ,... ,.. .".. .",.
;"... :.." . . . ....:. L...... '~:."":~ ~::~ !';;:;~~;~:,m~:::~:(i;I;:::;~'.~~::~;.::,;;~~~:;~'@!~~;:(,:':{~:::;;()i:::i}:' :;.'REQU'E'STED1~:ettH:N?{~i;;';':;F2:~;:',;j?:;:;:;:::t
:~M~:~t;i~:~tf:1};fftJ~;t;~Jn '~:'''''''' '.' .... . . <""" .;......" . ......... ........ .,.. .... .::~:~..r:::::'~};::::~:(;':.r;~t.::{:.::.,
SV 93-06 1 621 -1 627 Connell's Plaza 1 44 sq ft. add , I to allow 208 9/28/93
.
Gulf to Bay sq. ft./Denied
Blvd .
SV 93. 1 8 1 800 Gulf Young's BBQ 39. 5 sq. ft. add 'I to allow 1 1 19/93
to Bay 1 03. 5 sq . ft./Denied
SV 93-67 29605 U.S. Criterion Center 22.8 sq . ft. add' I to allow 72.8 2/7/94
1 9 sq . ft./Approved
SV 94.36 221 8 Gulf Mr. Submarine I Mr. 94 sq ft. add t I to allow 1 58 1 1 13/94
.
to Bay Gyros sq. ft./Denied
SV 96-22 501 Brookgreen Apts . 1 7. 2 sq . ft. to allow 41 .2 sq . 1 1 17/96
Fairwood ft./App'd . .
Ave.
96-27 2550 Stag Cameron Lakes ,
SV 21 sq . ft. to allow 45 sq . 1 2/5/96
Run Bvd. Apts. ft./App'd .
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~ .' ... .. eo' ~ ," .,
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SV 96-26
Page 4
FREESTANDING SIGN HEIGHT
~'.;:':'~~'.:-:;l:'':;'.'::::~/ \:t::l~\ f~~:="~::~";~"';;;,~ ~;......:~,; ;;.:...:.-:.:.~? ~::':~~r::.:~t~~:,:,~ ~:: "( :." :~. .~. ,:,.." \:::'~:'::+:""::;:::':':::~.:.:::::' .:: :.::.,: co' ," :, ': .:,.: :0. > ::: '.., i "::' :';':~\<i:;':: : "":'".:"':: ::.".-:':':"~ :;'~. ;'..:.::;::.":..\::.:/:>::~i~:.::: .:{" .:...../ .... .." "." ..: . H' ?:::.
..CASE,#n........ . ADDRESS.""'" ........,..NAME............ n .VARIANCES................ ....... ........... nMEETING'"
2 ft. add'l to allow 10 12/17/92
ft./Denied
1 ft. add'l to allow 25 5/7/92
ft./Denied
5.33 ft. add'l to allow 25.33 11/9/93
ft./Denied
1 6.75 ft. add" to aHow 36.75 1/24/94
ft./Denied
12 ft. add'l to allow 32 2/7/94
ft./Denied
8 ft. add'l to allow 28 3/21/94
tt./Denied
SV 92.28 12901 92, 94 Stewart Title
Court St.
SV 92.05 20162 U.S. 19 Suncoast Inn
SV 93-18 1 800 Gulf to Young's BBQ
Bay
SV 93.34 19400 U.S. 19 Kenyon Dodge
SV 93-41 25778 U.S. 19 Forbidden City
SV 93.72 23197 U.S. 19 The Golf Depot
SV 94-16 1861 N.
Highland
Sunset Square
Shopping
Center
BV 95-01 1835 N.
Highland
SV 95-' 7 2495 Gulf to
Bay
SV 93-68 25749 U.S. 19
SV 95-35 1 ~dO Sunset
Point
SV 96-22 501 Falrwood
SV 96.27 2550 Stag Run
Blvd.
Shanghai
Express
Builder's
Square
Savings of
America
Sunset Point
Baptist Church
Brookgreen
Apts.
Cameron lakes
Apts.
5 ft. addtl to allow 25
ft./Denied
2 ft. addt' to allow 22
ft./Approved
4.3 ft. add'l to allow 14.3
ft./Denied
5 ft, add'l to allow 25
ft./Denied
22 ft. add'l to allow 42
ft./Denied
5 ft. add'l to 17 ft./Approved
9115/94
1/19/95
5/4/95
8/3/95
9/21/95
1.7 ft. to allow 7.7
ft./Approved
1.5 ft. to allow 7.5
ft./ Approved
1'/7/96
1215/96
VARIANCE WORKSHEET - CASE NUMBER SV 96-26
r
STANDARDS FOR VARIANCE
APPROVAL
(1) There are special circumstances
related to the particular physical
surroundings, shape or topographical
conditions applicable to the land or
buildings, and such circumstances are
peculiar to such land or buildings and
do not apply generally to the land or
buildings in the applicable zoning
district.
(2) The strict application of the
provisions of the code would deprive
the applicant of the reasonable use of
the land or buildings.
(3) The variance is not based
exclusively upon the desire for
economic or other material gain by the
applicant or owner.
(4) The granting of the variance will be
in harmony with the general purpose
and intent of the land development
code and comprehensive plan and will
not be materially injurious to
surrounding properties or otherwise
detrimental to the public welfare.
o-t-.f.d't
SV 96-26
Page 5
STAFF FINDINGS
The following conditions support approval of the requested
variances provided no auxiliary sign is located on this property:
. The applicant is permitted a total of 96 square feet of
freestanding sign area: one 64 square foot primary sign
+ one 32 square foot auxiliary sign. Given the
roadway, building and site conditions, it appears
reasonable in this case to "trade.offH the auxiliary sign
for a larger-than-permitted primary sign.
. McMullen Booth Rd. is a wide roadway with fast
moving traffic. It is a six lane divided road with turn
lanes. The right-of-way width is 180 feet in front of
this property.
. This is a large property with a large building. The
proposed sign will be in scale with this development.
. An existing palm tree causes the need for additional
height. Without the additional height, the view of the
sign would be obstructed from southbound traffic due
to the crown of the tree. The tree could be
transplanted, however, the requested height variance is
relatively small. It is a 15% deviation from the code.
. Approval of the requested variances will not detract
from the appearance of the City.
The requested variances are reasonable to identify this use
for the reasons stated above.
The requested variances appear to satisfy this condition.
The sign regulations were adopted with the intent of
enhancing the visual quality of the City's streets and
landscape in order to protect the value of properties and the
well.being of the local tourist oriented economy. The
granting of these variances appears to be consistent with
this intent.
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.' or ;-....1. ".J.~J.""::1 C'>+I"~....~..:f.~r.,1:....~~li1r,~' Wi'.. " . 'c.' l' .
CENTRAL PERMiTrING-"DEPARTMENT "~.r:~'~ : .....' '''''',':';-';'::, .:;.,.::t,'
108. MISSOURI AVENUE ;\1.: :(:.:', .
CLEARWATER, FL 34818 ..-
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SIGN VARIANCE APPLICATION:
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:EPRi~J:~;i~
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TELEPHONE:-1KI"2t ~ -=Jd-.6 -t'c...1::- d.. TELEPHONE:'I~/~ -f/4d - d.5~5
ADDRESS OF SUBJECT PROPERTY~ _ 42-3 -/ll:..L11L.t.~/:~;;;.IA:J?i ·
NAME OF BUSINESS IIF APPLICABLE): .~ . /f.~/1;1}:~ >* ·
, .. ": J ~ ~; ~. ,-. 'i., ~ J. .
ZONING DISTRICT: (] ~. LAND US~ CLA~~~.FIC~T~9~;i}~...::':Vl h....:..., LAND ARF.A~ 0 t1~~
... R 5 e ., ., .', "\'~:"'1..,~KlA. . r,J', .
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LEGALDESCRrPTlONO SUB..lECTPROPERTY: .' ," ..v, ";i"'-:;:Sec~o'.2C}.1f, -/8 31.01
To efl,ef /-n, el UfO G-G("d<!l1S Lots~; 34 .35....: .;'+4 45 4-" o5,~" ~ ofLctfJ
. ", . '. . ,,'~: "~.:"~.'n.:~~~~ft1'ir::'~}.:c\(;r..f.t,'''Y. ,r . ," , . '. ..,;.
PARCEL NUMBER: oq I ~ I' It, I OI)O(j''(<;:~ j()"(" OICO frhis'inf~rma'tion is
avanable from your tax receipt or contact Pinellas Co. Property App~~Jse~'.s-.Qf:fice .at ~64.3207. If more than one parcel
b tt h alL 111n h h t) . . ,... ..'.... ."~~...(,,..,.,-' "...'f...-;,1':...... .
num er, I Be ~)( C I ea ".,. ,,:.. .,.1....~...;il.;(.-.;~1~,,},.~:"~~~~1J'c:. ,:~,.:L:I'.I.;":c.: '.
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DESCRIBE' SURROUNDING USES OF PROPERTY: . . . .- :,(':.:<;~~;':;":'fL..-..:: _','::,:.:'?'\;~.:.
:::~:2~~~ 1i~~~':~e~t~;',_,'c';;:;;':'~:' .... :
VARlAHCE(SI REOUEST, :5'-ev:. at 'l~ c{ , . va(?'41~;~:';fl?i:lri:5-f .-
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CONTINUED ON REVERSE SIDE
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STAJiDAROS RJH AYt'HUVAL: A VDlUlnc. aUClll1"'''' U. ".....""" wr u.. "'n, owv.............. ....._. _.~ _,..... _. . . .
'pI...nted d.arly 'LlPpert the foDowing condutlona:
1t Tbwe.. IpecIII dtcumltlncel 'lfl1M to tfM p..ucu. phyalctll lurroundJngl, thtpe or tD9OgrlphJc.l condldon.
epplcable to tINt .and or buDding., end IUCIt dteum.taw:et ... pecul. to audt land 01 WcDng. Ind do not IPPI'r
GlMtally to tho land Of buIdJng. In 1ht appklbJo zoning ..~ becalll
_--S"~f- /) I-M~fj,.~')
-
2) n,. atrict IPPUc.atJon of the provlllonl of the cod. wQi.lld deprive the eppncant of the reuonabJ, us. of tho land or
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bulcInQt bee.... ~< t'- II t l' / i I · J{j. / {
3t The vanDllce I, not based oxcluslvely upon II dealr ~r economic or othet material galn by the appl1cont or owner
beceusl . / . ,~f,' ',',
41 The granting of ma variance will bo In hMmony with the general purpo,e and intent of the lond development code end
comprohon,lve pran end will not be meterial1v injurious to. ',LJnoundll}g properthtl or othorwlae detrimental to the public
woffDle boceu.. -it . t,'~rr;r"'C-0 L.-.
THIS SUBMISSION GIVES AN APPLICANT THE OPPORTUNITY TO REQUEST THE VARIANCE AND APPEAR BEFORE THE
CITY COMMISSION AT A PUBLIC HEARING. FE~S PAJD ARE NON.REFUNDABlE REGARDLESS OF BOARD ACTiON. BY
SIGNING THIS DOCUMENT I AM ACKNOWlEDGING THAT ALL FEES PAID DO NOT GUARANTEE 'APPROVAL OF THIS
APPLICATION.
d.?nddJ-4. d~'~
CInaUM JlIMldon ... MrrM ef Mft\Clq tllIPJ>Io.abtaJ
SIGNA lURE OF PROPERTY OWNER (OR REPRESENTATIVE):
d.
Sworn to and lublcn'bed before me thll 3~ deyof (Jtt,,!o6t:7e. A.D.. 19 !lc'
II., P IJ fI1 Glll. 11,v 1 ~ /Irs n t,.-;l. i.s . who Ia p....onall., Iutown to mo ...d/o, .... p,oduc.d
f ~~ "~/-S"'L/" 7i7-S ~
E'-. -p I< .. L,e. os Identificati9n.../ STATE OF flORIDA, COUNTY OF ; I tt-JeUIf-5
I . e'k?P. Gr dSi t'.fot
~t~4 . 7?1d77/~ _ Commission No.
NO~C _
JANEl S. McMAHAN
NoIA.'Y Pulllc. Slale a F\c1ida
'N........ of Notnrv typed. printed or stampod) Y i'Tl IPIresJuty25, 1008
1 -.... - J N~. CC 3SSDaO
DontiI:I1 nJ:\I ~ihrllll\'.lJ'~ Orrnf1'
NOTE: PROPERTY OWNER OR REPRESENTATIve MUst AlTEND HEARJNG.
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SIGN VARIANCE
Variance Request:
./lit.,.
1. T.:. ii,.:rease the .;overall sqllare fe,e,tage by 30 square feet
tc, pe'rmit a freestanding sign area .:,f '34 sqLtare feet where 64
~quare feet is the maximum allowed. 2. To increase the
height of the sign by 3 feet to permit a freestanding sign of
23 feet where 20 feet is the maximum allowed.
Standards for Approval:
1. There ~YE spe~ial circumstances related to the part~cul~r
;:~) J' ~ i.= ..\1 !:O L\ (l' ':'~Ind 1 ng ~, shape ,:,r '!;.:.p,:'g r qph i.: <;\ 1 I; ,;,nd i f.; i c.n ~
~.P.:dl,:~b~t? t,:, '::he L",nd ':'1' buildings, and sLl,:h
'~:I"':Lt1l1".;.;'I;c;,(';'~~J'-:; -ilr'E p~I:L\!iar t,;:. SLI.:h land ,)r bLlildings o:Hh"!
:~ ~ot ~ppl~ gQnerally to the land or building~ in the
app!i~a~:e :on1ng dIstrict b9cause; a) the Kapoh Pavilion
~au over 500 feet of street fOQt~ge on a major
':h.:......:,_i:;~;-:',:.i'..~J, I'kML\llen B.:,,;:.th F:,.:.~\d. b) P~l"hap= ITI.:-st
:"lilp.::or-:;;i.\I~t, d~"(e,:t:::,' irl fy.:.nt ,:.f the bLd.lding st!:nd3. '.::,t?
extremely large Kapok Tree whose foliage severely impairs
~+.~ll~~~:~tj =.f ~~y s:;~. !t i~ ~:~O .wol~~h noti~~ t~~~ ~~~
:',:,;;j':.k ;f'OE 1:;, .:n ~:-,d of 'itself, d;;.;:ignated an hi5t",:tt':..:
: ~;.. :i,7.;;-,l' k ar,'= ~h'_l= it,: ;\nn,:,'t be '::"It ba,: k e:,;cept I..\nder
C~Ytaln circums~an2es. c) Additionally, this property
"has outdoor gardens in front which means that the
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j-__.I..t..=altt:':'"I. ~.I_ t"__ '&'__I#,r'" ~,I_ _ _I _ ~,rt;;'_*=_..
l_~i~e~. dj the original bui::d~ng ~~s built in 13~5 and
!',-i\!f::' b.;;Qr. e:,;ten=ive~y added ,:,ntc, ',:.ver the year's whi':h has
~~""; ';he bL\ild~ng '",l~h a f':I,:.:p(in~ I....he\~e the building is
e:.;tendt::d ':'11 .:.ne :3ide ,:.bs,:ut'ing any vie'.... ,:,f a sign. There
is no other property in Clearwater like the Kapok
Pavilion and, as such, there are special circumstances
relating to the physical surroundings and topographical
cQnditlons which do not apply generally to other
p(,.::.per'ties ill the zl:.ning dist-rict and '""e believe .....ill nc.";
apply to any other property located anywher~ within th~
City of Slearwater.
,.-.e r:.;t;"~.;I"~ <:I~;3:l.:c;,~;~..:,n ,=.f the p.r':,.....i.=i,:'n~ .;.f '.:',::: ..:':"~::..
":itild d~p\~ :....~ t~,2 app1. :,:ant. ,:.f the reas:,:.nc,ble ~l!e ':'~ '=~.~
:~'1r'''ld ,:.r bLdlcii":gs be':,;'\I.\se 'l;~'e garUEh",E al1d the e.,;tr€:ln~ly
layge ~QPok tree would prevent any sign within the code
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complain to us that they could not see our sign and
therefore, missed our entrance which necessitated the
patrons having to make a U-trun on McMullen Booth Road.
A sign smaller than the one we are requesting not only
deprives the applicant of reasonable use of the land but,
in this ~a5e, it would also create a traffic flow problem
on d major street. Also, the entrance to the Kapok is in
~lose proximit/ to the fast moving traffic coming off the
Bayslde Bridge and if sufficient sidnal is not approved
traffic problems are li~ely.
3. The vatian~e i5 not based e~clusively upon a desire for
econ~mic ~r ether m~terial gain by the applicant or owner
~e,:':"I,.I:;;;!; .: f .\;\1 ~ the t"e6S':'IIS set f,:.rth ab.:.ve. The K~pc,k is Ii.:.t
tryin3 to outdo a competitor or have the most noticeable sign
In t~a ar~a b~t is merely attemp~in~ to attain a sign that
1.1':'i..~ld ,j,:, ,...hat any s':''iJn i~~ 3LlPP,:;,'=ed .t,::, ~11:':':.mpll:rl; toj give
'ELI'f'f:..:ient n,:,ti.::G- ";.:. .::,;d;:":'1l3 ,:,f ~11e t'_IEirless in time f,:,l'" t~'ietr.
t .:. .:: == ~ Qri~ t l \ a. r-: :. r. t ~:I .~: h a t~:' 2.p-:, ~,: cr i \'e.,...1 ~y .
4. T~H: gt'c\,-,ting ,:,f the v.;"t"('ian...:e:: '^,il: ~e in hC'lJ'lt..:,r.y ',..I:tl"l ~~-..:
gen~l"'al purpose and intent of the land developm~nt code and
': ':'Ir.p 'r' \::h l!:r, -= i v.: p ~ .;:'..r, aric ',.1 i 11 nl:d: bell) &: 2l'" ~ ~ 1 : J' in.j Ln' i .:.J,., s t ':.
surrounding propel"'ties or otherwise detrimental to the public
welfa~e because, pursuant to Section 44.51 (e) 1 and 2 the
kap~k ~ould b~ per~itt2d to ~2~~ ~ne ~~in ~r2e5ta~j~ng ~~~r
~~''':'~F~~:-.'S~ ...;i.~h ,:.ne aLI:/.:l~;;....). fr'~,.:;:!i;':lnclng sign "'lie I,.'p t,.::, f,:,,-n'
:;'.t';.a':~ec.i =:.g;"..::. ~I= ~=l ~C?ve that it ......,:;.Llld be j,,.:'(e? lr, ~a\rllK,ny
wit~ the purpose and intent of the land development code an~
~o~pT~hEnsi~e plan to have on~ m~in ~~eestanding ~~gn
tog~~h~Y ~ltt, or1E sm~:l~r ~u~,:il ~~yy Or. on~ ~~~a~he~ s~gl'
rather than h~Ying a total of s~x sig~s ot variou5 si=~a ~n~
pla.:.;,?,;.ent; .7111 .:d':'Llnd thl? 1Jr":'p~r'tJ" t.-Je alSI:. b,~l:E,e th.:.t ",;ho::?
~u~Yo~nding pYOpertlEs would find onE or two ~~gns to be ~or9
aestheti~~lly pleasing r~ther than having 5i~ sign= on the
.(apl:'~: pI'" ,:.per ty.
Finally, we will submit phQtographs which will show that our
':l.\rre.-.t s:.gn, whi,:h meets all ..:,:.de ysq...liremp.n"ts, i~ w'='rking ..:\
hardshlp ,:'rl the I<apo:;.k Pavilic.n be,:al.\se it ,:.:\r.fj,:,t t:"/ef: be =.:?ell
from the b~ginnlng edge of our ~wn property line. In fa~t
our 51gn cannot be read until a ",l.\tomobile is appro~imately
15 to 20 feet from the sign.
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NAME: KAPOK PA VfLlON / KERfS
SV # 96-26 PUBLIC HEARING DATE . NOVEMBER 7, 1 996 I
.
ATLAS PAGE: 2e3A SEe: Q9... TWP: ~ S AGE: 12 E ,
.. ,.. .. ,., . ' . '. . .. "" :
"" .. : CLEARWATER CITY COMMISSION""
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March 25.
Mr. & Mrs. L.E. Boone
316h San Pedro St.
Clearwater. Fl. 3u619
F 1. 31161 8 -11 7li 8 /J.: q
1997 " ~ I
R~,cml'r'ED
~"R 0 3 \991
,....rt'l GLER\<. DE-PT.
. J
Clea!,''''Po.ter.
C i t~. C 1 '9 r k
P. O. Box LJ7LJ8
Clearwe-.te-r. Fl.
~ L161 B -If'" 4 8
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Dear SIrs:
This letter is in regards to the sign variance h~arlng for
the Kapok Pav~lion. Inc.
As twenty year plus reslden~s of Del Oro Groves. and living
within 500 ft. of this business. 'We are opposed to the variance
for signage. After all the years of wa:ting for the cities
fair sign ordinance to be implemented. Our streets are no longer an
eyesor~. By the number of prcsperous businesses in Clearwa~er
and their ~ompliance to the sIgn standards. there is no need
for any exceptionF. If this varianc~ is granted. it will open
the door for othe buslnesse~ as well. Which is not the intent
of building codes.
Another point for our opp!sition is that this business do~s' not
have adequat~ parking for thp.ir functions. Their patro~s have
no respe~t f~r other persons property. We don't app~eciate
having to pas~ through police road blocks tc enter our neigh-
borhod. This business receives deliveries by semI-trailer that
completly block San Bernidino St.
In our opinion they don't need a larger sign. but a new location.
It,was our understanging that McMullin Booth Rd. was to be a
scenic corridor. Let's keep it that way.
~lAcerelYt ' , )~
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Lawrence E., Boone
iB.~e~
B. Jane Boone
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Interoffice Correspondence Sheet
To:
From:
Subject:
CC:
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I Date:
Betty Deptula, City Manager
Scott Shuford, Central Pennitting Director S >
Response to City Commission Inquiries Regarding Kapok Pavilion Sign Variance
~die Goudeau, City Clerk
April 2, 1997
This is to respond to questions asked by the City Commission at yesterday's worksession
regarding the Kapok Pavilion sign variance:
1. Is the QPplicant willing to relocate the tree to avoid the height variance? No, the applicant
does not want to relocate the tree to avoid the height variance.
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2. Does the property confonn to the attached sign requirements? The Kapok Pavilion has six
attached signs. One sign is a 64 square foot wall sign which conforms to code. The other five
signs are neon window displays which were placed approximately two months ago. The applicant
for the sign variance) Ms. Kens, indicated to a code inspector that the window displays are
merchandise, and therefore should not be regulated by the City's sign code. Ms. Kens indicated
to the inspector that she would provide sales receipts for these items to support her claim.
3. Will the new sign be located where the existing sign is? Yes. The attached plan designates the
location.
4. What will the new sign look like? Ar.ached is a drawing of the new sign.
,Fl.}]; C E lVE D
J~Pk 02 1997
CITV ClERI( DEPT.
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-~.''f~-~
ORDINANCE NO. 6126.97
\0
AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA,
ANNEXING CERTAIN REAL PROPERTY LOCATED WEST OF
BAYSHORE BLVD. AND EAST OF McMULLEN BOOTH ROAD,
CONSrSTlNG OF LOT 6, JOHN'S PARKWAY SUBDIVlsrON,
WHOSE POST OFFICE ADDRESS IS 3131 JOHN'S PARKWAY,
INTO THE CORPORATE LIMITS OF THE CITY, AND
REDEFINING THE BOUNDARY LINES OF THE CllY TO
INCLUDE SAID ADDITION, TOGETHER WITH THE ABUTfING
RIGHT.OF.WAY; PROVIDING AN EFFECTIVE DATE.
WHEREAS, the owner of the real property described herein and depicted on the map
attached hereto as Exhibit A has petitioned the City of Clearwater to annex the property into the
City pursuant to Section 171.044, Florida Statutes, and the City has complied with all applicable
requirements of Florida law in connection with this ordinance; now, therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. The following-described property is hereby annexed into the City of Clearwater
and the boundary lines of the City are redefined accordingly:
Lot 6. "Johns Parkway Subdivision", according to the plat thereof,
recorded in Plat Book 29, Page 41, pUblic records of Pinellas
County, Florida., together with the abutting right-of-way. (A97-03)
Section 2. The provisions of this ordinance are found and determined to be consistent
with the City of Clearwater Comprehensive Plan. The City Commission hereby accepts the
dedication of all easements, parks, rights-of-way and other dedications to the public which have
heretofore been made by plat. deed or user within the annexed property. The City Engineer1 the
City Clerk and the Central Permitting Director are directed to include and show the property
described herein upon the official maps and records of the City.
Section 3. This ordinance shall take effect Immediately upon adoption. The City Clerk
shall file certified copies of this ordinance, including the map attached hereto, with the Clerk of the
Circuit Court and with the County Administrator of Pinellas County. Florida, within 7 days after
adoption, and shall file a certified copy with the Frorida Department of State within 30 days after
adoption.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
March 20. 1997
Rita Garvey, Mayor-Commissioner
Approved as to form and
legal ufficfency: '
..;'",
Attest:
Cynthia E. Goudeau, City Clerk
Ordin~nco No. '1~'-97
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PROPOSED ANNEXATION
AND ZONING
\0
OWNER: Poirier, R & L
ADDRESS: 3131 John~ Parkway
lAND USE PlAN
COUNTY: Residential Urban
CITY: Rosidentlal Urban
10r;f~G
R.4
RS 8
AS7 03
.
· pROPERTY DESCRIPTION:
, .
... _. .. .
Johns Parkway Sub" lot 6
AliAS PAGE: 292A
~. . " ' ." ," . .'.'., ",.' <" .. . ') '.. . ' I ':' '. . > ..... '. ~ OI.. .' . .... ,..,
':.~Q\NN'~a A~O' ,lONI~G BOARD; ,'.:,~..:Mp'~~4f'J997.,J.\'::'.:.~ .;-,:::'.
0.24 ACRES'
RIGHT-of.WAY: ACRES:
SEC:16 TWP:29 S RGE: l6E
. 'CiTY COMMISSiON; ,;,,;;:;'20 ..1....9.. '9' 7" ':::.:Z;:;. <.,:~' "
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EXHIBIT A
Ordinance 6126-97
r-
.'
ORDINANCE NO, 6127.97
\ t
AN ORDINANCE OF THE CITY OF CLEARWATER. FLORIDA,
AMENDING THE ZONING ATLAS OF THE CITY BY ZONING
CERTAiN REAL PROPERTY LOCATED WEST OF BAYSHORE
BLVD. AND EAST OF McMULLEN BOOTH ROAD. CONSISTING
OF LOT 6. JOHN'S PARvmA Y SUBDIVISION, WHOSE POST
OFFICE ADDRESS IS 3131 JOHN'S PARKWAY, UPON
ANNEXATION INTO THE CITY OF CLEARWATER, AS SINGLE.
FAMILY RESIDENTIAL wEIGHT" (RS-8)1 TOGETHER WITH THE
ABUTTING RIGHT.OF.WAY; PROVIDING AN EFFECTIVE DATE.
WHEREAS, the assignment of a zoning district classification as set forth In this ordinance
is found to be reasonable, proper and appropriate, and is consistent with the City's comprehensive
plan; now, therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. The following described property located in Pinellas County, Florida, is hereby
zoned as indicated upon annexation into the City of Clearwater, and the zoning atlas of the City is
amended, as follows:
fr:operty
Zoning District
Lot 6, II John's Parkway Subdivision-. according
to the plat thereof, recorded In Plat Book 29,
Page 41, public records of Pinellas County, FL,
together with abutting right-of-way. (A07-03)
Single-Family Residential "Eight" - RS-8
Section 2. The Central Permitting Director is directed to revise the zoning atlas of the City
in accordance with the foregoing amendment. .
SeQtlon 3. This ordinance shall take effect immediately upon adoption, subject to the
adoption of Ordinance No. 6126-97.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READJNG AND ADOPTED
March 20. 1997
Rita Garvey
Mayor.Commissioner
Attest:
CynthIa E. Goudeau
City Clerk '
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PROPOSED ANNEXATION \ \
AND ZONING
OWNER: Poirier, R & L A97 03
. .. -
ADDRESS: 3131 John's Parkway . PROeERlY O~~CR'PTIQN:
'. r
., Ip .. . .
JAND VSE PLA,. ZOl'lIr~~ Johns Parkway Sub., lot 6
COUNTY: Residential Urban R.4
CITY: Residential Urban ASS I
0.24 ACRES:
RIGHT-of.WAY: ACRES:
ATLAS PAGE: 292A SEC:16 lWP:29 S RGE: 16E
(PLANNjNGi~Nt{ioNINO 1JOAR~'~'. (j~ '.;....'4... ."997 ..:.;:;:;. }'~:: '. cnY COMMISS'iC"N.'<"M.';'-:20"'{S'~:f ....':',':';-,,',:;;.-,;.:,.
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,.. L'" . .. . . .'OCO. . ".. ,. ,"..............~. .'
Ordinanpe 6127-97
ORDINANCE NO, 6128-97
~
AN ORDINANCE OF THE CITY OF CLEARWATER. FLORIDA,
ANNEXING CERTAIN REAL PROPERTY LOCATED EAST OF
KING'S HIGHWAY, CONSISTING OF LOT 4. SUNSET
HIGHLANDS. UNIT 2, WHOSE POST OFFICE ADDRESS IS 1420
SUNSET POINT ROAD, INTO THE CORPORATE LIMITS OF THE
CITY. AND REDEFINING THE BOUNDARY LINES OF THE CITY
TO INCLUDE SAID ADDITION; PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the owner of the real property described herein and depicted on the map
attached hereto as Exhibit A has petitioned the City of Clearwater to annex the property into the
City pursuant to Section 171.044, Florida Statutes, and the City has complied'with all applicable
requirements of Florida law in connection with this ordinance; now, therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. The following-described property is hereby annexed into the City of Clearwater
and the boundary lines of the City are redefined accordingly:
Lot 4, Sunset Highlands, Unit 2, according to the Plat thereof on file
In the Office of the Clerk of the Circuit Court, in and for Pinellas
County, Florida, recorded in Plat Book 41. Page 70 and 71; said
lands situate, lying and being in Pinellas County, Florida. (A97-04)
Section 2. The provisions of this ordinance are found and determined to be consistent
with the City of Clearwater Comprehensive Plan. The City Commission hereby accepts the
dedication of all easements, parks, rights.of-way and other dedications to the public which have
heretofore been made by plat, deed or user within the annexed property. The City Engineer, the
City Clerk and the Central Permitting Director are directed to include and show the property
described herein upon the officIal maps and records of the City.
Section 3. This ordinance shall take effect immediately upon adoption. The City Clerk
shall file certified copies of this ordinance, including the map attached hereto, with the Clerk of the
Circuit Court and with the County Administrator of Pinellas Countyt Florida, within 7 days after
adoption, and shall file a certified copy with the Florida Department of State within 30 days after
adoption.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
March 20, 1997
Rita Garvey, Mayor-Commissioner
Approved as to form and
I al ufflctency:
Attest:
Cynthia E. Goudeau, City Clerk
ord1nanc. No. $128-97
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PROPOSED ANNEXATION \~
AND ZONING
OWNER: Wright, C A A: ~7 04
ADDRESS: 1420 Sunset Point Rd pROPERTY DESCRIPllON:
LAND USE PlAN ZONING Sunset Highlands, Unit 2, lot 4
COUNTY: Residential Urban R~3
CITY: Residentiaf Urban RS 8
0.20 ACRES:
(
RIGHT "of-WAY: ACRES:
ATlAS PAGE: 252A SEe: 02 TWP:29 S RGE: 15E
, P'LAN'NING 'ANifiONING 'nOAR'D: "~ Mar' 4;' 'i'99j:>>~: ::>',.' . . -.. ... ~...., ~ .. . .;.. . . . < ~.,. . ..
:'CITY COMMfss.ION:.....M8Fb.20~' '19'9f>\.:':~~,':'\ .:..:.....
EXHIBIT A
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ORDINANCE NO. 6129~97
\3
AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA,
AMENDING THE ZONING ATLAS OF THE CITY BY ZONING
CERTAIN REAL PROPERTY LOCATED EAST OF KING'S
HIGHWAY, CONSISTING OF LOT 4, SUNSET HIGHLANDS, UNIT
2, WHOSE POST OFFICE ADDRESS IS 1420 SUNSET POINT
ROAD, UPON ANNEXA rlON INTO THE CITY OF CLEARWATER,
AS SINGLE-FAMILY RESIDENTIAL uEIGHr (RS-B); PROVIDING
AN EFFECTIVE DATE.
WHEREAS, the assignment of a zoning district classification as set forth in this ordinance
is found to be reasonable, proper and appropriate, and Is consistent with the City's comprehensive
plan; now. therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
i
Section 1. The following described property located In Pinellas County, Florida, is hereby
zoned as indicated upon annexation into the City of Clearwater, and the zoning atlas of the City Is
amended. as follows:
~roperty
Zoning District
Lot 4, Sunset Highlands, Unit 2, according to
the Plat thereof on file in the Office of the Clerk
of the Circuit Court, In and for Pinellas County,
. Florida, recorded in Plat Book 41, Page 70 and
71; said lands situate, lying and being In
Plnellas County, Florida. (A97..Q4)
Single-Family Residential "Eight" - RS-B
Section 2. The Central Permitting Director is directed to revise the zoning atlas of the City
In accordance with the foregoing amendment.
Sectlon 3 Tnls .. ~- _J.._" A'_,__ ~d__. . .. ., ...--- -..1--&1_- ~..I..I__&'~ .._~
. OIUlllc:ll"vg Ollall lal\Q QlIC....l lllllllt:UldLCIY "'t-"-''' auvp...... II , .....IJJC....l lV Ulg
adoption of Ordinance No. 6128--97.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
March 20. 1997
Rita Garvey, Mayor-Commissioner
Approved as to form and
Ie al ufficiency:
Attest:
Cynthia E. Goudeau
City Clerk
Leslie K. Dougall-Sl s
Assistant City Attomey
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PROPOS~D ANNEXATION 3
AND ZONING
OWNER: Wright, C A A:fU..!M
ADDRESS: 1420 Sunsot Point Rd pROPERTY DESCRIPTION:
lAND VSE PLAN lONINq Sunsot Highlands, Unit 2, Loi 4
COUNTY: Residential Urban R-3
CITY : Residential Urban RS 8
0,20 ACRES:
RIGHT-of.WAY: ACRES:
ATlAS PAGE: 252A SEe: 02 TWP:29 S RGE: 15E
fpLAN'NaN'a 'A.N.O'.Z(i'NING."OO.ARD:.....:: .:M'a'r-4~ t997 ':.:\'.:.: . ':"CrN' Co'M'MiS~:i10N:,' .M8.rb.2()/.,9.9i)<~~..~~:.:~:-:.:: '.:
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ORDINANCE NO. 6130-n
AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA,
AMENDING THE FUTURE LAND USE PLAN ELEMENT OF THE
COMPREHENSIVE PLAN OF THE CITY, TO CHANGE THE LAND
USE DESIGNA liON FOR CERTAIN REAL PROPERTY LOCATED
AT THE SE CORNER OF THE INTERSECTION OF MYRTLE
AVENUE WITH GRAND CENTRAL STREET. CONSISTING OF
LOTS 6, 7. 8 & 9. BLOCK 10, MILTON PARK SUBDIVISION,
FROM INSTITUTIONAL TO RESIDENTIAUOFFICE GENERAL;
PROVIDING AN EFFECTIVE OA TE.
\L(
WHEREAS, the amendment to the future rand use plan element of the comprehensive
plan of the City as set forth in this ordinance is found to be reasonable, proper and appropriate,
and is consistent with the Cityts Comprehensive Plan; now, therefore.
BE IT OROAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. The future land use plan element of the Comprehensive Plan of the City of
Clearwater is amended by designating the' land use category for the hereinafter described
property as follows:
Property
Lots 6, 7, 8 & 9, Block 10. Milton Park
Subdivision. according to the plat thereof
recorded In Plat Book 1, Page 69.
public records of Pinel/as County, FL. (LUP97.001)
Land Use Category
From: Institutional
To: ResidentiaVOffice General
Section 2. This ordinance shall take effect immediat~ly upon adoption. subject to the
approval of the land use designation by the Pinellas County Board of County Commissioners and
subject to a determination by the state land 'planning agency or the Administrative Commission of
the State of Florida, as appropriate, of compliance with the applicable requirements of the Local
Government Comprehensive Planning and Land Development Regulation Act. pursuant to ~
163.3189, Florida Statutes. The Director of Central Permitting is authorized to transmit to the
Plnellas County Planning Council an appUcation to amend the Countywide Plan In order to
achieve consistency with the Future Land Use Plan Element of the City's Comprehensive Plan as
amended by this ordinance.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
March 20, 1997
Rita Garvey. Mayor-Commissioner
Attest:
Leslie K. Dougall d s, Asst. City Attorney
CynthIa E. Goudeau, City Clerk
Oc41nanc. Wo.'130.'7
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PROPOSED REZONING Ft \lcrr:r L~
LAND AMENDMENT E' ",,~. ,J ~
AND USE PLAN .f'-... ~ t:.':.~!.a :t~
OWNER: Word of Faith Church of God z: ~7 01 and lUP: llJU
ADDRESS: 1550 S. Belcher Rd
Largo, FL 33771 PROPERTY DESCRIPTION: Milton Park Sub, ,
Block 10, lots 6.9 I
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. LAND USE PLAN ~ONING
FROM: 4...... Institutional P/SP I
TO: Residential/Office General GPO
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ACRES: 0.65
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A TlAS PAGE: 306 A SEe: 22 TWP: 29 5 RGE: 15 E
'~:.P.iJ.'N~)NG'AND ZONING. BoARD "Mar4.:.1997'::.. . ,: '.CITY COMMISSION M 20 1997...:: ':-:;?"':.'. ..'..: .
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Ordinance No, 6130-97
,e
ORDINANCE NO, 6131.97
\5
AN ORDINANCE OF THE CITY OF CLEARWATER. FLORIDA,
AMENDING THE ZONING ATLA.S OF THE CITY BY REZONING
CERTAIN PROPERTY LOCATED AT THE SE CORNER OF THE
INTERSECTION OF MYRTLE AVENUE WITH GRAND CENTRAL
STREET, CONSISTING OF LOTS 6, 7. 8, & 9, BLOCK 10.
MILTON PARK SUBDIVISION. WHOSE POST OFFICE ADDRESS
IS 1233 SOUTH MYRTLE AVENUE, FROM PUBLIC/SEMI.
PUBLIC TO OFFICE PLANNED DEVELOPMENT; PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the amendment to the zoning aUas of the City as set forth In thIs ordinance Is
found to be reasonable, proper and appropriate. and Is consistent with the City's Comprehensive
Plan; now, therefore,
BE IT ORDAINED BY THE CITY COMMISSION OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. The following described property in Clearwater. Florida. Is hereby rezoned, and
the zoning atlas of the City Is amended as follows:
eroperty
Zoning District
Lots 6,7,8 & 9. Block 10. Milton Park
Subdivision, according to the plat
thereof as recorded in Plat Book 1,
Page 69, public records of Plnellas
County. (Z97.01)
From: Public/Semi-Public (P/SP)
To: Office Planned Development (OPD)
Section 2. The Central Permitting Director is directed to revise the zoning atlas of the City
In accordance with the foregoing amendment.
Section 3. This ordinance shall take effect Immediately upon adoption, subject to the
approval of the land use designation by the Pinellas County Board of County Commissioners and
subject to a detennination by the state land planning agency or the Administrative Commission of
the State of Florida. as appropriate, of compliance with the applicable requirements of the Local
Government Comprehensive Planning and Land Development Regulation Act. pursuant to ~
163.3189, Florida Statutes. The Director of Central Pennitting Is authorized to transmit to the
Pinetras County Planning Counclf an application to amend the Countywide Plan In order to
achieve consistency with the Future land Use Plan Element of the CIty's Comprehensive Plan as
amended by this ordinance.
Ordlnanc. No. '1)1-"
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PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
Leslie K. DougaU-5i e
Assistant City Attorney
, '
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March 20, 1997
l5
Rita Garvey
Mayor-Commissioner .
Attest:
Cynthia E, Goudeau,
City Clerk
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Ordlnanc. Mo. I1J1.'7
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PROPOSED REZONING 'REVi~ED \5
AND LAND USE PLAN AMENDMENT t:. .. ...~j
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OWNER: Word of Faith Church of God z: 97 01 and lUP: .9LQ1
ADDRESS: 1550 S. Belcher Rd
largo, FL 33771 PROPERTY DESCRIPTION: Milton Park Sub,
.. Block 10, lots 6.9
. LAND USE PLAN ZONINq
FROM: " Institutional P/SP
TO: Resldentlal/Offico General OPO -
.. A<;RES: 0.65
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ATLAS PAGE: 306 A SEe: 22 TWP: 29 S RGE: 15 E
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~'~NNING 'ANo:zO~rN(f SOARD ':Mar 4/1'99.'1,,:, ?::. i,< " :';: ' :C'TY, OMtyllSSfO ,Mar,20,',1997,',:::''",,?:,:;'::,:,:--:;::.:;'"''''
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Ordinance No. 6131-97
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MOTION TO AMEND ORDINANCE 6132-97
On page 2, amend Section 1 to add No.6 as foUows:
6. Provide to City a payment and performance bond In an amount equal
the cost of removal and relocat1on of all utilities. issued by a surety
company licensed to do buslne:ss In the State of Florida.
Pamela K. Akin
CIty Attorney
3/24/97
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pRDINANCE NO. 6132..91
AN ORDINANCE OF THE CITY OF CLEARWATER,
FLORIDA, CONDITIONALLY VACATING THE EAST/WEST
ALLEY LYING SOUTH OF LOTS 9, 10, AND 11, LESS THE
WEST 3 FEET, BLOCK 4, GOULD & EWINGS 2nd
ADDITION; PROVIDING AN EFFECTIVE DATE.
Co
WHEREAS, Haag land & Building Development, Inc., owner of the real property
abutting the alley described herein, has requested that the City vacate the alley described
in Exhibit A attached hereto for the sole purpose of constructing the structure described
as the "Rome Tower" as approved on that certified site plan dated May 1, 1996 over and
across said alley; and
WHEREAS, the City Commission finds that said alley will not be necessary for
municipal use if the existing structures on the property abutting said alley are demolished,
and the owner of the property constructs that structure described as the "Rome Tower" as
approved on that certified site pran dated May 1, 1996.
WHEREAS, it is deemed to be in the best Interest of the City and the general
pUblic that the same be conditionalJy vacated only upon compliance with the condUlons
herein; now, therefore,
BE IT ORDAINED BY THE CllY COMMISSION OF THE
CITY OF CLEARWATER, FLORIDA:
Section 1. That the following:
E~Jtl\Nest alley lying South of lots 9, 10, and 11. less the West 3 feet. Block 4, Gould &
Ewings 2nd Addition as recorded in Plat Book 1, Page 53 of the public records of
Hillsborough County, Florida, of which Pinellas County was fonnerly a part of, Is
conditionally vacated upon the completion of aU of the following conditions at owners
e)(pense within one (1) year of the date of adoption of this ordinance.
1. Grant a temporal)' ingress/egress, drainage, refuse and utility easement to
the City over the full width of the alley described above.
2. Relocation of all City sanitary sewer, water, gas and stormwater systems.
3. Rerocation of arl Frorida Power utilities.
4. Relocation of all General Telephone utilities.
5. Grant a pennanent easement to all relocated utilities to the City,
OrdJnance 6J32~97
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If all of the foregoing conditions are not completed and accepted by City within the
time specified herein, then this vacation shall be null and void and the alley described
above shall revert to the City without any further action required by the City.
Section 2. The City Clerk shall record this ordinance in the'public records of
Pinellas County, Florida, following adoption.
Section 3. This ordinance shall take effect immediately upon adoption.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED .
March 20. 1997
Rita Garvey
Mayor.Commissioner
Approved as to form:
Attest:
~-
John Carassas .
Assistant City Attorney
=-
Cynthia E. Goudeau
City Clerk
Ordinance 6132-97
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Ordinance 6132-97 21'Oj'g7
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INTEROFFICE MEMO
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To: Mayor and City Commissioners
From: George E. McKibben, Purchasing Manager
Copies: Elizabeth Deptula, City Manager
Cynthia E. Goudeau, City Clerk
Subject: Purchases to be approved at the April 3. 1997,' City Commission Meeting
Date: March 21, 1997
A. The following item is for a purchase included in the approved 1996/97 budget. All recommended
vendors are the lowest most responsive bidders in accordance with the specifications unless a specific
exception is noted.
J) Award a contract to Atlantic Ford Truck Sales, Jne" Fort Lauderdale, Florida, for the purchase of
one Ford F-800 eab and chassis to be converted to a container un truck that will be utilized by Recycling
throughout the city for container relocation service; and authorize trade in arone 1990 F.700 Ford cab and
chassis, 0-938, at a net cost of $24,856.00. in accordance with Sec. 2.564 (1 led), Other Governmental Bid -
State Contract.- Appropriation Code: 315-96805.564000-534-000. (Solid Waste)
Funding for the above referenced purchase is included in the FY 1996/97 Budget. Additional funding
needed for contracts that span fiscaJ years will be requested in the appropriate departmental budgets as
recommended by the City Manager.
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Tina Wilson, Brset ircctor
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PR 1-
Clearwater City Commission
Agenda Cover Memorandum
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SUBJECT: McMullen Tennis Complex - Locker Room Renovations (97-12)
RECOMMENDATION/MOTION: Award a contract to renovate the locker rooms at the McMullen Park
Tennis Complex (bid #97-12), to Darcon, Inc., Oldsmar, FL, for a sum of $65,992 which is the lowest
responsible bid received in accordance with plans and specifications
IBI and that the appropriate officIals be authorized to execute same.
SUMMARY:
e The McMullen Park Tennis Complex is located at 1000 Edenville Avenue and. has served the citizens
well for appro)(imately 20 years, The complex consists of 17 lighted asphalt tennis courts, a lighted
practice wall, a fitness course with 20 exercise stationsl and office and locker room facilities.
e Although minor modifications have been made to the locker room facilities over the years to conform
with the Americans with Disabilities Act, the facilities are in need of a face lift and modernization.
e This contract will provide renovation to the men's and women's locker room areas including
replacement of the tile on the floors and walls, painting, cabinet work, new lockers, partitions for
restrooms and showers, and other miscellaneous cosmetic improvements.
e Construction will begin in mid~April with a 90~day completion period. Portable restroom facilities will
be located at the site for the public's use during construction.
. The available balance in this project is sufficient to provide funds for this contract.
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Comm!'.lon Action:
o Approved
o Approved with Conditions
o Denied
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Clearwater City Commission
Agenda Cover Memorandum
Item II:
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Meeting Dale:
APR.03, 1997
SUBJECT:
Citywide Reclaimed Water System, Phase I
RECOMMENDATION/MOTION:
Approve the Cooperative Agreement with the Southwest Florida Water Management District
(SWFWMD), providing reimbursement of eligible project costs that shall not exceed $2,425,000 for the
development of Phase I of the Citywide Reclaimed Water System,
lEI and that the appropriate officials be aulhorized to execute same.
BACKGROUND:
,. The City of ClealWater completed a Reclaimed Water Master Plan through Camp Dresser & McKee, Inc. in
April, 1990 that recommended the City pursue reasonable expansion of a reclaimed water system to offset
residential irrigation demand, given the ever increasing demand on limited potable water supplies. That
report further recommended the City continue to pursue alternate funding with state agencies.
· In October, 1995, the City Commission granted approval to Staff to proceed with development of a
Citywide Reclaimed Water System. Phase I of the project is anticipated to provide reclaimed water
distribution to Coachman Park and several City facilities (e.g. Jack Russell Stadium, Ray Green Field,
Coachman Park, Clearwater Beach Recreation Center, Pier 60 Park, etc.), Memorial Causeway, Island
Estates, and Clearwater Beach from Marianne Street to Baymont Street from the Marshall Street Advanced
Wastewater Treatment Plant. This phase will also provide water from the Northeast Advanced Wastewater
Treatment Plant to Eagles Landing in Countryside.
. This project is fully consistent with the City Comprehensive Plan (Goal No. 18) and the state "Water Supply
Needs and Sources 1990~2020" report.
· This project can provide about 3 million gallons of reclaimed water per day for irrigation purposes,
eliminating an equal rate of wastewater discharge into Tampa Bay and Clearwater Harbor surface waters.
Furthermore, since the residential areas that will benefit directly from this project are mostly irrigating at
present with potable water, this project will also reduce peak potable water demand.
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Reviewed by: ,
Originating D.part~ Costs: Commission Action:
legal ~ Engineering N/A o Approved
Doldget ''>-4. . Total o Approved w/Condlllons
PurchasIng L..t User Departmenf: None o DenIed
RI.k Mgmt. NfA _.... I Public Work. Current Fiscal Vear o Conllnued to:
IS N/A /'7Y J(J Funding Source:
Enslneerlng AN. D Clpl"'l hnpfllVttnrnh
Finance .~ Advertised: 0 Operating:
ACM K Date: D Other: Attachments:
Paper: Cooperallve funding
Agreement wfExhibits
Submltled by: lBJ Not ReqUired Appropriation Code Location Maps
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0 NotUied . o None
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· ,Project construction is anticipated to begin in October, 1997 and be completed by November, 1998.
· In keeping with the City Commission goals to promote economic development and tourism, this project
will provide the City with an added utility that could be offered as an inducement to promote business
location or relocation to Clearwater, competitive with neighboring communities, while also beautifying
public greenways at an estimated irrigation cost savings of over $6,000 per month.
· The total cost for this phase of the project is anticipated to be $6,995,500, of which the SWFWMD agrees
to fund approximately 45% of the eligible total project costs (excluding distribution lines, City supplied
fittings, potable water system replacement costs, etc.) through reimbursement to the City up to an amount
not to exceed $2,425,000. The City will fund the remainder of the project costs up to an amount not to
exceed$4, 570, 500.
eApproval of this agenda item does not obligate the City to implement Phase I. of the reclaimed water
'project. Approval of this agenda item only obligates the City to cooperate on this project and to receive
state funding support for project implementation; Project approvals will be requested through a separate
recommendation from Staff to award a contract, expected in the third quarter of. FY 1997.
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AGREEMENT NO. 97CON000064
COOPERATIVE FUNDING AGREEMENT
BETWEEN THE
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
AND THE
CITY OF CLEARWATER, FLORIDA
FOR THE
CITY OF CLEARWATER RECLAIMED WATER PROJECT (P786)
THIS COOPERATIVE FUNDING AGREEMENT is made and entered into by and between the
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT, a public corporation of the State of
Florida, whose address is 2379 Broad Street, Brooksville, Florida 34609-6899, for itself and on beha1fof
the Pinellas~Anclote River Basin Board, hereinafter referred to as the "DISTRICT,tt and the CITY OF
CLEARWATER, FLORIDA, a municipal corporation of the State of Florida, whose address is Post Office
Box 4748, Clearwater, Florida 34618.4748, hereinafter referred to as the "CITY."
WITNESSETH:
WHEREAS, the CITY proposed a project to the DISTRICT for funding consideration under the
DISTRICT's cooperative funding program; and
WHEREAS, the project consists of the design and construction of reclaimed water pumps, a five (5)
million gallon storage tank, and transmission lines from the Marshall Street and the Northeast Advanced
Wastewater Treatment Plants to Clearwater Beach (along Mandalay Avenue from Marianne Street to
Baymont Street), Island Estates, and Eagles Landing Estates, hereinafter refe~ed to as the npROJECT";
and
WHEREAS, the DISTRlCT considers the PROJECT worthwhile and desires to assist the CITY in funding
the PROJECT.
NOW, TIiEREFORE, the DISTRICT and the CITY, in consideration of the mutual terms, covenants and
conditions set forth herein, agree as follows:
1. PROJECT MANAQER AND NOTICES. Each party hereby designates the employee set forth below
as its respective Project Manager. Project Managers shall assist with PROJECT coordination and
shall be the party's prime contact person. Notices or reports shall be sent to the attention of the
parties' Project Manager by U.S. mail, postage paid, to the parties' addresses as set forth in the
introductory paragraph of this Agreement.
Project Manager for the DISTRICT: Tabitha Ostow, Resource Projects Department
Project Manager for the CITY: Richard J. Baier, P.E., City Engineer
1.1 The DISTRICT's Project Manager is hereby authorized to approve requests to extend a
PROJECT task deadline set forth in this Agreement. Such approval shall only be in
Page I of5
writing, shall explain the reason for the extension and shall be signed by the Project
Manager and hislher Department Director, or Deputy Executive Director if the Department
Director is the Project Manager. The DISTRICTs Project Manager is not authorized to
approve any time extension which will result in an increased cost to the DISTRICT or any
time extension which wiJI likely delay the Final PROJECT task deadline.
1.2 The DISTRICT's Project Manager is authorized to adjust a line item amount of the
PROJECT Budget set forth in Exhibit "B" ifsuch adjustment does not exceed ten percent
(10%) of the line item amount, aggregate adjustments are less than $10,000, and such
adjustment does not result in an increase to the total PROJECT cost. Such approval shall
only be in writing, shall explain the reason for the adjustment, and shall be signed by the
Project Manager and hislher Department Director and their Deputy Executive Director.
The DISTRICTs Project Manager is not authorized to make changes to the Scope of Work
and is not authorized to approve any increase in the not-to-exceed amount set forth in the
compensation section of this Agreement.
2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the CITY shall
perform the services necessary to complete the PROJECT in accordance with the Special Project
Terms and Conditions set forth in Exhibit "A" and the CITY's Proposed Project Plan set forth in
Exhibit liB," both attached hereto and incorporated herein. Any changes to the Scope of Work and
associated costs shall be mutually agreed to in a fonnal written Amendment prior to being performed
by the CITY.
3. COMPLIANCE WITH DISTRICT RULES & REGULATIONS. If the PROJECT involves design
servicest the CITY's professional designers and DISTRICT regulation and projects staff shall meet
regularly during the PROJECT design to discuss ways of ensuring that the final design for the
proposed PROJECT will technically comply with all applicable DISTRICT rules and regulations;
and prior to commencing PROJECT construction, all required pennits shall be obtained.
.
4. FUNDrNG. The parties anticipate that the total cost of the PROJECT will be Five Million Four
Hundred Thirty-one Thousand Eight HWldred Dollars ($5,43 I ,800). The DISTIUCT agrees to fund
45% of the actual PROJECT costs up to a maximum amount of Two Million Four Hundred Twenty.
five Thousand DoUars (S2A25,OOO). The CITY agrees to fund 55% of the actual PROJECT costs
up to a maximum amount of Three Million Six Thousand Eight Hundred Dollars ($3,006,800). The
CITY shall be responsible for all costs in excess oftbe estimated total cost of the 'PROJECT. Tbe
DISTRICTs perfonnance and payment pursuant to this Agreement is contingent upon the
DISTRICTs Governing Board appropriating funds for the PROJECT. The CITY shall be the lead
party to this Agreement and shall pay PROJECT costs prior to requesting reimbursement from the
DISTRICT. The DISTRICT sha]] reimburse the CITY for its share of the PROJECT costs in
accordance with the Budget as set forth in Exhibit 'B.' The DISTRICT shall make payment within
thirty (30) days of receiving an invoice from the CITY. Invoices must be supported by appropriate
docwnentation and shaH be submitted to the DISTRICT on a monthly basis at the following address:
Page 2 of5
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Accounts Payable Section
Southwest Florida Water Management District
Post Office Box 1166
Brooksville, Florida 34605.1166
S. CONTRACT PERIOD. This Agreement shall be effective upon the date of the last party's execution
and shall remain in effect until May I, 1999, unless tenninated or extended in writing by mutual
written agreement of the parties.
6. PROJECT RECORDS ANP DOCUMENTS. The CITY shall, upon request, pennit the DISTRICT
to examine or audit all PROJECT related records and documents during or foHowing completion of
the PROJECT, The CITY shall maintain all such records and documents for at least three (3) years
following completion of the PROJECT. All records and documents generated or received by either
party in relation to the PROJECT are subject to the Public Records Act in Chapter 119, Florida
Statutes.
7. REPORTING. The CITY shall provide the DISTRICT with any and all reports, models, studies,
maps or other docwnents resulting from the PROJECT. The CITY shall provide a quarterly report
to the DISTRICT indicating the PROJECT's progression and any problems that \JccWTed or are
anticipated to occur in relation to the project schedule and Proposed Project Plan as described in
Exhibit liB."
8. INDEMNIFICATION. The CITY shall defend, indemnify and save harmless the DISTRICT and
aU DISTRICT agents, employees and officers from and against all liabilities, claims, damages,
expenses or actions, either at law or in equity~ including court costs and attorneys' fees, allegedly
caused or incurred, in whole or in part, as a result of any act or omission by the CITY, its agents,
employees, subcontractors, assigns, heirs or anyone for whose acts or omissions any of these persons
or entities may be liable during the CITY's perfonnance under this Agreement. lbis provision shall
not increase the CITY's liability beyond the extent its sovereign immunity has been waived under
Section 768.28, Florida Statutes. The CITY shall not be liable for, or have any obligation to defend,
the DISTRICT for negligent or wrongful acts or omissions by the DISTRICT.
9. J'ERMINAll0N. Either party may tenninate this Agreement upon the other party's failure to fully
comply with the tenns and conditions of this Agreement. The party considering tennination shall
provide the other party with a written "Notice of Tennination" stating its intent to terminate and
describing those tenns and conditions with which the other party has failed to comply. If the party
failing to comply has not remedied its failure within thirty (30) days after receiving notice of
tenninatio~ this Agreement shall terminate.
10. RELEASE OF INFORMATION. The CITY shall not initiate any verbal or written media interviews
or issue press releases on or about the PROJECT without providing advance copies to the DISTRICT
Project Manager and/or Public Conununication office. This provision shall not be construed as
preventing the CITY from complying with the public records disclosW'e laws set forth in Chapter
119, Florida Statutes.
Page 3 ofS
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11. DISTRICT RECOGNITION. The CITY shaU recognize DISTRICT funding and, jf applicable,
Basin Board funding in any reports, models, studies, maps or other documents resulting from this
Agreemen~ and ,the fonn of said recognition shall be subject to DISTRICT approval. If construction
is involved, the CITY shall provide signnge at the PROJECT site that recognizes funding for this
PROJECT provided by the DISTRICT and, ifapplicable, the Basin Board(s). All signage must meet
with DISTRICT written approval as to form, content and location, and must be in accordance with
local sign ordinances.
12, PERMITS. Prior to the disbursement of any funds by the DISTRICT, the CITY shall obtain all
necessaty pennits from the appropriate agencies and commence construction of the PROJECT, The
owner or authorized agent of the land to be occupied or otherwise used by the proposed PROJECT
development shall be the permitting applicant, unless the applicant has power of eminent domain.
13. LAW COMPLIANCE. Each party shall comply v.ith all applicable federal, state and local laws,
roles, regulations and guidelines, relative to perfonnance under this Agreement.
14. ASSIGNMENT. The CITY may not assign or transfer its rights or obligations under this Agreement.
15. THIRD PARTY BENEFICIARIES. Nothing in this Agreement shall be construed to benefit any
person or entity not a party to this Agreement
16. MODIFICATIONS. This Agreement constitutes the entire agreement between the parties and may
be amended only in writing, signed by all parties to this Agreement.
17. DOCUMENTS. The following docwnents are attached and made a part of this Agreement. In the
event ofa corilIict of contract terminology, priority shaJI first be given to the language in the body
of this Agreement, then to Exhibit "A," and then to Exhibit "B."
A. Exhibit "A" Special Project Terms and Conditions
B. Exhibit liB" CITY1s Proposed Project Plan
nus space intentionally left blank.
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IN WITNESS WHEREOF,' the parties hereto, or their lawful representatives, have executed this
Agreement on the day and year set forth next to their signature below.
SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT
Witness
By:
. Peter G. Hubbell, Executive Director
Date
Federal 10#: 59-0965067
A TIEST:
CITY OF CLEARWATER, FLORIDA
Cynthia E. Goudeau
City Clerk
By:
Elizabeth Deptula, City Manager
Date
By:
Rita Garvey, Mayor.Commissioner
Date
'I
Approved as to form and legal sufficiency:
BY:~ - <.::- .;.' r~
aul Richard Hull, Assistant City :Attorney
2-7-ef7
Date
Federal ID#: 59-6000289
COOPERATIVE FUNDING AGREEMENT
BETWEEN nm
SOU1liWEST FLORIDA WATER MANAGEMENT DISTRICT
AND nm
CI1Y OF CLEARW A'ffiR, FLORIDA
FOR TIlE '
, CllY OF ClEARWATER RECl.A1MED WATER PROJECI' (P786)
APPROVED BY;
LEGAL
RISK MGMT
CONTRACTS
RP DEPT DlR
DEPUlY EXEC DIR
1N111ALS
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AGREEMENT NO. 97CON000064
EXHIBIT itA"
SPECIAL PROJECT TERMS AND CONDITIONS
1. CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY shall engage the
services of a consultant(s}, hereinafter referred to as the "CONSUL T ANT," to design, and a
contractor(s), hereinafter referred to as the 11 CONTRACTOR, " to construct the PROJECT in
accordance with the CITY's Proposed Project Plan previously submitted to the DISTRICT and
attached as Exhibit "B. II The CITY shaH be responsible for administering the contract with the
CONSULTANT and CONTRACTOR and shall give the Notice to Proceed to the CONSULTANT
no later than May I, 1997. .
2. AFFROV At OF BID DOCUMENTS. The CITY shalI obtain the DISTRICT's \witten approval of
all construction bid documents prior to being advertised or othef\\isc solicited. lfthe DISTRICT
approves the BID DOCUMENTS, that approval shaH be given to the CITY in written fonn within
fifteen (15) working days of the DISTRICT's receipt of the DOCUMENTS. The DISTRICT shall
not unreasonably withhold such approval. The DISTRlCT's approval of the construction documents
does not constitute a representation or warranty that the DISTRICT has verified the architectural,
engineering, mechanical, electrical, or other components of the construction documents, 01' that such
documents are in compliance with DISTRICT rules and regulations or any other applicable rules,
regulations, or Jaws. The DISTRICT's approval shall not constitute a waiver of the CITYfs
obligation to assure that the design professional performs according to the standards of hislher
.profession. The CITY shall require the design professional to warrant that the construction
documents are adequate for bidding and construction of the PROJECT.
3. FINAL DESIGN REPORT AND APFROV AI~. The CITY must provide the DISTRICT with a final
design report. The final report must clearly evidence that at least twenty five percent (25%) of the
ofrec1aimed watcr will offset existing or planned, ground water or surface water withdrawals. The
CITY shan obtain the DISTRICT's approval of the final design report prior to proceeding with
implementation of the PROJECT. The DISTRICT shall not unreasonably withhold such approval.
4. RECLAIMED WATER OFFSET REPORt. The CITY wil1 submit a report, three years after
PROJECT completion, documenting that at least twenty-five percent (25%) of the PROJECT's
reclaimed water offsets existing or planned ground water or surface water withdrawals under nonnal
operating conditions. The CITY shall obtain DISTRlCT approval of the report before finalization.
The DISTRICT shall not unreasonably withhold such approval. This provision shall survive the tenn
of this Agreement.
5. DISTRICT PARTICIPATION IN SELECTING CONTRACTOR AND CONSULTANT. Upon
notifying the CITY's Project Manager, the DISTRICT sball have the option of participating in the
CITY's selection of the CONTRACTOR and CONSULTANT.
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6. APPROV AL OF CONTRACT. The CITY shaJl obtain the DISTRICT's approval of all contracts
betwecn (J1C CITY and the CONTRACTOR and thc CITY and tI1C CONSULTANT. The DISTRICT
shall not unreasonably Withhold such approval.
7. COMPLETION DATES. The CITY shall commence construction on the PROJECT by May 1, 1998
and shall complcte all aforementioned work within twclve months of said construction commence
date. If the CITY does not complete said work within aforementioned time frames, the CITY shall
reimburse the DISTRICT for the full amount paid to the CITY by the DISTRICT. However, in the
event of any national, state or local emergency which significantly affects the CIITs ability to
perfonn, such ~ hurricanes, tornados, floods, acts of God, acts of war, or other such catastrophes,
or other man-made emergencies beyond the control of the CITY such as labor strikes or riots, then
the CITY's obligation to complete said work within aforementioned time frames shall be suspended
for the period ofHme the condition continues to exist.
. ,
Page 20(2
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AGREEMENT NO. ~7CON000064
Exhibit "B"
CITY OF CLEARWATER
n CITYWIDE RECLAIMED WA TER SYSTEM"
Proposed Project Plan
1. Type of Project:
Clearwater's Master Reuse Project consists of phased reuse of reclaimed water from the
City of Clearwater's Marshall Street Advanced Wastewater Treatment Facility (surface
water discharge into Clearwater Harbor) and from the Northeast and East Advanced
Wastewater Treatment Facilities (combined discharge into Tampa Bay surface waters).
This Master Reuse Project description identifies a multi-year commitment to the first city.
wide,high pressure, residential/commercial irrigation reclaimed water project for
Cleanvater. The master project will include design and construction of new dt-y-widc
iiilia:.uUclUJ"e. inciuding transmission, distribution, pumping, and storage facilities
2. Project Objective:
Clearwater's Master Reuse Project objective is to construct trunk mains, storage tanks, and
distribution systems that provide reclaimed water to CJcanvater residents for irrigation
'purposes by FY 2001, at a total project cost estimated to be $56.7 Million.
Completion of aU phases of the Master Reuse Project, identified in the Clearwater
Reclaimed Water Master Plan (1990), is anticipated to measurably meet the present
irrigation demand in Clearwater, estimated to be 16.1 mgd and to reduce wastewater
eroueDt discharge to Tampa Bay and Clearwater Harbor, which presently has a combined
surface water discharge of 15.3 mgd. Potable water demand is about 15.0 mgd in
Clearwater. Frier to this objective, the City of Clearwater anticipates final Commission
approval, on December 7, 1995, of an ordinance pertaining to reclaimed water that
encourages customers to "hook up" to the new rcclaimed water system through rate
structure incentives, thereby eliminating the need fo use private irrigation wells to meet
residential irrigation needs.
1
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CITY OF CLEARWATER
Modified - cooperative Funding Program Application
New Water Source Initiative
January 29, 1997
3. Project Description: .
Multii Phase Proicct: The City of Clearwater lies within an area designated by the
Southwest Florida Water Management District (SWFWMD) as a water caution area.
Presently, Clearwater is under water use restriction, limiting the use of groundwater
resources for irrigation.
Clearwater completcd a Reclaimed Water Master Plan in 1990 to supplement the Central
Pine II as County 201 Facility Plan. That plan serves as the basis for development of the
master reuse projects in Clearwater.
The City of Cleanvatcr proposes to construct a reclaimed water system commencing in
January. 1996. The Master Reclaimed Water Project includes the extension of reclaimed
water from the Northeast Advanced Waste Water Treatment (A WI) Plant into adjacent
residential areas within the Northeast A wr service area, subsC{}ucnt to systcm modification
(Figure 1). It will also include extending the reclaimed water service from the Marshall
Street A WT plant in the Southwest planning area into Island Estates (Figure 2) and to north
ClcaIWater Beach (Figure 3). Construction of the reclaimed water system in this phase will
be facilitated by the installation of a reclaimed water transmission main in conjunction with
tlle planned replacement of the Marshall Street interceptor, a primary sewer interceptor.
The Master Project will also provide reclaimed water service to tllc Northwest, Southeast
and Beach planning areas from the Marshall Street A wr planL
F"l5cal Year 1997 Fundine Request: The first portion of the Master Reuse Project to be
\mplcmented will include reclaimed water distribution into the Causeway. Island Estates,
and Clearwater Beach from Marianne St. to Baymont St., and expansion of an existing
reclaimed water system in the Countryside area. The estimated usage of reclaimed water
for these residential irrigation projects is 800,000 gpd,. Overall, though, the City estimates
a total potable water offset of 3 mgd that includes both residential irrigation and municipal
irrigation service for landscaping and other public facilities within the area. Studies have
shO\\TI that irrigation usage may be as much as 50% to 75% of tollll potable water used.
These residential arcas typically have the highest per capita water consumption in
Clearwater, now estimated to be about 1.6 mgd. This portion of the project is shown on
Figure 2 and 3. and will:
. Route effluent from the existing surface water discharge into Stevenson Creek
surface waters to a new 5 million gallon ground storage tank(s) at the Marshall
Street A WT plant site.
2
.......... I .;: ,~\ ~ ';',..:... _..ll\.. :., ,i: !'. "..,..... ...
CITY OF CLEARWATER
Modified . cooperative Funding Program Application
New Water Source Initiative
January 29,.1997
.. Design for phased construction up Co an 8.4 mgd (16.8 mgd peak) reclaimed
water pump station at MarshaU Street A wr plant to support Master Reuse
Plan project requirements. FY 1997 Construction may only provide about 3.0
mgd.
. Construct approximately 15.800 feet of 24", 20" and 16" transmission main
from Marshall Street. including a dircctionally drilled crossing of the
Intracoastal \Vatcrway, to Island Estates via tbe "Seminole" route as shown on
Figure 2 and approved by the District Project Manager.
. Construct distribution s)'stems to sen'C all properties within Island Estates
scnice area based on sizes that will be determined during the design
implementation phase ofpl'oj('ct dc\'elopment during FY 1996.
. Expand the existing Jow pressure reclaimed water s)'.!ttcm at the Nortbeast
A wr plant to provide reclaimed water to Eagles Landing.
. Construct approximately 5000 feet of 12" transmission main from Island Way
to Mandalay Avenue on Clcan,,'atcr Beach to serve City parks, grcenspace and
future residential customers on Clearwater Beach.
. Include approximately 600 residential connections.
. Be consistent with City Comprehensive Planning Goal No. 18 to "PROVIDE,
DEVELOP, AND ~WNTAlN A PERMANENT POTABLE WATER SUPPLY
SYSTEM TO MEET AN11CIPATED DEMAND WlllLE PROVIDING
MAXiMUM PRACTICAL PROTECTION TO THE ENVIRONMENT AT A
COST CONSISTENT WITH TIlE PUBLICrs ABILITY AND WILLINGNESS
TOPA~
. Be consistent witb the state JPoler Supply Needs and SOllrces 1990-2020,
recommending that If All water use permittees who own or operate wastewater
treatment plants should bc required to utilize the treated wastewater to offset
consumpth'c use of water to the greatest extent practicable."
3
Cl1'Y OF Cl.EARW1\TER
Modified - Cooperative Funding Program Application
New Water Source Initiative
January 29, 1997
4. Demonstration or Need:
. This project will optimize watcr management in Clearwater by reducing the water
withdrawn from well fields and from irrigation wells, and reduce thc discharge of
effluent water to Stevenson Creek and Tampa Bay,
. The water used for irrigation will recharge the surficial aquifers in Clearwater.
. The project will meet Pinellas-AncJote Basin Board Priorities by reducing
groundwater witJldrawal, reducing pollutant looding to Tampa Bay, and to help
recharge surficial aquifer's in accordance with the Needs and Sources report.
. This project is supported by goals fOWld in the Basin Board's plans, State Water
Policy, the Florida Water Plan, Reports of the Tampa Bay National Estuary
Program, District Needs and Sources Study, the \Vater Use Cautionary Management
Plan, and area Comprehensive Planning Documents to maximize the reuse of highly
treated wastewater.
. The City of Clearwater Comprehensive Plan, Sanitary Sewer, Solid Waste,
Drainage, Potable Water, and Natural Groundwater Aquifer Recharge Element,.
Objective 18.5; ''To develop a potable water system that is compatible with the
environment and seeks to conserve and protect sensitive natural resources by 1990.",
PoHcy 18.5.7 states that "a plan to provide reclaimed water to private residences for .
irrigation purposes shall be prepared, and properties thus served shall be exempt
from lawn sprinkling restrictions."
s. Measurable Benefit:
. Private wells in Cleanvatcr use either the shallow unconfined aquifer or the Floridan
aquifer as a source for potable water. In tJle case of shallow wells, there is a
. potential for impacts on recharge to the confined aquifer. Those using deeper
Floridan aquifer as a water source compete directly v-ith.the City's wcll field and
may limit its ability to supply potable water.
. For OlC purpose of the FY 1997 request, project funds will be used to implement a
residential reclaimed water system for portions of the Master Reuse Project Plan.
These projects, including also municipal facility irrigation, will provide about 3 mgd
of reclaimed water for irrigation. nus will eHminate an equal rate of wastewater
4
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CITY OF CLEARWATER
Modified - Cooperative Funding Program Application
New Water Source Initiative
January 29, 1997
presently discharged to Tampa Bay and Clearwater Harbor surface waters.
Furthcnnorct since the residential areas that win benefit directly from this project
are presently irrigating with potable water) this project is expected to also reduce
peak potable water demand by an equal amount. These residential areas represent
the highest per capita consumption rate in Clearwater,
. Compare pre~pot.able system billing records with post-reclaimed water billing
records to dctcrmine the percentage of reduction in potable water use in Island
Estates and Eagles Landing. A summary report will be sent to SWFWMD detailing
the water savings found on Island Estates and Eagles Landing Estates after
completion of the project.
6. Dcli"erablcs:
. Quarterly Design/Construction Status Reports Commencing from February, 1997.
. Copy of City Commission Agenda Recommending Agreement Approval by March)
1997.
o Construction Bid-Packages and Work Scope Documentation by March, 1997,
. Final Reports and Recommendations Prepared by the City Consultant to Evaluate
the Northeast Reclaimed Waler System by Aprilt 1997.
. Preliminary Project Design by MaYt 1997.
. Copy of PrcHminary elP Budget Docwncnt Demonstrating FY 1998 Budget
Commitment For Funding Through FY 2001 by looe) 1997.
. Final Project Design by September, 1997.
. Copies of All Required Environmental Pemlits
. Construction CompJeteness Letter From the City Engineer in December) ] 998.
. Final Report indicating project end users and reclaimed water use by May, 1999.
5
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CITY OF CLEARWATER
Modified - cooperative Funding Program Application
New Water Source Initiative
January 29, 1997
7. Project Cost!:
. See attached Table I
8. Completion Schedule:
. Complete Citi7..en Survey ,..u....u..u......u.uu....uu.n...nnnnn..........uUIllH September, 1995
. Commission Approval to Proceed ..........................................................October, "1995
. Apply for Basin Board Funding.......................................................... December, 1995
. Begin Reclaimed Water Design .............................................................. January, 1996
. Cornplcte Preliminary Design uu.u.u...........uu...........",......uu..u..uuuu February, 1997
. SWFWMD Approve Bid Package ............................................................ March, 1997
. Receive Bids ......,.................................................,......,.....,....,...........................,... June.. 1997
. Award Contra.ct... I' .,. ..... It .....1.. li. It.. .,.,..... ... .....1.....'.",., ,..."............. .........., .... .1.......... ..1 July 11 1997
. Complete Final Design ....................................................................... September, 1997
. Initiate Construction ...111 .... .1....... ...u...... "'............. ..+.." ,... .......u....uu...... ......................Octo'be:rJ 1997
. Conlplcte Construction ...............un........nn....................u.u...I....u........~ Novcmoor, 1998
. Customers Connected ...................................1........"..........,.........,.,..............,.,.....~..,. May, 1999
9. " Implementation:
. Residents oflsland Estates have requested through public petition that reclaimed
water be supplied.
. Clearwater has committed to proceed with the development of a Citywide
Reclaimed Water project. The Clearwater Commissio~ on November 2, 1995
adopted Ordinance No. 5940.95 to implement phased clements of the City
Reclaimed Water Master Plan, establish a rate structure for residential recJaimed
water service, and to implement the project in January, 1996.
. Clearwater is prepared to commit $5.75 Million to implementation of this project
during FY 1997.
6
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CITY OF CLEARWATER
Modified - Cooperative Funding Program Application
New Water Source Initiative
January 29, 1997
10. Key Personnel:
Richard J. Baier, P.E., City Engineer
,City of Clearwater
P,O. Box 4748
Clearwater, FL 34618-4748
(813)462-6042
. .
R. Gardner Smith. Director of Public Works
City of Clearwater
, P.O. Box 4748 ,
. Clearwater, FL 34618-4748
(813) 462-6585
Thomas Hackett, Water Superintendent
City ofClenrwater
, P.O. Box 4748
'Clearwater. FL 34618-4748
(813) 462-6848
11. Additionallnformation:
None at this time.
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Agreement Number:
Table 1
City of Clearwater Reclaimed Water Project Budget
Eagles Landing Estates Cost Estimate
Design
Transmission
Pumping
Total
$ 155,000
$ 193,000
$ 60,000
$ 408,000
, Island Estates Cost Estimate
, !
Design
Tansmisslon
Storage
r pumrlng
Tota
$ 287,000
$2,141,000
$1,501,000
$ 172,000
$4,101,000'"
Clearwater Beach Extension
Design
Transmission
$ 150,000
$ 772,800
$ 922,800
GRAND TOTAL *
$ 5.431.800
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Clearwater City Commission
Agenda Cover Memorandum
Item #:
~o
Lf.3.97
MeetIng Date:
SUBJECT: SOVEREIGN SUBMERGED LANDS USE AGREEMENT NO. UA~51-194
RECOMMENDATION/MOTION: Adopt Resolution 97M!!:.... approving a Sovereign Submerged Lands Use
Agreements No. UAM52M 194 with the Board of Trustees of the Internal Improvement Trust Fund of the State of
Florida for a waterway crossing for the ClealWater Gas Systeml
lEI and that the appropriate officials be authorized to execute same.
SUMMARY:
· The Clearwater Gas System (CGS) has completed the installation of a subaqueous natural gas main
within the Pasco County right of way for crossing the Andote River along Perrine Ranch Road.
· The continuation of our permit for this line requires our execution of Sovereign Submerged lands
Use Agreement No. UA-51.194,
· The Andote River subaqueous crossing is part of the Pasco Phase IV Gas Construction Projectl
which was placed in service in March 5, 1997.
...
· This crossing provides natural gas service to the east of U.S. Highway 19, which includes the
Trinity Community and numerous commercial properties along Pasco County Road #1 (Little Road)
and Mitchell Bypass and also provides gas service southward along East lake Road to Keystone
Road in PineUas County.
Reviewed by:
legal
Budget
Purchasing
RIsk Mgmt.
15
ACM
Other
Originating Department:
Clearwater Gas System
Costs:
Commission Action:
N/A 0 Approved
Total 0 Approved with Conditions
N/^ 0 DenIed
Current fIscal Yeilf 0 Continued to:
N/A
N/A
N/A
N
User Department:
Clearwater Gas System
Advertised:
Date:
Paper:
Funding Source:
o C~pll~' Improvement:
o Opcr.lllns:
o Other:
Attachments:
Resolution 97. 21
Agreement UA:s1 . 914
Submilted by:
CI~~f?W
IEJ NDt RequIred
Affected Parties
o Notified
1m NOI RequIred
Appropriation Code.
N/A
o None
o Printed on recycled paper
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RESOLUTION 97..21
A RESOLUTION OF THE CITY OF CLEARWATER,
FLORIDA, APPROVING A SOVEREIGN SUBMERGED
LANDS USE AGREEMENT WITH THE BOARD OF
TRUSTEES OF THE INTERNAL IMPROVEMENT TRUST
FUND OF THE STATE OF ELDRIDA FOR THE
INSTALLATION OF A NATURAL GAS MAIN WITHIN
THE PASCO COUNTY'S RIGHT OF WAY UNDER THE
ANCLOTE RIVER AND AUTHORIZING THE MAYOR OF
THE CITY OF CLEARWA.TER TO .EXECUTE THE
AGREEMENT; PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City has completed the installation of a natural gas mainline
under the Anclote River; and
WHEREAS, the State desires that a Sovereign Submerged Lands use Agreement
be executed for the natural gas main that will be installed under the anelote River; now,
therefore,
.BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF CLEARWATE~ FLORIDA:
Section t, The Sovereign Submerged Lands Use Agreement, a copy of which is
attached hereto as Exhibit A, is hereby approved, and the Mayor of the City of Clearwater .
is authorized to execute said agreement on behalf of the City.
PASSED AND ADOPTED this
day of April, 1997.
Rita Garvey, Mayor.Commissioner
Attest:
Cynthia E. Goudeau, City Clerk
Approved as to Form:
,~ C"A
Jo arassas, ASSIstant Ity ttomey
Resolution 97~21
:, '.
BOARD OF TRUSTEES OF TilE INTERNAL IMPROVEMENT TRUST FUND
OF THE STATE OF FLORlDA
SOVEREIGN SUBMERGED LANDS USE AGREEMENT
NO. lJA.SI-194
nOT FILE NO. 512902693
THIS USE AGREEMENT /s hereby grunced by che Board of Trustees offlle In/ema/lmprovement TruSI
Fund oftlle Stnle of Florida, hereinafter referred to liS the Grantor.
WIThlESSETIl: That for the faithful and timely pcrfonnance of and compliance with the teoos and
conditions stated herein, the Grantor does hereby grant to the City ofClearwaler
. hereinafter refem:d to
ns the Granlee, a use agreement on, under and across the sovereign lands, if an)', contained in the following legal
descri plion;
A parcel of submerged land in Seetion..1!L,
Township 26 South, Range 16 East . in the Anclote River
Pasco County.
TO HA VE THE USE OF che hereinabove described premises from June 19. 1996 ,the cffcerive
date of this use agreement. The teoos and condilions of and for which this use agreement is grantcd are as follows:
I. USE OF PROPERTY: The above described parcel orland shall be used solei>' for installation ofa
natural lI.ilS mllin within nOT Easement No. 2809IC3801-5\}. granled to the Pasco County Board of Co un tv
Commissioners . Julv 24. 1996 . Grantee shall nOI engage in MY activity except as described in the Submerged
L3IIds and Environmental Resource Penn it Exemption No. 512902693 . daled June 19. 1996 , incorpofllted
herein and made II pnrt of this use agreement by referenee.
2. USE AGREEMENT CONSIDERA TION: The consideration for this Agreement shall be an amount as
, detennined by the rule establishing fees for the use provided for herein, Once the rule is adopted. payment shall be
remitted to the Grantor according to the rule. The established fee shall be assessed from Ihe effective date of the
subject rule.
3. RIGHTS GRANTED: 11le rights hereby granted shall be subject to an)' and all prior rights orlhe
United Slates and ony and all prior grants by the Grantor in and to the submerged lands siluated wilMn the limits of
this Agreement.
4. PROPERTY RIGHTS VESTED IN GRANTOR: This Agreement conslilutes pcooissive use only and
the placing orfaeitities and relaled structures upon public property pursuanlto this Agreement shall not operate to
create or vest any property right in Granlee Dnd shall not conniet with the conservation. proteclion and
enh~neement of said lands.
S. GRANTOR'S RIGHT TO GRANT COMPA TIBLE USES OF THE EASEMENT PROPERTY: The
Grantor, or its duly authorized ogent, shall retain the right 10 enter the properly or to engage in management
activitles not inconsistent with the use herein provided for and shall retain the right to grant compatible uses of the
properly to third parties during 1111: lenn orlhis Agreement.
6. RIGHT TO INSPECT: Granlor. or its duly aUlhorized agent, shall have the right al any time 10 inspecl
the works and operations of the Grllntee in any matter pertaining 10 this Agreement.
7. AUTOMATIC TERMINATION: Should anced ofgn:aler public benefit and USe arise as determined
by Grantor in its sole dimelion, the Grantor shall have Ihe righlto lerminate this Agreement, AI such time. the
Grantor shallls~ue written notification to the Grantee slllling the effective date of such tennination.
8. RESOLUTION or AN.... INEOIHTIES; An~' inequities Ihat ma)' subsequcntl~' arise as a rcsult of this
Agreemenl shall be subject to negotiMion upon writlen request of either part) hereto, and the partics agrl'C: 10 .
negotiate in good faith, In case offailure b)' the respeetivc staffs to resolve the conf1icl(s). the mallcr shall be
referred to the Grantor for fillDI resolution.
Exhib it II A"
[481
9. INDEMNIFICATION/INVESTIGATION OF ALl. Cl.AIMS: The Grantee shalllnvesllgale nil claims
of every nature otlls expense. Each part)' is responsible for illI penonnllnju!')' and property damage attributable to
the negHgenl aCIS or omissIons orlhill patty and lhe omeers, empro}eesllnJ agenls Ihereof, NOlhing herein shall be
construed as nn indemnity or a waiver of sovereign Immunity enjoyed by any patty hereto, as provided in Secllon
768.28, Florida Statules, as amended from time to time, or nny olher law providing iimilations on claims."
. 10. VENUE: Granlee wolves venue as to any IlIlgalion arising from mailers relating to this Agreement
and I1ny such Iitigallon between Grantor and Granlee shnll be initialed and maintained only in Leon County, Florida.
. 11. ASSIGNMENT OF USE AGREEMENT: 111is Agreement shall not be assigned or otherwise
transferred without prior written consent onhe Grantor or ilS duly authorized agen!. Any assignment or other
transfer wilhou! prior wriltcn consent of the Granlor shall be null :Illd ,'aid and Wilhollllegal effecl.
12. TERMINATION: The GlO1J1lee, by acceplance of this Agreemenl, binds ilself, its successors and
assIgns, to abide by lhe provisions and conditions herein sel forth. and saId provisions and conditions shall be
deemed co\'enanlS of the Gmntee, its successors nnd assigns. In Ule evenl the Grantee fails Dr refuses to comply
wilh the provisions and conditions herein set forth or In Ihe even I the Grantee violates any of the pro\'ls!ons Ilnd
conditions herein, this Agreement may be tenninated by the Gmntor upon 30 days wrinen notice 10 Granlee, and
Grantee shalllmmedialely remove all equipmcnl and slructurcs erected on Ihe property herein III Grantce's expense.
All costs, including altome)'s' fees, incurred b)' the Grantor 10 enforce this provision shall be paid by the Grantee.
AI! notices required [0 be given lo Granl~ br lhis Agreemenl or applicable law or adminislralil'c rules shall be
sufficient Ifsent by U.S, Mail 10 Ihe follOWing address:
City ofClearwllter
400 North Myrtle Avenue
Clearwater, Florida 3461 5
The Grantee agrees to notify the Grantor by certified mail of any changes to this address at least ten (10) days
be fore the change is effective.
13. TAXES AND ASSESSMENTS: The Granlee shall assume all rcsponslbilit)' for liabilities that accrue
to the subjecI property or to lhe improvements Ihereon, including:lll)' and all drainage or special assessments or
IlIll.es of every kind and descripllon which arc now or may be hereafter lawfully assessed and levied against the
subject property during Ihe effective period oflhls Agreement which resull from the existence of this Agreement or
the activities of Grantee hereunder,
14. R~MOVAL OF STRUCTURES/ADMINISTRATIVE FINES: If the Granlee docs not remove said
structules and equipment occupying and erecled upon the premises aller expiration or eaneellalion of this
Agreemenl, such slrucll1res and equipment will ~ deemed forfeited to !he Granlor, lInd !.he Grantor ma)' authorize
removal and may sell such forfeited struclures and equipment after ten (10) days wrinen notice by cenified mail
addressed to the Cranlee at the address specified in Paragraph 12 or at such address on record as provided to the
Grantor by the Grantee. However, such remedy shall be in additIon 10 all olher remedies available to Granlor under
applicable laws, rules and regulations including the righlto compel removal of all stnrcnHes and the right to impose
adminislrillive fines.
IS. ENFORCEMENT OF PROVISIONS: No failure, or successive failures, on the pan of the Grllntor 10
enforce: any provision, nor any waiver or successive waivers on its p:m of any provision herein, shall operate as a
discharge thereof orrcndeT the same inoperalive or Impair Ihe right oflhe Grantor to enforce the same upon any
renewal thereof or in the eVent of subsequent breach or breaches.
16. AMENDMENTSl}.tODIFICATIONS: This Agreement is the entire and only agreement between Ihe
panics. Its provisions are not severable. An)' amendment or modification 10 Ihis Agreement must be in wriling and
mUSI be Ilccepled, Ilcknowledged and executed b)' the Granlee and Grantor.
17. ADDITIONAL STRUCTURES OR ACTIVITIF.S!f:MERGENCY STRUCTIJRAL REPAIRS: No
additional structures shall be erected and!or activities undertaken, including bUI not1imited to, dredging,
reloclllionlTealignmenl or major repairs or reno\'alions to authorized struelures, on. in or o\'cr sovereignt}'.
submerged lands wilhoUI prior \Hinen consenl from the Gmntcr, wilh the exception of emergency repairs. Unless
specifiCllIl}' authorized in writing by Ihe Grantor, such nClivities or slruclures shall be consIdered unaulhorizcd and a
violation ofChapteT 253. Florida Slallltc5, and shall subj~ct the Grantee to adminiS1rative lines under ChapteT 18-14,
Florida Adminislrati,'e Code. Ifemergenc)' repairs arc required to be undertaken in the interests ofpubHc hellllh,
Safel}' or welfare, the Grantee shall notify Ille Grnntor orsuch repairs as quickly as j~ pracllcable; provided,
however, that such emergency activities shall not exceed the aClivities authorized b)' this llgreemenl.
Page ..L of l Pages
Use Agreement No. SI.19.t
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WITNESSES:
.'
Original Signature
T)-pedIPrinled Name of Wibless
Original Signature
TyPCdIPrinled Name of Wibless
STATE OF FLORIDA
COUNTY OF
BOARD OF TRUSTEES OF TIlE INTERNAL
IMPROVEMENT TRUST FUND OF TIlE STATE
OF FLORIDA
(SEAL)
BY
Rkhnrd D. Gmity,' Ph.D., Dlreclor' of Districl
Management, Soulhwest District, Department of
Environmental Prolection, 115 agent for the Board of
Truslees oflhe Inlemallmprovemcnt Trust Fund oflhe
Stal c of Florida
~GRANTOR"
The foregoing inslI'Ument was Ilcknowledged before me this _ da)' of . 19_,
by Richard D. Qarritv. Ph.D.. Dlreclor of District Manal!emcnl. Southwcst District. Deoartment of Environmental
Protection. who Is pe.rsonally known to me.
APPROVED AS TO FORM AND LEGALI1Y:
. DE~ Attorney
NOI8l)' Public, Slate of Florida
Prinled, Typed or Stamped Name
My Commission Expires:
Commission/Serial No.
WITNESSES:
Original Signature
TypcdlPrinted Name of Witness
Original Signalure
. TypedlPrinted Nllme ofWilness
STATE or
COUNTY OF'
Citv 0 f Clearwater
Gronree
(SEAL)
BY
Original Signature of ExecutinG Authority
Rita GllJ'\'ev
TypedIPrinled Name of Execullng Authority
Mavor
TIUe of Executing Authority
'GRANTEE~
The foregoing instrument was acknowledged before me this _ da}' of
19-,b)' RhnGal"\lcv as Mavor ,forandonbehalfoflhe Ci!yofClearwater
known to me or who has pr~uced , as identification.
My Commission Expires:
Commission/Serial No.
Page ....L of ...1... Pages
Use Agr<<menl No. 51.194
.
She is ~rsonally
NOllll)' Public, Slate of
Printed, Typed or Slamped Name
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Clearwater City Commission
Agenda Cover Memorandum
Item II:
~\
.!:f. 3,9']
Meellng Dale:
SUBJECT: BEllEAIR SHORE INTERlOCAl AGREEMENT
RECOMMENDATION/MOTION: Adopt Resolution #97- 22 and approve and accept an Interlocal
Agreement/franchise with the Town of Belleair Shore in order to provide natural gas service to the
citizens of Belleair Shore,
I!I and that the appropriate officIals be authorized to execute same,
SUMMARY:
· On March 19, 1997, the Town of Belle air Shore's Board of Commissioners approved the InterJocal
Agreement with the City of Clearwater to provide natural gas service in Bclleair Shore.
· The Interlocal Agreement incorporates franchise provisions as part oithe document.
· The Interloca1 Agreement provides the City of Clearwater a thirty (30) year non-exclusive right to supply
natural gas service and to construct, operate and maintain all facilities necessary to supply natural gas to the
Town of Belleair Shore.
· The InterlocaI Agreement provides for a up to 5% franchise fee to be paid by the consumers of natural gas
within the Town of Belleair Shore.
t-
Reviewed by: ~~ Orlslnatlns: Department: Costs: CommlsslCh1 Action:
LeBal clearwat?m _ Esllmated N/A o Approved
Budget N/^ lOlal D Approved wllh Condillons
purchasIng N/^ User OepMtm . Estimated NJ^ D DenIed
RIsk Mgmt. N/A Clearwater Gas System CUffcn! fiscal Ycar 0 Continued 10:
IS N/A Funding Source:
ACM J'ci'\' 1Hl C~pltallmprovement:
Other N//\. Advertised: 0 Openllng:
Date: 0 Other: Attachments:
(ei) Paper: Resolution 97-22
Sllbmitted by: (gJ Not RequIred Appropriation Code; Inter/ocal Agreement
C1tV;e1F Affected Parties N/A
0 N otmed D None
lBl Not Required
o Printed on recycled paper
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RESOLUTION NO. 97-22
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF CLEARWATER, FLORIDA, ACCEPTING THE
FRANCHISE, PRIVILEGE AND CONCESSION OF THE
TOWN OF BELLEAIR SHORE, FLORIDA, FOR THE
PURPOSE OF FURNISHING GAS WITHIN BELLEAIR SHORE
AND TO ITS HABITANTS, AND APPROVING THE
INTERLOCAL AGREEMENT RELATED THERETO;
PROVIDING AN EFFECTIVE DATE.
WHEREAS, on March 19, 1997, the Town of BeHeair Shore, Florida approved an
interlocal agreement with the City of Clearwater, copies of which are attached to the original
of this resolution and incorporated herein by reference, granting the City of Clearwater a
franchise for the purpose of furnishing gas within Belleair Shore; and
WHEREAS, the terms and conditions of the franchise and the interlocal agreement
are acceptable, and now, therefore,
BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF CLEARWATER, FLORIDA:
Section ] , The terms and conditions of the gas system franchise, privilege and
concession granted by the Town of Belleair, Florida is hereby accepted, and the City
Commission of the City of Clearwater does hereby agree to comply with the tenns and
conditions of the franchise and interlocal agreement and with all reasonable ordinances
adopted by the Town Council of Belleair Shore not inconsistent with the franchise.
Section 2, This resolution shall take effect immediately upon adoption. Upon adoption
of this resolution, the City Clerk shall deliver a certified copy to the Town Clerk of Bellcair
Shore.
PASSED AND ADOPTED this
day of April, 1997.
Rita Garvey, Mayor-Commissioner
Approved as to Form:
c-~~
John Carassas, Asst. City Attorney
Attest:
Cynthia E. Goudeau, City Clerk .
Resolution 97-22
,e
THIS AGREEMENT, made and entered into this day of
, 1997, by and between the Town of Belleair
Shore, Florida, a Florida municipal corporation, by and through its
Town Board of commissioners (herein flTOWN11) and the city of
Clearwater, a Florida municipal corporation, by and through its
City commission (herein "CITY").
WITNES SETH.
WHEREAS, it is in the best interests of the citizens of TOWN
to be provided gas service whenever and wherever feasible; and,
WHEREAS, pursuant to Chapters 166 and 180, Florida statutes,
the CITY has the power and the present capability to provide such
gas service in TOWN; and
WHEREAS, TOWN and the CITY wish to set forth their agreement
with respect to the provisions of such gas service to those areas
within the corporate limits of TOWN, pursuant to the provisions of
the Florida Interlocal Cooperation Act of 1969, as amended.
NOW, THEREFORE, for val\le and other consideration, it is
agreed:
SECTION 1. INTERLOCAL AGR~EMENT.
The parties acknowledge that the CITY has the legal authority
pnrsuant to the Florida statutes to provide gas service and,
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Resolution 97-22
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further, that Town, upon appropriate exercise of its powers could
also provide such service. The Town and city have determined it is
in the best interests of both parties and their citizens for city
to provide gas service within the corporate limits of Town as
defined herein.
SECTION 2.
RECITALS.
The recitals and findings contained above are hereby
incorporated within this agreement in full.
SECTION 3.
TERM: GRANT: DEFINITION OF GA~
For a period of 30 years from the effective date of this
agreement, TOWN, its successors, and assigns, do hereby agree and
give. and grant to the city its successors and assigns, any
necessary right and authority to exercise the power to, and to
furnish qas and to construct, operate and maintain within the
corporate limits of Town, all facilities required by the city to
supply gas to Town, its inhabitants and the places of business
located within Town's corporate limits and other customers and
areas now or hereafter supplied, or to be supplied~ gas by city.
The word "Gas" shall mean natural gas and/or conuningled gas
which is distributed in pipes. It shall not mean bottle gas or any
other fuel; however, nothing. herein shall be interpreted to
prohibit city from engaging in' the sale of liquid petroleum
(propane) gas.
2
Resolution 97-22
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SECTION 4. RATES.
The rates, charges and fees to be charged by the city for gas
service within the corporate limits of Town during the term of this
Agreement shall be as provided in the City's rate schedule now or
hereafter approved by city's city commission, or as modified by the
City Manager, or other designed city official, to the extent City
Manager, or other designated city official, is expressly authorized
to approve changes to such rates, charges, and fees, or such other
agency of the state of Florida as may have proper jurisdiction over
such rates and charges of city under the general laws of the state
of Florida, or city's charter and ordinances. Such rate schedule
shall be identical to the rate schedule applied to rate payers
within the corporate limits of the city of Clearwater.
BEC~ION s. ANNEXATION.
In the event of the annexation of any territory to the present
corporate limits of Town, such annexed territory and all portions
of the gas system of city located therein shall become subject to
all of the terms and conditions of this agreement as of the time
such annexation becomes effective. It shall be the responsibility
of the Town to notify city in writing within thirty (30) days after
the effective date of every such annexation. The City shall
implement such annexation within thirty (30) days of the receipt of
the notice from the Town.
SECTION 6. EXTENSION OF SERVICE.
In consideration of the rights granted under this franchise
and the duration of this franchise, the city agrees that its
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Resolution 97-22
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facilities to be installed within the corporate limits of Town will
be expanded to provide service to new customers on the terms and
conditions hereinafter set forth. Such expansion shall occur on
the following terms and conditions, to wit:
A. Gas service shall be extended to customers desiring
said service based on a feasibility formula. Such formula shall be
the formula currently in effect system-wide as then administered by
the city, but, at a minimum, shall be as follows:
Gas service shall be extended if the construction
costs expended to service such customer(s) including, but not
limited to debt service, expenses, and cost of fuel, will be
recov:ered by city through rates paid by customer(s) within a
maximum of 7 years. IF an application for gas service does not
meet the 7-year payback period, then, in such event, such
customer(s), may make a lump sum contribution in aid of
construction to allow the 7-year payback standard to be met.
B. In the event the system-wide formula provides fora
formula longer than seven (7) years, that longer period shall be
used.
SECTZON 7. FORCE MAJEURE.
In the event by act. of God, strike, riot, public enemy or
other calamity, or restriction in t he supply of gas beyond the
control of ci ty or its interstate supplier or by reason of
regulation exerted by the Florida Public service commission or the
Federal Energy Regulatory commission or other regulatory body
4
Resolution 97-22
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having jurisdiction in the premises, the supply of the gas should
be interrupted, the city shall, nevertheless, continue to supply
the available gas to such customers as it is possible, shall employ
its full services to remedy such deficiency of gas supply, and
shall resume complete gas service when that is possible.
SECTION 8. COMPETITION.
As a further consideration of this franchise, Town agrees not
to engage in the business of distributing and selling gas during
the life of this franchise or any extension thereof in competition
with the city, its successors and assigns.
SECTION 9. EXTENSION OF AGREEMENT.
Upon expiration of this agreement, or upon expiration of any
extensions provided for in this paragraph, said agreement shall
automatically be renewed for five (5) year periods until such time
as the Town provides to City, prior to the end of the initial term
or the end of any additional five (5) year period, a six (6) months
written notice of Town's election not to extend the agreement for
an additional five (5) year period. Upon notification of non-
extension, the city shall have, for one (1) year from the end of
,the tenn, the right, privilege and option of removing all agreement
piping and equipment. In the event of the removal of such
equipment, the city shall repair all of the Town's property to the
same condition as theretofore existed. city shall also have for a
period of one (1) year after such termination, the right to sell
5
Resolution 97-22
A- ----LL.at
any or all of its piping and equipment to Town or a third party who
at the time of termination or subsequent thereto.
SECTION 10. FRANCHISE FEE.
In consideration for the granting of this franchise and the
use of the rights-of-way, easements and other public places allowed
hereunder, the Town reserves the right to charge a franchise fee
and the city agrees to pay such franchise fee in an amount not to
exceed five percent (5%) of the gross receipts from the sale of gas
within the corporate limits of the Town for the for the term of
this franchise as established by subsequent ordinance of the Town
Commission. Such amended franchise fee shall be implemented by the
city no later than thirty (30) days from the date of the delivery
of written notification to the City by the Town of such franchise
fee charge, or amendment, said written notice to be accompanied by
a copy of the adopted ordinance. Payment of the franchise fee by
the city to the Town shall be made on a quarterly basis.
SECTION 11. CONFLICT.
All ordinances and parts of ordinances adopted to effectuate
this agreement in conflict herewith be and the same are hereby
repealed.
SECTION 12. SEVERABILITY.
If any section or sections of this agreement are declared
invalid for any reason, such invalidity shall not affect the
remaining sections there~f.
6
Resolution 97-22
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SECTION 13. EFFECTIVE DATE.
This agreement shall become effective upon the acceptance of
this agreement by appropriate act by city's governing board after
adoption by Town's governing board.
IN WITNESS WHEREOF, BELLEAIR SHORE and CLEARWATER hereto have
executed this agreement on the day and year above written.
TOWN
BY:
SLIE M. CONKLIN,
ATTORNEY
Countersigned:
CITY OF CLEARWATER, FLORIDA
BY:
City Manager .
Mayor-commissioner
Approved as to form and
legal sUfficiency:
ATTEST:
CITY CLERK
JOHN CARASSAS
ASSISTANT CITY ATTORNEY
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G \ \C ~ APPOINTMENT WORKSHEET
FOR COMMISSION MEETING April 3. 1997 Agenda #_
~~
BOARD: Neighborhood and Affordable Housing
Advisory Board (NAHAB)
TERM: 4 years
APPOINTED BY: City Commission
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater
STAFF LIAISON: Economic Development
MEMBERS: 9
CHAIRPERSON: Shirley Moran
MEETING DATE: 3rd Tuesday, 10 a.m.
PLACE: Chambers
APPTS.NEEDED:3
DATE APPTS TO BE MADE: 4/3/97
SPECIAL QUALIFICATIONS: Board to have 1 member in each: residential bldg industry;
banking/mortgage industry; labor; advocate for low income housing; provider for low income
housing; real estate industry; resident N. Greenwood area; resident S. Greenwood area; and
resident East Clearwater area.
THE FOllOWING ADVISORY BOARD MEMBER(S) HAVE TERMS WHICH EXPIRE AND NOW
REQUIRE EITHER REAPPOINTMENT FOR A NEW TERM OR REPLACEMENT BY A NEW
APPOINTEE.
Name
Date of Original
Appointment
Attendance
Record
Interest in
reappointment
1. Milly Joplin
S. Greenwood
1995
past 1 2 meetings
present 11 ~ absent 1
YES
2. Mayme Hodges
N. Greenwood
1995
past 1 2 meetings
present 11 - absent 1 .
YES
3. Howard Groth
East Clearwater
1995
past 12 meetings
present all
YES
Above 3 received 2 year term in staggered start of board - terms end 4/30/97
THE FOLLOWING NAMES ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE
VACANCIES:
Name~Address
Comments-Related Experience. Etc.
1. Lois Martin
1771 Harbor Dr., 34615
N. Greenwood
Past member Planning & Zoning Board
Zipcodes'of current members:
3 at 3461 5
2 at 34616
1 at 34621
1 at 34624
2 at 34630
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RESOLUTION NO, 97-2~
A RESOLUTION OF THE CITY OF CLEARWATER, FLORIDA, REQUESTING
THAT PRESIDENT CLINTON ESTABLISH A PRESIDENTIAL INITIATIVE OR
BLUE RIBBON COMMISSION ON UNDeRAGE DRINKING, AND
REQUESTING THAT CONGRESS HOLD A HEARING TO EVALUATE THE
NEED FOR UNIFORM NATIONAL STANDARDS REGARDING DRUNK
DRIVING; PROVIDING AN EFFECTIVE DATE.
~,5~.
WHEREAS, underage drinking is out of control throughout America and fuels a
perpetual alcohol problem In our country that results in widespread harm to our nation's youth
and to society; and
WHEREAS, drunk driving is a leading cause of death of America's youth; and
WHEREAS, alcohol abuse causes or is a significant contributing factor in accidental and
premature deaths. violent crime, child abuse, teenage pregnancy, illiteracy, AIDS, narcotics
addiction, and the destruction of families; and
WHEREAS, underage drinking has become a national crisis that is not being adequately
addressed; now, therefore,
BE IT RESOLveD BY THE CITY COMMISSION OF THE CITY
OF CLEARWATER, FLORIDA:
Section 1. The City of Clearwater requests that President Clinton establish a
Presidential Initiative or Blue Ribbon Commission on Underage Drinking to develop a
comprehensive plan of action to address this Issue on a national, state and local level. The
result of this initiative should be a blueprint that takes a total systems approach that can be
used by every community in our nation. .
Section 2. The City of Clearwater requests that Congress hold a hearing to evaluate the
need for uniform national standards so that all citizens will enjoy equal protection from the
threat posed by drunk drivers no matter what state or community they live In. work In or travel
through.
Section 3. The City Clerk shall forward a copy of this resolution to President Bill Clinton,
Senator Bob Graham and Congressman Michael Bilirakis.
Section 4. This resolution shall take effect Immediately upon adoption.
PASSED AND ADOPTED this
day of
, 1997.
Rita Garvey, Mayor-Commissioner
APr~ pved ~ ~ to form:
L~IL)J
Pamela K. J kin, City Attorney
Attest:
Cynthia E. Goudeau, City Clerk
Resolution No. 97.23
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APR-02-i99? 15:49 FRct1 CLEARWATER CLTY M3R.OFF.
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MAR 3.11991
COPIES TO:
COMMlssrON
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CLERK I ATTORNEY
Intoroffice Correspondence Sheet
I
Betty Deptula, City Manage' vJ
::~h:::~9:'~tor. Pe,q & Racmetlon Dep.rt~
Pinello. Trail. Sidewalk SectIon in Clearwater
APR 02 1997
C1TY MANAGER
To:
From:
cc:
RE:
Paul Hagler. the project engineer for tho Pinenas Trail section through Clearwater. re-
afflnno<l that the otearwater segment of the trail is on schedule and construction 8"Ufd
bag In on or about April 10. 1997. The proJsct ;s sc:heduled to take 180 days. 'f
cloarw'tJor wlsh9s the, concrete (sidewalk) portion of the trail along East Avenue to be
'colored' 0 specific color, 8 request from our City Manager to the County Administrator is
aU that is required. According to the proiect manager, there should be fittfe or no cost to
the City for this change. but the time for such a request fs now.
Coloring this section of the treU either a 'tn. red' or 8 'brick red' would give it 8 special
Identity making it more easify recognizable 89 a portion of tho trail by both trail users and
motor vahie'e tref1ic In the fmmediate vicinity. It is our recommendatron that you and the
Commission make this roquest of the County ot your earliest opportunity.
Plesse let me know if yOu desire any additional information.
RWnr
04/02/97 16:47
TX/RX NO.1183
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Apr-Ol-97 03:25P
Trail Upda.te~
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04~O 1-97
A pre-construction meeting between concerned parties and the Trail's contractor, Golden
Triangle, was held on March 271b. The contractorwiU make his first draw offunds on
AprillOIb and begin construction very shortly thereafter. Construction oflhis
$655,695.00 segment is expected to take 180 consecutive days) with completion expected
in October of this year, Construction will begin on the south end of the project, beginning
at Bcllcview and South Ft. Hamson Avenue) and proceed north, through Clearwater to
Jones Street, where'it win connect to the existing Trail segment. completing the Trail in
this area of the County. '
The City Engineering Department will monltor the progress of the construction Rnd usiat
In utility relocation.
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To: Betty Deptula, City Manager
~.arwater
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Interoffice Correspondence Sheet
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From:
H. Michael Laursen, Human Resources Director
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MAR
, 2 8 1991
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March 26, 1997 1i1V1iC:1l:ft
Pension Advisory Committee. Commission Appointment
Leslie Dougall-Sides, Assistant City Attorney
Pension Advisory Committee Members
Date:
RE:
Section 2,394 of the Pension Ordinance provides for the composition of the Pension
Advisory Committee (PAC), with three of the Members City Commission appointees,
The Ordinance provides that two of the members Initially appointed serve two year
terms while the initial appointment of the third Commission appointee would serve
one year. Thereafter, all the terms would be two years.
According to information provided by the City Clerk, Commissioners Johnson and
Clark were the two year term Members (with their terms expiring April 4, 1998),
while Mayor Garvey was the initial one year term appointee (with that term expiring
on April 4, 1997).
,
It is timely for the City Commission to address the expiring term of Mayor Garvey.
The next meeting of the PAC is scheduled for April 10th.
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PRELIMINARY AGENDA
Clearwater City Commission Worksession - 9:00 A.M. - Monday, March 31, 1997
Municipal Services Building - Cview Studio - 3rd Floor
1. Service Awards
II. Convene as Pension Trustees
III, Reconvene Worksession
PUR PURCHASING
One Ford F-800 cab and chassis to be converted to a container lift truck to be utilized by
recycling throughout city for container relocation service; and authorize trade in of one 1990 F-
700 Ford cab and chassis, G-938, net cost" $24,856, Atlantic Ford Truck Sales (SW)
GAS GAS SYSTEM
1. Res. #97-21 - approving Sovereign Submerged lands Use Agreement No. UA-52-194 with Board
of Trustees of Internal Improvement Trust Fund of State of Florida for a waterway crossing for
Clearwater Gas System
2. Res. #97-22 - accepting the franchise, privilege and concession of the Town of Bellealr Shore,
Florida, for the purpose of furnishing gas within Bellealr Shore and to its habitants, and approving
the interlocal agreement related thereto
PR PARKS AND RECREATION
1. Locker Room Renovations at McMullen Tennis Complex, Darcon, Inc., $65,992 (Consent)
CP CENTRAL PERMITTING
1. Variance{s) to Sign Regulations for property located at 923 McMullen Booth Rd., Sec. 9-29-16,
M&B 31.01 together with Del Oro Gardens, Lots 33-36, 44-46, 51 and part of 52 (Kapok
Pavilion, Inc., SV96-26) .
EN ENGINEERING
1. Public Hearing & First Reading Ord. #6140-97 - Vacating 42' railroad easement, 43.45' railroad
easement and 5' drainage & utility easement bordering said railroad easement lying in Clearwater
Industrial Park and Clearwater Industrial Park Replat between Hercules Ave. & Belcher Rd.
(Simpson & McCracken, V97-01)
2. Cooperative Agreement with SWFWMD for development of Phase I of citywide reclaimed water
system, providing reimbursement of eligible project costs not to exceed $2,425,000
3, Traffic Signal on McMullen Booth at the Hamptons
CM ADMINISTRA liON
1. Review of Financial Forecast FY 1997-98 (WSO)
2. Performance and Behavior Management Program
eLK CITY CLERK
1. Neighborhood & Affordable Housing Advisory Board - 3 appointments
3/31/97
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CA lEGAL DEPARTMENT
Second Reading Ordinances
1. Ord. #6126-97 - Annexation for property located at 3131 John's Parkway, John's Parkway Sub.,
Lot 6 (Ronald &. Laura Poirier, A97-03)
2. Ord, #6127-97 - RS-8 Zoning for property located at 3131 John's Parkway, John's Parkway
Sub" Lot 6 (Ronald & laura Poirier, A97-03)
3. Ord. #6128-97 - Annexation for property located at 1420 Sunset Point Rd., Sunset Highlands
Unit 2, lot 4 (Cynthia Wright, A97-04)
4. Ord, #6129-97 - RS-8 Zoning for property located at 1420 Sunset Point Rd., Sunset Highlands
Unit 2, Lot 4 (Cynthia Wright, A97-04)
5. Ord. #6130-97 - land Use Plan Amendment to Residential/Office General for property located at
1233 S. Myrtle Ave., Milton Park Sub., Blk 10, Lots 6-9 (Word of Faith Church of God, Inc.,
lUP97-01 )
6. Ord, #6131-97 - OPO Zoning for property located at 1233 S. Myrtle Ave., Milton Park Sub., Blk
10, lots 6-9 (Word of Faith Church of God, Inc., 297-01)
7. Ord. #6132-97 - Vacating east/west alley lying S of Lots 9-11, less W 3', Blk 4, Gould and
Ewing 2nd Addition, subject to applicant relocating at his expense City's sanitary sewer, water,
gas & storm systems along with Florida Power & General Telephone facilities, within their
respective replacement easements, and recording private agreement with authorized
repr~sentative of Coachman Building for solid waste pick up on applicant's property (Haag /
Savoy Ltd., V96.a1)
Resolutions
1. Res. #97-23 - requesting President establish Presidential initiative or Blue Ribbon Commission on
underage drinking, and requesting congress hold a hearing to evaluate the need for uniform
national standards regarding drunk driving
OTHER CITY ATTORNEY ITEMS
City Manager Verbal Reports
1. aTI Incentive Program
Commission Discussion Items
1. 1997-98 Budget Process
a) Public Input Meetings
b) Preliminary consideration of budget enhancements
c~ CIP Meeting
2. 1 st Saturdays Program
3. Post Vision Roll-Out Meeting with Department Directors
4. City Manager Search meeting dates
5. Setting deadline for submission of material from the public re items on the agenda
6. US1 ~ Design Study
Other Commission Action
Adjourn
3/31/97
2
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(/l.,.'tJ~....;-- 4/~,,~ ~ ~ ~r Interoffice Correspondence Sheet
To: Distribution A I~ 3/'2.6
From: Tina Wilson, Budget Director fik'fn--IV
CC: Betty Deptula} City Manager
Kathy Rice, Deputy City Manager
Bob Keller, Assistant City Manager
Date: March 26, 1997
RE: Follow up on Financial Forecast meeting of March 25, 1997
At yesterday's meeting on the Financial Forecast the City Manager requested a justification of
the requested budget enhancements. This justification must include the following
information:
1, A verY detailed description of the requested position or enhancement.
The description needs to include:
. a detailed exolanation of how the need for the position or
enhancement was determined (i.e. . supporting statistics, lagging
performance measures, documentation of inability to meet
departmental goals, demands by citizens, necessity to support
planned capital improvement project, etc.
o an explanation as to which budgeted program or specific activity
the enhancement would support. For example, the construction
of the Ciearwai~r 6~ach Aquatics pool would necessitate 3.9 FTE
positions for Recreation Programming.
. a list of the specific duties or responsibilities of the position and
how these duties are different or add to the organization.
2. A explanation of how the position or enhancement supports the current
IIVision statement" and how the position will fit into the Department1s
goals for the new year.
3. An explanation as to what role staff involvement or communication was a
part of this request. How was staff involved in the process of determining
a need for the enhancement? If so, at what level in the department?
What type of departmental communication efforts brought this need to
attention 1
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4. An explanation of how you reviewed your organization to determine if
these enhancements could be provided by reorganization within your
department or across departments.
As a second part of this exercise, the City Manager has requested that each General
Fund and Internal Service Fund provide 5% budget reduction proposal recognizing
the least important functions or activities provided by your department. This reduction
should be 5% of the current approved FY 1996/97 departmental operatinJ!: budget.
This exercise is similar to the decision package, service level, or cost saving exercises
we have completed in prior years.
You must provide:
. A description of the program savings,
. Service level impact recognizing the number of citizens that may be
impacted, impacts on maintenance cycles, etc.
. Personnel impact recognizing savings in full time equivalents (FTE's)
. Program savings recognizing savings in departmental costs (based on the
current FY 1996/97 approved budget).
The Office of Management and Budget has created forms for both of these procedures.
They are attached to this memo and are also available on the share directory and on
disk upon request.' If you choose not to use this format, please make sure that all of
the information requested above is provided for review.
Please bring copies of this completed information with YOU to the April 16 meeting
with the City Manager for both the Management Team and the Office of Management
and Budget.
If you have not done so already, please contact Karen Dombrowski (ext 4542) to
schedule your meeting with the City Manager to discuss this information on April 16th.
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BUDGET ENHANCEMENT FORM
I, Description:.
2. Vision Statement:
3. Staff Communication:
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COST SAVING OPPORTUNITIES
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Program Savings:
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Program Savings:
Personal Service:
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TOTAL PROGRAM SAVINGS:
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CITY EMPLOYEE GROWTH
FOURTEEN YEAR HISTORY
Total Approved Positions FY 1996/97 1,682.4
Total Approved Positions FY 1983/84 1.596.8
Difference 85.6
Expansion of Current Programs
Gas System Expansion
FY'1991/92 4.0
FY 1992/93 1.0
FY 1993/94 22.7
FY 1994/95 3.3
FY 1995196 .LQ
Total Gas 32.0
City Manager's Office. 1996/97
Assistant City Manager (Development Director) 1.0
Staff Assistant (Development Director) 1.0
Administrative Support Manager (Development Director) 1.0
Total City Manager's Office 3.0
Tourism Development - 1995/96 1.5
Staff Assistant - 1996/97 .LQ
Total Tourism Development 2.5
Community Outreach .1993/94-1995/96 5.0
Organizational & Employee Development - 1995/96 3.0
. Conununity Response
Code/Sign Inspector. 1996/97 1.0
Library
Library Cooperative. 1994/95 13.3
Countrysi~e Library staffing - 1987/88 6.0
Custodians - 1994/95 2.0
Cooperative - Library Assistant. 1995/96 1.0
Grant Writer. 1996/97 lJ!
Total Library 23.3
Engineering Services
FY 1996/97 - Architect 1.0
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CITY EMPLOYEE GROWTH
FOURTEEN YEAR HISTORY
Police:
FY 1985/86
Enhanced traffic enforcement 6.0
School Officer - Countryside 1.0
Increase presence at Greenwood Substation 2.0
FY 1986/87
Supervisor Communications 1.0 .
Police Service Technicians. to make officers
available for patrol 5.0
FY 1987/88
Police Service Technicians - to make
officers available for patrol . 5.0
FY 1988/89
. Police Service Technicians . to make
officers available for patrol 5.0
Patrol Officers - increase patrol
strength 10.0
Police Aides Program 14.6
FY 1989/90
Patrol Officers. increase patrol
strength 10.0
FY 1990/91
Downtown walking patrol officer 1.0
Additional officer to support Countywide
drug task force 1. 0
Additional communications officers 3.0
FY 1994/95 '
Custodians - New Buildings 4.2
FY 1995/96 .
Police Service Technicians for MSB & Library 5.0
FY 1996/97
Crossing Guards 1.8
. S. Greenwood Neighborhood Patrol (grant expiration) 5.0
Total Police 80.6
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CITY EMPLOYEE GROWTH
FOURTEEN YEAR HISTORY
Water Pollution Control
FY 1990/91
Belt press operators - to support new process
at Marshall Street plant 2.0
FY 1995/96
Utility Mechanic 1.0
FY 1996/97
Utility Mechanic 1.0
Water Distribution-
FY 1989/90 4.0
FY 1995/96
Community Response. Water Inspector .LQ
Total Water & Sewer 9.0
Information Services - FY 1989/90
In.House maintenance depot 2.0
Bench Guards
Sand Key - FY 1985/86 5.0
1993/94 U
Total Beach Guards 6.8
Solid WastelRecycling
FY 1990/91
To meet demands of increased participation
in yard wast~ and curbside recycling pgms 5.0
FY 1991/92 1.5
FY 1994/95
Expand recycling efforts 9.0
FY 1995/96 2.0
FY 1996/97.
Solid Waste Equipment Operators 3.0
Recycling Equipment Operators 2.0
Total Solid Waste/Recycling 22.5
, Stonnwater Utility
FY 1991/92 16.0
Parks and Recreation
FY 1990/91
To maiDtain Forest Run Park. and clean the
, ~ restroom buildings on the beach 1.5
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FOURTEEN YEAR mSTORY
Parks & Recreation
FY 1991/92
Provide maintenance for Courtney Campbell
Additional seasonal staff at MLK
FY 1996/97
Special Events Coordinator
Countryside Recreation Center
Lake Chautauqua Park Groundskeeper
Recreation Assistant (Long Center)
. Total Parks & Recreation
. Sailing Center.
FY 1991/92
. FY 1992/93 ~ To provide staffing support
FY 1995/96 - To provide staffmg support
Total Sailing Center
City Clerk
FY 1992/93
Board Reporter
FY 1995/96 - Board Reporter
Total City Clerk
Building & Maintenance
Tradesworker - 1995/96
Fleet Maintenance
FY 1992/93 - mechanic
TOTAL
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To: Betty Deptula, City Mana~
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Tina Wilson. Budget Director U
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Interoffice Correspondence Sheet
From:
COPIES TO:
COMMISSION
RECEIVED
Date:
March 17. 1997
MAR 10 1997
PRESS MAR 1 B 1997
CLERK I ATTORNEY CITY MANAGER
cc:
Kathy Rice. Deputy City Manager
Bob Keller. Assistant City Manager
RE:
Financial Forecast Results for FY 1995/96
I have attached an analysis of the Forecasted 1995/96 budget prepared in April 1995 to the Actual 1995/96
revenue and expenditure results.
One of the goals of the Office of Management and Budget is "to forecast routine General Fund revenues
and expenditures to within .:t. 2 % of annual actual totals for the given fiscal year. " The variance of actual
to forecasted results is included in the last column of the analysis.
Note that the Actual to Forecasted revenues reflect a positive variance of $2.544.776. or 3.9%. But,
further analysis of the 1996 revenues show that the mid year amendment,>> reflected a significant budget
increase of SI.1M to franchise and utility tax revenues due to the long cold winter in 1996. After
considermg those revenues which were not routine, and could not have been anticipated. the exercise
reflects that our forecasting was accurate to within 2.2 % of the 1995/96 actual General Fund revenues.
The Actual to Forecasted expenditures reflect a negative variance of only $99,900. or .1 %. But. the
Actual Transfers to Other Funds reflect unanticipated transfers from retained earnings of $2,128.464
for such items as the Big Pier 60 Park, the purchase of the Chamber Property and other unanticipated .
items which are documented in the quarterly budget reports for FY 1995/96.
It should be noted. that the FY 1995 budget on which the 1995/96 forecast was estimated, did not
include any built in salary savings. This explains the rather large positive variance in personnel service
costs because we have historically recognized at least a 1.5% salary savings in anyone year.
After considering the effect of these expenditures (transfers from retained earnings) which were not
routine, and could not have been anticipated, the exercise reflects that our forecast,ing was accurate to
within 3.0% of the 1995/96 actual General Fund expenditures.
For a historical review, I have provided the results of the fmancial forecasting exercise since it's
inception. Although we did not quite meet the .:!:. 2 % variance in the expenditure category, I feel that
once again. we have shown that the Forecasting exercise is indeed a viable management tool.
FY 1992/93
FY 1993/94
FY 1994/95
FY 1995/96
Revenues
1.56 % positive
1.18 % positive
.38% positive
2.20% positive
Expenditures
1.34 % positive
1.97% positive
2.18 % positive
3.00% positive
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3/31/17 '
w ()(k~ ~/drJ
. FINANCIAL. FORECAST
. .
. PRESENTATION
, .
March 31, 1997
. i
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Financial Forecasting Presentation
Summary
From Commission Worksession orMarcb 31, 1997
Included in this document is all infonnation presented to the City Commission at the Financial
Forecasting Presentation of March 3] ~ 1997. .
Financial Forecast Analysis - This file reflects the forecasted revenue and expenditures
assumptions presented at the workshop.
. The forecast estimate recognizes a I'status quo" deficit of $103,465 for the 1997/98
fiscal year;
. Projected revenues include additional funding of $240,000 for Fire/EMS tax,
$40,000 for pension plan administration, a rate increase of 5% on City occupational
license estimated at approximately $60,000, and an increase of $78,000 in revenues
generated from the enforcement of handicapped parking;
. Expenditure projections far personal service reflect only a 2.5% cost of living
increase along with projected merit/step increases, an increase of health insurance
expenditures afappraximately 8%, and an increase of worker's compensation
expenditures of approximately 10% over current budgeted Jevels.
Fiscal Indicators. The attached graphs reflect the revenue, expenditure, economic, and other
indicators discussed with the Commission at the worksession. All of these indicators will be
reviewed again in detail with the completion of the Evaluation of Fiscal Condition and Financial
Indicators document that the Office of Management and Budget is in the process of preparing.
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TO:
FROM:
SUBJECr:
DATE:
-
......-
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CMd-
MEMORANDUM
The City Commission '~
Betty Deptula. City Manager
Work Session Discussion Item
Performance and Behavior Management Program
March 26. 1997
As you are aware, City staff has been working with employee groups to revise the city's
'disciplinary process. I have scheduled discussion of this theory and basic concept to be
presented to you by members of the Constructive Action Team at the March 31 Work
Session.
, " '
'"
,
.
CM'd..
~,(learWater
-
U
Interoffice Correspondence Sheet
From:
Elizabeth S. DePtu~ Manager
Susnn G. Highsmith, Human Resources Manager
Kathy S. Rice, Deputy City Manager; H. Michael Laursen
To:
CC:
Date:
March 25, 1997
RE:
Performance and Behavior Management Program
In accordance with CWA contract, Article 22, Discharge and Discipline, Section D which
states :
"whenever the City proposes to amend the Guidelines for DiSciplinary Action, it
shall provide notice and a copy of the proposed amendments to the Union at
least twenty~one (21) days in advance of the next scheduled quarterly meeting,
and the Union shall provide input to the City at such meeting."
The next scheduled CWA meeting is April 22, 1997. Attached is a copy of the
Performance and Behavior Management Program for your review. Members of the
constructive action team including me, are available to discuss any aspect of the program
with you. As you are aware, members of the team met with the bargaining leaders to
discuss the program with the intention of resolving outstanding concerns. The program has
incorporated suggestions made by the union representatives.
Copies of the program will be forwarded to the CWA, IAFF, FOP #10 and the
FOP/Supervisors Bargaining Unit once you have authorized the distribution. In anticipation
of your authorization, I have enclosed a memo which requires your signature for
distribution to the union leadership.
a\Je\
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~Clearwater
From:
-
u
Interoffice Correspondence Sheet
Doug Wlasiuk, cWA President; Duane Smith, FOP/Supervisors Bargaining Unit
President; Pat Shepler, IAFF Presidentj Dennis Acker, FOP # 10 President
Elizabeth S. Deptula, City Manager
Kathy S. Rice, Deputy City Manager; H. Michael Laursen
To:
Cc:
. Date:
April 1, 1997
RE:
Performance and Behavior Management Program
Effective October 1, 1997, the Performance and Behavior Management Program will
replace the current Guidelines for Disciplinary Action. This program is an employee
building program in which the employee assumes responsibility for his/her actions and is
assisted in creating a plan to improve behavior/performance and then take responsibility
for that improvement plan.
Information pertaining to the program has been distributed via the City Reflections in
March 1997. Subsequent issues of the Reflections will have articles pertaining .to the
program.
. Copies of the program will be distributed to all employees prior to the effective date. Your.
~ooperation in the implementation and support of this program is appreciated.
L'....,I."-\~...-IJ~." :..;-:...r{~;,;"t< . ,,1-". ,..'j. '" "'<~ J .~1;,;..1'~"..... "'..~ ~ ,~ ~ .
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City of Clearwater
Performance and Behavior
Management Program
. ..;"'._~':"~' Personal
,~. . '. . . .'. Responsibility
" n:'~~~~. . ,r ..f:!.....&:.: ~. ....... l~~.f.... .
Integrity . Excellence
. . ,
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Effective October'1, 1'997
o~~\
"
City of Clearwater
Performance and Behavior Management Program
Introduction
Whenever practical, the .City will provide interventionJ coaching and corrective
guidance which encourages employees to recognize inappropriate behavior
and/or poor job performance. Further, the City will provide "reasonable...
. ' .
. opportunities" for employees to take positive'. corrective action and to
demonstrate continued respect for the Principles of Opemlion**. The employees
of the .City of Qearwater pledge to support the following Primary O'l,anizational
VahieJ**. which are used to support the Principlts of Opera/ion and guide
employee performance and behavior:
P.I.E.
PERSONAL RESPONSIBILITY
INTEGRITY
EXCE'(~T",'8NCE
"N01E: The Principles ojOpmJlion can be found on page 31.
O'Eanizationa/ Valuer to Guidt Employee Behatiorcan be found on page 32.
'Primary Organizational Values can be found on page 2.
1
.... ~
,.
PRIMARY ORGANIZATIONAL VALVES
Governing City Employment
Personal Responsibility
As City of Clearwater employees, we recognize that we are personally accountable for" the
actio~s we take in meeting the customer service needs of the City and the community our
ofganization serves. We take, full responsibility for our ~onduct and, jo~ performance and.
. are committed to fulfilling all of our responsibilities to the very best of our ability.
,.,
Integrity
As . public empl?yees representing the citizens of Clearwater, we are committed to the
highest standards of personal and professio~al integrity. . ,We will cqmmunicate openly ~d, _
continually demonstrate our honesty, fairness, and respect for others in every action we
take. We will always do what is ethically right and treat everyone in the same manner as we
would like to be treated ourselves.
Excellence
.. As City of Clearwater employees, we have an obligation to provide the highest quality of
service to our l."UStomers at all times. Our personal commitment to excellence involves
co~stantJy ~eeking opportunities to develop our job knowledge and skills and continually
improving the City's ability to meet the needs of the community we serve.
,."
,.
2
o\J~\
PHILOSOPHY OF NEW PLAN
This program is an employee-building program in which the employee assumes
responsibility for his/her actions and is assisted in creating a plan to unprove
behavior/performance and then take responsibility for that improvement plan.
As a City of Cl~ter. employee, you are expected to meet the organization's. .
performance expectations and standards of your job. These expectations and standards will
be clearly defined for you. If your performance or conduct does not meet the
organization's expectations and standards, the City will use the Performance and Behavior
Management Program whenever possible.
It is the intention of the program to motivate you to participate directly in the
resolution of such situations. The City believes that this approach fosters your
understanding of and commitment to correct a performance and/or behavioral issue(s) and
increases the likelihood of a satisfactory resolution. However, circumstances may arise
which make it inadvisable or inappropriate to follow the general Performance and Behavior
Management Program procedures. When circumstances warran4 the City Manager or
authorized designee may decide that some or all of the steps in the process should not be
followed and that immediate corrective action, including termination of employment, is
necessary.
The Performance and Behavior Management Program is intended to compliment,
and not conflict ~th, other policies and procedures pertaining to employee conduct and
perforinance. In some cases infractions may require disciplinary actions that are not
governed by the City. In these cases, where discipline for. an infracti~n is gov.erned by
county,. state or federal governments, additional steps will be needed to meet these
requirements (examples may be the Florida Department of Law Enforcement, State Bureau
of Fire Standards. County Medical Director reviews, or Gas Pipeline Requirements).
3
GENERAL DESCRlPTION
The Pcrfonnance and Behavior Management Program
involves an initial counseling or coaching session, followed by (If
applicable) the development of an action plan by the employee with
the assistance of the supervisor. The action plan must include
follow-up dates and any other recommended actions (t.e., referrals to
outside agencies, training, etc.).
"If the plan is adhered to and the intended results are accomplished, the employee
will receive a memo of recognition from his or her department congratulating the successful
completion of the action plan. A copy is placed in the department's administrative file. No
copies are needed for Human Resources.
In the event the action plan is not adhered to or the intended results are not
achieve.d, the employee and supervisor must meet for further discussion and follow-up.
If the employee has followed the agreed-upon plan of action but the intended
outcom~ have not resulted, the employee and supervisor will discuss why this has occurred.
Perhaps the right root cause was not identified, or other causes exist which are blocking
success. The employee, with the supervisor's agreement, will construct a revised action plan
to work toward success. New follow-up dates will be set to track progress.
If the reason the employee does not follow the action plan is a UWon't Do"
(refuses) rather than a UCan't Do" issue (i.e., the employee has not followed the agreed-
upon plan of action), the supervisor, with the agreement of the Department Director, will
contact Human Resources to discuss the situation and decide whether to offer the employee
a udecision-making leave without pay" or recommend termination. At this point, all
documentation relating to the action planes) and folIow-up(s) must be given to Human
Resources and will become a part of the employee1s permanent personnel file.
The udecision~making leave without pay"period is a time for the employee to take a
serious look at whether he or she wants to continue to work for the City. If the employee
deddes "yes", he or she will be expected to meet the standards and expectations agreed to
4
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in the action plan. It is the responsibility of the employee to advise the supervisor whether
he/she wants to continue to work for the organization and meet its expectations. Any
modification(s) to the action plan must be discussed with the supervisor upon returning to
work. It will be the responsibility of the supervisor to meet with the employee upon
his/her return to work to allow the employee to discuSs his/her intentions.
AU approved recommendations for a udecision-making leave without paylJ will be
preceded by a Mandatory EAP referral (paid for by the City). All efforts will be made NOT
to have the udecision-making leave" periods begin on - a Fnday or Monday. Regardless of
the. outcome of the udecisionRmaking leave", continued infractions may lead to a
recommendation for termination.
If an employee decides that he/she does not want to continue to work for the City
at any time in the process, he/she may elect to resign in writing. If the employee returns
from a "decision-making leave without pay" and decides not to continue employment with
the City, he or she can submit a resignation in writing. If the employee decides not to
continue employment but does not submit a written resignation, the City will proceed with
a recorrUnendation for termination.
.-"
: ..,:..-- .
If the employee returns from a "decision-making leave without pay" and decides to
continue employment with the City, but refuses (either verbally or by actions) to meet
performance or behavior standards, the City may initiate a recommendation for
termination.
Some employees have the option of filing a formal grievance fonowing the appeals
procedure set by the Civil Sernce Rules and Regulations and appropriate bargaining
contract(s).
~,
5,
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11
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.
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A Key to Success: Commitment!!!
The supervisors commitment includes
working with the employee in:
. encouraging accomplishment
· offering assistance or tra~g
.. monitoring success
. altering the plan of action as circumstances dictate
The employee is
responsible for:
~
. cooperating
. . parti~pating
. .',
. initia~g the desire~' change in . performance o~behavio~
, . \,. .
6
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The processes utilized in this program have been represented by flowcharts, which'
can be found on pages 26 . 30. Each box on the flowcharts has also been defined in words,
to allow users greater understanding in applying .the steps.
The first flowchart (titled Pttftrmanre and Behat;or Manage11fen~ has eight (8) different
symbols on it:
eThe first two boxes represent the development of standards which occurred prior
to implementation of the program.
-The other six symbols r~present th~ stages from when the supervisor first notices
that an employee is not behaving or performing as deSired to the point in the actual
meeting with the employee. During this meeting, the supervisor determines if the
root cause falls lUlder the category of Personal "&sponsibiDty, Integrity, or Exrelknre.
(Determining the course of action to take toward resolving the issue depends on
which category the issue falls in. Separate processes for each category are
represented on flowcharts titled Pmona/ &sponsibi/ityt Integrity, or Exrelknre
respectively) .
The text below describes the contents of the first four symbols on the first
flowchart Petjormanre and Behauor Mt11Iagement (the other four symbols are addressed during
the meeting with the employee):
Departments identify primary standards
based on P.I.E. (personal Responsibility,
Integrity, Excellence).
A trained facilitator will assist departments in developing their expected standards
for behavior and performance in all three categories. These stuldards will be considered
standard operating procedures for each department. Requests for facilitator services may be
made through Organizational & Employee Development.
7
~ ,r.. .'~'.'!"
Departments must create a formalized
method of communicating City-wide and
departmental standards to aU employees.
. Departments may accomplish this through communications during staff meetings,
training sessions, etc.. In addition, reinforcement. of City-wide standards will be provided
during orientation, staff meetings, Distribution C memorandums, policies, etc..
"NOTE: Some City-wide materials which apply to all City employees are in this
book as follows:
Primary Organizational Valnef can be faun d on page 2
. The PrincipkJ ofOpmztioll can be found on page 30.
Otganizational VomeI to Guide Emplt!J~~~Behati~'''c3:t1"be fOWld on.page 31.. _~ ~. .~ .....
J.
What to do when a supervisor becomes
aware that an employee is not behaving or
performing as desired_
The supervisor must define the performance: and/or behavior problem observed
using the standards set by th~. ~ d~p~en~/ o~~~ti~n:' Da~ ~ the~~ probi~iri': fall ~der
PersonSl/ ResponsibOity (will do), Integrity (values and ethics), or ExceJlence
. (performance issue/can do)? Supervisors must determine how behaviors. and/or
performance is impacting the workplace.
The following six-step process may be used by the supervisor to prepare for a
coaching or counseling session with the employee:
8
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6-Step Preparation Process
There are two different 6-step processes included in this
booklet. The first is a process which can be used by supervisors and
managers JO prepare for a coaching or counseling session with an
employee.
The PREPARATION PROCESS includes:
Step 1: Define the Performance or Behavior Issue
(page 10)
Step 2: Identify the Impact of the Issues (page 12)
Step 3: Identify :Resources (pilge 13) .
Step 4: Appointment for Meeting with the
Employee (page 14)
Step 5: The Meeting to Develop the Action Plan
(page 15)
. NOTE: the second six-step process (The CHANGE
PROCESS) is included in this stepl
Step 6: General Tips and Considerations (page 17)
Details for each of these six steps can be found on the pages noted above.
9
"
. .
. .
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Step 1:
Define the Performance or Behavior
Issue
Remember the techniques you learned in the
JJ7hat to Do,u series!!!
THE GAP
the difference between
What is' desired
(EXPECTATIONS)
and
.)
What is seen.
(pERFORMANCE or BEBA VIOR)
. To determine THE G~ answer the foOowing questions:
. '. What expectations do you bave for the employee?
.,
. What is the current performance or behavior?
. What is the gap between these expectations and her
perfonnance/behavior? .
10
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JUDGING WORDS vs.
BEBA VIOR/PERFORMANCE WORDS
t7udging" Phrases or Words:
_ '. .. < ..'f-
~ ;'"' ...-
. do not convey much useful meaning to an employee
. too vague
. focus on the person and not the behavior
. . . are "trigger" words that set off a negative reaction within the employee
Words Which Describe Behaviors
or Performance:
. are dear and precise
. two people reading the same description will both
have similar understanding of what has occurred
. do not indicate an inferiority or lack about the person. himself'
. they indicate actions. or non~actions which are not up to expectations
I
I.
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11
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Step 2:
Identify the Impa~t
of the Issues
Identify the Impact to the Work Group or Organization
It is important to focus on the difference between observed behavior and what you
expect:, and the impact this .haS on the work group or organization. Specific examples must
be developed for you to give to the employee in the meeting. Remember to include the
following:
. the names. dates, and immediate effects of behavior or performance on others in the
group.
. .. illustrations of detrimental effects such as lost productivity, impact~d service, and
deteriorating relationships or morale.
12
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Step 3:
Identify Resources
Before going into the meeting with the employee, have a list of possible
resources developed which may be of use in resolving the issues. The
following list" consists of some common resources. Add other resources to this
list as you learn what is useful to your employees!
SOME A VAlLABLE RESOURCES INCLUDE:
*Human Resources
*OED
*Human Reladons
*Other Supervisors
*EAP
*Formal Training Programs
*Consumer Credit Counseling
*Union Repret~entatives
Resource How to Contact
Consumer Credit Counseling Center 585-0099
Emp~oyee Assistance Program (EAP) 539-7011
Formal Training Programs . See your supervisor
. OED (see # below)
Human Relations 562-4060
Human Resources 562-4870
OED 562-4070
Other Supervisors in City . Other supervisors in your department
. Team members from Supervisory Teams
Union Representatives See the shop steward for your dept.
. .
13
.
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~
"
Step 4:
Appointment
Employee
for
Meeting
with
THE MEETING:
CREATING THE ENVIRONMENT
I
\ .
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.~. .' ;"'~;
. TIME OF MEETING: Inform the employee that you would like to discuss
some work issues at a specific time. Reserve enough time to be able to discuss your
concerns in a thorough nlanner. Make sure the time is convenient and will not hold the
employee over the nonnal workday. Additionally, the time should be set up so both the
supervisor and employee are fresh.
LOCATION OF MEETING: Select a place that is free of interruptions,
quiet. and comfortable. Do not accept phone calls during the meeting! The room should
be private. A..rrnngc the room so that the employee and supervisor can sit next to each
other. Since writing will be necessary, paper and writing implements should be available.
Avoid formal environments that reinforce rank or position.
NOTIFY THE EMPLOYEE: Notify the employee of the meeting in advance
and in private. Take care not to attract other employees' attention to the fact that you have
behavior or performance concerns regarding a certain employee. Maintain the employee's
right to dignity during the process.
14
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Step 5:
The Meeting to Develop the, Action
Plan
The second- 6-stcp' 'process contained in this prop is performed
during the meeting with the employee. This process is a ~hange proces!i which
. is used by the supervisor during the meeting with the employee.
6-Step Change Process
1. State the Performance or Behavior Issue in Detail
2 State the Impact to the Work Group
3. DiscUss Root Causes
, -. ...-
. --:' -:.. - .
~ . ,
... --
. 4. Discuss and Develop an Action Plan for Change
5. Outline the Consequences if the Action Plan is Not Successful
6.. Set Follow-Up Dates to Review Progress (i.e.) 1 week, 2 weeks) 30) 60, 90
days)
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15
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When meeting with Ihe employee, Iry /0 t1IJoid the foUowingphrasu. These sta/emenls
hal1e a ItndenrJ 10 interfere with eifeclitJe dialogue aimed at resollJing the performance or
behavior issue!
Conversation
. Stoppers.,
, . .. ..... -:... :
. .
- .'
.If I were you.....
What you say just isn't so'~'. ~.~.
This is what we're going to do.....
If you did this.. ...
If you did what Jim did.....
Fine, but....
When I had your job....
16
o \J <: r2.-
Remember) if there are admissions of great stress,
addictions, financial or marital problems, you can offer
to help direct the employee through the City's RAP
provider or other City offered services.
..':,.~ .......-.... .. ---.... .-. ..... -...... -+...~. .... - -", ~:-'..~. -- ..,...:.;. ...
.. -.. p .. - .. -
" t .... +.1...... ~- .. .
. .. ..r
. . - ....... . . .
. . .: .... :.;:.. .... --.....-:::.---.- '.::-..
Step 6:
General Tips and Con~i~~rations
for Use During the Meeting:
.. Be on the look out for hostility. If violence is a fear, have someone else
available to assist.
· Be aware that individual may become defensive and/or argumentative.
. Be aware that individual may become emotional and may cry.
NOTE: If either the employee or you, the supervisor, becomes too emotional (to the
point where the meeting will not have productive results), you can take a break. Be sure to
reschedule the meeting with the employee.
. EXAMPLES:
Emplo~ is t!rlJotionRl:
eel can see you are really upset right now, Joe. .Let's take a break and we'D get back together
at 2 pm to continue our meeting.1t
Supervisor is emotional: .
eel am feeling very frustrated right now, Mary. Let's stop for now so we both have time to
think about the situation. We can get back together at t pm to work toward 'some
solutions." , ,.
17
I ~~\~"'Lr-J-...f";"l\'''; ,f~r,t,'=....~..:;(,,~: ~r.: 41-t: :'J .,' '. (~ .: . '1 . ~
........ .."....,.r........, ~,~~'."'r_,..~,,,~,
The following steps correspond to the flowchart boxes found on the charts for the
three issues categories: P.I.E. (see pages 27,28, and 29 for these flowcharts).
Each phrase with a border listed below corresponds to the same phrases found on
the flowchart box(es).
. Below each phrase is information outlining HOW to achieve that step.
. All three processes have the following boxes in common, except for the additional
steps designated for Inltgri!y (page 21) and Ex(elkn~ (page 23) issues.
Coaching or Counseling - Create a written
action plan including timelines and
followups
.... . . - ~.
~ .4' .
Using the skills learned in the What to Do... series, the supervisor will guide the
employee through the steps necessary to write a complete ACfION PLAN (see
example on page 19). These areas which need to be addressed are:
. the statement of desired outcome
.0 the specific steps the employee will take .to achieve.the .outcome ...... -_. _.. . .... -. --.. -
. the dates each step will be completed
· the dates when the supervisor and employee will meet to discuss and evaluate
progress.
Ine ioilOW-up sesSIons will be doCllmented in writing and will evaluate the toUowmg
areas:
. Is the employee progressing? If not, why not?
. Is the rate of progression satisfactory? If not, why not? .
. Is the employee doing what he or she agreed to do? If not, why not?
o Are modifications necessary due to new or unforeseen circumstances (plan. ~-';-- ,.
should not be modified simply because the employee has decided not to follow
.. 1+ _ .. _ _. .
it).
18
6\1-tr<-
1...........;!o.M'1h..:..I.......~"'........:. .~ I \-;l~'.~+O"". y ,..
''L. .r..Ar"""a.~....11.~..~.'...t'-......1..~ ~."~,,,",_"_.'''''''T.'
'. f',
. .'. " .,.. '.
Action Plan Sample Sheet
(NOTE: This example sho'NS the basic areas the action plan will include. Other
formats may be used to create action plans.)
Desired Outcome:
.... .. .
~..' ~ ..... . -: .
Action Steps/Start Dates/Review Dates:
-- .
,
.....; .. ".
19
---..:r ~l
.
"
t'
'.~ ,..,. ",. ~ '~~.." .,.. . '.
COACHING AND COUNSELING-
what's the difference???
COACHING is a directive process by a manager or
supervisor to train and orient employees to the realities of the
'workplace and help employees remove barriers to optimum
performance.
It is a method used to resolve Uean dou issues related to an employee's ability to perfonn at
or above identified standards.
.
.
COUNSELING 15 a supportive process by a
manager or supervisor to help an employee define and
work through personal problems that affect job
performance.
It is a method used to reso~ve uwill dou or uintegrityil issues related to an employee.s
willingness to be accountable and to take responsibility for his or her behavior.
. .. ' :. : L"
20
a~e.~
r
-
~
-r-..- r~
Regarding INTEGRITY Issues
An Additional Alternative to Be Aware of:
TERMINABLE ACTS
There are some City.wide standards which fall under the Integrity category which
have been designated as _ CCnut~INABLE ,A.-~". The n~~~ of th~se issues is so
. -- .--. ....- -_..~.. ... ..... --.. .......~ ....... .
serious that immediate termination is recommended.
The process to be followed in. these instances is outlined on the flowchart
uTermination Process". The employee will be placed on administrative leave with pay
pending the approval of the recommendation by the City Manager or designee. If the
employee is on City property, he/she must be advised to leave the premises immediately.
Tennmable acts may represent any action by an employee of a serious nature that
does not support the City's Pn'ncipks oj Opmz/ion. Such actions include, but are not limited
to, the following:
1. Deliberate misappropriation of City property or money.
2 Failing, or refusing to take, a random or reasonable suspicion drug test or other
evidence of a violation of the City Drug and Alcohol policy.
3. Criminal acts involving inunoral, unlawful, or improper conduct.
4. Falsifying City or personnel records (such as falsifying Worker's Compensation claim
information, deliberate falsification of an employment application).
5. Job abandonment.
6. Violation of the City Workplace Violence Policy.
7. Violation of the Cit}T Weapons in the Wotkplacc" Policy.
a. Violation of chapter 112 of the"Flori~a Ethics ~t2ndard.
9. De-certification or other action by a regulatory. group or other licensing, authority for
violation of the professionts st2ndards.
21
~ <~j..",~~l-,.~..';. ~ 1. ,..~.... I. t .l
'., J., ."' " .
Does the behavior change?
Yes
Follow-up with
positive recognition
and reinforcement
The supervisor will use her or his 0\"1"-11 style in acknowledging in wntmg a
recognition of the employee~s achievement of the desired outcome. The tone will
be positive and congratuhltory. The ~cogr1ition Will be kept in the department file
only.
An .exampk of a nrognition statunent is:
ClCongratulationsl Yau have followed your action plan and completed it
successfully. Your continued commitment to the City is recognized. Thanks for a
job well donelu
Does the behavior change?
No
The supervisor and employee must dialogue during a scheduled follow-up session to
detennine if the plan was followed.
Was the plan followed?
Yes
If the employee has been following the plan as outline~ but the desired results have
not oCCWTed, the supervisor and employee need to review the identified root causes
to be sure they are, addressing the right issues. After doing this, the supervisor and
employee will revise or rewrite the action plan and continue with the process of
checking at regular intervals to determine how the employee is progressing.
22
'O\J-e. ~
_.' c.'j_:~.. d ~;~ri:"-,l ....t:;.;..,.'....... ..: .'~.... -,
.-.""...~),jt,_IJ,..".,.-'........._".......W-...._.~._.... ,
~JIq"
The following alternative may be considered for Exctlltnct issues when the
employee has followed the action plan, but the desired results cannot be achieved.
Regarding EXCELLENCE Issues
An Additional.A1temative to Consider
ALTERNATEJOB PLACEMENT
Excellence issu~..are>performance/can -do "issues;--In some cases the employee will
. . ..._~. ,..- . - . ...... -- ~.
, . .. - .> +.
not be able to meet standards regardless of effort or conformity to' the action plan
provisions. For instance~ the job requirements may have changed to an extent that an
employee can no longer perform satisfactorily through no fault of their own. In these
cases~ there is the option of alternate job placemen~ rather than termination.
The process,to accomplish this is:
The department will :.contact Human Resources for assistance in evaluating .the
employee's abilities, skills, and past work experience. The purpose of this evaluation is to
determine if the employee may be utilized in another position through demotion, transfer,
or if the employee will need training for skills required for another position. Human
Resources may involve other City departments or offices (such as OED) in this process.
However, if no alternative jobs can be found, the City may find it necessary to seek
other alternatives such as retirement (if employee is eligible), outplacement, or termination
due to failure to perfonn satisfactorily.
"
23
~;lf.I'..lc'c..
~ ;,..~.H~,.I ,~. ~ .'
---~
L
.dll:.b...LL
I::" the plan foUowed? J
If the employee has decided not to follow the agreed-upon plan of action, there is
now a t'will don issue in addition to the original issues. The supervisor will discuss
this with the employee and let the employee know the seriousness of this. The
supervisor will infonn his or her department director of the situation and will also
contact the Human Resources. Department to begin the process of determining
where to go from here.
Human Resources dialogues with
department (or follow-up action
The supervisor will discuss the situation with the department director. The director
and the supervisor will then discuss the siwatien with an I-m representative. The
history, action plan components, and employee's actions or non-actions will be
considered. Depending on the circumstances, they will decide whether to:
· provide a decision~making leave day to allow the employee to decide to continue
working for the City and meet all expectations in order to do so, or
. recommend termination of the employee.
Supervisor and employee
dialogue
The supervisor will meet with the employee to let the employee know the outcome
of the meeting with Human Resources and what the next steps will be. If the
employee will be given a decision-making leave day, the supervisor will give the
employee the date and time of the appointm~t with the RAP and will explain the
purposesofthis'day. ..". '-,.- ~... ''"-. '-.:i:.:.;-~.._.:.~"':- -. ..
If the employee will be recommended for termination, the supervisor will explain
the procedures and timelines for this to occur.
24
() \J .e.. (!.-
,.
Decision-making leave without pay
commences the day after mandatory EAP
visit (not on Friday or Monday)
The employee is placed on 3. decision-making leave without pay. The purpose of
this time off is to give the employee the opportunity to consider whether he or she
~ts to continue working for the City of Clearwater. If the employee decides to
continue employment, he or she must also be willing to work. with the supervisor to
meet all expectatiQns of his or her iob.: ,.,: -: '" .
Immediately upon return from the leave, the supervisor will meet with the erpp!l?yee.
..
to discuss the employee~s.decision.-~~ ..-.. - . .'-..--
Employee decides to continue
employment?
Yes
The supervisor and employee return to the first step of this process and write out a
new action plan.; Thisjlan ..v.rill. outline what the employee ~ do. to meet all
expectations currently not being met. Timelines for follow-ups will be set.
-~~..-.. .........-..
. ".-...- -.
Employee decides to continue
employment?
No
The employee will submit a written resignation or the department will recommend
termination to Human Resources.
", ..-
Department recommends tennination to
Human Resources or employee resigns
The department will follow normal procedures to recommend termination to
Human Resources or to accept the employee's resignation.
25
-
---.:::p- _..........------- ,." -
T
"
PERFOtlMANCE & BEHA VIOR MANAGEMENT
Depts. Identify primary standards
based on P .I.E.
Personal ResponsIbility
Integrity
Excellence
What are the standards of
behavior In each area7
Depts. create a fonnaJlzed method of
communicating standards to
emproyees as well as a method of
reinforcing standards on an on..golng
basis.
Examples:
-New Employee Orientation
-Supervisor Training .
-StatTMeetings : ~......~_.-
..posters
-Accessible S.O.P..
-Supervfsor Remfnders
-Notes In Paychecks
26
Supervisor defines
performance or behavior'
problem observed using
Worksheet"
i1Prellmlnary Analysis ofP.I.E.
~,. ..
!."..
Supervisor and employoe
dialogue regarding
expectations and
observations of behavior
i!
(1;1
,Q
a.
Cl
.s
No
Supervisor determines If
problem Is rooted In Personal
Responsibility (will do), Integ
(values & ethics), or Excellence
(perfonnancelcan do) Issues
6\Je. ~
-"
-L1
~
"
.'
,
I.
PERSONAL RESPONSIBILITY
I .. .
\II .".
~
Yes
- Employee decides to
continue employment?
Deparbnent recommends
termInation to Human
Resources or employee
resigns
COUNSELING - create a
written action plan
including timelines and
lNo
t
Decision-maklng leave
without pay
commences the day
after mandatory EAP
visit (not on Friday or
Mond
Supervisor and -,
employee meet
-
CI
Q
"'a
C"
Ql
g.
J;
Supervisor and
mproyee dialogue
- .
Supervisor and employee
diaJogue
yes
no
t
~
Human Resources
dialogues WIth
depBJtmentfor, _.__
follow-up aetton
~ .;...;~~;-: ,;":.
.. ..t'~ .':.~~. -. \ ~1" "'\,
.n:-:.::.:~ ~~
.._, _ .,._ . t I.....
. ...... ~ .
27
~
> , . . .. ..". ,." ,.'
INTEGRITY
Deparbnent :
recommends. ...
termination to Human
Resources or employee
resigns
COUNSELING - create a
written action plan Including
tlmellnes and follow-ups
Employee decides to
continue employment?
t
...-_i...t,,;~::..:~<.. . ...~~~;
~
11:I
..Q
Do
Q
"g
Decision-making leave
without pay
commences the day
after mandatory EAP
visit (not on Friday or
Mond
Follow-up wfth
positive
recognition and
reinforcement
a...... ... ... ~ ........._ .
.. .. ..... ~ :
Supervisor and
employee dialogue
1'-"
Human Resources
dialogues with
~ 1 .department for
follow-up action
::._ .,;.r.~~:,""'
. J
.7. I~.
.....- ;,.... ..... .
". -.. ~. .... -'. ....
28
o0tK-
.~~. ""'~;"'.'I 'c"..._'"~""'''>?
, ""~!.4 .......u I.. ... . ~ ~ ....~_ ....'~c..... ......... ......'" '" .
,.
--
EXCELLENCE
COACHING. create a
written actfon plan
Including tfmellnes and
follow-ups
Deparbnent recommends
termination or aJte rn ate Job
placement to Human
Re.sources or employee
- resigns
J,
i No
Employee decides to
continue employment?
oX
U
fa
.a
a..
c
oS!
t
ollow-up with
positive
recognition
and
reinforcement
Declslo",","akfng leave
without pay
commences the day
..u . _ after mandatory EAP
visit (not on Friday or
... .1 _~
Supervisor and
employee meet
~
Yes
./
No
Supervisor and
employee dialogue
J ~
Human Resources
dialogues with
department for
follow-up action
SupervIsor and
employee dialogue
29
.'
.1' ..
., . ,..,.... ~ '- ...., ... .. ~" . .
- TERMlNAnON PROCESS
Recommend tennlnation
to Human Resources
To City Manager or
dellgnee
~
No . Ves
. .
./V~
. '.Refer department to H. R. ( Tennfnate employee- )
. for alternate resolution , .
.;,J.. ..
. . 4 ~ I
- .
. .
. j .
I.
30
0\1 e-((
1.......,...~:...:..tmW4.~'if.':iil~'I'.,.....'\h'.,-,...M..,......u-....:. . .>, ~''''.''''''''~'Ndr",~,~~--""",,,._---''''.''''~. ,'"
h..".. +...., *, ~ ,.~,
~ -
"
City of Clearwater
Principles of Operation
au primary responsibility is to the community of Clearwater.
We will provide a fiscally responsible, stable government
committed to minimum regulation as well as innovation and creativity in
service delivery.
We will be accountable, responsive and accessible as an organization.
We are committed to providing high quality services in a timely, efficient and
economical manner.
We will reduce the barriers to services arid information.
we will work in partnership With all in our corn:mumty to build a city which is
safe, economically s"ound and physically attractive and which provides the
opportunities and amenities conducive to a high quality of life.
We will encourage community participation in our activities.
We recognize the mutual responsibility of government and citizens
for the quality of life in our community.
We will provide the opportunity and assistance required to enable individuals
and groups to become the actual doers in meeting community needs.
m recognize and respect the dedication, professionalism and commitment
of our employees and take pride in th~ accomplishments.
We are committed to creatin~ an environment which encoura,ges employees
- -
at all levels to respond constructively, creatively and practically to community
needs.
We recognize the value of taking calculated risks and will encourage it by
allowing employees to learn from mistakes without feat of unreasonable
consequences.
We are committed to ongoing employee training and development to maintain
the high level of competence necessary for quality governance and services.
JI7e afftrin the dignity and worth of public service. . .
We acknowledge our respol1sibili~ to be st~~ards, dese~ the public trust, to
be fiscally responsible in our daily decisions" to recognize ~d develop the ~
potential within eacb person and to be' enthusiastic partners. in p'roviilirig qUality. .... ,lIt
service to our community. " .. ,
~ .: ~ .,: .
31
. . .. , ,~ '
..
Organizational Values to Guide Employee Behavior
Personal Responsibility
. To take accountability for one's actions.
. To acknowledge accountability.
. To leam from mistakes and modify behavior and mcorporate the
accountability .
. To remain committed
. To understand the goals and objectives of the organization and the
community.
. To take personal responsibility for working in partnership with other
employees and with the community to solve problems in a timely,
economical, and efficient manner.
. To accept accountability for the quality of his or her work product and for
promoting the City of Clearwater in a favorable way in all customer
transactions.
. To continue to grow and develop in order to not only maintain, but
increase levels of competence.
Integrity
. Honest and open communication.
. Both personal and professional ethics.
. Respect for self and others.
. Fairness and equity in the treatment of others.
. To abide by organizational values without conflicting with personal values.
. A commitment to "do the right thing".
. Operating with honesty and predictability from a strong value-driven basis
in all areas of work regardless of who or what is involved in each situation.
. Employees are expected to conduct themselves, on and off the job, in a
manner which affirms the worth and dignity of public service.
Excellence
. Employees are expected to strive to provide high quality service and to
'reduce barriers to services and itlforrnation.
. Employees strive for the very best possible results in all business
transactions rather than settling for what will meet the minimum acceptable
standards.
. Community expects us to provide excellent (quality service).
32
(Zt?-c J re eM 'J-.
City of Clearwater
Performance and Behavior
Management Program
. . . . a brief overview
I'
The Performance.and Behavior Management Program:
How was this Program Developed?
The Constructive Action Team (CAT) held focus groups consisting of approximately
10% of active employees (160 employees). Questions were asked regarding the participants'
likes and dislikes about the Guidelines for Disciplinary Action. Resp~nses indicated that most
participants believed that that system of discipline was ineffective. Using this information, the
CAT concluded that a major change was needed in the way the City managed employees'
performance and behavior. The team decided to develop a new program.
After developing a draft of the new programl additional focus, groups were held. Most
of the participants were the same employees who participated in the original groups. These
sessions were held to give employees the opportunity to give their concernst comments, and
suggestions regarding the proposed new program.
The information gained from these focus groups was used to fine-tune the proposal.
The Performance and Behavior Man.agement Program was then presented to the City
Manager for approval.
I......... . .i.~ 1yIo..,......I_,.,"".-e... .~ T'
.. ~'-." t...~.;...........:. ~~ ~~.....~.......:..--..r.~"I . \.' ",' . '. ~., Pl..
l : '.., . A'
... :" .",
'. .. "
Underlying Concepts
The program is based on three Primary Organizational Values:
Personal Responsibility
Integrity
Excellence
These broad categories were developed from team discussions of how to categorize
the Principles of Operation into specific performance areas.
The City of Clearwater Values and the Primary Organizational Values are also mutually
supportive.. A comparison of the basic tenets of these two documents demonstrates this
relationship:
Primary Organizational Values City of Clearwater Values
Personal Responsibility Caring
Well-Run
Future-Oriented Decision-making
Integrity Integrity
Excellence Outstanding Quality
The new program promotes the following concepts:
. Employees are able and willing to assume responsibility for their performance and
behavior on the job.
. The program requires the development and maintenance of good working relationships
between employees and their supervisors at all levels of the organization. .
. The skills necessary to use the program effectively can be learned. Like any skill, these
will improve with practice.
. Employees will work with their supervisors in determining how to meet the standards set.
Rather than having discipline done lito" them by their supervisors or the organization,
employees will participate in problem solVing to determine what the employee will do to
change.
I"'
, " ,
. . .,. ~ I .. . ~ ',' J'
...
HOW WILL WE BE READY?
,
T~~~;j;,k;i;~2::h;{iW!:\1I:ii;;,~;"r:'i';\'
:~:;f.~~;mn:!:{:~}1?1': t,,,,,,.,';y,.;/:::t';1 ;'.~ :,.; ::.':; '.:; '/ ...:
^~"'.~'~~,";.~' ..':..; i !,".!c:) ..;. .,:!. '. .
"'? ..../..;.~.~ :i..~.~;..:.ti<:h.I.:. '~~.' .". ..0:...... 'l'/ ::.~,
- .
!~~ji_ ~.( ,',' " . ..
j.~... .. tiij."-l-..' :,:;:...;:..~;:~..
~~ ~ , ~!.' :,:;,,:~:~"'''.i'..:: ~1 \.." ' "';~~"f:'
.;".. .' i;.i'I.~"I'."I',:, .,r'.'(,,':,,~.~"i"".I" J f!;.'.d....
~~:,~ ~:. :~: ':";, ~~>i~~~~~~\!~ ",~::~;{/:~~(:.;.<, :~.:-}~:. _. )]:!~
.,...J.....:.,....,.....''''''\,',.ct\,....,'...,..' " ...1/1"....
;:.i~ii;:.~~~l6~f~~~i}~E:l~l~i:.{i.;::l~~,;.~f;.i;:<:).:;':{~j.:r;l~i~j
There are many areas to consider in preparing the organization for this change. The
following steps are planned to occur prior to implementation of the new program on October 1,
1997:
. Development of department standards
· Ensuring that all employees are aware o.f and understand the standards
that affect them
. Formal training programs for all supervisors and managers (including
department directors)
· Newsletter articles
. Presentations regarding program specifics
. "Questions and Answers" opportunities
. Distribution of program book to all employees
· Giving supervisors and managers support and feedback regarding their
understanding and application of program
Information, trainingt support, and feedback efforts will continue after the program is
implemented. Over time, these actions will integrate the values and princiRles of the City into
the culture of the organization.
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OBJECTIVES
Session I
. Identify, describe, and analyze employee behavior
· Recognize, evaluate, and communicate expectations
. Describe gaps between behavior and expectations
. Effectively discuss issues with employees
Session II
. Develop action plans with employees
Session III
tI Coach and counsel employees using a 6-step model
. Adapt coaching and counseling styles for different employees
. " Look at own behavior and its effects on others
1
JUDGING WORDS vs. BEHA VIOR/PERFORMANCE WORDS
JUDGING WORDS
When thinking of an employeets behavior or performance, it is very common for
supervisors to use -judging- phrases or 'NOrds. These words do not convey much
useful meaning to an employee. Not only are they too vague but they also focus on
the person and not the behavior. They become "trigge~ words that set off a
negative reaction within the employee, often because they imply there is something
wrong with the employee. The following are a few of these types of phrases:
"
"Has a bad attitude, "
"Is always uncooperative,"
"Shows poor motivation,"
"Totally undependable, II
"Lacks confidence,"
BeHAV1QRlPERF()~MANCE WORDS
Words which describe behaviors or perfonnance, on the other hand, are clear and
precise. Two people reading the same description will both have similar
understanding of what has occurred (Tom was 15 minutes late on January 14th and
12 minutes late on January 16th). Words describing behaviors do not indicate an
inferiority or lack about the person himself; rather they indicate actions or nonw
actions the person has taken 'vVhich are not up to expectations.
2
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1- ..did>. __._
.......oll..
"
J' ".
CASE SCENARIO: MARY
Mary is an old-time employee who lacks
drive, confidence, and ambition. She shows
her negative attitude every time the division
goes through any changes. Her co-workers
consider her undependable. Her supervisor '-
Phil sees her as a lazy, marginal employee. ( '\
Employees pass remarks about this at the office. Mary is a clock watcher
leaving right at 5 o'clock. Her absenteeism and lateness records
categorize her just shy of being an abuser. She rarely initiates anything
and is the division "naysayer."
Rewrite the scenario here:
3
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-
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r
~ ----
"
j'
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i'. ". . ..~ .
A Key to Success: Commitment!!!
The supervisor's commitment includes
working with the employee in:
. encoiJraging accomplishment
. offering assistance or training
. monitoring success
. altering the plan of action as circumstances dictate
The employee is
. responsible for:
. cooperating
. participating
. Initiating t~e desired change in performance or behavior
4
..:::J:::.......l
---
----.q ~
, ',;' '. -, ,_I
THE GAP - the difference between
What is desired
(EXPECTA TIONS)
and
What is seen
(PERFORMANCE or BEHA VIOR)
What expectations do you have for Mary?
What is her current performance or behavior showing?
What is the gap between these expectations and her
performance/behavior?
5
. 'J,. 1
THE MEETING:
CREA TING THE ENVIRONMENT
· TIME OF MEETING:. Infonn the employee that you would like to discuss
some WJrk issues at a specific time. Reserve enough time to be able to
discuss your concerns in a thorough manner. Make sure the time is convenient
and will not hold the employee over the normal workday. Additionally, the time
should be set up so both the supervisor and employee are fresh.
· LOeA TION OF MEETING: Select a place that is free of interruptions,
quiet, and comfortable. Do not accept phone calls during the meeting I The
room should be private. Arrange the room so that the employee and supervisor
can sit next to each other. Since writing will be necessary, paper and writing
implements should be available. Avoid formal environments that reinforce rank
or position.
. NOTIFY THE EMPLOYEE: Notify the employee of the meeting in
advance and in private. Take care not to attract other employees' attention to
. the fact that you have behavior or perfonnance concerns .regarding a certain
.. employee. Maintain the employee's right to dignity during the process.
6
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.. . ."".~ ....~ ,
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6 Step Proces~
in Brief.....
1. State the Performance or Behavior
. Issue in Detail Step 1: State the
Performance or Behavior
2. State the Impact to the Issue in Detail
Organization
5. Outline the Consequences ff the
Action Plan is Not Successful
3. Discuss Root Causes
4. Discuss and Develop an Action
Plan for Change
6. Set a Follow-Up Date to Review
Progress
Ste~ 2: State the Impact to the Organization
.,
7
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-
Step 3: Discuss Root Causes
Use effective listening skills!!!
LISTEN
PROBE
REFLECT
1f/..poor listening habits \lOU want to avoid:
. Listening faster than someone can speak.
. listening primarily for facts rather than for ideas.
. Letting certain \NOrds, phrases, or ideas prejudice you against the speaker.
. Interrupting the speakers train of thought.
. Going out of your way to avoid hearing something which you think \YOuld take
too much time and effort to understand.
. Deliberately turning your thoughts to other subjects.
. Judging a person by his or her appearance or delivery rather than listening to
what is said.
. Trying to make someone think you are paying attention when you really are not.
. . Being distracted by outside sights and sounds.
. Writing do'M'l everything a person says as the conversation progresses.
B
r
..
. .. ~ ':
. . ." , .
",' ,
I .
Conversation
Stoppers
,.
If I were you.....
What you say just isn't so.....
This is what we're going to do.....
If you did this.....
If you did what Jim did.....
Fine, but....
When I had your job....
9
.'
"Why did they do that that????"
A Checklist for Supervisors
In looking for the root causes of the behavior or performance issue,
there are several areas to explore. A listing of these areas can be
useful to you as a kind of checklist when determining root causes. You
can use these areas to ask questions, both of yourself and with your
employee. These areas are given below, along with descriptions of
what each area involves.
~
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. They Don't Know Why They Should Do It The employee has a "don't
care" attitude because they don't see the "big picture" or how their perfonnance
is essential.
. They Don't Know How To Do It The employee has not been taught or
has not retained information on how to accomplish the task or process.
. They Don't Know What They Are Supposed To Do. The employee is
guessing at tasks are to be done or what is expected of them.
. They Don't Think The Supervisor's Way Will Work. The employee
. has never C1bought into" the method or process.
10
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Priority. The employee has assigned the task a different priority
designation than the supervisor.
They Think They Know Better. The employee believes his or her
solution will work just as well or better.
They Believe They Are Doing. It The employee sees the
situation differently than the supervisor.
They Are Rewarded For Not Doing It The employee
benefits from not doing the task even though the supervisor may
not realize this is taking place. .
They Are Not Sanctioned or Punished For Not Doing It The
employee does not anticipate any negative action for not doing the task.
They Have Obstacles Beyond Their Control That Prevent
Them From Doing It The employee has circumstances that
prevent completion of the task.
11
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. . . ~ _.~. .............., ~ .... ;
. .
. They Have Limitations That Prevent Them From Doing
It The task or process is beyond the employee's present
knowledge or development.
. They Have Personal Problems That Prevent Them From
Doing It. The employee has personal issues that are significantly
impaded the employee's job perfonnance or behavior.
! .
. They Can Not Do It Because No One Can Do It. The
expectations or available resources make completion of the tasks
impossible to complete regardless of ability. .
Remember, if there are admissions of great stress, addictions.
financial or marital problems. you can offer to help direct the employee
through the City.s EAP provider or other City offered services.
12
.-
,
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I .
Step 4:. Discuss and Develop an Action Plan
for Change
Step 5: Outline the Consequences if the
Action Plan is Not Successful
Step 6: Set a Follow-Up Date to Review
Progress
. .
. 13
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14
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Action Plans-
How E:m.ployees Can Do
U7hat They're Supposed To Do!
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Organizational & Employee Development
y
.. ~. . . . ".'
. ':
. Identify, describe, and analyze
employee behavior
Course Objectives
What To Do . . . Series
Session I
. Recognize, evaluate, and communicate expectations
. Describe gaps between behavior and expectations
. Discuss effectively issues with employees
Session II
. ,.-
. Understand why action plans work
........ .
. .-
......~.. .
. Understand how to use action plans
. Develop and construct action plans
with employees
Session III
. Coach and counsel employees uSing a 6-step model
. Adapt coaching and counseling styles far different employees
. Look at own behavior and its effects on others
I'
~
C,' :
. . 01 . ': o'c. : . :, c. '~. K'
6 Stell Process
. in Brief.....
1. State the Performance or Behavior Issue in Detail
2. State the Impact to the Organization
3. Discuss Root Causes
,4. Discuss and Develop an Action Plan for Change
. 5. Outline the Consequences if the Action Plan is Not
Successful
6. Set.a Follow-Up Date to Review Progress
2
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THE MEETING:
CREATING THE ENVIRONMENT
. TIME OF MEETING: Inform the employee that you would like to discuss
some work issues at a specific time. Reserve enough time to be able to
discuss your concerns in. a thorough manner. Make sure the time is
convenient and' will not hold the employee over the normal workday.
Additionally, the time should be set up so both the supervisor and employee
are fresh.
. LOCATION OF MEETING: Select a place that is free of interruptions,
quiet, and comfortable. Do not accept phone calls during the m,eetingl The
room should be private. Arrange the room so that the employee and
supervisor can sit next to each other. Since vvriting will be necessary, paper
and writing implements should be available. Avoid formal environments that
reinforce rank or position.
. NOTIFY THE EMPLOYEE: Notify the employee of the meeting in
advance and in private. Take care not to attract other employees' attention
to the fact that you have behavior or performance concerns regarding a
certain employee. Maintain the employee's right to dignity during the
1
process. '
3
, '_. _. '" ... ,;1._., .,! _~.~;.;., 'to' ~..... ..~ ,--. .
~
\.. ~.'.;. ',.~ .
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JUDGING WORDS Vs.
BEHA VIOR/PERFORMANCE WORDS
"Judgitlg" Phrases or Words:
. do not convey much useful meaning to an employee
. too vague
. focus on the person .and not the behavior
. are "trigger" words that set off a negative reaction within the employee
Words Which Describe Behaviors
or Performance:
. are clear and precise
. two people reading the same description will both
have similar understanding of what has occurred
. do not indicate an inferiority or lack about the person himself
o they indicate actions or nonR3ctions which are not up to expectations
I
. i
4
"T
~
,.
THE
GAP
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." n
---n-
the difference be~een
What is desired
(EXPECTATIONS)
and
..
What
.
IS
seen
(PERFO~ANCE
or BEHA VIOR)
5
-..-
~
:) ~ >:; '. .
Understanding "Why"
Action Plans Workl
,
I
I
\'W
I
In spite of decades of searching for a system in ~
which employees are given responsibility and held \----. /
accountable for their performance and behavior, "v/
most governmental entities and companies have made little progress.
Progressive discipline programs have been the most commonly chosen method
used as a deterrent to and method of changing unwanted behavior. Yet, these
programs have had very limited success in most organizations.
.
One method of change that has been found to be successful is to utilize action
plans to assist employees in working on performance and behavior issues. This
program will give you a greater understanding of what action plans are, how they
can be used, and how to create an action plan with an employee.
Before we begin exploring how to use action plans effectively, let's have a quick
review of the process we recommend to address the issue of performance or
behavior with an employee:
.
.
.
.
.
.
6
,-
,
I~ "/.. >.' . ~
Approaches To
ChanQing Behavior
In the past, supervisors tried to make performance or
behavior issues disappear through quick fixes. Often,
however, they "did not fix," Instead, the underlying
causes of the problems were never addressed, and
problems continually resurfaced or continued, sometimes
for years.
Today. supervisors are seeking techniques and programs that have positive
. results, while being user-friendly. By employing uKiss" we eliminate one of the
greatest barriers to success - having an employee say, III do not understand
this." Tips to remember when implementing techniques and programs are:
1. People work for people - not organizations.
2. Employees must find their activities practical, relevant, and useful if
they are to be concerned.
3. Items written down. included in a plan, and acknowledged by
signature rise on an employee's priority list.
7
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. . ,- .. a ~,..._o........ 'I'.~_""'~'" ~ ~ '_"
~ -----d::....
-
Understanding How To Use
Action Plansl
Personal improvement, as well as performance or
behavior improvement on the job, needs more
. than words to guarantee success. You need a
plan to follow - a guide to direct your efforts and
measure your progress I
How Action Plans Fit In The Process
When trying to improve an employee's work
performance or behavior, the supervisor must first
discuss with the employee the difference between
the expected performance and what is actually
being accomplished (aka the GAP).
The solution to all problems Is defining the
problem and
then setting out a plan
of act/on to solve It
After identifying one or more of the ROOT
CAUSES with the employee, the supervisor and
employee will discuss the alternative courses of
action. The employee (with the input and
approval of the supervisor) will then commit to a PLAN OF ACTION. At this point,
both individuals have committed to specific responsibilities:
. The SUPERVISOR'S COMMITMENT includes working with the employee in
encouraging accomplishment, offering assistance or training, monitoring success and
altering the plan of action as circumstances dictate.
.
. The EMPLOYEE IS RESPONSmLE for cooperating, participating, and initiating
the desired change in performance or behavior.
KEY CONSIDERA TIONS WHEN WRITING AN ACTION PLAN INCLUDE:
8
Ad~
J'
Writing Action Plans:
A Step - bv - Ste~roach
Step 1-/nitiating The Statement
Before writing the statement of what the desired
outcome is, the supervisor and employee should
consider:
. What is the desired behavior or performance
change?
. Is it realistic and achievable? How long will it take to achieve the result?
The statement should be written in the "first person" beginning with "I." The
statement should be written to reflect the specific desired change or area of
concern. On the form, this statement will be at the top of the document.
Step 2- Agreeing On The Action Steps (Tasks)
Next, ask the employee to explore IIWhat will I need to do to change my overall
behavior or performance?" The supervisor and employee can discuss how
progress toward the stated desired outcome can be measured or observed (how
much of the gap has been closed so far?).
Each action step or task in the plan should be written so that it can be measured
or evaluated. The focus, for both supervisor and employee, should be on the
output (results), not the input.
Questions that should be on the supervisor's and employee's mind are:
. What results will be achieved by this action?
. Will this action move us in the right direction (toward the desired outcome)?
. Are realistic target dates being set?
. Are periodic review dates included in our plan (to give an opportunity to
review progress and modify the plan or revisit certain issues as necessary)?
9
Writing Action Plans:
A Step ... bv ... StetLARProach
Step 3- Insuring It Will Be Done
(continued!
This step can be categorized as "follow..up".
It is the process of finding out whether the employee is doing what he or she has
agreed to do, and if not, why not. Also, are the actions being taken leading
toward the desired results?
**************
During the development of the action plan. both parties decided "How will it be
monitoredr. Also. the parties considered "Are monitoring dates realistic and
~P"''''' ........ .........., ....M ..... I........... .h... ....h......,.U'.. ...u......... ""," .,.~,..\,.,,,
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Now, during the follow~up session(s), the supervisor and the employee will
assess progress by reviewing the following areas together:
. What was to be done?
. How much has been done?
. What should the desired result look like by this time?
. How does it look now?
10
: '.
Creating The Action Plan
I .
I
The following are points to remember when
creating the action plan:
The Role of The Supervisor
The supervisors role is one of a coach or facilitator. The supeNisor is an integral
part of the process. However, the supervisor should not control and dictate how
the plan is written.
Two expectations of the supervisor are:
. Willingness to offer assistance throughout the process
. Acceptance of responsibility for being a partner in the development of
the strategy (action plan steps) to be taken by the employee to reach
the desired outcome.
The Role of The Employee
The employee's role is one of commitment to accept responsibility and
accountability for one's actions and performance.
Three expectations of the employee throughout this process are:
. Cooperating throughout the process in the identification of root
cause(s)
. Willingness to agree to a set of actions necessary for changing results
. Giving his or her best effort In following through on the action plan
11
. .., .
Examples.To Review and Practice
Let's look at an action plan on page 13 that was
developed for Martin Murphy.
Martin Murphy, a painter, is an employee in Public Works who
works very slow and does not produce the volume of work
desired.
"'~UAA Success is due in large part to your personal vision ~UAAA
Now, Let's work in our small groups on practicing developing an
action plan for Lois Recklis.
Use the blank form on page 14 to develop your action plan.
Lois Recklis is a staff assistant for the
, City Clerk's Department She often. turns
out poor quality work with numerous
errors.
12
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Desired Outcome:
Action Steps/Start DateslReview Dates:
14
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n.esired Outcome:
Action Steps/Start Dates/ Review Dates:
15
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Action Plans Have Great Flexibili~
'77!Tl
~
Action plans can be used for many things. Can you think of a
variety of ways you can use action plans? Think of a personal
issue or work-related behavior that you can write below to use
in structuring an action plan for yourself.
Personal Action Plan - Practice Area
Action Plan
You can incorporate the above ideas into separate action statements that reflect on a
plan for utilizing performance improvement action plans. Using action verbs. construct
a statement that will explain how you will implement your idea in observable terms.
Some of your action items may be immediate in nature. while others may not. State the
dates you wish to review your progress.
Sample Action Verbs
Describe
Tell
Accept
Choose
Demonstrate
Talk
Evaluate
Execute
Recommend
Change
Prove
Handle
Sample: I will discuss with my employees the need for more communication about what we
want to accomplish through performance reviews. I will institute, quarterly perfonnance
appraisal discussions. I will chart a monitoring process as soon as I return to the worksite.
16
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Writer's COl'lJer-
Words That Can Help In
Writing Action Plans
Adjectives
accurate, adaptable; adept, alert, ambitious, analytical, articulate
capable, challenging, charismatic, thinking, competent, complete
composed, concise; confident; conscientious, constructive
consistent, cooperative, courageous, courteous, creative
decisive, dedicated; definite, dependable, determined, diligent, discreet; dynamic
eager; effective, efficient, energetic, enterprising; enthusiastic, excellent
exceptional, exciting, extraordinary, fair, fine, flexible genuine, great
hands-on, harmonious; helpful, honest, imaginative, important, industrious, ingenious,
innovative, involved, keen, knowledgeable, logical, loyal, mature, meaningful, motivated,
objective, observant; open-minded, optimistic, organized, outstanding
patient, perceptive, perfect; persevering, persuasive, pleasant, poised
polished, positive, practical, precise, productive, professional
progressive; prudent, punctual, realistic, reliable, resourceful, respectful, responsive
self-confident, sincere, sound, special, state.of~the.art, stimulating
strong, successful, superb, superior; supportive
tactful, thorough, trustworthy, truthful, understanding, unique, utmost
valuable, versatile; well~liked, worthy
17
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Writer's COl'oer-
Words That Can Help In
Writing Action Plans (Continued)
Action Verbs
accomplishes, achieves, acquires, acts, adapts, adjusts
administers. advises. analyzes. anticipates, applies, approves, arranges, articulates
aspires, asserts, assigns, assists, assures, attains, authorizes, builds
calculates, carries out. challenges, checks, coaches
commands, completes, comprehends, conducts. considers
contributes. cooperates. coordinates, copes. creates
dedicates. delegates, demonstrates, determines. develops, directs
discusses. displays, disseminates, distinguishes
effects. elicits. emphasizes. employs, empowers. emulates. encourages, enhances,
enlightens, enriches, establishes. evaluates, excels
exhibits. expects. explores, expresses
facilitates, focuses, follows-up, foresees, formulates, fosters, fulfills
gains. generates, gives, grasps, guides, handles, helps
identifies, implements. improves, influences. initiates, inspires, insures, interacts,
interprets. investigates, knows. learns, maintains, makes. manages, meets. motivates
negotiates, observes, obtains, optimizes. orchestrates, organizes, overcomes, oversees
participates, perceives, performs. plans, possesses, practices
prepares. prevents. processes. promotes, provides, pursues
realizes, recognizes, recommends, reflects, reinforces, relates, relies. represents,
resolves, responds. reviews. revises
schedules. secures. seeks, serves. shows, solves, stimulates, strengthens, strives.
submits. supervises, supports, sustains. thinks, trains. treats
understands. uses, utilizes. verifies. vitalizes, weighs
18
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NOTES
19
.
ore. SpeOKI ':j
more.. h I qq'7
Introducing..... .
the Performance and Behavior
Management Program!!!!.
The Performance and Be-
havior Management Pro-
gram will be implemented on
October 11 1997. This pro-
gram will replace the current
Guidelines for Disciplinary
Action and will apply to all
City employees.
Beginning this month1 we will
discuss various aspects of
the new program in this coJ-
urnn. This information will
help you to understand how
the program will work and
how it will affect you as an
employee of the City. let's
start with some background
information... .
Who Did This and Why
The program was designed
by the Constructive Action
Team (CAT). This team was
created in 1995 and is made
up of members from many
departments in the City (a list
of team members is given on
page 2). The team members
have met once or twice a
month since 1995 to develop
the new program.
to refine the proposal, \\tIich was
then presented to and approved
by the City Manager. The result
of these efforts is the new Per-
formance s.nd Behavior Manage-
ment Program.
Program Comparisons
80th the current and the new
programs have standards of per-
formance which employees are
expected to meet. However, the
philosophy under which each
program operates differs greatly.
Let's look briefly at the concepts
under which each system oper-
ates.
-,
. .
InitiaUYl the team- began look-
ing at the current disciplinary
program with the idea of im-
proving it. Using focus groups
conducted by team members1
approximately 10% of City em-
ployees were asked \\'hat they
liked and didn't like about the
current system. It became ap-
parent from the focus group
information that mere tweaking
would not overcome the prob-
lems with the current system.
The team. therefore, em~
barked on research and devel-
opada p~oPos~l.f9r a n~~y :,~.The ~ew progr~m is .~as~~ o~
to manage employees1 perior- _ _ ~~~pts fo~nd In pOSitive dIS~I~
manes and behavior. . This pllna. team building, and good
proposal was presented to em- communication and relies on the
ployees. again in focus employee accepting responsibil-
groups. The feedback from ity for meeting job standards. In
these focus groups was used this program, supervisors and
employees will \YOrk together to
The current system is'a' progres-
sive disciplinary system, which
relies on the use of punishment
(such as written warnings and
suspensions) to get employees
to do v.nat they1re supposed to
do. This punishment increases
based on the severity or fre-
quency of occurrences of not
meeting standards. Continued
violations of the standards may
result in termination of employ-
ment.
a\je~
r
-~
bring the employee's behavior
or performance up to the ex~
pectations of the work groupts
standards. The fOCUG will be on
improving performance or
changing behavior rather than
punishment.
More information will
follow in April!
*****""'.11*
.C'AT:..M:~.~'be.f~\:'.
.. .', ..' . ..'. .~".
Sue Highsmith,
Human Resources
Rick Ebelke, Human Resources
Anna Fierstein,
Human Resources
Muhammad Abdur Rahim,
Public WorKs
Larry Browett, Fire Department
Dave Hawkins, Fire Department
Jim Maglio, Solid Waste
Randy Costenbader, Police
Glenn Perry, ParKs & Rec.
Leslie Dougall-Sides, Legal
Ken Gilmore, Engineering (WPC)
Eleanor Braland,
Human Relations
Cynthia Bender, OED
Pamela Skynne, OED
Group Facilitation
Skills Training
The Office of Organizational &
Employee Development (OED)
is offering a special opportunity
for 20 individuals I If you have a
need to or desire to facifitate
QrQup meetings and want to im-
proVe your skills, you may want
to compete for a spot in this
program.
Full day classes will be held on
March 21, April 11, and May 2.
In addition, there will be asslgn~
. ments where you will use the
classroom training in on-tf1e.job
applications between class
meetings.
Who should apply? Any em-
olovee who likes people. likes to
help teams achieve. is- comfort~
able in a leadership role, has a
desire to leam new skills, and is
willing to invest the effort and
the time. This includes depart-
ment directors as well as line or
staff employees.
The goals of the program are as
follows:
· Improve participants' skills at
facilitating group gatherings
and meetings.
o Strengthen team leadership
by adding t~e Ufacllitative-
processes
. Create more productive
teams and team meetings
· . Strengthen decision-making
and planning
. Increase participants' ability
to help teams present ideas
and share information in an
Interactive way
· Increase the confidence of
leaders of groups
. Provide an intentional, con-
sistent, effective approach to
facilitating groups.
In the future, employees who
participate" in_ this program may
be asked to assist in facilitating
focus groups;. special project
teams, or special program activi~
ties.
How do you apply? 'By March
10t send a one page memoran~
dum to the Office of Organiza-
tional & Employee Development
stating
. why you want to attend the
training
. how you plan to use it
. what skills or traits you pos-
.sess which will help you to
be a group facilitator
. your opinion as to why this
program would be valuable
to the City.
Make sure to Include your name,
your department, your supervi~
sor's name, your City phone
number, and your supervisor's
phone number.
Both your Supervisor and your
Department Director will be con~
suIted as to your availability jf
you are one of the finalists.
Please provide .theryt with.a copy
of your memorandum to OED.
If this program is successful we
will consider training anotlher
group of employees next year.
.
a r5' Spe~kltlj
R p'" i f It:} q 7
P.LE.---
What Does It Mean. to Me?
In the last issue, we began to
explore the new Perfonnance
and Behavior Management Pro-
gram. We discussed how the
program was created and some
of the major differences in phi~
losophy between the current
dJsdplinary system and the new
program.
This month, we will continue to
,look at the new program. We
will start with the premises the
program is built on. The under-
lying foundation of the program
is having meaningful expectaw
tlons for perfonnance and be-
havior. Some of these expec-
tations will apply to all City em~
ptoyees, while others will be
specific to a department or work
group.
These expectations, or stan-
dards, will be clearly defined so
that they will be understood by
all employees who are affected
by them.
When considering how to de~
fine expected behavior and per~
formance, the Constructive Ac-
tion Team (CAT) dE:lcided to
look at the City's Principles of
Operation as a guide to the
values of the organization.
take in meeting the customer ser-
vice needs of the City and the com-
munity our organization serves.
We take full responsibility for our
conduct and job performance and
are committed to fulfilling all of our
responsibilities to the very best of
our ability.
Integrity
As public employees representing
the citizens of Clearwater, we are
committed to the highest standards
of personal and professional in-
tegrity. We will communicate
openly and continually demonstrate
honesty, fairness, and respect for
others in every action we take. We
The outcome of this review '_ will afv!ays do what is ~thically right
. re and treat everyone 10 the same .
vealed three Primary Orgamza
lional Values: - manner as we would like to be
treated ourselves.
P.I.E.
Personal Responsibility
Integrity
Excellence
Excellence
As City of Clearwat~r employees,
we have an obligation to provide
the highest quality of service to our
customers at all times. Our per-
When developing departmental sonar commitment to excellence in-
standardst work group members valves constantly seeking opportu~
can use the Primary Organizational nities to develop our job knowledge
. Values to consider how each of and skills and continually improving
these values might be renected in the City's ability to meet the needs
performance and behavior. of the community we serve.
These Primary Organizational Va/~:
ues are defmed' in greater detail
below:
Personal Responsibility
As City of Clearwater employees,
we recognize that we are person-
ally accountable for the actions we
.......................
. ~~ r. Member: l!p.cJ.at~ .
George Koder. Police was not
listed last month - apologies I
We mlcome new member
Sgt. Tom L. Miller. Police
C)Ve. 'r
Do You Have Questions
about the New Performance
and Behavior Management
Program?
If so, write them doVv'l1 and send
them to :
CAT
c/o Cynthia Bender, OED
We will ansVler some of these
questions in upcoming issues
of Organizationally Speaking.
::j.,~,,;::;;~;..i:;;<~}': :r~:<>!::-.::.~'i.:. .:\; ? ;~:':..
What to DOmSeries
Continuesl
The What to Do...series is de-
signed to develop the skills
necessary for supervisors and
managers to effectively man-
age employees' work perfor-
mance and behavior.
The skills taught can be useful
to all supervisors, regardless of
the department they work for or
the type of processes the orga~
nization uses for discipline,
performance appraisal, etc.
The series consists of three
classes, each of which builds
on the information learned in
previous classes. Although the
series is geared toward super-
visors and managers, open
sessions can be attended by
other employees with supervi-
sor approval.
The next series will begin in
1- .........".,,,.
May. with classes
- for What to Do
When Employees
Don't Do What
They're Supposed
To Do (Part J)
planned from 8:30
am to 4:00 pm on
the following
dates:
May 5th
May 6th
May 27th
May 28th
May 30th
Part II (Action Plans) and Part
III (Coaching and Counseling)
will be scheduled during early
summer.
.,~~,....,....,.~,..
Group Facilitation
Skills Training
This program was announced
in the previous issue. Due to
changes in the meeting datest
we have extended the appli-
cation deadline to April 4,
1997.
The first of three full~day
classes is scheduled for April
18th. The other-two' cfasses
are sCheduled for May 16th
and May 30th.
c..........~
: SPRING IS IN THE AIR - .
. .
. NOW is a Great Time to .
.. Plant New Ideas .
: and Learn New Skillslll :
. .
. .
. Highlights from the .
: April Training t .
.. Calendar: .
.. .
. > Goal Setting .
: (Dr. Michael Lillibridge) .:
.. .
. > New Age Thinking .
. .
:> Effective Listening ::
: > Fundamentals of ::
. Writing .
. .
. > Sharpen Your .
: Professional Image ::
. .
.> Techniques of .
. Supervision .
. .
~A....'."'..'A....'.A"."'A~. ~
.. .
. .
. .
_For information on any of.
t the programs listed on:
_this page, contact OED.
: (Organizational & Em- t
. ployae Development) at..
_: 462-6872. ... _ :
. .
. NOTE: .
. <t:
(f- Our new number after.
~ April 9th is 562-4070. :
J.:MI-..........c
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,.
. . . ~ \' E '. . c. " ~
Human Resources Strategies
1. Complete the development of a new P9sitive P~rlormance Management PrOEram during
FY 1996-97 and begin operation of Jhe program no later than October 1. 1997.
. .' d." Conduct meetings with management staff of city departments to
develop an understanding of the scope and nature of the project.
Feb., 1997
Conduct meetings with Union representatives to develop and
understanding of the scope and nature of the project.
Feb., 1997
Compile list of .intolerable acts (behaviors or performance that
'will not be tolerated and would be terminable immediately)
March, 1997
Develop a cadre of twenty (20) employees to function as group
facilitators in the development of department standards.
Mar.-May,1997
Develop department standards, using trained group facilitators
June, 1997
Review all standards and provide feedback to departments.
July, 1997
Compile organization-wide standards
Aug., 1997
Coordinate with all City Departments communication pr~
cesses to inform aU employees of standards, using a variety
of delivery techniques.
Sept. 1997
Implement Positive Performance Management program
Oct., 1997
.. "
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eM V R .i
CITY MANAGER VERBAL REPORT
March 31 Worksession
QTIINCENTIVE PROGRAM
The Qualified Target Industry (QTI) tax refund program is one of Florida's most direct
economic development tools. Under the program, local governments-counties or
cities-can partner with the state to attract high value added businesses.
To qualify, a company must:
. Create at reast 10 new jobs. If the company already operates in the CitYl it must
expand by at least 10%.
. Pay an average annual wage (excluding benefits) that are 115% of the area
. average wage. In Pinellas County, the average wage is $13.16/hour. Thus the
average wage to qualify is $15.13.
. Show that the jobs.created make a significant contribution to the area economy in
targeted industries.
. Demonstrate that the tax refund is necessary for the company to locate or expand
here.
o Apply prior to making a decision to locate or expand here.
The maximum refund of state taxes is $5,OOO/job over five years with payout starting
after the first year. The maximum local grant would be $1l000/job over the span of the
agreement. Under certain conditions related to the number of jobs, Pinellas County
would agree to pay half of the local share.
The Program operates as follows:
. Refundable state taxes include corporate income, sales and excise, ad valorem and
documentary stamp taxes.
. To participate the City must commit to match the state's tax refund on a 1
(Clearwater) to 4 (state) basis. The City Commission must pass a resolution
supporting the application and pledging its share of the refund.
"
I
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· The annual refunds are limited by the amount in the state's Economic Development
Incentives Account. .
The first hypothetical example would be XYZ Industry of the Mind relocating to
Clearwater. They pledge to add immediately 100 new jobs paying an average of 150%
of the country average wage. Because of their tax situation the company qualifies for
the maximum tax refund. The City's share of the incentive would be $20,OOO/year for 5
years [$10,000 if the county paid half].
,.
A second hypothetical example would by ABC Technology that wanted to expand its
business by 50 new jobs paying 150% of the county average wage. Because of their
tax situation the company's tax liability the refund amount would be $3,500 per job.
The city's share of the refund would be $7,OOO/year for 5 years [$3,500 if the county
paid half].
.~
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From:
d ---ta......:.~ ~_..~...I--ot.:..-
73dT
Betty Deptula, City Manager
.)
Tina Wilson, Budget Director c:
~{tlearwater
_ ~~', . , r....
u
Interoffice Correspondence Sheet
To:
cc: Kathy Rice, Deputy City Manager
Bob Keller, Assistant City Manager
Date: March 25, 1997
RE: Public Input Meetings.
r like the idea of having several community meetings during the budget process. This is
something that wehave not done for a few years, and offers a means of receiving citizen input
other than at th~ regularly scheduled public hearings on the budget.
I think we could use these meetings to:
1. Provide the Commission with an opportunity to Mshare the vision" with the citizens,
and possibly discuss some of the strategies we are developing for Economic
Development, Tourism, and our other areas of focus;
2. Discuss planned Penny for Pinel/as (if approved) and other planned Capital
Improveme'nt projects for the geographic areas;
3. Provide specific brochures and visual information for strategic departments such as
Police,.Fire, Parks & Recreation, Community Outreach, and Tourism;
4. Provide a question and answer session to receive citizen input for the proposed
1997/98 and possible future budgets.
Probably the best means of advertising these meetings is in the newspaper. The
Information Management Department will do press releases once we have established
meeting dates and places. Although not budgeted, we can also place specific newspaper
advertisements in the Tampa Tribune. Of course, we will advertise the meetings on c-
View and we can get the information out on the kiosks and the internet.
I have checked with graphics, and other departments have already coordinated the use of
stuffers in April and May, so the first opportunity for advertising by this means is June,
which is too late.
If you have any other thoughts, please let me know.
.-.,-_of;' ,... ".,.' "'" ... ".
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CtJ-.L ~
MEMORANDUM
TO:
City Commission
~
FROM:
Betty Deptula, City Manager
SUBJECT: Monthly Meeting with a Commissioner - "First Saturday Proposal"
DATE: March 27, 1997
I will schedule at the March 31 Work Session a discussion item on the request by
Commissioner Clark to schedule a meeting once a month for citizens to talk to a
Commissioner.
Proposal
1. On a 6-month trial basis, City Hall will be opened to the public on the 1st Saturday of
the month beginning May 3, 1997.
2. The hours of operation would be 9:00 a.m. to 12:00 noon.
3. The staffing would include: One Commissioner on a rotating basis; the City Manager;
One Representative from the City Manager's Office staff. Management would not sit
in on meetings, but rather be available to assist if requested by Commissioner or
citizen on an individual basis.
4. Information Management to provide a strategy on how to notify the public. This
would include C- View, bill stuffers, press releases, etc.
Pros Cons
1. Commissioners meet with citizens 1. . Another time constraint on already
whose schedule does not permit active calendars.
them to meet with them during the
normal work day. 2. Another way for some citizens to
monopolize the Commissioners
2. Commissioners will be able to time.
inform citizens one~to-i)ne on
projects going on in the city or 3. Staff will have to adjust schedule to
neighborhoods. attend on Saturday.
3. Commissioners will be able to 4. Commissioners will have to compile
tackle issues face-to-face. information for fol1ow~up.
PINELLAS
PLANNING
COUNcu..
~
Cbr 5 AGENDA MEMORANDUM
.",.....-.
, IAGENDA ITEM: VI A.
~
I_DATE: March 19, 1997
j
ISUBJEcr:
Revised/Consolidated Hearing Notice
yo - -. 1
RECOMMENDATION:
Council Receive and Review Revised Hearing Notice
(Infonnation Only - No Action Required)
~~
J
BACKGROUND:
Notice of Public Hearings for Countywide Plan amendments involves both a newspaper advertisement and
penonal notice to the property ownedrcpresentative, local government with jurisdiction and all other local
govemments in the County. The submission requirements and procedures for public hearing are spelled out in
PPC Resolution No. 96-2, a copy of which is ntaelled.
At the Febnwy, 1997 PPC meeting a question arose con~_ the notice provided a property
ownedre~tative relative to the provisio ii;tCDi&,~z)~1ii~~ftlie
. _...... n order to address this Issue, Suualuw ~~~~~~J~..noticeprovided
.~pexsm18l bbdoe. This R'Vised not:ice references the legal advertisement. the submission and
requirements as contained in PPC Resolution 96-2 and a preliminary draft copy of the suM report as
it is initially distributed to PAC. A sample copy of this notice and attachments accompanies this memorandum
for the Council's Wonnation.
.
The revised notice has been reviewed and determined adequate by legal counsel and put in place effective with
the March meeting. ()..il ~ /J rl--r:
.~S~ ~
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s'J;~
COUNIYWIDEPI.ANNIN
ActiON:
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ll. The Record
A Automatically Included in the Record. The following documents shall
automatically be included in the record of the hearing before the Council:
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a. Continuing Record of Qualifications. The Council shall maintain a file
with the most recent copies of resumes previously filed with the Council by
Council stafl'; CoW1cil consultants. and agents speaking on behalf of proponents
and opponents.
b. Application. The applicant shall make application as provided in the
procedures established by the Cooocll.
c. . Prelimimuy Staff Report. No less than 14 days prior to the public
hearing, Council staff shall complete and make available for public inspection a
preliminary staff report and recommendation.. This preliminary report is subject
to refinement and amendment based upon PAC review.
B.
d. ~' -~ _.-'_..~ _..,~.~T,'~ThefinalstaJf.. - "and.
recommen on completed =ail~tpw;nc..mspecti~ 1atU'~'
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1'......t,-r.I'\J..,pnor to th~ hearing b~lO(C !h~" ~un~ .
e. Written Presentation. _pOOrlCrmesaiCduretput)1ic~'
~ ~~.~.~unciI,'any app'li~.p-!ypont;:nt..or opponent may submit any
written~c;nt:s~. .evidence,: explanations. studies. reports. petitions or other
dOcumentation:foi--COnsideriWon by. the CoWlCil in support of or in opposition to
the application.. All written submissions must be on 8~ x 11 inch p~
_JYlllJxl,accepted by.the Council at its hearing unI~.. ~
comments sutfnt~~~=P~~~a~~ :te1:~t~~1-~~rdY;:1~
meeting as provided below. .' ."
Items Which Shall Be Placed in the Record. The following shall also become part of
the record after the hearing by the Council:
1. Any additional written or documentary evidence pennitted by the Council to
be filed at the date of the hearing as provided above.
2. The minutes of the hearing before the Council
3. Any 'written comments and documents previously entered into the record at
a prior Council meeting on the particular matter.
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South of State Road 60 to North of Enterprise Road,
Pinellas County
State Project No: 15150..1595
Work Program Item No: 7117210
Public Information Open House
March 10~ 1997
Clearwater High School
4:30 P.M. until 8:30 P.M.
~j3()
Florida Department of -Transportation,
District Seven
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WELCOME...
WelC9me to this evening's meeting to review the US 19 Design Study. The three main objectives
of this meeting are: .
1. To inform all interested groups and individuals about the background and status of the
US 19 Design Study;
2. To answer questions that groups or individuals may have about the study, and;
3. To give groups and individuals the opportunity to share comments, concerns, and
suggestions with representatives of the Florida Department of Transportation.
MEETING FORMA T
Tonight's meeting is an informal or "open house," session and will take place between 4:30 and
8:30 p.m. A formal presentation will not be made. During this evening's open house we suggest
that you:
1. Review all the materials on display; and,
2. Discuss any questions you may have with FDOT representatives.
. COMMENT PROCEDURE
We encourage you to share your comments with us. You can provide comments in writing by
completing the comment form. Forms can be completed here tonight, or they can be mailed to us
at a later date. We ask that comments be postmarked no later than March 24, 1997. You can
send your comments to:
Mr. William H. McDaniel
District Seven Secretary
Florida Department of Transportation
11201 N. McKinley Drive
Tampa, Florida 33612-6403
A TIN: Mr. Randy Sanborn, Project Manager
MPO ACTIVITIES
The U.S. 19 Design Study wjIJ be discussed as an agenda item of the Pjnella~ County
Metropolitan Planning Organization, at its regular meeting, scheduled for March 12, 1997 and
starting at 1 :00 p.m.
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An' Overview of the U.S. 19 Design Study
How are ma]ortransportatJon Improvements
usually developed?
The need for major transportation improvements
is determined through an on-golng, long-range
planning process. Once specific State DOT projects.
are identified as a result of this process they
generally must proceed through at least four distinct
stages. The first stage involves conducting what is
known as a Project Development and Environment
(PD&E) study. The PD&E study determines the
proposed project's conceptual design,
environmental impact, and projected cost
Completion of the PD&E study clears the way for
the next stages of the process. which include the
preparation of detailed construction plans, the
acquisition of additional rights.of-way (when
needed). and then construction of the project (often
on a segment~by~segment basis),
What /s the purpo~e of the current study?
As segments of a large project are designed and
built, refinements to the conceptual design are
sometimes needed to respond to changing
conditions, such as adjacent land use. funding
availability, and community concerns. The PD&E
study conducted for the U.S. 19 corridor was
conducted several years ago. Many portions of U.S.
19 contained in that study have moved through the
transportation development process and have now
been built. These include the interchanges at
Ulmerton Road, East Bay Drive. and Countryside
Boulevard. As the remaining portions began to
move into the design and right..()f~way acquisition
stages of the process. it became apparent that
rising costs were constraining the number of
roadway improvements that could be made to U.S.
19 within a reasonable period of time. The current
U.S. 19 design study is being conducted to evaluate
alternatives for providing the required traffic
capacity on U.S. 19 that would save time. reduce
costs. and minimize the need for additional right~of~
way acquisition.
What portion of U. S. 19 does the current study
Include?
The study begins 2400 feet south of Seville
Boulevard and ends 1800 feet north of Enterprise
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Road where it ties Into the previously constructed
interchange for Countryside Boulevard and SR 580.
The study is 4.63 miles in total length.
Why was this segment chosen?
The portion of U.S. 19 generally between State
Road 60 and Enterprise Road will need improvement
sooner than any other segment. Also, a significant
amount of information about the existing conditions
is available for use in the current design study.
The innovative design concepts being developed
for this segment may be applied (with modifications,
as necessary) to the remaining portions of the U.S.
19 corridor to achieve the same cost~ and time-
saving objectives.
What are the major features of the design
concept?
The design concept being studied includes
additional lanes on U.S. 19, bridges over several
major cross streets. and accommodations for the
orderly control of access to and from U,S. 19 to
increase traffic capacity and improve safety.
Frontage roads with ramp connections to and from
higher speed lanes may be used to accomplish
access management requirements.
For study purposes the project was divided into
tv/o sections: from south of SR 60 to the CSX
Railroad; and from the CSX Railroad to north of
. Enterprise Road. In the southern section, the study
includes the construction of new interchanges at
Seville Boulevard and Drew Street and recon-
struction of the existing interchange at SR 60 to
accommodate additional travel lanes. The northern
section includes the construction of new
interchanges at Coachman Road. Sunset Point
Road and Enterprise Road,
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What are the current alternatives being
considered for the design study?
After investigating several design concepts that
would achieve the studyts goals of saving time,
reducing costs. and minimizing additional right~of-
way acquisition. two alternatives were chased for
further consideration. First, the ;alternatives
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analysis conducted in the southern and northern
portions of the project resulted in the
recommendation of what is known as a "6 x 4
concept. It This concept considers six lanes on the
U.S. 19 mainline and a two~lane, one-way frontag'e
road system on each side of the mainline (four
lanes in total). The concept is very similar to the one
Identified In the PD&E study except that the
intercha.nge ramps as proposed In the PO&E
concept could not be constructed within the existing
right-of-way between Seville Boulevard and SR 60.
In order to provide the needed ramps within the
existing right-of~way. various elements of the
roadway would have to be reduced In width. The 6 x
4 Concept alternative would reduce lane widths on
US 19 from the typical twelve feet to eleven feel
Lane widths on the frontage road and shoulder
widths would likewise be reduced (see page 6).
Second, the analysis of concepts for the northern
portion of the project resulted in the consideration of
a ''Ten Lane Concepf' between Sunset Point Road
and Enterprise Road. With this alternative, U.S. 19
would have five lanes in each direction with a
median barrier wall dividing the northbound and
southbound lanes and no frontage roads (see
pages 4-6). The two outside lanes would diverge
into entrance and exit ramps at Sunset Point Road
and Enterprise Road. There is not enough distance
between the cross streets for consideration of this
concept in the other portions of the project.
Are the 11.foot lanes a safety concern?
Although the dimensions being explored in this
study are reduced slightly from those typically used,
they are still within the standards established by
FOOT and the American Association of State
Highway Officials and do not pose undue safety
concerns. Eleven~foot travel lanes are frequently
used in situations such as U.S. 19, where the
difference between typical and slightly reduced
widths can sometimes dictate the entire projecfs
feasibility. In the Tampa Bay area, these dimensons
have been used very successfully in other locations,
such as the existing U.S. 19 overpass over SR 60.
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What is the status of the design study?
The study has progressed through several tasks
including data collection and evaluation of
alternative design concepts. The remaining tasks to
be completed include possible refinement of the
current alternatives. Public input received as a
result of this open house will assist the FOOT In the
completion of this design study.
Will the FDOT hold additional public meetings?
No additional FDOT public meetings are
scheduled for the current study. Other meetings will
be held as needed in the further development of
improvements to U.S. 19. Members of the pUblic
are always free to write the FOOT to share
suggestions and concerns and to ask questions.
Also, the long~range transportation planning process
for Pinellas County is the responsibility of the
Pinellas County Metropolitan Planning Organization.
The MPO holds regularly-scheduled meetings at
which all maJor projects are discussed. These
meetings are always open to the public. The U.S. 19
Design Study will be discussed as an agenda item
the MPO's next regularly scheduled meeting, to be
held on March 12.1997, at 1:00 p.m.
Who are the FDOT and MPO contacts for this
study?
Within FOOT, correspondence can be sent to Mr.
Randy Sanborn, P.E., Project Manager, Florida
Department of Transportation, 11201 N. McKinley
Drive, MS 7--600, Tampa, Florida 33612. Question
or comments about transportation planning in
Pine lias County should be directed to Mr. Brian
Smith, Executive Director, Plnellas County Metro-
politan Planning Organization, 14 S. Fort Harrison
Avenue, 5th Floor, Clearwater, Florida 34616.
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