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11/02/2009 1. Presentations 1.1 Service Awards Attachments WORK SESSION AGENDA Council Chambers - City Hall 11/2/2009 - 9:00 AM 2. Economic Development and Housing 2.1 Revise the 2008 Affordable Housing Inventory List pursuant to requirements of Chapter 166.045 1, Florida Statutes, adopt Resolution 09-41 and authorize the appropriate officials to execute same. 19 Attachments 2.2 Adopt a policy for the disposition of city-owned real property for the purposes of workforce or affordable housing to meet Florida Statutes Chapter 166.0451 and City Charter provision 2.01(d)(5). (consent) 15 Attachments 3. Gas System 3.1 Accept a three part Gas Main and Utilities Easement containing a total of 7,036 square feet, more or less, to encumber a portion of Tracts 34, 35 and 37 of the TAMPA AND TARPON SPRINGS LAND COMPANY'S SUBDIVISION, Pasco County, Florida, conveyed by Ramco-Gershenson Properties Limited Partnership, given in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) Attachments 4. Parks and Recreation 4.1 Approve additional waiver of fees in the amount of $11,864 for the Ironman 2009 event, to cover the cost of potential lost parking revenue to the parking fund for use of additional lots on Clearwater Beach. (consent) Attachments 5. Police 5.1 Appoint Paul E. Maser to the Board of Trustees, Clearwater Police Supplementary Pension Fund for a two year term from November 1, 2009 through October 31, 2011. (consent) 15 Attachments 6. Solid Waste/General Support Services 6.1 Approve a Contract (Blanket Purchase Order) to Fleet Products Inc. of Tampa, FL in the amount of $160,000 for the purchase of replacement vehicle parts used by all City Departments during the contract period December 1, 2009 through August 11, 2010 in accordance with Sec. 2.564(1)(d), Code of Ordinances - City of Tampa Bid 410051205 and authorize the appropriate officials to execute same. (consent) 15 Attachments 6.2 Award a contract (Purchase Order) for $412,960.00 to Duval Ford of Jacksonville, FL for 16 Ford Crown Victoria Police Cruisers in accordance with Sec 2.564(1)(d), Code of Ordinances - Other governmental bid, authorize lease purchase in the amount of $180,670.00 under the City's Master Lease Purchase Agreement and authorize the appropriate officials to execute same. (consent) 15 Attachments 7. Engineering 7.1 Accept a Blanket Water Main and Utilities Easement over, under and across a portion of the Northwest 1/4 of the Northeast 1/4 of Section 17, Township 29 South, Range 16 East conveyed by Island In The Sun Co-Op, Inc., a Florida not-for-profit cooperation, in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) Attachments 7.2 Approve the applicant's request to vacate the south 5 feet of a 10-foot drainage and utility easement lying along the north property line of Lot 122, Replat of Willow Ridge, (AKA 1932 Hastings Lane), less the West 10 feet and the East 5 feet thereof, and pass Ordinance 8129-09 on first reading. (VAC2009-06 Evans) 1B Attachments 8. Planning 8.1 Approve amendments to the Capital Improvements Element (CIE) of the Clearwater Comprehensive Plan making modifications pursuant to the City of Clearwater's Capital Improvement Program budget adopted on September 17, 2009 and updating the reference to the School District's Five-Year Work Program for FY2009/10 through 2013/14 as adopted by the School Board on September 15, 2009, and pass Ordinance 8088-09 on first reading. (CPA2009-07001) Attachments 9. City Manager 9.1 Approve agreement with Matrix C G, Inc d/b/a Matrix Consulting Group, Ltd in the amount of $89,000, to perform an efficiency review of the Clearwater Fire Department, in accordance with Code Section 2.564(d), other governmental Bid (Seminole County RFP-1187-06/TRJ, Fire/Rescue/EMS Comprehensive System Assessment issued October 4, 2006), funding to be provided out of General Fund unappropriated retained earnings, and authorize the appropriate officials to execute the same. (consent) Attachments 10. Official Records and Legislative Services 10.1 Proposed Local Bill for 2010 State Legislative Session -Clearwater Working Waterfront, removing reverter clause. 15 Attachments 11. Legal 11.1 Adopt Ordinance 8098-09 on second reading, amending the Community Development Code to allow outdoor automobile, boat, and recreational vehicle shows and provide standards for such shows. Attachments 11.2 Adopt Ordinance 8110-09 on second reading, annexing certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, into the corporate limits of the city and redefining the boundary lines of the city to include said addition. 15 Attachments 11.3 Adopt Ordinance 8111-09 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to designate the land use for certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, upon annexation into the city, as Residential Low (RL). 15 Attachments 11.4 Adopt Ordinance 8112-09 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, upon annexation into the city, as Low Medium Density Residential (LMDR). 15 Attachments 11.5 Adopt Ordinance 8113-09 on second reading, annexing certain real property whose post office address is 1876 Sylvan Drive into the corporate limits of the city and redefining the boundary lines of the city to include said addition. Attachments 11.6 Adopt Ordinance 8114-09 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to designate the land use for certain real property whose post office address is 1876 Sylvan Drive, upon annexation into the city, as Residential Urban (RU). Attachments 11.7 Adopt Ordinance 8115-09 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 1876 Sylvan Drive, upon annexation into the city, as Low Medium Density Residential (LMDR). Attachments 11.8 Adopt Ordinance 8120-09 on second reading, rescinding Ordinance 8085-09 and vacating the east five feet of the ten-foot drainage easement lying east of and adjacent to the west property line of Lot 5, Block V, Hibiscus Gardens. Attachments 11.9 Authorize the City Attorney's Office to institute a civil action on behalf of the City against Advanced Communications, LLC, whose employees broke a water main near the intersection of Bertland Way and Chenango Avenue, Clearwater, washing out the roadway and resulting in damage to a City vehicle. (consent) 15 Attachments 11.10 Authorize a civil action on behalf of the City against Florida Power Corporation, and Florida Power Corporation d/b/a Progress Energy Florida, Inc., to seek to recover costs and expenses incurred during the construction of improvements on the Cleveland Street Streetscape Project and authorize a separate civil action on behalf of the City against Florida Power Corporation, and Florida Power Corporation d/b/a Progress Energy Florida, Inc., to seek to recover costs and expenses incurred during the construction of improvements on the Beach Walk - Coronado Drive project. (consent) 15 Attachments 12. City Manager Verbal Reports 12.1 City Manager Verbal Reports Attachments 13. Council Discussion Items 13.1 Offshore Oil Drilling - Hibbard Attachments 13.2 Countywide School Zone Improvement Program - Cretekos 15 Attachments 13.3 Parking Garage Update 15 Attachments 14. Other Council Action 14.1 Other Council Action 15 Attachments 15. Adjourn 16. Presentation(s) for Council Meeting 16.1 Ironman Triathlon - Kevin Dunbar, Parks and Recreation Director 19 Attachments 16.2 Jazz Holiday Attachments 16.3 World Planning Day Proclamation Attachments Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Service Awards SUMMARY: 5 Years of Service Adriana Topel Mitchell Moen Brian Munoz Natalia Illich-Gejo James Reilly James Stanley Debra Siegel-Furlin Nathaniel Bowne Charles Scrivens Gretchen Wolber 10 Years of Service Library Parks and Recreation Police Police Police Solid Waste/General Services Library Parks and Recreation Parks and Recreation Police Elliot Shoberg Engineering Donald Packer Gas Alfred Basore Public Services Gina Clayton-Ghomshe Planning William Stringfellow Engineering Harold Sanders Solid Waste/General Services 15 Years of Service Brian "Jay" Ravins Finance Cheryl Ford Finance David G. Stoner, Jr. Library Ann Kennedy-Brown Police 20 Years of Service Gregory Stewart Robert Kinchen Terence Kelly John Schmalzbauer Reina Carbajal Catherine Yellin Jan Nickols Aundra Williams Police Police Police Police Library Marine and Aviation Library Solid Waste/General Services 25 Years of Service Scott Bennett Solid Waste/General Services 35 Years of Service John Oswald Gas James Beardsley Parks and Recreation Review Approval: 1) Clerk Cover Memo Item # 1 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Revise the 2008 Affordable Housing Inventory List pursuant to requirements of Chapter 166.045 1, Florida Statutes, adopt Resolution 09-41 and authorize the appropriate officials to execute same. SUMMARY: The 2006 Legislature amended Chapter 166, Florida Statutes, adding Section 166.0451 entitled "Disposition of municipal property for affordable housing." In 2008, the Council adopted Resolution 08-01 that established the 2008 Affordable Housing Inventory List. Twenty-nine city-owned parcels are currently on the list. As part of the continuing review of the City's affordable housing programs, staff conducted a physical inspection of each parcel on the inventory list. After further review, 27 of 29 parcels have been determined to be inappropriate for affordable housing. Of the original 29 properties, 23 are located in the Community Redevelopment Agency (CRA) area, mostly in the Town Lake Business District, and are more appropriate to be available for redevelopment than for affordable housing. Four of the properties are too small and narrow for the development of any housing. The remaining two parcels are appropriate for the list. For this reason, the 2008 Affordable Housing Inventory List needs to be revised to reflect this assessment. The state statute includes that the governing body of each municipality must review the proposed affordable housing inventory list at a public hearing, and may revise the list at the conclusion of the hearing. Following the public hearing the local governing body must adopt a resolution that includes an inventory list of such property deemed appropriate for affordable housing development. The revised inventory list includes the address and legal description of each property, and specifies whether the property is vacant or improved. Section (1) of the statutory amendment requires that every three years each municipality prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing. Type: Current Year Budget?: Other None Budget Adjustment: None Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Annual Operating Cost: Total Cost: to Review Approval: 1) Legal 2) Clerk 3) Assistant City Manager ED 4) Clerk 5) City Manager 6) Clerk Cover Memo Item # 2 Attachment number 1 Page 1 of 3 RESOLUTION 09-41 A RESOLUTION OF THE CITY OF CLEARWATER, FLORIDA, DETERMINING THE CITY HOLDS FEE SIMPLE TITLE IN AND TO 2 PARCELS OF LAND LYING AND BEING SITUATE WITHIN ITS CORPORATE LIMITS THAT ARE APPROPRIATE FOR USE AS AFFORDABLE HOUSING AS DEFINED IN SECTION 166.0451, FLORIDA STATUTES; ESTABLISHING AN INVENTORY LISTING OF SAID PARCELS; PROVIDING AN EFFECTIVE DATE. WHEREAS, Chapter 166.0451, Florida Statutes, requires that every three years each municipality within the State of Florida shall prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing; and, WHEREAS, the inventory list must include the address and legal description of each such property and specify whether the property is vacant or improved; and, WHEREAS, the governing body of the municipality must review the inventory list at a public hearing, and may revise it at the conclusion of the public hearing; and, WHEREAS, Resolution 08-01 established the first Affordable Housing Inventory in 2008 with twenty-nine (29) parcels of city-owned land; and, WHEREAS, after further review and physical inspection of each parcel, certain parcels adopted therein have now been determined to be inappropriate for said list because of lot size or location in a community redevelopment area; and, WHEREAS, the list is hereby revised to include only those properties deemed appropriate for use as affordable housing; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. That the following two parcels of vacant land as identified in EXHIBIT "A" appended hereto are hereby determined to be appropriate for use Resolution No. dteM # 2 Attachment number 1 Page 2 of 3 as affordable housing as defined in Section 166.0451 and 420.0004, Florida Statutes. Section 2. That the City holds fee simple title in and to all of said parcels. Section 3. That the parcels inventory list shall be titled "2008 Affordable Housing Inventory List". Section 4. That the City Clerk is hereby directed to record this Resolution in the Public Records of Pinellas County, Florida. Section 5. That this resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this day of 2009. Frank V. Hibbard Mayor Approved as to form: Laura Lipowski Mahony Assistant City Attorney Attest: Cynthia E. Goudeau City Clerk 2 Resolution No. 09-41tem # 2 Attachment number 1 Page 3 of 3 EXHIBIT "A" 2008 AFFORDABLE HOUSING INVENTORY LIST 918 PALMETTO ST. PENNSYLVANIA SUB., LOT 5 VACANT 1454 S. MLK, JR. AVE. COMMENCE AT THE NW CORNER OF S. MLK, VACANT JR. AVE. & WOODLAWN ST.; THEN RUN N 320 FT TOTHE POINT OF BEGINNING; THEN W 260.4 FT.; THEN N 225 FT.; THEN E 260.4 FT.; THEN S 225 FT. TO THE POINT OF BEGINNING Resolution No. 09-41tem # 2 Attachment number 2 Page 1 of 1 LOCATOR MAP City Parcel No. 262 1454 S. Martin Luther King, Jr. Ave. O 4„ + I I 7U _13 __ - so . .. `3vn d 1479.2. L.14 - 14721 14 p .. .. 14813 I 15 [ 15-1482 > --- ,.,,._ _ C 6 - d ' 23A C (c) 1 4 16 - rn 1476, > 16z ` - 5 17 .1 g 17 Q 1,. -_17 00 32/09 1 29247 __6 V?n 18- 1480 [ a 18 (D 14797 18 >1 19 1488 'z O ---- d O ---- 8 avoe 1484 L1,V81 148.4 20 1490 av ° 498 2 3 21 1492 21 2 g l 22 1494 2 m 1 23 °i so F 14921 __-24 "- so WOODLAWN ST N x.,_52_ _ 1 _ 51 - 2 1504 - 50- 3 - 49 4 1511 48 5 -- 47 6 1508 ao - 52- 1 - ao 51 -it 2 _ 50 T 3 _ 49 4 -- 48 _1- 5 510 47 16 - 7777 717-7 51- _2 50 49 _ 4 _ 48 _ 5 1511 47. 6 - ao -- .L q2 o w N .° $500 `4 N c, so 8 .. 1 F 5 1 4 3 F F F FI4 FF 04 [15 0 2293 6 I -- -- 9 .. 6 PARCEL SUMMARY N Legend W-;; E TT6iWTTT Subject Properties: City Atlas Page: 314A 0 50 100 200 Feet Improved Parcel I.D. No.: 22-29-15-0000-320-1300 S Vacant Legal Description: Commence at the NW Cor. of S. Greenwood Ave. & Woodlawn St.; then run N 320' to the Point of Beginning; then W 260.4'; then N 225'; then E 260.4'; then S 225' to the Point of Beginning. Dimensions: 1.3448 Acres, more or less Zoning: MDR Acquired: 12/12/1995 Purchase Price: $847000 Owner Fund: 181 - Infill Housing (1996) Comments: At time of purchase property was intended for development of 7 single-family homes for low/moderate income housing. Item # 2 Attachment number 3 Page 1 of 1 LOCATOR MAP City Parcel No. 266 918 Palmetto Street Y $` {` " 4 °" 3 1 45 ?J 1050 1 .. 16 7 6 - 5 . 1014 ! 2 B N 2 R 65 736 w 2012 \Jl s 0( 5 O O 1022 URGENS ST a ° a z ' co 4 ' 7 .. m 1 100 ? 3A \/{??J 23, 05 ALL DI Oi ) 2 rv 016 01:; pp 1SL1 1 5 -1 .; 7 6' 5 B ...3.. ,1010 4s ..r "" o " 40 ... ! BLOCK-•• O W < - 1 0 )D .. 4 2 ? g o AR2[SCA?EDj 6 3 1008 ME TTO ST 6 5 1 4 3 2 1 100 I 1007., 4 s0 ° $5 ETO 45000 ST 14 13 12 1008 1006 0 .. 1003 o 8 ETTO ST 5 4 3 2 t?02 W 3 8 68 2 1004 10 6 dr 8 9 'Og _ 4 16 - 7 6 7 cuI 8 9? 1 11 12 e6(S)) 1103 6 110135: "" 001 PARCEL SUMMARY " Legend W E Subject Properties: City Atlas Page: 269A 0 50 100 200 Feet Improved Parcel I.D. No.: 10-29-15-68346-000-0050 S Vacant Legal Description: PENSYLVANIA SUB., Lot 5 Dimensions: 50'x104' Zoning: MDR Acquired: 12/17/1997 Purchase Price: Acquired in settlement of a judgement to foreclosure demolition & lot clearing liens. Owner Fund: Unknown Comments: Parcel leased to Head Start as a playground for its adjoining pre-school from 2/1/2006 - 1/31/2011. lessee has first option to renew for additional 5-year terms consistent with the Charter. City may terminate with 60 days notice if required for other purposes. Item # 2 Attachment number 4 N Page 1 of 1 LOCATOR MAP W E Revised 2008 Citywide Affordable Housing Inventory Parcels S 0 750 1,500 3,000 Feet s mw Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt a policy for the disposition of city-owned real property for the purposes of workforce or affordable housing to meet Florida Statutes Chapter 166.0451 and City Charter provision 2.01(d)(5). (consent) SUMMARY: The 2006 Legislature amended Chapter 166, Florida Statutes, adding Section 166.0451 entitled "Disposition of municipal property for affordable housing." As part of this amendment, the municipality must prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing. The city has prepared its inventory list. In addition, as part of the City Charter changes approved by referendum in 2007, city-owned parcels that are one-half acre or less can be donated or sold for less than fair market value for workforce or affordable housing. The intent of this policy is to provide direction for the implementation of the state statute and city charter provisions regarding the disposition of these properties. The proposed policy is as follows: When city-owned properties become available that are suitable for the development of workforce or affordable housing or for those properties on the City's Affordable Housing Inventory List, the City will dispose of the property through a declaration of surplus with the following conditions: For properties one-half acre or below, since property may be donated or sold for less than fair market value to an eligible entity that will develop the property for affordable housing or to an end-user that is income eligible per HUD guidelines, the City will declare the property surplus for the purpose of soliciting Request for Qualifications (RFQ) from eligible entities to develop the property in accordance with the Code of Ordinances and Community Development Code requirements. If two or more responders are equally qualified, the City will make the final selection by lottery. For properties over one-half acre, the property will be declared surplus for the purposes of affordable housing following the state's recommended disposition process. In both cases, a restrictive covenant will be placed on the land to maintain an affordability period of 20 years for homeownership or 30 years for rental projects. Upon submission of any given parcel to the City Council for the declaration of surplus, the Economic Development and Housing Department will advise Council which method of disposition the department recommends it intends to pursue as provided for in the statute. This process will assist in assuring compliance with the state statute, city charter, and provide additional guidance to the City Council. Review Approval: 1) Clerk 2) Assistant City Manager ED 3) Clerk 4) City Manager 5) Clerk Cover Memo Item # 3 Attachment number 1 Page 1 of 2 City of Clearwater Disposition Policy for Real Property Suitable for Workforce or Affordable Housing Purpose To establish a policy for the disposition of city-owned real property for the purposes of workforce or affordable housing to meet Florida Statutes Chapter 166.0451 and City Charter provision 2.01(d)(5). Background Chapter 166.0451 of the Florida Statutes requires that each municipality within the State of Florida prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing. In addition, it also sets out the proper disposition of such properties: (1) may be offered for sale and the proceeds may be used to purchase land for the development of affordable housing or to increase the local government fund earmarked for affordable housing, or (2) may be sold with a restriction that requires the development of the property as permanent affordable housing, or (3) may be donated to a nonprofit housing organization for the construction of permanent affordable housing. (4) may otherwise make the property available for use for the production and preservation of permanent affordable housing. In addition to the state statute, the City Charter provides for the disposition of city- owned surplus property in the following fashion (Section 2.01(d)): (i) Prior to the sale, donation, lease for a term longer than five years, or other transfer of any municipal real property, the real property must be declared surplus and no longer needed for municipal public use by the council at an advertised public hearing. Except in the case of right-of-way dedications, the granting of easements, transactions with governmental entities as described herein, or conveyance for Workforce or Affordable Housing no real property may be given away or donated without prior approval at referendum. Following a public hearing, the City Council may approve the donation or sale for less than fair market value of city-owned property of not more than one-half acre in size for workforce or affordable housing. Workforce or Affordable Housing means housing affordable to persons or families whose total annual income does not exceed 120 percent of the Area Median Income (AMI), adjusted for household size, as published by Proposed Disposition Policy September 2009 Item # 3 Attachment number 1 Page 2 of 2 the U.S. Department of Housing and Urban Development (HUD) for Pinellas County or metropolitan area. (ii) Except as otherwise provided herein, real property declared surplus shall be sold to the party submitting the highest competitive bid above the appraised value whose bid meets the terms set by the Council and whose proposed use of the property is in accordance with the Council's stated purpose for declaring the property surplus, if any. Policy When city-owned properties become available that are suitable for the development of workforce or affordable housing or for those properties on the City's Affordable Housing Inventory List, the City will dispose of the property through a declaration of surplus with the following conditions: • For properties one-half acre or below, since property may be donated or sold for less than fair market value to an eligible entity that will develop the property for affordable housing or to an end-user that is income eligible per HUD guidelines, the City will declare the property surplus for the purpose of soliciting Request for Qualifications (RFQ) from eligible entities to develop the property in accordance with the Code of Ordinances and Community Development Code requirements. If two or more responders are equally qualified, the City will make the final selection by lottery. • For properties over one-half acre, the property will be declared surplus for the purposes of affordable housing following the state's recommended disposition process. • In both cases, a restrictive covenant will be placed on the land to maintain an affordability period of 20 years for homeownership or 30 years for rental projects. Upon submission of any given parcel to the City Council for the declaration of surplus, the Economic Development and Housing Department will advise Council which method of disposition the department recommends it intends to pursue as provided for in the statute. This process will assist in assuring compliance with the state statute, city charter, and provide additional guidance to the City Council. Effective Date Proposed Disposition Policy September 2009 Item # 3 Attachment number 2 Page 1 of 2 City of Clearwater Disposition Policy for Real Property Suitable for Workforce or Affordable Housing Purpose To establish a policy for the disposition of city-owned real property for the purposes of workforce or affordable housing to meet Florida Statutes Chapter 166.0451 and City Charter provision 2.01(d)(5). Background Chapter 166.0451 of the Florida Statutes requires that each municipality within the State of Florida prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing. In addition, it also sets out the proper disposition of such properties: (1) may be offered for sale and the proceeds may be used to purchase land for the development of affordable housing or to increase the local government fund earmarked for affordable housing, or (2) may be sold with a restriction that requires the development of the property as permanent affordable housing, or (3) may be donated to a nonprofit housing organization for the construction of permanent affordable housing. (4) may otherwise make the property available for use for the production and preservation of permanent affordable housing. In addition to the state statute, the City Charter provides for the disposition of city- owned surplus property in the following fashion (Section 2.01(d)): (i) Prior to the sale, donation, lease for a term longer than five years, or other transfer of any municipal real property, the real property must be declared surplus and no longer needed for municipal public use by the council at an advertised public hearing. Except in the case of right-of-way dedications, the granting of easements, transactions with governmental entities as described herein, or conveyance for Workforce or Affordable Housing no real property may be given away or donated without prior approval at referendum. Following a public hearing, the City Council may approve the donation or sale for less than fair market value of city-owned property of not more than one-half acre in size for workforce or affordable housing. Workforce or Affordable Housing means housing affordable to persons or families whose total annual income does not exceed 120 percent of the Area Median Income (AMI), adjusted for household size, as published by Proposed Disposition Policy September 2009 Item # 3 Attachment number 2 Page 2 of 2 the U.S. Department of Housing and Urban Development (HUD) for Pinellas County or metropolitan area. (ii) Except as otherwise provided herein, real property declared surplus shall be sold to the party submitting the highest competitive bid above the appraised value whose bid meets the terms set by the Council and whose proposed use of the property is in accordance with the Council's stated purpose for declaring the property surplus, if any. Policy When city-owned properties become available that are suitable for the development of workforce or affordable housing or for those properties on the City's Affordable Housing Inventory List, the City will dispose of the property through a declaration of surplus with the following conditions: • For properties one-half acre or below, since property may be donated or sold for less than fair market value to an eligible entity that will develop the property for affordable housing or to an end-user that is income eligible per HUD guidelines, the City will declare the property surplus for the purpose of soliciting Request for Qualifications (RFQ) from eligible entities to develop the property in accordance with the Code of Ordinances and Community Development Code requirements. If two or more responders are equally qualified, the City will make the final selection by lottery. • For properties over one-half acre, the property will be declared surplus for the purposes of affordable housing following the state's recommended disposition process. • In both cases, a restrictive covenant will be placed on the land to maintain an affordability period of 20 years for homeownership or 30 years for rental projects. Upon submission of any given parcel to the City Council for the declaration of surplus, the Economic Development and Housing Department will advise Council which method of disposition the department recommends it intends to pursue as provided for in the statute. This process will assist in assuring compliance with the state statute, city charter, and provide additional guidance to the City Council. Effective Date Proposed Disposition Policy September 2009 Item # 3 Attachment number 3 Page 1 of 1 City of Clearwater Disposition Policy for Real Property Suitable for Workforce or Affordable Housing Purpose To establish a policy for the disposition of city-owned real property for the purposes of workforce or affordable housing to meet Florida Statutes Chapter 166.0451 and City Charter provision 2.01(d)(5). Background Chapter 166.0451 of the Florida Statutes requires that each municipality within the State of Florida prepare an inventory list of all real property within its jurisdiction to which the municipality holds fee simple title that is appropriate for use as affordable housing. In addition, it also sets out the proper disposition of such properties: (1) may be offered for sale and the proceeds may be used to purchase land for the development of affordable housing or to increase the local government fund earmarked for affordable housing, or (2) may be sold with a restriction that requires the development of the property as permanent affordable housing, or (3) may be donated to a nonprofit housing organization for the construction of permanent affordable housing. (4) may otherwise make the property available for use for the production and preservation of permanent affordable housing. In addition to the state statute, the City Charter provides for the disposition of city- owned surplus property in the following fashion (Section 2.01(d)): (i) Prior to the sale, donation, lease for a term longer than five years, or other transfer of any municipal real property, the real property must be declared surplus and no longer needed for municipal public use by the council at an advertised public hearing. Except in the case of right-of-way dedications, the granting of easements, transactions with governmental entities as described herein, or conveyance for Workforce or Affordable Housing no real property may be given away or donated without prior approval at referendum. Following a public hearing, the City Council may approve the donation or sale for less than fair market value of city-owned property of not more than one-half acre in size for workforce or affordable housing. Workforce or Affordable Housing means housing affordable to persons or families whose total annual income does not exceed 120 percent of the Area Median Income (AMI), adjusted for household size, as published by Proposed Disposition Policy September 2009 Item # 3 Attachment number 4 Page 1 of 1 (i) the U.S. Department of Housing and Urban Development (HUD) for Pinellas County or metropolitan area. (ii) Except as otherwise provided herein, real property declared surplus shall be sold to the party submitting the highest competitive bid above the appraised value whose bid meets the terms set by the Council and whose proposed use of the property is in accordance with the Council's stated purpose for declaring the property surplus, if any. Policy When city-owned properties become available that are suitable for the development of workforce or affordable housing or for those properties on the City's Affordable Housing Inventory List, the City will dispose of the property through a declaration of surplus with the following conditions: • For properties one-half acre or below, since property may be donated or sold for less than fair market value to an eligible entity that will develop the property for affordable housing or to an end-user that is income eligible per HUD guidelines, the City will declare the property surplus for the purpose of soliciting Request for Qualifications (RFQ) from eligible entities to develop the property in accordance with the Code of Ordinances and Community Development Code requirements. If two or more responders are equally qualified, the City will make the final selection by lottery. • For properties over one-half acre, the property will be declared surplus for the purposes of affordable housing following the state's recommended disposition process. • In both cases, a restrictive covenant will be placed on the land to maintain an affordability period of 20 years for homeownership or 30 years for rental projects. Upon submission of any given parcel to the City Council for the declaration of surplus, the Economic Development and Housing Department will advise Council which method of disposition the department recommends it intends to pursue as provided for in the statute. This process will assist in assuring compliance with the state statute, city charter, and provide additional guidance to the City Council. Effective Date Proposed Disposition Policy September 2009 Item # 3 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Accept a three part Gas Main and Utilities Easement containing a total of 7,036 square feet, more or less, to encumber a portion of Tracts 34,35 and 37 of the TAMPA AND TARPON SPRINGS LAND COMPANY'S SUBDIVISION, Pasco County, Florida, conveyed by Ramco-Gershenson Properties Limited Partnership, given in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) SUMMARY: In 2008 Publix super market in the River Crossing Centre (Centre), 5300 Little Road, New Port Richey, requested that Clearwater Gas System (CGS) extend a natural gas distribution line into the Centre to serve the super market. CGS conducted a feasibility study in the Summer of 2008 and determined it was economically feasible to construct a 4-inch main extension into the Centre for Publix, with potential to serve seven additional business operations in the center, including six existing restaurants. It is estimated potential revenue should pay back the nearly $95,000 project construction cost in approximately 7.3 years. The Centre owner, Ramco-Gershenson Properties Limited Partnership, has conveyed the subject five-foot easement authority to the City and CGS to extend and perpetually maintain the proposed distribution line into the Centre to serve Publix and other potential customers. Type: Current Year Budget?: Other None Budget Adjustment: None Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Annual Operating Cost: Total Cost: to Review Approval: 1) Legal 2) Clerk 3) Assistant City Manager 4) Clerk 5) City Manager 6) Clerk Cover Memo Item # 4 Attachment number 1 Page 1 of 14 1 1 'r I11 1:! I FI i-A r O COUNTY 1? 1, CI 1 , I- '1 11 ' 111 _11 I ? I1. GAS Mj-jN t I 1"ILITIES EASEMENT FOR AND IN (--)NS0ER.ATI0N ,i if l X11 hI II in 1,-)nc,! ?,- ? "'i ,1.111 I' I i .'.I'', t'1, RAi"v, ;O-G'. r":,HErh SON PROPERTIES, L L.. 11 ; I1, I;?'I 1; !iIJ`-I GLRSHENSON PROPEPTIES LIMITED PARTNERSHIP, ? 'J1,,I'rr??,? !: 1 I 1 >o? CITY OF CLEARWATER, Fs' ; tr-.1CA, -l ',j f s! r- ;,I siill;.t ill th A tlll ee pw- 54-, t ea ; -nr ent containing a total of 7,036 sgor ire feat, nicrek or less, to ncL;nil)r,€ ,I Fortiori of Tracts 34, 35 and 37 of the TAMPA AND TARPON a-'? LAND C:t1MPANY"3 SUBDIVISION of Section 11, Township 6 Booth, RanUe 16 East. as shown on t1i,J pint record=.,d in Plat gook 1, Page 68„ 69 and 70 of the Public Records of PZIsco 0011ty, Florida. b6ilg molt, j)artis:ularly described and depicted in EXHIBIT "A". Pages 1 throta+jhl 1`1 inckisive, ,iapt rtd :cI hf veto and by this reference nade a part hereof (" asen,ertt Prcrrjise-l ',1 tl 'ts l??al€?; and a r?s 1 I , ,l, ., l, i 1 pappurtenant appurtenant uttlitlr? s sr?l°vccf, f`jr-1'€tl This CITY I OF C LEARWAT'ER, FLORIDA, ? ,_,, il l [ `,;I 1 r .I ', I I { I. Il I'. ji_; X11 Ir'I l', J h i €l. ? I „i' I l1 ,'-?f.l I I II I I 11 1 i . 110-1 jj'? j ? I li _ L I 1tc]II`11ng il' j `l i' I , I 1 I I'I I 1 ! , r-, I Yl Ti r CITY OF GLLARWA7ER FLORIDA [ I ?? 11 ? ? 1 , ? ? 11 ,, t Shall W l 1 r 1?11? ??r:, 1 r 1 I Ilrl?,?, .1 ?I„1l? r 1 t11. ?r? .I `?t?lr I ? I ' I ,? I rrl _ I f JI I, f 1 t I; , II 1 , , I 1, I t „??r ? t1: , I r I L,? ? h I, I I ' 11 1 i 11 I r llr , 4 I cc I lntt c,f I I Ir r II 11 r- 11 ?1,_ 1 11 1 1 x 1 ,I'1? 11 i?1',.'i1tf t ? ,I 1 ? l>Ij'+ r ci r; `a'l-.lh;f?.?ul,i A 11 1 I .,r? i .. u1] r iii'., 11 11 1 I 1 II ?1 L aI"lald I1a'+/k Ifl?. nt393-e,.1IIY'IIII 1? I , { v '€ ' 7 lt.. ? ?? t 1 1,.1..E ?I I€ 11111 and f'ICFICI f1t-I" s ? '? I ltl'' I I an,a ? 1 ? ?r.t n ,i .1 1? s, ir?l arro i? II1,1 1 cysts aI 11 ?? y a'1,j11i: F;ulrl ui G-iantee's vnploy ' 1 !j ?- agent ?1r1? Item # 4 Attachment number 1 Page 2 of 14 Item # 4 Attachment number 1 Page 3 of 14 CONSENT &.JOIN DI R The tr;.?ersi?r Nlcrtg :fee, cvrner ar._a holder Df s.,, 4.JU<iaol: SrPtil C1L';r_(? r I, y' .;ral '= c; tYl-?it %'1.oit'jarg4 Tri", r f d of',Ik?r I S1r?.?I itS O ?C'L]rl f+ "r", F ? -tl,?':l,i? ces.,r bed in Uliat t; rtulr' ASsllri'PTfon a[r d ?''1[+i C I`ll ?li?i'C r71 r.1 1ti''L7 1f t'6. RAP,100,'3ERSHENSON PROPERTIES, L.P. a Del'a',vare Incited pa?ri:T ,si~Ip ? ?? ?I r: The 'Stag of Florida a RAMCC ERSHE NSON PROPERTIES Ll"v'17E-7) ART JLr L' it _, IUD ageey ? sLi me i recl ?rd? + '. R. B 7o Y-. -J"4 CIy P?L" S f I`.- DL, L!1JC Ccunt!i, Florida, does es h',:rE.r' l?'i',fy V,1I ; Grano' nI-Ldl :Enst.? s c?Qf in thl? herein de cribe? Gas l~ air, Uti, t es Easerrren' as sarrl: s:lall en u' ,b :r a x TrJ_l, "f and 7 of the TAMPA tVZ `CARPOrJ SPPII,,1GS LAND 00,IPANIY'S SJBWI +ISIG 1 ,-r 5 .ri:i qtr Township Elk 5u'iJthi, Fdan?e ' 9 C dSt? ? ?PIv1"?.'r: rl ;ced I r r' l a' c th e p la co r u "n of the Public r ieUords ;:f P,isccs Ccijr,t?, , r c rk- a, being more rrr ti :r.',_ I ir. 1 de - _ r EXHIBIT "A>, P 11 r V , 1 hereto and this F:rfl 'rt PrCr ll:;r' .I { t ?h:+i t e im> S I Ii: + ::'by' sUborr..Imat U ', .t CI T ,s irj the -rt)remen icIn,--! d li r t.- V- eassr`r&[A r:jn's Gra,iti-r has +u n'4! ;ad rr+?re :]e JACI SON IAT10NAL l_l ,L I f J U F ICF C0MPANY, a Michigan corporation wif,eu, iealed and d l,, J r, . -I f rr5er r e of; v Print ' rv' P U 71 is r _ 1Jitrr+. s ignat,jre _ Print VViviess nai-qe STATE OF ILLINOIS: : SS COUNT' OF COOK By- PPM Finan'.e, its duly aui'rcr%t-u :rlt y: Print Nat Title w, f Yom., w L r i+ ri In, ST r fl r 1G'I tr;Is 1, 4 .. U' of a?ia?k•'_;.'I tlGr. LIf S 'rU'1'.;r: `v?111p.f i"LilLl;ii?pf, .+Jr?,_flliC'I, :Jr+] Ue J :;:_ r1d the- d??--; tor :he usc urPCses :herein expressed, o rd to I fle?rivet I- cne a Item # 4 Attachment number 1 Page 4 of 14 9Y ice`,.: " ,"' , , , r", , FHBI 10 ?-? F, 1]:1 0 r'igT?r "? ?Ir°?n W1 T' v r ,i-" ,Jr,.je,•.r file, 11 veiing line P"10 (`,; 11?te_r{ec#14f3 u'1# th?H 1Jpr t.^:efl ?I'r: '? ?-'u?t `Yi7 y f RA f ) , II _: ',rE J t o I ;UN ER'S RILE ONF oa rec:'.eI !„ Phil Zivo'a CS, P, n :1' s* ''na rutr'1^ of P Florldo: P',e.Sco l,Ing said 51 'rI FFIjlxI-of-'df',:y f I_I`T,F x±7,1', I o a i Northerly ? ;j ILI L 1,, ? r l `, for _ l u 1 h R P n l^ t 01 Ili ? r G U ? i ? l IH i fl i 3 E ? t e r f y ? 11I p, I Y7 'f YF_LL F. a I,ra.oaI 104)„ -- d ng t , : ')'lllcIii ,.,_? _ :3 H 316 f I h a P A117 „-, i. l fu Ofi ,l :pq tics point of tr r I I'.. lra- ?j ,1 ctrrvo n>>oo ??afh i. t^ F, a .n Iat] 1) G1 ;rlharIy Rtght- f , 3y r.,ie 11, LIi' rg1w+. N tl1`IP o ) 1,,, d -, ... o^T ?u1r, sold Eo4 '!3' y rt grlr- ? f-J?:l', , ITT - J (FArol5 '1r1` az ,: I'J1 .. j He afer deu'., In oft ,e F, is 9c ??7 Tit 'ufiC ii1 ,.. ?. gip. a J a.I volto rl L ? ` „eCc l $! G1 Iall,t". '_)! uti -_ foul- ? (1 7 G"h !,`?t 0 GCl._ fl ? ? •Y i.-?r .,_ _ ' I ? _--_ ?? ? f e a t ! ' . , i p a l H h b r3 C? = U r1 l „ L B . U r h :a t a r '. y a l 0 P, g f-- :] r l r; ; 1 P 15 . I . ? I • I 1 f J, ) f il e b11i , -i :aj r I j F' ;-1TT1- Fi,:',.L lPo a Jit, soma also bti1 n :,.1 ,ei',1'lr _I r ?In prt „s 'y, bed Aral p? 3s, Bank 5348, r'1 I " rI+ ?• of lr;r• f?atr _,•11751 4ia ,;a -f ti'..-1 l5" 1^-'9 gth dYf J c" te] p ?:r;l .n br lfl'# j, Ll n for 5f, t to tF?,s ri nn r.?t lii loreaaf'ton wlfn n rare-taogaarf flro', he^on c,rn, aaid c'nf?rI fcr 3a kight -v r' I,f L17il._e .,'0,',[) ?Fo el 104#, N,IT"35"Wi , for 27.55 Twat -i foot: I,,-.r .,, '42'7'4C13far .L8"51 1 feet `rrrt^ei N47143'11sE, !or 50 . t1, rlc? :,4 1'?E, .v' fee, Io 'h, polr€t of lntar uaettr,n w'.'II teat West of and pcrcllal 'with on Eosterly Ilea # sn'Il 0Ir prapert as doe fci: Rooords Book 5348, Pogo 1652, there the to It wing tr r. •,, olo cg sa id llr, ace t and paraIfis l with an E-??'erly line of 't'ct :arIa1rl IsarrGy as _', 7HL .!ET1, T il, T'=r T.-;E [1-,H:-_F, LI B, C, Cr 7wIiJG C'E Cr; 'FJ 11LL ?Cli! i" I Cl_6 T'.lilr,l r"ALD T' L li??' F ED Ij FL-F Gc51 !J LI° ?? FL-C1 ? hill L _;? tisSL c:? 45 F f r ?3 T ,- r,i_T' 'iC?? n3' F''_J .)A i"F 10 'i F'3N"UL?. t-1;3- TllL :iJ- T Af'i IJ ..'' ar, r'{S J iJY!"r f J _' i .1 i f1i _l S ._I rr H_. .-.C r?_ , ,-, L,.M tn?i,: T .'•'l''. CLEARWATER` GAG SYSTEM LE a r. lJ ,. I _, _I oral B; F'UBLIX T RIMER CROSSING GABS LINE EASE[+IEN 5E n 9"^ f- ,, V r 7 ','l D E IN L) n 4 V t ?? E_ I I ?. r T F' CONSULTANT.., INC. '. PIDA DESI ,'U aFI D A I 1 y Fd e .III ! hI r3 r?A"vNERia -. f , _. r L r `' - ?VjthcTlzetlan:: LE !7, 7 ert34i ate .. ?, L',',7 ?a h 1" ?E " State of Fsori', o , , _ :r'- 59 a reullcr'ta, (n.. 7raNi ,)s and cencc is liar not be and of reproduced wlt,I,n a rlan. s;",Cti 6f -IL Item # 4 \507®(94',,;i-. I _ . J _ 3'-159_G,AS ?'._ L1 r ? , - , - .:j1' I' , ?-.'r9 0 2:4,4pm. _ jbsc.krr3s7...is Attachment number 1 Page 5 of 14 E rar 05 feat tJcak ido, S' { I. Mh'I e ports 'fownshf f . b I c ri 1 t tlf 1 !. " N LIT rI n S _ i t r I rg 71 I I + I , L :I l? ; ? ? I V :3I' I ! ?I' ? . V f _I v - I { IIlti rEC ] I D P -.[ ? 1 _. - '•n r _ ?'I'? _. 1 l?'. »I?,: i?1 _ '? ? rr Y it '.f? ? L - ICJ l ?....?.._?. __-_.._._•_ I i" I LI Fl 1 i„ ] r ??,_ , w __ ..emxee .ate..-.,..... _...?.w?-,.-. _.._?, r? ",r r f -J'ib' I r f .l rt - , n PU9?-IX AT I. ?,.. A T.. , ff I I ",L DRIDA DESIGN CONSUL TAN # 3', ?INC. I ? A lh (p m . 1 % L, I Y !'FEE J' .,. ! ! I ' t L ti 1 r Item # 4 Attachment number 1 Page 6 of 14 i Ira Cott at CJ.; y gct?9?. t?ParlA a „ rage - , , - - , r Book 5,4J or tu6f t4 a. H ?scl d t e5 rei?rl 4 lea I n ,_ t rl l,. , r !? II - r I ? ? rl ,_ ?I I , 7 ,I I 1r t f_ " i H r 9 ( na? $ S2 3 1 @d I;+ 01 1claI a u I d IIn?r 5,?7 r - Iri 0131 o1 0 1 4 f 482 136 tlee,° I ®,d1' tit 80 21 P F 4 r 1 M1 I y r ,C W w ,. -IR %J C` , p' S N ,I Ir 6707 ?t '- °3 rlr? I ti.. 4,r ,rile, r,p y{ n ua al ;i± r u. y w1E,;,,;'_ 0 ..,. Item # 4 Attachment number 1 Page 7 of 14 ii an foot 30P h I 00 lo `arsect. d r.rtbed tM or `ad sa 1d P 9h(3 f i bad In f r a d i . y p6u 01 ,. ,rgrhng'. III I I P ? i std i ? acrh L i r 40 an t t i Pig 3,306 squire 'eat or 0,078 acres, n)oro fdr I crds. C a a u r 0'. C/ €OG r04t iuEE3 u, >r rn p,# 'c E, ?s f? r P ?u F I??? dt r^ ?a cttur o Item # 4 Attachment number 1 Page 8 of 14 L :. -... : J - N k ry S sr rp .s (+ a s1' as n _ /4 f P U . . x JI , _ LI I :I 7 _ ?' ( T i n l'i 1 99 , t ; a AItJ I I I r I-' t J H4' r ii Z , 1 Y I ? „ 7 IherN? „ ' ,. a 20 r IT: h. r. - - . N's ?L, 11 I IL:R,;rl- If' w - - I , 16 E 3 r~I ? Sr@LlrT # '",) 1 . , t a I Ir , r rny rr?@ be uMe,.L -? . ..,.?.v ,.,..». r,...._. ?Y.rr .J. I ~s JL Item # 4 Attachment number 1 Page 9 of 14 ofItz?o1 :Xing 8 I 1 l , ,era. Friar` o[ cI uA t.'I, l I`+,w E .l -_ ! 1 _ ? c l l? I ri I I 4 ?+ -'. I ? l i v. ?II I % I ? F 7 U U X 3 I `?l C- ^i I E S _ A" NIC. . r Ff?„rl n?l I ti -1 f ! , 7?rC , _rkso t_,", Iyp t°,nGults .fl. in-. w" bII5 ul ,, Item # 4 Attachment number 1 Page 10 of 14 rf f? r ,?f Tr E 1,' E iV R - Attachment number 1 Page 11 of 14 LPV ; ?I L "F Y / ?F 100 jTrU ROAD I ?, Attachment number 1 Page 12 of 14 r t 4 1 6 R F ?? r- • ?,,. - ? A a 1- - F F - , - ,,qq , y1 t r f r-- t_ Y_ 1 Item # 4 Attachment number 1 Page 13 of 14 rt OR9 100, i r r ' r- P A.2 n I' P r: r ,i 4 u, ?? ,. r' - i At,, Item # 4 Attachment number 1 Page 14 of 14 ft 1 S"Ld EX Elt Nf L i` f+r++ rf __ ,, -L . Item # 4 Attachment number 2 Page 1 of 1 LOCATOR MAP: River Crossing Centre - Pasco: Gas Distribution Easement 5300 Little Road, New Port Richey, Fl. I?.; ? I ?. I ? E; ;THPiVEry CT II i PROJECT ? w eo? 06 -Z ? I w Item # 4 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve additional waiver of fees in the amount of $11,864 for the Ironman 2009 event, to cover the cost of potential lost parking revenue to the parking fund for use of additional lots on Clearwater Beach. (consent) SUMMARY: On June 18, 2009 the City Council approved the list of co-sponsored events and the waiver of requested City fees and service charges for those events including a waiver of $28,000 to the parking fund for the annual Iron Man competition. In the event additional money is requested beyond what was included in the agenda item the request needs to be brought to City Council for approval before additional funds are dispersed. Since approving this list and in the process of planning for this year's Iron Man event it became apparent additional parking spaces are needed in order to make the 2009 event function more smoothly. This was due, in part, to the recent changes on the beach as well as an attempt to expand vendor areas at Pier 60 Park. Therefore, Iron Man is requesting the additional waiver of fees for the use of the Patel Lot (middle section); Cortel - Lot 63 and East Shore - Lot 43 (west side) for a total cost of $11,864. Staff recommends approval of this request in that it will help solve some of the parking issues apparent with conducting this event and will assist in making the event a success. Type: Operating Expenditure Current Year Budget?: Yes Budget Adjustment: Yes Budget Adjustment Comments: The budget adjustment may be needed to adjust revenue figures in parking fund by $11,864.00 or less. Current Year Cost: Not to Exceed: $11,864 Annual Operating Cost: 0 $11,864 Total Cost: $11,864 For Fiscal Year: 2009 to 2010 Review 1) Public Works Administration 2) Financial Services 3) Legal 4) Clerk 5) Office of Management and Approval: Budget 6) Clerk 7) Assistant City Manager 8) Clerk 9) City Manager Cover Memo Item # 5 Attachment number 1 Page 1 of 1 a ao v LO v a o m 'a N (A CO (C a0 ? N r Q r N ? EA EA EA d3 O ? „ J N E = E E m 3 Q E E E E H O. o- o- O. Q d 0) N N y a > ; 3 to ; c c s N a N Ca d O Q L N O CO U E v a 0 a N N R O 0 06 3 Q Y C4 ) 06 i . €& O e O O N c cc: U O c- c c ?' CT5 O qa elr c? C L OL O (l ?y 97 CL U nr ' U CO a Ca U) O CO iZ (y q C5 9 + w e q CO N 0 fu 73 • L ... 93 V) n, 6 y? nb C ? E fu (a c ei a 0 LL. N r O M LO V (DD C O O CF CO O O O r CD Cl) O O N f, r N .U C 7 O 0 64 64 64 64 64 64 64 64 O to L Y > ? 0 CT5 0 E Q . N N + + a V1 L CE i H a Y R 0 N Q M Cli E 7 N -6 L O O to r ' O w N 0 .? V x a > w 2 r CA Cc M M Z Cli O J M m Q ? a N Q N d 0 O O J J a >%N O " ? R CL J ' 0 y Y J 1 12 0 m a E w O cD Ca c J ? -y ? Ra ? ? ? s L N 'C R N ++ O C6 C E N ?c CC O CV V ' t) a a c) v C6 C 4"- m CO O O N CO 0 CO O J N O U c U CO Q N N N Cf) E O L 76- C N O CO CCU N N CO C2 -Fn N UN L C ? CO ? CO C2 O w L.0 = O U r CO a? ? m Item # 5 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Appoint Paul E. Maser to the Board of Trustees, Clearwater Police Supplementary Pension Fund for a two year term from November 1, 2009 through October 31, 2011. (consent) SUMMARY: Florida Statute 185.05 states in part... "the board of trustees shall consist of five members, two of whom, unless otherwise prohibited by law, shall be legal residents of the municipality, who shall be appointed by the legislative body of the municipality..." It is requested that Paul E. Maser (1125 Fairwood Avenue, Clearwater) be appointed by the City Council to serve on the Board of Trustees of the Police Supplementary Pension for a period of two (2) years (Nov. 1, 2009 through Nov. 1, 2011). Mr. Maser is replacing Mr. William Schwob, who is retiring his position as Trustee effective November 1, 2009. Mr. Maser has stated that he will accept the appointment. Appropriation Code None Review Approval: 1) Clerk Amount Appropriation Comment Cover Memo Item # 6 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve a Contract (Blanket Purchase Order) to Fleet Products Inc. of Tampa, FL in the amount of $160,000 for the purchase of replacement vehicle parts used by all City Departments during the contract period December 1, 2009 through August 11, 2010 in accordance with Sec. 2.564(1)(d), Code of Ordinances - City of Tampa Bid 410051205 and authorize the appropriate officials to execute same. (consent) SUMMARY: This blanket purchase order will cover the period December 1, 2009 to August 11, 2010 for purchase of equipment replacement parts and heavy duty brake parts used by all City Departments. The reason for the less than one year duration for this BPO is aligned with the City of Tampa contract period. Type: Purchase Current Year Budget?: Yes Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Appropriation Code 566-06611-550600-519- 000 Bid Required?: Other Bid / Contract: $160,000 $160,000 10/1/2009 to 9/30/2010 Amount $160,000 No City of Tampa Bid #410051205 Budget Adjustment: Annual Operating Cost: Total Cost: Appropriation Comment BPO Bid Number: Bid Exceptions: None $160,000 None Review Approval: 1) Assistant City Manager 2) Clerk 3) City Manager 4) Official Records and Legislative Services Cover Memo Item # 7 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Award a contract (Purchase Order) for $412,960.00 to Duval Ford of Jacksonville, FL for 16 Ford Crown Victoria Police Cruisers in accordance with Sec 2.564(1)(d), Code of Ordinances - Other governmental bid, authorize lease purchase in the amount of $180,670.00 under the City's Master Lease Purchase Agreement and authorize the appropriate officials to execute same. (consent) SUMMARY: These automobiles will be purchased through the Florida State Contract 071-000-09-01. These automobiles are included in the Garage CIP Replacement List for Budget Year 09/10 and replace G1950, G2226, G2400, G2401, G2618, G2619, G2622, G2627, G2685, G2755, G2843, G2845, G2847, G2849, G2850, G2853. The purchase of 7 cars replacing G1950, G2226, G2845, G2847, G2849, G2850, G2853, will be paid through the Lease Purchase agreement. The remaining 9 automobiles will be paid through the Penny III Proceeds. Type: Purchase Current Year Budget?: Yes Budget Adjustment: None Budget Adjustment Comments: Current Year Cost: $62,502.08 Annual Operating Cost: $62,632.27 Not to Exceed: Total Cost: $125,134.35 For Fiscal Year: 2009 to 2010 Appropriation Code Amount Appropriation Comment 0316-94234-564100-519- $180,670.00 L/P CIP 0000 0315-94238-591000-521- $232,290.00 Penny III Fund 0000 Bid Required?: No Bid Number: Florida State Other Bid / Contract: Contract Bid Exceptions: None #071-000-09- 01 Review 1) Financial Services 2) Financial Services 3) Office of Management and Budget 4) Legal 5) Clerk 6) Assistant City Approval: Manager 7) Clerk 8) City Manager 9) Clerk Cover Memo Item # 8 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Accept a Blanket Water Main and Utilities Easement over, under and across a portion of the Northwest 1/4 of the Northeast 1/4 of Section 17, Township 29 South, Range 16 East conveyed by Island In The Sun Co-Op, Inc., a Florida not-for-profit cooperation, in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) SUMMARY: Island In The Sun Mobile Home Park, located at 100 Hampton Road, was developed in the early 1980's, and later annexed into the City. In May of 2009 Public Services investigated removing a tree that posed a potential hazard to the City's potable water service into the mobile home community. It was determined at that time the City did not have any easement authority to maintain its water service and appurtenant utilities within co-op boundaries. Subject to customary terms and conditions, and the expressed provision of being able to replace a permanent structure and mobile home units of the same size in the same location as existing units, Island In the Sun Co-Op, Inc. has granted the City blanket authority to perpetually maintain and replace as necessary any and all of its potable water facilities within the mobile home community. Type: Current Year Budget?: Other None Budget Adjustment: None Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Annual Operating Cost: Total Cost: to Review Approval: 1) Legal 2) Clerk 3) Assistant City Manager 4) Clerk 5) City Manager 6) Clerk Cover Memo Item # 9 Attachment number 1 Page 1 of 12 L r7r;, FEE: u ? I! 1 1 1-" i-I .1-1,i : BLANKET WATER MAIN & UTILITIES EASEMENT FOR AND IN CONSIDERATION 1 the siI m of Ten L," Il._,r t?1 ? fl, r Pt and sul'1_ "-rlcy of hlch i-, and the 1,iuii :fIl1- 1a ISLAND IN THE SUN CO-OP, INC., a Florida not-for-profit corporation 105 Hampton Road, Clearwater, Fl. 33759-3927 to the CITE! CL CLEARWATER, FLCRIDt, , Florida ?_li lli 7 X11 4 ra f ti :' .1 ?_'> Iisrve e5? ?',? 1 V'{gr_ fillet I rellowlr°t rtes ur Inc! I,Ill ir,d I'? ir.u s,tu ?lr, In ti ?- County of P,11T.11 _ ti fate of Flruu , t A ten-foot (10') easement lying five feet 5') each side of all water mains, rrPi apt rrten:lr?t meters, hydrants, valves and all other related infrastructure collectivel thsa "tacliitJ10 ). but excluding all facilities that may lie under structures or within five, feet (5" _of strUctures, as such facilities are now constructed and existinct or as-may he constructed or reconstructed hereafter within and Upon that certain real pr? pert ' a??. irry EXHIBIT "A'° appended hereto, and being more particularly described as follows: PARCEL 1 The Northwest '4 of the Northeast 1/4 of Section 17, Township 9 South, Range 16 East, Pinellas County. Florida, LESS the North 50 feet and the West 3 feet for road right-cif-way; AND LESS the East 858.44 feet of the South 25 feet for drainage r ight-of way, AND LESS the South 5 feet of the West 530 feet thereof. PARCEL The East 858.44 feet o the South 25 feet of the Northwest 1/y of the tJ tIII, ,-t "4 of Section 17, Township 29 South, Range 16 East, Pinellas County, Florida. T'r1-J CITY OF CLEA ATE , FLORIDA, shall 1 the right to to construct, install and n1 ,_3infain and <<?r, ? ?trur.t as r?ec? i'' rl ,€ la'J1,C7 rrf-r717.?l In ?' Charier: .ler?'rsr 'v'ItFr C 'll 5[_ -i1': 1;1 f 1. .,I'l tr, time. Grante` `:hall h ].'i:' CUII Luthorl? , 1:' f lfl .all f :ill ?I 11f1- t1 ti[ is I-L3 ement dr,d tlon as existed I)ririr f , thl - l?11 ,1 ',I";tL j ,et?t the Ll e of the premises by rant-, ,?. ,"ly Ir<<In??, ??11? ; ?il the 4[ T I y Item # 9 Attachment number 1 Page 2 of 12 ?f'I? ? fi- ?iI I fI??L" l -f, I; I its best erf oit t conduct of the `onveyed irk[ „II ir.'ll t, . thit IT, dIhfji-ntly pur16 je the cui -pJt I1 of all pf [?I??G? ,-,I . fcw retaim. rl s onsibillty to instiA ci in tru-t, r?1'ilrl ?,in modify ,-in(! 1-. j 1 1:1' Ii. ,- i R, I l -d-that are not r,rili{_ anion of Gr?inl'.,e as provided I 1 II 11 Cleanivdfr,i C, ide of Ord inn-ii It is not the into-fit it this as_rn? nt Agreement to prevent, dela, cr ,,I I.I. ,I i 1 I :)in ? [,k c a mobile l i rlr 1,'i hicirre site that is currently ocif_ilfl-,d .;.1 ,lip ?'+ M'fr' ire t rrt r ?,,?, L Th : e nct in anyway diminish t,i- Gf wi?t.?l L rr -plfj a here pith r? sl_'1. rI 1:-1 f-, r Ir. ;i?.r; nrr ation as the home exists 1'" th I, is over or .'.I l1il l & ;I!?',,f .. 3il;irl`s an[t rlarits with Granf that it is the yawner h, , 1 ii! ci : .?`.r+f I? ?1'w l f?Inl'=t?, :I?'1 li'iat Grantu f ] Ball right and lawful i1 Mcl f, it id c 1 to Graf ' aF Iii that Grantee st-,ill have quiet and pea_.i 'l l I vise a d f this easel ° -i t hrr -rmitted by applicable law, agr?(--?-, 11.: -IIs?IIi? and ?r<,? ? rfr cif l 1,alf l'-t 3?'1':? .ill clair`riL?, demands, action t? Il1?I_lri 't ns U(,'f(i 1 ?i;1ri_:. r _f l''L I:i o f 1Y or re at}_' 1o Gr rltei: ,; or S"cal I' ;i, Il,,, ?ifhj I?.Il_lcltl in -?espfnentpi i?9ill .rtt .1:1 t. ,'1aive or nici[-]ify the 1.i(il...;Ians. cf Frl_ii`-II., _1 'I ofIinitil Cr i 1i! ci66y party -lC7 In ? i tl lktl? -'f B. PFR tkf ?i 7 et 7II'' -irl u ? , ti be sued by third pmiti? _.f my mat,?r, I ,1riL?,.l r? f Ir, or as < .?r -t si F_ir;,1 immunity, In the rlt C-,,f ;rit >r. ?;scrs or should ev ?rir'lr.unlf r-C i?l if , _, rhllr' ant pr,'fni-, r "i'1 ?ii,-I;' i!f tiiii? t it 1iu prsa@" Ieit ''gill' f)( upon aPpr % of ?3fId Iaense, and shall convey altr?G?hi and ill' iI Ift l r 11i; ;yf° Sur if- d C tt at Grantor reser. " (into its-If Al i.1f l` r vi! I ,iii t the it III "'ifl?a "J'Itli ?'le esernef)t r IJ''li ? ti rf, -- 1 rs at1 l t. I'.,±I'[. ? r L_CCsta r-??n T'??_- f IIl''.tL1 9flf_i- II GI ill nd shall run VItll the land c _,f,,1jt hj,;he writter, u tl,-il ;I 11: ni-t. ;°?r i, 11 it by abandon- I-nt of the easement premises by Grantee. l vl I >il? i ? ?' "?I I i I I l ll 0}' r i F 1 J ;' i I Item # 9 Attachment number 1 Page 3 of 12 IN WITNESS WHEPEC3:, 'He irder: igned j3ant'_ r has Paused these presents to be duly executed this day of i.g r -1 ralMl and ,`?,,'i!-%ESS signatwe ri ',,v'tr-ess Nar,le, f -Int '',hj,t r S N err"r° STATE OF FLORIDA COUNTY F PINELLAS By" ISLAND IN THE SUN C0.0F, ;N ., a Florida not-for-profit corporation Clubhouse Clearwater, Fiar d,i "v7 9 SS The= Icreg,go 17 nstrl_iri, e n t `ryas 4,nc ledged before me th is ?a 0t W i, ; y° F ,t:'e * Ir'tir lan at P?-esidert ':-f Islataa In The Surf Co-Cu, II vhcT :l' the foregoing lu t,"!.rl"iCS'1 :ail 'bthai:t 'oT saic; cr.ru,at'or, and V is acknowledged 'I,e exe'cut er !he-t--„f to be his free act and deed rcE the usew a 1 J ,-ucse?: lone rein r2xi)ressed and [ ] '? l 's I_'erscna y ',-,no n to rye, or ,,vhc as pfrdu e as ant t'c ?t,cr . ';f"a` N(Dfary Purji c - Mate c'` Rcr,da Print Nctar Nar?:ryu Icy Commission Ex? ,-s; ,. a Item # 9 Attachment number 1 Page 4 of 12 O Item #9 Attachment number 1 Page 5 of 12 r-IOMEOWNERS ASSOCIATION CONSDENT, JOINDER AND SUBORDINATiON `? I I.T_ I-1 dtlE +''''IVF_FR A 0'1: AT10N, INC_ i l cla not ',-r -f,T ,"s? lat.i?n nleres1,s i??,`Jr''+,'ar Ir; f_C t t ( thw t f ., r,f. _ s ? ?', f 1 +If? a Ut Ides F 5'_ T o- '?? Iirc,, lor?_" ? ?r ?r rli . t. fl (?i r i ? I?3rtcr' tr t I of ^?3t i" ?i Florida municipal core-r ? 1 _ry I ? o TJ ._7mr1'.eti;?y IM1.A b f ? ?Hl? ?I? tt`Fi 1Ir County, Florio,; Jues her. -'y conse ' t) ?nd joins r' the cart Ji :?.?I_ 3Sr_'rr ! 'I ni r and 1 ;t fiuf-7- 1:r scbor''-tin .t zr, ar all of the Associaticr-'s righfs, and in.?ret r th-1 lands to be e- -r-umber .1 '? e jr-3nt of easement ,? :e'-'cr bed th r l 7. Signed, I r ;- rncj el .+ r Wr In the pre e t-, e of: P-int'v'Jltne s name LEARWATER 1.1,T. S. HOMEOWNERS ASSOCIATION, INC,, Florida not for Prot f corporation y: R row-3s Taylor, N{ den$ f' r I Tarn ton Road ? 1 Clearwater, Florida 3-59 Print VyIi',nes- r?r STATE OF FLORIDA SS COUNTY OF PINELLAS ; The foregoing 2009 by Thomas T aydl) gas P - slc, 'rt ?.)f Clear,,ater I I T 5 Nomeo ned r-)c, execute the fcrego r Ir tr?r, V, r ;sin behalf of sa!d A,sscciat;an ar,? who ack{ ,vvle(.?ej the x :.: on therect to be his U ell r?('r 1r, jeed for the „'urnr-sus +h r {r, exlar sr ld who r3erscnall knovvn'i) rye or who I ? did I:r w cle as Notary P,.,bkc ta'e of Florda Type, int 'vane %11?, '--'Om passion Expires: I -, , L"' ("I' Item # 9 Attachment number 1 Page 6 of 12 CONSENT & JOINDER IN GRANT OF EASEMENT The l.llidd 'I:sigl-f-d 1'J7 o(1L`;-il.ar...: irw,`lei ?i 1ld ho {lei o an i Cl,Lllt ll r' it f7iore. y r-)esc-Ibie_'l? t- 1-1 1Ft I-)?' 'Dt IIf--FI 7 'eat?--.j air{,1 Ir1?lu) 11, ll f''vlortgage anci Security Agri-elr'li-rlt 1wed M iy '_11 ive fir., a Floi-;d'a nct f?Jr-f]rC,'It r_',r?crf?iorBtlT.if? ?'J?7r at? r yr as recorri-r7 I.lr1l ei :L Pu+"._!r1 at at p ? 2-e5 Pi,r )11i: R>?;;ards Qf PineHas C,Cj-lflty, Ronda, I 7e a 1 1 i,.r - heteL'y loin'vdit'r1 the aforesaid P'??c'r, agar+'Gr?antnr ',r1 1}ie grant of easement as d ?,rl_,, ?is,?nteCa n the h??eirl descriher9 Blar*el ''7?''1`atSr t'u9alr', f--ii,d lJ*il'tieq Easement onve e:f tc, t?`1 ?`e d ti^v?at?r ? pl_t ct ('GFantee anti 1-lpren f con-.ent5 tG sL?ic1 gfant 'at e2Sement s° nc, `; L1 Li; 11r';?tfWS :III I?ht it e, and JlalrlOs in the lien evideilcen "e aft resald Vol--tgAge rd Seci-iritr J?,ra;°, ,Ill n. t: th r' ?es?t oi:irlt,, a, onveved to 1-?r?irt' e r -Iii d "v? }V [3 Ctol 4- r r"`tcr. _ the Lreser'r;+ of, t,. _ T f`W'ITNE`S,) sigr a'w N E'_, 5 l (?; ;7 ,? t LJ ,? f , alt I S ll R, S N IIie STATE OF FLORIDA COUNTY OF PMELLAS BROWN' ASSOCIATES, Lt!?., II„ a Florida limited partnership, as t an undivided 1/3 lnter st ? Herbert ,'.;,. Ftrjwn, QD'eli,,i--al -ja tner The t rp:"+a' Irls r rt,ll'1 Cr1"iv s ICk,nr'vvIedge--d b fCirF' me `tl,S ? :'y c_lf t.i''y' }-EF?r47t` rfi ice. 3,rFiv,+r-1 Imo'="'I r, Pair-rrPr c{ Brown ;` SSOCILItes. Ltd H, l partnership vjh o exe-c-Ut,-C! MC- f_tre:TDlr1g 'ilstr-annent by ar,d LJ=1 deha''f of ? alrj genelr-il r ,artrl-l', :. Ilfio r r;, ?hri the eXtt'';;Llt CI) ;r recf 't" be hi- f,e~ * ?N act deed f+??r -,r°C pl_!rl-lc,ti+?.,'f?Pr~ih. l-- I r'.yp essed, :'?n+,i Iz i J'V'I ' I:y r"F'fS(;rlc?l il[,,?'Jn t:?T 111e._, car V. V0r{? provide+,.i Notar w+ Pt-i'bliC . St:s!e iDf F oncia T'Jf-'P_jt?nrlt N,_?I1I Item # 9 Attachment number 1 Page 7 of 12 r',Jae STATE F FLORIDA ROBERT ASSOCIATES-31 L7D, II, a Florida limited partnership, as are undivided 1,+31 interec t ?fIY re I f,-,r .JI ' l r 'U TYQF PI'NELLAS ?? r+i I I'If?ll? 1'F?Ir __? l:l r?r? I"Ir _';i a° ?f ilf frS%jii ent by and c r ? 'XI. [-L!P21; :f eF, c1 f?) be f S ?Fee ict and ,lee l `he uses _ind tfr..ust' ?ht°f' Ji e?•p'? J: and [ iv-L :r, P-,e r ] who pro,, de -4 I'D SIii#e ct F 1 J Ivy 1_ -.mmi ion Expires: Item # 9 Attachment number 1 Page 8 of 12 ?JL RJr'? _ ?.rr;?r -• - J signj Prr' rr?u?fJ?.._ ?_ffi STATE TENNE-S -F KENNEDY ASSOCIATES. LTD„ a Florida hm7ted partriershi , as t an undivided 1/3 irterest r COUNTY OF HAMILTON The fefr_goin instrrrn,=nt w Rs aCkn ,',de,? --c] b - r,e 2009: by L1s,Jefll T"iorn --? [17?r-tr, "t 3t ?.}:? Ir' tfJnl nt J'{," n on r t:3 + t'1+Jr5h9 and,',,iri ?;^'I-i)Yy,"r i!,J !' r, 1 r7Wr e he t _ :33t and deed r s s therein expressed ad rtt. ,1 C whc er-who r:entsti -at c; r, T s J t arr t !i'_ -- ",gate JT 7wnr ess ee F'w G'`# {(1k earl";, F; Item # 9 Attachment number 1 Page 9 of 12 KENNEDY ASSOCIATES, LT°, I a Florida limited par#,nershp, to an r divided 113 interest B r" STATE OF FLORIDA COUNTY OF PINELLAS The r,=,(?r I Irl WIS'-_Ml'r',i "E;=iS r?efore F"T"1 this AL? Lt f bby H'_ `, rrT?l "if 1 t 5, W- x tr d' 'he s, a t? 7 r1 T fDG i c _ a f t ., us i7 .?i,d who ack. 1 s 9,1 iI7 LJs c vll, press rj, i'1 N ho l f ' as Expires. Item # 9 Attachment number 1 Page 10 of 12 STATE F FLORIDA COUNTY OF PINE'S LAS AF71DAV7 F NO LIENS BEFORE ME, '1-re undersigned ar§t ?e??on,al f 3r.'I-? II P-?bert Newman Fr s r„ t ,.a The Sun C, p liL: F r, nuk-f?l r; +it corporation h -;ri, ing first duly „y does depose ar'c+ That said cor_ crat o, is the owner of legal an, aui[ ?hle Ole to the 1II. ,v ng described proper€l in ?__ nellas County Florida, to PARCEL I The Northwest ';, of the Northeast 1/4 of Section 17, Township 29 South, Range 16 East, Pinellas County, Florida. LESS the North 50 feet and the West 33, feet for read right-of-way; AND LESS the East 858,44 feet of the South 25 feet for drainage right-of way; AND LESS the South 25 feet of the e 530 feet therecif, PARCEL 2 The East 558.44 feet of the South 26 feet of the Northwest 1/4 of the Northeast 1/4 of Section 17, Township 29 South, Range 16 East, Pinellas COUnty, Florida, 2, That paid the possession -,t Tt ?T ?! t: f - as be,'' - a: o eiforr1 t-d' or niater!a s fl_Jr'`IISl'&-j t-jrl sal orope'rty f,00 ,vwhicl there ;-3?N :anpad bil''s +:'r lah'or or'irater'a''S ?gairsr Sail! t f ,N ,at 'vill :De p'air? daring the 7 crmal course of n)us ness except 0f none, enter NC)NE", if no entry, It will be deemed that Affiant has entered `NONE") 4. "t"hat ,,rl1r t.r n s, °St rears 3rj+-1 es'r vtions of record andmern ers r "he coopelatn;w, 'rE I ?r .s eFr •f 71hr 1G s of f3 nature ?s 9?e tll '',elf J th property rer?'natnLve aes- [ e-d x_ (a) As shown ,;r-IL,ir D 3ttachec' he ',', T ,at et: r _qj'r r _m-;tease %1o e t'Vl a 4a4? ? ar d Eer.u t ,4,greement _1 ?i the ' 1 'Df ''' lc3 700 F n fWgvr r of Firo)vvr ASSvt:iat s I<,`,d , Il a Florida 'imiteci partr!_rsh?p, R oeiis,1.ssc'c'ites, Li?_ al, Florida rr;ite parrtr?ers p, and Roberts Item # 9 Attachment number 1 Page 11 of 12 753, et '71 if thepual 1-.: l F ,ri, F 5. 7-3t 3t ft' a A3rf; j'tr.r cat 1 G "i f C; ha r f1 w J,y i r(J : r y' rYsa', _i+?'';I 3`l' for If 4 -`r ^ w _ f"? r' I fir„ Nr. 'n rr it t'lr f ?1 ,3 i ti of rep 'r i,l. That ti r;3 n -rJt 3r,_. II. = Wf ,I.;e 3f r as ni ,F-_ any overnn',c , i That the << -se-r ? ri herein , , fc F, t? ,4 Purpose of + t; CITY L F'ARWATE , FLORIDA, " rgenC L'r'= and ; rl, , rely n+ )n, IT?J Ey:-a n k r ?y a By-, , ?tai e i °.,v:- r, ± to and ,fps: L ; before rye this day of ; fJot.a ', '-ur'Ii', - Fate _t = r,r rah r i t 3 `r' r: ' a n L',l'', "C, rnmi lon y,- re , Item # 9 Attachment number 1 Page 12 of 12 117.a C l ? 1 1 ;1 1-1 i i_ <<I'1 II .i ;I`iI" 1n Easement in favor of Pinellas Water Company, a Florida orpcration f?corded "n Deed Book 1465, pane 107, said Easement subsequently assigned to the amity of t. Reter5burq Florida, by Assignment attached to said Easement, r (:orded in Deed Boo 1465, rage 108, of the public records of Pineilas County, Fiwicla 1.3s to Parcel . License Agreement in favor of General Telephone Cornp„ny .f Florida, zi Florida corporation, reco(ded in Official Records Book 2586, page 521, of thy? s?r?t?lic? rec,,?rd,; of Pinellas C-DuntyF, Florida. Ias to Parcel 11 Drainage Easemert in favor of Pinellas tmty, a pol4icai sL hbdivislon of the 'State of Florida, recorded In Official Records Rook 5420, page 449 of the prjbiic records of Pinellas County, Florida. +as to Parcel 1) 4. Telephone J'rstrihution Easement in favor of General Telephone .ompany M Florida„ a Florida corporation, regarded in Official Records Book 5849, page, 2107, of the public records of Pinellas County, Florida. las to Parcel 1) Easement lrs; favor of the City of leerwater•, Florida, recorded In ClffirW Record Book X076 page 1.178. of the public racords of Pinellas County, Florida. Ias to Item # 9 Attachment number 2 PagC 1 Of 1 FAiRWuuD FOREST DH FQ/RIyQQD pC 0 o ' s LL DREW ST ?? maw bmi „ ,......... ......... ......... on w Q BERMUDA BLANKET a L o E ASEMENT TRINIDAD T RL ?P ''-a Z P V 1144 1 WINDWA gR RD ISLE 0 ~ W ? '... `? ? j ?P5 > 3 z m JAMAICA LN z o z g z ¢ w U x O O U Q m U m c?4* 4 LEEWARD ISLE F c R9'1' O R FSF A'G F of o Z ? 2 a g w x w m N W MERRILL , m VIRGINIA AVI KENTUCKY Al TENNESSEE Al CAROLINA AV p Cl Island In The Sun Co-Op Legend Parcel Boundary N earwater Blanket Water Main & Utilities Easement Bldg Footprint Outside CLWTR City limits W E Prepared by: - - - - Clearwater Service Area Engineering Department -, ; Ite m # 9 S Geographic Technology Division 100S . Myrtle Ave, Clearwater, FL 33756 Ph: (727)562-4750, Fax: (727)526-4755 Map Gen By: JHH Reviewed By: EB Date: 9/25/2009 Grid #: 291 B S-T-R: XX-XXs-XXe Scale: N.T.S. www. MyC learwater. com Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve the applicant's request to vacate the south 5 feet of a 10-foot drainage and utility easement lying along the north property line of Lot 122, Replat of Willow Ridge, (AKA 1932 Hastings Lane), less the West 10 feet and the East 5 feet thereof, and pass Ordinance 8129-09 on first reading. (VAC2009-06 Evans) SUMMARY: The applicant is seeking to vacate the easement portion to construct a swimming pool. The pool, as designed, meets current Community Development Code requirements. Progress Energy, Knology, Bright House and Verizon have no objections to the vacation request. There are no City-owned utilities in the easement portion subject of the vacation request and no future need for the easement portion is anticipated. The Engineering Department has no objections to the vacation requested. Review Approval: 1) Planning 2) Legal 3) Clerk 4) Assistant City Manager 5) Clerk 6) City Manager 7) Clerk Cover Memo Item # 10 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8129-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, VACATING THE SOUTH FIVE FEET OF A 10- FOOT DRAINAGE AND UTILITY EASEMENT, LESS THE WEST 10 FEET AND THE EAST 5 FEET THEREOF, LYING SOUTH OF AND ADJACENT TO THE NORTH PROPERTY LINE OF LOT 122, REPLAT OF WILLOW RIDGE; PROVIDING AN EFFECTIVE DATE. WHEREAS, Thomas Warren Evans, owner of real property located in the City of Clearwater, has requested that the City vacate the drainage and utility easement depicted in Exhibit A attached hereto; and WHEREAS, the City Council finds that said easement is not necessary for municipal use and it is deemed to be in the best interest of the City and the general public that the same be vacated; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The following: South five feet of a 10-foot drainage and utility easement lying south of and adjacent to the north property line of Lot 122, Replat of Willow Ridge, as recorded in Plat Book 71, Pages 98-101, Public Records of Pinellas County, Florida, less the west 10 feet and the east five feet thereof. is hereby vacated, and the City of Clearwater releases all of its rights in the servitude as described above to the owner of the servient estate thereto. 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 Approved as to form: Camilo A. Soto Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk Item # 10 Ordinance No. 8129-09 Attachment number 2 Page 1 of 1 Sca/e: 1 "= 30' This is not a survey W ry n z 0 CD z ry ry Q M REPLNT HASTINGS LANE NORTH ?,IDGE SUNSET POINT ROAD EXHIBIT "A" EVANS 1932Has67p Lane Attachment number 3 Page 1 of 1 Scc% 1'- 1000' ELM PL GREAT BRIKHILL w OAK PL Y J W Z 0 U O PINE z z a mdsor Go PL w a zz VD_ SOR Of m m v~i z 4DSG??R PL DR 5ASHTCN ABBEY RD ° DR STARLIGHT ALGONQUIN DRIVE m W (w7 m C.7 J J??v z a;i o Y BETH LA Ron w ? SUNRISE CR-576 ° TOWNSEND ST p 0 of F ° Of ° Q THAMES ST w z w PRINCE PHILIP ST Y BENTLEY ST DR r Q J w °o! a = of CARLISLE ST M a w z w p ° Of LINWOOD M J 0 O ? DR CIR FLAGLER DR SCOTT w ST w ?a a w J a a o ?a?=? ?a?aLEOLA SHERWOOD L) ST ST Z > V) Of w J w j of J of Z Q U DZIO LONG ST WEBB DR w w z w °e ° Q Of m M iv a z V) a T GENTRY ST ST I F RANGE RD WEAVER PARK DR n=n MONTCLAIR D Sunset Grove La A D z I? a Uj w J D SUNNYDALE BLVD U Uj W 2 C CALUMET ST LO of N ° a I Of U LOGAN ST z Location Map NOFiTI.1 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve amendments to the Capital Improvements Element (CIE) of the Clearwater Comprehensive Plan making modifications pursuant to the City of Clearwater's Capital Improvement Program budget adopted on September 17, 2009 and updating the reference to the School District's Five-Year Work Program for FY2009/10 through 2013/14 as adopted by the School Board on September 15, 2009, and pass Ordinance 8088-09 on first reading. (CPA2009-07001) SUMMARY: The Planning Department is recommending amendments to the Clearwater Comprehensive Plan in order to meet statutory requirements that an annual update be developed which incorporates both the Capital Improvement Program Budget and the School District's Five- Year Work Program. The fundamental purpose of the Capital Improvements Element is to ensure that the City is able to fund the public facilities supported in the Comprehensive Plan Elements. These amendments bring the Comprehensive Plan into alignment with the City's Six-Year Capital Improvements Program (CIP) Budget as adopted on September 17, 2009. By Statute, these amendments are due by December 1 each year, are exempt from the twice-a-year limitation for large-scale amendments and require transmittal to the State Department of Community Affairs (DCA). The proposed amendments are: (pages are given from Comprehensive Plan): Capital Improvements Element Needs Summary (page I-1): Updates examples of CIP projects to reflect the FY 2009/10 CIP Budget adopted by Ordinance No. 8101-09 on September 17, 2009. Policy 1.1.1.2 (page I-2): Updates the reference to the annual update from FY2008/09 Capital Improvement Program Budget to FY2009/10 Annual Update to the Capital Improvements Element. Policy 1.1.7.6 (page I-12): Changes dates to reflect current year relative to the School District's Five-Year Work Program. FY2008/09 CIE Schedule I-A (Schedule 1-A Pages 1 - 49): Deletes FY2008/09 CIE Schedule I-A, Pages 1 through 49 and replaces it with FY2009/10 Annual Update to the Capital Improvements Element. The staff report and Ordinance 8088-09 contain further analysis and information on the proposed amendment. The Community Development Board (CDB) will review the proposed amendments at its public hearing of October 20, 2009. The Planning Department will report the Board's recommendation at the City Council meeting. Review Approval: 1) Legal 2) Clerk 3) Assistant City Manager 4) Clerk 5) City Manager 6) Clerk Cover Memo Item # 11 Attachment number 1 Page 1 of 10 ORDINANCE NO. 8088-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE COMPREHENSIVE PLAN OF THE CITY AS ADOPTED ON MAY 18, 2000, AS SUBSEQUENTLY AMENDED, AMENDING THE CAPITAL IMPROVEMENTS ELEMENT, MAKING CORRECTIONS AND MODIFICATIONS PURSUANT TO THE UPDATED SCHEDULE OF THE CITY OF CLEARWATER'S FY2009/10 THROUGH FY2014/15 CAPITAL IMPROVEMENT PROGRAM BUDGET ADOPTED ON SEPTEMBER 17, 2009, AND UPDATING THE REFERENCE IN POLICY 1.1.1.2 TO THE SCHOOL DISTRICT'S FIVE-YEAR WORK PROGRAM FOR FY2009/10 THROUGH 2013/14 AS ADOPTED BY THE SCHOOL BOARD ON SEPTEMBER 15, 2009; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Local Government Comprehensive Planning and Land Development Regulation Act of Florida empowers and requires the City Council of the City of Clearwater to plan for the future development and growth of the City, and to adopt and periodically amend the Comprehensive Plan, including elements and portions thereof; and WHEREAS, the City of Clearwater adopted a Comprehensive Plan on May 18, 2000 by Ordinance Number 6522-00, subsequently amended; and WHEREAS, certain amendments are statutorily required, and others are advisable in order to harmonize the Comprehensive Plan with state law and good planning practice; and WHEREAS, amendments to the Comprehensive Plan of the City have been prepared in accordance with the applicable requirements of law, after conducting the appropriate planning analysis, and public participation through public hearings, opportunity for written comments, open discussion and the consideration of public and official comments; and WHEREAS, the Community Development Board, serving as the designated Local Planning Agency for the City, has held a public hearing on the proposed amendments and has recommended adoption of the proposed Comprehensive Plan amendments; and WHEREAS, per provisions of Florida Statutes Chapter 163, it is necessary to annually adopt an ordinance amending and updating the Capital Improvements Element of the Comprehensive Plan to maintain a financially feasible minimum 5-year schedule of capital improvements consistent with the plan; and WHEREAS, the City Council finds it necessary, desirable and proper to adopt the amendments to the objectives and policies of the Comprehensive Plan in order to reflect changing conditions; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. Amendments to the text of the Clearwater Comprehensive Plan attached hereto as Exhibit "A" are hereby adopted. Page 1 Ordinance 8088-09 Item # 11 Attachment number 1 Page 2 of 10 Section 2. If any section, provision, clause, phrase, or application of this Ordinance shall be declared unconstitutional or invalid for any reason by a court of competent jurisdiction, the remaining provisions shall be deemed severable therefrom and shall remain in full force and effect. Section 3. This ordinance shall become effective when the Department of Community Affairs (DCA) issues a final order determining the adopted amendment to be in compliance, or the Administration Commission issues a final order determining the adopted amendments to be in compliance, in accordance with Section 163.3177, 163.3178, 163.3184, 163.3187, 163.3189 or 163.3189 F.S., as amended. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Frank Hibbard Mayor-Councilmember Attest: Cynthia E. Goudeau City Clerk Page 2 Ordinance 8088-09 Item # 11 Attachment number 1 Page 3 of 10 ORDINANCE 8088-09 EXHIBIT A AMENDMENT 1 - CAPITAL IMPROVEMENTS ELEMENT SUMMARY Amend Capital Improvements Element Needs Summary of the Plan on Page 1-1 as follows: Capital Improvements Element Needs Summary: The following summarizes several of the current capital improvement projects and funding sources proposed for public facilities supported in the other Comprehensive Plan Elements and as specified in the City's six-year schedule of the Capital Improvement Program (CIP) that is updated and adopted annually by the City Council: The $2.5 million Bayshore Boulevard Realignment Project is planned in FY2012/13. This project will eliminate a dangerous curve must north of Drew Street on heavily traveled Bayshore Boulevard. Funding is Penny for Pinellas III. The $1.25 million Druid Read IMPFOVeMeRtS PR?JeGt is plaRRed OR 2008-409- fGF the GOMPIR-tiOR of the Mr, -id Read Trail ser-tion Of thP- PAR-11-AS Tr-;;El fFE)Fn GIeR Qaks Park to the N.4Rmnr0;;1 Causeway Bridge. Improvernents 'rinll Ogi mrl pcr??ping alksa ?°^r? hiL 2 ath$. P61RdiRg 06 2Nrrpr- RY f^r ?vr Diomre ? tnvrcrcr zrc, 21Aicmt?rnrrmc-I'?iirTn us • The City's Streets and Sidewalks Program is currently budgeted for $15.283472 million on the six-year CIP schedule with a funding source of road millage. • The City proposes a total of $43.845 48 44 million of improvements within the City's Stormwater Infrastructure Program over the six-year CIP period. The funding sources for this project are the Stormwater Fund and a future bond issue. • The $1.602 4552 million Commercial Container Acquisition CIP project is planned through Solid Waste funds. • The $19.627 2a-066 million Reclaimed Water Distribution System CIP project is being funded through: , $17.112 43 841 million from future bond issue, $0.986 million 4-833 from Sewer Revenue, and $1.529 million from Utility Renewal and Replacement. AMENDMENT 2 - CAPITAL IMPROVEMENTS ELEMENT GOALS, OBJECTIVES AND POLICIES Amend Policy 1.1.1.2 of Objective 1.1.1 of Goal 1.1, on page 1-2 as follows: 1.1.1.2 The City shall be permitted to amend the Schedule of Capital Improvements two times during any calendar year and as allowed for emergencies, developments of regional impact and certain small-scale development activities pursuant to Florida Statutes 163.3187. The annual update of the plan is hereby incorporated by reference and is located following policy 1.1.7.6 as the FY2009/10 Annual Update to the Capital Improvements Element. The s^hed ul° of Gap B 1dget is innnrnnr?t°rl as Qnhed il° 1_4 of this Capital Improvements Element Page 1 Ordinance 8088-09 Item # 11 Attachment number 1 Page 4 of 10 AMENDMENT 3 - CAPITAL IMPROVEMENTS ELEMENT GOALS, OBJECTIVES AND POLICIES Amend Policy 1.1.7.6 of Objective 1.1.7 of Goal 1.1 on page 1-12 as follows: 1.1.7.6 The City hereby adopts by reference the School District's Five-Year Work Program for FY 2009/10 PY 20084)9 through 2013/14 203, as adopted by the School Board on September 15, 2009, X998. AMENDMENT 4 - CAPITAL IMPROVEMENTS ELEMENT GOALS, OBJECTIVES AND POLICIES Remove CAPITAL IMPROVEMENTS ELEMENT SCHEDULE I-A CAPITAL IMPROVEMENT PROGRAM FY2008/09 commencing on page I-12 and including Schedule I-A Pages 149 following page I-12, and replace as follows: FY2009/10 ANNUAL UPDATE TO THE CAPITAL IMPROVEMENTS ELEMENT The intent of this annual update is to evaluate capacity and demand for concurrency-related public facilities (solid waste, potable water, stormwater, sanitary sewer, parks and roads), to determine that LOS standards are being met and that they will service approved and planned development over a 5-year period. The Citv's Capital Improvement Proaram Budaet FY2009/10 is used as the basis for this update It ensures that future public facility needs will be met based upon existing, approved, and planned development that will require public services in the 5-year planning horizon. It summarizes the timina. location and fundina of capital improvement proaram construction proiects to meet future ublic facilities demand PROJECTIONS The following tables provide the capacity and demand for each of the City's respective public facilities projected over the next 5 years. There are no projected deficiencies. Report is based on 2008 population: 110,831 Projected 2018 population (Future Land Use Element): 120,028 SOLID WASTE: Current Capacity: 7.12 Ibs per capita per day Current Demand: 5.19 Ibs per capita per day Fiscal Year Projected Demand Projected Capacity at End of Surplus Ibs per capita Per day) FY Ibs per capita Per day) Deficit 2009/10 5.19 7.12 1.93 2010/11 5.19 7.12 1.93 2011/12 5.19 7.12 1.93 2012/13 5.19 7.12 1.93 2013/14 5.19 7.12 1.93 Totals 20( 13/14) 5.19 7.12 1.93 Page 2 Ordinance 8088-09 Item # 11 Attachment number 1 Page 5 of 10 Solid Waste LOS Standard: 7.12 Ibs Der Current capacity*: Total Solid Waste capacity (in tons): 143,906 Pounds of Solid Waste per capita per day: 7.12 Current demand: Total Solid Waste Generated by the City in 2008 (in tons): 104,898 Current Pounds of Solid Waste Der capita Der dav: 5.19 *The current capacity is based on the Citv's LOS standard. Capacity is actuallv areater since the Citv's Solid Waste Department is able to dispose of all waste produced within the city, as it works with Pinellas County on waste disposal. Garbage is taken to the Pinellas County Waste to Energy Plant where most is incinerated. Anv material that is not incinerated is "land filled". The most recent Droiections take the life of the land fill to the vears 2085 to 2090 POTABLE WATER: Current Capacity: 25 MGD Current Demand: 12.2 MGD Fiscal Year Projected Demand Projected Capacity at End Surplus (Deficit) max. of FY min. 2009/10 12.0 MGD 25.0 MGD 13.0 MGD 2010/11 12.1 MGD 25.0 MGD 12.9 MGD 2011/12 12.1 MGD 25.0 MGD 12.9 MGD 2012/13 12.2 MGD 25.0 MGD 12.8 MGD 2013/14 12.2 MGD 25.0 MGD 12.8 MGD Totals 20( 13/14) 12.2 MGD 25.0 MGD 12.8 MGD MGD = million gallons per day; Projections as per the City's Water Master Plan Potable Water LOS Standard: 120 gallons per capita per day Current capacity: Total Potable Water Available per day in gallons: Gallons available per capita per day: 25,000,000 (25.0 MGD) 225.56 Current demand: Total Potable Water Consumption per day in gallons: Gallons consumed per capita per day: STORM WATER: Current Capacity: 10-year LOS standard Current Demand: 10-vear LOS standard 12,000,000 (12.0 MG ins 97 Fiscal Year Protected Demand Protected Capacity at End of Surplus (Deficit) FY 2009/10 10-Year LOS Min 10-Year LOS Min N/A* 2010/11 10-Year LOS Min 10-Year LOS Min N/A* 2011/12 10-Year LOS Min 10-Year LOS Min N/A* 2012/13 10-Year LOS Min 10-Year LOS Min N/A* 2013/14 10-Year LOS (Min) 10-Year LOS Min N/A* Totals 2013/14 10-Year LOS (Min) 10-Year LOS (Min) N/A* Page 3 Ordinance 8088-09 Item # 11 Attachment number 1 Page 6 of 10 Stormwater LOS Standard: Design storm: 10-year storm frequency for all new street development using the rational design method Current Capacity: 10-year LOS standard (Min.)* Current Demand: 10-year LOS standard (Min.)* Total: 10-year LOS standard (Min.)* *Stormwater management is reviewed on a permit-by-permit basis. The City only approves if a proposed development meets the LOS standards for stormwater management facilities listed above. SANITARY SEWER: Current Capacity: 257 gallons per capita per day Current Demand: 127 gallons per capita per day Fiscal Year Projected Demand Projected Capacity at End Surplus (Deficit) max. of FY min. 2009/10 14.1 MGD 28.5 MGD 14.4 MGD 2010/11 14.2 MGD 28.5 MGD 14.3 MGD 2011/12 14.2 MGD 28.5 MGD 14.3 MGD 2012/13 14.3 MGD 28.5 MGD 14.2 MGD 2013/14 14.3 MGD 28.5 MGD 14.2 MGD Totals 20( 13/14) 14.3 MGD 28.5 MGD 14.2 MGD MGD = million gallons per day; Projections as per the City's Water Pollution Control (WPC) Master Plan Sanitary Sewer LOS Standard: 127 gallons per capita per day Current Capacity (in gallons): 28,500,000 Gallons available per capita per day 257.14 Current Demand: 14,100,000 Gallons available per capita per day 127.22 PARKLAND: Current Capacity: 13.31 acres per 1,000 people Current Demand: 4 acres per 1,000 people Fiscal Year Projected Demand Projected Capacity at End Surplus (Deficit) max. of FY min. 2009/10 4 per 1,000 13.31 per 1,000 9.31 per 1,000 2010/11 4 per 1,000 13.31 per 1,000 9.31 per 1,000 2011/12 4 per 1,000 13.31 per 1,000 9.31 per 1,000 2012/13 4 per 1,000 13.31 per 1,000 9.31 per 1,000 2013/14 4 per 1,000 13.31 per 1,000 9.31 per 1,000 Totals 4 per 1,000 13.31 per 1,000 9.31 per 1,000 Parkland LOS Standard: 4 acres per 1,000 people Current capacity (Parkland Acres As of 05/13/09): 1,475 acres (a)- 13.31 per 1,000 people Current demand: 440 acres (a)- 4 per 1,000 people Total (Acres / Per Thousand People): 1,475 acres (a)- 13.31 per 1,000 people Page 4 Ordinance 8088-09 Item # 11 Attachment number 1 Page 7 of 10 ROADS: Add the following table City Ten Year Glarridar Imprrvnment Plan FY 2CM-Nla FY 20138-21318 7 N 0 u ? a 9 1?1 8 w _ a . -? w J J .' a I d .? I3".1 IIi..iII r tl''_I'::I L,.?. I.i,.?!IIC1 - - I.?:.I"', c_'.I .. I..II? IJlli_ill _ _.=1 ?_• (''. -F- F 7.1 _,. :•.? I- .1.,III F 6 D n r:1rv?J.{ I'.'pi U•' -.I :. l 1.1411 ;; 1 -,411,111 l u Cr D jL. _Ih11.II f' ki.. ? 11 zjC 14 - l I100 1.0 1.600 1 1 1 1i 2 ij D A I "II sril n le. L r iv.--.-I1 4.rnar. Yr Il. io f'I l! a,:i-. 7n I.. isf'i: dl!'IISII 1.0 2_670 I i °-I __ !dlIi D CJ -_ I, I CI a 0 - 1`1 1 h x -,no 4_4 1 -r '4 C, D 'v 6 r,, 1 1.. rl_C _ ! i ri.=1J 6 ?j Q F) ?- Remainder of page is intentially left blankl Page 5 Ordinance 8088-09 Item # 11 Attachment number 1 Page 8 of 10 FY2009/10 Capital Improvement Program Budgeted Expenditures and Revenues: Add the following table CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEAR 2009/10 GENERAL SOURCES: General Operating Revenue General Revenue/County Coop Road Millage Penny for Pinellas Transportation Impact Fee Local Option Gas Tax Special Development Fund Special Program Fund Grants - Other Agencies Donations SELF SUPPORTING FUNDS: Marine Revenue Downtown Boat Slips Revenue Aviation Revenue Parking Revenue Utility System: Water Impact Fees Sewer Impact Fees Utility R & R Stormwater Utility Revenue Gas Revenue Solid Waste Revenue INTERNAL SERVICE FUNDS: Garage Revenue Administrative Services Revenue BORROWING -SELF SUPPORTING FUNDS: Lease Purchase - Water Lease Purchase - Stormwater Lease Purchase - Solid Waste Lease Purchase - Recycling Bond Issue - Water & Sewer BORROWING - INTERNAL SERVICE FUNDS: Lease Purchase - Garage Lease Purchase - Administrative Services TOTAL ALL FUNDING SOURCES: Budgeted Revenues 2009/10 1,470,990 635,310 2,090,670 6,225,000 290,000 1,720,000 950,000 30,000 2,900,000 900,000 50,000 15,000 10,000 260,000 250,000 500,000 3,050,490 5,652,800 5,340,000 350,000 119,400 150,000 42,540 300,000 170,000 220,000 15, 665, 240 2,312,300 400,000 $52,069,740 Page 6 Ordinance 8088-09 Item # 11 Attachment number 1 Page 9 of 10 Add the following table CAPITAL IMPROVEMENT PROGRAM FOR FISCAL YEAR 2009/10 Budgeted Expenditures FUNCTION: 2009/10 Police Protection 150,000 Fire Protection 678,490 Major Street Maintenance 3,645,670 Intersections 435,000 Parking 250,000 Misc Engineering 35,000 Parks Development 5,837,500 Marine Facilities 4,315,000 Airpark Facilities 10,000 Libraries 635,310 Garage 2,716,700 Maintenance of Buildings 277,930 General Public City Building & Equipment 950,000 Miscellaneous 640,000 Stormwater Utility 5,945,000 Gas System 5,310,000 Solid Waste 520,000 Utilities Miscellaneous 26,000 Sewer System 9,772,590 Water System 9,699,550 Recycling 220,000 TOTAL PROJECT EXPENDITURES $52,069,740 Page 7 Ordinance 8088-09 Item # 11 Attachment number 1 Page 10 of 10 Add the following table CAPITAL IMPROVEMENT PROGRAM EXPENDITURE SUMMARY BY FUNCTION FY 2009-2010 THROUGH FY 2014-2015 CAPITAL IMPROVEMENT FUND CITY OF CLEARWATER Schedule of Planned Expenditures Function 2009/10 2010/11 2011/12 2012/13 2013/14 2014/15 Total Police Protection 150,000 150,000 Fire Protection 678,490 1,153,400 1,089,490 2,515,270 4,244,860 1,555,400 11,236,910 New Street Construction 2,500,000 2,500,000 Major Street Maintenance 3,645,670 3,497,430 4,057,430 4,107,430 4,107,430 4,032,430 23,447,820 Sidewalk and Bike Trails 472,000 472,000 Intersections 435,000 435,000 435,000 435,000 435,000 435,000 2,610,000 Parking 250,000 225,000 200,000 200,000 225,000 225,000 1,325,000 Miscellaneous Engineering 35,000 8,035,000 35,000 35,000 35,000 35,000 8,210,000 Parks Development 5,837,500 4,622,500 907,500 1,147,500 9,967,500 982,500 23,465,000 Marine Facilities 4,315,000 275,000 413,000 413,000 413,000 413,000 6,242,000 Airpark Facilities 10,000 10,000 10,000 10,000 10,000 10,000 60,000 Libraries 635,310 635,310 10,635,310 639,740 665,310 685,270 13,896,250 Garage 2,716,700 2,798,200 2,882,150 2,968,610 3,057,670 3,149,410 17,572,740 Maintenance of Buildings 277,930 299,800 1,108,650 420,560 452,530 379,560 2,939,030 Gen Public City Bldg & Equi 950,000 7,000,000 7,950,000 Miscellaneous 640,000 640,000 620,000 5,420,000 645,000 645,000 8,610,000 Stormwater Utility 5,945,000 8,800,000 7,200,000 7,100,000 7,400,000 7,400,000 43,845,000 Gas System 5,310,000 5,600,000 5,800,000 6,100,000 5,900,000 6,145,000 34,855,000 Solid Waste 520,000 595,000 755,000 713,000 735,000 746,000 4,064,000 Utilities Miscellaneous 26,000 30,000 26,000 26,000 30,000 26,000 164,000 Sewer System 9,772,590 9,073,990 12,108,380 7,351,360 11,776,590 25,617,400 75,700,310 Water System 9,699,550 12,913,120 17,928,910 18,125,340 11,251,410 6,917,790 76,836,120 Recycling 220,000 290,000 290,000 386,000 400,000 410,000 1,996,000 Total 52,069,740 59,928,750 rA h 66,501,820 9 hor11lo 60,613,810 I /A h 61,751,300 67,281,760 368,147,180 #aG G P-M Remove the entire CAPITAL IMPROVEMENTS ELEMENT SCHEDULE I-A CAPITAL IMPROVEMENT PROGRAM FY2008/09, Schedule I-A Pages 1-49 Page 8 Ordinance 8088-09 Item # 11 Attachment number 2 Page 1 of 3 CDB Meeting Date: October 20, 2009 Case #: CPA2009-07001 Ordinance 8088-09 Agenda Item: E.2 CITY OF CLEARWATER PLANNING DEPARTMENT STAFF REPORT COMPREHENSIVE PLAN AMENDMENTS REQUEST: Clearwater Comprehensive Plan Amendments related to the 2009 Annual Update to the Capital Improvements Element (CIE) referencing the City's adopted FY09/10 Capital Improvement Program Budget and the School District's adopted Five-Year Work Program of FY2009/10 through 2013/14. INITIATED BY: City of Clearwater Planning Department TYPE OF AMENDMENT: Large-scale - Exempt BACKGROUND INFORMATION: This item involves amendments to the Clearwater Comprehensive Plan to update the Capital Improvements Element (CIE) related to the City's adopted FY09/10 Capital Improvement Program Budget as well as the School District's Five-Year Work Program of FY2009/10 through 2013/14. These amendments are made annually pursuant to Florida Statutes. The fundamental purpose of the Capital Improvements Element is to ensure that the City is able to fund the public facilities supported in the Comprehensive Plan Elements. These amendments bring the comprehensive plan into alignment with the City's Six-Year Capital Improvement Program (CIP) Budget. By Statute, these amendments are due by December 1 each year, are exempt from the twice-a-year limitation for large-scale amendments and require transmittal to the State Department of Community Affairs (DCA). ANAI,VCIC- The four proposed amendments are refinements to existing needs summary, schedule and policies contained in the Clearwater Comprehensive Plan which are made pursuant to Florida Statutes (F.S.) Section 163.3177(2), Section 163.3177(3)(b) 1., and Florida Administrative Code section 9J-5.011. The most important change is the replacement of "Schedule 1-A" with "FY2009/10 Annual Update to the Capital Improvements Element". This change adds information required by the Florida Department of Community Affairs (DCA), including adopted Level of Service standards (LOS), capacity and demand of public facilities subject to concurrency. Page - 1 CPA2009-OTM # 11 Attachment number 2 Page 2 of 3 The proposed amendments are: Amendments - CAPITAL 1WROVEMENTS ELEMENT: (pages are given from Comprehensive Plan): • Capital Improvements Element Needs Summary (page I-1): Updates examples of CIP projects to reflect the FY 2009/10 CIP Budget adopted by Ordinance No. 8101-09 on September 17, 2009. • Policy 1.1.1.2 (page I-2): Updates terminology referencing the annual update from FY2008/09 Capital Improvement Program Budget to FY2009/10 Annual Update to the Capital Improvements Element. • Policy 1.1.7.6 (page I-12): Changes dates to reflect current year relative to the School District's Five-Year Work Program. • FY2008/09 CIE Schedule I-A (Schedule 1-A Pages 1 - 49): Deletes FY2008/09 CIE Schedule I-A, Pages 1 through 49 and replaces it with FY2009/10 Annual Update to the Capital Improvements Element. STANDARDS FOR REVIEW Pursuant to Community Development Code Section 4-603(F) no amendment to the Clearwater Comprehensive Plan shall be approved unless it complies with the following standards: 1. The amendments will further implementation of the comprehensive plan consistent with the goals, policies and objectives contained in the plan. The proposed amendments to the Capital Improvements Element of the Clearwater Comprehensive Plan are consistent with and will further the implementation of the goals, objectives, and policies (GOPs) in the Clearwater Comprehensive Plan by ensuring that statutory requirements are reflected in the Capital Improvements Element. 2. The amendments are not inconsistent with other provisions of the comprehensive plan. The proposed amendments are consistent with the provisions of the Comprehensive Plan. They update the CIE to reflect changes in the City's six-year CIP which are supported in other elements of the Comprehensive Plan. 3. The available uses, if applicable, to which the property may be put are appropriate to the property in questions and compatible with existing and planned uses in the area. Page - 2 CPA2009-OTM # 11 Attachment number 2 Page 3 of 3 The proposed amendments are text amendments that are not directly related to a specific property. 4. Sufficient public facilities are available to serve the property_ The proposed amendments are text amendments that are not directly related to a specific property. 5. The amendments will not adverselv affect the natural environment. The proposed amendments seek to provide consistent and coordinated efforts pursuant to the City's CIP projects as identified within the elements of the City's Comprehensive Plan. No projects adversely affect the natural environment, while some projects positively affect it. An example of the latter is the CIP project for the Reclaimed Water Distribution System. 6. The amendments will not adversely impact the use of property in the immediate area. The proposed amendments are text amendments that are not directly related to a specific property. SUMMARY AND RECOMMENDATION: The proposed text amendments meet state statutes and rules by making corrections and modifications to the Clearwater Comprehensive Plan Capital Improvements Element. These amendments are made pursuant to the City of Clearwater's FY2009/10 through FY2014/15 Capital Improvement Program Budget (adopted on September 17, 2009) and the Pinellas County School District's Five-Year Work Program FY2009/10 through 2013/14 (adopted by the School Board on September 15, 2009). The Planning Department recommends APPROVAL of Ordinance No. 8088-09 that amends the Clearwater Comprehensive Plan. Prepared by Planning Department Staff: Sandra E. Herman Planner III ATTACHMENT: Ordinance No. 8088-09 Page - 3 CPA2009-OTM # 11 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Approve agreement with Matrix C G, Inc d/b/a Matrix Consulting Group, Ltd in the amount of $89,000, to perform an efficiency review of the Clearwater Fire Department, in accordance with Code Section 2.564(d), other governmental Bid (Seminole County RFP-1187- 06/TRJ, Fire/Rescue/EMS Comprehensive System Assessment issued October 4, 2006), funding to be provided out of General Fund unappropriated retained earnings, and authorize the appropriate officials to execute the same. (consent) SUMMARY: Fiscal conditions have led the City of Clearwater to consider efficiency reviews to re-examine spending and operations. The reviews are intended to help the City of Clearwater determine priority customer service areas and ways to improve efficiency and reduce costs. In completing an efficiency review, the City of Clearwater has two primary goals: (1) lowering spending and saving money in the short term, and (2) improving performance and yielding additional savings in the long term. Purpose and Scope of Fire Efficiency Review The key focus shall be to determine and review core services then identify budget limits and performance targets for each core service. This short-term review can clarify greater changes that can be made within the department or one of its processes to improve efficiency in the long-term. Options include maintaining a program, restructuring or cutting back a program, outsourcing a program, or eliminating the program altogether. When focusing on ways to improve departmental efficiency, the key focus should be to first determine the most effective organizational structure to deliver core services. Secondly, develop effective performance measures while maintaining the standards required for fire department accreditation through the Center for Public Safety Excellence, (CPSE), and the commitments as outlined by the Pinellas County Fire and EMS contracts. Scope of Work: Organizational Structure: Examine and review the following aspects of the organization. Organizational progress and changes since last management study by MGT of America dated March 10, 2004. b. The number, type, and purpose of stations, units, bureaus and their functions; the number and type of personnel and other resources allocated to them. C. The number and type of line and staff personnel and the relationship between them, to include the extent to which authority and responsibility is properly allocated between them and the manner in which their efforts are planned, directed, coordinated, and supervised by Department administration. Comparative analysis of the management structure and ratio of administrative to front line fire service personnel. e. Benchmark the critical areas of the department's staffing with those of similar departments, both inside and outside of Pinellas County, as well as compare to "best practices" in the delivery of fire department services. Management/Administration Evaluate responsibilities, special assignments, and workload of department sworn and non-sworn administrative staff. Assess management's problem identification, long-term planning, and organizational development strategies. Provide observations and recommendations regarding command structure. Review of succession planning to senior management positions. Cover Memo Item # 12 e. Evaluate communication and interaction with officers, line personnel, union representatives, command, and other management staff. Operations, Support Services, Fire Prevention, EMS, and Technology a. Evaluate technology systems, equipment, and staff use/capability and make recommendations to enhance productivity and effectiveness. b. Assess department policies and procedures and collective bargaining provisions that impact the efficient operations of the department. C. Benchmark the critical areas of the department's operations with those of similar size departments, both inside and outside of Pinellas County. Review of other areas/issues deemed necessary by the consultant to meet the goals of this study. Type: Operating Expenditure Current Year Budget?: No Budget Adjustment: Yes Budget Adjustment Comments: A first quarter budget amendment will allocate $89,000 of General Fund unappropriated retained earnings to the Non-Departmental program to provide funding for this contract. Current Year Cost: 89,000 Annual Operating Cost: 89,000 Not to Exceed: 89,000 Total Cost: 89,000 For Fiscal Year: 2010 to 2010 Appropriation Code Amount Appropriation Comment 0-010-07000-530300-519- 89,000 000-0000 Bid Required?: No Bid Number: RFP-1187- Other Other Bid / Contract: 06/TRJ Bid Exceptions: Government Bid Review 1) Office of Management and Budget 2) City Auditor 3) Office of Management and Budget 4) Legal 5) Clerk 6) Assistant City Approval: Manager 7) Clerk 8) City Manager 9) Clerk Cover Memo Item # 12 Attachment number 1 Page 1 of 42 Proposal to Conduct an Efficiency Review of the Fire & Rescue Department CITY OF CLEARWATER, FLORIDA matrix Item # 12 Attachment number 1 Page 2 of 42 TABLE OF CONTENTS Proposal Section Page PROPOSAL COVER LETTER AND FORM PROJECT TEAM AND FIRM EXPERIENCE 2. PROPOSED PROJECT TEAM 6 3. PROJECT APPROACH AND SCHEDULE 13 4. PRICE PROPOSAL 38 Item # 12 Attachment number 1 Page 3 of 42 t r i October 13, 2009 Mr. Robin Gomez City Auditor and Hispanic-Latino Liaison City of Clearwater Municipal Services Building - 3rd Floor 100 South Myrtle Ave., Room 345 Clearwater, FL 33756 Dear Mr. Gomez: The Matrix Consulting Group, Ltd. is pleased to provide you with a proposal to conduct an Efficiency Review of the Fire & Rescue Department for the City of Clearwater. The Matrix Consulting Group is a firm comprised of highly experienced local government management consultants specializing in the analysis of public safety services, including fire, rescue and emergency medical services. This project team is comprised of people who have already worked with the City of Clearwater on the Police Department Efficiency Study that was recently completed. The references we have provided can attest to the depth, quality and value of our analysis. Our team has over 20 years of experience working with Fire Departments in Florida, and we also have extensive experience dealing with post-tax-reform conditions in several states around the United States (including Florida, Massachusetts and California). Our team's fire and emergency medical service analytical experience includes hundreds of projects throughout the United States, including this partial list of assignments conducted in just the past three years: Amesbury, Massachusetts Highland, California Pinellas Sun Coast, FL Bayonne, New Jersey Indio, California Plymouth, Massachusetts Barnstable, Massachusetts Jupiter, Florida Portland, Oregon Bellingham, Washington Keene, New Hampshire Portsmouth, New Hampshire Brattleboro, Vermont Meriden, Connecticut Pueblo, Colorado Canandaigua, New York Middletown, Ohio Red Bluff, California Cedar Rapids, Iowa Milwaukee, Wisconsin Reno, Nevada Chesapeake, Virginia Monrovia, California Sacramento, California Coventry, Connecticut Napa, California Santa Clara County, California Dubuque, Iowa Needham, Massachusetts San Mateo County, California EI Paso, Texas North Kingstown, RI Seminole, Florida Fort Lauderdale, Florida Norwalk, Connecticut Seminole County, Florida Glenview, Illinois Omaha, Nebraska Spokane, Washington Hanford, California Parkland, Florida Sunnyvale, California Hermosa Beach, California Peoria, Illinois West Des Moines, Iowa 300 Brickstone Place, Suite 201 Andover, MA 01810 978.662.5335 978.824.2366 fax California, Florida, Illinois, Massachusetts, Maryland, Texas, Virginia, Washington Item # 12 Attachment number 1 Page 4 of 42 We are also in the process of completing management studies and master plans in Palm Coast, Stuart and Sumter County, Florida as well as in East St. Louis, Illinois and Manchester, New Hampshire. Our approach to conducting this study is characterized by the following points: • As a Senior Vice President of the firm and Project Manager for this assignment, I will be directly involved in every project activity and will be responsible for overall quality control as well function as a field analyst. • All of the proposed staff are extremely experienced, having themselves conducted up to hundreds of fire service studies. This includes: Steve Wolfberg is a former Florida Fire Chief who has served at every rank from Firefighter-Paramedic to Fire Chief before retiring as the Public Safety Director for Martin County. - Joseph Bravo is a Senior Manager and the developer of our GIS analytical tools. Mr. Bravo was also a senior team member on our assignment with the Clearwater Police Department and has been a key member on most of the fire studies conducted by our firm in the past five years. • We are a `fact based' firm providing detailed data collection and analysis. • We obtain extensive input from `stakeholders' in all of our studies, including city management, elected officials, staff, community stakeholders and others. • We work closely with our clients through interim reports and review meetings. • We provide our clients with detailed implementation plans. The Matrix Consulting Group is domestically incorporated in the State of California and is registered as foreign corporation in the State of Florida. Our Florida office is located in Stuart. If you have any questions, please do not hesitate to contact me at my office or via email at tmiller@matrixcg.net. Travis R. Miller Senior Vice President Matrix Consulting Group Item # 12 Attachment number 1 Page 5 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department 1. PROJECT TEAM AND FIRM EXPERIENCE The sections, that follow, provide a description of the background and experience of our firm, the staff members who would be assigned to this project, and the lead professional responsible for the project. 1. THE MATRIX CONSULTING GROUP The Matrix Consulting Group is a management consulting firm dedicated to providing assistance to local government. While we provide a wide variety of services to local government, the analysis of fire and emergency medical services is our largest service area. Key elements of our approach to working with local governments include the following: • A Senior Vice President of our firm would serve as project manager; he would also serve as an analyst on the project. In addition: An analyst proposed for this assignment is a former Florida Fire Chief (in Stuart, Florida). The final member of our team is the leader of our GIS analytical practice. • We are specialists, not generalists. Members of our proposed project team have experience conducting up to hundreds of fire service studies. • As a later section of this proposal indicates, we have extensive fire and EMS analytical experience in Florida and around the country. • We incorporate multiple opportunities for input from a variety of `stakeholders'. • We maximize field time with our clients, typically devoting over half of our project budgets to obtain client input through interviews and detailed data collection. • We take pride in meeting schedules but exceeding expectations in every project. • We have a strong personal commitment and track record providing assistance to our clients to implement appropriate solutions to organizational and operational issues. As noted above, while our analytical capabilities encompass all local government services, our most significant experience area is in public safety services - including fire and emergency medical services. A summary of our company includes: Matrix Consulting Group Page Ttem # 12 Attachment number 1 Page 6 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • While our company was formed in 2002, senior members of our project team have worked together in this and other firms for over 25 years. • We have personally served over 300 fire agencies in our careers. • We have worked with over 25 fire agencies in the State of Florida. • We currently have 15 full time and 5 part time employees. • Our firm maintains its headquarters in Palo Alto (CA). Our Florida office is located in Stuart. We also have offices in the following metropolitan areas - Washington, D.C., St. Louis (MO), Dallas (TX) and Boston (MA). • The Matrix Consulting Group is incorporated in the State of California and is registered as a foreign corporation in the State of Florida. The philosophy of the firm is to provide our clients with valuable assistance and advice in dealing with important public policy issues. It has resulted in projects with high implementation rates. 2. EXPERIENCE AND PROJECT REFERENCES A summary of our experience over the past 10 years is provided, below (this is the same table that was provided in the first section of our proposal), with projects conducted in the last 3 years in bold: Alachua County, Florida Georgetown County, South Caro. Peoria, Illinois Albany, New York Glenview, Illinois Phoenix, Arizona Alexandria, Louisiana Goodyear, Arizona Pinellas Sun Coast, Florida Americus, Georgia Gresham, Oregon Placer County, California Amesbury, Massachusetts Hanford, California Plymouth, Massachusetts Athens, Texas Hermosa Beach, California Pompano Beach, Florida Augusta, Maine Highland, California Portland, Oregon Augusta-Richmond, Georgia Hilton Head, South Carolina Portsmouth, New Hampshire Barnstable, Massachusetts Indio, California Pueblo, Colorado Bayonne, New Jersey Keene, New Hampshire Putnam County, Florida Bellevue, Washington Kettering, Ohio Red Bluff, California Bellingham Washington Killington, Vermont Redmond, California Brattleboro, Vermont Lansing, Michigan Reno, Nevada Bremerton, Washington Lima, Ohio Ridgewood, New Jersey Brisbane, California Lon Beach, California Sacramento, California Broward County, Florida Mariposa County, California San Rafael, California Burlington, Massachusetts Martin County, Florida Santa Clara County, California Canandaigua, New York Mason, Ohio San Mateo County, California Ca itola, California McDuffie County, Georgia Sarasota County, Florida Cedar Rapids, Iowa Meriden, Connecticut Scottsdale, Arizona Central San Mateo, California Middleborough, Massachusetts Seminole County, Florida Charlotte County, Florida Middletown, Ohio Seminole, Florida Chesterfield County, Virginia Milwaukee, Wisconsin Snohomish County, WA Matrix Consulting Group Page Ttem # 12 Attachment number 1 Page 7 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Chesapeake, Virginia Monrovia, California Sonoma County, California Claremont, California Monterey County, California South Pasadena, California Clayton, Ohio Mountain View, California Southlake, Texas Cleveland Suburbs, Ohio Napa, California Spokane, Washington Corte Madera, California Needham, Massachusetts Stanislaus County, California Coventry, Connecticut North Kingstown, RI Sun Prairie, Wisconsin Danville, Virginia Norwalk, Connecticut Sunnyvale, California Dennis, Massachusetts Oceanside, California Tiburon, California Dinuba, California Omaha, Nebraska Ti City, Ohio Dixon, California Orange County, California Tulare County, California Dublin-San Ramon, California Palm Coast, Florida Tustin, California Dubuque, Iowa Palo Alto, California Visalia, California EI Paso, Texas Paradise, California Walton County, Florida Escondido, California Parkland, Florida Wayland, Massachusetts Fairborn, Ohio Parma + 6 Cities, Ohio West Des Moines + 2, IA Fort Lauderdale, Florida Pasadena, California Wilbraham, Massachusetts The following agencies are provided as references for the Matrix Consulting Group. Please note that these references are not only those of our firm, but also specifically of the project team. We have provided references for the assignments that the members of the proposed project team have conducted - we encourage you to call to check the quality and practicality of our work with these references. Additional references can be provided on request. In all cases we were the only firm involved in the projects, below: Client Project Summa Reference Pinellas County, Pinellas County retained Matrix Consulting Michael Cooksey Florida Group to evaluate the current operations and County Fire Coordinator alternatives for service delivery for the Pinellas County Operations and Pinellas Suncoast Fire Rescue District. The 12490 Ulmerton Road Consolidation project team examined the current location Largo, FL 33774 Feasibility Study and deployment of personnel, current 727-582-2437 management and operations. The team also 727-582-2021 (fax) examined the potential for consolidating operations of the District with that of other districts in the County. Fort Lauderdale, The Matrix Consulting Group was retained to David Hebert Florida evaluate the current organization and staffing Assistant City Manager of the Fort Lauderdale Fire Rescue City of Fort Lauderdale Staffing Study of the Department. The project team examined 528 N.W. 2nd Street Fire Rescue emergency response capabilities including Fort Lauderdale, FL 33311 Department station locations, resource deployment and 954-828-5013 emergency workloads. In addition, fire prevention and support services were evaluated to identify resource needs and the efficiency and utilization of personnel. Matrix Consulting Group Page Item # 12 Attachment number 1 Page 8 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Client Project Summa Reference City of Seminole, The Matrix Consulting Group was retained by Mike Wallace Florida the City and District of Seminole to evaluate Now Fire Chief, current and alternative fire station locations. Largo Fire Rescue Analysis of Fire Station The project team's analysis demonstrated the 201 Highland Avenue Locations and effect of adding an additional ALS unit at the Largo, FL 33770 Deployment main station as well as the impact of several 727.587.6714 station relocations. The project team recommended the opening of a fifth station and the redeployment of another and the movement of existing units to maximize the Cit 's deplo ment options. Seminole County, The project team was retained by the County Leeana Raw Florida to conduct an assessment of the feasibility of County Fire Chief consolidation among and between the County 150 Bush Blvd Consolidation and the five municipal fire rescue providers in Sanford FL 32773 Feasibility Study the County. The project team's analysis 407.665.5002 demonstrated that there are significant financial and operational benefits that could be achieved given the current structure of fire rescue services in the County. There are several examples where municipal agencies have constructed fire stations in proximity to one another since these decisions have historically been made independently. Sacramento, California The Matrix Consulting Group has presented Michelle Basurto the Fire Department with the final draft of this Special Project Coordinator Fire Department Fire Department Master Plan. The City is 5770 Freeport Boulevard, Master Plan currently undergoing an update to the Sacramento, CA 95822 comprehensive plan, of which this Master 916-808-1357 Plan is to be a part. The focus of the project was on 5,10 and 20-year planning horizons. The project team made numerous recommendations focusing on organizational structure, management systems, staffing and deployment of resources and location for new stations to address growth pressures in the City. The project team also addressed special services including EMS, hazardous materials, response to flooding, etc. Plano, Texas The Matrix Consulting Group was retained by Jim Dickerson the City of Plano to conduct an assessment of Assistant Chief EMS EMS Systems Analysis EMS services delivered by the Plano Fire Plano Fire Department Department. This project will be completed by 1901 Avenue K mid-June. Issues evaluated include: EMS Plano TX 75086 staffing requirements and certifications, 972-941-7159 response times and service levels, medical control and quality assurance programs, training, EMS supervision, infection control, use of technology, and other issues. Matrix Consulting Group Page ftem # 12 Attachment number 1 Page 9 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department 2. PROPOSED PROJECT TEAM The Matrix Consulting Group proposes to use a team of fire / EMS specialists for this assignment. Our three-person project team is comprised of some of the most experienced fire and EMS consultants in the United States. The chart, below, provides a graphical summary of our proposed team: Travis Miller Senior Vice President Project Manager Steve Wolfberg Joseph Bravo Senior Manager Senior Manager Fire Analyst Fire / GIS Analyst Summaries of the experience of our project team are provided, below: Travis Miller • Senior Vice President and Project Manager Senior Vice President • Manager of the Matrix Consulting Group fire / EMS practice. • 13 years of experience as a fire / EMS consultant. • MS, Public Policy Analysis, University of Rochester • Project manager and lead analyst on almost 200 projects. • Extensive experience conducting fire / EMS studies nationwide. Steve Wolfberg • Senior Manager Senior Manager • 30+ years as a fire / EMS practitioner, manager and consultant. • BS, Barry University. • Served in every rank in a South Florida Fire Department, retiring as Public Safety Director for Martin County. • Graduate, National Fire Academy Executive Fire Officer. Joseph Bravo • Senior Manager Senior Manager • 5+ years of experience. • MS, University of California, Los Angeles • Head of the firm's GIS services. • More than 40 fire / EMS studies. More detailed resumes are provided on the following pages. Matrix Consulting Group Page Ttem # 12 Attachment number 1 Page 10 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department TRAVIS MILLER Senior Vice President, Matrix Consulting Group BACKGROUND Travis Miller is a Senior Vice President with the Matrix Consulting Group. He has been providing management consulting and analytical services to government for 13 years. This experience includes: work as a budget and economic analyst for the State of New York (governor's budget office and the Metropolitan Transportation Authority); as an analyst in the Municipal Finance Department of Goldman, Sachs; and, most recently as a Senior Manager for a national consulting firm where Mr. Miller was a consultant to local government specializing in the analysis of public safety services prior to founding Matrix Consulting Group. Mr. Miller has been involved with the analysis of hundreds of local government service providers with a special focus on public safety issues. EXPERIENCE RELEVANT TO THE PROJECT • Management audits, each of which have included evaluation of fire station locations; assessment of all departmental programs (e.g., Hazmat; public education; plan check and development review, etc.); service level analysis for fire suppression and emergency medical services; financial analysis of all fees and revenues; and training program evaluation. Also included staffing level evaluation and revenues; and training program evaluation of all functions and review of departmental management practices. For example: - Amesbury, Massachusetts - Bayonne, New Jersey - Barnstable, Massachusetts - Bellingham, Washington - Canandaigua, New York - Chatham County, Georgia - Clayton, Ohio - Dennis, Massachusetts - EI Paso, Texas - Fairborn, Ohio - Farmington Hills, Michigan - Fort Lauderdale, Florida - Hall County, Georgia - Hermosa Beach, California - Hilton Head Island, South Carolina - Kettering, Ohio - Killington, Vermont - Lima, Ohio - Martin County, Florida - Mason, Ohio - Meriden, Connecticut Matrix Consulting Group Page item # 12 Attachment number 1 Page 11 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department - Middleborough, Massachusetts - Monrovia, California - Norwalk, Connecticut - Peoria, Illinois - Pinellas County (SunCoast), Florida - Plymouth, Massachusetts - Pompano Beach, Florida - Southlake, Texas - Sunnyvale, California - Tallahassee, Florida - Tipp City, Ohio - Venice, Florida - Wayland, Massachusetts - Wilbraham, Massachusetts • Developed comprehensive fire master plans for the following clients. Each project included evaluation of service levels for both fire protection and emergency medical services; recommendation of service level standards related to response times; company staffing; fire flow capabilities; and built-in protection. Also included development of multi-year facilities plans; capital equipment requirements; and detailed program recommendations involving prevention programming and hazardous materials control. - Anne Arundel County, Maryland - Cedar Rapids, Iowa - Clayton, Ohio - Coventry, Connecticut - Indio, California - Keene, New Hampshire - Middletown, Ohio - Needham, Massachusetts - North Kingstown, Rhode Island - Polk County, Florida - Putnam County, Florida - Sacramento, California - Tipp City, Ohio - Walton County, Florida - Washington County, Florida • Station location studies/plans for: - Augusta, Maine - Broward County, Florida - Dubuque, Iowa - Fort Lauderdale, Florida - Glenview, Illinois Matrix Consulting Group Page Ttem # 12 Attachment number 1 Page 12 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department - Milwaukee, Wisconsin - Napa, California - Needham, Massachusetts - Palm Coast, Florida - Parkland, Florida - Pueblo, Colorado - Red Bluff, California - Seminole, Florida - Wilton, California • Regional analyses of fire service systems to identify consolidation opportunities; potential to improve service cost-effectiveness by contracting for service in specific areas; and assessing the feasibility of multi-agency cooperation in such areas as training; communications and dispatch; and hazmat response and control. All projects included an analysis of fire station locations: - Albemarle County and Charlottesville, Virginia - Chesterfield, Virginia - Cleveland Suburbs (7 cities), Ohio - Fauquier, Virginia - Lee County, Florida - City of Thompson and McDuffie County, Georgia - Pinellas County, Florida - Polk County, Florida - Scottsdale, Arizona - Seminole County, Florida - West Metro Des Moines, Iowa (Clive, Urbandale, West Des Moines) EDUCATION Mr. Miller received his BA and MS from the University of Rochester (Public Policy). Matrix Consulting Group Page Item # 12 Attachment number 1 Page 13 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department STEVE WOLFBERG Senior Manager, Matrix Consulting Group BACKGROUND Mr. Wolfberg has recently retired as the Director of Emergency Services in Martin County, Florida and has over 30 years of experience in County Government, Fire, EMS, and Emergency Management. Mr. Wolfberg also has experience as a fire professional and EMS consultant, is a graduate of the National Fire Academy, and is a certified firefighter and paramedic. He has extensive experience in government financial analysis, implementation of public safety re-organizations, including implementation of combining countywide EMS and fire rescue services, as well as public administration. RELEVANT EXPERIENCE Director of Emergency Services - Martin County Board of County Commissioners, Stuart, FL Mr. Wolfberg has served as the Director of Emergency Services since 1980. As Director, he is responsible for developing and directing the implementation of goals, objectives, and initiatives for this diverse department. This position manages a $37M budget and 4 Divisions with 315 employees - Fire Rescue, Emergency Management, Marine Safety, and Fire Prevention. Work involves in-depth planning, organizing, and prioritizing along with extensive and varied communications at all levels of the organization and the County overall. This position also serves as the Senior Fire Official for the County. Mr. Wolfberg's key accomplishments as Director of Emergency Services include: Developed a comprehensive ALS program in a community of volunteers and a small career staff, which progressed into a third service utility model. This 15- year evolution culminated in becoming Florida's Number One EMS Provider of the Year (2005) and being recognized as a progressive and innovative department. • Blended a career fire department with an established volunteer organization, which has maintained harmonious relations from the onset. • Lead role in the creation of Florida's current statewide Critical Incident Management Program. Recipient of the Al Ridgeway Award, Florida's highest EMS Award, as a result of this program. • Achieved "Exemplary" ratings in Department of Health on-site inspections. • Established the first public/private agreement in aero medical air transport requiring only the cost of clinicians. Supported by Fire Rescue's Dispatch Center along with a flight hangar. Matrix Consulting Group Page ?tem # 12 Attachment number 1 Page 14 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Lead role in the development of the Alternative Medical Treatment Sites (AMTS) Program, with Martin County participating as one of three Beta counties. This project includes a partnership with Nova Southeastern's Medical School to source students to support an AMTS. Positioned to become Florida's statewide model. EDUCATION Mr. Wolfberg received graduate from the National Fire Academy with an Executive Fire Officer designation. He also received a Bachelor of Science in Management from Barry University. Matrix Consulting Group Page 1 Qtem # 12 Attachment number 1 Page 15 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department JOSEPH I BRAVO Senior Manager, Matrix Consulting Group BACKGROUND Joe Bravo is a Senior Manager in the Matrix Consulting Group. He is our GIS analyst for fire studies projects. Since joining our firm, he has specialized in the analysis of fire and EMS functions with a focus on GIS solutions. EXPERIENCE RELEVANT TO THE PROJECT • Management audits, each of which have included evaluation of fire station locations; assessment of all departmental programs (e.g., Hazmat; public education; plan check and development review, etc.); service level analysis for fire suppression and emergency medical services; financial analysis of all fees and revenues; and training program evaluation. Also included staffing level evaluation and revenues; and training program evaluation of all functions and review of departmental management practices. For example: - Bayonne, New Jersey - EI Paso, Texas - Hermosa Beach, California - Kettering, Ohio - Mason, Ohio - Meriden, Connecticut - Norwalk, Connecticut - Plymouth, Massachusetts • Developed comprehensive fire master plans for the following clients. Each project included evaluation of service levels for both fire protection and emergency medical services; recommendation of service level standards related to response times; company staffing; fire flow capabilities; and built-in protection. Also included development of multi-year facilities plans; capital equipment requirements; and detailed program recommendations involving prevention programming and hazardous materials control. - Cedar Rapids, Iowa - Clayton, Ohio - Indio, California - Middletown, Ohio - North Kingstown, Rhode Island - Sacramento, California - Tipp City, Ohio • Station location studies/plans for: Matrix Consulting Group Page 1 Ttem # 12 Attachment number 1 Page 16 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department - Fort Lauderdale, Florida - Milwaukee, Wisconsin - Needham, Massachusetts - Pueblo, Colorado - Red Bluff, California - Seminole, Florida • Regional analyses of fire service systems to identify consolidation opportunities; potential to improve service cost-effectiveness by contracting for service in specific areas; and assessing the feasibility of multi-agency cooperation in such areas as training; communications and dispatch; and hazmat response and control. All projects included an analysis of fire station locations: - Cleveland Suburbs (7 cities), Ohio - Pinellas SunCoast, Florida - Polk County, Florida - Seminole County, Florida - West Metro Des Moines, Iowa (Clive, Urbandale, West Des Moines) EDUCATION University of California, Los Angeles (UCLA): BA / Political Science; MS / Public Policy Matrix Consulting Group Page 1 Ttem # 12 Attachment number 1 Page 17 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department 3. PROJECT APPROACH AND SCHEDULE This section of our proposal describes the approach that the Matrix Consulting Group would take on conducting this assignment. 1. OUR UNDERSTANDING OF THE PROJECT The City of Clearwater is seeking to conduct an efficiency review of its Fire and Rescue Department with the intent of helping the City to determine priority customer service areas and finding ways to improve efficiency and reduce costs. The Matrix Consulting Group has recently completed a similar scope of services for the City relating to its Police Department. Specifically, the City has established the following goals for the study: • Lowering spending and saving money in the short term. • Improving performance and yielding additional savings in the long term. In conducting the study, the Matrix Consulting Group proposes to determine and review the core services of the Clearwater Fire & Rescue Department (CFRD), then identify budget limits and performance targets for each of the identified core services. We propose to accomplish these objectives by first determining the optimum organizational structure for the Department, then, given the identified core services and budgetary limitations, developing appropriate performance measures while maintaining the standards required for fire department accreditation through the Center for Public Safety Excellence (CPSE), and the commitments as outlined in the Pinellas County Fire and EMS contracts. We recognize that the Fire Rescue Department is currently accredited by the CPSE and look forward to working with the Department and the City. The CFRD is comprised of 203 positions, which are depicted organizationally below: Matrix Consulting Group Page 1 Item # 12 Attachment number 1 Page 18 of 42 CITY OF CLEAR WATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Clearwater Fire & Rescue Department Organization Chart Fire Chief Administrative Analyst Staff Assistant Deputy Chief Division Chief Administrative Support Fire Operations Manager Assistant Chief Special Operations Bureau Assistant Chief Suppression Bureau (6) Lieutenant (46) Driver Operator (47) Firefighter (27) Assistant Chief Personnel/Payroll Accounting Training Bureau Technician Technician Assistant Chief EMS Bureau Fire Medic Lieutenant (3) Fire Medic (50) Division Chief/Fire Marshal Fire Prevention Services Staff Assistant (Z) Assistant Chief Assistant Health and Safety Bureau Fire Marshal Fire Inspections & Investigative Bureau (4) 1 Construction Services Bureau (2) Manager Logistics Bureau Storeskeeper The 203 positions in the Department serve the City of Clearwater, which, in 2008, had a population of 105,774. This represents a decrease of 3,013, or approximately 2.8% from 2000, when the population was 108,787, however, the current population is about 7% greater than in 1990, when it was 98,784. The population resides in an area of 40.7 square miles. The Department currently operates eight stations located in various parts of the City. The CFRD is a full service Department, providing non-emergency and emergency services to its residents, including fire prevention, education, building plan review and inspection, ALS and BLS response services, fire suppression, and technical rescue ad marine rescue. Recent economic conditions have necessitated reductions in both budget and staff for the CFRD in recent years. In the latest fiscal year, the Department has been reduced by nine positions, including a Division Chief over the Administrative Division, and eight Fire Medic positions in the Emergency Medical. The latter positions were eliminated due to the reduction in funding for the program by Pinellas County. To gain a sense of these recent reductions, we provide the following tables: Matrix Consulting Group Page 1 ftem # 12 Attachment number 1 Page 19 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Clearwater Fire & Rescue Department Actual and Budgeted Expenditures Actual 2006/2007 Actual 2007/2008 Budget 2008/2009 Budget 2009/2010 Administration $700,009 $718,823 $826,700 $691,620 Support Services $3,716,079 $3,067,801 $2,227,130 $2,203,310 Fire Prevention Services $1,012,465 $722,172 $756,280 $831,140 Fire Operations $11,944,082 $10,912,309 $11,401,880 $11,807,630 Emergency Medical $6,303,925 $6,090,395 $6,046,440 $5,646,950 TOTAL $23,676,560 $21,511,500 $21,258,430 $21,180,650 A review of the table above provides the following highlights and details: • The overall budget for the CFRD decreased by approximately 0.4% in the past year, however, it has seen a decrease of 10.5% since 2006/2007. • The Fire & Rescue Department's 2009/2010 budget comprises 18.5% of the total City General Fund budget. • The Administration Division has experienced the largest percentage decrease in the past year, falling by 16.3%, due largely to the reduction of the Division Chief position. • Although the Fire Operations and Fire Prevention Divisions received budgetary increases in the past year (3.6% and 9.9%, respectively), they too have seen overall decreases since fiscal year 2006/2007 (1.1 % and 17.9%, respectively). • Although not specifically shown in the table, personnel-related costs represent 81% of the CFRD budget. The 2009/2010 budget includes only budgeted step increases for union employees. There are no general wage increases included in this year's budget. The following table shows the Department's staffing by Division: Clearwater Fire & Rescue Department Actual and Budgeted Full Time Equivalent Positions Actual 2006/2007 Actual 2007/2008 Budget 2008/2009 Budget 2009/2010 Administration 10 10 10 9 Support Services 4 1 2 2 Fire Prevention Services 15 7 8 8 Fire Operations 136 132 130 130 Emergency Medical 56 62 62 54 TOTAL 221 212 212 203 Highlights resulting from a review of the table above include the following: Matrix Consulting Group Page 1 Ttem # 12 Attachment number 1 Page 20 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • As noted above, staffing has decreased by nine positions in the current fiscal year, equating to a 4.2% decrease. • The 203 positions in the CFRD represent 18.7% of the total City General Fund full time equivalent positions. • The total staffing reduction for the City's General Fund Departments and agencies was 93 full time equivalent positions. With nine of these position losses, the Fire & Rescue Department's share was 9.7% of the total. • Since fiscal year 2006/2007, staffing has decreased by 18 positions, or 8.1 %. • The smallest Divisions (Support Services and Fire Prevention Services) have experienced the largest percentage staffing decreases in the period covered by the table (50% and 46.7%, respectively). This engagement requires the skills and experience of a consultant with not only the operational knowledge and experience in the development of recommendations related to the quantitative elements of the study, but perhaps more importantly, for the City of Clearwater, in more qualitative aspects as well. The Matrix Consulting Group project team has demonstrated abilities in both of these important dimensions, having conducted hundreds of studies which have resulted in the "hard" recommendations related to proper staffing and organizational alignment, but also in the "softer" operational practices that will result in not only true cost savings, but in greater operational efficiencies as well. 2. PROJECT APPROACH AND METHODOLOGIES This section of our proposal provides a detailed description of the approach that we will utilize, if selected, to perform the scope of services required by the City. Task 1 Initial Interviews. The first task for our project team is to develop our understanding of the key issues that have led to this assignment, including finances, operations, programs, etc. Through interviews with City staff (e.g., City Manager, Assistant City Manager - Public Safety, Finance Director, Human Resources Director, Police Chief, etc.) and Fire & Rescue Department staff we will gain a preliminary understanding of the range of perspectives on key background issues which will better enable us to better direct this project. These interviews will focus on the following key issues: • Basic service delivery goals and objectives of the City and staff. • Identification of key problems impacting service needs to which the City of Clearwater must respond. Matrix Consulting Group Page 1 item # 12 Attachment number 1 Page 21 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Identification of historical financial practices and future goals. • Impacts of technological changes and identification of planned technological innovations in the Fire & Rescue Department. • Review of key political and legislative impacts on the Fire & Rescue Department. • Review of customer satisfaction surveys or other documents that indicate public perceptions of the service delivery provided by the Fire & Rescue Department. The project team would also collect data which would form an initial basis to understand the service environment. These would include: Detail the City's current and projected future population and economic demographics through meetings with planning and development staff in the City. Document key elements of the environment found within the Fire & Rescue Department including organizational cultural and organizational philosophical issues. The project team will also review basic documents such as the following to enhance our understanding of the Department and its operations. These documents would include but not be limited to the following: • Missions statements, philosophy statements, goals and objectives. • Current performance measures. • Strategic and master plans. • Current detailed budget documents. • Annual reports. • Policies and standard operating procedures. • Any contracts for service. • EMS response protocols. • The last management study, conducted in 2004. These documents serve as the foundation for our understanding of the operation of the Fire & Rescue Department and key issues from the perspectives of various stakeholders. The project team will develop our final work plan for this assignment and Matrix Consulting Group Page 1 Ttem # 12 Attachment number 1 Page 22 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department will review a week-by-week project schedule with the City's project manager and the Fire Chief following these interviews. Deliverable: The project team would develop an initial list of the key environmental issues that impact service delivery by the CFRD. This would be reviewed with staff and would be combined with the results of the following task. Task 2 Conduct an Anonymous Survey of Fire & Rescue Department Personnel. While the project team will conduct a large number of interviews (group interviews in fire stations as well as individual interviews with staff having unique responsibilities) we also believe that it is critical to provide all members of the Fire & Rescue Department staff with an opportunity to provide feedback on current operations and management of the Department. In addition, the survey will be used to ascertain employee attitudes regarding future service delivery alternatives. This questionnaire would document the following: • Attitudes toward organization and management which impact job satisfaction such as leadership, performance evaluation and internal communications. • Identification of personnel and departmental values. • Attitudes toward the level and quality of services provided by the Department and implications regarding resource deployment and scheduling. • Attitudes regarding the delivery of emergency medical services in the City. • Attitudes toward the adequacy of equipment and related resources available to employees to accomplish their jobs and deliver services to citizens in the City. • Attitudes toward training and other Department support functions and systems. • Opinions about opportunities to control costs. • Perceptions of progress and changes made since the 2004 management study. The survey will be returned directly to our offices used pre-stamped envelopes. All individual responses will be kept strictly anonymous. A summary of the results will be developed and shared with staff and the steering committee. The final results will be included within the final report. Deliverable: The project team would develop a summary of the prevailing attitudes regarding service delivery and departmental management in the Clearwater Fire & Rescue Department. This would be reviewed with staff and would be combined with the results of the preceding task. Matrix Consulting Group Page 1 Item # 12 Attachment number 1 Page 23 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Task 3 Develop an Understanding of Key Hazards and Service Level Goals. The focus of this task will be to develop an understanding of the range of hazards found within the Fire & Rescue Department's area of responsibility. In addition, the project team will focus on understanding the stated mission, goals, performance standards and other guides utilized by the City and Fire & Rescue Department to plan and assess performance. Specific steps to be taken in this task will include the following: • Review documentation of performance goals, policies and objectives. • Review current standards of cover for the City. • Review current standards of response for the Fire & Rescue Department. • Review documentation and plans relating to hazard identification and planning by the Fire & Rescue Department. These may include the following: - Emergency preparedness documents. - Target hazard identifications. - Major incident and selected other pre-plans. • The project team will also tour the City with Fire & Rescue Department representatives to get a direct view of the variety of service level and hazard requirements faced citywide. • The Matrix Consulting Group will meet with members of the Operations Division to understand their view of major hazards, challenges and service demands in their areas of responsibility. • Review of land-use and planning documents and maps. Deliverable: The Matrix Consulting Group will develop a detailed inventory and assessment of the hazards and service demands and objectives facing the Fire & Rescue Department. Task 4 Develop a Comprehensive Inventory of Current Fire & Rescue Department Operations, Personnel and Management Systems. To provide a basis for subsequent analysis, the project team will develop a detailed understanding of all aspects of the current organization and operations of the Clearwater Fire & Rescue Department. The principal focus of this informational foundation would be the functions included within the scope of this study. The Matrix Consulting Group Page 1 ?tem # 12 Attachment number 1 Page 24 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department paragraphs, which follow, identify the nature and type of data we will collect in developing this initial detailed inventory. • Document the overall departmental plan of organization and staffing. Through interviews with the Fire Chief, command and support staff, and review of available organization charts, shift schedules, and other relevant documents, we will develop a detailed understanding of the current plan of organization and staffing to include: - Organization structure. Number and type of staff assigned to each engine and truck company. Approaches to scheduling. - Current staffing philosophies and review of approaches to minimum staffing by station, unit and shift. Basic job responsibilities and work time allocations of all administrative and command staff and other administrative and support personnel. Basic lines of responsibility and authority running through the organization. • Document key management documents and policies. The project team will work with the Fire & Rescue Department to develop a summary of key management documents, including: - Employee contracts. Policies and procedures manuals. Dispatch policies and protocols for each major call type. Mutual aid and automatic aid agreements. - Contracts with Pinellas County for provision of fire, rescue, hazmat and EMS services in the City and in the areas around it. - Contracts to provide services to smaller municipalities next to the City. Review of key documents leading to the accreditation of the Department under the CPSE including standards of cover, master plan, strategic plan and other key elements. Matrix Consulting Group Page 2 Qtem # 12 Attachment number 1 Page 25 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Document key personnel management information. The project team will work with the Fire & Rescue Department to document key personnel information, including: Salaries and wages by classification. Benefit descriptions and costs. Turnover and longevity by classification. Use of leave. Overtime by person by major category (and by reason). • Develop a detailed understanding of the current fire suppression network. Through interviews and review of key operating and response policy documents, the project team will develop a detailed understanding of the existing fire suppression network and service structure to include the following: - Location and related response area for each station. Age, basic characteristics, and any capital improvement needs associated with each of the stations in the existing network. - Any plans to adjust the deployment of staff resources or stations. Assignment of staff and apparatus to each station. - Basic response policies to each type of call received by the Fire & Rescue Department. Response characteristics and deployment of staff resources to provide emergency medical services in the City. - Current resources and approaches employed to handle fire dispatch and communications. Review of the most recent ISO rating report, together with developing an understanding of deficiency points assessed. • Documentation of the City's approaches to delivering EMS services under the contracts with the County. This will include the contracts for service, delivery of EMS first response within the EMS contract area and the working relationship between the City and Sunstar. Matrix Consulting Group Page 2 Ttem # 12 Attachment number 1 Page 26 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Thoroughly document the City's and the Department's approach to fire prevention and code enforcement related services. Through interviews with Fire & Rescue Department staff, analysis of existing codes and ordinances, and discussions with planning and building representatives of the City, we will focus on understanding all aspects of the Department's current approach to fire prevention related services. This would include: Developing a detailed understanding of the organization and responsibilities of the Department's fire prevention services to include staff time allocations and assigned responsibilities involving inspections, plan checking, public education, and other fire prevention related activities, as well as responsibilities for fire investigation. - Understanding current philosophies and contents of codes and ordinances related to "building in" fire protection in the City to moderate future demands for fire suppression resources. Reviewing the role of fire suppression personnel in the Department's overall fire prevention program to include company inspection policies and inspection frequencies, and other relevant activities in the fire prevention areas accomplished by fire suppression personnel. Assessing the integration of fire prevention and other programming into the City's overall risk management program. Understanding how fire investigations are handled in the City. • Document characteristics of current departmental hazardous materials control and response capabilities including any issues related to how City and regional activities are coordinated with the Fire & Rescue Department (e.g., permitting and regional response capabilities); and how the Department's initial response units are utilized, trained and supported; how the response and planning functions are regionalized and supported by the CFRD. • Document the nature and scope of internal training programs and philosophies as well as the Department's personnel management systems to include: Basic assignment of training responsibilities to include training personnel as well as unit officers. Departmental training philosophy. Training facilities available to support departmental operations and the academy. Matrix Consulting Group Page 2 Ttem # 12 Attachment number 1 Page 27 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Approaches currently employed to evaluate individual staff member and company proficiency as part of the overall training program. Approaches utilized to attract, recruit and retain employees in the Fire & Rescue Department. Personnel management systems relating to performance appraisals, records, promotions, grievance processing, etc. • Document the Department and region's approach to emergency communications. This will include documenting interface with other public safety agencies in the City as well as the region in a joint communications context through the County's fire / rescue dispatch system and the technology supporting dispatch and emergency communications. • Develop a detailed inventory of departmental apparatus and thoroughly document existing approaches and philosophies related to apparatus replacement. In completing this sub-task, the project team will develop a detailed inventory of existing apparatus; thoroughly document existing departmental and City approaches to replacing fire apparatus to include financing approaches, timing, and other relevant information; and document vehicle replacement/purchase needs over the next ten years to include vehicle type, timing, anticipated cost and, as noted above, current financing provisions. This sub-task would also focus on apparatus and equipment maintenance and repair. • Document how the Department is managed. The project team will develop a comparable inventory of the management, administrative and internal communications systems utilized in the Fire & Rescue Department. This information will provide a base upon which to assess issues associated with: Departmental goals and objectives and mission. How the Department measures accomplishments in meeting established goals. How the Department plans and schedules work assigned to fire crews. How formal and informal communications are accomplished in the Department. The roles of all management and supervisory personnel (i.e., chief officers and shift officers). Personnel management systems including hiring standards, promotional processes, performance appraisal systems, grievance handling procedures, etc. Matrix Consulting Group Page 2 Item # 12 Attachment number 1 Page 28 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department To provide a basis for analysis of the efficiency and effectiveness of current fire suppression, EMS and support operations, it is necessary to develop a detailed understanding of both service levels and demand for service currently experienced by the Department. We plan to document workload and service levels from several perspectives as follows: • On a City-wide and station-by-station basis, develop indicators of call and unit response volume by major call type over the last five years. Once collected, these data will be analyzed to assess the extent to which various types of demand for service are changing in Clearwater. • Develop a detailed understanding of the response requirements and plan of the Clearwater Fire & Rescue Department, including the number of units dispatched by type of call, how units cover each other when multiple units are required and the deployment and use of staff in support of ambulances. • Document the City's responses which result from their obligations to the County in the fire / EMS service areas under the County contracts. This includes their responses as first responders in support of the Sunstar ALS transport units. • Through analysis of dispatch records, incident reports, and other appropriate documents, develop a detailed profile of calls handled by the Department to include: Response times for all calls, by type of call and priority. Amount of clock and staff time required to handle each call type and including the various elements of handling time: •• Reflex time. •• Travel time. •• Set-up time. •• Total on-scene time. The dispatch queue time associated with handling a call by the dispatch center. The number of units dispatched by type of call. The incidence of automatic and mutual aid in responses. - How runs are distributed, by unit, by time of day and day of week. • The project team would also document the workloads of other functions included in the scope of this study, including: Matrix Consulting Group Page 2 ftem # 12 Attachment number 1 Page 29 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Inspections. Plan checks. Fire investigations. Public education programs. Training (academy and in service). Recruitment activities. • The project team would also document the workloads and service levels of other departmental support functions, including: - Apparatus maintenance. Hazardous materials management. Supply. Finance, human resources support, public information and other elements of administration. Deliverable: The product of this task would be a detailed statistical and narrative profile, which documents current services, organization, staffing and workload. The focus of this report would not only be descriptive - the analysis must also compare performance with service objectives and targets. This report would be reviewed with Fire & Rescue Department staff and the project steering committee. Task 5 Conduct a Gap Analysis of the Clearwater Fire & Rescue Department Comparing It to Best Practices and to Peer Agencies. The use of "benchmarking" and/or "best management practices" analysis is topical in the analysis of public and private sector agencies today. The content and characteristics of its use, however, can mean many things depending on the study team and the needs of the organization. Benchmarking has meant in many studies nothing more than general comparative analysis; in other studies it has represented a comparison to general standards of efficiency and effectiveness. The use of these techniques is to assist in the development of issues, not an end analysis through comparison. In this study, we propose to utilize both approaches to shed light on operating and programmatic issues in the functions being studied in the Clearwater Fire & Rescue Department. As a result, we propose to accomplish the following: Matrix Consulting Group Page 2 Ttem # 12 Attachment number 1 Page 30 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • The project team would develop a detailed list of "best management practices" for use in a "diagnostic assessment" of each service function in the Fire & Rescue Department. This diagnostic assessment would be developed to identify those areas in which the organization was meeting targeted service delivery objectives or standards of service efficiency or effectiveness. These `standards' represent the project team's experience working with fire agencies over the past 20+ years. The project team would use the data collection activities conducted in previous tasks to assess the degree to which services or service levels conformed to the benchmark. Each service area diagnostic element would consist of the following: •• A definition of the service level, efficiency or deployment target. •• A description of the current performance. •• Identification of areas which meet or exceeded the target(s). •• Identification of areas which represent improvement opportunities. •• A description of the next steps which the project team should take. • Among other sources, the project team would refer to the CPSE and CAAS for guidance about high performance organizations. • The project team would also develop a `benchmark' survey to compare and contrast the programs, services, staffing levels and organizational structure of the Clearwater Fire & Rescue Department. We would, in consultation with the City, select other cities in Florida and the southeast with populations or service populations of around 100,000. As with the best practices analysis this survey would focus on: - A comparative range of services, service levels, costs and practices. Quantification of performance or service levels and workloads (including, for example, response or reflex time targets, apparatus staffing, types and levels of service provided, use of alternatives types of employees). Identification of areas in which the Department exceeds the average. Identification of areas in which the Department falls below the average. We believe that these approaches should be conducted side-by-side because a survey alone does little to identify the `best' approach for the client agency. Deliverable: The project team will develop two documents resulting from this task. The first will be a summary of the comparative survey information. The Matrix Consulting Group Page 2 item # 12 Attachment number 1 Page 31 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department second will be the development of a gap analysis that provides the result of the comparative assessment of the Clearwater Fire & Rescue Department to `best practices'. Task 6 Evaluate Current Station Deployments and Alternatives. The Matrix Consulting Group is providing in the task a description of how we would evaluate the effectiveness of the fire station location network. The Matrix Consulting Group has developed an in-house capability for the analysis of fire station locations. This analytical approach is based on a number of key factors including: Utilization of state of the art GIS software developed by ESRI. These elements includes Arclnfo 9.0, Network Analyst, Spatial Analyst and specialized sub- routines that focus on analyzing facility locations. Development of the most complete road network possible. This would mean working closely with the City's GIS staff and with other resources as necessary. Access to and utilization of the most detailed call for service information possible. These data are taken from the CAD / RMS systems maintained by the City. In order to reduce the impact of seasonal or annual outliers, the Matrix Consulting Group utilizes multiple years of data. These include data points, which focus on key information for analyzing station networks including: Street address of the call. Call type and priority. - Actual response times achieved by the Fire & Rescue Department. The Matrix Consulting Group has a methodology for evaluating fire stations given an extensive list of options. This list of options might include existing station locations, City-owned land, land available from the County or State and land that the City would be willing to purchase. For this study it would also be necessary to understand the regional response network in closest unit response. The model is then used to calculate the fastest possible response time from each of these City and neighboring municipal locations to each unique call address. This analysis generates a database of expected travel times from each location to each unique address. Once that table is developed, the project team weights the run information by incorporating information about the frequency with which each address received a response. This is crucial for dealing with multi-response addresses (assisted living facilities, medical practices, group homes, etc.). This recognizes that every address does not have an equal likelihood of generating the need for a response. Matrix Consulting Group Page 2 Ttem # 12 Attachment number 1 Page 32 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Various alternatives can then be tested to determine the optimal solution for the City. This enables the City's policy makers and staff to evaluate potential tradeoffs between the costs (capital and operating) and the benefits (response time reduction or improved fractile performance) resulting from each alternative. • Utilization of these technologies and approaches enables the Matrix Consulting Group to calculate a large range of statistical information about the current system or about various alternatives. These may include the predicted average response time, the fractile response time, etc. The map, which follows, demonstrate how the station location and deployment model can be utilized to illustrate alternative resources deployment scenarios. These maps illustrate the number of personnel and units (engine and trucks companies) capable of meeting an arbitrarily selected service level objective. City of Clearwater, Florida Potential Fire Department Responders at 4 Minutes Drive Time from Current Stations Legend fftGt Fire Stations n Streets Railroad Clearwater Boundaries t Personnel at 4 Nins F-1 3 t 10 - 14 15- 17 ,_r-, t ?I ali ? ?_S A few key elements should be understood in examining this map: • The project team did not have the benefit of an in-depth understanding of the Fire & Rescue Department and its deployment, service level goals, etc. Matrix Consulting Group Page 2 Item # 12 Attachment number 1 Page 33 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • The map does not take into account the location of other resources (for example those in Largo) which are an integral part of the response under the County's mutual aid / closest unit response plan. • The 4-minute standard was arbitrarily selected and does not match the County's stated objective - nor necessarily that of the City of Clearwater. The Matrix Consulting Group will also evaluate other issues and alternatives having a significant impact on the efficiency and effectiveness of the fire protection and emergency medical response systems in Clearwater, including: • The project team will evaluate the ability of the Department to work better with neighboring communities. Are automatic and mutual aid agreements used to their fullest extent? • The project team will evaluate fire ground management, policies and the incident command system. • The project team will evaluate the City's use of codes and ordinances to mitigate the density of stations and units in low density / low risk areas. • Are there opportunities to use lighter-duty vehicles as a way of reducing wear and tear on major fire units in low density / low risk areas? • The use of technologies designed to improve response capabilities such as traffic pre-emption devises, in unit information technologies, vehicle location systems and the like. Deliverable: The project team's standards of cover and standard of response analysis will enable the City to understand the implications of various staffing and deployment decisions. These will be reviewed with the steering committee before they are included in the final report. Task 7 Evaluate Fire & Rescue Department Operations, Staffing Levels and Staff Utilization Issues. This task is focused on evaluating the programs, staffing and deployment of personnel associated with service delivery by the Fire & Rescue Department - this will include both field service providers and the personnel working in the Fire & Rescue Department dispatch center. This will focus on the following types of issues: • Evaluate targeted staffing levels in the Fire & Rescue Department and the number of positions authorized to meet these levels. • Is leave effectively managed to minimize the use of overtime? Matrix Consulting Group Page 2 ?tem # 12 Attachment number 1 Page 34 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Are suppression / EMS personnel highly utilized? Are there, for example, opportunities to increase their utilization in the areas of: Engine company inspections and/or pre-fire plans? Hydrant maintenance? Public education? • Does the Fire & Rescue Department effectively track and manage key personnel indicators such as use of sick leave, workers compensation claims, etc.? • Does the Department track and manage using key service performance indicators? Are shift commanders and company officers held to account for their performance against those goals? • Are these issues with the utilization and results of special assignments? • Are there FLSA issues and other scheduling factors? Deliverable: The project team will analyze these and other issues for inclusion in the final report. Initial issues will be reviewed with the Fire & Rescue Department and the project steering committee before the analysis is completed for inclusion in the final report. Task 8 Evaluate Fire Prevention, Training and Other Programs and Services Supporting Fire and Emergency Services in the Clearwater Fire & Rescue Department. The purpose of this task is to evaluate and analyze those key programs which complement and enhance the fire suppression and emergency services programs analyzed in the preceding tasks of the project. The project team would assess the following programs and activities in this task through interview, data collection to substantiate workloads and review of policies and practices: • Evaluate fire prevention and code enforcement policies and programs. Fire prevention-related codes and ordinances and fire prevention activities of the Department can have a major impact on resource requirements. The purposes of this portion of the task are to thoroughly evaluate existing fire prevention policies, plans and operations, and to identify improvement opportunities. Basic steps required to complete this task include the following: Evaluate the current policies, codes and ordinances related to fire prevention in Clearwater and assess their impacts on both current and projected future Fire & Rescue Department operations. Complete a review of current codes and ordinances related to building and Matrix Consulting Group Page 3 Qtem # 12 Attachment number 1 Page 35 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department development and assess their impact on current and longer-range Fire & Rescue Department operations. This would include, but not be limited to, existing philosophies and practices related to requiring sprinklering systems in various types of buildings; requirements for retrofitting existing structures; requiring other types of built-in protection; levying development fees to mitigate fire protection costs related to major developments; consideration of levying fees for non-educational services provided by the bureau (inspections, plan reviews, etc.) and others. The second major component of this task will involve evaluation of the operations, capabilities and productivity of fire prevention-related activities of both fire prevention staff and the field fire suppression operation. Focuses of this analysis would include the following: •• Conduct an in-depth review of fire prevention activities to include organization, staffing, staff utilization, scheduling and inspection frequency performance monitoring, and public information programs. Perform a detailed analysis of division workloads in terms of plan checks, inspections, and other activities. •• Evaluate key links between central fire prevention and other City development activities such as planning, building, and the like. Identify areas where links and coordination could be improved to upgrade overall fire prevention impact on a Citywide basis. •• Evaluate field operations services in the fire prevention area. This would involve drawing on the results of our previous analysis of field service workload and analysis of fire prevention division programs and services to answer such questions as the following: (1) Are field unit company inspection activities consistent with an effective fire prevention program? (2) Are field service and company inspection activities properly coordinated with central fire prevention division programs and services? (3) Are there opportunities to enhance the effectiveness of fire prevention programs by transferring selected inspection responsibilities from fire prevention staff to the field unit level? What would be the impact of transfer on both staffing patterns and staff utilization at both the fire prevention unit and field unit levels? (4) What additional programs are needed to fill program gaps? •• Identify revenue enhancement options which have potential related to fire prevention programs and services. Include cost-recovery performance associated with existing fees and the potential to establish additional fees to support recommended programs and program enhancements. Matrix Consulting Group Page 3 Ttem # 12 Attachment number 1 Page 36 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Evaluate hazardous materials management programs, including alternative level responses, capabilities and equipment / apparatus, as well as planning issues, program management and coordination with other agencies. This will include an assessment of the City's participation in regional service delivery. • Evaluate Emergency Management issues and opportunities for the Fire & Rescue Department. This will include an assessment of the Department's ability to provide services under the City's emergency preparedness plans, and to assess the Department's current efforts and capacity for seeking available grants from federal and state providers. This will include an assessment of current emergency plans, their comprehensiveness, coverage of weather, emergency, hazardous materials, nuclear plant and other foreseeable events. • Evaluate training, and staff development systems and practices. The project team will assess the positive features and improvement opportunities that may exist in recruitment, training and other related personnel management programs within the Fire & Rescue Department. - Identify and evaluate training provided to enhance management and supervision in the Fire & Rescue Department. - In conducting these evaluations, we will interview training and personnel- related staff; document the processes used to advertise, screen and test candidates for positions at various levels. - Identify opportunities to increase the diversity in the Department's overall workforce. - Document how training needs are assessed and in-service training provided at the field unit level. - Compare current recruitment, training and career development efforts with the best practices found in other progressive fire protection organizations. •• Are training facilities consistent with departmental needs? •• What is the utilization of departmental training staff? •• Are training services provided consistent with needs? •• Do existing training programs focus on employee development? •• Are there opportunities to enhance skills training? •• Are there revenue or other improvement opportunities available? • Assess Personnel Systems by evaluating the following issues: - Are recruitment and staff development strategies and activities based on a review of needs for the Fire & Rescue Department including personnel needs to accommodate turnover and operations expansion? How Matrix Consulting Group Page 3 Ttem # 12 Attachment number 1 Page 37 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department proactive are staff in attracting the most highly qualified candidates to the Department? - Are there issues associated with the Department's promotional systems in terms of consistency, fairness, and the identification and preparation of highly skilled and motivated employees through training opportunities? How is overtime managed in the Department? Are there opportunities to reduce the expenditure of overtime dollars? - Are there any FLSA issues? How are firefighter and other employee health and safety issues addressed? Does the Department conform to Federal and State OSHA requirements? Is `wellness' promoted in the Department? How is experience factored into changes to these programs? •• Availability of critical incident stress debriefing. •• Approaches used for emergency incident rehabilitation. •• General physical fitness programs in the Department. Utilization of performance evaluations for staff. Approaches used to control and minimize absenteeism from the CFRD. Methods used to maintain positive employee relations. Training and application of infection control and blood-borne-pathogen control methods. • Evaluate financial and operational support to the Fire & Rescue Department. The project team would also evaluate other operational support functions in the Department, including public information, billing and other financial services, disaster management, etc. This will include the current status of records keeping functions, the quality of records and information kept and reported, etc. • Evaluate fleet maintenance and apparatus replacement plans for the Fire & Rescue Department. The project team will focus on evaluating the cost- effectiveness of the current approach to maintenance of fire apparatus. In addition, the project team will assess current fire apparatus replacement planning - specifically as it relates to the current Capital Improvement Plan. In the previous Tasks focused on assessment of operations the project team will assess the proper mix of response apparatus given the variety of missions faced by the Department. Matrix Consulting Group Page 3 Item # 12 Attachment number 1 Page 38 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department Deliverable: The product of this work task would be a detailed review of current approaches, staff utilization, programs and coordination approaches relating to each of the support and program areas listed above. Current practices and performance levels would be described in each service area, issues identified and alternatives assessed. The costs and cost savings associated with each alternative would be identified and described in detail. Steps needed to implement each recommendation would be provided. Task 9 Assess the Organizational Structure of the Department and Its Management Systems. In this work task, the project team will evaluate the Clearwater Fire & Rescue Department's current plan of management organization and staffing. The analysis will focus heavily on the roles, responsibilities, and workload demands of all administrative and command personnel within the Department. Evaluation will take into account operations and the capability of the organization to respond to those requirements. In conducting the organization and management analysis, a variety of issues will be addressed including: • Are current spans of management control too broad or too limited? • Does adequate coordination and/or cooperation occur among the Department's various administrative support and field operating units? • Are the Department's missions, goals, and values known in the organization? • Are lines of authority and responsibility clear to all? • Do program gaps exist within the Department that require organizational attention (e.g., planning and research, career development programs, etc.)? • How is long range planning accomplished in the Department? • How does the organization and its command officer staffing pattern compare with other comparably-sized organizations? • Do opportunities exist to utilize civilian personnel in functions now occupied by uniformed officers? Strengths of the existing organizational structure, as well as possible improvement opportunities, will be identified. The costs and benefits of any changes in the organization, management and supervisory staffing patterns also will be documented. Matrix Consulting Group Page 3 Item # 12 Attachment number 1 Page 39 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department The management systems and processes used to plan and control fire and emergency medical service operations will be evaluated. The methodologies utilized for conducting these evaluations will be interviews, review of policy and procedure manuals, and assessment of management reporting systems. The management processes that will receive particular attention by the study would include: goal-setting and monitoring; budget preparation and fiscal control; long-range program planning; and other command and control systems utilized by the CFRD. Analytical attention will be focused on such major management system issues as the following: • Are vertical or horizontal communications within the Department adequate? • How does the CFRD plan, schedule and control the work to be done in each of its organizational units? • Does each major organizational unit have accurate and timely measures of the performance of that unit? • How are goals, objectives and service level targets developed? • Do the City Manager / Council receive the information that they need to provide an on-going assessment of the performance of the CFRD? • How does the Department prioritize community relations, make staff accountable for achieving high levels of community service and interaction? • Are there issues associated with the way in which the Fire & Rescue Department interacts with other City and regional departments. For example, are services coordinated with Police? Are human resources policies and procedures followed? • Evaluate operations management, including incident command and large scale emergency preparedness. Has incident command been fully integrated into the Department's approach to responding to emergencies? Have other City departments been trained and integrated into this management approach? • Utilization of post-incident critiques to learn from incidents, to identify training needs, to assess performance, etc. • Overall use of quality assurance and quality control techniques to assess performance and to address opportunities for improvement. When the above analyses are completed, positive features of existing management systems and processes will be documented as well as improvement opportunities that may exist. Matrix Consulting Group Page 3 Ttem # 12 Attachment number 1 Page 40 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department In this work task, the project team will also evaluate the policies and procedures used by the CFRD to support and manage achievement of its various objectives. Members of the project team will review, in detail, each policy/procedure manual to address and resolve the following questions: • Are policy and procedure manuals/documents complete? Do major gaps exist relating to operations? • Are the manuals and documents updated frequently enough to reflect legal, departmental and community changes? What is the process for updating these manuals and documents? • How are the contents of these manuals and documents and their revisions communicated throughout the Fire & Rescue Department? • Through policies and procedures as well as through personnel systems, how is liability controlled? • How do these documents conform to State and national standards. • Most importantly, are major policies and procedures followed based on our review of operations and services conducted in previous work tasks? Deliverable: These issues will be addressed in a progress report that would be reviewed with staff and the project steering committee. Task 10 Develop a Final Report Which Identifies and Analyzes Key Findings and Recommendations The next task in the process is the development of the final report. The project team will approach this with the following steps: • The analyses, described above, form various elements of the draft report. The key issues will have already been reviewed with the staff and project steering committees prior to the development of the draft report. • All analyses will provide fiscal and operational impact estimates. All recommendations will be prioritized with cost estimates. • Detailed recommendations for each alternative; specific work steps required to implement each recommendation; recommended timing for implementation; recommended responsibility for implementation; and any costs or savings. • A detailed capital improvement plan addressing any recommendations regarding changes / additions to fire station locations, apparatus, and equipment. Matrix Consulting Group Page 3 item # 12 Attachment number 1 Page 41 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department • Specific proposals for revenue enhancements, as appropriate. • Documentation of progress and changes in the CFRD since the 2004 management study. The final report will be reviewed in draft with the project steering committee. Once in final form, we will present the final report to the City. 3. PROPOSED SCHEDULE The Matrix Consulting Group proposes to conduct this assignment over a period of four (4) months, or 16 weeks. The table, below, shows the breakdown of each task over that four-month period: Task / Month 1 2 3 4 1. Initial Interviews 2. Employee Survey ES 3. Risk Assessment 4. Department Profile DP 5. Comparative Assessment (BMP) 6. Station Location Analysis 7. Staffing and Operations 8. Support Services 9. Organization and Management 10. Final Report DFR / FR We are open to modification of the schedule based on the needs of the City. Matrix Consulting Group Page 3 Ttem # 12 Attachment number 1 Page 42 of 42 CITY OF CLEARWATER, FLORIDA Proposal to Conduct an Efficiency Review for the Fire & Rescue Department 4. PRICE PROPOSAL The Matrix Consulting Group proposes to conduct the Efficiency Study of the Fire & Rescue Department for the City of Clearwater for a fixed price of $89,000. This includes all professional fees and travel costs. The detailed make-up of our price proposal is provided in the exhibit, below: Task / Consultant Miller Wolfber Bravo Total 1. Initial Interviews 8 8 0 16 2. Employee Survey 0 0 16 16 3. Risk Assessment 8 16 0 24 4. Profile 16 40 40 96 5. Comparatives 8 8 16 32 6. Station Locations 8 16 40 64 7. O s. Staffing 8 16 8 32 8. Support Services 8 16 24 48 9.Or ./Mana ement 8 16 8 32 10. Final Report 24 24 24 72 Total Hours 96 160 176 432 Billing Rates $225 $175 $185 Professional Fees Travel Cost Total Project Cost E $21,600 im $28,000 $32,560 $82,160 $6,840 $89,000 As with our previous work with the City, we would intend to provide monthly invoices for work and expenses as they are actually incurred. Matrix Consulting Group Page 3 Item # 12 Attachment number 2 Page 1 of 3 AGREEMENT TO PROVIDE PROFESSIONAL CONSULTING SERVICES TO THE CITY OF CLEARWATER, FLORIDA Matrix Consulting Group THIS AGREEMENT, entered into this Day of Octoberber, 2009 and effective immediately by and between Matrix Consulting Group (hereinafter called the "CONSULTANT" and THE CITY OF CLEARWATER, FLORIDA (hereinafter called "CITY"), WITNESSETH THAT, WHEREAS, CITY desires to engage the CONSULTANT to Conduct an Efficiency Study of the Fire Department. NOW, THEREFORE, the parties hereto mutually agree as follows: (1) Employment of Consultant. CITY agrees to engage the CONSULTANT and the CONSULTANT hereby agrees to perform the services described in the CITY's Request for Proposal dated October 6, 2009 and incorporated into this Agreement as Attachment A and CONSULTANT'S proposal dated October 13, 2009 and incorporated into this Agreement as Attachment B. (2) Time of Performance. The services to be performed hereunder by the CONSULTANT shall be completed within 120 days of the project start date, unless this Agreement is terminated earlier as provided for herein. The project shall be initiated within 14 days of a notice to proceed. (3) Compensation. The CITY agrees to pay the CONSULTANT a sum not to exceed eighty-nine thousand dollars ($89,000) in CONSULTANT'S Price Proposal. CONSULTANT agrees to complete the project and all services provided herein for said sum. (4) Method of Payment. The CONSULTANT shall bill monthly for hours completed to date as described in CONSULTANT'S Price Proposal. Total payments shall not exceed the amount shown in (3), above. CITY shall pay invoices within thirty (30) days of receipt. (5) Changes. CITY may, from time to time require changes in the scope of services of the CONSULTANT to be performed hereunder. Such changes, which are mutually agreed upon by and between CITY and the CONSULTANT, shall be incorporated in written amendment to this Agreement. (6) Services and Materials to be Furnished by CITY. CITY shall furnish the CONSULTANT with all available necessary information, data, and material pertinent to the execution of this Agreement. CITY shall cooperate with the Professional Services Agreement Page tem # 12 Attachment number 2 Page 2 of 3 CONSULTANT in carrying out the work herein and shall provide adequate staff for liaison with the CONSULTANT. (7) Termination of Agreement. If, for any cause, the CONSULTANT shall fail to fulfill in timely and proper manner his obligation under this agreement, CITY shall thereupon have the right to terminate this Agreement by giving written notice to the CONSULTANT of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. (8) Information of Reports. The CONSULTANT shall, at such time and in form as CITY may require, furnish such periodic reports concerning the status of the project, such statements, and copies of proposed and executed plans and other information relative to project as may be requested by CITY. The CONSULTANT shall furnish CITY, upon request, with copies of all documents and other material prepared or developed in relation with or as part of project. (9) Records and Inspections. CONSULTANT shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of one year after the completion of the project. CITY shall have free access at all proper times to such records, and the right to examine and audit the same and to make transcripts there from, and to inspect all program data, documents, proceedings, and activities. (10) Completeness of Contract. This contract and any additional or supplementary document or documents incorporated herein by specific reference contain all the terms and conditions agreed upon by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract or any part thereof shall have any validity or bind any of the parties hereto. (11) CITY Not Obligated to Third Parties. CITY shall not be obligated or liable hereunder to any party other than the CONSULTANT. (12) When Rights and Remedies Not Waived. In no event shall the making by CITY of any payment to the CONSULTANT constitute or be construed as a waiver by CITY of any breach of covenant, or any default which may exist on the part of the CONSULTANT and the making of any such payment by CITY while any such breach or default shall exist in no way impairs or prejudices any right or remedy available to CITY in respect to such breach or default. (13) Hold Harmless. Each party shall be responsible for its own acts and will be responsible for all damages, costs, fees and expenses which arise out of the performance of this Agreement and which are due to that party's own negligence, tortious acts and other unlawful conduct and the negligence, tortious action and other unlawful conduct of its respective agents, officers and employees. Professional Services Agreement Page tem # 12 Attachment number 2 Page 3 of 3 (14) Insurance. Consultant agrees to maintain insurance during the term of this Agreement: for comprehensive general liability in the amount of $2,000,000 per occurrence and $4,000,000 in aggregate; automobile liability insurance in the amount of $1,000,000; workers' compensation insurance in the amount of $1,000,000 and professional liability in the amount of $1,000,000 per occurrence and $2,000,000 in aggregate. CONSULTANT shall provide CITY with an insurance certificate which names the CITY as an additionally insured. (15) Personnel. The CONSULTANT has all personnel required in performing the services under this Agreement. All of the services required hereunder will be performed by the CONSULTANT or under CONSULTANT'S supervision, and all personnel engaged in the work shall be qualified to perform such services. (16) Assignability. The parties hereby agree that Consultant may not assign, convey or transfer its interest, rights and duties in this Agreement without the prior written consent of CITY. (17) Notices. Any notices, bills, invoices, or reports required by this Agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the addresses noted below: Robin I. Gomez Richard P. Brady, President City Auditor Matrix Consulting Group City of Clearwater 721 Colorado Ave., #101 P.O. Box 4748 Palo Alto, California 94303 Clearwater, FL 33758 IN WITNESS WHEREOF, CITY and the CONSULTANT have executed this agreement as of the date first written above. CITY OF CLEARWATER, FLORIDA By: Date: MATRIX CONSULTING GROUP Richard P. Brady, President By: Date: Professional Services Agreement Page Item # 12 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Proposed Local Bill for 2010 State Legislative Session - Clearwater Working Waterfront, removing reverter clause. SUMMARY: The Marina property is outdated and needs to be redeveloped. The proposed bill brings the outdated language of the 1925 Special Act land grant to be consistent with the current legislative policy for recreational and commercial Working Waterfronts. This bill will require us to be in compliance with applicable Florida law related to waterfront property in the State of Florida. More specifically, the proposed bill impacts the upland portion of the municipal marina property, and releases the state reverter clause only to the extent that the property is redeveloped in accordance with the current policies and law of the State for working waterfront properties including the Florida Coastal Management Program, the Waterfronts Florida Program, the City Comprehensive Plan and the Code of Ordinances. The proposed bill does not have any impact on the 2007 Local Bill 1585 requirement for a site-specific referendum if the "existing public land use designation" is changed. Further, the proposed bill requires a site-specific referendum if the City sells the subject upland property. The bill, following the intent of Working Waterfronts, maintains the availability of public access to the navigable waters of the State. Review Approval: 1) Clerk Cover Memo Item # 13 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8098-09 on second reading, amending the Community Development Code to allow outdoor automobile, boat, and recreational vehicle shows and provide standards for such shows. SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 14 Attachment number 1 Page 1 of 4 ORDINANCE NO. 8098-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, MAKING AMENDMENTS TO THE COMMUNITY DEVELOPMENT CODE TO MODIFY SUBSECTION 3-2102 "PERMITTED TEMPORARY USES" TO INCLUDE OUTDOOR AUTOMOBILE, BOAT, AND RECREATIONAL VEHICLE SHOWS; TO MODIFY SECTION 3-2103 "STANDARDS" TO INCLUDE STANDARDS FOR THE OUTDOOR AUTOMOBILE, BOAT, AND RECREATIONAL VEHICLE SHOWS TEMPORARY USE; AND TO PROVIDE AN EFFECTIVE DATE. WHEREAS, the City of Clearwater adopted a new Community Development Code on January 21, 1999 which was effective on March 8, 1999, and WHEREAS, the City of Clearwater desires for the Community Development Code to function effectively and equitably throughout the City, and WHEREAS, it has been determined that certain locations and use of commercial properties for limited temporary uses promotes the local economy, and WHEREAS, it has been determined that limited and reasonable restrictions on such temporary uses are in the public interest, and WHEREAS, the City of Clearwater has determined where the Community Development Code needs clarification and revision, now therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. That Article 3, "Development Standards", Division 21, "Temporary Uses", Section 3-2102, "Permitted temporary uses", of the Community Development Code, be, and the same is hereby amended to modify subsection A, as follows: Section 3-2102. Permitted temporary uses. A. The following temporary uses are permitted subject to obtaining a Level One approval in accordance with the provisions of Article 4, Division 3 and the provisions of this division: 1. Circuses and/or carnivals. 2. Contractor's offices and/or construction sheds. 3. Evangelical and religious revivals or assemblies. 4. Sales for Christmas trees, pumpkins or other seasonal materials. 5. Other temporary recreational or entertainment related events or activities such as fairs, concerts or festivals. OrdinAeert?W. %98-09 Attachment number 1 Page 2 of 4 6. Outdoor bazaars, cookouts, special fund raising sales and/or similar activities. 7. Sidewalk sales. 8. Temporary commercial parking lots associated with special events. 9. Temporary real estate sales offices. 10. Temporary relocation tents or mobile homes for displaced persons as a result of natural or manmade disasters in a neighborhood or area. 11. Temporary retail special sales and displays (e.g., occasional sidewalk or parking lot sales). 12. Block and neighborhood parties. 13. Portable storage units. 14. Outdoor automobile, boat, and recreational vehicle shows. Section 2. That Article 3, "Development Standards", Division 21, "Temporary Uses", Section 3-2103, "Standards", of the Community Development Code, be, and the same is hereby amended to modify "ADDITIONAL REQUIREMENTS FOR TEMPORARY USES" table and add number five to subsection B, as follows: Section 3-2103. Standards. *********** ADDITIONAL REQUIREMENTS FOR TEMPORARY USES Maximum Cumulative Allowable Time Period for Each Separate Use (per site per calendar Temporary Use year or absolute time limitation, as applicable) Permitted Districts Block and neighborhood parties 2 days All residential districts Circuses or carnivals 14 days C, IRT, and I Contractors office and/or During construction period only while building All districts construction sheds permit is valid Evangelical and religious revivals or 7 days C, D, T, I and IRT assemblies Garage, yard or estate sales No more than 2 times per property within one All residential districts year, no longer than 3 days each Sales for: Christmas tree and All non-residential zoning pumpkin sales and other seasonal 45 days districts sales Other temporary recreational or 7 days, except 14 days for annual events All nonresidential districts entertainment events approved by the special events committee Outdoor bazaars, cookouts, special fund raising sales and/or similar 2 days C, I and D activities 2 OrdinAeerl?!#. %98-09 Attachment number 1 Page 3 of 4 Sidewalk sales 7 days in conjunction with a special event T and D Temporary commercial parking lots The period of time during which the temporary All districts use the parking serves is authorized Temporary relocation tents or 18 months (unless authorized longer by mobile homes for displaced persons commission resolution) Within a designated area Temporary real estate sales office or 24 months All districts model home Temporary retail sales and displays 7 days (not more than 4 times per year) T, C and D Residentially zoned property: Four days, not more than four times a year. Non-residentially zoned property: 30 days, not more than four Portable storage units times a year or for the duration of an active All districts construction permit. Refer to Sections 3- 2103(B)(3) and 2103(C)(2) for additional requirements. Outdoor automobile, boat, and recreational vehicle shows 7 davs (not more than 4 times per vear) C *********** B. The following additional requirements shall apply for specified temporary uses: *********** 5. Outdoor automobile, boat, and recreational vehicle shows. a. Outdoor automobile, boat, and recreational vehicle shows shall be permitted only on properties located in the Commercial zoning district which are at least 75 contiguous acres in size; b. A maximum of 7 days shall be allowed for each permitted outdoor automobile, boat, and recreational vehicle show, inclusive of set up and take down time for all temporary use related facilities; C. Sales of products displayed at the show are permitted, without regard to the primary use of the property. Section 3. Amendments to the Community Development Code of the City of Clearwater (as originally adopted by Ordinance No. 6348-99 and subsequently amended) are hereby adopted to read as set forth in this Ordinance. Section 4. The City of Clearwater does hereby certify that the amendments contained herein, as well as the provisions of this Ordinance, are consistent with and in conformance with the City's Comprehensive Plan. OrdinAeer>NW. U98-09 Attachment number 1 Page 4 of 4 Section 5. Should any part or provision of this Ordinance be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the Ordinance as a whole, or any part thereof other than the part declared to be invalid. Section 6. Notice of the proposed enactment of this Ordinance has been properly advertised in a newspaper of general circulation in accordance with applicable law. Section 7. This ordinance shall take effect immediately upon adoption. PASSED ON FIRST READING AS AMENDED PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk 4 OrdinAeerl?!#. %98-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8110-09 on second reading, annexing certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, into the corporate limits of the city and redefining the boundary lines of the city to include said addition. SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 15 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8110-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, ANNEXING CERTAIN REAL PROPERTY LOCATED ON THE NORTH SIDE OF CITRUS STREET APPROXIMATELY 100 FEET EAST OF SUNNY PARK ROAD, CONSISTING OF THE EAST THIRTY FEET OF LOT 20 AND 21, BLOCK D, SUNNY PARK GROVES, WHOSE POST OFFICE ADDRESS IS 1408 CITRUS STREET, TOGETHER WITH THE ABUTTING RIGHT-OF-WAY OF CITRUS STREET, 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 COUNCIL 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: The east 30 feet of Lot 20 and Lot 21, Block D, Sunny Park Groves, according to the map or plat thereof as recorded in Plat Book 36, Page 2, Public Records of Pinellas County, Florida, together with the abutting right-of-way of Citrus Street (ANX2009-07012) Section 2. The provisions of this ordinance are found and determined to be consistent with the City of Clearwater Comprehensive Plan. The City Council 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 Planning 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 Florida Department of State within 30 days after adoption. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Attest: Cynthia E. Goudeau City Clerk Item # 15 Ordinance No. 8110-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8111-09 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to designate the land use for certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, upon annexation into the city, as Residential Low (RL). SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 16 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8111-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE FUTURE LAND USE PLAN ELEMENT OF THE COMPREHENSIVE PLAN OF THE CITY, TO DESIGNATE THE LAND USE FOR CERTAIN REAL PROPERTY LOCATED ON THE NORTH SIDE OF CITRUS STREET APPROXIMATELY 100 FEET EAST OF SUNNY PARK ROAD, CONSISTING OF THE EAST THIRTY FEET OF LOT 20 AND LOT 21, BLOCK D, SUNNY PARK GROVES, WHOSE POST OFFICE ADDRESS IS 1408 CITRUS STREET, TOGETHER WITH THE ABUTTING RIGHT-OF-WAY OF CITRUS STREET, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS RESIDENTIAL LOW (RL); PROVIDING AN EFFECTIVE DATE. WHEREAS, the amendment to the future land 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 City's comprehensive plan; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL 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, upon annexation into the City of Clearwater, as follows: Property Land Use Category The east 30 feet of Lot 20 and Lot 21, Block D, Sunny Residential Low (RL) Park Groves, according to the map or plat thereof as recorded in Plat Book 36, Page 2, Public Records of Pinellas County, Florida, together with the abutting right-of-way of Citrus Street (ANX2009-07012) Section 2. The City Council does hereby certify that this ordinance is consistent with the City's comprehensive plan. Section 3. This ordinance shall take effect immediately upon adoption, contingent upon and subject to the adoption of Ordinance No. 8110-09. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk Item # 16 Ordinance No. 8111-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8112-09 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 1408 Citrus Street, together with the abutting right of way of Citrus Street, upon annexation into the city, as Low Medium Density Residential (LMDR). SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 17 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8112-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE ZONING ATLAS OF THE CITY BY ZONING CERTAIN REAL PROPERTY LOCATED ON THE NORTH SIDE OF CITRUS STREET APPROXIMATELY 100 FEET EAST OF SUNNY PARK ROAD, CONSISTING OF THE EAST THIRTY FEET OF LOT 20 AND LOT 21, BLOCK D, SUNNY PARK GROVES, WHOSE POST OFFICE ADDRESS IS 1408 CITRUS STREET, TOGETHER WITH THE ABUTTING RIGHT-OF-WAY OF CITRUS STREET, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS LOW MEDIUM DENSITY RESIDENTIAL (LMDR); 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 COUNCIL 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: Property Zoning District The east 30 feet of Lot 20 and Lot 21, Block D, Low Medium Density Sunny Park Groves, according to the map or plat Residential thereof as recorded in Plat Book 36, Page 2, Public (LMDR) Records of Pinellas County, Florida, together with the abutting right-of-way of Citrus Street (ANX2009-07012) Section 2. The City Engineer 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, contingent upon and subject to the adoption of Ordinance No. 8110-09. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk Item # 17 Ordinance No. 8112-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8113-09 on second reading, annexing certain real property whose post office address is 1876 Sylvan Drive into the corporate limits of the city and redefining the boundary lines of the city to include said addition. SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 18 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8113-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, ANNEXING CERTAIN REAL PROPERTY LOCATED ON THE WEST SIDE OF SYLVAN DRIVE APPROXIMATELY 170 FEET SOUTH OF SUNSET POINT ROAD, CONSISTING OF LOT 16, BLOCK A, HARBOR VISTA, WHOSE POST OFFICE ADDRESS IS 1876 SYLVAN DRIVE, 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 COUNCIL 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 16, Block "A", Harbor Vista, according to the map or plat thereof as recorded in Plat Book 18, Page 41, Public Records of Pinellas County, Florida (ANX2009- 07013) Section 2. The provisions of this ordinance are found and determined to be consistent with the City of Clearwater Comprehensive Plan. The City Council 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 Planning 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 Florida Department of State within 30 days after adoption. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Attest: Cynthia E. Goudeau City Clerk Item # 18 Ordinance No. 8113-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8114-09 on second reading, amending the future land use plan element of the Comprehensive Plan of the city to designate the land use for certain real property whose post office address is 1876 Sylvan Drive, upon annexation into the city, as Residential Urban (RU). SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 19 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8114-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE FUTURE LAND USE PLAN ELEMENT OF THE COMPREHENSIVE PLAN OF THE CITY, TO DESIGNATE THE LAND USE FOR CERTAIN REAL PROPERTY LOCATED ON THE WEST SIDE OF SYLVAN DRIVE APPROXIMATELY 170 FEET SOUTH OF SUNSET POINT ROAD, CONSISTING OF LOT 16, BLOCK A, HARBOR VISTA, WHOSE POST OFFICE ADDRESS IS 1876 SYLVAN DRIVE, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS RESIDENTIAL URBAN (RU); PROVIDING AN EFFECTIVE DATE. WHEREAS, the amendment to the future land 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 City's comprehensive plan; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL 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, upon annexation into the City of Clearwater, as follows: Property Land Use Category Lot 16, Block "A", Harbor Vista, according to the map or Residential Urban (RU) plat thereof as recorded in Plat Book 18, Page 41, Public Records of Pinellas County, Florida (ANX2009-07013) Section 2. The City Council does hereby certify that this ordinance is consistent with the City's comprehensive plan. Section 3. This ordinance shall take effect immediately upon adoption, contingent upon and subject to the adoption of Ordinance No. 8113 -09. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Frank V. Hibbard Mayor Approved as to form: Attest: Leslie K. Dougall-Sides Cynthia E. Goudeau Assistant City Attorney City Clerk Item # 19 Ordinance No.8114 -09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8115-09 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 1876 Sylvan Drive, upon annexation into the city, as Low Medium Density Residential (LMDR). SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 20 Attachment number 1 Page 1 of 1 ORDINANCE NO. 8115-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, AMENDING THE ZONING ATLAS OF THE CITY BY ZONING CERTAIN REAL PROPERTY LOCATED ON THE WEST SIDE OF SYLVAN DRIVE APPROXIMATELY 170 FEET SOUTH OF SUNSET POINT ROAD, CONSISTING OF LOT 16, BLOCK A, HARBOR VISTA, WHOSE POST OFFICE ADDRESS IS 1876 SYLVAN DRIVE, UPON ANNEXATION INTO THE CITY OF CLEARWATER, AS LOW MEDIUM DENSITY RESIDENTIAL (LMDR); 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 COUNCIL 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: Property Zoning District Lot 16, Block "A", Harbor Vista, according to the map Low Medium Density or plat thereof as recorded in Plat Book 18, Page 41, Residential Public Records of Pinellas County, Florida (LMDR) (ANX2009-07013) Section 2. The City Engineer 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, contingent upon and subject to the adoption of Ordinance No. 8113-09. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Leslie K. Dougall-Sides Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk Item # 20 Ordinance No. 8115-09 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Adopt Ordinance 8120-09 on second reading, rescinding Ordinance 8085-09 and vacating the east five feet of the ten-foot drainage easement lying east of and adjacent to the west property line of Lot 5, Block V, Hibiscus Gardens. SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 21 Attachment number 1 Page 1 of 2 ORDINANCE NO. 8120-09 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, RESCINDING ORDINANCE 8085-09 AND VACATING THE EAST FIVE FEET OF THE TEN-FOOT DRAINAGE EASEMENT LYING EAST OF AND ADJACENT TO THE WEST PROPERTY LINE OF LOT 5, BLOCK V, HIBISCUS GARDENS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Clearwater previously adopted Ordinance No. 8085-09, effective September 3, 2009, improperly vacating the west five feet of the 10-foot drainage easement lying east of and adjacent to the west property line of Lot 5, Block V, Hibiscus Gardens; and WHEREAS, this ordinance vacates the appropriate parcel of property below; and WHEREAS, Norman L. Kirkland, Jr., Trustee, owner of real property located in the City of Clearwater, has requested that the City vacate the drainage easement depicted in Exhibit A attached hereto; and WHEREAS, the City Council finds that said easement is not necessary for municipal use and it is deemed to be in the best interest of the City and the general public that the same be vacated; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. Ordinance No. 8085-09 is hereby rescinded. Section 2. The following: The east five feet of the 10-foot drainage easement lying east of and adjacent to the west property line of Lot 5, Block V, Hibiscus Gardens, as recorded in Plat Book 14, Pages 55-58, Public Records of Pinellas County, Florida is hereby vacated, and the City of Clearwater releases all of its rights in the servitude as described above to the owner of the servient estate thereto. Section 3. The City Clerk shall record this ordinance in the public records of Pinellas County, Florida, following adoption. Section 4. This ordinance shall take effect immediately upon adoption. PASSED ON FIRST READING Item # 21 Ordinance No. 8120-09 Attachment number 1 Page 2 of 2 PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Camilo A. Soto Assistant City Attorney Frank V. Hibbard Mayor Attest: Cynthia E. Goudeau City Clerk Ordinance No. Item-#21 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Authorize the City Attorney's Office to institute a civil action on behalf of the City against Advanced Communications, LLC, whose employees broke a water main near the intersection of Bertland Way and Chenango Avenue, Clearwater, washing out the roadway and resulting in damage to a City vehicle. (consent) SUMMARY: On September 25, 2008, employees of Advanced Communications, LLC were performing work in the vicinity of Bertland Way and Chenango Avenue, Clearwater. While the employees were excavating, they accidentally severed a water main. The water flooded the corner and the employees did not place any barricade of cones to block the street. A City vehicle was making a right turn from Chenango onto Bertland Way, at which point the pavement collapsed and resulted in damages to the City vehicle in the amount of $2,885.62. The costs relative to each of these actions will include a $300.00 filing fee and fees for service of process of approximately $50.00. The required funds are available in the City Attorney's budget. Type: Operating Expenditure Current Year Budget?: Yes Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: 350 10012009 to 09302010 Budget Adjustment: No Annual Operating Cost: Total Cost: 350.00 Appropriation Code Amount Appropriation Comment 010-09600-548000-514- 350.00 000-0000 Bid Required?: No Bid Number: Less Other Bid / Contract: Bid Exceptions: than $2,500 Review Approval: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Clerk Cover Memo Item # 22 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Authorize a civil action on behalf of the City against Florida Power Corporation, and Florida Power Corporation d/b/a Progress Energy Florida, Inc., to seek to recover costs and expenses incurred during the construction of improvements on the Cleveland Street Streetscape Project and authorize a separate civil action on behalf of the City against Florida Power Corporation, and Florida Power Corporation d/b/a Progress Energy Florida, Inc., to seek to recover costs and expenses incurred during the construction of improvements on the Beach Walk - Coronado Drive project. (consent) SUMMARY: 1) During the Cleveland Street Streetscape redesign and reconstruction project from 2006 to its completion in 2009, "Progress Energy" failed to resolve conflicts that arose from its decision not to relocate its facilities, such as overhead lines, duct banks, and storm pipes. As a result, the City was required to expend funds to compensate the contractor for time delays, redesign, and additional work. The total amount claimed against "Progress Energy" is $179,298.00. 2) During the Beach Walk - Coronado Drive redesign and reconstruction project from 2006 to its completion in 2009, "Progress Energy" failed to resolve conflicts that arose from its decision not to relocate one of its duct banks. As a result, the City was required to expend funds to compensate the contractor for time delays, redesign, and additional work. The total amount claimed against "Progress Energy" is $263,626.00. The legal department requests authority to bring a legal action in each of the above-referenced items against Florida Power Corporation, and Florida Power Corporation d/b/a Progress Energy Florida, Inc. (including all other subsidiaries and related corporations as necessary to obtain relief), to recover damages for the additional costs and expenses incurred by the City. The costs relative to each of these actions will include a $255.00 filing fee and fees for service of process of approximately $200.00. Type: Operating Expenditure Current Year Budget?: Yes Budget Adjustment: No Budget Adjustment Comments: Current Year Cost: 910.00 Annual Operating Cost: Total Cost: 910.00 Not to Exceed: For Fiscal Year: 10/01/2009 to 09/30/2010 Appropriation Code Amount Appropriation Comment 010-09600-548000-514- 910.00 000-0000 Review Approval: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Clerk Cover Memo Item # 23 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: City Manager Verbal Reports SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 24 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Offshore Oil Drilling - Hibbard SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 25 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Countywide School Zone Improvement Program - Cretekos SUMMARY: The MPO has requested municipalities adopt a resolution supporting the Countywide School Zone Improvement Program that will provide a consistent policy for traffic control in school zones. Review Approval: 1) Clerk Cover Memo Item # 26 Attachment numbe Page 1 of 2 COUNTYWIDE SCHOOL ZONE IMPROVEMENT PROGRAM Position Statement In order to provide a consistent policy for traffic control in school zones, the Pinellas County Metropolitan Planning Organization (MPO) has developed this Position Statement supporting the development of a Countywide School Zone Improvement Program. This Program will provide uniform traffic control for roadways in school zones. Presently school zone traffic control varies from jurisdiction to jurisdiction and from school to school. This lack of consistent traffic control results in confusion and misinterpretation of expected speed limits for both motorists and the students who encounter motorists within the school zones. The Countywide School Zone Improvement Program calls for the responsible jurisdictions to implement reduced speed school zones with school flashers at all school locations. In addition, signage should be evaluated. Roadway speed limit signs should be combined with "end of school zone" signs, and pavement markings should be visible and easy to recognize. School flashers provide the necessary device to alert motorists that they are entering a reduced speed school zone. Schools flashers are flashing signals with signage that are activated during set times in the morning and afternoon when students are arriving or departing the school site. Automated activation of the school flashers provide an enhanced ability to time the devices for shortened days and school schedule fluctuations. The school flashers are also energy efficient; with most powered by solar technology. School flashers are currently used throughout the county and are routinely installed through the State's Safe Routes to School Program. The uniform Countywide School Zone Improvement Program will provide notice to passing motorists that they are in a school zone and to anticipate student activity regardless of jurisdiction. The program will enhance the safety of students, parents, and motorists in and around schools by providing a clear understanding of the travel speeds expected. The consistent application of traffic control devices in all school zones will provide the standardized treatment anticipated by the public. Position Statement Elements • All school zones will include a reduced speed limit • All school zones will have school flashers (automated signs permanently mounted) • The school flasher signs will be low energy or solar powered • All school zones will be reviewed by the responsible agencies to confirm that adequate school signage and pavement markings are in place • All school zones will be reviewed by the responsible agencies to confirm good signing practices in place and that the "End of school zone" and posted speed limit signs are collocated when possible The MPO's School Transportation Safety Committee (STSC), with its multijurisdictional representation, will continue to provide support and interagency coordination as the program is developed and implemented. The MPO requests the municipalities, the County Commission, and the School Board support this Program in order to provide consistent traffic control in all school zones as countywide policy. hAusers\cendocs\mpo\ consistent school zone request letter.ck. Item # 26 Attachment number 1 Page 2 of 2 RESOLUTION NO 09- WHEREAS, the ( ) recognizes that motorists travel daily through unincorporated areas and various municipalities within Pinellas County with the resulting change in jurisdiction; and WHEREAS, it is acknowledged that, with the exception of State Roads, each individual jurisdiction has responsibility over traffic controls including devices and speed limits set for school zones within that area; and WHEREAS, the Pinellas County Metropolitan Planning Organization (MPO) has developed a Countywide School Zone Improvement Program to provide much needed consistency in the treatment of school speed devices and control; and WHEREAS, it is agreed that the implementation of the Countywide School Zone Improvement Program will include: A. a reduced speed limit for all school zones B. school flasher signs (automated and permanently mounted) C. low energy or solar powered school flasher signs D. all school signage and pavement markings will be verified and corrected E. all school zones will be reviewed for good signing practices and the "End of school zone" and posted speed limit signs will be collocated when possible NOW, THEREFORE, BE IT RESOLVED on this of , 2009, that the (Commission or Council or County Commission) endorses and supports the Countywide School Zone Improvement Program recommended by the MPO with the goal to protect our students, parents, and public at large. Item # 26 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Parking Garage Update SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 27 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Other Council Action SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 28 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Ironman Triathlon - Kevin Dunbar, Parks and Recreation Director SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 29 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: Jazz Holiday SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 30 Meeting Date: 11/2/2009 Work Session Council Chambers - City Hall SUBJECT / RECOMMENDATION: World Planning Day Proclamation SUMMARY: Review Approval: 1) Clerk Cover Memo Item # 31