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04/20/2011City Council Agenda Location: Council Chambers - City Hall Date: 4/20/2011- 6:00 PM Welcome. We are glad to have you join us. If you wish to speak, please wait to be recognized, then state your name and address. Persons speaking before the City Council shall be limited to three (3) minutes unless otherwise noted under Public Hearings. For other than Citizens to be heard regarding items not on the Agenda, a spokesperson for a group may speak for three (3) minutes plus an additional minute for each person in the audience that waives their right to speak, up to a maximum of ten (10) minutes. Prior to the item being presented, please obtain the needed form to designate a spokesperson from the City Clerk (right-hand side of dais). Up to thirty minutes of public comment will be allowed for an agenda item. No person shall speak more than once on the same subject unless granted permission by the City Council. The City of Clearwater strongly supports and fully complies with the Americans with Disabilities Act (ADA). Please advise us at least 48 hours prior to the meeting if you require special accommodations at 727-562-4090. Assisted Listening Devices are available. Kindly refrain from using beepers, cellular telephones and other distracting devices during the meeting. 1. Call to Order 2. Invocation 3. Pledge of Allegiance 4. Presentations 4.1 EMS Week Proclamation - May 2- 8 C� Attachments 4.2 Future of the Region Award - Chris Hubbard, Parks and Recreation � Attachments 5. Approval of Minutes 5.1 Approve the minutes of the Apri17, 2011 City Council Meeting as submitted in written summation by the City Clerk. [� Attachments 6. Citizens to be Heard re Items Not on the Agenda Public Hearings - Not before 6:00 PM 7. Administrative Public Hearings - Presentation of issues by City staff - Statement of case by applicant or representative (5 min.) - Council questions - Comments in support or opposition (3 min. per speaker or 10 min maximum as spokesperson for others that have waived their time) - Council questions - Final rebuttal by applicant or representative (5 min.) - Council disposition 7.1 Continue to May 5, 2011: Approve the applicant's request to vacate a portion of the non-exclusive easement for sidewalk, drainage, utilities, access and for the parking of not more than 22 motor vehicles located on the Clearwater Marine Aquarium property, (249 Windward Passage), as more particularly described in the ordinance, and pass Ordinance 8259-11 on first reading. � Attachments City Manager Reports 8. Consent Agenda 8.1 Declare the list of vehicles and equipment surplus to the needs of the City and authorize disposal through sale to the highest bidder at the Tampa Machinery Auction, Tampa, Florida, and authorize the appropriate officials to execute same. (consent) � Attachments 8.2 Approve settlement of the workers' compensation claim of Michael Calhoun, in the amount of $30,000, and authorize the appropriate officials to execute same. (consent) C� Attachments 8.3 Authorize a dollar amount not to exceed $1,000,000 in funding to the United States Army Corps of Engineers (USCOE) for Clearwater Pass Maintenance Dredging from General Fund reserves, and establish capital project 315-93414, Clearwater Pass Maintenance Dredging. (consent) � Attachments 8.4 Approve a 20-year lease agreement with Clearwater Golf Club, LLC (CGC) from May 1, 2011 to April 30, 2031 to maintain and manage the operations of the Clearwater Country Club (CCC) located at 525 Betty Lane North and authorize the appropriate officials to execute same. (consent) � Attachments 8.5 Accept a Drainage and Utility Easement over, under, across and through a portion of the Southeast 1/4 of Section 9, Township 29 South, Range 15 East conveyed by Clearwater Basin Marina, LLC, a Delaware limited liability company, given in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) � Attachments 8.6 Approve the final plat for Arbor Shoreline, whose physical address is 19321 U.S. Highway 19, located on the East side of U.S. 19 and just north of the intersection of Harn Boulevard and U.S. Highway 19. (consent) � Attachments 8.7 Award three-year contracts to DeAngelo Brothers Inc./Aquagenix in the amount of $115,203.50 for lake and pond maintenance and to Aquatic Systems for mitigation site and wetland maintenance in the amount of $169,083.39 and authorize the appropriate officials to execute same. (consent) [� Attachments 8.8 Approve a settlement agreement settling the case of Tampa Bay ADA, Inc. v. City of Clearwater, Case: 8:05-1786-T-27TGW. (consent) [� Attachments 9. Other Items on City Manager Reports 9.1 Amend the City of Clearwater Firefighters' Supplemental Trust Fund as prepared by the Law Offices of Christiansen and Dehner, P.A. and pass Ordinance 8244-11 on first reading. � Attachments 9.2 Amend the City of Clearwater Police Officers' Supplemental Trust Fund as prepared by the Law Offices of Christiansen and Dehner, P.A. and pass Ordinance 8245-11 on first reading. [� Attachments 9.3 Amend the Code of Ordinances, Section 2.016, Application of Article and Definition, to define acceptable forms as proof of residency and pass Ordinance 8260-11 on first reading. [� Attachments Miscellaneous Reports and Items 10. City Manager Verbal Reports 10.1 The Future of our Water Presentation - Tracy Mercer, Public Utilities Director � Attachments 10.2 Sand Dune Regulation C� Attachments 11. Other Council Action 11.1 Recommend that the Board of County Commissioners deny the application to install a zipline in Sand Key Park and adopt Resolution 11-12. � Attachments 12. Closing Comments by Mayor 13. Adjourn City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: EMS Week Proclamation - May 2- 8 SUMMARY: Review Approval: Meeting Date:4/20/2011 Cover Memo Item # 1 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Future of the Region Award - Chris Hubbard, Parks and Recreation SUMMARY: Review Approval: Meeting Date:4/20/2011 Cover Memo Item # 2 City Council Agenda Council Chambers - City Hall Meeting Date:4/20/2011 SUBJECT / RECOMMENDATION: Approve the minutes of the Apri17, 2011 City Council Meeting as submitted in written summation by the City Clerk. SUMMARY: Review Approval: Cover Memo Item # 3 Attachment number 1 Page 1 of 10 CITY COUNCIL MEETING MINUTES CITY OF CLEARWATER �u� �� °+��' � I�� "� "� Present: Mayor Frank Hibbard, Vice Mayor John Doran, Councilmember George N. Cretekos, Councilmember Paul Gibson, and Councilmember Bill Jonson. Also Present: William B. Horne II - City Manager, Jill S. Silverboard - Assistant City Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin — City Attorney, Rosemarie Call - City Clerk, and Nicole Sprague — Official Records and Legislative Services Coordinator. Unapproved To provide continuity for research, items are in agenda order although not necessarily discussed in that order. • � �* � �•, • The meeting was called to order at 6:00 p.m. at City Hall. ,, � � � . - " ..;; � .; ` -••- � � „+ � , � , � • � - - * '" � . � � �^ � 1 . ; *� : � � *^ � *^ *^ 4.2 Rl�tican�l Library Prca�l�m�tion, Aqril 6-109 2011 — Jennifer C�berm�ier9 Libr�r� pessist�nt ir ctor 5. Approval of Minutes 5.1 pprtav th inute� taf th �r�h 17, 2 11 Cit� Ctaun�il � tinq �s sub itt�d in written sur�nmation b� th Cit CI rk. Councilmember Bill Jonson requested that page 14, second paragraph, be amended to read, "... there are traffic monitoring cameras along Belcher Road and Gulf to Bay Boulevard." Counci12011-04-07 1 Item # 3 Attachment number 1 Page 2 of 10 Councilmember Bill Jonson moved to approve the minutes of the March 17, 2011 City Council meeting as amended. The motion was duly seconded and carried unanimously. •� . , ,� � „ . � � * �� i i ��, , �� * � �� - ' • •• • - -• •-�- . . • . - • -�. • • . ' • • ' • -, • • •-• -•11' . � � • • • �^��♦ � � �, : .: � ^^ � � ^^.• � ^^ * � - •�- � rt ��- iiii• ", ♦ "" ♦ "" * � ,,, � , ,,, � ,,, � � � ,,, . - * - � * � ,,, ,,, �, . w w w .. * ;"" * """ * """ '� � .. """ """ .." """ * � r ''...' � `� .. � • * � � """ * . .. ♦ "" ♦ �e � � * ,,, * ,,, ,,, * � ,,, � � � ,, ,,, * � "" # ,# # "" � � • � ' � "" f i # * ! # f i "" • i •, "" " ' * "" "" "" "" , # ! "" � � • "" * "" � Ordinance 8248-11 was presented and read by title only. Councilmember George N. Cretekos moved to adopt Ordinance 8248-11 on second and final reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Mayor Frank Hibbard, Vice Mayor John Doran, Councilmember George N. Cretekos, Councilmember Paul Gibson, and Councilmember Bill Jonson. "Nays": None. �^��♦ � � � - : �• • � � ^^,• * . * � . +1 � � """ ; """ i • � " ... � �, """ ..:* """ ♦. w � '�.... � ,w � w � w !.' , ! � w: w .� � , ...��. , � ,. "" "" ♦ "" i � Ordinance 8249-11 was presented and ready by title only. Councilmember Paul Gibson moved to adopt Ordinance 8249-11 on second and final reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Mayor Frank Hibbard, Vice Mayor John Doran, Councilmember George N. Cretekos, Councilmember Paul Gibson, and Councilmember Bill Jonson. "Nays": None. Counci12011-04-07 2 Item # 3 Attachment number 1 Page 3 of 10 �" � ! ! � i �, � , " � � "" , i # i "" �, • ' � "" * � "" .; # � i i '' i "" ,� "" .. "" i'. � � ..... �! � i � • � � � � a, �.' �, �, � �, �, -� �, � .....�, �, �.. �, -- �, �, � "" "" � i f �, �, ;* �, * �, : Ordinance 8250-11 was presented and read by title only. Councilmember Bill Jonson moved to adopt Ordinance 8250-11 on second and final reading. The motion was duly seconded and upon roll call, the vote was: "Ayes": Mayor Frank Hibbard, Vice Mayor John Doran, Councilmember George N. Cretekos, Councilmember Paul Gibson, and Councilmember Bill Jonson. "Nays": None. — r i 8_1 Approve settlement of the workers compensation claim of Gary Lutman, a left knee iniurv, in the amount of $104.477, and authorize the aqqroqriate officials to execute same. (consent� 8.2 Approve settlement of the workers compensation claim of Garv Lutman's left hi back injury, and authorize the appropriate officials to execute same. (consent� 8.3 Amend the contract with Wise Gas, Inc. to $674,341 to desiqn and construct a compressed natural qas refuelinq station; approve a Purchase Order with Wise Gas, Inc. in the amount of $927,267 for the direct equipment purchase of compressed natural qas fillinq station equipment; and authorize the appropriate officials to execute same. (consent) 8.4 Award a contract (blanket purchase order) for Gas Material Polyethylene Pip� and fittinqs in the amount of $70,000 to M. T. Deason; and in the amount of $125,000 to General Utilities Pipe for the period of April 1, 2011 to March 31, 2012 and authorize the appropriate officials to execute same. (consent� 8.5 Award a contract (blanket purchase order) for Gas Material Steel Pipe and fittinqs in the amount of $70,000 to M. T. Deason; and in the amount of $125,000 to General Utilities Pipe for the period of April 1, 2011 to March 31, 2012 and authorize the appropriate officials to execute same. (consent� 8_6 Approve Supplemental 4 Work Order to Enqineer of Record (EOR) URS Corporation Southern for Year 2 of Remedial Action Plan in the amount of $62,700. (consent� Counci12011-04-07 3 Item # 3 Attachment number 1 Page 4 of 10 8_7 Approve an amendment to the previously siqned contract between The Florida Commission on Community Service and the City of Clearwater reqardinq the AmeriCorps Clearwater proqram for the period of January 1, 2011 throuqh December 31, 2011 and authorize the appropriate officials to execute same. consent 8_8 Award a contract (Purchase Order) for $194,396.00 to Alan Jay Ford Lincoln Mercury, Inc. of Sebrinq, FL for one Ford F550 Reqular Cab with CUES Sewer Inspection System in 16-foot body, in accordance with Sec. 2.564(1 Z(d , Code of Ordinances - Other qovernmental bid; authorize lease purchase under the City's Master Lease Purchase Aqreement and authorize the appropriate officials to execute same. (consent) � 8_9 Award a contract (Purchase Order) for $159,348.00 to Alan Jay Ford Lincoln Mercury, Inc. of Sebrinq, FL for one Ford E450 Econoline Carqo Van with CUES Sewer Inspection System in 14-foot body, in accordance with Sec. 2.564(1)(d), Code of Ordinances - Other qovernmental bid; authorize lease purchase under the City's Master Lease Purchase Aqreement and authorize the appropriate officials to execute same. (consent) 8.10 Award a contract (purchase order) for $31.916.00 to Alan Jav Ford Lincoln Mercury, Inc. of Sebrinq, FL for one Chevrolet Silverado 2500HD Pickup Truck, in accordance with Sec. 2.564(1)(d), Code of Ordinances - Other qovernmental bid; authorize lease purchase under the City's Master Lease Purchase Aqreement; authorize the appropriate officials to execute same; and authorize a budqet increase of lease purchase fundinq in the amount of $11,916.00 to CIP prolect 316-96771, Water Pickup Truck. (consent) 8.11 Award a contract (blanket purchase order) to Pinellas County Solid Waste in the amount of $180,000 for the disposal of solid waste at the Pinellas County waste to energy plant/landfill for the period May 1, 2011 throuqh May 31, 2012, as qrovided in the Citv's Code of Ordinances. Section 2.564(1)(d). Services provided by Other Governmental Entities, and authorize the appropriate officials to execute same. (consent) 8.12 Approve an increase and a one-year extension to existinq contract with H and H Liquid Sludqe Disposal, Inc. of Branford, Florida, in the amount of $36,967.44 (BPO BR504743) for a new contract total of $2.166.695.05 and authorize the appropriate officials to execute same. (consent� 8.13 Approve an increase and a one-year extension to existinq contract with Water Specialists Technoloqies LLC, of Sanford, FL in the amount of $58,033.96 (BPO Counci12011-04-07 Item # 3 Attachment number 1 Page 5 of 10 BR503870) for a new contract total of $838,543.66 for the purchase of copper precipitant TR-50, and authorize the appropriate officials to execute same. consent 8.14 Approve an increase and a one-year extension to an existinq three-year contract (BR504735, to Polydyne Inc., of Riceboro, GA, increasinq the contract by $232,478.00, for a new total value of $942,347.28 for Polymer and authorize the appropriate officials to execute same. (consent� 8.15 Award a contract to Wharton-Smith, Inc. of Lake Monroe, Florida, to rehabilitate the rapid sand filters at the Marshall Street Water Reclamation Facility (WRF) in the amount of $2,433,819.24, which is the lowest responsible bid received in accordance with plans and specifications; and approve a work order to Enqineer of Record, Kinq Enqineerinq Associates, Inc. in the amount of $120,484.00 to provide Construction, Enqineerinq and Inspection (CEI) services for total fundinq in the amount of $2,554,303.24 and authorize the appropriate officials to execute same. (consent) 8.16 Appoint Councilmember Georqe N. Cretekos as Vice Mayor. (consent� 8.17 Appoint Councilmembers as representatives on reqional and miscellaneous boards and recommend Chip Haynes for the MPO Bicycle Advisory Committee and Neil C. McMullen for the MPO Citizens Advisory Committee. (consent� Vice Mayor John Doran moved to approve the Consent Agenda as submitted and authorize the appropriate officials to execute same. The motion was duly seconded and carried unanimously. City Manager Reports 9. Other Items on City Manager Reports • �♦♦ � � . _ * _ � .� � •^^ � � � •^^ � � ..; �; '-, � • ; �' � -- ,� - � � "w � :1 11 � - - � , ..� . . ■ • - 1,• 11 ;. ♦♦ � - � � ' - � '-, ' �+►�^ . '�+�- � -+� • +� +►�; � � ♦ -� � � 1 •. - � . • �� - � �k � 1 1 ♦ - -� � � • •' w � � w ww# #k �� # � """ '" �� '" i � • ' ' "" ♦ "" , i � �, �, � � �, � �, � �, * ,, � �, w � #: In consideration of being able to meet departmental requirements and public benefits of either renovating or rebuilding Fire Station 45, staff was directed to Counci12011-04-07 Item # 3 Attachment number 1 Page 6 of 10 consider and present Council with potential alternate sites prior to proceeding with project design. Among seven potential sites considered in November 2010, Council expressed a preference for relocating the station to the northwest corner of Court Street and Madison Avenue if sufficient land could be assembled for the new station. Based on site analysis perFormed by HDR Engineering, it was determined that upon acquisition of the subject parcels, sufficient land is available to construct a new 3-story 30,000 square foot sustainable facility meeting all departmental and public outreach goals. The purchase price reflects approximately $15 per square foot for what Ms. Rogero contends to be 9,372 sq. ft. of land area, the upper range of value for similar vacant parcels attractive for assembly in the immediate vicinity as determined by appraisal perFormed by James M. Millspaugh, MAI, on December 14, 2010. Among its provisions, the contract provides the City will purchase the lots as is and close within 30 days following the Effective Date. The Station Replacement will be constructed at the Court/Madison site and include a new category 5, 3-story, 30,000-square foot facility with a similar footprint as the existing fire station. The first floor will include vehicle bays, training and public space; second floor living quarters; and third floor Administration and Fire Prevention office space and conference room. The City's goal is to have the new station achieve a Silver rating through the Leadership in Energy and Environmental Design (LEED) certification. Implementing sustainable mechanical, electrical and plumbing systems increases construction cost by only 3.5 %. The design and permitting phase is anticipated to be completed by April 2012, with the construction phase scheduled for completion by May 2013. The estimated construction cost is $6,807,532, with a total project cost of $8 million, including furnishings, LEED Certification, Commissioning, and A/E fees. The City will be reimbursed for a portion of this cost by Pinellas County since the station will also serve residents in the unincorporated areas of the Clearwater Fire District. The Fire Department shall be responsible for the day-to-day facility operations, and the Building Maintenance Department will be responsible for the facility maintenance. Counci12011-04-07 6 Item # 3 Attachment number 1 Page 7 of 10 Annual energy operating costs for the station are anticipated to be approximately 25%, or $8,000, less than the current station and Administration Building. The Main Station (fire) project was established and funded with $3 Million in 2006 to begin preparations to replace the downtown station. The current Capital Improvement Program (CIP) plan calls for additional Penny III funds in Fiscal Year 2012 to begin construction of this station. Sufficient budget and funding is available in CIP project 0315-91253 Main Station Replacement to fund a total of $856,931 for the purchase of the property and design of the fire station. In response to a question, Interim Fire Chief Robert Weiss said acquiring the property north of the Rogero lots will provide additional design options. It was suggested that staff meet with the property owner north of the Rogero lots to ensure the individual understands the new fire station site will surround the home. Vice Mayor John Doran moved to approve the architectural and engineering design work order to Engineer of Record, HDR Engineering, Inc., in the amount of $714,801.00 for the Fire Station 45 Replacement Project (09-0036-FI; approve a Contract For Purchase of Real Property with Mary H. Rogero, regarding portions of platted Lots 7 and 10, Moase and Harrison Subdivision, for the sum of $140,130 plus estimated transaction expenses not to exceed $2000, and authorize the appropriate officials to execute same, together with all documentation required to effect closing. The motion was duly seconded and carried unanimously. Miscellaneous Reports and Items 10. City Manager Verbal Reports 1.1 iJ t r�ns em�ri�l in Ctaachm�n �rk - cab vvi�k Clearwater Veterans Alliance (CVA) President Bob Swick presented Council with annual commemorative coins and reviewed turnout for the 2010 Veterans Day Tribute and efforts being taken to improve event. Mr. Swick said event improvements include a Veterans Memorial Monument in Coachman Park, which will help anchor city efforts to make downtown a destination. CVA representative Steve Fowler provided renderings of proposed memorial for six sculptures representing non-combat veterans. Mr. Swick reviewed plans for fundraising and said all associated costs would be paid for by CVA. Discussion ensued with concerns expressed regarding the organization not meeting fundraising goals and the City be asked to provide remainder of funds. Support was expressed for the conceptual monument design. It was suggested that all fundraising activities be completed prior to moving forward with the project. Counci12011-04-07 7 Item # 3 Attachment number 1 Page 8 of 10 Councilmember Bill Jonson moved to provide conceptual approval of the Veterans Memorial Monument in Coachman Park and continue discussions to resolve questions. The motion was duly seconded. Staff was directed to develop a Memorandum of Understanding to address city limitations, to be followed by a detailed agreement once the proposal has matured. Upon the vote being taken, the motion carried unanimously. 11. Other Council Action ■ . � �, � * . Executive Director Ed Brant reviewed current financial status of CHIP and potential impact if closed. The organization needs $150,000 to remain open through October1, 2011. If funding is not received, doors will be closed on July 1, 2011. Potential consequences include: service to an average of 85 individuals per day in the day center would cease; homeless individuals will seek new places for hygienic services offered at CHIP; individuals in the work-based shelter will be homeless if not relocated to another facility; and mental health care and social services would cease. Mr. Brant noted that homeless individuals will wander the streets after the daily closing of St. Vincent De Paul's soup kitchen, which closes at 11:00 a.m. daily. Clearwater Police Chief Tony Holloway expressed concerns with potential safety problems if the facility were to be vacant. Chief Holloway identified the value of the CHIP identification card; officers are able to confiscate an individual's CHIP card if they are misbehaving. Without the card, a person cannot have access to the CHIP facilities. In response to questions, Chief Holloway said CHIP's Executive Board must include fundraising initiatives in order to obtain the funding needed to be sustainable. Mr. Brant said $246,538 is needed annually to run the day center. Director of Pinellas County Homeless Coalition Sarah Snyder said the consequences of closing CHIP will be visible, as the individuals will remain where they are comfortable and where feedings are offered more than once. The day center aspect is what provides the most help, providing daily support encourages people to help themselves. Ms. Snyder said the ideal location for a day center is in a downtown. Two individuals opposed closing CHIP and expressed concerns with day services. One individual opposed funding CHIP. Counci12011-04-07 Item # 3 Attachment number 1 Page 9 of 10 Councilmember Paul Gibson moved to discontinue funding. The motion was duly seconded and carried unanimously. The Council recessed from 8:12 p.m. to 8:17 p.m. � �, ■, � � � . . *� . . Discussion ensued regarding city plans to relocate programming to the North Greenwood Library and Recreation Center. It was stated that fiscal constraints do not allow the City to renew the lease and undertake the needed repairs at the MLK Center. In response to a question, Assistant City Manager Jill Silverboard said cost to repair the roof and purchase an air conditioning unit is approximately $200,000.00. Support was expressed for the NAACP to pursue discussions with the Pinellas County School Board regarding leasing the MLK Center. Vice Mayor John Doran moved to deny the NAACP request. The motion was duly seconded and carried unanimously. : ^^ � - �- - • i - •- .. • Councilmember George N. Cretekos said the Paul Engelhardt was appointed to the Business Task Force but nomination was meant for his brother, Steve Engelhardt. Councilmember George N. Cretekos moved to rescind the appointment of Paul Engelhardt and to appoint Steve Engelhardt to the Business Task Force. The motion was duly seconded and carried unanimously. �f��l;� .. �.��7 • - �� : � i��'� Discussion ensued regarding establishing mission for the Business Task Force. There was consensus that members would develop the mission statement and provide Council with recommendations for business improvements. One individual spoke in support. : 1 .. . �, � ^^ * � : rt � • � ^^ � ^^ � ^^ �, � � Counci12011-04-07 9 Item # 3 Attachment number 1 Page 10 of 10 Councilmember Jonson reviewed recent changes to billboard view zones in Senate Bill 1570. On March 3, 2011, the bill appeared before the Transportation Committee as a two-page document making minor technical changes. 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" i.��a� o�g� �� f ^ H3 �, ' i ��, �x.. � r� e; sy .` a u --�_ . .- � ti. o� � ____ g � --�.,.P:_.._ ---`° � C � a � IM� � � � � a 4 •r � ._�V.l .t-.t 3/YN�SldVJY �y y �� y� � � \� �� at-.s � � � k � �� - "� °_�__� �'�' �� h� m� � � _�eJ... �� , �* � � � a '. � � h .. 4y q • U i ' * � � �� :8 �� _ � � u ` � � � � �� $ ff � �� .e-,r t, � � °� � ° °` ° � $ B-,kl e �� g �$ �� 6 � m m � � a � m W �� - -�- �' � ; �� , �� a� � ..� � -- � � �� m w �4�kg+ � I ��@ �� .b e� � '� �� ry� �'�C� K�� h� �e�i a w Y Y 'N N � � �: _ �� a �� 4�� 4�� C ��$ �� ' �I'� se �,. � ��I ... ��` � m� �`a �� ry� �� a� ��`� �ry �� i � � 'v *, ' a� � 3N/7MJ1Y I k a� � � a A A 3N/7H,51YFF � } h � 1, ffi � . � � t � � � � V.°� � � � IF e 4 Ic c ...... .. . ...... ....... .. . _ ... ... ._._ ..... . ._._. .. ... _ City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Continue to May 5, 2011: Approve the applicant's request to vacate a portion of the non-exclusive easement for sidewalk, drainage, utilities, access and for the parking of not more than 22 motor vehicles located on the Clearwater Marine Aquarium property, (249 Windward Passage), as more particularly described in the ordinance, and pass Ordinance 8259-11 on first reading. SUMMARY: The applicant, Clearwater Marine Aquarium, Inc., is seeking approval of a vacation request to accommodate an expansion of the aquariurri s facilities into an area of the site presently a part of a sidewalk, drainage, utilities, access and 22-parking space easement. A flexible development case, FLD2011-02008, was approved by the Development Review Committee on March 3, 2011 and will be reviewed by the Community Development Board on April 19, 2011. The vacation ordinance includes one condition requiring the applicant to obtain a building permit for the construction proposed in the related flexible development application within one year of the date of adoption of the vacation ordinance. Review Approval: Cover Memo Item # 4 � Clearwater U Prepared by: Engineering Department Geographic Technology Division 100 S. Myrtle Ave, Clearwater, FL 33756 Ph:(727)562-4750, Fax:(727)526-4755 www. MyC learwater. com O.R. Book 6319, Page 802 Vac.# 2011-01 Clearwater Marine Aquarium, Inc. 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F��?��i]A�. �i.�Zt��`f�i F�r"s �HL.0 m�k� Y�d��; i�?., �.� ��d. �a� l� � ' � , 1 � � II � � °IA � O �� <n� �� 1� � � � � � �, � � � � � �Cr�� z�uT.�z�� v Q W 0 � � Z � W Z Z \ � � � � � �� ,�z'� �� - ��,��. � � v 1� � � j� �� v � � Q � � �z U � W w o z � � � wU t �� w � a w n51 Z 0 � a U > � � � a� � Attachment number 4 Page 1 of 3 ORDINANCE NO. 8259-11 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, VACATING TWO PORTIONS OF A NON- EXCLUSIVE EASEMENT FOR SIDEWALK, DRAINAGE, UTILITIES AND ACCESS, AND FOR THE PARKING OF NOT MORE THAN 22 MOTOR VEHICLES, AS MORE PARTICULARLY DESCRIBED IN THIS ORDINANCE, CONDITIONED UPON THE ISSUANCE OF A BUILDING PERMIT FOR THE PROPOSED IMPROVEMENTS CONTAINED IN FLEXIBLE DEVELOPMENT CASE NUMBER FLD2011-02006 WITHIN ONE YEAR OF THE DATE OF ADOPTION OF THIS ORDINANCE; OTHERWISE, THIS VACATION IS NULL AND VOID; PROVIDING AN EFFECTIVE DATE. WHEREAS, Clearwater Marine Aquarium, Inc., owner of real property located in the City of Clearwater, has requested that the City vacate the easement portions depicted in Exhibit A attached hereto; and WHEREAS, the City Council finds that said easement portions are not necessary for municipal use and it is deemed to be to the best interest of the City and the general public that the same be vacated; now, therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The following: Portions of that Non-exclusive Easement for sidewalk, drainage, utilities and access, and for the parking of not more than twenty-two (22) motor vehicles, as recorded in the Official Records Book 6319, Page 802, of the Public Records of Pinellas County, Florida, being further described as follows: PARCEL 1: COMMENCE at the Southwesterly corner of Tract A, of UNIT 2, ISLAND ESTATES OF CLEARWATER, as recorded in Plat Book 47, Pages 19A and 20, of the Public Records of Pinellas County, Florida; thence N.49°23'41"W. (being the basis of bearings for this description), along the Northerly Right of Way of Clearwater Causeway, for 575.00 feet to an Easterly corner of that Non-exclusive Easement for sidewalk, drainage, utilities and access, and for the parking of not more than twenty-two (22) motor vehicles, as recorded in Official Records Book 6319, Page 802, of the Public Records of Pinellas County, Florida; thence continue N49°23'41 "W., along a Northeasterly boundary of said Easement, for 61.50 feet; thence leaving said Northeasterly boundary of Easement, S.40°36'19"W., for 20.43 to the POINT OF BEGINNING; thence S.49°23'41"E., for 42.92 feet; thence S.40°36'19"W., for 127.13 feet to the beginning of a curve concave Northerly having a radius of 41.50 feet; thence Southwesterly, 65.19 feet along the arc of said curve, through a central angle of 90°00'00" (chord bearing S.85°36'19"W., 58.69 feet) to the end of said curve; thence tangent, N.49°23'41" W., for 25.67 feet to the Item # 4 Ordinance No. 8169-10 Attachment number 4 Page 2 of 3 beginning of a non-tangent curve concave Northeasterly, having a radius of 18.50 feet and a radial bearing of N.06°47'18"W.; thence Northwesterly, 27.77 feet along the arc of said curve, through a central angle of 86°00'44" (chord bearing N.53°46'56"W., 25.24 feet to a Northeasterly boundary of aforesaid Non-exclusive Easement for the end of said curve; thence non-tangent, S.49°23'41 "E., along said Northeasterly boundary of Easement, for 19.42 feet; thence along a Westerly boundary of said Non-exclusive Easement the following three (3) courses; thence (1) N.40°36'19"E., for 36.50 feet; thence (2) S.49°23'41 "E., for 30.00 feet; thence (3) N.40°36'19"E., for 134.06 feet to the POINT OF BEGINNING. TOGETHER WITH PARCEL 2: COMMENCE at the Southwesterly corner of Tract A, of UNIT 2, ISLAND ESTATES OF CLEARWATER, as recorded in Plat Book 47, Pages 19A and 20, of the Public Records of Pinellas County, Florida; thence N.49°23'41"W. (being the basis of bearings for this description), along the Northerly Right of Way of Clearwater Causeway, for 575.00 feet to an Easterly corner of that Non-exclusive Easement for sidewalk, drainage, utilities and access, and for the parking of not more than twenty-two (22) motor vehicles, as recorded in Official Records Book 6319, Page 802, of the Public Records of Pinellas County, Florida; thence continue N49°23'41 "W., along a Northeasterly boundary of said Easement, for 423.25 feet; thence leaving said Northeasterly boundary, S.40°36'19"W., for 52.05 feet to the POINT OF BEGINNING; thence along an Easterly boundary of said Easement the following three (3) courses; thence (1) continue S.40°36'19"W., for 103.44 feet; thence (2) S.49°23'41"E., for 28.25 feet; thence (3) S.40°36'19"W., for 33.45 feet; thence leaving said Easterly boundary of Easement, N.49°23'41 "W., for 26.88 feet to the beginning of a curve concave Easterly, having a radius of 41.50 feet; thence Northerly, 65.19 feet along the arc of said curve, through a central angle of 90°00'00" (chord bearing N.04°23'41:W., 58.69 feet) to the end of said curve; thence tangent, N40°36'19E., for 95.39 feet; thence S.49°23'41"E., for 40.13 feet to the POINT OF BEGINNING, are 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, subject to the owner of the servient estate obtaining a building permit for the proposed improvements contained in the flexible development case number FLD2011-02006 within one year of the date of adoption of this ordinance; otherwise, this vacation is null and void. 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 Ordinance Nq.t�9� � PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Frank V. Hibbard Mayor Attest: Camilo A. Soto Rosemarie Call Assistant City Attorney City Clerk Attachment number 4 Page 3 of 3 Ordinance Nq.t�9� � City Council Agenda Council Chambers - City Hall Meeting Date:4/20/2011 SUBJECT / RECOMMENDATION: Declare the list of vehicles and equipment surplus to the needs of the City and authorize disposal through sale to the highest bidder at the Tampa Machinery Auction, Tampa, Florida, and authorize the appropriate officials to execute same. (consent) SUMMARY: All vehicles and equipment have been replaced as necessary and are no longer required. Seven units have been identified as no longer required due to budget reductions and will not be replaced. Tampa Machinery Auction is the Tampa Bay Purchasing Cooperative Auctioneer of Record. 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(consent) SUMMARY: On Apri13, 2007, claimant lifted bags of leaves and felt upper back pain. He has been treated conservatively and was placed at maximum medical improvement on May 30, 2008 with a 4% impairment rating. He has continued to treat on a regular basis. He has agreed to settle his claim in its entirety for $30,000.00 including a general release. The City's Risk Management Division and City's outside counsel Mark E. Hungate and Settlement Committee recommend this settlement. Funding for the payment of this settlement is available in the budget for claims expense in the Central Insurance Fund. Type: Operating Expenditure Current Year Budget?: Yes Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Appropriation Code 590-07000-545800-519-000 Review Approval: $30,000 $30,000 10/O1/10 to 09/30/11 Amount $30,000 Budget Adjustment: Annual Operating Cost: Total Cost: Appropriation Comment inclusive of a general release. No $30,000 $30,000 Cover Memo Item # 6 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Authorize a dollar amount not to exceed $1,000,000 in funding to the United States Army Corps of Engineers (USCOE) for Clearwater Pass Maintenance Dredging from General Fund reserves, and establish capital project 315-93414, Clearwater Pass Maintenance Dredging. (consent) SUMMARY: The local channels approaching Clearwater Pass are in need of dredging. Clearwater Pass to the Municipal Marina Harbor requires immediate attention. It is difficult for boaters to navigate the channel, especially charter operators who lose time and money having to use the Intracoastal Waterway channel, which is a longer distance requiring more fuel and time to get customers out to the Gulf. As a result of the 2009 survey, the Coast Guard allowed the channel markers to be moved to the deeper side of the channel at Clearwater Point as a temporary fix until dredging could be done to correct the problem. The channel is federally marked and, as part of the Gulf Inland Waterway District, a joint responsibility of the U.S. Army Corps of Engineers (Corps) and local municipalities to dredge. The only funds available for the project are congressional earmarks, which are currently banned by congressional members. The City, with the support of the Corps, obtained a permit from the Department of Environmental Protection for the Clearwater Pass Maintenance Dredging Project that will expire in January 2012. Approximately 70,000 cubic yards (CY) of dredged material would be placed to the north of the pass in the near shore, adjacent to the beach. An initial cost estimate with a hydraulic dredge was about $2.5 million. Using the Currituck, a Corps vessel self-contained dredge that will be in the area in September, the project would cost approximately $754,960 for an estimated 70,000 cubic yards of material. They are asking us to commit up to $1,000,000 to the project so there is sufficient funding to cover contingencies and not have to stop work and go back to the Corps for an amendment to the project to commit additional funds if the estimated cost is exceeded. Estimate to use the Currituck: Use of the Currituck charges are $22,320 per day for dredging or mobilization work and it dredges 2,000 to 3,000 cubic yards per day of sand. Mobilization/Demobilization (4 days) _ $89,280 (70,000 CY at 2,000 to 3,000 CY/Day) 24 days at $22,320/Day =$535,680 Turbidity Monitoring = $50,000 Endangered Species Monitoring = $20,000 In-house Labor = $60,000 Grand Tota1= $754,960 The Corps will do the dredge project when they complete the Longboat Pass project in September. A mid-year budget amendment will establish capital project 315-93414, Clearwater Pass Maintenance Dredging with the allocation of $1,000,000 from General Fund reserves. After adjusting for this amendment General Fund reserves will be approximately $18.8 million, or 16.9% of the General Fund budget, exceeding the 8.5% reserve policy by approximately $9.3 million. Type: Capital expenditure Current Year Budget?: No Budget Adjustment Comments: Budget Adjustment: Yes Mid-year budget amendment to establish capital project 315-93414 from General Fund reserves. Cover Memo Item # 7 Current Year Cost: Not to Exceed: For Fiscal Year: Appropriation Code 315-93414-563800-539-00- 0000 Bid Required?: Other Bid / Contract: Review Approval: $1,000,000 $1,000,000 2010 to 2011 No Amount $1,000,000 Annual Operating Cost: Total Cost: Appropriation Comment See summary section Bid Number: Bid Exceptions: $1,000,000 None Cover Memo Item # 7 �rra ATTENTIpN QF Attachment number 1 Page 1 of 1 �,��LRSfl�R�i�� OFFit��; J�L � fi 2Q1a DEPARTMENT aF 7H� ARMY ��*s �^ �"' "T�� JAC3t50NYILLE flISTRIC7 C�RPS aF £NGIN�ERS P.4. B�?C R970 JACICS�NVILLE, FLpRidA3�232-0U1S Pragrams and Pr�ject Management Di�rision �� Coastal, Navigatian and Antilles Branch City of Clearwater At#n: Mr. Wiiliam D. Morris, Directar Clearwater Municipal Marina 25 Causeway Baule�ard, Clearwater, F�orida 337d7 Dear Mr. Morris: This leti�r is in respanse to your letter dated I G July �� 1 d concerning shoaling af Clearwater Pass. Clearwater Pass is a law cammercial us�, shallow depth Federal channel. Due to national budget prioriiies #his channel does nat qu�lify far funding in the President's budget. In arder to have Clearwater Pass dredged i�y the Arnry Cvrps af Engineers Congress wvuld need ta earmar% funds for the project. It is the respansihiiity of lacal stakehalders ta contact their re�aresenEati�es to gursue these funds. At this time, it is estimated that Clearwater Pass couid be designed, pernutted, and dredged f�r apprvximately $2,500,�0� assuming that tbe material within ihe channel would be suited fvr nea�'-shore or bea�h placement. If you have any further questians please contact the Praject Manager, JaGkie Keiser at 9U4-232-3915. Sincerely, -�% �� Jerry W. Scarborough, P.E. Chief, Caastal, Na�igation and Antilies Branch Item # 7 ��a� F;ti�� '�� Fi � d � �� -;�- � �� . t� �. .'.. Jeb Bush Governor Department of Environmental Protection Marjory Stoneman Douglas Building 3900 Commonwealth Boulevard Tallahassee. Florida 32399-3000 Attachment number 2 Page 1 of 7 David B. Struhs Secretary CONSOLIDATED JOINT COASTAL PERMIT AND INTENT TO GRANT SOVEREIGN SUBMERGED LANDS AUTHORIZATION PERMITTEE/AUTHORIZED ENTITY: Permit/Authorization No.: 0184778-001-JC U. S. Army Corps of Engineers Date of Issue: January 15, 2002 c/o Mr. Richard E. Bonner, P.E. Expiration Date/ Jacksonville District Construction Phase: January 15, 2012 Post Office Box 4970 County: Pinellas Jacksonville, Florida 32232-0019 Project: Clearwater Pass Maintenance Dredging Proj ect This permit is issued under the authority of Chapter 161 and Part IV of Chapter 373, Florida Statutes (F.S.), and Title 62 and 40, Florida Administrative Code (F.A.C.). Pursuant to Operating Agreements executed between the Department and the water management districts, as referenced in Chapter 62-113, F.A.C., the Department is responsible for reviewing and taking final agency action on this activity. ACTIVITY DESCRIPTION: The project is to maintenance dredge Clearwater Pass to a required depth of —10 feet NGVD below MLW in the entrance channel (up to the Clearwater Bridge. Sta. 28+00), and to —8 feet NGVD below MLW from the bridge to the junction with the GIWW and into the harbor. The allowable over dredge depth is 2 feet. The estimated total acreage of dredging is 10 acres. Approximately 30,000 cubic yards of dredged material will be placed to the north of the pass (Disposal Site "G" as depicted on the attached drawing) in the nearshore, adjacent to the beach. The dredged material will be placed between —8 feet NGVD below MLW and —12 feet NGVD below MLW. ACTIVITY LOCATION: Located at Clearwater Pass, Pinellas County, Clearwater Sound and the Gulf of Mexico, Class III Waters, within the Pinellas Co. Aquatic Preserve - Outstanding Florida Waters. This permit constitutes a finding of consistency with Florida's Coastal Zone Management Program, as required by Section 307 of the Coastal Zone Management Act. This permit also constitutes certification of compliance with state water quality standards pursuant to Section 401 of the Clean Water Act, 33 U.S.C. 1341. In addition, the Department has determined, pursuant to Section 380.0651(3)(e), F.S., that the facility is located so that it will not adversely impact Item # 7 Attachment number 2 Page 2 of 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 2 Outstanding Florida Waters or Class II waters, and will not contribute to boat traffic in a manner that will adversely impact the manatee. This activity also requires a proprietary authorization, as the activity is located on sovereign submerged lands owned by the Board of Trustees of the Internal Improvement Trust Fund, pursuant to Article X, Section 11 of the Florida Constitution, and Sections 253.002 and 253.77, F.S. The activity is not exempt from the need to obtain a proprietary authorization. The Department has the responsibility to review and take final action on this request for proprietary authorization in accordance with Section 18-21.0051, F.A.C., and the Operating Agreements executed between the Department and the water management districts, as referenced in Chapter 62-113, F.A.C. In addition to the above, this proprietary authorization has been reviewed in accordance with Chapter 253 and Chapter 258, F.S., Chapter 18-20, Chapter 18-21, Section 62- 343.075, F.A.C., and the policies of the Board of Trustees. As staff to the Board of Trustees, the Department has reviewed the dredging activity described above, and has determined that the activity requires a public easement (Instrument No. 30706, BOT File No. 520224623) for the use of sovereign submerged lands, pursuant to Chapter 253.77, F.S. The final documents required to execute the Public Easement have been sent to the Division of State Lands. The Department intends to issue the Public Easement, upon satisfactory execution of those documents. You may not begin construction of this activity on state- owned, sovereign submerged lands until the Public Easement has been executed to the satisfaction of the Department. The Department has also determined that the near shore sand disposal (filling) activity qualifies for a letter of consent to use sovereign, submerged lands, as long as the work performed is located within the boundaries as described herein and is consistent with the terms and conditions herein. Therefore, consent to perform the filling activity on the specified sovereign submerged lands is hereby granted for the near shore fill area, pursuant to Chapter 253.77, F.S. The above named permittee is hereby authorized to construct the work shown on the application and approved drawing(s), plans, and other documents attached hereto or on file with the Department and made a part hereo£ This permit and authorization to use sovereign submerged lands is subject to the limits, conditions, and locations of work shown in the attached drawings, and is also subject to the attached General and Specific Conditions, which are a binding part of this permit and authorization. You are advised to read and understand these drawings and conditions prior to commencing the authorized activities, and to ensure the work is conducted in conformance with all the terms, conditions, and drawings. If you are utilizing a contractor, the contractor also should read and understand these drawings and conditions prior to commencing the authorized activities. Failure to comply with all drawings and conditions shall constitute grounds for revocation of the permit and appropriate enforcement action. Item # 7 Attachment number 2 Page 3 of 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 3 GENERAL CONDITIONS: 1. All activities approved shall be implemented as set forth in the drawings incorporated by reference and in compliance with the conditions and requirements of this document. The Corps shall notify the Department in writing of any anticipated significant deviation from this authorization prior to implementation so that the Department can determine whether a modification is required. If the Department determines that a deviation is significant, then the Corps or the local sponsor, as appropriate, shall apply for and obtain the modification prior to its implementation. 2. If, for any reason, the Corps does not comply with any condition or limitation specified herein, the Corps shall immediately provide the Department with a written report containing the following information: a description of and cause of noncompliance; and the period of noncompliance, including dates and times; or, if not corrected, the anticipated time the noncompliance is expected to continue, and steps being taken to reduce, eliminate, and prevent recurrence of the noncompliance. Compliance with the provisions of this condition shall not preclude the Department from taking any enforcement action allowed under state law to the extent that federal sovereign immunity has been waived under 33 U.S.C. 1323 and 1344(t). 3. The Corps shall obtain any applicable licenses or permits, which may be required by federal, state, local or special district laws and regulations. Nothing herein constitutes a waiver or approval of other Department permits or authorizations that may be required for other aspects of the total project. Projects shall not proceed until any other required permits or authorizations have been issued by the responsible agency. 4. Nothing herein conveys title to land or water, constitutes State recognition or acknowledgment of title, or constitutes authority for the use of sovereign land of Florida seaward of the mean high-water line, or, if established, the erosion control line, unless herein provided, and the necessary title, lease, easement, or other form of consent authorizing the proposed use has been obtained from the State. 5. Any delineation of the extent of a wetland or other surface water submitted as part of the application, including plans or other supporting documentation, shall not be considered specifically approved unless a specific condition of this authorization or a formal determination under section 373.421(2), F.S., provides otherwise. 6. Nothing herein conveys to the Corps or creates in the Corps any property right, or any interest in real property, nor does it authorize any entrance upon or activities on property which is not owned or controlled by the Corps or local sponsor, or convey any vested rights or any exclusive privileges. Item # 7 Attachment number 2 Page 4 of 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 4 7. This document or a copy thereof, complete with all conditions, attachments, modifications, and time extensions shall be kept at the work site on the authorized activity. The Corps shall require the contractor to review this document prior to commencement of the authorized activity. 8. The Corps specifically agrees to allow Department personnel with proper identification, at reasonable times and in compliance with Corps specified safety standards access to the premises where the authorized activity is located or conducted for the purpose of ascertaining compliance with the terms of this document and with the rules of the Department and to have access to and copy any records that must be kept; to inspect the facility, equipment, practices, or operations regulated or required; and to sample or monitor any substances or parameters at any location reasonably necessary to assure compliance. Reasonable time may depend on the nature of the concern being investigated. 9. At least forty-eight (48) hours prior to the commencement of authorized activity, the Corps shall submit to the Department a written notice of commencement of activities indicating the anticipated start date and the anticipated completion date. 10. If historic or archaeological artifacts are discovered at any time on the project site, the Corps shall immediately notify the State Historic Preservation Officer, and if a significant deviation is necessary, shall also notify the Department. 11. Within a reasonable time after completion of project construction or a periodic maintenance dredging event, the Corps shall submit to the Department a written statement of completion. This statement shall notify the Department that the work has been completed as authorized and shall include a description of the actual work completed. The Department shall be provided, if requested, a copy of any as-built drawings required of the contractor or survey performed by the Corps. SPECIFIC CONDITIONS: The terms, conditions, and provisions of the required Public Easement shall be met. Construction of this activity shall not commence on sovereign submerged lands, title to which is held by the Board of Trustees of the Internal Improvement Trust Fund, until all Public Easement documents have been executed to the satisfaction of the Department. 2. Prior to conducting the first dredging event, the Corps will provide two copies of final construction plans and specifications for all authorized activities. 3. Prior to each dredging event, the Corps will provide two copies of final construction plans and specifications for all authorized activities, which include the project specifications provided to the Department as part of the permit application. Item # 7 Attachment number 2 Page 5 of 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 5 4. From March 1 through October 31, all project lighting shall be limited to the immediate area of active construction only and shall be the minimal lighting necessary to comply with U.S. Coast Guard and/or OSHA requirements. Stationary lighting on the beach and all lighting on the dredge shall be minimized through reduction, shielding, lowering, and appropriate placement of lights to minimize illumination of the nesting beach and water (Figure 1). Lighting on offshore equipment shall be minimized through reduction, shielding lowering, and appropriate placement of lights to avoid excessive illumination of the water, while meeting all U.S. Coast Guard and OSHA requirements. 5. In the event a hopper dredge is utilized for sand excavation, all conditions in the NMFS Biological Opinion for hopper dredging along the S.E. U.S. Atlantic Coast (dated August 25, 1995) must be followed, and the Bureau of Protected Species shall be sent copies of the reports specified in Condition 6 of the Biological Opinion. 6. Upon locating a dead, injured, or sick endangered or threatened sea turtle specimen, initial notification must be made to the FWC at 1-888-404-FWCC. Care should be taken in handling sick or injured specimens to ensure effective treatment and care and in handling dead specimens to preserve biological materials in the best possible state for later analysis of cause of death. In conjunction with the care of sick or injured endangered or threatened species or preservation of biological materials from a dead animal, the finder has the responsibility to ensure that evidence intrinsic to the specimen is not unnecessarily disturbed. Water Quality Monitoring Required: Turbidity - Nephelometric Turbidity Units (NTUs) Dred�in� Location: Frequency: Twice daily at least four (4) hours apart during all dredging operations. Background: 500 meters from the suction head in the opposite direction of the prevailing current flow, clearly outside the influence of any turbid plume. Samples shall be collected from the surface and mid-depth. Compliance: No more than 150 meters downcurrent from the dredge site or at the edge of any seagrass beds (which ever is closer), in the densest portion of any visible turbidity plume. Samples shall be collected from the surface and mid-depth. Beach Disposal Site: Frequency: Twice daily at least four (4) hours apart during all dredging operations. Background: At a point approximately 150 meters offshore and 300 meters up-current from the point where discharge water is re-entering waters of the State (discharge point), Item # 7 Attachment number 2 Page 6 of 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 6 clearly outside of the influence of any turbid plume. Samples shall be collected at the surface and one meter above the bottom. Compliance: At a point approximately 150 meters offshore and no more than 150 meters downcurrent from the discharge point within the densest portion of any visible turbidity plume. Samples shall be collected from the surface and 1 meter above the bottom. The compliance locations given above shall be considered the limits of the temporary mixing zone for turbidity allowed during construction. During all maintenance dredging and disposal operations, turbidity levels shall not exceed these standards and mixing zone limits. If monitoring reveals turbidity levels at the compliance sites greater than 0 NTUs above the associated background turbidity levels, construction activities shall cease immediately and not resume until corrective measures have been taken and turbidity has returned to acceptable levels. The following measures shall be taken by the permittee whenever turbidity levels at the limit of the mixing zone exceed the standards described in the Monitoring Required section, pursuant to Rule 62-302, F.A.C.: a. Immediately cease all work contributing to the water quality violation. b. Modify the work procedures that were responsible for the violation. Notify the Office of Beaches and Coastal Systems at (850) 487-4471 and the DEP Southwest District Office at (813) 744-6100 within 24 hrs. of the time the violation is first detected. Copies of all reports (Turbidity Monitoring Test Report, Section 01131, Appendix No. A, Plans and Specifications) shall be submitted to the Office of Beaches and Coastal Systems in Tallahassee on a weekly basis within seven days of collection. The data shall be submitted under a cover letter containing the following information: (1) permit number; (2) a statement describing the methods used in collection, handling, storage and analysis of the samples; (3) a map indicating the sampling locations; and (4) a statement by the individual responsible for implementation of the sampling program concerning the authenticity, precision, limits of detection and accuracy of the data. Item # 7 Permittee: U.S. Army Corps. Of Engineers Permit No.: 0184778-001-JC Page 7 Executed in Tallahassee, Florida. _. . � . � .; . '. , . s... .! � 6 s � M r � �✓ iV��-�tin �, �eeii�g, A�t�i�i�i ic� r • �, _�—_ �T.+�►�il'��'I�f�iZ�l►'�I��Y�1 Attachment number 2 Page 7 of 7 �IL�U, on thi� d�te, p�.rrsu�nt t� �eeti�� .�2, �lcsrid� �t�ti�t��, �ith t�Z� ��si�nat�d ��p��.ment Clerk, recei�t af �vhic� is k�er�by �ckan��v��d��d. � �� T�eput�r �Cl�rl� I��tie Prepared by Michael C. Corrigan. 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'Q � ..�..�.mm rcc+i��0]x-.--.. i - � v� °° � Attachment number 4 Page 1 of 6 MEMORANDUM OF AGREEMENT BETWEEN THE DEPARTMENT OF THE ARMY AND THE CITY OF CLEARWATER, FLORIDA FOR ACCEPTANCE AND RETURN OF CONTRIBUTED FUNDS FOR THE MAINTENANCE OF THE NAVIGATION FEATURE OF THE LITTLE PASS, CLEARWATER BAY, FLORIDA PROJECT This MEMORANDUM OF AGREEMENT (hereinafter referred to as the "MOA"), entered into this day of , 2011, by and between the DEPARTMENT OF THE ARMY (hereinafter referred to as the "Government"), represented by the Assistant Secretary of the Army (Civil Works) and the City of Clearwater, Florida (hereinafter the "Contributor"), represented by the Mayor. WITNESSETH THAT: WHEREAS, the Little Pass, Clearwater Bay, Florida Project (hereinafter referred to as the "Project") was authorized by Section 107 of the River and Harbor Act of 1960 (Public Law 86-645); and WHEREAS, the Water Resources Development Act of 1986 (Public Law 99-662) specifies the cost-sharing requirements applicable to the Project; and WHEREAS, the Contributor considers it to be in its own interest to expedite the maintenance dredging of the channel down to the authorized depths and placing the material on Clearwater Beach, by voluntarily contributing funds (hereinafter referred to as Contributed funds) to be used by the Government for that purpose; and WHEREAS, the Government is authorized pursuant to 42 U.S.C. Section 1962d-Sc (Section 40 of Public Law 93-251), to accept and expend cash contributions paid in annual installments during project construction; NOW, THEREORE, the Government and Contributor agree as follows: 1. Subject to any necessary appropriation, the Contributor shall contribute to the Government the following sums, in cash: up to $1,000,000. 2. The contributions specified in paragraph 1 above shall be made as follows: provide the Government with the full amount of the required funds by delivering a check payable to "FAO, USAED, Jacksonville" to the District Engineer. 3. In the event that the Contributor contributes more or less than the amount listed in paragraph 1 above, or makes its contributions earlier or later than the dates listed in paragraph 1 above, this MOA shall apply to whatever funds are contributed by the Item # 7 Attachment number 4 Page 2 of 6 Contributor to the Government pursuant to this MOA; however, the Government shall not obligate any contributed funds before they are received and available. 4. The Government shall use all Contributed funds for maintenance of the Project, except with regard to excess Contributed funds which are addressed in paragraph 7 of this MOA. The Contributor shall bear all additional costs of the work for which funds are accepted including any additional environmental compliance costs. The Government shall provide the Contributor with quarterly accountings of its expenditures of Contributed funds for maintenance. The first such accounting shall be provided within 30 days after the final day of the first complete Government fiscal year quarter following receipt of the Contributed funds, and subsequent accounting shall be provided within 30 days after the final day of each succeeding quarter until the Contributed finds are completely expended or the Government concludes maintenance on the Project. 6. Unless directed in law, the Government shall not reimburse the Contributor for contributed funds expended by the Government. 7. The Government shall not credit the Contributor for the contributed funds as to reduce the cash contribution that otherwise would be required of the Contributor pursuant to any project Cooperation Agreement entered into by the Government and Contributor (or a legal entity empowered to act on behalf of the Contributor) governing the construction of all or part of the Project. The Government, subject to the availability of funds and subject to the approval by the Secretary of the Army, shall return to the Contributor contributed funds not expended by the Government. 9. Nothing herein shall constitute, or be deemed to constitute, an obligation of future appropriations by the United States. 10. Nothing herein shall constitute, or be deemed to constitute, an assurance or promise of the Government to take any action whatsoever with respect to the project, including but not limited to the following actions: entering into a Project Cooperation Agreement with the Contributor; constructing the project; including the Project in the Government's budget; or completing the maintenance of the project. 11. Before any party to this MOA may bring suit in any court concerning an issue relating to this MOA, such party must first seek in good faith to resolve the issue through negotiation or other forms of nonbinding alternative dispute resolution mutually acceptable to the parties. 12. The Contributor shall hold and save the Government free from all damages arising from the design, construction, operation, maintenance, repair, replacement, and Item # 7 Attachment number 4 Page 3 of 6 rehabilitation of the project and any Project-related betterments, except for damages due to the fault or negligence of the Government or its contractors. 13. Federal and State laws. In the exercise of their respective rights and obligations under this MOA, the Contributor and the Government agree to comply with all applicable Federal and State laws and regulations, including, but not limited to, Section 601 of the Civil Rights Act of 1964, Public Law 88-352 (42 U.S.C. 2000d), and Department of Defense Directive 5500.11 issued pursuant thereto, as well as Army Regulations 600-7, entitled "Nondiscrimination on the Basis of Handicap in Programs and Activities Assisted or Conducted by the Department of the Army." 14. Relationship of Parties. In the exercise of their respective rights and obligation under this MOA, the Government and the Contributor each act in an independent capacity, and neither is to be considered the officer, agent, or employee of the other. 15. Officials Not to Benefit. No member of or delegate to the Congress, nor any resident commissioner, shall be admitted to any share or part of this MOA, or to any benefit that may arise therefrom. 16. Notices. a. Any notice, request, demand, or other communication required or permitted to be given under this MOA shall be deemed to have been duly given if in writing and either delivered personally or by telegram or mailed by first-call, registered, or certified mail, as follows: If to the Contributor: City Manager City of Clearwater PO Box 1384 Clearwater, FL 33517 If to the Government: District Engineer US Army Corps of Engineers Jacksonville District 701 San Marco Blvd Jacksonville, FL 32207 b. A party may change the address to which such communications are to be directed by giving written notice to the other party in the manner provided by this paragraph. Item # 7 Attachment number 4 Page 4 of 6 c. Any notice, request, demand, or other communication made pursuant to this paragraph shall be deemed to have been received by the addressee at the earlier of such time as it is actually received or seven days after it is mailed. 17. Confidentiality. To the extent permitted by the laws governing each party, the parties agree to maintain the confidentiality of exchanged information when requested to do so by the providing party. IN WITNESS WHEREOF, the parties have executed this MOA as of the day, month, and year first above written. THE DEPARTMENT OF THE ARMY BY: JoEllen Darcy Assistant Secretary of the Army (Civil Works) Countersigned: : Frank V. Hibbard Mayor Approved as to form: Attest: Camilo Soto Assistant City Attorney CITY OF CLEARWATER, FLORIDA William B. Horne, II City Manager Rosemarie Call City Clerk Item # 7 Attachment number 4 Page 5 of 6 CERTIFICATE OF AUTHORITY I, Pamela K. Akin, do hereby certify that I am the principal legal officer of the City of Clearwater, Florida, that the City of Clearwater, Florida is a legally constituted public body with full authority and legal capability to perform the terms of the Agreement between the Department of the Army and the City of Clearwater, Florida in connection with the Little Pass, Clearwater Bay, Florida Project, and to pay damages in accordance with the terms of this Agreement, if necessary, in the event of the failure to perform, as required by Section 221 of Public Law 91-611 (42 U.S.C. Section 1962d-Sb), and that the persons who have executed this Agreement on behalf of the City of Clearwater, Florida have acted within their statutory authority. IN WITNESS WHEREOF, I have made and executed this certification this day of , 2011. Pamela K. Akin City Attorney Item # 7 Attachment number 4 Page 6 of 6 CERTIFICAITON REGARDING LOBBYING The undersigned certifies, to the best of his knowledge and belief that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed then this transaction was made or entered into. Submission of this certification I a prerequisite or making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certifications hall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Frank V. Hibbard Mayor DATE: Item # 7 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Approve a 20-year lease agreement with Clearwater Golf Club, LLC (CGC) from May 1, 2011 to Apri130, 2031 to maintain and manage the operations of the Clearwater Country Club (CCC) located at 525 Betty Lane North and authorize the appropriate officials to execute same. (consent) SUMMARY: On September 9, 2010, the City Council approved a Lease Termination and Indemnity Agreement between the Clearwater Country Club Management, Inc. (CCCM) and the City to operate the CCC. In addition, approval was given to CGC to provide interim supervision and management for CCC until Apri130, 2011. During this interim period, CGC has been responsible for paying all expenses, collecting all revenues to be applied toward those expenses and covering any loss if that should occur. CGC has proven to be efficient and professional during this interim period and staff is recommending that the City enter into a 20- year agreement with CGC to manage CCC. A 20-year agreement is being recommended so that the many needed capital improvements to the course can be made by CGC without any additional cost to the citizens of Clearwater. This will allow enough time needed to amortize the initial proposed capital investment of $1,150,000. Key components of this agreement include the following: 1. Provide much needed renovation to the golf course including irrigation systems, bunkers and greens, drainage systems, driving range, parking lot, landscaping, clubhouse, bridges, cart path, maintenance building, and course restrooms and upgrade course maintenance equipment; over the first four years of the contract at an estimated cost of $1,150,000. 2. Current memberships that were paid to the prior operator will be honored. 3. Greens fee players will be encouraged and welcome to use the course under same rules as users with club memberships. 4. CGC will pay an annual rental fee of 3% of gross revenues. Review Approval: Cover Memo Item # 8 Attachment number 1 Page 1 of 15 LEASE AGREEMENT THIS LEASE, made and entered into this day of , 2011, by and between the CITY OF CLEARWATER, a municipal corporation of the State of Florida, hereinafter called the "City", whose address is Attn: Parks and Recreation Director, Post Office Box 4748, Clearwater, Florida 33758-4748, and THE CLEARWATER GOLF CLUB, LLC., a Florida limited liability corporation, hereinafter called the "Club", whose address is 525 Betty Lane North, Clearwater, Florida 33755. WHEREAS, the City owns the golf course located at 525 Betty Lane North, Clearwater, known as the Clearwater Country Club ("Leased Premises"); and WHEREAS, the City desires to lease out the operation and maintenance of the course to a third party for the recreational enjoyment and benefit of Clearwater citizens and the general public; and WHEREAS, Clearwater Golf Club, L.L.C. is in the business of operating golf courses and has demonstrated success in doing so. NOW THEREFORE, in consideration of the foregoing and the mutual covenants contained hereinafter, the parties hereby agree as follows: RECITALS, GRANT OF LEASE TERM DESCRIPTION 1. The foregoing recitals are true and correct and are incorporated in and form a part of this Agreement. That for and in consideration of the covenants to be kept and maintained by the Club and the mutual benefit to the parties, the City does hereby lease and let unto the Club, its successors and assigns, subject to the terms and conditions hereinafter set forth, that certain real property located in the City of Clearwater, Florida, more particularly described in Exhibit "A" ("Golf Course Parcel") and Exhibit "B" (Clubhouse Parcel") attached hereto and incorporated hereby by reference. The term of this lease shall be for a period of twenty (20) years, commencing May 1, 2011 and ending April 30, 2031, unless sooner terminated by the provisions hereof. LEASE/SUB-LEASE NOT ASSIGNABLE WITHOUT CONSENT 2. It is expressly agreed between the parties that this lease shall not be assignable to any other person, firm or corporation without the express written consent of the City, which consent may be granted or denied in the sole discretion of the City. Item # 8 Attachment number 1 Page 2 of 15 It is expressly agreed between the parties that any sub-lease of the building or property be approved by the City, which consent may be granted or denied in the sole discretion of the City. USE AS PUBLIC GOLF COURSE 3. It is understood between the parties that the real property, which is the subject of this lease, will not be used in any manner other than as a public golf course, banquet and restaurant facility. CLUB COVENANTS TO KEEP AND MAINTAIN A GOLF COURSE 4. The Club covenants that it will keep and maintain upon the real property an 18 hole golf course and clubhouse, together with incidental improvements and will use, occupy and make available, as herein contemplated, such premises as a golf course and related facilities for pleasure, recreation and other purposes consistent with such golf course operation. During the term of the within lease and any extensions thereof, such golf course shall be operated and the facilities shall be open for usage during the normal hours of operation of the same or similar facilities in the area; provided, however, that at reasonable times portions of such course may be closed for necessary repair and/or reconstruction and/or maintenance. CAPITAL IMPROVEMENTS 5. As a condition precedent to the continuation of this lease, and the right of the Club to remain in occupation of the Leased Premises, the Club shall construct the following upgrades to the course, clubhouse and support facilities during the term of this lease in accordance to the schedule as noted: a) During the first year of this lease the Club, at its sole expense will: 1) Renovate the irrigation systems, pumps, motors, OSMAC to bring it up to first class golf course standards. Approximate value of $100,000. 2) Renovate all bunkers and greens to improve drainage. Approximate value of $50,000. 3) Renovate the driving range to include new landscaping, sod and artificial turf. Approximate value of $50,000. 4) Renovate parking lot to include new landscaping and resurfacing. Approximate value of $50,000. b) During the second year of this lease the Club, at its sole expense will: 2 Item # 8 Attachment number 1 Page 3 of 15 1) Renovate Clubhouse including dining and public areas. Approximate value of $175,000. 2) Renovate and upgrade mechanical system for all buildings. Approximate value of $160,000. c) During the third year of this lease the Club, at its sole expense will: 1) Replace two pedestrian bridges. Approximate value of $75,000. 2) Replace and renovate cart paths. Approximate value of $75,000. 3) Construct new maintenance building of 5,000 sq. ft. Approximate value of $175,000. d) During the fourth year of this lease the Club, at its sole expense will: 1) Renovate or replace restrooms on course. Approximate value of $40, 000. 2) Upgrade course maintenance equipment. Approximate value of $200, 000. All such renovations and construction shall be made in accordance with plans submitted to and approved by the City. Said plans shall be submitted with reasonable time to allow for the City's review. Failure to complete the renovations as planned shall be a material breach of this Lease for which the City may immediately terminate the Lease and re-enter the property in accordance with Florida law. CURRENT MEMBERSHIPS 6. Any golf inemberships existing at the inception of this Lease shall be honored until such time as said membership naturally terminates by expiration or as otherwise provided for in accordance with the membership's original terms and conditions. AVAILABILITY OF GOLF TO THE PUBLIC 7. The Club, in its operation of the course shall, at all times, subject to reasonable rules and regulations common to other similar facilities in the area, make such course available to the public who are not paid members of the Club upon payment of reasonable green fees. The Club will, at all times, conduct its operation in such a manner as will be conducive to greens fee play and will undertake any and all reasonable acts to insure that the public is aware that such course is available for greens fee play and will make reasonable efforts to see that the prevailing atmosphere 3 Item # 8 Attachment number 1 Page 4 of 15 at the Club will be such that greens fee players will feel welcome to use the facility. The provisions of this paragraph shall be a material part of this lease. GREENS FEE PLAYERS RIGHTS AND OBLIGATIONS 8. The City recognizes the right of the Club to require greens fee players to comply with rules and regulations as prescribed for members. Failure of greens fee players to comply with established rules and regulations may, at the discretion of the Club management result in loss of playing privileges. Any complaints resulting from a loss of playing privileges or relating to play by greens fee players shall be referred to the City's Director of Parks and Recreation for appropriate review and action. CLUB FACILITIES AVAILABLE TO GREENS FEE PLAYERS 9. The Club agrees to make the Clubhouse food, drink and restroom/locker room facilities available to greens fee players on the day of play to the same degree that such facilities are available to Club members. Greens fee players will be charged for food and beverages on the same basis as members are charged and shall be treated as a member for the day of play during the hours that the appropriate facilities are open. Nothing in this provision shall give any non-member use of the Club facilities for social events or entitle any such person to the use of the available facilities after the course has been closed for play. The Club agrees to make Clubhouse and facilities described herein available to the City for City sponsored events, based upon availability. USE AND CARE OF PREMISES 10. The Club covenants and agrees that it will, at all times, keep, maintain and operate such course and the facilities thereon, or in any way connected therewith, in a good and prudent manner to the end that such course shall be kept in good, playable condition. The Club agrees to keep and maintain reasonable standards and condition of the course generally in substantially the same condition as similar facilities in accordance with accepted golf industry standards; that it will keep and maintain, in good repair, all permanent improvements, such as buildings, and water systems, including the making of necessary replacements and/or repairs even though the making of such repairs and improvements shall extend the life of such facility or facilities beyond the expressed date of this lease. Club and City Parks and Recreation Director shall meet as needed to review the scheduling and progress, and any other matters related to the capital improvement program set out herein, to be implemented by the Club. The City reserves the right, in its sole discretion, to make such capital improvements as it deems necessary or beneficial to preserve its asset or to serve its constituency, however, the City shall have no obligation whatsoever to do so. 4 Item # 8 Attachment number 1 Page 5 of 15 CITY EMPLOYEE RATES 11. At all times during the term of this lease, to promote wellness of current employees of the City of Clearwater, they shall be given a preferential daily green fee rate reduction of an amount equal to twenty-five percent (25%) of the established green fee then in force and effect and fifteen percent (15%) for food service in the Grill Room only. NO PERMANENT COURSE LAYOUT CHANGES WITHOUT WRITTEN CONSENT OF CITY 12. The Club covenants and agrees that no permanent change in the layout of the course shall be made except with the express written consent of the City, which the City may grant or withhold in its sole discretion. All duties of construction, repair, alteration or maintenance imposed by this lease are and shall be separate expenses of the Club and shall never directly or indirectly be chargeable to the City nor in any way be a mechanic's or materialmen's lien or charge upon any lands. In the instance that a mechanic's or materialmen's lien is placed on the Leased Premises in violation of this provision, the Club shall cause such lien to be discharged within thirty (30) days or the City may declare a material breach of the Lease, terminate the Lease, or seek other security (monetary or otherwise) from the Club to satisfy the lien. LEASE MAY BE RECORDED TO PROTECT CITY AGAINST LIENS 13. This instrument may be recorded in the public records of Pinellas County, Florida, and all persons, firms or corporations whomsoever are called upon to take due notice of these limitations and the superior rights of the City herein. NO PERMANENT STRUCTURES TO BE REMOVED 14. No permanent structure, once constructed, shall be removed from the premises or materially altered except with written consent of the City and all persons, firms or corporations are expressly called upon to take due notice of the requirements of this lease. CITY RESERVED RIGHT TO DRAINAGE, UTILITY LINES, ROADS, ETC. 15. The City, on its own behalf, and on behalf of other applicable governmental agencies, reserves at all times during the term of this Lease or any extension or renewal thereof the continuing right to utilize any portion of the leased premises for drainage, laying and maintaining utility lines or facilities, including roads, railroads, or other necessary rights of way, provided, nevertheless, the City shall use its best efforts to adopt such route or routes as will be reasonable and economically feasible to minimize interference with the purposes of this Lease. s Item # 8 Attachment number 1 Page 6 of 15 BANKRUPTCY OR DEFAULT, CITY HAS OPTION TO TERMINATE 16. Should the Club hereinafter be adjudged bankrupt or become insolvent or in any other way be financially unable to keep the covenants of this Lease, the City may at its option, terminate the lease, as though for breach of any other covenant, and re-enter and re-take the Leased Premises. CLUB WILL PERFORM ITS OBLIGATIONS 17. The Club, in the performance of the covenants contained in this lease, shall at all times do or perform such acts or actions as shall be reasonably required by the context of this lease to fully perform its obligations hereunder, and shall, conversely, refrain from doing or permitting to be done any acts or actions which would jeopardize either its performance or ability to perform the covenants contained herein or the payment of rentals contemplated by the parties. RENTAL 18. Commencing May 1, 2011, the Club shall pay annually to the City, as rental for the premises and the City agrees to accept three percent (3.00%) of the gross revenues plus applicable sales tax, and any other taxes applicable to the Club's occupancy, such as personal property taxes or ad valorem taxes. The term "Gross Revenues" as used in this Lease is defined as the total amount of actual gross revenues received by the Club, its assignees, subtenants, concessionaires or licensees (as applicable) for all merchandise sold or services performed in or from the Leased Premises, whether for cash or other consideration or on credit; excluding discounts or allowances made to customers for which no payment is received by the Club and the amount of any tax payable by reason of such sales or service under applicable tax law, which taxes are billed as a separate item by the Club to the purchaser. Gross Revenues shall include, but not be limited to: golf and social membership dues and initiation fees; green fees; cart fees; food, beverage, and merchandise sales; clubhouse rental; and any other revenues. Said rental payment shall be continued in the same amount unless modified in writing by the parties following extension negotiations. The said rental payments shall be paid to the City not later than thirty (30) days after the close of the Club's fiscal year, which payment shall be pro-rated as necessary in the first year. The disposition of remaining funds will be at the discretion of the Club. PROPERTY OWNERSHIP — PERSONAL AND REAL AND OPERATION AND MEMBERSHIP REQUIREMENTS 19. Facility and Personal Property Ownership. The City shall at all times retain ownership of the Facility, including but not limited to real estate, fixtures, furniture, all personal property existing on the Premises as inventoried at the inception of this 6 Item # 8 Attachment number 1 Page 7 of 15 Agreement as City Property ("City Property"), attached hereto as Exhibit "C", including any and all improvements made during the term of this Agreement. Club shall report to City any purchases of equipment which become City Property during the Lease Term expensed, costing in excess of One Thousand Dollars ($1,000.00) and which have a useful life in excess of one year. Such items shall be tagged as fixed assets in accordance with, and as required by Florida law. The City retains the right, at all times, and upon expiration of this Agreement, to inventory all assets of the facility upon reasonable notice. The Club shall notify the City of such purchases and as to any losses of City Property. The City Property shall remain the property of the City and shall be returned to the City when no longer needed for the operation of the Facility. Club to secure and provide golf carts and lawn maintenance equipment. The Parties hereto expressly agree that it is the sole responsibility of the Club to secure and provide a fleet of golf carts sufficient for operations and lawn equipment sufficient for the appropriate maintenance levels of the Golf Course. Facility Funding. The Facility shall be funded as follows. The Club shall pay all items of expense for the operation, maintenance, supervision and management of the facility. The City shall not be responsible for any contribution or expenses related to, or resulting from the operation of the golf course, related facilities or costs or expenses otherwise arising out of this Agreement. Other than as expressly provided for herein, in no instance shall the City incur expenses or provide a subsidy to the Club. In the case of operating losses, the Club shall pay for and absorb all losses. If in any instance, payment is demanded of the City or the City must make payment for operating expenses in order to preserve its Property, the City shall have the absolute right to recover such expenses from the Club, including all rights and remedies as provided by law. Fiscal Responsibility/Reporting. The Club agrees to maintain separate and independent records in accordance with generally accepted accounting principles, devoted exclusively to the operations in connection with its management of the Facility. Such records shall contain all entries reflecting business operations of the Club under this Agreement. The City is authorized and shall have the right to audit and inspect such records from time to time during the Term, upon reasonable notice to the Club and during the Club's normal business hours. Sales taxes, permits and licenses. The Club shall be responsible for the payment of all appropriate sales taxes to conduct activities on the Golf Course property. The Club shall be responsible for all permits and licenses necessary for conduct of the sales activities or any permission to conduct activities at the Facility, including health department or other regulatory agency approvals. Any violation of the licensing requirements, health requirements or any other requirements of any other regulatory or law enforcement agency shall be deemed sufficient cause to create a default hereunder, which default must be remedied within a reasonable time using all due diligence by the Club. In addition, Club shall pay to governmental agencies all applicable ad valorem taxes, usage fees, taxes of any kind or other charges or � Item # 8 Attachment number 1 Page 8 of 15 monetary impositions on the Golf Course Property and does hereby fully save and hold harmless and indemnify the City for the payment thereof. Agreement Monitoring. Each Party shall appoint a contract administrator to which all applicable reporting shall be made, and who shall monitor the party's compliance with the terms of this Agreement. The Contract Administrators are as follows. Nancy Oakley City of Clearwater 100 Myrtle Street Clearwater, Florida 33756 Mr. Greg McClimans 525 N. Betty Lane Clearwater, Florida 33755 Memberships/Facilities. The Club agrees to operate the Clubhouse and related facilities located on the properties described in Exhibit "B" as a private facility subject to the right of greens fee players to use the food, beverage, and rest room facilities during the day such players are using the course as further outlined hereinafter. The Club covenants that membership in the Club, either social or golfing, will be made available to the public. The Club, however, in accepting applications for membership and admitting a member will be subject to the following guidelines and restrictions: a) For golfing and social membership, priority on a waiting list shall be given to residents of the City who are applicants. If no City resident is on the waiting list for an available membership, the said membership may be offered to the general public. b) Membership shall be without discrimination based on race, religion, sex, age or national origin or other category or class of persons prohibited by law. c) The Club's By-Laws will conform to these membership requirements and such By-Laws shall be continued during the term of this lease. d) A violation of these covenants by the Club shall constitute a material default under the terms of this lease. INSURANCE, INDEMNIFICATION AND HOLD HARMLESS 20. The Club agrees to indemnify and hold the City and its employees harmless from and against any and all claims, demands, and causes of action or lawsuits of whatever kind or character arising directly or indirectly from this agreement or the performance hereof, or its occupancy of the Leased Premises. This indemnity clause includes, but is not limited to, claims, demands, and causes of action or lawsuits for damages or injuries to goods, wares, merchandise and property and for any bodily or personal injury or loss of life in, upon or about the property. This provision shall survive termination of this Agreement and shall not be limited by the amount of any insurance required to be obtained or maintained under this Agreement. a Item # 8 The City shall defense of any third hereunder. Attachment number 1 Page 9 of 15 have the right, at its option, to participate in the control of any party claim without relieving the club of any of its obligations The Club shall obtain at its own expense, and maintain during the term of this agreement, the insurance coverages set forth below: (1) Property Insurance - Real property including improvements or additions shall be insured. a. Form - All Risk Coverage - Coverage shall be no more restrictive than that afforded by the latest edition of Insurance Services Office forms CF0011, CF0013, CF0420, and CF1210. If available, sinkhole insurance is to be included. If the provisions of the Club's All Risk Coverage do not include sinkholes and the unavailability of such coverage is verified by the City's insurance consultants, the Club shall be deemed to be in compliance with this paragraph. b. Amount of Insurance - The amount of coverage shall be the full insurable value on a replacement cost basis. c. Flood Insurance - When building or structures are located within an identified special flood hazard area, flood insurance shall be provided for the total insurable value of such buildings or structures or the maximum of flood insurance coverage available under the National Flood Insurance Program, whichever is less. (2) Boiler and Machinery Insurance - If the buildings or structures include boiler(s), pressure vessel(s), or air conditioning/heating equipment, the Club shall maintain comprehensive insurance covering loss on the property included liability for damage to property of others. a. Repair and Replacement. b. Amount of Insurance -$1,000,000.00 per accident (3) Comprehensive General Liability - Coverage shall be afforded on a form no more restrictive that the latest edition of the Comprehensive General Liability policy filed by the Insurance Services Office and shall include: a. Minimum limits of $1,000,000.00 per occurrence combined single limits for bodily injury liability, personal injury, and property damage liability. b. Premises and Operation. 9 Item # 8 Attachment number 1 Page 10 of 15 b. Independent Contractors. c. Products or Completed Operations. d. Personal Injury Coverage with employees and contractual exclusions removed. e. Liquor Law Liability, if applicable. f. Golf carts or other golfing appurtenances not owned by the Club but brought onto the property by others. (4) Business Auto Policy - Coverage shall be afforded on a form no more restrictive than the latest edition of the Business Auto Policy filed by the Insurance Services Office and shall include: a. Minimum limits of $1,000,000.00 per occurrence combined single limits for bodily injury liability and property damage liability. b. Coverage on all vehicles (owned, hired, and non-owned). (5) Workers Compensation - Coverage shall apply for all employees for statutory limits in compliance with the applicable State and Federal laws. In addition, the policy shall include employer's liability with a limit of $500,000.00 for each accident. If the self-insured status of the Club is approved by the State of Florida, the City agrees to recognize and accept such status upon proof of such approval. (6). Personal Property — The City shall not insure or self-insure loss to personal property of the Club. The Club understands that it is solely responsible for such losses regardless of cause. Other Requirements. (1) The City shall be named as an additional insured on all insurance policies required under this agreement. (2) Copies of insurance certificates for all insurance required by the agreement, and copies of all insurance policies covering insurance required by this agreement, shall be furnished to the City Clerk of the City prior to the use of the property. (3) Not less than sixty (60) days notice of cancellation or restricted modifications of any insurance policy providing the coverage required by this agreement shall be required on all insurance policies. io Item # 8 Attachment number 1 Page 11 of 15 COMPLIANCE WITH EXISTING LAWS AND REGULATIONS 21. The Club agrees that in its use and occupancy of the leased property it will comply with all applicable laws, rules, regulations and ordinances of every governmental body or agency whose authority extends to the leased property or to any operations conducted upon the leased property, whether or not such laws, rules, regulations or ordinances are mentioned herein. ACCOUNTING, CLUB TO SUPPLY AUDIT BY C.P.A. 22. The Club agrees at all times to keep and maintain accurate records of all business transactions and sales made in and from the Leased premises and to allow City, at all times during reasonable business hours, through the City's duly authorized agent, attorney, or accountant, to inspect and make copies of all business records to insure stewardship of City property and in order to comply with law, specifically, Chapter 119, Florida Statutes. The Club agrees that in determining the cash rental payment to be paid hereunder, and for purposes of auditing and assurance of the proper stewardship of the City asset, it shall at least annually, in each year of the term of this lease, at its own cost, furnish to the City a complete audit of its operations, prepared by a Certified Public Accountant, together with such interim accounts as may from time to time be requested. Such annual statement shall be furnished within thirty (30) days after the end of the Club's fiscal year. The Club shall further submit to the Parks & Recreation Director an annual report of course operations. RIGHT OF ENTRY BY CITY 23. Agents of the City shall be afforded the right at all reasonable times to enter upon the leased property for the purpose of inspecting and/or preserving the leased property and the Club's other facilities. OBLIGATION TO PAY TAXES 24. The Club agrees to pay any federal, state or local taxes which may be levied on the property or any improvements or uses placed thereon, but it is agreed that the uses herein serve a public and municipal purpose and the parties do not waive any exemptions permitted by law. NO ENCUMBRANCE ON LEASED PROPERTY AND WRITTEN CONSENT OF CITY NECESSARY FOR ANY CHANGES TO PROPERTY 25. The Club shall not enter into any loan, mortgage or other agreement obligating any portion or all of the Leased Premises thereby creating debt or 11 Item # 8 Attachment number 1 Page 12 of 15 encumbrance on the Leased Property or related facilities. This covenant is a material condition to the City entering into this Lease. Club must get City approval which shall not be unreasonably withheld to remove, demolish, remodel or replace any building or other structure on the leased land or land owned by the Club. In no instance shall the Club remove City-owned personal or other property from the Leased Premises. CLUB'S RIGHT TO CURE ANY ALLEGED DEFAULT WITHIN 30 DAYS OF WRITTEN NOTICE 26. A default in the performance of a promise, covenant, or obligation shall constitute a breach of this lease; provided, however, that such default shall not constitute such breach as to terminate this lease until and after the Club fails to cure or to take reasonable measure to cure such default within thirty (30) days after written notice of default has been served upon the Club. This cure period may be extended should said cure require more than thirty (30) days, so long as the Club initiates the cure within the thirty (30) day cure period and pursues diligently to completion. The City may re-enter and take possession of the Leased Premises immediately if said Default is not cured within the time provided, and take any action deemed necessary, in the City's sole discretion, in order to preserve its assets, including the appointment of a third party operator TERMINATION 27. City may terminate this lease with thirty (30) days written notice to the Club if Club violates any provision of this lease or fails to cure any alleged default. City may also terminate this lease for any municipal purpose consistent with City Charter by giving one (1) year written notice to Club. HOLDOVER AFTER TERMINATION ON MONTH TO MONTH BASIS 28. If the Club, with the consent of the City, continues in possession of the leased property after expiration of the term of this lease, then the Club will be deemed to be holding the leased property on a month to month tenancy subject to all of the other provisions of this lease, but such tenancy by sufferance of the Club shall not be construed as a waiver of any right hereunder conferred upon the City. FAILURE TO ACT BY CITY NOT A WAIVER 29. Failure of the City to insist upon performance of any covenant hereunder shall not be deemed to be a waiver of the right to insist upon full performance at any subsequent time. 12 Item # 8 Attachment number 1 Page 13 of 15 AMENDMENTS MUST BE IN WRITING 30. Any additions or modifications to this lease shall be in writing and shall be executed by both parties and no oral agreement shall be effective to change or modify the terms of this lease. RADON GAS 31. In accordance with the provisions of Section 404.056(5), Florida Statutes (1989), as amended, the Club is hereby informed as follows: RADON GAS: Radon is a naturally occurring radioactive gas that, when it has accumulated in a building in sufficient quantities, may present health risks to persons who are exposed to it over time. Levels of radon that exceed federal and state guidelines have been found in buildings in Florida. Additional information regarding radon and radon testing may be obtained from you County public health unit. DAMAGE OR DESTRUCTION OF PREMISES 32. In the event of partial or total destruction of the Leased Premises, the City may, at its option, make such repair as necessary within ninety (90) days (or longer should said repair require a longer timeframe, so long as said repair is initiated within ninety (90) days and diligently pursued to completion), in which case the Lease shall remain in full force and effect and the Club shall be entitled to a proportionate reduction in rent while the repairs are being made. If the City does not elect to make repairs, the Lease may be terminated by either party. CONDEMNATION 33. If the whole or any part of the Leased Premises shall be taken by any lawful authority under the power of eminent domain, then this Lease shall thereupon terminate and the Club shall be liable for rent only up to the date of such taking. NOTICES 34. All notices provided for herein shall be deemed to have been duly given if and when deposited in the United States Mail, properly stamped and addressed to the respective party to be notified, as set out above, or when hand delivered or delivered as evidenced by receipt by overnight courier. HAZARDOUS MATERIALS 35. The Club represents to the City that to the best of its knowledge at the commencement of this Lease, the Golf Course Property is in compliance with all federal, state and local laws, regulations and standards relating to the use, occupancy, production, storage, sale, disposal or transportation of any hazardous materials, 13 Item # 8 Attachment number 1 Page 14 of 15 including oil petroleum products or their derivatives, solvents, PCB's, explosive substances, asbestos, radioactive materials or waste and any other toxic, ignitable, reactive corrosive, contaminating or polluting materialism ("Hazardous Substances"), which are now subject to any governmental regulations. The Club shall promptly give the City written notice of any investigation, claim, demand, lawsuit or action by any governmental or regulatory agency or private party involving the Golf Course Property and any hazardous substances or environmental law of which the Club has actual knowledge. If the Club learns, or is notified by any governmental or regulatory authority that any removal or other remediation of any hazardous substance affecting the Golf Course Property is necessary, the Club shall promptly take all necessary remedial actions in accordance with applicable environmental laws. The Club shall remain responsible for all liabilities, damages, claims, penalties, fines, settlements, cause of actions, cost or expense, including reasonable attorney's fees, environmental consultant fees and laboratory fees and costs and expenses of investigating assigned to it under Florida Statutes, Federal Statutes or administrative regulations, or local law resulting from or attributable to: a. The presence, disposal, release or threatened release of any hazardous substance that is on, from or effecting the Golf Course Property, including the soil, water, vegetation, buildings, personal property, persons, animals, or otherwise; or b. Any personal injury, including wrongful death, or property damage, real or personal arising out of or relating to the hazardous substance; or c. Any lawsuits or administrative action brought or threatened, settlement breached or governmental order relating to the hazardous substance; or d. Any violation of any laws applicable to the hazardous substance, for which the Club is responsible under this paragraph. The City shall have the same obligations as set forth herein for the Club regarding any hazardous substances that it brings upon the Golf Course Property. The Club and the City's obligations under this paragraph shall survive the expiration or termination of this Lease. It is the intent of the parties to this Lease to provide a mutuality of obligation regarding hazardous substances or hazardous wastes brought upon the Golf Course Property or discharged from the Golf Course Property and it is the intent of this paragraph that the responsible party shall be totally responsible for the remediation action appropriate arising from hazardous substances that it brings upon the property. Nothing herein shall waive any of the sovereign immunity protection of the City as set forth in Section 768.28 F.S. nor give any third party any rights hereunder. 14 Item # 8 Attachment number 1 Page 15 of 15 VENUE 36. Venue. The sole venue for any litigation arising from the tems of this Lease shall be exclusively in the Circuit Court of Pinellas County, Florida. BINDING EFFECT 37. This Lease shall be binding upon the parties hereto and upon all persons deriving title by, through or under the said parties and upon their assigns and successors. SOVEREIGN IMMUNITY 38. Nothing in this Agreement shall waive or diminish the City's sovereign immunity. Nothing in this Agreement shall extend the City's liability beyond the limits established in Section 768.28 Florida Statutes or any of the liability limits set forth in Florida Statutes. Nothing herein shall be construed as consent by either party to be sued by third parties in any matter arising out of this Agreement. No third party shall have any rights or obligations pursuant to this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written. THE CLEARWATER GOLF CLUB, LLC : Greg McClimans, President CITY OF CLEARWATER : William B. Horne, II City Manager By: By: Rebecca McClimans, Secretary/Treasurer Frank V. 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I I g� � _7 t N C`"� � f t �� 0.a rs3 J ( ��" a Y ( ,. > I �.�",,�- i_: I il ;� � V: � � � � � x 1« f� i� ' �' G., u� d v.i Attachment number 2 Item # 8 � .:... � �. � � ' „ Attachment number 2 �� 9 ��v �� }� ��,�� {��°� �� '� 3 �� .� �..�@ � � � �,:� .,.�"'�* � � � � �� ;�.. ,�� t,c��:;` � 4..Fc�'��I �1'� �;�s��'. ,,. �,� �-�r��j�•�Cr i��r�C�&�=`� �?��J"��'�; ��.��'C�:� � �f:��"�°tf��' �""t � f.s i.�,i � .e � � ,r C' E=� f � ? `rB i.'� � + f �a � r°rV�� 9�� _��'� s�c�� "`��J�"I' :��;Ji��'�;. i (��-�t� 1.,��T ��ii�f'��:� ��i��r��3��:� �� w, d l d ��i��+:�;`5 g...9 r�..'�, 9±..� E�, 3! t� E��, v.� �.., v 4,'� ��.�e;e. � ��'�� w�� ,�� n,.� �. ��"I'��W� �.��w�� .,�.�� , �� f ��1.��.��1CJ�� i"°I�� z�r��Ji�a�?� �r1r��`� C��i� ��ai�� sr�"' C��t��sd�`l�.i"�� .i�t,�#t�sf7 �:�:��:��i�� s��°.��Y�� f3:x�G��,� V,:'t�r'��r� i r� ��r�� r��n�� t p i.�ti,.�a i�f,f,��,.dFi;��lc#�F�'L�s '3la�.i`E.(a�i��+i"� �...,��<�� ..r� E a�7�'�'"l'�� E��. 1`t , ,.� �- , w��: �aI1�`�� I`�t.-; ,�.��rt��;��'1j: r � a�� f "�. �ti ��.� u. �. �� ,! e"� i • Y f �} .,�, � � �`� � ��i,�� {�r, � k � �,:J � ,� � �j �� ,� � �� fr� � � �r ��.: ?'� "��, 3 �,}�i.� � '�'�; .�, v N � � �.:. �,r"� ��:�.. �� `� ��n�.,.,. ., r` ��.i�,��;�r� "� ��.�.�� i'?�� "t°�; a a �� __ ��.,, .�. �% �.�i �� ,��:i � . I ? 1..,� � �� r � ,`P �;7 � �� t�'. i::::i' s 4 �� t} 1 r� �� U':; i ,� ,� ..1 `!} ,�j�l.'� �.;Y �?�C� ;}� �j"� (' u'1.l.#v4,�K.�1 � �"� � � ��3�,... tk�,kx� �lj,`' ��,��;t � '�'_'.�;:s� ��, .. ;� f� 4� �� w. _��a �r°? �,�'n _ �,_i ( � (� � � � � :'... � .��" � ��„� �, � ( �"'��, jY ��,`#'%-�. ( �.'`..'( _, 5 � C:i , ,,.I�` ��"91=i _� t tl r7r rS' ;'�' i�i��,i J u� _ ��t.<„7 , . %�. (1 '. .. .. Item # 8 Attachment number 3 Page 1 of 1 11. [This paragraph intentionally deleted.] NO PERMANENT COURSE LAYOUT CHANGES WITHOUT WRITTEN CONSENT OF CITY 12. The Club covenants and agrees that no permanent change in the layout of the course shall be made except with the express written consent of the City, which the City may grant or withhold in its sole discretion. All duties of construction, repair, alteration or maintenance imposed by this lease are and shall be separate expenses of the Club and shall never directly or indirectly be chargeable to the City nor in any way be a mechanic's or materialmen's lien or charge upon any lands. In the instance that a mechanic's or materialmen's lien is placed on the Leased Premises in violation of this provision, the Club shall cause such lien to be discharged within thirty (30) days or the City may declare a material breach of the Lease, terminate the Lease, or seek other security (monetary or otherwise) from the Club to satisfy the lien. LEASE MAY BE RECORDED TO PROTECT CITY AGAINST LIENS 13. This instrument may be recorded in the public records of Pinellas County, Florida, and all persons, firms or corporations whomsoever are called upon to take due notice of these limitations and the superior rights of the City herein. NO PERMANENT STRUCTURES TO BE REMOVED 14. No permanent structure, once constructed, shall be removed from the premises or materially altered except with written consent of the City and all persons, firms or corporations are expressly called upon to take due notice of the requirements of this lease. CITY RESERVED RIGHT TO DRAINAGE, UTILITY LINES, ROADS, ETC. 15. The City, on its own behalf, and on behalf of other applicable governmental agencies, reserves at all times during the term of this Lease or any extension or renewal thereof the continuing right to utilize any portion of the leased premises for drainage, laying and maintaining utility lines or facilities, including roads, railroads, or other necessary rights of way, provided, nevertheless, the City shall use its best efforts to adopt such route or routes as will be reasonable and economically feasible to minimize interference with the purposes of this Lease. Item # 8 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Accept a Drainage and Utility Easement over, under, across and through a portion of the Southeast 1/4 of Section 9, Township 29 South, Range 15 East conveyed by Clearwater Basin Marina, LLC, a Delaware limited liability company, given in consideration of receipt of $10.00 and the benefits to be derived therefrom. (consent) SUMMARY: Clearwater Basin Marina, LLC (Grantor) is constructing an 87-slip marina addressed at 900 North Osceola Avenue. The City has an existing 24-inch concrete stormwater pipe that extends from Osceola Avenue, across a portion of the proposed marina property to outfall in the marina basin waters of Clearwater Harbor. Among other provisions, a condition of the Community Development Board's approval of this project on November 17, 2009 (FLD2009-08030) is the conveyance of a drainage and utility easement sufficient for the City to maintain and replace the 24-inch line as necessary. The subject easement meets the development approval requirement by establishing a 25-foot easement corridor extending west from Osceola Avenue, becoming a 15-foot corridor angling northwest and extending to its outfall in the marina basin. The easement grant is sufficient for the City to maintain and replace its drainage facility as necessary in perpetuity, or until such time as the City determines to abandon its use. Review Approval: Cover Memo Item # 9 F�€:.tt�rn i�.,: f`'-�� I !.�?td'� �ri� �:I'i�dl�li�til"6�71 l �I�aE31�t li„�� ;i�s ,1 �:.:'�r �i�aU�-�lc"r� �' t J ! �,�,.,r �: 1 r� �t. 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'm m~ ~~ 611 12' 13 610 c � " 611 qc,� )) '.. 1 e 3 2 3 6 � 8 g .�611 �� 25 �� 610 611 � 37 ( i ` 2 b'oe �609 11 �q 608 609 �� 23 26 . 608 60�b 608 6� .. .. .... . 607 �. GO(. ... ... . 3 � .. 607 -: � p 15 605 607 22 27 605 : � 6l�;4 ., 39 ,: ° Cl�arwater �� " � Clearwater Basin � Parcel Boundary � Drainage & Utility Easement ' Bldg Footprint W E Prepared by: - � EngineeringDepartment Item # 9 Geogrephic Technology Division S 100 S. Myrtle Ave, Clearwater, FL 33756 Ph: (72�562-4750, Fax: (727)526-4755 Map Gen By: CD Reviewed By: EB Date: 03/07/2011 Grid #: 277B S-T-R: 09-29-15 Scale: N.T.S. www. MyC learwater. com City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Approve the final plat for Arbor Shoreline, whose physical address is 19321 U.S. Highway 19, located on the East side of U.S. 19 and just north of the intersection of Harn Boulevard and U.S. Highway 19. (consent) SUMMARY: This plat will assemble 3 un-platted parcels and create 3 lots consisting of 23.894 acres. This property is currently an office park with multiple buildings and the use will remain the same. The property is within the city limits of Clearwater and the current zoning is O(Office) and OSR (Open Space / Recreational). The proposed project was approved by the Development Review Committee on February 3, 2011. Review Approval: Cover Memo Item # 10 � Clearwater U Prepared by: Engineering Department Geographic Technology Division 100 S. Myrtle Ave, Clearwater, FL 33756 Ph:(727)562-4750, Fax:(727)526-4755 www. MyC learwater. com Arbor Shoreline Plat W E S Map Gen By: CRM Reviewed By: TM Date: 03/03/2011 Grid #: 310A S-T-R: 20-29s-16e em Sca�e��. N.T.S. 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(consent) SUMMARY: The Environmental Division sought proposals (RFP 11-11 and RFP 12-11) for the continued maintenance of city lakes, ponds and mitigation sites (Stormwater Facilities). These Stormwater Facilities include Kapok, Glen Oaks, Lake Bellevue and Alligator Lake, along with a variety of lakes and ponds on other city owned properties. The proposals were evaluated by a committee comprised of representatives from Parks and Recreation, Public Services and the Environmental Division considering technical ability, cost, experience and location of the office providing service. Contracts will be evaluated and renewed annually for up to three years. First year award will be in the amounts of $41,304.50 to DeAngelo Brothers Inc./Aquagenix and $56,361.13 to Aquatic Systems with options to renew years 2 and 3 at $36,949.50 and $56,361.13. Sufficient budget and revenue is available in Stormwater Management Operations to fund the current year contract. Future years, funding will be included in the Stormwater recommended operation budget from the Manager. Type: Operating Expenditure Current Year Budget?: Yes Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Appropriation Code 0419-01365-530300-539-000- 0000 0419-01365-530300-539-000- 0000 Review Approval: $97,665.63 $97,665.63 2010 to 2011 Amount $56,36113 $41,304.50 Budget Adjustment: Annual Operating Cost: Total Cost: Appropriation Comment None $97,665.63 Cover Memo Item # 11 Attachment number 1 Page 1 of 9 SECTION II TECHNICAL SPECIFICATIONS SCOPE OF WORK Annual contract for Clearwater Nuisance &Exotic Vegetation Control and Maintenance on City Lakes and Ponds (RFP 11-11) The project is for the purpose of controlling nuisance/exotic species in lakes and man-made ponds within the City of Clearwater jurisdiction. Management of this project shall be done in an acceptable manner so as to maintain functioning wildlife habitat as well as being visually acceptable. The program shall be an integrated program that incorporates the different treatments available for aquatic systems throughout the City for a period of one year. This may be accomplished with a combination of biological, manual, mechanical, and chemical controls with emphasis on the reduction in the use of chemicals. Maintenance of each of these properties shall be done six to twelve times a year, depending on the site, to provide for a well-balanced and natural habitat. Submission of credentials for the certified biologist(s) on staff with a minimum three years experience in their particular trade and who provide a minimum of three references relating specifically to the type of work that shall be performed for this project must be included in the bid packet. Work under this contract shall include the furnishing of all labor, material equipment, supervision, transportation and other services necessary to do the required maintenance at the designated areas as specified herein. This contract is performance based and can be renewed for a second and third year at the discretion of the City. SPECIFIC CONDITIONS L Maintain control of nuisance/exotic vegetation in and adjacent to the City owned lakes and ponds referenced in the List of Waterbodies in Table 1. Site maps are attached delineating the areas of maintenance. Brown lining (intentionally eradicating all vegetation) is prohibited. 2. The contractor shall submit a maintenance program that contains a schedule detailing work protocol that will be followed for the length of the contract within two weeks of the award of contract. Upon approval of the maintenance program by City staff, work shall commence forty- eight hours after approval. 3. Access to all sites shall be the sole responsibility of the contractor. 4. Site must be maintained with less than five percent of nuisance/exotic vegetation. Upon inspection by the City, any site(s) that the City staff deems to contain more than five percent exotic/nuisance vegetation will result in non-payment of services. 5. Contractor shall collect trash and debris in the subject treatment area and dispose of trash at each maintenance event. Proper disposal of collected trash and debris is the responsibility of the Contractor. Extraordinary amounts of debris caused by hurricanes, tornadoes, vandalism, etc., would be the responsibility of the City of Clearwater. The Contractor shall report such accumulations of debris when encountered, in a timely manner. 6. Gabion structures/retaining walls (defined as denoted gabion on the site maps) shall be sprayed for any nuisance/exotic species with the appropriate herbicide. 7. The Contractor shall be responsible for damage caused by the Contractor or his/her employees to any plant material or site feature. The Contractor shall notify the City in writing of the specific nature and cause of the damage and repair such damage at no cost to the City of Clearwater. Item # 11 Attachment number 1 Page 2 of 9 Table 1— List of Waterbodies Name Location Acreage Lakes and Ponds Lake Hobart Maple Street & Baker Avenue 1.0 Lake Hibiscus Kings Highway & Hibiscus Avenue 2.0 Crest Lake Cleveland Street & Gulf to Bay Blvd. 12.8 Terrace Lake Graham Avenue & McKinley St. 2.1 Westchester Lake Sabal Springs Drive 1.3 Lake Tangerine Lake Avenue & Lakeview Avenue 0.6 Cypress Bend Pond Cypress Bend Drive 2.6 Hampton Road Pond Hampton Road north of Gulf to Bay 0.3 Sall's Lake 2935 St. Croix (just north side) 1.7 Lake Lucille Long Street and Murray Avenue 5.5 Linn Lake Druid Road & Betty Lane 2.6 Rice Lake Belleair Road & Evergreen Street 1.7 Lake Julia Druid Road & Brookside Drive 1.1 Highland Ponds 1310 North Highland Drive 3.3 Arcturas Avenue Pond Arcturas Avenue north of Rainbow Avenue 0.8 Drew Street Pond Drew Street east of Hampton Road 0.5 Prospect Lake Prospect Ave. in downtown Clearwater 3.8 Creeks, Channels, and Ditches Byram Ditch Byram Drive & Kings Highway 1.4 Allen's Creek Nursery Road & Embassy Drive 1.3 Right-of-W ays West Drive West Drive & South Drive 0.5 Florida Power ROW Driftwood Avenue 32 Landmark Dr. Area Landmark Dr & Enterprise Rd 1.7 Waterbodies within Parks and Recreational Areas Frank Tack Park Sunset Point Road & Hercules Avenue 1.7 D.D. Davis Park Landmark Drive & Marlo Blvd. 0.8 Moccasin Lake Park End of Owens Dr, South of U. S. 590 0.8 Cooper's Bayou Park Bayshore Blvd. & San Bernadino Street 92 8. The Contractor is required to have Florida Workers' Compensation Insurance applicable to its employees, include Employers' Liability as well as submit a copy to the City of Clearwater. 9. The Contractor shall install turbidity control in the work area when performing activities that may allow sediment or debris to be discharged downstream. 10. Any purposed chemical treatment must adhere to the following best management practices: a. Follow all specific-labeling requirements. b. Copper-based chemicals are permitted with City approval prior to application. c. Drift retardant and tracing dyes shall be used on all sites at all times for inspection purposes. Item # 11 Attachment number 1 Page 3 of 9 d. When using herbicide and pesticides that may harm human and/or domestic animals, the Contractor shall notify in advance all homes affected by the treatment. e. All applicators must maintain current licenses from he Department of Agriculture and Consumer Services for the spraying of herbicides and pesticides on any City owned property and provide copies to the City. 11. The control of nuisance and exotic vegetation shall include the List of Invasive Species from the Florida Exotic Pest Plant Council with any updates to that list (to include Category I and II) and also include the following species listed in Table 2. Treatment of Hydrilla verticillata can be quoted as treatment per acre and not include in the quote for each site. Table 2 — Additional Species Species Common Name Lemna minor Duckweed Spirodela polyrhiza Giant duckweed Wolffia spp. Water meal Wolffiella floridana Bog mat 12. All aquatic system maintenance including treatment of depositional areas, spraying of adjacent transitional areas, and removal of trash and debris shall be completed during each maintenance event, with the City being notified with a weekly report of completion by email/mail for inspection. Failure to notify the City for a completed work will result in non-payment of services. Some sites may quality for exemption upon prior authorization by the City. 13. Upon receiving notification from the Contractor, the City shall inspect the serviced location within 48 hours following the next business day. If, upon inspection, the work specified has not been completed, the City shall contact the Contractor to indicate the necessary corrective measures. The Contractor will be given 48 hours from this notification to make appropriate corrections. If the work has been completed successfully then the City will pay for services invoiced. 14. The Contractor shall maintain individual monthly maintenance reports which shall include: location treated, type of waterbody treatment, amount of chemical use, immediate adjacent transitional treatment, mechanical equipment used, plant species controlled, ambient weather condition, mention any trash removed from waterbody, and any relevant information concerning the program, such as recommended actions to be taken. 15. Two copies of the monthly maintenance reports and treatments schedule for the following month shall be submitted along with the monthly invoice to the City. 16. Contractor shall provide three copies of an annual report (December — November) in tabular form, with photographic documentation of before and after, summarizing all activities and proposing a list of recommendations to be implemented in the following months and years. This report is due annually on December 1. 17. All employees of the Contractor shall be considered to be at all times the sole employees of the Contractor under his/her sole direction and not an employee or agent of the City. The Contractor Item # 11 Attachment number 1 Page 4 of 9 shall supply a list of employee's credentials and will be required to complete all maintenance work with direct employees of the company. The Contractor shall supply competent and physically capable employees and the City may require the Contractor to remove an employee if deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on City property is not in the best interest of the City. 18. The City reserves the right to add/delete a location, area, and frequency of sites from the Contract upon written notice. Payment for additional sites will be based on contractor's site assessment and quote, with approval by the City. 19. Frequency of spraying/mechanical maintenance shall be done at a minimum of contract requirements per year, per site. 20. The method of payment will be per site per month. Invoices must be submitting itemizing cost per site on a monthly basis. Payments will be disbursed monthly for this project. SITE SPECIFIC INSTRUCTIONS The Clearwater Nuisance & Exotic Vegetation Control and Maintenance on City Lake and Ponds includes twenty-five (26) sites throughout the City. A list of these sites and treatment frequency are presented in Table 3. Lakes and Ponds Sixteen (17) lakes and ponds are part ofthe control and maintenance contract. Based on past experiences, seven (7) sites require treatment every month. The remaining ten (10) sites require a monthly drive-by site assessment to determine the necessary of treatment. These ten sites should be treated a minimum of six times a year depending on the need for vegetation control. Highland Ponds is a new treatment site and will require an initial treatment. Creeks, Channels, and Ditches The two (2) linear waterways included in this contract, Byram ditch and Allen's Creek, require control and maintenance every month. Right-of-Ways Three (3) areas in or near the right-of-way (ROW) require control and maintenance. West Drive requires a monthly drive-by site assessment to determine the necessity of treatment. This site should be treated a minimum of six times a year depending on the need for vegetation control. The Florida Power ROW and the Landmark Drive Area should be treated monthly. Landmark Drive Area is composed of a stormwater treatment pond, a mitigation area, and an undeveloped area of native vegetation area adjacent to Mullet Creek. All areas are to be maintained to control exotic and nuisance species. Parks and Recreation Areas Four park and recreation areas are included in the control and maintenance contract. Frank Tack Park and D.D. Davis Park require a monthly drive-by site assessment to determine the necessity of treatment. These sites should be treated a minimum of six times a year depending on the need for vegetation control. The remaining two parks should be treated monthly. Item # 11 Table 3 — Treatment Frequency Name Acreage Treatment Frequency Lakes and Ponds Lake Hobart 1.0 6�year Lake Hibiscus 2.0 6�year Crest Lake 12.8 6�year Terrace Lake 2.1 6�year Westchester Lake 1.3 6�year Lake Tangerine 0.6 6�year Cypress Bend Pond 2.6 6�year Hampton Road Pond 0.3 6�year Sall's Lake 1.7 6�year Lake Lucille 5.5 6�year Linn Lake 2.6 l�month Rice Lake 1.7 l�month Lake Julia 1.1 l�month Highland Ponds 3.3 l�month Arcturas Avenue Pond 0.8 l�month Drew Street Pond 0.5 l�month Prospect Lake 3.8 l�month Creeks, Channels, and Ditches Byram Ditch 1.4 l�month Allen's Creek 1.3 l�month Right-of-Ways West Drive 0.5 6�year Florida Power ROW 32 l�month Landmark Dr. Area 1.7 l�month Waterbodies within Parks and Recreational Areas Frank Tack Park 1.7 6�year D.D. Davis Park 0.8 6�year Moccasin Lake Park 0.8 l�month Cooper's Bayou Park 92 l�month Attachment number 1 Page 5 of 9 Item # 11 Attachment number 1 Page 6 of 9 SECTION II TECHNICAL SPECIFICATIONS SCOPE OF WORK Annual contract for Clearwater Mitigation Site and Wetland Maintenance (RFP 12-11) The project is for the purpose of manual removal of nuisance and exotic species and selective application of herbicide on mitigation and wetland sites. Management of this project shall be done in an acceptable manner so as to maintain functioning wildlife habitat as well as being visually acceptable. Maintenance of each of these properties shall be twelve to twenty-four times a year, depending on the site, to provide for a well-balanced and natural habitat. Submission of credentials for the certified biologist(s) on staff with a minimum three years experience in their particular trade and who provide a minimum of three references relating specifically to the type of work that shall be performed for this project must be included in the bid packet. Work under this contract shall include the furnishing of all labor, material equipment, supervision, transportation and other services necessary to do the required maintenance at the designated areas as specified herein. This contract is performance based and can be renewed for a second and third year at the discretion of the City. SPECIFIC CONDITIONS L Maintain control of nuisance/exotic vegetation in and adjacent to the City owned lakes and ponds referenced in the List of Waterbodies in Table 1. Site maps are attached delineating the areas of maintenance. Brown lining (intentionally eradicating all vegetation) is prohibited. Table 1— List of Waterbodies Name Location Acreage Waterbodies within Parks and Recreational Areas Cliff Stephen's Park Fairwood Avenue 16.9 Allen's Creek Park Hercules Avenue & Lakeview Avenue 16.5 Cooper's Bayou Mitigation Bayshore Blvd. & San Bernadino Street 92 Lake Cl�autauqua Park Landmark Dr & Lake Cl�autauqua Park 42 Lake Cl�autauqua South 2190 Soule Road 1.3 Environmental/Stormwater Monitoring Facilities Glen Oaks Park 1308 & 1345 Gulf to Bay Blvd 11.6 Lake Bellevue Greenwood Avenue & Lakeview Avenue 30.4 Alligator Lake 1125 McMullen Booth Road 5.9 Kapok Park 2950 Glen Oaks Ave. North 12.7 2. The contractor shall submit a maintenance program that contains a schedule detailing work protocol that will be followed for the length of the contract within two weeks of the award of contract. Upon approval of the maintenance program by City staff, work shall commence forty- eight hours after approval. 3. Access to all sites shall be the sole responsibility of the contractor. Item # 11 Attachment number 1 Page 7 of 9 4. Site must be maintained with less than five percent of nuisance/exotic vegetation. Upon inspection by the City, any site(s) that the City staff deems to contain more than five percent exotic/nuisance vegetation will result in non-payment of services. 5. Contractor shall collect trash and debris in the subject treatment area and dispose of trash at each maintenance event. Proper disposal of collected trash and debris is the responsibility of the Contractor. Extraordinary amounts of debris caused by hurricanes, tornadoes, vandalism, etc., would be the responsibility of the City of Clearwater. The Contractor shall report such accumulations of debris when encountered, in a timely manner. 6. Gabion structures/retaining walls (defined as denoted gabion on the site maps) shall be sprayed for any nuisance/exotic species with the appropriate herbicide. 7. The Contractor shall be responsible for damage caused by the Contractor or his/her employees to any plant material or site feature. The Contractor shall notify the City in writing of the specific nature and cause of the damage and repair such damage at no cost to the City of Clearwater. 8. The Contractor is required to have Florida Workers' Compensation Insurance applicable to its employees, include Employers' Liability as well as submit a copy to the City of Clearwater. 9. The Contractor shall install turbidity control in the work area when performing activities that may allow sediment or debris to be discharged downstream. 10. Any purposed chemical treatment must adhere to the following best management practices: a. Follow all specific-labeling requirements. b. Copper-based chemicals are permitted with City approval prior to application. c. Drift retardant and tracing dyes shall be used on all sites at all times for inspection purposes. d. When using herbicide and pesticides that may harm human and/or domestic animals, the Contractor shall notify in advance all homes affected by the treatment. e. All applicators must maintain current licenses from he Department of Agriculture and Consumer Services for the spraying of herbicides and pesticides on any City owned property and provide copies to the City. 11. The control of nuisance and exotic vegetation shall include the List of Invasive Species from the Florida Exotic Pest Plant Council with any updates to that list (to include Category I and II) and also include the following species listed in Table 2. Treatment of Hydrilla verticillata can be quoted as treatment per acre and not included in the quote for each site. 12. All aquatic system maintenance including treatment of depositional areas, spraying of adjacent transitional areas, and removal of trash and debris shall be completed during each maintenance event, with the City being notified with a weekly report of completion by email/mail for inspection. Failure to notify the City for a completed work will result in non-payment of services. Some sites may quality for exemption upon prior authorization by the City. 13. Upon receiving notification from the Contractor, the City shall inspect the serviced location within 48 hours following the next business day. If, upon inspection, the work specified has not been completed, the City shall contact the Contractor to indicate the necessary corrective measures. The Contractor will be given 48 hours from this notification to make appropriate corrections. If the work has been completed successfully then the City will pay for services invoiced. Item # 11 Attachment number 1 Page 8 of 9 Table 2 — Additional Species Species Common Name Lemna minor Duckweed Spirodela polyrhiza Giant duckweed Wolffia spp. Water meal Wolffiella floridana Bog mat 14. The Contractor shall maintain individual monthly maintenance reports which shall include: location treated, type of waterbody treatment, amount of chemical use, immediate adjacent transitional treatment, mechanical equipment used, plant species controlled, ambient weather condition, mention any trash removed from waterbody, and any relevant information concerning the program, such as recommended actions to be taken. 15. Two copies of the monthly maintenance reports and treatments schedule for the following month shall be submitted along with the monthly invoice to the City. 16. Contractor shall provide three copies of an annual report (December-November) in tabular form, with photographic documentation of before and after, summarizing all activities and proposing a list of recommendations to be implemented in the following months and years. This report is due annually on December 1. 17. All employees of the Contractor shall be considered to be at all times the sole employees of the Contractor under his/her sole direction and not an employee or agent of the City. The Contractor shall supply a list of employee's credentials and will be required to complete all maintenance work with direct employees of the company. The Contractor shall supply competent and physically capable employees and the City may require the Contractor to remove an employee if deems careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on City property is not in the best interest of the City. 18. The City reserves the right to add/delete a location, area, and frequency of sites from the Contract upon written notice. Payment for additional sites will be based on contractor's site assessment and quote, with approval by the City. 19. Frequency of spraying/mechanical maintenance shall be done at a minimum of contract requirements per year, per site. 20. The method of payment will be per site per month. Invoices must be submitting itemizing cost per site on a monthly basis. Payments will be disbursed monthly for this project. SITE SPECIFIC INSTRUCTIONS The Clearwater Mitigation Site and Wetland Maintenance contract includes nine (9) sites throughout the City. A list of these sites and treatment frequency are presented in Table 3. Parks and Recreation Areas Five (5) park and recreation areas are included in the control and maintenance; all sites require monthly maintenance. Allen's Creek Park requires the maintenance of an eastern upland area of native vegetation, approximately 5.1 acres. Lake Chautauqua South includes management of the upland pine forest south of the lake, in addition to the edge of the lake. Item # 11 Attachment number 1 Page 9 of 9 Table 3 — Treatment Frequency Name Acreage Treatment Frequency Waterbodies within Parks and Recreational Areas Cliff Stephen's Park 16.9 l�month Allen's Creek Park 16.5 l�month Cooper's Bayou Mitigation 92 l�month Lake Chautauqua Park 42 l�month Lake Chantauqua South 1.3 l�month EnvironmentaUStormwater Monitoring Facilities Glen Oaks Park 11.6 2�month Lake Bellevue 30.4 l�month Alligator Lake 5.9 l�month Kapok Park 12.7 2�month Environmental/Stormwater Monitoring Facilities Four (4) environmental/stormwater monitoring facilities are included in the contract. Maintenance events shall include manual removal of nuisance and exotic species and selective application of herbicide. In addition to the monthly maintenance reports, a detailed letter for all four sites shall be submitted which documents current site conditions, describes maintenance activities conducted; and recommends future actions. Glen Oaks Park and Kapok Park will require more detailed maintenance twice a month. These sites may require replanting of aquatic vegetation, with a combination of the following species listed in Table 4. Species Pontederia lancifolia Spartina bakeri Saururus cernuus Sagittaria latifolia Nymphaea odorata Scirpus calidus Table 4 — Planted Common Name Pickerelweed Cordgrass Lizard's tail Arrowhead Water lily Soft stem bulrush Item # 11 � � � � � � Attachment number 2 Page 1 of 2 c*''.a �,: ,•„�„ M O O O O O O O O ;� � N O O O N v'� O � M N v'� N O �O � � M CO ' ��. � O� N N N V� N O � ��„Z O�� V� N �O � V� M N N N ri V� M O O� N � CO ��. �� O � v'� �O l� v'� v'� �--i M ��.. � � � � N � CO � � � ��.i � 69 69 69 69 69 69 69 6�4 69 M � M CO M 01 � �O M �O 01 O � � �O M �O M V� �O M � � � 9) � .. 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E�? � E�? b�4 E�? � �' � yC .� � r'� � �C U � >C '+, �" �, `�' � � � � � � p � � � W a Q � � � � t�„ � �, a� �. � �� '� � � � � .� V � � � � 'C a' � � � � ,� � � � c� y � O � �w � �7 �� z w� A�It m#�11 !� !� 1 N � � � � Attachment number 2 Page 2 of 2 � �''. � M � O �O � O O l� � �� S"" M O� O� v'� � r-i r-i � O Q ��.. 60 M N O� O � �O l � '� O O M � O � CO 01 l� � N �--� M y� � N N N N n M N � � � � � � � � � � c�i � O �O � �O � � M �O � N H :w � �r ,� �n ,� cv o �n c� r,., � � � � � � � � � � etS � b!i �", �! � �; � � � �; � r ,� �o o c� � � � o � � � � � � � � � `�3 .� � � � � x �� .Q �� 60 O M O O O � � M .. �. � � � � � � � � � � �S � ; S, � :r'� l� N �O �--� �--� � �O O � :�" �--I � � � � � � Sr Q � � fi" � � � � � v �� M O O � O � � v'� O � sQ, .� � � �--i o0 O N `O � � l� O Q�,' � z� �--i O� M v'� "'' � 0�0 `O O � r-� (°} �' � M � O �O � 01 M oo \O U S. 3°,�''^-a �O o0 O� 00 O� � � M O �' � e�'.'�i 1n 01 01 01 l� � N 00 M '� G� °� "a � b9 Cf? Cf? Cf? Cf? � � Cf? Cf? �+ ;. M� tC '� � '. �' �'�.:..... � � � bA U � � � � � � � � � � � � W a � �, � � � �� d � � O � � � � � � � U � ' � � � � � . V s.V. � � � ,� 'C � O s.. p �� +� p� � p O C� � (� C� S-i ,� � C� (� N S-i � �w � �7 �� z w� Q�It m#�11 � �� N j . � � �� , O N � � �; � , W � � N �� ' N rb7 � w � � � �� Q �� ` w ... J . . .. � � . � � � � . U � � � . .. ��. . . . O � ��,'`; � � � � i 7 �� r °� ': ;�� N N \� � °h� � P � � �, �d N ' � � _m� � � m �� L � M L �� < < � � a a ¢ � � �'. g � � - F � �' � ' � . _. ... ... � ... �`� � � � g � � � �l "� � � � � m m m � � � � __ ��; — _ - , r � �_ _ _ ��z. - .... � �, � � � �� M e M < < < < � � � � � � � � � � o , m ... _ ... .. . . .... � ' ' m m m m m m ,, o _ � M e M m m m m _ � _ � � � o m � � � � � � m m , m � � M . . -_ _ , . .. : ...- __ : . :- < < M o < < < < a ...q_ .. . F3 g � ,.;Y3 , � � F.� ,,,, � ,, ..RI RI . , � � A �.. M.... � �,,,. ', � . ,,, .. � � , . ' ',, ,,. � . . . . . . . . .. , ,,. " \ _ - _ . . - - �� -- . . -.- I r m m m m m m m m m N m m . _ "' t9 . � p � � RI � � � . F3 �R � Y3 '. . "� F' I � I � � � � W � '� . . . . __. . , . __ � ..... ��, - . . ,,. - . _._ ..._ - � � �.� A� . Kl , t9 ',, � F Q...� , � ,, . � . ,, � � . . � .. � � ... .. . . . . � . �� ... J i �.. . : , . . � . U, ' �� , , , � � � F F � � � Z \, _ —� � � � � � � �a � � " � � r� n �� '� , � � F � � � � � ';. , , � �� ' � � � _ < < < m < < < < � '� , � � � � � M �` , _- �. -- 1 , m m m m m m m m'�! m m � � h � M � � � F � � :� �: � a a a a a a W � � , � � �' � ......... ......, .....,, ......... ......... J W m � � � ._ � C� L .. � 1..� � � i (� (� (� � ............... � � � � � � N � � �� `� � �U � ca � � c},a > _. � � a� N, � � � a� ..................... � � �; � Attachment number 5 Page 1 of 3 CONTRACT This CONTRACT made and entered into this day of , 2011 by and between the City of Clearwater, Florida, a municipal corporation, hereinafter designated as the "City", and DeAngelo Brothers Inc, / Aquagenix of the City of Tampa, County of Hillsborough and State of Florida, hereinafter designated as the "Contractor". WITNESSETH: That the parties to this contract each in consideration of the undertakings, promises and agreements on the part of the other herein contained, do hereby undertake, promise and agree as follows: The Contractor, and his or its successors, assigns, executors or administrators, in consideration of the sums of money as herein after set forth to be paid by the City and to the Contractor, shall and will at their own cost and expense perform all labor, furnish all materials, tools and equipment for the following: Nuisance & Exotic Vegetation Control and Maintenance on City Lakes, Ponds, as defined in RFP 11-11 in the amount of $41,304.50 In accordance with such proposal and technical supplemental specifications and such other special provisions and drawings, if any, which will be submitted by the City, together with any advertisement, instructions to bidders, general conditions, proposal and bond, which may be hereto attached, and any drawings if any, which may be herein referred to, are hereby made a part of this contract, and all of said work to be performed and completed by the contractor and its successors and assigns shall be fully completed in a good and workmanlike manner to the satisfaction of the City. If the Contractor should fail to comply with any of the terms, conditions, provisions or stipulations as contained herein within the time specified for completion of the work to be performed by the Contractor, then the City, may at its option, avail itself of any or all remedies provided on its behalf and shall have the right to proceed to complete such work as Contractor is obligated to perform in accordance with the provisions as contained herein. THE CONTRACTOR AND HIS OR ITS SUCCESSORS AND ASSIGNS DOES HEREBY AGREE TO ASSUME THE DEFENSE OF ANY LEGAL ACTION WHICH MAY BE BROUGHT AGAINST THE CITY AS A RESULT OF THE CONTRACTOR'S ACTIVITIES ARISING OUT OF THIS CONTRACT AND FURTHERMORE, IN CONSIDERATION OF THE TERMS, STIPULATIONS AND CONDITIONS AS CONTAINED HEREIN, AGREES TO HOLD THE CITY FREE AND HARMLESS FROM ANY AND ALL CLAIMS FOR DAMAGES, COSTS OF SUITS, JUDGMENTS OR DECREES RESULTING FROM ANY CLAIMS MADE UNDER THIS CONTRACT AGAINST THE CITY OR THE CONTRACTOR OR THE CONTRACTOR'S SUB-CONTRACTORS, AGENTS, SERVANTS OR EMPLOYEES RESULTING FROM ACTIVITIES BY THE AFOREMENTIONED CONTRACTOR, SUB-CONTRACTOR, AGENT SERVANTS OR EMPLOYEES. PDFConvert14325.1.contractRFP11_ll[1].doc Page 1 Revi��1�1�9%�19 Attachment number 5 Page 2 of 3 CONTRACT (2) In addition to the foregoing provisions, the Contractor agrees to conform to the following requirements: In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any employee or applicant for employment because of race, sex, religion, color, or national origin. The aforesaid provision shall include, but not be limited to, the following: employment, upgrading demotion, or transfer; recruitment or recruitment advertising; lay-off or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship. The Contractor agrees to post hereafter in conspicuous places, available for employees or applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the non-discrimination clause. The Contractor further agrees to insert the foregoing provisions in all contracts hereunder, including contracts or agreements with labor unions and/or worker's representatives, except sub-contractors for standard commercial supplies or raw materials. It is mutually agreed between the parties hereto that time is of the essence of this contract, and in the event that the work to be performed by the Contractor is not completed within the time stipulated herein, it is then further agreed that the City may deduct from such sums or compensation as may be due to the Contractor the sum of $1,000.00 per dav for each day that the work to be performed by the Contractor remains incomplete beyond the time limit specified herein, which sum of $1,000.00 per d� shall only and solely represent damages which the City has sustained by reason of the failure of the Contractor to complete the work within the time stipulated, it being further agreed that this sum is not to be construed as a penalty but is only to be construed as liquidated damages for failure of the Contractor to complete and perform all work within the time period as specified in this contract. It is further mutually agreed between the City and the Contractor that if, any time after the execution of this contract and the surety bond which is attached hereto for the faithful performance of the terms and conditions as contained herein by the Contractor, that the City shall at any time deem the surety or sureties upon such performance bond to be unsatisfactory or if, for any reason, the said bond ceases to be adequate in amount to cover the performance of the work the Contractor shall, at his or its own expense, within ten (10) days after receipt of written notice from the City to do so, furnish an additional bond or bonds in such term and amounts and with such surety or sureties as shall be satisfactory to the City. If such an event occurs, no further payment shall be made to the Contractor under the terms and provisions of this contract until such new or additional security bond guaranteeing the faithful performance of the work under the terms hereof shall be completed and furnished to the City in a form satisfactory to it. PDFConvert14325.1.contractRFP11_ll[1].doc Page2 Revi��1�1�9%�19 Attachment number 5 Page 3 of 3 CONTRACT (3) IN WITNESS WHEREOF, the parties to the agreement have hereunto set their hands and seals and have executed this Agreement, in duplicate, the day and year first above written. CITY OF CLEARWATER IN PINELLAS COUNTY, FLORIDA By: William B. Horne, II City Manager Countersigned: : Frank Hibbard, Mayor-Councilmember (Contractor must indicate whether Corporation, Partnership, Company or Individual.) (The person signing shall, in his own handwriting, sign the Principal's name, his own name, and his title; where the person is signing for a Corporation, he must, by Affidavit, show his authority to bind the Corporation). (Seal) Attest: Rosemarie Call, City Clerk Approved as to form: Leslie Dougall-Sides Assistant City Attorney DeAngelo Brothers/Aquagenix (Contractor) By. (SEAL� PDFConvert14325.1.contractRFP11_ll[1].doc Page3 Revi��1�1�9%�19 Attachment number 6 Page 1 of 3 CONTRACT This CONTRACT made and entered into this day of , 2011 by and between the City of Clearwater, Florida, a municipal corporation, hereinafter designated as the "City", and Aquatic Systems of the City of St. Petersburg, County of Pinellas and State of Florida, hereinafter designated as the "Contractor". WITNESSETH: That the parties to this contract each in consideration of the undertakings, promises and agreements on the part of the other herein contained, do hereby undertake, promise and agree as follows: The Contractor, and his or its successors, assigns, executors or administrators, in consideration of the sums of money as herein after set forth to be paid by the City and to the Contractor, shall and will at their own cost and expense perform all labor, furnish all materials, tools and equipment for the following: Clearwater Mitigation Site and Wetland Maintenance, as defined in RFP 12-11 in the amount of $56,361.13 In accordance with such proposal and technical supplemental specifications and such other special provisions and drawings, if any, which will be submitted by the City, together with any advertisement, instructions to bidders, general conditions, proposal and bond, which may be hereto attached, and any drawings if any, which may be herein referred to, are hereby made a part of this contract, and all of said work to be performed and completed by the contractor and its successors and assigns shall be fully completed in a good and workmanlike manner to the satisfaction of the City. If the Contractor should fail to comply with any of the terms, conditions, provisions or stipulations as contained herein within the time specified for completion of the work to be performed by the Contractor, then the City, may at its option, avail itself of any or all remedies provided on its behalf and shall have the right to proceed to complete such work as Contractor is obligated to perform in accordance with the provisions as contained herein. THE CONTRACTOR AND HIS OR ITS SUCCESSORS AND ASSIGNS DOES HEREBY AGREE TO ASSUME THE DEFENSE OF ANY LEGAL ACTION WHICH MAY BE BROUGHT AGAINST THE CITY AS A RESULT OF THE CONTRACTOR'S ACTIVITIES ARISING OUT OF THIS CONTRACT AND FURTHERMORE, IN CONSIDERATION OF THE TERMS, STIPULATIONS AND CONDITIONS AS CONTAINED HEREIN, AGREES TO HOLD THE CITY FREE AND HARMLESS FROM ANY AND ALL CLAIMS FOR DAMAGES, COSTS OF SUITS, JUDGMENTS OR DECREES RESULTING FROM ANY CLAIMS MADE UNDER THIS CONTRACT AGAINST THE CITY OR THE CONTRACTOR OR THE CONTRACTOR'S SUB-CONTRACTORS, AGENTS, SERVANTS OR EMPLOYEES RESULTING FROM ACTIVITIES BY THE AFOREMENTIONED CONTRACTOR, SUB-CONTRACTOR, AGENT SERVANTS OR EMPLOYEES. PDFConvert14326.1.contractRFP12_ll[1].doc Page 1 Revi��1�1�9%�19 Attachment number 6 Page 2 of 3 CONTRACT (2) In addition to the foregoing provisions, the Contractor agrees to conform to the following requirements: In connection with the performance of work under this contract, the Contractor agrees not to discriminate against any employee or applicant for employment because of race, sex, religion, color, or national origin. The aforesaid provision shall include, but not be limited to, the following: employment, upgrading demotion, or transfer; recruitment or recruitment advertising; lay-off or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship. The Contractor agrees to post hereafter in conspicuous places, available for employees or applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the non-discrimination clause. The Contractor further agrees to insert the foregoing provisions in all contracts hereunder, including contracts or agreements with labor unions and/or worker's representatives, except sub-contractors for standard commercial supplies or raw materials. It is mutually agreed between the parties hereto that time is of the essence of this contract, and in the event that the work to be performed by the Contractor is not completed within the time stipulated herein, it is then further agreed that the City may deduct from such sums or compensation as may be due to the Contractor the sum of $1,000.00 per dav for each day that the work to be performed by the Contractor remains incomplete beyond the time limit specified herein, which sum of $1,000.00 per d� shall only and solely represent damages which the City has sustained by reason of the failure of the Contractor to complete the work within the time stipulated, it being further agreed that this sum is not to be construed as a penalty but is only to be construed as liquidated damages for failure of the Contractor to complete and perform all work within the time period as specified in this contract. It is further mutually agreed between the City and the Contractor that if, any time after the execution of this contract and the surety bond which is attached hereto for the faithful performance of the terms and conditions as contained herein by the Contractor, that the City shall at any time deem the surety or sureties upon such performance bond to be unsatisfactory or if, for any reason, the said bond ceases to be adequate in amount to cover the performance of the work the Contractor shall, at his or its own expense, within ten (10) days after receipt of written notice from the City to do so, furnish an additional bond or bonds in such term and amounts and with such surety or sureties as shall be satisfactory to the City. If such an event occurs, no further payment shall be made to the Contractor under the terms and provisions of this contract until such new or additional security bond guaranteeing the faithful performance of the work under the terms hereof shall be completed and furnished to the City in a form satisfactory to it. PDFConvert14326.1.contractRFP12_ll[1].doc Page2 Revi��1�1�9%�19 Attachment number 6 Page 3 of 3 CONTRACT (3) IN WITNESS WHEREOF, the parties to the agreement have hereunto set their hands and seals and have executed this Agreement, in duplicate, the day and year first above written. CITY OF CLEARWATER IN PINELLAS COUNTY, FLORIDA By: William B. Horne, II City Manager Countersigned: : Frank Hibbard, Mayor-Councilmember (Contractor must indicate whether Corporation, Partnership, Company or Individual.) (The person signing shall, in his own handwriting, sign the Principal's name, his own name, and his title; where the person is signing for a Corporation, he must, by Affidavit, show his authority to bind the Corporation). (Seal) Attest: Rosemarie Call, City Clerk Approved as to form: Leslie Dougall-Sides Assistant City Attorney Aquatic Systems (Contractor) By. (SEAL� PDFConvert14326.1.contractRFP12_ll[1].doc Page3 Revi��1�1�9%�19 City Council Agenda Council Chambers - City Hall Meeting Date:4/20/2011 SUBJECT / RECOMMENDATION: Approve a settlement agreement settling the case of Tampa Bay ADA, Inc. v. City of Clearwater, Case: 8:05-1786-T-27TGW. (consent) SUMMARY: This suit arises from allegations that the City owns and maintains certain streets, sidewalks, walkways, and curbs that are alleged to violate the provisions of the Americans with Disabilities Act and related statutes and the regulations promulgated thereunder. Although the City has denied liability, the parties have engaged in settlement negotiations over the past several months in an effort to address the plaintiffs' concern over the alleged lack of access over some streets, sidewalks, walkways, and curbs and have arrived at an agreement that addresses those concerns. The agreement provides for the remediation of streets, sidewalks, walkways and curbs in several areas of the City. These areas are described in the agreement and exhibits attached to the agreement. The cost of remediation will be borne by a portion of the general streets and sidewalk annual budgets. The plaintiffs are not entitled to damages but are entitled to attorney fees and costs, which will be determined by the court. The proposed settlement agreement, which is subject to approval by the City Council, also provides that plaintiffs' will deliver to the City a release of all claims subject only to performance of the terms of the agreement. Bid Required?: No Bid Number: Other Bid / Contract: Bid Exceptions: None Review Approval: Cover Memo Item # 12 UNITED STATES DISTRICT COURT MIDDLE DISTRICT OF FLORIDA Case No. 8:05-CV-1786-T-27TGW TAMPA BAY ADA, INC., a not-for-profit corporation, GARY LEE M. BELHUMEUR, LAURA V. EASTMAN, KEV1N LAFLAM, VIVIAN PETERS, and JACQUELINE SHEARON, Plaintiffs, v. THE CITY OF CLEARWATER, a municipal corporation, Defendant. / SETTLEMENT AGREEMENT Attachment number 1 Page 1 of 34 The Plaintiffs, Tampa Bay Americans With Disabilities Association, Inc., Gary Lee M. Belhumeur, Laura V. Eastman, Kevin LaFlam, Vivian Peters, and Jacqueline Shearon, and the Defendant City of Clearwater (hereafter "Parties to this Agreement"), by and through their undersigned counsel, hereby enter into the following Settlement Agreement, subject to Court approval. I. RECITALS WHEREAS, on September 23, 2005, in the United States District Court for the Middle District of Florida, Tampa Division, the Plaintiffs commenced a lawsuit captioned Tampa Bay Ame�icans With Disabilities Association, Inc. v. the City of Clea�wate�, Case No. 8:05-CV-1786- T-27TGW, against Defendant City of Clearwater premised on Clearwater's ownership and/or maintenance of streets, roads, highways, pedestrian walkways and curbs throughout the City of Clearwater; and Item # 12 Attachment number 1 Page 2 of 34 WHEREAS, the Plaintiffs are a local disability advocacy group called Tampa Bay Americans With Disabilities Association, Inc. ("TBADA") and five (5) individuals with disabilities, Gary Lee M. Belhumeur, Laura V. Eastman, Kevin LaFlam, Vivian Peters, and Jacqueline Shearon, who are each members in good standing of TBADA; WHEREAS, the Plaintiffs' Complaint alleges that they have been denied full and equal access to the goods, services, programs, facilities, privileges, advantages, or accommodations of the streets, pedestrian walkways, and curbs owned and/or maintained by the Defendant City of Clearwater; and WHEREAS, Plaintiffs' Complaint seeks injunctive and other relief, such as barrier removal or other modifications, under Title II of the Americans With Disabilities Act ("ADA"), 42 U.S.C. §§ 12131 et seq., and § 504 of the Rehabilitation Act ("Rehab Act"), 29 U.S.C. §§ 701 et seq., for the assertive purpose of bringing the City of Clearwater into compliance with accessibility requirements under those statutes; and WHEREAS, Defendant City of Clearwater has denied any and all liability to the Plaintiffs and has denied that it has violated any laws — federal, state, or local — pertaining to access or discrimination against disabled persons; and WHEREAS, the Parties have entered into good faith settlement negotiations and have agreed to settle this action in order to avoid further expense, time, effort and uncertainty in regard to this litigation. NOW, THEREFORE, in consideration of the promises, waivers, releases and agreements set forth in this Settlement Agreement, the Parties to this Agreement hereby agree that the foregoing recitals are incorporated in and made a part of this Settlement Agreement by reference, and further agree as follows: -2- Item # 12 Attachment number 1 Page 3 of 34 II. GENERAL PROVISIONS A. Definitions L "ADA" refers to the Americans With Disabilities Act, as codified in 42 U.S.C. §§ 12131 et seq., in effect as of the date of this Settlement Agreement, and specifically Title II of that Act, applicable to public entities. 2. "Rehab Act" refers to the Rehabilitation Act of 1974, as codified in 29 U.S.C. §§ 701, et seq., and particularly § 504 of that Act. 3. "Plaintiffs" refers to Tampa Bay Americans With Disabilities Association, Inc., a Florida not-for-profit corporation, Gary Lee M. Belhumeur, Laura V. Eastman, Kevin LaFlam, Vivian Peters, and Jacqueline Shearon, on their own behalf and on behalf of others similarly- situated. 4. "Defendant" or "Settling Defendant" refers to the City of Clearwater, a municipal corporatlon. 5. "Settlement Agreement" or "Agreement" refers to this document including all attached exhibits incorporated and referenced herein. 6. "Parties to this Agreement" refers to the Plaintiffs and the Settling Defendant City of Clearwater. 7. `Bxpert," `Bxperts," or "Designated Experts" refers to individuals designated by either the Plaintiffs or Defendant City of Clearwater pursuant to the provisions of this Settlement Agreement in connection with the formulation and implementation of various modification plans. 8. "Zone" refers to a particularly defined geographical area or group of streets, roads and/or highways which Defendant City of Clearwater agrees to review, inspect and modify consistent with this Agreement. -3- Item # 12 Attachment number 1 Page 4 of 34 B. Conditions This Settlement Agreement will be conditioned on and effective only upon the occurrence of the following events: 1. Approval by the Court of this Settlement Agreement; 2. Approval by Defendant City of Clearwater's governing bodies; and 3. Voluntary Dismissal of this case with prejudice by Plaintiffs. C. Non-admission/Non-determination 1. By agreeing to and voluntarily entering into this Settlement Agreement, there is no admission or concession, express or implied, that Defendant City of Clearwater has in any way violated the ADA, the Rehab Act, or any other federal, state, or local law, regulation, ordinance, administrative order, or rule. This Settlement Agreement does not contain and will not be interpreted as containing any such admission. 2. The Court has made no findings concerning the alleged violations of the ADA, the Rehab Act, or of any other federal, state, or local law, regulation, ordinance, administrative order, or rule. Accordingly, this Settlement Agreement, once approved by the Court, will not constitute, and will not be used in this or any case or action, as evidence of any such violation of the ADA, the Rehab Act, or any other federal, state or local law, regulation, ordinance, administrative order or rule. D. Selection of Experts 1. The Parties to this Agreement may, at their sole discretion, employ or utilize an expert or group of experts to assist them in performing any work related to this Agreement. 2. The Parties to this Agreement stipulate that any such expert employed or utilized will have professional experience in architecture and/or engineering disciplines, as well as Item # 12 � Attachment number 1 Page 5 of 34 experience applied to access requirements under Title II of the ADA and/or § 504 of the Rehab Act. E. Retention of Jurisdiction 1. The Court shall retain jurisdiction of this matter to enforce the terms of the Settlement Agreement. III. SPECIFIC PROVISIONS A. Implementation of Policies and Procedures 1. Within one hundred and eighty (180) days from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater will propose policies and procedures for persons to follow in communicating complaints or concerns regarding accessibility, as well as procedures for relevant City of Clearwater personnel to follow in receiving a complaint or concern about accessibility and addressing it. 2. Defendant City of Clearwater agrees to provide a copy of their respective proposed policies and procedures to Plaintiffs' counsel within one hundred and eighty (180) days from the date of the Court's approval of this Settlement Agreement for the sole purpose of comment and guidance. 3. Within two hundred and forty-two (240) days from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater will implement the policies and procedures proposed in ¶1 above. Contemporaneous with the implementation of such policies, Defendant will post a notice of its new policies or procedures in conspicuous and otherwise appropriate locations frequented by the public. The forms and locations shall include, without limitation, bulletin boards in buildings owned and/or maintained by the Defendant City of Clearwater and frequented by the public, in public service announcements on any television Item # 12 -5- Attachment number 1 Page 6 of 34 channels owned and maintained by Defendant and on each Defendant City of Clearwater's official website. 4. Within sixty (60) days from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater agrees to appoint a person to serve as a liaison to implement the terms of this Agreement and to interact with any committee, advisory board or task force set up to propose, implement or monitor any part of this Settlement Agreement. Furthermore, Defendant City of Clearwater, through its respective counsel, shall provide Plaintiffs' counsel with written notice designating the person who will serve as Defendant's liaison at the time that person is formally appointed. B. Specific Remediation Requirements 1. Freedom Villa�e III Zone: Within one (1) year from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater shall provide a fully accessible route connecting "Freedom Village III," located at 1167 Turner Street in Clearwater, to the following public and private amenities located in downtown Clearwater: (1) the Pinellas County Courthouse located on 315 Court Street; (2) the Publix supermarket located at 619 South Fort Harrison Avenue; (3) the Clearwater City Hall located at 112 South Osceola Avenue, and (4) the Clearwater Main Public Library located at 100 North Osceola Avenue. Because Freedom Village III is located on the south side of Turner Street, the required accessible route must run along the south side of Turner Street in the block where it connects to Freedom Village III. 2. Downtown Zone: This zone represents the greater downtown area of the City of Clearwater and is circumscribed by Drew Street to the north, Pierce Boulevard to the south and west, and East Boulevard to the east. Within three (3) years from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater shall provide two parallel fully accessible routes on both sides of the streets, roads and/or highways specifically identified in the Item # 12 � Attachment number 1 Page 7 of 34 diagram attached as Exhibit A hereto. In addition, Defendant shall ensure that there shall be full connectivity between these two parallel accessible routes, including all required and appropriate ADA-compliant curb cuts. 3. Clearwater Beach Zone: This zone includes the commercial areas of Clearwater Beach. Within five (5) years from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater shall provide a fully accessible route on either side of the streets, roads and/or highways specifically identified in the diagram attached as Exhibit B hereto. 4. East-West Corridors Zone: This zone includes the major east-west corridors within the City of Clearwater. Within seven (7) years from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater shall provide a fully accessible route on either side of the streets, roads and/or highways specifically identified in the diagram attached as Exhibit C hereto. 5. North-South Corridors Zone: This zone includes the major north-south corridors within the City of Clearwater. Within nine (9) years from the date of the Court's approval of this Settlement Agreement, Defendant City of Clearwater shall provide a fully accessible route on either side of the streets, roads and/or highways specifically identified in the diagram attached as Exhibit D hereto. 6. The Parties stipulate that Defendant City of Clearwater's responsibility to perform the alterations or modifications necessary to comply with the requirements of this Agreement set forth above in ¶¶III.B.1 through III.B.S shall include only alterations or modifications upon any road, streets, highways, pedestrian walkways or curbs owned, operated, maintained or controlled by the Defendant City of Clearwater as of the date this Agreement is fully executed by all the Parties. -7- Item # 12 Attachment number 1 Page 8 of 34 7. No later than thirty (30) days after the execution of this Agreement, Defendant City of Clearwater shall submit a written certification to Plaintiffs, signed under oath by a responsible official of the City of Clearwater with knowledge of the underlying facts, identifying with specificity those roads, streets and highways referenced by this Agreement and/or the attached exhibits as being subject to potential remedial work, see ¶¶III.B.1 through III.B.S and Exhibits A-D, which the City of Clearwater concedes it owned, operated, maintained or controlled on the date this Agreement was fully executed. 8. If Plaintiffs dispute any claim made by Defendant City of Clearwater of a lack of ownership or control or a lack of maintenance or operational responsibility over a right- of-way covered by this Agreement, Plaintiffs shall provide the Defendant with a written notification of Plaintiffs' objection to such a claim and shall explain in that notice the basis for Plaintiffs' disagreement with Defendant. This notification from Plaintiffs must be submitted to Defendant City of Clearwater within thirty (30) days from receipt of the Defendant's required certification on this issue. Otherwise, any objections by Plaintiffs to Defendant City of Clearwater's claims of lack of ownership, control or a lack of maintenance or operational responsibility over a covered right-of-way shall be deemed waived by Plaintiffs for the purposes of implementing and enforcing this Agreement. 9. Within thirty (30) days after the date of receipt of Plaintiffs' notification of an objection regarding Defendants' claims of lack of ownership, control or a lack of maintenance or operational responsibility over a covered right-of-way, the Parties shall be required to engage in informal negotiations regarding those issues and the Parties shall have sixty (60) days from the date of notification to conclusively resolve any such dispute through informal negotiations. 10. If the Parties are unable to reach agreement on all of the issues identified in the Plaintiffs' notification of objection on these issues, the Parties agree to submit such issue(s) to Item # 12 : Attachment number 1 Page 9 of 34 mediation, which will be completed within ninety (90) days from the date Plaintiffs' notification of objection was mailed. 11. If the required mediation is unsuccessful, Plaintiffs may file a motion directly with U.S. District Court to resolve any dispute regarding any claim that Defendant City of Clearwater lacked ownership or control or lacked maintenance or operational responsibility over a right-of-way covered by this Agreement as of the date of the Agreement's execution. However, Plaintiffs' ability to file such a motion shall only extend for a period of ninety (90) days following the final termination of the Parties' unsuccessful mediation on this issue. If Plaintiffs fail to file such a motion within this period of time, the Plaintiffs are thereafter barred from taking any action to resolve such a dispute with the Court and, for the purposes of implementing and enforcing this Agreement, the position taken by Defendant City of Clearwater in its original written certification concerning those covered rights-of-ways which were allegedly not owned, operated, maintained or controlled by the Defendant City of Clearwater on the date this Agreement was fully executed shall be binding on the Parties. In any such motion seeking a resolution of such a dispute in federal court, Plaintiffs shall be entitled to have their attorneys' fees, expert's fees, costs, and litigation expenses paid by the Defendant if Plaintiffs are the prevailing party. 12. If, after the date that this Agreement is fully executed, the Defendant City of Clearwater desires to transfer ownership or control of any road, street, highway pedestrian walkway or curb covered by this Agreement to another entity and/or to transfer responsibility for the maintenance or operation of the same to another entity, Defendant City of Clearwater shall provide Plaintiffs with formal written notice of its intention to transfer ownership, control and/or maintenance and operational responsibility no less than ninety (90) days before such a transfer is effectuated. This notice must specifically indicate exactly what is being transferred, when the Item # 12 � Attachment number 1 Page 10 of 34 transfer is to take place, and must identify precisely who the transferee is. It must also be submitted via Certified mail, return receipt requested. 13. Prior to the transfer of ownership or control of any road, street, highway pedestrian walkway or curb covered by this Agreement and/or the transfer of responsibility for the maintenance or operation of the same from Defendant City of Clearwater to another entity, Defendant City of Clearwater must provide a formal written notice to the intended transferee (and Plaintiffs) at least thirty (30) days before such a transfer is effectuated informing the transferee of all the terms of this Agreement. In addition, Defendant City of Clearwater must ensure that at least ten (10) days prior to the transfer of ownership or control of any road, street, highway pedestrian walkway or curb covered by this Agreement and/or the transfer of responsibility for the maintenance or operation of the same from Defendant City of Clearwater to another entity that the transferee in question has verified in writing and under oath that: (1) it is fully aware of all the terms and conditions of this Agreement and (2) that it has agreed to be bound by and to fully comply with those settlement terms and conditions to the same extent as Defendant City of Clearwater so far as they pertain to the road, street, highway pedestrian walkway or curb or related maintenance and operational responsibilities transferred from the City of Clearwater to the transferee. This written verification, signed under oath by the transferee, must be submitted to Plaintiffs no later than three (3) days prior to the transfer in question. C. Compliance Deadlines 1. Paragraphs III.B.1 through III.B.S contain deadlines for the completion of all alterations and modifications necessary to comply with this Agreement. Additionally, Section III.A contains deadlines for implementing modifications to policies and procedures and Item # 12 -10- Attachment number 1 Page 11 of 34 performing other tasks required by this Agreement. The Parties will, in good faith, adhere to these deadlines set forth in Section III of this Agreement to the best of their ability. 2. Notwithstanding the deadlines set forth in Section III of this Agreement, and the good faith attempt to adhere to them by the Parties, such deadlines may be revised from time to time pursuant to the mutual written consent of the Parties, which will not be unreasonably withheld, to accommodate compliance with applicable codes and other provisions of local, state, and federal law and regulation, or local ordinance, including amendments or other changes thereto; changes in technology; budgetary constraints and considerations; capital projects and other projected construction and alteration schedules; unforeseen events; and the professional schedules of the counsel and experts of the Parties to this Agreement. D. Certification of Completion of Remedial Work & Post-Compliance Inspection 1. Within thirty (30) days of the completion of all modifications and alterations performed in order to comply with each of the paragraphs set forth at ¶III.B.1 through III.B.S above relating to specific zones, Defendant City of Clearwater shall certify in writing to Plaintiffs' counsel that all the required remedial work has been completed to comply with the requirement in question. Along with this certification, Defendant City of Clearwater shall provide a detailed report to Plaintiffs' counsel describing what remedial work was performed and identifying the precise location where such all such remedial work took place. 2. The Plaintiffs shall have forty-five (45) days from receipt of each of Defendant City of Clearwater's certifications of the completion of remedial work and associated reports in which to perform a post-compliance inspection. With respect to remedial work performed on specified zones referenced in ¶¶III.B.1 through ¶III.B.S, Plaintiffs may inspect up to thirty (30) percent of the remedial work performed by Defendant City of Clearwater during each inspection. Item # 12 -11- Attachment number 1 Page 12 of 34 3. If Defendant City of Clearwater submits to Plaintiffs a certification of the completion of remedial work and the required report submitted pursuant to ¶III.D.1 and Plaintiffs perform an inspection of the remedial work covered by that certification and report and identify no compliance deficiencies then Defendants' compliance obligations specifically governing the remedial work which was inspected will cease forty-five (45) days after the inspection in question is completed and Defendant shall thereafter be deemed to have fully complied with the relevant requirements of this Agreement applicable to that remedial work. 4. If Plaintiffs fail to conduct an inspection within forty-five (45) days after Defendant City of Clearwater submits to Plaintiffs a certification of the completion of remedial work and the required report submitted pursuant to ¶III.D.1 without a mutual agreement with Defendant City of Clearwater to extend the deadline for such an inspection, which will not unreasonably be withheld, the Plaintiffs' failure to conduct an inspection shall be tantamount to certifying that no deficiencies exist with respect to the alterations or modifications covered by the certification and associated report in question and Defendants' compliance obligations specifically associated with that certification and report will thereafter cease. 5. In the event that Defendant City of Clearwater fails to submit a certification and/or associated report required by this Agreement in timely fashion, then no inaction on the part of Plaintiffs shall bar them from seeking any relief available to them through this Agreement for the first one hundred and eighty (180) days following Defendant's failure to submit the required certification and/or report. Until such time as Defendant submits the required certification and/or report, any deadlines for action by Plaintiffs premised upon the submission of such a certification and/or report shall be tolled and the relevant period of time shall not start to run until the relevant certification and report have been submitted to Plaintiffs. However, pursuant to ¶III.E.3, Plaintiffs shall have one hundred and eighty (180) days from the date on Item # 12 -12- Attachment number 1 Page 13 of 34 which the specific certification and associated report were due in which to deliver a notice of non-compliance to Defendant City of Clearwater which conforms to the applicable notice requirements set forth in �III.E.1. 6. The Parties to this Agreement stipulate that they will cooperate in good faith to arrange each of Plaintiffs' inspections of remedial work certified by Defendant City of Clearwater upon reasonable notice and at a mutually convenient time. In addition, the Settling Defendants may, at their sole discretion, designate one or more experts to accompany the Plaintiffs' expert in such post-implementation inspections. Further, counsel for the Parties to this Agreement may accompany Plaintiffs' expert on each post-implementation inspection. E. Dispute Resolution 1. In the event that Plaintiffs discover through a post-compliance inspection referenced in ¶¶III.D.1 through III.D.4 that the Defendant City of Clearwater has not timely performed all the remedial work necessary to strictly all comply with the requirements of this Agreement set forth in ¶¶III.B.1 through III.B.6 and III.C, Plaintiffs shall provide the Defendant with written notification of any such non-compliance within forty-five (45) days of the completion of Plaintiffs' relevant formal inspection. 2. In the event that Plaintiffs discover that Defendant City of Clearwater has failed to comply with any other requirement of this Agreement except for those related to the payment of attorneys fees and costs pursuant to ¶¶III.F.1 through III.F.10, the notification, certification and documentation requirements imposed by ¶III.B.7, and the obligation to provide certifications of the completion of work and associated reports pursuant ¶III.D.1, Plaintiffs shall provide the Defendant with written notification of any such non-compliance by Defendant within ninety (90) days of such discovery by Plaintiffs. -13- Item # 12 Attachment number 1 Page 14 of 34 3. In the event that Defendant City of Clearwater fails to comply with any requirement to provide a certification of the completion of work and/or associated report pursuant ¶III.D.1, Plaintiffs shall provide the Defendant with written notification of any such failure by Defendant within one hundred and eighty (180) days of such a deadline being missed. 4. Any notices of non-compliance submitted pursuant to this section of the Agreement shall be provided by Plaintiffs to Defendant City of Clearwater via certified U.S. Mail, return receipt requested, shall comply with all requirements of ¶¶ III.H.1 through III.H.4, and must describe with reasonable specificity the alleged issues of non-compliance. 5. Following the date on which Plaintiffs' written notification of non-compliance is mailed, Defendant City of Clearwater shall be allowed thirty (30) days from the date of receipt of such notification to rebut or explain any such failure. 6. Within the following thirty (30) days after the submission of Defendant's response to the Plaintiffs' notice, the Parties shall be required to engage in informal negotiations regarding any issues of non-compliance raised by Plaintiffs' notice and the Defendant shall have sixty (60) days from the date of notification to conclusively resolve any dispute through negotiations with Plaintiffs or to otherwise cure any such alleged issue of non-compliance. 7. If the Parties are unable to reach agreement on all of the issues identified in the Plaintiffs' notification letter, the Parties agree to submit such issue(s) to mediation, which will be completed within ninety (90) days from the date Plaintiffs' notification letter was mailed. 8. If inediation is unsuccessful and Defendant City of Clearwater has failed to cure any issue of non-compliance identified by Plaintiffs, Plaintiffs may file a motion directly with U.S. District Court to enforce this Agreement so long as Plaintiffs file such motion within ninety (90) days after the Parties' mediation has been terminated. If Plaintiffs fail to file such a motion to enforce within this period of time, the Plaintiffs are thereafter barred from taking any Item # 12 -14- Attachment number 1 Page 15 of 34 enforcement action with regard to the issues of noncompliance identified in their initial notice to Defendant. In any such action to enforce this Settlement Agreement in federal court, Plaintiffs shall be entitled to have their attorneys' fees, expert's fees, costs, and litigation expenses paid by the Defendant if Plaintiffs are the prevailing party. F. Attorneys' Fees and Costs/Plaintiffs' Expert's Fees The Defendant City of Clearwater agrees and stipulates that Plaintiffs are entitled to an award of reasonable attorney's fees, expert fees and costs incurred up to the date that the Court approves this settlement. 2. The Parties agree to attempt to negotiate in good faith the amount of those fees and costs. To the extent that the Parties to this Agreement can agree on reasonable attorneys' fees, expert fees and costs, those amounts will be established by separate letter agreement. If, however, the Parties are unable to agree on the amount of attorneys' fees, expert fees and costs to be paid pursuant to ¶1, the amount of such fees and costs shall be determined by the District Court upon a motion by Plaintiffs which shall be filed within the time requirements the Federal Rules of Civil Procedure and/or the Local Rules for the Middle District of Florida, with the understanding that Defendant City of Clearwater has stipulated to entitlement to fees and costs and therefore the only issue to be resolved by the Court is the reasonable amount of the attorneys' fees, expert fees and costs incurred by Plaintiffs. Defendant City of Clearwater will retain the right to make any arguments it desires as to the amount of fees and costs to be awarded. 4. Upon agreement by the Parties or determination by the Court, such fees and costs shall be paid to Plaintiffs' counsel's trust account on or before thirty (30) days from such agreement or determination by the Court. -15- Item # 12 Attachment number 1 Page 16 of 34 In addition to the attorney's fees and costs, including expert fees, incurred by Plaintiffs up to the date that this Agreement is approved by the Court which are addressed in ¶¶ 1-4 above, Defendant City of Clearwater agrees to pay Plaintiffs up to the sum of $6,000 per inspection for the five (5) inspections contemplated by this Agreement, see ¶¶III.B.1 through III.B.S, and a cumulative total of $30,000, so long as the conditions set forth in the following paragraphs are complied with. These funds shall be made available to pay for any and all attorney's fees and costs, including expert fees, reasonably incurred by Plaintiffs in the course of conducting the five (5) inspections contemplated by this Agreement and in resolving any post- settlement disputes which arise regarding Defendant City of Clearwater's compliance status. And except where a dispute related to these provisions is raised to the District Court and resolved there such that the Plaintiffs are considered to be prevailing parties in regard to that dispute, the $6,000 per inspection and $30,000 cap on attorney's fees and costs shall be applicable to any post-compliance claims for fees and costs made by Plaintiffs. 6. In order for Plaintiffs to obtain any payments for attorney's fees and costs, including expert fees, out of the funds made available by Defendant pursuant to ¶5, Plaintiffs' must submit a written statement of all attorney, paralegal and expert time kept in 1/lOth of an hour increments along with a statement of all other costs and/or expenses incurred to Defendant City of Clearwater which are associated with or related to a specific post-compliance inspection within forty-five (45) days after the deadline expires for completing any such inspection required by this Agreement or, in the case of a dispute regarding Defendant City of Clearwater's compliance status, within forty-five (45) days after the dispute in question is conclusively resolved. All attorney, expert or paralegal time covered by this provision shall be paid by Defendant City of Clearwater on an hourly basis consistent with the hourly rates sets forth in ¶10 below. -16- Item # 12 Attachment number 1 Page 17 of 34 7. Defendant City of Clearwater shall have thirty (30) days from the date that Plaintiffs submit any statement of fees and costs associated with any particular inspection and/or dispute to review those records and to pay Plaintiffs the documented attorney's fees and costs requested. If Defendant City of Clearwater contends that any attorney's fees or costs sought by Plaintiffs are not reasonable and/or otherwise not recoverable, Defendant City of Clearwater is required within the same thirty (30) period to either negotiate in good faith with Plaintiffs to voluntarily resolve the fees and costs dispute or dispute the amount of the fees and costs claimed by Plaintiffs. In order to dispute the specific amount of attorney's fees and costs claimed by Plaintiffs, Defendant must within the same thirty (30) day period provide a written notification to Plaintiffs via U.S. Mail which states identifies exactly what fees/time incurred and costs incurred are disputed by Defendant and explains why those fees and costs are disputed. 9. Upon receipt of Defendant's notice of dispute, Plaintiffs shall have thirty (30) days within which it shall be permitted to file a motion with the U.S. District Court seeking a resolution of the attorney's fees and costs issue. If Plaintiffs fail to bring this issue before the Court or to otherwise resolve the dispute with Defendant City of Clearwater, any claim for unresolved fees and costs which Plaintiffs had and which could have been brought to the District Court's attention at this time shall expire. 10. The Parties to this Agreement stipulate to the following fee and cost schedule (subject to a 3% increase on March lst of each year beginning March 1, 2012) for all timekeepers providing services on behalf of Plaintiffs, for any fees or costs owed by Defendant City of Clearwater to Plaintiffs which are incurred after this Agreement is approved by the District Court: A. Fees, subject to substantiation through the production of invoices and/or -17- Item # 12 time sheets: Attachment number 1 Page 18 of 34 i. William J. Moore, III, Esq., Miguel de la O, Esq., David E. Marko, Esq.: $250 per hour; ii. Charles D. Ferguson, Esq.: $200 per hour; iii. Paralegals: $80 per hour; and iv. Plaintiffs' experts: $175 per hour for Richard Londono; $150 per hour for any associates. B. Costs, subject to substantiation through the production of adequate documentation for all expenses, except per diem: i. Air travel by Plaintiffs' counsel or by Plaintiffs' experts; ii. Food expenses at a reasonable per diem rate of $50.00 per traveler; iii. Lodging at actual costs, not to exceed $150 per night per traveler; iv. Any actual costs incurred for a rental vehicle, not to exceed $100 per day; and v. All actual costs incurred for parking, taxi or shuttle. G. Releases 1. Subject only to the full performance of all the terms and conditions of this Settlement Agreement, the Plaintiffs, for themselves, their attorneys, spouses, executors, representatives, successors, and assigns in consideration of the relief set forth in this Settlement Agreement, fully and finally release and forever discharge Defendant City of Clearwater, and each of its respective present, former, or future commissioners, officers, directors, agents, employees, representatives, attorneys, and assigns for any and all past and/or present claims, rights, demands, charges, complaints, actions, causes of action, obligations, or liabilities of every kind that were or could have been brought, known or unknown, for individual and/or class relief Item # 12 : Attachment number 1 Page 19 of 34 based on any and all claims arising under Title II of the ADA, § 504 of the Rehab Act or any other federal, state or local law, rule, ordinance, regulation, administrative order or rule, concerning any of the Covered Areas that could have been asserted in this action. 2. Upon payment of costs, litigation expenses, attorney's fees, expert fees and other fees to which the Plaintiff may be entitled as set forth in this Settlement Agreement, counsel for the Plaintiffs will release all claims for attorney's fees or other fees and costs against Defendant City of Clearwater and each of them and their present, former or future commissioners, officers, directors, agents, employees, representatives, attorneys, and assigns for any and all past and/or present claims, rights, demands, charges, complaints, actions, causes of action, obligations, or liabilities of every kind that were or could have been brought, known or unknown, for individual and/or class relief based on any and all claims arising under Title II of the ADA, § 504 of the Rehab Act or any other federal, state or local law, rule, ordinance, regulation, administrative order or rule, concerning any of the Covered Areas that could have been asserted in this action. H. Delivery of Notices, Certifications, Reports and Responses 1. All notices, certifications, reports, formal written responses and/or any other similar written submissions of any kind that are required by this Settlement Agreement shall be provided by certified or registered mail, return receipt requested. 2. All such notices, certifications, reports, formal responses and/or any other similar written submissions to be submitted to Plaintiffs shall be delivered to Charles D. Ferguson, Esq., De La O& Marko, 3001 Southwest 3rd Avenue, Miami, Florida 33129. 3. All such notices, certifications, reports, formal responses and/or any other similar written submissions to be submitted to Defendant City of Clearwater shall be delivered to Paul Richard Hull, Esq. City of Clearwater, P.O. Box 4748, Clearwater, Florida 33758. Item # 12 -19- Attachment number 1 Page 20 of 34 4. In addition to the foregoing, any such notifications, certifications, reports, formal responses and/or any other similar written submissions may also be made through electronic mail but any deadlines established by this Agreement shall be calculated or assessed based on the dates of written submissions. Dated this day of , 2011. ! � ,.�6 G/�%� David Everett Marko, Esq. DE LA O, MARKO, MAGOLNICK & LEYTON, P.A. 3001 S.W. 3`d Avenue Miami, Florida 33129 (305) 285-2000 .� Willi m J. Moore, III THE LAW OFFICES OF WILLIAM J. MOORE, III, P.A. 1648 Osceola Street Jacksonville, FL 32204 Telephone: (904) 685-2172 For the Plaintiffs Tampa Bay Americans With Disabilities Association, Inc., Gary Lee M. Belhumeur, Laura V. Eastman, Kevin LaFlam, Vivian Peters, and Jacqueline Shearon Paul Richard Hull, Esq. CITY OF CLEARWATER P.O. Box 4748 Clearwater, Florida 33758 (727) 562-4010 For Defendant City of Clearwater _ 20 _ Item # 12 TAMPA BAY ADA, INC. B}� . Vivian Peters, President LAURA V. F,ASTMAN Individual Plaintiff JACQUELINE SHEARON Individual Plaintiff � ►, � . Attachment number 1 Page 21 of 34 GARY L. BELHUMEUR Individual Plaintiff �� VIVIAN P1+.TERS Individual Piaintiff KEVIN LAFLAM Individual Plaintiff -21- Item#12 TAMPA BAY ADA, INC. : Vivian Peters, President LAURA V. �ASTNIAN Individual Plaintiff JACQUELINE SH�ARON lndividual Plaintiff -21- .� � / ; �; ,�� •�� GA L. BELHUMEUR I ividual Plaintiff , �'I�IA:�,r P�+; s �2� Individual Plaintiff Attachment number 1 Page 22 of 34 Item # 12 TAMPA BAY ADA, INC. By: Vivian Peters, President �! 2�'�.ra��/�=c.��ir--a-�.. LAURA V. EASTMAN Individual Plaintiff JACQUELINE SHEARON Individual Plaintiff -21- GARY L. BELHUMEUR Individual Plaintiff VIVIAN PETERS Individual Plaintiff Attachment number 1 Page 23 of 34 Item # 12 TAMPA BAY ADA, INC. : Vivian Peters, President LAURA V. EASTMAN Individual Plaintiff � U JA LINE SHEARON ual Plaintiff -21 - GARY L. BELHUMEUR Individual Plaintiff VIVIAN PETERS Individual Plaintiff Attachment number 1 Page 24 of 34 Item # 12 t l ? t-..- L VIN LAFLAM Individual Plaintiff -22- Attachment number 1 Page 25 of 34 Item # 12 Attachment number 1 Page 26 of 34 CITY OF CLEARWATER, FLORIDA : William B. Horne II City Manager Approved as to form: Attest: Rosemarie Call Assistant City Attorney City Clerk Item # 12 - 23 - Exhibit A Attachment number 1 Page 27 of 34 Item # 12 T�� ..� � �� y � ��af �a �� _ ; � � �, �I � �=.r� � �. �u� ��r��i� �t , . � � _ @� �u�� eti�� , �' � � II Clearwater powntown + �� ....... � _ , � , ; , � , �.�i.a:.i�� # - �] 4! � �z u.wm � f � , , �:I� �;� � �� , �� m�m�i�lJ� �f .�i� , :.... _. � - ; , � S� � $ ;� �'ira� �t' � � � � � u. � � � �� , , 4 �n � �N . � � �� ;� :, :; � � � �. j �, � . i � i�� ,�� ;: � ; , LL....��.u... Is �f � � �� Attachment number 1 Page 28 of 34 � � u . .. . � � �:�� . � �� t , ��r� �t �� . „ � s �� , � ....., t �� , 4 : � ��"� ��: �� : ,�'��'��, �,�� `� � � � , � , ��t�i.��:tt�........ -�',�-'� � � � �, � I" ,', , � �..� � _ �' u� �� u�� , i �., �n� � .:...��d� �r� �� .. '}'} ��,�� ,�, I ��JJ3� �' }E i , , �9' ' .� _ � ... t � _ ; ��;�� `� `� � �: a � � �� , ��ll�,�i�<rz F�� m� � . ::. : , �� s� � �, .u... . � �. rq �y tt � f�'^�<F"�< <�5�<� ��'i , ��' ,, �" E�� :_ ", .,, �"� ; ;` � �� : w ��tru� �t � I��r�—�� t �ur��r� r�d� � .:`�� , � �6� � rl<F , t. , t. t. t. t. t�=� Item # 12 Exhibit B Attachment number 1 Page 29 of 34 Item # 12 Attachment number 1 Page 30 of 34 Clearwater Beach Corridor Exhibit C Attachment number 1 Page 31 of 34 Item # 12 Attachment number 1 Page 32 of 34 Clearwater East-West Corridor Exhibit D Attachment number 1 Page 33 of 34 Item # 12 Attachment number 1 Page 34 of 34 Clearwater North-South Corridor City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Amend the City of Clearwater Firefighters' Supplemental Trust Fund as prepared by the Law Offices of Christiansen and Dehner, P.A. and pass Ordinance 8244-11 on first reading. SUMMARY: With the adoption of the Pension Protection Act of 2006 and subsequent regulations and guidance from the Internal Revenue Service, as well as other changes to the Internal Revenue Code and Regulations, changes to State law and the recent adoption of Chapter 2009-97, Laws of Florida, the following amendments to the pension plan are proposed. Section 2.441, Definitions, is being amended for changes to the Uniformed Services Employment and Reemployment Rights Act (USERRA), to amend the definitions of: Annual additions – deleted Compensation – deleted Credited Service – USERRA Family member of highly compensated employee – deleted Firefighter – clarified Highly compensated employee – deleted Section 2.443, Board of trustees—Creation, members, is being amended to increase the terms of office for the members of the board from two years to four years. This is an optional proposed change. Section 2.444, Board of trustees—Powers and duties, is being amended to change the individual debt securities restriction from a rating of `BBB" or higher classification to an average rating for the entire portfolio of "A" or higher classification. This section is also being amended to limit the aggregate of the fund's investments in common or capital stock or convertible securities to 65% of the fund's assets at market value and to allow the fund to invest up to 25% of the fund's assets at market value in foreign securities, as required by Chapter 185, Florida Statutes. Section 2.447, Allocations of contributions, is being amended to comply with IRC changes regarding maximum pension. Section 2.448, Benefits under the plan, is being amended to add subsection (1)d., Required Distribution Date. – IRC Section 2.451, Direct transfer of eligible rollover distributions, is being amended to comply with IRC changes. Section 2.452, Forfeiture of pension, is being amended to include a recent amendment to Section 112.3173, Florida Statutes, which is applicable to all Florida pension plans. Section 2.453, Qualification of system, is being amended for changes to the IRC, USERRA and Ch�p�arMe�, Florida Statutes, general compliance language. Item # 13 Section 2.454, Exemption from execution, non-assignability, is being amended to add the requirement that members who are involved in a divorce will provide a copy of the proposed court order to the Board for review prior to submitting it to the Court. This review will avoid the entry of an order requiring the plan to make payments to an ex-spouse which are not legally permissible and avoid possible expenses to the Board in seeking the repeal of any such orders. Review Approval: Cover Memo Item # 13 Attachment number 1 Page 1 of 22 ORDINANCE NO. 8244-11 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, RELATING TO THE CITY OF CLEARWATER FIREFIGHTERS' SUPPLEMENTARY TRUST FUND; AMENDING THE DEFINITIONS IN SECTION 2.441 TO COMPLY WITH CHANGES TO THE UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT (USERRA); AMENDING SECTION 2.443 TO INCEASE THE TERMS OF OFFICE OF THE BOARD OF TRUSTEES; AMENDING SECTION 2.444 RELATING TO THE AUTHORITY OF THE BOARD TO INVEST AND REINVEST THE ASSESTS OF THE FUND; AMENDING SECTION 2.447 RELATING TO THE ALLOCATIONS OF CONTRIBUTIONS TO COMPLY WITH INTERAL REVENUE CODE (IRC) CHANGES; AMENDING SECTION 2.448 TO CLARIFY THE REQUIRED DISTRIBUTION DATE; AMENDING SECTION 2.451 RELATING TO THE DIRECT TRANSFER OF ELIGIBLE ROLLOVER DISTRIBUTIONS TO COMPLY WITH IRC CHANGES; AMEDING SECTION 2.452 TO UPDATE THE FORFEITURE-OF-PENSION PROVISIONS TO INCLUDE THE AMENDMENTS TO SECTION 112.3173, FLORIDA STATUTES; AMENDING SECTION 2.453 "QALIFICATION OF SYSTEM" TO INCLUDE THE CHANGES TO THE IRC, USERRA, AND FLORIDA STATUTORY GENERAL COMPLIANCE LANGUAGE; AMENDING SECTION 2.454 RELATING TO DOMESTIC RELATIONS ORDERS; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Clearwater Firefighters are presently provided pension and certain other benefits under Ordinances of the City of Clearwater; and WHEREAS, the City Council desires to clarify and restate the provisions of the Firefighters' Retirement Plan to consolidate all prior ordinances and Code provisions and to incorporate Federal law and the applicable provisions of Chapter 175, Florida Statutes; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA; Section 1. Chapter 2, Administration; Article V, Employee Benefits; Division 4, Firefighters Pension Plans; Subdivision III, Supplementary Pension and Retirement Plan is hereby amended and restated as set forth in the document designated CITY OF CLEARWATER FIREFIGHTERS' SUPPLEMENTAL TRUST FUND, attached hereto as Exhibit A and made a part hereof. Section 2. Specific authority is hereby granted to codify and incorporate this Ordinance in the existing Code of Ordinances of the City of Clearwater. Section 3. All Ordinances or parts of Ordinances in conflict herewith are hereby repealed. Ordinance No.l�##�113 Attachment number 1 Page 2 of 22 Section 4. If any section, subsection, sentence, clause, phrase of this ordinance, or the particular application thereof shall be held invalid by any court, administrative agency, or other body with appropriate jurisdiction, the remaining section, subsection, sentences, clauses, or phrases under application shall not be affected thereby. Section 5. This Ordinance shall become effective upon its adoption. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Frank Hibbard Mayor Approved as to form: Attest: Robert J. Surette Rosemarie Call Assistant City Attorney City Clerk Item # 13 Attachment number 1 Page 3 of 22 CITY OF CLEARWATER FIREFIGHTERS' SUPPLEMENTAL TRUST FUND Sec. 2.441. Definitions. (1) The following words, terms and phrases, when used in this subdivision, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaning: Account or accounts shall mean a participant's state contribution account, employee contribution account, voluntary contribution account, transfer account and/or such other accounts as may be established by the plan administrator. �. .. - -.. .. .. � - •.- - -•- •- �• - • - i. . r 1 . � � � � � � �� :,��. � � � � � � � � � � � � � � � � � � � � � � � � � � � � � � I ! I � I � I � 1 � r � r � I �� Y�S� � � �� City means the City of Clearwater. Code means the Internal Revenue Code of 1986, as amended from time to time. , Exhibit A Item # 13 � Attachment number 1 Page 4 of 22 r I I �rs�:�r_e� .rrsi:r�rsi:r�� _�:r�= _ . _ �,e:�n. �.�� - -�'- - �-- - - ---r�� .. nr�+mr�ono�4oiJ omr�lr��ioo Credited service means, for purposes of participation, that period of continuous uninterrupted employment with the city for those firefighters whose employment commenced on July 1, 1963, or later, measured from the effective date of the ordinance creating the fund (September 9, 1968) or the second October 1 st following the date of employment, whichever is later, except for the years beginning September 1, 1987 and September 1, 1988, to date of termination of service, actual retirement, death or disability, whichever occurs earlier. Any period of unpaid leave in any calendar year shall not count as credited service. As to a participant who terminated employment, for purposes of determining the participant's benefit under the plan subsequent to reemployment, credited service shall mean years of credited service beginning on the participant's date of reemployment. The years or fractional parts of a year that a member �ewes �n +ho m;�;+�n, , �o�TO,�� „��.+ �, ,�r,� .,,,�, in4�rihi „r ;n.,,,�, in4�rihi performs "Qualified Military , Service" consistinq of voluntary or involuntary "service in the uniformed services" as defined in the Uniformed Services Emalovment and Reemalovment Riahts Act to perforn be added that: to his years of credited service for all purposes, including vesting, provided � The member is entitled to reemployment under the provisions of USERRA. {�} � The member �� returns to his employment as a firefighter within one year from the earlier of the date of his military discharge or his release from service, unless otherwise required by USERRA. Item # 13 Attachment number 1 Page 5 of 22 {�} � The member deposits into the fund the share of insurance tax rebate money that would otherwise have been allocated to his account. The member must deposit all missed contributions within a period equal to three times the period of military service, but not more than five years or he will forfeit the right to receive credited service for his military service pursuant to this section. {�} � The maximum credit for military service pursuant to this section shall be five years. {4} � The member must have been discharged or released from service under honorable conditions. {�} � This section is intended to satisfy the minimum requirements of the Uniformed Services Employment and Reemployment Rights Act (USERRA), (P.L. 103-353). To the extent that this section does not meet the minimum standards of USERRA, as it may be amended from time to time, the minimum standards shall apply. In the event a member dies on or after January 1, 2007, while performinq USERRA Qualified Military Service, the beneficiaries of the member are entitled to any benefits (other than benefit accruals relatinq to the period of qualified military service) as if the member had resumed employment and then died while employed. Effective date of this plan shall mean October 1, 1968, except as may otherwise be noted herein. Employee shall mean any certified firefighter as defined in Section 175.032, Florida Statutes, employed by the employer on a permanent, full-time basis and whose employment commenced on or after July 1, 1963. The plan administrator shall have the right to determine from time to time which persons are employed on a permanent full- time basis for the purposes of this plan. Employer shall mean the City of Clearwater, Florida and shall include the State of Florida to the extent state monies are used to fund plan contributions. Employer contributions shall mean insurance premium tax rebate monies received from the State of Florida pursuant to Chapter 175, Florida Statutes. Employer contribution account shall mean an account established in which employer contributions are deposited and maintained as provided for herein. ��*.r_w�:�a:tiv■�:r��r:r_r:,�,:r�*.r, _ .■:,r�n:r_ti,��r. . Firefighter shall have the meaning set forth in F.S. § 175.032, as may be amended from time to time. The term includes all certified, supervisory, and command ners�nnel wh�se duties include in wh�le �r in nart the sunervisi�n trainina auidance Item # 13 Fund means the trust fund established herein as part of the system. 1!1/:1:1 T_T:/-T..T.�/�fl-T_��:L7//:TET:9 �7 i�7 i�7 Attachment number 1 Page 6 of 22 iJ. r . f7:7�77ZT�1'.�l N] 1:7: _ _ .. ' ' . , :T7�7:�P.1:1 _ _ .. . _ ' _ .�T':�:�GlR77T:�:1Gl�l7T�,n' � � --- - � -�- -- - - � 0.��.__ i i r I � I � i� �:r_�r_�r.�{ii�i�i� _ u . _ . _ .r_�.r.�r.�r_T{{r.�ir�ir� _ u _ . . _ u _ " ' �� " - "-- - -__ _ -_ _- __ _ __-- -__ __ _ - --- - "- _�....� _.._ r.�.. �_�., �.._ ..�_ �.. �-_••-•� -...r•-�-_ ...�...� --...�_.._�___ omr�lr��i��o in 4ho oor»r�4ir�n �io�r r�r �n�i r�l�n �io�r oniJinn r�n r�r �f4or 4ho �^'T�r°Y�'ti-m-zr�c�cPaTUST°rr� czrr c�--cr�rc rlo�o �ho omr�ln�ioo o��oinor! ono FF _ _ _ _ _� :.��'� '� �_ _ � � `�R'�_ _ _ _ _ o m r�c�-n'p'rv'y'cc Limitation year shall mean the plan year. Man days means the sum of the total number of employees for the complete calendar year multiplied by the actual number of days in such calendar year plus the total number of days actually worked by employees and separated participants not employed for such entire calendar year. Item # 13 Attachment number 1 Page 7 of 22 Member means an actively employed employee who fulfills the prescribed membership requirements as set forth in section 2.446. Benefit improvements which, in the past, have been provided for by amendments to the system adopted by city ordinance, and any benefit improvements which might be made in the future shall apply prospectively and shall not apply to members who terminate employment or who retire prior to the effective date of any ordinance adopting such benefit improvements, unless such ordinance specifically provides to the contrary. Normal retirement date means the first day of the month coincident with, or the next following attainment of 20 years of credited service, regardless of age. Normal retirement under the plan is retirement from employment as a firefighter with the city on or after the normal retirement date. Participant shall mean any eligible employee of the employer who has become a member under the plan and who has an account balance. Participant shall include any former employee of the employer who became a participant under the plan and who still has a balance in an account under the plan. Plan shall mean the defined contribution plan as herein set forth, as it may be amended from time to time. Plan administrator shall mean the board of trustees of the City of Clearwater Firefighters' Supplemental Trust Fund. Plan year shall mean the period beginning October 1 and ending September 30 of the following calendar year except that September 1, 1987 to August 31, 1988 and September 1, 1988 to September 30, 1989 are the plan years for those periods. Section 415 compensation shall mean all compensation as described in section 1.415-2(d)(2) and section 1.415-2(d)(3) of the Income Tax Regulations. System means the City of Clearwater Firefighters' Supplemental Trust Fund and rules adopted by the board. Trust or trust fund shall mean the fund established hereunder, known as the City of Clearwater Firefighters' Supplemental Trust Fund. Trustee shall mean the individual or individuals named herein. Valuation date shall mean October 1 of each year and each day securities are traded on a national stock exchange, except regularly scheduled holidays of the employer, or such other date as may be selected by the plan administrator. Vesting means attainment of ten years of employment with the city as a firefighter and membership in the plan. (2) Masculine gender. The masculine gender, where used herein, unless the context specifically requires otherwise, shall include both the feminine and masculine genders. Sec. 2.442. Benefits supplemental to other plans. This subdivision shall provide additional and supplemental retirement, termination, death and disability benefits for participants whose employment commenced on or after July 1, 1963, and shall not supersede or modify the existing Item # 13 Attachment number 1 Page 8 of 22 pension, disability or retirement system of the city as provided by the charter, the laws of the state or existing ordinances of the city. Sec. 2.443. Board of trustees--Creation, members. (1) The sole and exclusive administration of and responsibility for the proper operation of the system and for making effective the provisions of this division are hereby vested in a board of trustees. The board of trustees is hereby designated as the plan administrator. The board of trustees shall consist of five trustees, two of whom, unless otherwise prohibited by law, shall be legal residents of the city who shall be appointed by the city commission, and two of whom shall be members of the system, who shall be elected by a majority of the firefighters who are members of the system. The fifth trustee shall be chosen by a majority of the previous four trustees as provided for herein, and such person's name shall be submitted to the city commission. Upon receipt of the fifth person's name, the city commission shall, as a ministerial duty, appoint such person to the board of trustees as the board's fifth trustee. The fifth trustee shall have the same rights as each of the other four trustees appointed or elected as herein provided and shall serve a#�e-}e� four-year term unless he sooner vacates the office. Each resident trustee shall serve as trustee for a period of #�e four years, unless he sooner vacates the office or is sooner replaced by the city commission, at whose pleasure he will serve. Each member trustee shall serve as trustee for a period of #�e four years, unless he sooner leaves the employment of the city as a firefighter, or otherwise vacates his office as trustee, whereupon a successor shall be chosen in the same manner as the departing trustee. Each trustee may succeed himself in office. The board shall establish and administer the nominating and election procedures for each election. (2) The board of trustees shall meet at least quarterly each year. (3) The board of trustees shall be a legal entity with the power to bring and defend lawsuits of every kind, nature and description, in addition to the other powers and duties contained in this subdivision. (4) The trustees shall, by majority vote, elect from its members a chairperson and a secretary. The secretary of the board shall keep a complete minute book of the actions, proceedings, and hearings of the board. (5) The trustees shall not receive any compensation as such, but may receive expenses and per diem as provided by law. (6) Each trustee shall be entitled to one vote on the board. Three affirmative votes shall be necessary for any decision by the trustees at any meeting of the board. A trustee shall have the right to abstain from voting as the result of a conflict of interest provided that trustee complies with the provisions of Section 112.3143, Florida Statutes. Sec. 2.444. Same--Powers and duties. The duties and responsibilities of the board of trustees created pursuant to this subdivision shall include, but not necessarily be limited to the following: (a) Invest and reinvest the assets of the fund in annuity and life insurance contracts of insurance companies or any combination thereof, in amounts sufficient to provide, in whole or in part, the benefits to which all of the Item # 13 Attachment number 1 Page 9 of 22 members in the system shall be entitled under the provisions stated in this subdivision, and pay the initial and subsequent premiums thereon; (b) Invest and reinvest the assets of the fund in: Time or savings accounts of a national bank, a state bank or a savings and loan association insured by the Federal Deposit Insurance Corporation; 2. Obligations of the United States or in obligations guaranteed as to principal and interest by the United States; 3. Stocks, commingled funds ��'��°�' h., n�+;,,n�� „r �.+�+o hun�j mutual funds and bonds or other evidences of indebtedness. All individually held equity and debt securities and all equity and debt securities in a commingled or mutual fund must be issued or guaranteed by a corporation organized under the laws of the United States, any state or organized territory of the United States, or the District of Columbia, and each equity and debt security must be traded on a nationally recognized exchange. �,';—a +°°^� �� ?noll hnlr! o ro�inn nf "RRR" nr��ifino�� m�inr r�4inn oor�iino �nr! if oi inh in�ioo4mon4o �ro m�rlo in � r�r�r�lor! rrraTvi--r�a�cTr�acr-v-rv�arTa--n-�acr�-�rrvc�crrrcrTC�--��-c-rrr f�nr! �iJminio4�or! h�i � 04�4o r�r n�4ir�n�l h�nli r�r mi i4i i�l fi inr! 4h�� ho roiinn nf oonh icci io in �ho r�nnlor! fi inr! choll hnlr! o ro�inn nf m �aci ��R�R��nr�°r��ifin�4��j�� r! h�i � m�inr r�4� r��c The averaqe ratinq of the entire debt securities portfolio shall be "A" or niqner as ratea by a malor ratinq service. No toreign investments shall be permitted whether owned individually or in a commingled or mutual fund, except to the extent permitted by Florida Statutes Chapter 175, as amended from time to time. Up to twenty-five (25) percent of the assets of the fund at market value may be invested in foreiqn securities. 4. The board of trustees shall not invest more than five percent of its assets in the common stock or capital stock of any one issuing company, the aggregate investment in any one issuing company shall not exceed five percent of the outstanding capital stock of that company, and the aggregate of its investments at se� market shall not exceed 69 65 percent of the fund's assets. 5. Real estate throuqh comminqled or mutual funds and REITs traded on a nationally recoqnized exchanqe. 6. Any other investments permitted under the applicable provisions of Chapter 175, Florida Statutes, as amended from time to time. (c) Issue drafts or authorization for payments upon the fund pursuant to the rules and regulations prescribed by the board of trustees. All such drafts or authorizations shall be signed by the chairperson and the secretary and shall state upon their face the purpose for which the drafts were drawn. The depository shall retain such drafts or authorizations when paid, as permanent vouchers for disbursements made, and no money shall otherwise be drawn from the fund; Item # 13 Attachment number 1 Page 10 of 22 (d) Convert into cash any securities of the fund; (e) Keep a complete record of all receipts and disbursements and of the board's acts and proceedings; (f) Seek, obtain and engage independent professional services, including attorneys, certified public accountants, investment advisors, custodians, and any other consultants necessary for the prudent administration of the fund, and to pay reasonable charges for such services. The sole and exclusive administration of and the responsibilities for the proper operation of the system are vested in the board of trustees. (g) The board shall not invest more than ten percent at se� market of its assets in real property or real estate and there shall be no investment in a limited partnership or trust. (h) To construe the provisions of the system and determine all questions arising thereunder. (i) To determine all questions relating to eligibility and membership. (j) To determine and certify the amount of all retirement allowances or other benefits hereunder. (k) To establish uniform rules and procedures to be followed for administrative purposes, benefit applications and all matters required to administer the system. (I) To distribute to members, at regular intervals, information concerning the system. (m) To receive and process all applications for benefits. (n) To make recommendations regarding any and all changes in the provisions of the system. (o) To perform such other duties as are required to prudently administer the system. Sec. 2.445. Creation, maintenance of funds. (1) Name of plan. A defined contribution plan has been established in accordance with the terms hereof and shall be known as the City of Clearwater Firefighters' Supplemental Trust Fund. (2) Exclusive benefit. This plan is created for the sole purpose of providing benefits to the participants. Except as otherwise permitted by law, in no event shall any part of the principal or income of the trust be paid to or reinvested in the employer or be used for or diverted to any purpose whatsoever other than for the exclusive benefit of the participants and their beneficiaries. (3) Mistake of fact. Notwithstanding the foregoing provisions of paragraph (2), any contribution made by the employer to this plan by a mistake of fact may be returned to the employer within one year after the payment of the contribution. Item # 13 Attachment number 1 Page 11 of 22 (4) Participants' rights. The establishment of this plan shall not be considered as giving any employee, or any other person, any legal or equitable right against the employer, the trustee or the principal or the income of the trust, except to the extent otherwise provided by law. The establishment of this plan shall not be considered as giving any employee, or any other person, the right to be retained in the employ of the employer. (5) Qualified plan. This plan and the trust are intended to qualify under the code as a tax-qualified employees' plan and trust, and the provisions of this plan and the trust are to be interpreted accordingly. (6) Source of contributions. Subject to the right reserved by the city, with the unanimous approval of the board, to alter, amend, or terminate this plan, the city shall transfer the following funds to the trustees of this plan: (a) The proportionate share of the net proceeds of the excise or license tax which is imposed upon certain fire and tornado loss insurance companies on their gross receipts of premiums from holders of policies; (b) All gifts, bequests, and devises when donated to the fund; (c) All accretions to the assets of the fund by way of interest on bank deposits, dividends, interest or otherwise; (d) All other sources of income now or hereafter authorized by law for the augmentation of the fund. (7) No reversion to employer. In no event and under no circumstances shall any contributions to this fund by the city, nor any of the fund assets or income therefrom, revert to or be paid to the city. All amounts paid by the city to the trustees shall be used and applied for the sole and exclusive benefit of the participants under this fund or their beneficiaries or estates. (8) Plan expenses. The entire cost of administering this system, and all expenses incident thereto, shall be paid by the trustees from the fund. Sec. 2.446. Membership. (1) All current members of the system shall continue to be members and all future firefighters as a condition of employment, shall become members of the system beginning on the second October 1 st following his date of employment as a firefighter by the City of Clearwater. (2) An employee who ceases to be a member, terminates employment and is reemployed by the employer, shall be eligible again to become a member as provided for in subsection (1) above. Sec. 2.447. Allocations of contributions. (1) Maintenance of accounts. The trustee shall create and maintain appropriate books and records showing the respective interest of each participant, terminated vested participant, and beneficiary hereunder. Each participant shall have an employer contribution account for his share of employer contributions, forfeitures, and Item # 13 Attachment number 1 Page 12 of 22 income adjustments relating thereto. The trustee shall maintain a separate account for each participant, terminated participant, and beneficiary. The maintenance of separate accounts, however, is for accounting purposes only, and a segregation of the assets of the trust fund to each account shall not be required. (2) Allocations of contributions. The contributions of the employer shall be allocated on the first day of each plan year to and among those participants that are entitled to a contribution allocation for the immediately preceding plan year. For example, the employer contribution that was made on October 1, 1990, was allocated among those participants that were entitled to a contribution allocation for the plan year that commenced on October 1, 1989, and terminated on September 30, 1990. For purposes of this subsection (2) those participants that are entitled to a contribution allocation for a particular plan year shall mean those participants that performed services for the employer for the entire prior calendar year, or for a portion of such prior calendar year for which such participant is granted partial credit under subsection (4) hereunder. Except as otherwise provided under subsection (4) with respect to participants that perform a partial prior calendar year of service, such contributions shall be allocated equally among such participants' accounts; that is each participant account shall receive an equal allocation of such contributions. (3) Allocation of income. The trust fund income shall be allocated monthly during the plan year among the participants' accounts based on the ratio between the account balance of each participant at the time of allocation and the sum of the account balances of all participants at the time of allocation. Income shall be allocated to the accounts before the amount of any forfeiture is determined. (4) Partial allocation of contributions. Upon the date that the participant's service with the employer is terminated for any reason, including, but not limited to, retirement, death, or disability, then the following rules shall apply to determine the amount, if any, of the employers contributions that will be allocated to such participant's employer contribution account. For purposes of this subsection (4), the date upon which a participant's service with the employer is deemed terminated (the "termination date") shall be the last day of the calendar month that he officially separates from employment. The amount of any employer contributions that will be allocated to a participant depends on when the termination date occurs. As stated in subsection (2) above, for each complete calendar year of service performed by the participant, such participant shall be entitled to a full, equal share of the employer contribution on the applicable allocation date. If the termination date results in the performance of a partial calendar year of service, then pro rata credit shall be granted for each day of service performed during the period that commences on January 1 and terminates on December 31. The portion of the employer's contribution that will be allocated to such participant's account on the applicable allocation date as a result of such pro rata credit shall equal the product of: (i) an amount equal to the allocation made under subsection (2) on behalf of a participant that performed a full year of service for such plan year, multiplied by (ii) that certain fraction the numerator of which is the number of days for which pro rata credit is granted to such participant, and the denominator of which is 365. (5) No right to allocation. The fact of allocation or credit of an allocation for an employer contribution by the trustees to a participant's employer contribution account shall not vest in any participant, any right, title, or interest in the assets of the trust or in the contributions of the employer except at the time or times, to the extent, and subject to the terms and conditions provided in this plan. Item # 13 � � Attachment number 1 Page 14 of 22 1. $40,000, as adiusted for increases in the cost-of-livinq prescribed by the Secretary of the Treasury under Code Section 415(d), or 2. 100 percent of the Member's compensation for the limitation year (limitation year means the calendar year). Annual Addition Definition: The term "annual additions" means the amount allocated to a Member's account durinq the limitation year that is composed of: 1. The allocable share of the employer contributions (Chapter 175) for the limitation year. 2. The allocable share of forfeitures for the limitation year: and 3. Any post-tax employee contributions made durinq the limitation — � Compensation Definition: Solely for purposes of this 415(c) limit, "compensation" means compensation as defined in Code Section 415(c)(3) and shall not exceed the annual limit under Code Section 401(a)(17) (increased pursuant to Code Section 401(a)(17)(B)). In qeneral Code Section 415(c)(3) defines in waqes services i e amount election of the the Member k 2001), or 457 as all of a Member's waqes as defined in Code Section �e purposes of income tax withholdinq at the source, but :hout reqard to any rules that limit the remuneration included ed on the nature or location of the employment or the rmed (such as the exception for aqricultural labor in Code a)(2)); provided, however, compensation shall also include �f any elective deferrals, as defined in Code Section y amount contributed or def mber and which is not incl� e in tne qross income c 13�(fl (as �f .lanuarv 1 Generally, compensation is the compensation durinq the applicable limitation year. However, solely for purposes of this 415(c) limit, payments made within 2'/ months after termination, or, if later, the end of the limitation year durinq which the termination occurred will be taken into account in determinina comaensation for 1. reqular compensation for services durinq the Member's reqular workina hours. or comaensation for services outside the Member's .�•Tii rior to a Item # 13 2. Attachment number 1 Page 15 of 22 payments for unused accrued bona fide sick, vacation or other leave, but only if the Member would have been able to use the leave if employment had continued; or 3. payments pursuant to a nonqualified unfunded deferred compensation plan, but only if the payments would have been paid to the Member at the same time if the Member had continued employment with the Employer and only to the extent that the payment is includible in the Member's qross income. Any payments not described above are not considered compensation if paid after termination, even if they are paid within 2'/ months followinq termination. or. if later. the end of the Plan Year durina which the termination occurred. tm 41� reason or auaiiriea miiitarv service �witnin tne meanin ion i)(1)) to the extent these payments do not exceed the amounts the individual would received if the individual had continued to perform services for the Emplover rather than enterinq qualified military service. - r r • ' �, �' �' � ' � � ' �ft� ' � ' ' �_� ' ' �� ' ' � ' I 1 I • � � �•a�� - � _ _ �:n:�:�s�r��i:r�=re�iir_♦rrs_�srr:ns�r��r.ersrs�r'� Item # 13 Attachment number 1 Page 17 of 22 � r r Sec. 2.448. Benefits under the plan. (1) Retirement benefit. a. A participant shall be entitled to a normal retirement benefit upon attainment of the normal retirement date. b. Until a participant actually terminates employment with the employer, he shall not receive a distribution and he shall continue to be treated as a participant. c. Such benefit shall be paid as provided for in section 2.449. d. Repuired distribution date. The member's benefit under this section must beain to be distributed to the member no later than Aaril 1 of member attains aae seventv and one-half (70'/21 or the calendar (2) Termination benefit. a. In the event that a participant's employment with employer is terminated by reason other than retirement, death or disability, he shall be entitled to receive an amount equal to his vested benefit, if any, which shall be paid as provided for in section 2.449. (3) Disability benefit. a. In the event that a participant is determined to be disabled by the board of trustees of the City of Clearwater Employees' Pension Plan, and such disability was incurred in the line of duty, he shall be paid a benefit as provided for in section 2.449. b. In the event that a participant is determined to be disabled by the board of trustees of the City of Clearwater Employees' Pension Plan, and such disability was not incurred in the line of duty, he shall be entitled to his vested benefit, if any, which shall be paid as provided for in section 2.449. Item # 13 (4) c. If the event membership section 2.446 Death benefit. Attachment number 1 Page 18 of 22 that a disability retiree is recalled to employment, in the system shall be pursuant to the provisions of a. In the event that a participant dies and such death is determined by the plan administrator to have been incurred in the line of duty, he shall be paid a benefit as provided for in section 2.449, to his designated beneficiary, or if none, to his estate. b. In the event that a participant dies and such death is determined by the plan administrator to have not been incurred in the line of duty, he shall be entitled to his vested benefit, if any, which shall be paid as provided for in section 2.449, to his designated beneficiary, or if none, to his estate. Sec. 2.449. Vesting and distributions. Except for an in-line of duty incurred disability or death, a member must be employed with the city as a firefighter and a member of the plan for ten or more years to become vested and earn any benefit (account value) from the plan. A member or participant who is not vested shall not receive any benefit from the plan. A vested member who becomes eligible for payment of benefits as provided for in section 2.448 shall receive the value of his account as follows: (1) Initial distribution. Upon entitlement to a benefit, the participant's account value, as determined by the plan administrator, as of the last day of the month in which there was official separation from employment shall be paid. (2) Second distribution. A separated participant shall receive a full share of employer contributions (state insurance premium tax rebate) at the end of the first plan year following the separation from employment as a participant. No earnings or losses shall be credited to or debited from the account. The second distribution may be combined with the initial distribution if previous calendar year employer contributions (SIPTR) have been allocated and credited to the participant's account at the time the initial distribution is made. (3) Final distribution. A separated participant shall receive a pro-rated share of employer contributions (state insurance premium tax rebate) at the end of the second plan year (or first plan year if a combined initial and second distribution was made) following the separation from employment as a participant. The pro-rated share shall be determined by dividing the total number of man days for the prior calendar year into the total amount of the state insurance premium tax rebate monies received from such prior calendar year, then multiplying such quotient by the total number of calendar days that the separated participant actually worked as a member in such prior calendar year. No earnings or losses shall be credited to or debited from the account. Sec. 2.450. Termination of system. (1) Upon termination of the system for any reason, the fund shall be apportioned and distributed in accordance with section 2.449 to the extent permitted by the state insurance premium tax rebate monies. The board of trustees shall determine Item # 13 Attachment number 1 Page 19 of 22 the date of distribution and the asset value to be distributed upon termination of the system. Sec. 2.451. Direct transfer of eligible rollover distributions. (1) Rolloverdistributions. (a) General. This section applies to distributions made on or after January 1, 2002. Notwithstanding any provision of the system to the contrary that would otherwise limit a distributee's election under this section, a distributee may elect, at the time and in the manner prescribed by the board, to have any portion of an eligible rollover distribution paid directly to an eligible retirement plan specified by the distributee in a direct rollover. (b) Definitions. (1) Eligible rollover distribution: An eligible rollover distribution is any distribution of all or any portion of the balance to the credit of the distributee, except that an eligible rollover distribution does not include any distribution that is one of a series of substantially equal periodic payments (not less frequently than annually) made for the life (or life expectancy) of the distributee or the joint lives (or joint life expectancies) of the distributee and the distributee's designated beneficiary, or for a specified period of ten years or more; any distribution to the extent such distribution is required under section 401(a)(9) of the Code; and the portion of any distribution that is not includable in gross income. Effective January 1, 2002, any portion of any distribution which would be includable in gross income as after-tax employee contributions will be an eligible rollover distribution if the distribution is made to an individual retirement account described in section 408(a)i to an individual retirement annuity described in section 408(b)i e� to a qualified defined contribution plan described in section 401(a) or 403(a) that agrees to separately account for amounts so transferred (and earninqs thereon), including separately accounting for the portion of such distribution which is includable in gross income and the portion of such distribution which is not so includable ; or on or after Januarv 1. 2007. to a aualified defined benefit alan described in Code earninas thereonl. includina seaaratelv accountina for the aortion of the istribution that is not so includible. (2) Eligible retirement plan: An eligible retirement plan is an individual retirement account described in section 408(a) of the Codei an individual retirement annuity described in section 408(b) of the Codei an annuity plan described in section 403(a) of the Codei an eligible deferred compensation plan described in section 457(b) of the Code which is maintained by an eligible employer described in section 457(e)(1)(A) of the Code and which agrees to separately account for amounts transferred into such plan from this plan; effective January 1, 2002, an annuity contract described in section 403(b) of the Codei e� a qualified trust described in section 401(a) of the Code; or effective January 1, 2008, a Item # 13 Attachment number 1 Page 20 of 22 Roth IRA described in Section 408A of the Code, that accepts the distributee's eligible rollover distribution. This definition shall apply in the case of an eligible rollover distribution to the surviving spouse. (3) Distributee: A distributee includes an employee or former employee. � � It also includes the employee's or former employee's surviving spouse i� °�'c�rihi i�oo �nii�h rpa'rr! �n �ho inioroci nf �ho cr�ni ico and the � y,� employee's or former employee's spouse or former spouse. (4) Direct rollover. A direct rollover is a payment by the plan to the eligible retirement plan specified by the Distributee. � Elimination of mandatory distributions. Notwithstandinq any other provision herein to the contrary, in the event this Plan provides for a mandatory (involuntary) cash distribution from the Plan not otherwise required by law, for an amount in excess of one-thousand dollars ($1,000.00), such distribution shall be made from the Plan onlv uaon written reauest of the Member to either receive a cash lump sum or to rollover the lump sum amount. Sec. 2.452. Forfeiture of pension. (1) Any member who is convicted of the following offenses committed prior to retirement, or whose employment is terminated by reason of his admitted commission, aid or abetment of the following specified offenses, shall forfeit all rights and benefits under this system as of the date of termination. Specified offenses are as follows: (a) (b) (c) (d) (e) The committing, aiding or abetting of an embezzlement of public funds; The committing, aiding or abetting of any theft by a public officer or employee from employer; Bribery in connection with the employment of a public officer or employee; Any felony specified in Chapter 838, Florida Statutes; The committing of an impeachable offense; (f) The committing of any felony by a public officer or employee who willfully and with intent to defraud the public or the public agency, for which he acts or in which he is employed, of the right to receive the faithful performance of his duty as a public officer or employee, realizes or obtains or attempts to obtain a profit, gain, or advantage for himself or for some other person through the use or attempted use of the power, rights, privileges, duties or position of his public office or employment position; or � The committin nst a victim vileaes. dutie on or after October 1, 2008, of any felony defined in Florida Statutes, aqainst a victim younqer than sixteen �, or any felony defined in Chapter 794, Florida Statutes, younqer than eiqhteen (18) years of aqe, by a public �ee throuqh the use or attempted use of power, riqhts, . or aosition of his or her aublic office or emalovment Item # 13 Attachment number 1 Page 21 of 22 (2) Conviction shall be defined as an adjudication of guilt by a court of competent jurisdiction; a plea of guilty or a nolo contendere; a jury verdict of guilty when adjudication of guilt is withheld and the accused is placed on probation; or a conviction by the Senate of an impeachable offense. (3) Court shall be defined as any state or federal court of competent jurisdiction which is exercising its jurisdiction to consider a proceeding involving the alleged commission of a specified offense. Prior to forfeiture, the board shall hold a hearing on which notice shall be given to the member whose benefits are being considered for forfeiture. Said member shall be afforded the right to have an attorney present. No formal rules of evidence shall apply, but the member shall be afforded a full opportunity to present his case against forfeiture. (4) Any member who has received benefits from the system after member's rights were forfeited shall be required to pay back to the fund the amount of the benefits received. The board may implement all legal action necessary to recover such funds. Sec. 2.453. n, iolifino�inn „f �„�+om Miscellaneous provisions. E�f:�T—TT: —T.E7:LTi�. — — I — IEd —T.■:RI:1 _ ' G�:�R:T: — � � Interest of inembers in svstem. All assets of the fund are held in trust, and at no time arior to the satisfaction of all liabilities under the svstem with resaect to income of the fund be used for or diverted to any purpose other than for their exclusive benefit. 17 an under code section a alan meetina the �n of svstem. It is intended that the system will constitute a plan under the applicable provisions of the code for a qualified 401(a) and a qovernmental plan under code section 414(d), as r amended. Any modification or amendment of the system may � necessary or appropriate, to qualify or maintain the system as uirements of the aaalicable arovisions of the code as now in as now in errect or nerearter amenaea or aao uiations issu � Prohibited Transactions. Effective as of January 1, 1989, a board may not enqaqe in a transaction prohibited by Code Section 503(b). � alified militarv service are aoverned bv Code Section 414(ul and the Uniformed extent that the definition of "credited service" sets forth contribution requirements that Item # 13 Attachment number 1 Page 22 of 22 are more favorable to the member than the minimum compliance requirements, the more favorable provisions shall apply. � t consent is not e � Complianc m will continue to e aian or tne �oae. an orai. e comp�v witn � reas r runain ic, or telephonic form in �oard. However, where It is intended that the 1 Accordinalv. unless administered in accordance with the requirements of such chapter. Sec. 2.454. Domestic relations orders; Exemption from execution, non- assignability. � Domestic relations orders. � Prior to the entry of any domestic relations order which affects or purports to affect the system's responsibility in connection with the payment of benefits of a retiree, the member or retiree shall submit the proposed order to the board for review to determine whether the system may leqally honor the order. � If a domestic relations order is not submitted to the board for review prior not leaa e svstem exaends administrative or leaal fees in be required to reimburse the system for its expenses in connection with the order. � Exemption from execution, non-assiqnabilitv. Except as otherwise provided by law, the pensions, annuities, or any other benefits accrued or accruing to any person under the provisions of this ordinance and the accumulated contributions and the cash securities in the fund created under this ordinance are hereby exempted from any state, county or municipal tax and shall not be subject to execution, attachment, garnishment or any legal process whatsoever and shall be unassignable. Sec. 2.455. Beneficiaries. (1) Each member or retiree may, on a form provided for that purpose, signed and filed with the board, designate a beneficiary (or beneficiaries) to receive the benefit, if any, which may be payable in the event of his death. Each designation may be revoked or changed by such member or retiree by signing and filing with the board a new designation-of-beneficiary form. Upon such change, the rights of all previously designated beneficiaries to receive any benefits under the system shall cease. (2) If a deceased member or retiree failed to name a beneficiary in the manner prescribed in subsection (1), or if the beneficiary (or beneficiaries) named by a deceased member or retiree predeceased the member or retiree, the death benefit, if any, which may be payable under the system with respect to such deceased member or retiree, shall be paid to the estate of the member or retiree. Item # 13 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Meeting Date:4/20/2011 Amend the City of Clearwater Police Officers' Supplemental Trust Fund as prepared by the Law Offices of Christiansen and Dehner, P.A. and pass Ordinance 8245-11 on first reading. SUMMARY: With the adoption of the Pension Protection Act of 2006 and subsequent regulations and guidance from the Internal Revenue Service, as well as other changes to the Internal Revenue Code and Regulations, changes to State law and the recent adoption of Chapter 2009-97, Laws of Florida, the following amendments to the pension plan are proposed: Section 2.471, Definitions, is being amended for Internal Revenue Code (IRC) changes, to amend the definitions of: Distributee Direct rollover Eligible retirement plan Eligible rollover distribution Section 2.472, Entitlement; allocation, is being amended to comply with IRC changes. Section 2.473 - Board of trustees — Creation; members, is being amended to increase the terms of office for the members of the board from two years to four years. This is an optional proposed change. Section 2.474, Board of Trustees--Power and authority, is being amended to limit the aggregate of the fund's investments in common or capital stock or convertible securities to 65% of the fund's assets at market value and to allow the fund to invest up to 25% of the fund's assets at market value in foreign securities, as required by Chapter 185, Florida Statutes. Section 2.476, Separation benefits, is being amended to add subsection (3), Required distribution date. — IRC Section 2.480, Direct transfers of eligible rollover distributions, is being amended by adding new s�ct�� to eliminate mandatory distributions to comply with the Tax Equity and Fiscal Responsibility Act. Item # 14 Section 2.480.1, Forfeiture of pension, is being added. Section 2.480.2, Miscellaneous provisions, is being added. Section 2.480.3, Domestic relations orders; Exemption from execution, non-assignability, is being added. Section 2.480.4, Beneficiaries, is being added. Type: Current Year Budget?: Budget Adjustment Comments: Current Year Cost: Not to Exceed: For Fiscal Year: Review Approval: Other None Budget Adjustment: to Annual Operating Cost: Total Cost: None � Cover Memo Item # 14 Attachment number 1 Page 1 of 13 ORDINANCE NO. 8245-11 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, RELATING TO THE CITY OF CLEARWATER POLICE OFFICERS' SUPPLEMENTARY PENSION TRUST FUND; AMENDING THE DEFINITIONS IN SECTION 2.471 AND THE ENTITLEMENTS IN SECTION 2.472 TO COMPLY WITH INTERNAL REVENUE CODE CHANGES AND CLARIFY BENEFIT CALCULATION; AMENDING SECTION 2.473 TO INCEASE THE TERMS OF OFFICE OF THE BOARD OF TRUSTEES; AMENDING SECTION 2.474 RELATING TO THE AUTHORITY OF THE BOARD TO INVEST AND REINVEST THE ASSESTS OF THE FUND; AMENDING SECTION 2.476 TO CLARIFY THE REQUIRED DISTRIBUTION DATE AND BENEFIT CALCULATION; AMENDING SECTION 2.480 TO PROVIDE FOR ROLLOVER DISTRIBUTIONS AND TO ELIMINATE MANDATORY DISTRIBUTIONS IN COMPLIANCE WITH THE TAX EQUITY AND FISCAL RESPOSIBILITY ACT; ADDING SECTIONS 2.480.1 THROUGH 2.480.4 RELATING TO FORFEITURES, MICELLANEOUS PROVISIONS, DOMESTIC RELATIONS ORDERS, AND BENEFICIARIES; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Clearwater Police Officers are presently provided pension and certain other benefits under Ordinances of the City of Clearwater; and WHEREAS, the City Council desires to clarify and restate the provisions of the Police Officers' Retirement Plan to consolidate all prior ordinances and Code provisions and to incorporate Federal law and the applicable provisions of Chapter 185, Florida Statutes; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA; Section 1. Chapter 2, Administration; Article V, Employee Benefits; Division 5, Police Officers' Pension Plan; Subdivision II, Supplementary Pension and Retirement Plan is hereby amended and restated as set forth in the document designated CITY OF CLEARWATER POLICE OFFICERS' SUPPLEMENTARY TRUST FUND, attached hereto as Exhibit A and made a part hereof. Section 2. Specific authority is hereby granted to codify and incorporate this Ordinance in the existing Code of Ordinances of the City of Clearwater. Section 3. All Ordinances or parts of Ordinances in conflict herewith are hereby repealed. Section 4. If any section, subsection, sentence, clause, phrase of this ordinance, or the particular application thereof shall be held invalid by any court, administrative Ordinance No. 8245-11 Item # 14 Attachment number 1 Page 2 of 13 agency, or other body with appropriate jurisdiction, the remaining section, subsection, sentences, clauses, or phrases under application shall not be affected thereby. Section 5. This Ordinance shall become effective upon its adoption. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Approved as to form: Robert J. Surette Assistant City Attorney 2 Frank Hibbard Mayor Attest: Rosemarie Call City Clerk Ordinance No. 8245-11 Item # 14 Attachment number 1 Page 3 of 13 CITY OF CLEARWATER POLICE OFFICERS' SUPPLEMENTARY PENSION TRUST FUND Sec. 2.471. Definitions. The following words, terms and phrases, when used in this subdivision, shall have the meanings ascribed to them in this section, except where the context clearly indicates a difference meaning: Board means the board of trustees of the police officers pension trust fund as provided for in this subdivision. �i� " i��oon��qmn1^��nr�fnr�mTC� r�ln�i�o In orlrli�inn �ho omr�l�� .� � � � �., � , � � � fliron� rnlln�i��mTOn� h�i �ho r�lon �n �ho �nih�T��on�rt or,on�f�or! h.. 4ho iJio4rihi i400 �n'h�c��an� r�l�n m� �n inrli�iirli i�l r�DYI'lon4 �nnr�i in4 iJoonriho�T GTIT I � � � I � � � I • � � � r r � � � � �� r�� 1:�T-17:Z1■!7rl�:�R� -�71L7f/7T�TT:�:T:E'J. - . . �:t�%1[��71^.RE�/�:��. IR.'ll:� - � i•� i�_ i� i• Net credit means the amount standing to the credit of a participant's share account as at the end of the preceding fiscal year. Exhibit A Item # 14 Attachment number 1 Page 4 of 13 Participant means every police officer of the city eligible to have moneys credited to his share account and to receive benefits therefrom pursuant to this subdivision. Pension trust fund means the police officers' fund as provided for in this subdivision. Police officer means any person who is elected, appointed, or employed full time by the city and certified or required to be certified as a law enforcement officer in compliance with F.S. § 943.14, who is vested with the authority to bear arms and make arrests, and whose primary responsibility is the prevention and detection of crime or the enforcement of the penal, criminal, traffic, or highway laws of the state. The term includes all certified supervisory and command personnel whose duties include, in whole or in part, the supervision, training, guidance, and management responsibilities of full- time law enforcement officers, part-time law enforcement officers, or auxiliary law enforcement officers, but does not include part-time law enforcement officers or auxiliary law enforcement officers as defined in F.S. § 943.10(5) and (7). The term shall specifically exclude any person employed in the entry level position of police recruit I who is not certified or required to be certified as a law enforcement officer, and any other employee of the city not certified or required to be certified as a law enforcement officer and not employed full time as a sworn law enforcement officer. Service means all time served as a police officer of the city for which regular compensation is paid by the city and all time during which a participant is on military leave in active military service and subject to the application of F.S. ch. 115. The term shall include all leaves of absence with pay, but shall not include leaves of absence during which no regular compensation is paid by the city, except military leave. Sec. 2.472. Entitlement; allocation. (1) Each participant shall be entitled to one share or a fractional share in the fund for each full year or a portion of a year of service as a police officer of the city. A fractional share for service rendered by each participant shall be determined by the number of days of service in each calendar year, assuming a 365-day year. (2) The total moneys received, including interest earned, any gifts and the credits forfeited by the participants, all of which constitute income to the fund during each fiscal year, shall be allocated and the value of the respective participant's shares shall be determined as follows: (a) The board shall pay all costs and expenses of management and operation �r +"° f;°^�' .,°�r'�°+ °n,�°,� of the last date of employment as a participant. (b) The board shall set aside as much of the income as it considers advisable as a reserve for expenses for the then current fiscal year. (c) After deducting the moneys called for in subsections (2)(a) and (b) of this section, the remaining moneys shall be allocated and credited to the share accounts of the respective participants. (3) The number of shares to which each and every participant is entitled as a� ;-",�^'��^� °^��°�� of the last date of employment as a participant, shall be 4 Ordinar Item # 14 Attachment number 1 Page 5 of 13 added together and the total number of shares thus determined shall be divided into the net amount of money available to be allocated and credited to the respective share accounts. The amount to be credited to the account of each participant will then be obtained by multiplying the value determined for one share by the total number of shares to which each participant is entitled. (4) Based on the asset balance of the pension trust fund on September 30 of each year, the value of each participant's share shall be calculated and credited to his share account. Such calculation shall be made and credits allocated to his share account once only in each fiscal year. °r^r��„�" n^+ ho m�iJ�or � n��+ „f +ho .,� Prorations shall be made to the last date of employment as a participant. (5) Maximum Additions. � � � Notwithstandinq any other provision of the System, the annual addition that may be contributed or allocated to a Member's account for any limitation year (limitation year means the calendar year) shall not exceed the lesser of: 1. $40,000, as adiusted for increases in the cost-of-livinq prescribed by the Secretary of the Treasury under Code Section 415(d), or 2. 100 percent of the Member's compensation for the limitation year (limitation year means the calendar year). Annual Addition Definition: The term "annual additions" means the amount allocated to a Member's account durinq the limitation year that is composed of: 1. The allocable share of the employer contributions (Chapter 185 monies) for the limitation year. 2. The allocable share of forfeitures for the limitation year: and 3. Any post-tax employee contributions made durinq the limitation vear. Compensation Definition: the annual limit under comaensation as a ;ode Section 401(a)(17) (increased pursuant to (B)). In qeneral, Code Section 415(c)(3) defines a Member's waaes as defined in Code Section 5 Item # 14 Ordinar Attachment number 1 Page 6 of 13 amount of any elective deferrals, as defined in Code Section 402(q)(3), and any amount contributed or deferred by the Employer at the election of the Member and which is not includible in the aross income of the Member Compensation shall not include contributions picked-up pursuant to Code Section 414(h). nerallv. comaensation is the comaensation durina the aaalicable 2'/2 months after termination, or, if later, the end of the limitation year durinq which the termination occurred will be taken into account in determininq compensation for allocations if they are payments that, absent a termination, would have been paid to the Member while the Member continued in employment with the Employer and are: 1. reqular compensation for services durinq the Member's reqular workinq hours, or compensation for services outside the Member's reqular work hours (such as overtime or shift differential), commissions. bonuses. or other similar aavments. and the termination if the Member had continued em Employer; or 2. payments for unused accrued bona fide sick, leave, but only if the Member would have been ab if employment had continued; or 3. payments pursuant to a nonqualified ur comaensation alan. but onlv if the aavments wou ent wit vacation or other ave qeen aai employment with the Employer and only to the extent that the payment is includible in the Member's qross income. Any payments not described above are not considered compensation if i after termination, even if they are paid within 2'/ months followinq termination, or, if r, the end of the Plan Year durinq which the termination occurred, except for ments to the Member who does not currentiv aerform services for the Emalover bv extent these aavments do not exceed the amounts the individual would have rece Sec. 2.473. Board of trustees--Creation; members. (1) There is hereby created a board of trustees of the supplementary police officers' retirement fund, which shall be solely responsible for administering the trust fund. The board of trustees shall consist of five members. Two members, unless otherwise prohibited by law, shall be legal residents of the city who shall be appointed by the city council, and two members shall be police officers who shall be elected by a majority of the police officers who are participants. The fifth member shall be chosen by a majority of the previous four members, and such person's name shall be submitted to the city council. Upon receipt of the fifth person's name, the city council shall, as a ministerial duty, appoint such person to the board of trustees as its fifth member. The fifth member shall have the same rights as each of the other four members and shall 6 Item # 14 Ordinar Attachment number 1 Page 7 of 13 serve a four year term unless he sooner vacates the office. Each resident member shall serve as trustee for a period of #�e four years unless sooner replaced by the city council, at whose pleasure he will serve. Each police officer member shall serve as trustee for a period of #�e four years unless he sooner leaves the employment of the city as a police officer, whereupon the city council shall choose his successor in the same manner as an original appointment. Each member may succeed himself in office. (2) The board of trustees shall meet at least quarterly each year. (3) Each board of trustees shall be a legal entity with the power to bring and defend lawsuits of every kind, nature and description, in addition to the other powers and duties contained in this subdivision. (4) The trustees shall by majority vote elect from its members a chairperson and a secretary. The secretary of the board shall keep a complete minute book of the actions, proceedings, or hearings of the board. (5) The trustees shall not receive any compensation as such, but may receive expenses and per diem as provided by law. Sec. 2.474. Same--Power and authority. (1) The board of trustees shall have power and authority to invest and reinvest the assets of the pension fund in: (a) Time or savings accounts of a national bank, a state bank insured by the Federal Deposit Insurance Corporation, or a savings, building and loan association insured by the Federal Savings and Loan Insurance Corporation; (b) Obligations of the United States or obligations guaranteed as to principal and interest by the United States; (c) Stocks, commingled funds ��'��' h„ noiinnol „r �+�+o hu� , mutual funds and bonds or other evidences of indebtedness. All individually held equity and debt securities and all equity and debt securities in a commingled or mutual fund must be issued or guaranteed by a corporation organized under the laws of the United Stated, any state or organized territory of the United States or District of Columbia, and each equity and debt security must be traded on a nationally recognized exchange (including NASDAQ). All debt securities shall hold a rating in one of the three highest classifications by a major rating service, and if such investments are made in a pooled fund `��minio4oroiJ h., ��.+�+o „r n�+;,,n�� 4� or mutual fund, then the rating of each issue in the pooled fund shall hold a rating within the top three rating classifications of a major rating service. �� fnr ' n in�iocim�� choll h��rmi��or! �nih�or �TOr! rrv--rvr ��un--p�. �.T-rrrcrca--w�� c� ccr r.... . . . ........ ... � .., . ..,, r..... . , ... . . .... ....... ... .............. ..... .... . . ... ......... . . ... . . ... . . .. ... ... . . .. In no event, however, shall more than twenty-five percent of the assets of the Fund at market value be invested in foreiqn securities. The board of trustees shall not invest more than five percent of its assets in the common stock or capital stock on any one issuing company, the aggregate investment on any one issuing company shall not exceed five percent of the outstanding 7 Item # 14 Ordinar Attachment number 1 Page 8 of 13 capital stock of that company, nor shall the aggregate of its investments in common or capital stock or convertible securities at se� market exceed 65 percent of the fund's assets. (2) At least once every three years, the board of trustees shall retain an independent consultant professionally qualified to evaluate the performance of professional money managers. The independent consultant shall make recommendations to the board of trustees regarding the selection of money managers for the next investment term. These recommendations shall be considered by the board of trustees at its next regularly scheduled meeting after receipt of the recommendations by the board. The date, time, place, and subject of this meeting shall be advertised in a newspaper of general circulation in the city at least ten days prior to the date of the hearing. (3) The sole and exclusive administration of and the responsibilities for the proper operation of the retirement trust fund and for making effective the provisions of this subdivision are vested in the board of trustees, provided that nothing in this subdivision shall empower the board of trustees to amend the provisions of a retirement plan without the approval of the city council. (4) The trustees of the pension plan established pursuant to this subdivision and all other persons occupying a fiduciary position under this subdivision in the administration of this subdivision and in investing and reinvesting assets of the pension fund shall utilize and be governed by the prudent man rule. The trustees in the performance of their duties are authorized to seek, obtain and engage independent professional counsel and secretarial and clerical services and advice and to pay reasonable charges for the service from funds available to the board of trustees for such purposes. Sec. 2.475. Death and disability benefits. (1) If a participant shall die while employed by the city, his beneficiary or estate shall be entitled to the accumulations standing to the credit of the deceased participant, irrespective of the age or years of credited service of the participant. (2) Upon satisfactory proof to the board of trustees of total and permanent job- related disability which renders the affected participating member unable to perform the duties and functions of a police officer, a participant will be entitled to receive his outstanding shares on the date of retirement. In the event that the City of Clearwater Employees' Pension Plan has determined that a police officer has become permanently incapacitated through injury or illness contracted in the line of duty, such determination may be considered as proof of a job-related disability under this Police Officers' Pension Plan. Sec. 2.476. Separation benefits. (1) If a participant shall separate from service for any reason whatsoever after ten or more years under the plan established pursuant to this subdivision, he shall be paid the entire amount to his net credit as of the ��c+ r�ronoiJinn f;�.,.�� .,o�r last date of employment as a participant, reduced by three percent per year for each year that the employee is short of his normal retirement date. For the purposes of this plan, normal retirement shall mean 20 years of service from his date of hire as a police officer. 8 Ordinar Item # 14 Attachment number 1 Page 9 of 13 (2) Settlement as provided in subsection (a) of this section shall be in full acquittal of all claims of a participant against the fund, and he shall thereupon cease to be a participant. (70'/) or the calendar year in which the member terminates employment with the city. Sec. 2.477. Rights and benefits not subject to legal process. The rights and benefits provided for in this subdivision are, when due and payable, vested rights of participants in the fund, and shall not be subject to attachment, garnishment, execution or any other legal process. Sec. 2.478. Responsibility of city. The city shall have no responsibility for the operation of the fund established pursuant to this subdivision except as specified in this subdivision and shall bear no expense in the operation of the fund. Sec. 2.479. Conflict with F.S. ch. 185. If any provision of this subdivision or the plan created pursuant to this subdivision shall conflict with the provisions of F.S. ch. 185, such conflict shall be resolved in favor of the statutory provisions which are intended to control, and the conflicting provision of the subdivision shall be severed without affecting the purpose of this enactment. Sec. 2.480. Direct transfers of eligible rollover distributions; elimination of mandatorv distributions. /'I�� oo�ry�r�l��no iJio4rihi i4ir�n m�ac��Atl�ni i�r�i 'I '�(l�c .� �.. � > > � (1) Rollover distributions. (a) General. This section applies to distributions made on or after January 1, 2002. Notwithstandinq any provision of the system to the contrary that would otherwise limit a distributee's election under this section, a distributee may elect, at the time and in the manner arescribed bv the board. to have anv aortion of an eliaible rollover (b) Definitions. (1) Eliqible rollover distribution: An eliqible rollover distribution is any distribution of all or any portion of the balance to the credit of the distributee. exceat that an eliaible rollover distribution does not include anv 9 Ordinar Item # 14 Attachment number 1 Page 10 of 13 the distributee or the ioint lives (or ioint life expectancies) of the distributee and the distributee's desiqnated beneficiary, or for a specified period of ten years or more; any distribution to the extent such distribution is required under section 401(a)(9) of the Code; and the portion of any distribution that is not includable in aross income. Effective Januarv 1. 2002. anv aortion of employee contributions will be an eliqible rollover aistribution it tne distribution is made to an individual retirement account described in section 408(a); to an individual retirement annuity described in section 408(b); to a aualified defined contribution alan described in section 401(al or 403(al which is includable in qross income and the portion of such distribution which is not so includable ; or on or after January 1, 2007, to a qualified defined benefit alan described in Code Section 401(al or to an annuitv liVllllQlil UGJIiIIFJGU III VVUG JGIiIIVII YVJ�FJ/� lllQl QI.JIGGJ lV JG�.JQIQIGIY account for amounts so transferred (and earninqs thereon), includinq separately accountinq for the portion of the distribution that is includible in qross income and the portion of the distribution that is not so includible. (2) Eliqible retirement plan: An eliqible retirement plan is an individual retirement account described in section 408(a) of the Code; an individual retirement annuity described in section 408(b) of the Code; an annuity plan described in section 403(a) of the Code; an eliqible deferred compensation plan described in section 457(b) of the Code which is maintained by an eliqible employer described in section 457(e)(1)(A) of the Code and which aqrees to separately account for amounts transferred into such plan from this alan: effective Januarv 1. 2002. an annuitv contract described in or tne �oae; or errective �anuary �i , �uu�s, a Kotn iKH aescnqea in �ection 408A of the Code. that acceats the distributee's eliaible rollover distribution. tne survivinq spouse. (3) Distributee: A distributee includes an employee or former employee. It also includes the employee's or former employee's survivinq spouse and the employee's or former employee's spouse or former spouse. (4) Direct rollover. A direct rollover is a payment by the plan to the eliqible retirement plan specified by the Distributee. (c) Elimination of mandatorv distributions. required by law, for an amount in excess of one-thousand dollars ($1,000.00), such distribution shall be made from the Plan only upon written request of the Member and comaletion bv the Member of a written election on forms desianated bv the Board. to Sec. 2.480.1. ForFeiture of pension. 10 Ordinar Item # 14 Attachment number 1 Page 11 of 13 (1) Any member who is convicted of the followinq offenses committed prior to retirement, or whose employment is terminated by reason of his admitted commission, aid or abetment of the followinq specified offenses, shall forfeit all riqhts and benefits under this system as of the date of termination. Specified offenses are as follows: (a) The committinq, aidinq or abettinq of an embezzlement of public funds; (b) The committinq, aidinq or abettinq of any theft by a public officer or employee from employer; (c) Bribery in connection with the employment of a public officer or employee; (d) Any felony specified in Chapter 838, Florida Statutes; (e) The committinq of an impeachable offense; (f) The committinq of any felony by a public officer or employee who willfullv and with intent to defraud the aublic or the aublic aaencv. for which per�ormance or nis auty as a puqiic orricer or empioyee, reaiizes or oqtains or attempts to obtain a profit, qain, or advantaqe for himself or for some other person throuqh the use or attempted use of the power, riqhts, privileqes, duties or position of his public office or employment position; or (q) The committinq on or after October 1, 2008, of any felony defined in Section 800.04. Florida Statutes. aaainst a victim vounaer than sixteen (161 inst a victim vou uties. or aosition r than ei is or ner auqiic rs or aae. qv a auqiic orricer or emalovment aosition. competent iurisdiction; a plea of quilty or a nolo contendere; a iury verdict of quilty when adiudication of quilt is withheld and the accused is placed on probation; or a conviction by the Senate of an impeachable offense. (3) Court shall be defined as any state or federal court of competent iurisdiction which is exercisinq its iurisdiction to consider a proceedinq involvinq the alleqed commission of a specified offense. Prior to forfeiture, the board shall hold a hearinq on which notice shall be qiven to the member whose benefits are beinq considered for forfeiture. Said member shall be afforded the riaht to have an attornev opportunity to present his case aqainst forfeiture. (4) Any member who has received benefits from the system after member's riqhts were forfeited shall be required to pay back to the fund the amount of the benefits received. The board may implement all leqal action necessary to recover such funds. Sec. 2.480.2. Miscellaneous provisions. al 1 in svstem. All assets of the fund are held in trust. and retirees and members and their spouses or beneficiaries, shall any part of the corpus or 11 Item # 14 Ordinar Attachment number 1 Page 12 of 13 income of the fund be used for or diverted to any purpose other than for their exclusive benefit. (b) Qualification of system. It is intended that the system will constitute a ualified aublic aension alan under the aaalicable arovisions of the code for a aualified now in ettect or nereatter amenaea. Hny moaitication or amenament ot tne s� be made retroactivelv. if necessarv or aaaro to aualifv or maintain the m may m as a or hereafter amended, or any other applicable provisions of the U.S. federal tax laws, as now in effect or hereafter amended or adopted, and the requlations issued thereunder. (c) Prohibited Transactions. Effective as of January 1, 1989, a board may not enqaqe in a transaction prohibited by Code Section 503(b). (d) USERRA. Effective December 12, 1994, notwithstandinq any other rovision of this system, contributions, benefits and service credit with respect to ualified militarv service are aoverned bv Code Section 414(ul and the Uniformed extent that the definition of "credited service" sets forth contribution requirements that are more favorable to the member than the minimum compliance requirements, the more favorable provisions shall apply. (e) Electronic forms. In those circumstances where a written election or consent is not required by the plan or the Code, an oral, electronic, or telephonic form in lieu of or in addition to a written form may be prescribed by the board. However, where applicable, the board shall comply with Treas. Req. � 1.401(a)-21. system will continue to c se reauired bv law. a rovision of the in accordance with the requirements of such chapter. � ich violates the �, uniess irements Sec. 2.480.3. Domestic relations orders; Exemption from execution, non- assiqnabilitv. (a) Domestic relations orders. (1) Prior to the entry of any domestic relations order which affects or purports to affect the svstem's resaonsibilitv in connection with the aavment of benefits of a (2) If a domestic relations order is not submitted to the board for review prior to entrv of the order. and the svstem is ordered to take action that it mav not leaallv take. or retiree who submits such an order will be required to reimburse the system for its expenses in connection with the order. Exemation from execution. non-assianabilitv. Exceat as otherwise any person under the provisions of this ordinance and the accumulated contributions and 12 Item # 14 Ordinar Attachment number 1 Page 13 of 13 the cash securities in the fund created under this ordinance are hereby exempted from any state, county or municipal tax and shall not be subiect to execution, attachment, qarnishment or any leqal process whatsoever and shall be unassiqnable. Sec. 2.480.4. Beneficiaries. (1) Each member or retiree may, on a form provided for that purpose, siqned and filed with the board, desiqnate a beneficiary (or beneficiaries) to receive the benefit, if any, which may be payable in the event of his death. Each desiqnation may be revoked or chanaed bv such member or retiree bv sianina and filina with the board a new prescriqea in suqsection l"i 1, or ir tne qenericiary lor qenericiariesl namea qy a aeceasea member or retiree predeceased the member or retiree, the death benefit, if any, which may be payable under the system with respect to such deceased member or retiree, shall be paid to the estate of the member or retiree. 13 Ordinar Item # 14 City Council Agenda Council Chambers - City Hall Meeting Date:4/20/2011 SUBJECT / RECOMMENDATION: Amend the Code of Ordinances, Section 2.016, Application of Article and Definition, to define acceptable forms as proof of residency and pass Ordinance 8260-11 on first reading. SUMMARY: On March 17, 2011, Council approved the following policy as it relates to advisory boards: where there is a residency requirement, one of the following forms will be accepted as proof of residency: - registered voter within city limits, or - own real property in the city, or - valid State of Florida Driver's License issued to an address within city limits, or - a Declaration of Domicile affirming residency within city limits. Review Approval: Cover Memo Item # 15 Attachment number 1 Page 1 of 2 ORDINANCE NO. 8260-11 AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, RELATING TO CODE OF ORDINANCES CHAPTER 2, ADMINISTRATION, ARTICLE III, APPOINTED AUTHORITIES, BOARDS, COMMITTEES, DIVISION 1; AMENDING SECTION 2.061, APPLICATION OF ARTICLE; DEFINITIONS TO PROVIDE FOR PROOF OF RESIDENCY; PROVIDING AN EFFECTIVE DATE. WHEREAS, it is advisable to make certain changes to Code of Ordinances Chapter 2, Article III, Division 1 regarding appointed authorities, boards, and committees, in order to provide for improved administrative efficiency; now therefore, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. That Chapter 2, Article III, Division 1, Code of Ordinances, Section 2.061, is hereby amended to read as follows: Section 2.061 Application of Article; Definitions. ***** 2) As used in this article: a) "Board of the city" or "board" means a board, committee, authority, or other entity established by an ordinance or resolution adopted by the city council or by a special act of the Florida Legislature relating solely to the city, and for which the city council has the authority to establish the qualifications for membership. The term does not include an agency of the state or of the county, or an agency established by interlocal agreement, notwithstanding that the city council may appoint one or more members to the board of such agency. b) "Resident" means a natural person who resides within the City of Clearwater. Where there is a residency requirement for board membership, one of the followinq forms shall be accepted as proof of residency: current voter reqistration within city limits; or ownership of real property within city limits; or possession of a valid current Florida Drivers' License issued to an address within city limits; or a Declaration of Domicile filed with the city clerk affirminq residency within city limits. Section 2. This ordinance shall take effect immediately upon adoption. PASSED ON FIRST READING PASSED ON SECOND AND FINAL READING AND ADOPTED Ordinance No.l&'�1�0#�115 Frank V. Hibbard Mayor Approved as to form: Attest: Leslie K. Dougall-Sides Rosemarie Call Assistant City Attorney City Clerk Attachment number 1 Page 2 of 2 Ordinance No. �19-#115 City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: The Future of our Water Presentation - Tracy Mercer, Public Utilities Director SUMMARY: Review Approval: Meeting Date:4/20/2011 Cover Memo Item # 16 �� ' � �tif . �f� � h 1«, i � „ ,s , � � �r ,�. _ ��<. �{ t� t , {!: , ;�, � � �, f,. � i � �� 3r �_ , � � �:� ��+i,� �,�+' , ', °w � `� ' � � �� i��7��r l �}�±, � � k jFr� � ,��' ' � t�ti I �� i��fi�� }��, �,l� � � � � F j 1 � � . �_ f� '� �� '�� ' � �� i� ! 4�� .3.w� �I ' o , ��°p °� v �, ��'� ' 4 ��„N� ° �s � v.E � e � �s �� ;y� �k 54, ��`� �; � �e � � �"'v��{� � �� ,,� ; � ,�, ,,' �, � � � ';. ��,��..;.; � � ;? ,�, � ��,. , ,. i; � �,,,` � � �{�k�.. }�t� F„ k U� � It . �, � � �� -� , � �� y � . �� 1 P i y��l io � � 1 �� a` � �� u' w .;9tw� ,. , .SS �,: � , i � � �JIl�'"' - , I '� A� 0 ��n: � �� , � a,�_. , � ��a ,,}�. � , ��, \) , �� "�� e � � v " � � � � � � ss��,s1 ' is ;�ifi tr 7��e� �' � yI�� i . ±� Ill��; �� , I '�s�i��—" l�\� � � � I l� 1 . �; ,� �,�; � � a �;� �_�, ��Y G e f � {� x' b11� � ( S 1 i Y �.....;: ' .: ; b � � � � � �� L� 0 � � � �� w� � w � ::. �.�ii,.� �; �� a � :�� : ;, 4 �� ° �� F�� ,;,�,- � � � �� de` �4� � � �„' G, � a e�. � �1l = � � 5 �' � �� ' � � �� i ::z' I ��. � � a �m �` ��' ,w+,;,p�„ ... �� , a9�''"� �'�� i. �� I . � � �� , � � � � � �:�,� � � � s� � . .. �3s.� �! 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U., iffi��. � .. .. � � ` � �� ' � �tif . �f� � h 1«, i � „ ,s , � � �r ,�. _ ��<. �{ t� t , {!: , ;�, � � �, f,. � i � �� 3r �_ , � � �:� ��+i,� �,�+' , ', °w � `� ' � � �� i��7��r l �}�±, � � k jFr� � ,��' ' � t�ti I �� i��fi�� }��, �,l� � � � � F j 1 � � . �_ f� '� �� '�� ' � �� i� ! 4�� .3.w� �I ' o , ��°p °� v �, ��'� ' 4 ��„N� ° �s � v.E � e � �s �� ;y� �k 54, ��`� �; � �e � � �"'v��{� � �� ,,� ; � ,�, ,,' �, � � � ';. ��,��..;.; � � ;? ,�, � ��,. , ,. i; � �,,,` � � �{�k�.. }�t� F„ k U� � It . �, � � �� -� , � �� y � . �� 1 P i y��l io � � 1 �� a` � �� u' w .;9tw� ,. , .SS �,: � , i � � �JIl�'"' - , I '� A� 0 Attachment number 2 Page 1 of 1 � ° �ar�va �� Interoffice Correspondence Sheet To: Mayor Hibbard and City Council Through: William Horne, City Manager From: Tracy Mercer, Director Public Utilities CC: Jill Silverboard, Assistant City Manager Nan Bennett, Public Utilities Assistant Director Glenn Daniel, Water, Reclaim & Wastewater Collection Manager Date: April 18, 2011 RE: Public Notice Distribution This memorandum is to advise you that the Public Utilities Department will be distributing the attached public notice regarding the drinking water system this week. The public notice is required due to a treatment technique (TT) violation of the U.S. Environmental Protection Agency's (EPA) new Ground Water Rule (GWR) at the City's Reverse Osmosis Water Treatment Plant No. 1. A TT violation of the new GWR is listed as non- critical but, since it still has the potential to have adverse effects on human health; EPA/FDEP (Florida Department of Environmental Protection) requires public notifications to be published and mailed to each potentially affected customer within 30 days of the incident. The TT violation occurred on March 22, 2011, and involved one (1) of three (3) chlorine residual monitoring locations within the plant. One (1) of the locations failed to meet the minimum chlorine residual (4-log inactivation) for more than 4 hours. The respective intermediate chlorine feed rate was adjusted and the TT violation corrected early on March 23, 2011. No water was delivered to the public without disinfection meeting acceptable levels according to established standards for drinking water. However, the GWR requires water treatment plants to maintain continuous preventative treatments in case of bacterial or viral contamination of the groundwater. Sampling of the City of Clearwater water system has not indicated the presence of bacterial or viral contamination. In addition to a copy of the public notice, I have attached an informational summary overview of the GWR, the incident and the response. I will be available to answer any further questions at the City Council meeting on Wednesday, April 20t", during Council discussion items. Item # 16 Attachment number 3 A drinking water treatment requirement was recently violated in our water system. Although this incident was not an emergency, as our customers, you have a right to know what happened and what we did to correct this situation. We are required to disinfect the well water we pump from the Upper Floridan aquifer, our drinking water source. For approximately 16 hours, from March 22, 2011, until March 23, 2011, we did not maintain sufficient free chlorine residual at RO Plant #1, in the Blend Water Tank, one of the four points (in the middle) of the disinfection process. The violation occurred during treatment and was corrected before any water from the storage tank was sent out into the system. Although one part of the process was out of compliance, all other components of the disinfection process were operated correctly. In addition, the other two Water Plants owned and operated by the City remained in full compliance during the 16 hour period. There is nothing you need to do. You do not need to boil your water or take other corrective action. However, if you have specific health concerns, consult your doctor. If you have a severely compromised immune system, have an infant, are pregnant, or elderly you may be at increased risk and should seek advice from your health care provider about drinking this water. General guidelines on ways to lessen the risk of infection by microbes are available from Environmental Protection Agency's Safe Drinking Water Hotline at 1-800-426-4791. This is not an emergency. If it had been, you would have been notified within 24 hours. "It is required that you be advised that inadequately treated or inadequately protected water may contain disease- causing organisms. These organisms can cause symptoms such as diarrhea, nausea, cramps and associated headaches." These symptoms, however, are not only caused by organisms in drinking water, but also by other factors. If you experience any of these symptoms and they persist, you may want to seek medical advice. While we have not detected any evidence of contamination in, or other health threats to, our source water, we are still committed to maintaining the required level of treatment to the well water pumped from the Upper Floridan aquifer to eliminate any threat of contamination. The free chlorine residual was restored to compliance levels within 2 hours of identifying the violation. A plant operations review was immediately conducted to ensure all other disinfection residuals were in compliance. The Florida Department of Environmental Protection was notified as required by Florida Administrative Code. The plant monitoring alarm system was tested, and an additional alarm point was added for residual(s). A training review was provided to operations staff. A Standard Operating Protocol (SOP) is being developed to ensure all operators take proper monitoring steps and corrective action when needed. For more information, please contact Greg Turman, Public Utilities Coordinator, at (727) 462-6326, greg.turman@myclearwater.com, or 1650 N. Arcturas Ave., Clearwater, FL 33765. "Please share this information with other people who drink this water, especially those who may not have received this notice directly (for example, people in apartments, nursing homes, schools and businesses). You can do this by posting this notice in a public place or by distributing copies by hand or mail." This notice is being sent to you by City of Clearwater Public Utilities, Public Water System ID # 6520336. Date Distributed: It2111 # � G Attachment number 4 Page 1 of 4 Overview of the Ground Water Rule General Description: The U.S. Environmental Protection Agency (EPA) published the Ground Water Rule (GWR) on November 8, 2006, for implementation starting December 1, 2009. One goal of the GWR is to provide increased protection against microbial pathogens, specifically bacterial and viral, in public water systems (PWSs) that use ground water. Instead of requiring disinfection for all ground water sources, the GWR establishes a risk-targeted approach to identifying ground water sources that are susceptible to fecal contamination. The GWR requires ground water systems (GWSs) at risk of microbial contamination to take corrective action to protect consumers from harmful bacteria and viruses. Notifying the public of potential risks is a key element of this risk-targeted approach. Purpose: Reduce the risk of illness caused by microbial contamination in public groundwater systems (GWSs). Utilities Covered: The GWR applies to all public water systems (PWSs) that use groundwater, including consecutive systems that receive finished groundwater from another public water system. 4 Log treatment in the GWR, describes treatment of water in which 99.99% of the viruses are removed or inactivated. The term "4 Log treatment" is a form of shorthand used in the drinking water industry based on a logarithmic scale, (abbreviated as "Log"). 4 Log treatment for viruses can be achieved using inactivation (disinfection), removal (filtration), or a combination of inactivation and removal, as approved by the State. 1 Log Inactivation is equivalent to a 90% reduction 2 Log Inactivation is equivalent to a 99% reduction 3 Log Inactivation is equivalent to a 99.9% reduction 4 Log Inactivation is equivalent to a 99.99% reduction Meeting these requirements will exempt the system from "triggered source water monitoring" in response to each positive total coliform sample collected in the distribution system under the Total Coliform Rule. Ground water systems that provide 4 Log (99.99%) removal or inactivation of viruses do not need to conduct triggered source water monitoring. However, public water systems that do provide 4 Log treatment are required to conduct "triggered" monitoring in addition to compliance monitoring. Clearwater was approved in February 2011 as having treatment compliant under 4 Log. Short-term consequences include: • Increase in capital costs for water system improvements ($100,000) • Increase in training needs for public water systems (in-house) • Increase in technical assistance needs • Increase in water system inspection frequency of community water systems from every 5years to every 3 years • Increase in operational costs necessary to comply • Need for increased water system revenue Long-term consequences include: • Greater protection of public health • On-going costs of complying with the rule for public water systems Item # 16 Attachment number 4 Page 2 of 4 • GWR provides increased protection against microbial pathogens in public water systems using groundwater sources • Presence of indicator organisms (coliforms) demonstrates that there is a pathway for pathogenic viruses and bacteria to enter groundwater sources • Occurrence of fecal indicators is indication of the potential presence of microbial pathogens that may pose a threat to public health • Treatment Technique (TT) is a Tier 2 violation under the GWR. A TT violation results from failing to maintain 4 Log treatment for more than 4 hours. A Technical Treatment Violation is listed as non- critical, but has the potential to have adverse effects on human health and requires public notifications by EPA/FDEP. Source Water Monitoring • Regular source water monitoring used to determine if fecal contamination is present in the ground water source. • Triggered source water monitoring is required for any GWS that has a positive total coliform result under the Total Coliform Rule (TCR) routine sampling and does not provide for 4 Log treatment of viruses. Compliance Monitoring • Systems that notify the state that they provide and monitor for 4 Log treatment of viruses are required to conduct compliance monitoring. • Compliance monitoring requires measuring minimum disinfectant residual concentrations at or before the first customer. • If population served is greater than 3,300, measurements must be conducted continuously. • Disinfectant residual concentrations are reported in monthly operating report, along with documentation on flow rates, temperature, pH levels and other parameters necessary to determine compliance with GWR. • If system is in violation of a GWR monitoring requirement, the system must report the problem to the state and notify the public. • Systems are required to send a copy of public notification (PN) to the state within 10 days of the notification. • When system has a ground water source with a fecal indicator-positive sample, it is a situation and not a violation. • GWR addresses pathogens that can be found in GWSs and steps GWSs must take to protect their customers. • Violations and situations of the GWR are also addressed by two (2) other drinking water regulations related to notifying the public: o Public Notification (PN) Rule, and o Consumer Confidence Report (CCR) Rule • GWR requires PN for additional situations and violations related to ground water and adds to required content of CCRs. • GWSs are required to notify public because these circumstances can present moderate to severe risks to public health. ItPm # 1 � Attachment number 4 Page 3 of 4 The tier of notification required will differ depending on the severity of the situation or violation. Tier 1(Immediate notice): Tier is for violations and situations with significant potential to have serious and immediate adverse effects on human health as a result of short-term exposure. Notice is required within 24 hours. Tier 2(Notice as soon as possible): Tier is for other violations and situations with the potential to have adverse effects on human health that do not pose an immediate risk. Notice is required within 30 days. Tier 3(Annual notice): Tier is for all other violations and situations requiring a public notice, not included in Tier 1 and Tier 2, or that do not have a direct impact on human health. These violations are typically monitoring and reporting violations. Notice is required within 12 months and may be included in the CCR, since Community Water Systems (CWSs) must produce CCRs by July 1st of every year. �ftu t��tt� r� crfr�f T�� 1 • A system is notified of a fecal indicator-positive ground water source sample (either a triggered source water monitoring sample, one of its five additional samples required by a positive triggered source water monitoring sample, or an assessment source water monitoring sample) that is not invalidated by the state. • A system has a replacement source water sample that is fecal indicator-positive. For these types of situations, CWSs must also place a Special Notice in the year's CCR and must add the fecal indicator-positive result to the regulated contaminant table in the CCR. �ftu t��tt� r� crfr�f T�� A GWS has a treatment technique (TT) violation under the GWR. TT violations result from: • Failing to comply with or be on a compliance schedule for a state-approved corrective action plan within 120 days of being notified of a significant deficiency. • Failing to comply with or be on a compliance schedule for a state-approved corrective action plan within 120 days of being notified of a feca/ indicator-positive source water sample. • Failing to maintain at least 4 Log treatment of viruses for more than 4 hours. • CWSs that have TT violations must also place information about the violation in the year's CCR. �ftu�t��tt� r°�qcrfr°frt� T��t° � P� A GWS fails to meet GWR monitoring requirements if the system: • Fails to conduct triggered source water monitoring within 24 hours of being notified of a total coliform-positive routine sample. • Fails to collect five additional samples after a fecal indicator-positive triggered source water sample (unless the state requires corrective action). • Fails to collect a replacement source water sample within 24 hours of being notified that a fecal indicator-positive sample has been invalidated by the state. • Fails to conduct or follow the requirements for assessment source water monitoring as directed by the state for existing or new sources (coming into services after November 30, 2009). A GWS fails to meet compliance monitoring requirements if the system: • Does not conduct triggered source water monitoring and fails to conduct monitoring to demonstrate compliance with 4 Log treatment requirements. • CWSs that violate monitoring requirements must also place information about the monitoring violation in the year's CCR. Item # 16 Attachment number 4 Page 4 of 4 On March 22, 2011, the acceptable disinfection level of Free Chlorine residual in the Blend Tank dropped below the level mandated by FDEP to maintain compliance with the new Ground Water Rule, and the residual level was corrected more than 4 hours later. • Violated new 4 Log compliance rule wherein water disinfection level was below limits (.5) at the blending tank for more than 4 hours • "Treatment technique violation", a Tier 2 violation for failing to maintain at least 4 Log treatment of viruses for more than 4 hours • Blending tank was one point of chlorination in middle of entire disinfection process • Additional chlorine also added after the ground storage tank and before water sent to distribution system • No water was delivered to the public without disinfection meeting acceptable levels according to established standards for drinking water • Tier 2 violation requires public notification (newspaper & notices mailed/hand delivered to customers) The free chlorine residual was restored to compliance levels within 2 hours of identifying the violation. • Plant operations review conducted to ensure all disinfection residuals points in compliance • Florida Department of Environmental Protection (FDEP) notified as required by Florida Administrative Code • Plant monitoring alarm system tested; additional alarm point added for residual(s) • Management provided review of training on new rule with operations staff • Computer programmer (outside contractor) called to add 24-hour auto dialer "call out" system, calling emergency phone until personnel addresses, responds and corrects • Compound loop program added to keep free chlorine treatment dosage within specified range • Standard Operating Protocol (SOP) being developed to ensure operators take proper monitoring steps and corrective action when needed • Human Resources investigating and reviewing disciplinary action for event operator on duty Next Steps • Ensure all water plant personnel understand new rules and what is expected of them. • Publish Tier 2 Notification (ASAP, within 30 days) of Non-acute Violation (treatment technique requirement) in the newspaper • Notify customers who receive water from RO #1 via U.S. Mail (19, 822 letters) RO #1 has operated successfully since 2004 in 100% compliance, and has won awards: - 2007 - Florida Section American Water Works Association (FSAWWA) — Outstanding Water Treatment Plant of the Year — Class B Facility — Presented to Water Division for contemporary technology in water treatment. - 2007 — Southeast Desalting Association (SEDA) — Outstanding Membrane Plant Operator of the Year - Dan Angove - 2006 Association of Metropolitan Water Agencies (AMWA) — Gold Award for Competitiveness Achievement — Recognizing Clearwater Public Utilities as a water agency where management practices chart new courses, seek new opportunities and meet the ever- expanding demands of consumers and market forces. itp,.,., � �, E c� � c� 0 � 0 � � � c ca � a� i� � Attachment number 5 Page 1 of 1 Item # 16 ,,��t,,1 ��=�j�7, t�?i��,j� -{�� M e m o ra n d u m TO: Janice "Nan" Bennett, City of Clearwater CC: FROM: DATE: RE: Tracy Mercer, City of Clearwater Glenn Daniel, City of Clearwater Kelcia Mazana, Reiss Engineering James Murin, Reiss Engineering April 12, 2011 Attachment number 6 Page 1 of 2 R�ISS ENGIN��RING 1 O 1 6 SPRING VILLAS PT., SUITE 2000 WINTER SPRINGS, FLORIDA 32708 (407) 679-5358 Fa�c: (407) 679-5003 TECHNICAL MEMORANDUM Water Treatment Plant #1 Influence Area Evaluation Background The City of Clearwater (City) requested that Reiss Engineering, Inc. (REI) conduct a Water Treatment Plant No. 1(WTP #1) area of influence evaluation using the City's calibrated potable water hydraulic model (Model). This evaluation is used to determine the customers served primarily by the WTP #1 finished water supply. Results The City's Model was updated and calibrated by REI in 2010 to simulate the distribution system flows and pressures with greater than 90 percent accuracy. Per the City's request, this Model was used to conduct a source trace analysis to determine the customers served by WTP #1. A source trace analysis is a useful tool which can be used to determine the percentage of water originating from a particular source for each customer in the distribution system. Figure-1 shows the results of the trace analysis which indicate the area of the distribution system influenced by the water supplied by WTP #1, which was used to identify specific customers as described above. },>. fxr�,� � ,,,, , �I�e� # � 6 a � � v w z z 0 v � w � z r � z � 0 v 421213H� 738 � �� )ys�b� M a r � F U W Z Z O U � W h Z � 4213N33�1 a213N33�1 N �lb'Mab'0218 �� /31 � u �' � 5 a I � € 0 rn u� N y F 'S , .. .... � . . M .... . � F � U � . � . . � � ..... Z ........ . .. W �- o Z Z W Z Z IW- � O Z W U F Z � W Z Y . . ........................... ..... ~ = Z Z N V � 021213H�738 N F 021213H�738 S 1 ' � a� ' T � U W � .... ....... . ... .. . . .. Z � .............. . � O �U � � i 0 �' �' w J J W m � v W z z City Council Agenda Council Chambers - City Hall SUBJECT / RECOMMENDATION: Sand Dune Regulation SUMMARY: Review Approval: Meeting Date:4/20/2011 Cover Memo Item # 17 « ` v.� ;r� }� .., �, . i �� ,�i ��, -°� �..., �' � �, � � T �. .� �:.,. 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At ta ��ebruary� 3, �011 ��'it�, �"caunc:il rn��tit7�, �h� C��a�cil �.�ip�c�tL�1 �i�ff� tc� ir��ui�-� ini,� tl�e i"�a��bility` :��.�i iime f�'at��c �tar` ��pl�a7°��ntati��n c�f a ac:��;�t�o3� �r«�r�sr� ��rsua�t tc� �`lori�� t�iu��..� C�h��t�r ? �1 �w��d r.��ated ytat�.atc� a�.� �d�ni��i�tr�ti��w :-ul�s �s�d, i�a additi��, �� ct�z��i��: wt��t I�vel ��- �.`�t� cc��Tn:tr��z�t ��t�ulc� �e rec.��aired ii� �iele�;�tit�� rere �raz�t�;d. `�'��:� rcc�.uest ��Ila��s � s�ri�� c��` c�t:�c�� c�n��:zns ar�d �orn��l:�*nt� that �=1��;I' ��tc�;°�ccin��i c7t' ��a�ie d�:��r�actir�n �lc�n� �cr� ��z �1�ws-� �t�:�- �3eac�� i� nc�t s�f�ici�nt t� �urt�i5 �i�,tus��a�r:c� �:' t��e�e n�t ural �-� s�ur�es. �i�a�� f�cl f�°�� ic� u�:�a me �x�d c��e.��s�� 'rrect ��. tc� t�� .��r�a�ria�� ntit�° sl��:�u�c� t��:� r€��e�� r�e�c� t� bc: s�.��.t c�r� to ��n�ti��i- ��i�:�. I caza l�� reach�� at 7�:�-��i�Z. �1P1G�P�� "v". r '� � � � } ' � ��',1�, i ° �N , ��.� � � �'.� � ,�:�Si1�.V. �.�',. l�M�. � ;s��ri r�nmental :VI ��;r �'itti� �t C`��r��l�r ��e41i� IJc3��,�11-�it��s. :"�s�a�tant Cit}- 11tt:�=_-n�:�` II �;�: �Iiic� �uillen. �.�.., �`zt�� ;�i�ae�r r�:,h avar�-1'•��r�� x�.�='tl v! lr��.;�v; �ll .Jk'tL.I]. �.i,i1= 1f3�; L1� :' [11 iVE:: �o� , _, �;� , � a �, Item # 17 March 14, 2011 Florida Department of Environmental Protection Marjory Stoneraan Douglas Building 3900 Commonwealth Boulevard Tallat�assee, Florida 32399-3000 Ed Chesney, P.E. Ex�vixoxunental Manager City of Clearwate�r P.O. Sox 4�48 Clearwater, Florida 33758-4748 Dear Mr. Chesney: Attachment number 2 Page 1 of 2 Rick Scott Governor Jennifer Carroil ]Lt. Goverriar Herschel i. Vinyard, Jr. Secretary Thank you for your letter dated F�bx•uaxy 18, 20011. From this Ietter, I undersiand that the City of C1ear�nrater Beach is considering a requesf to seek a partial delegafion of authority that would provide for the locai administration of the Coas�al Construction Control Line (CCCL} to aregc�Iate the alteration/destruction of sand dunes and the related vegetation along its beaches. u�s�.ar�� to �uU�ee«��s �61.05��3 j$� ti� j, F��riva �ta �t�s, ar�� 4tJ[1S4a1 co�r�ty �r ��ur�ic��,al��% may seek a delegation of authority from the Flarida Department of Environmental Profection {D�partment) to enforce the xegulatoxy provisions of Section 161.053, Florida Statute,s. The la�s intent xs to provide for local administration �hrough approved Iocal codes where, in the judgment of the Departnment, the co�n�y or municipaliiy has sufficient funds and personnel fo adequately administer �he program. Referri�g aga�n to your letter, it appears that the City has not yet adopted locai ordinances for regulating the alferation/destruction of sand dunes and t11e related vegetation. The drafting of such ordinances for Department consideration would be a first step towards developing a paxtital delegatian agreement between the Department and the City. For furiher assistance on thi� matter, I suggest calling West Gregory, t11e Bureau's p�rog�ram atto�nEy, af 85�-245-2542 or by email west. -�re�rvQdep.state.fl.�zs. Thank you £o�r the strong interest expressed by the City in seeking greatex proiection of Florida s beaches and dunes. i�:�r� wwvv. dep. state.fl. us Mr. Ed Chesney, P.E. 03/14/2011 Page 2 Since�reXy. 4 �� Michael L�. Parnett, P.E., Chief Bureau of Beaches and Coastal Systezx�s CC: Leslie Dougall-Sides, Assistant City Attorney II Mike Quillen, P.E., City Engineer West Gregory, FDEP Gene Chalecki, P.E., FDEP Attachment number 2 Page 2 of 2 i�:�r� �� `�, r � �� - � �� I, r ; �� r �z� k �� s ' � �, � � �� '� f - �: � �� ' ' , � �,�� 'g° �� ' �� t� s �fJ� y�' f " '��( �1�,y-A . i �. � 4 �� i� ��( ^�� ,. J(�,,� l„� �� k � fi`�'��r,'L'_��. ' i�� . g� � �� } ,h�� , � ',��"� u�� $ v� + a r �tr �. I i �� '�j�` ,. `� ��k k �` .�:n�" #+ u�,�s wi irv 41t� i t ;� i ' '��rr�mi�,'�«�a � � �,r. ' � �. �� s�i , �`� �,3'? { ,� . 3 � � I �'�� r �� .x� �:�r ut � �y � y: � � }�� ti �" _ � � �� , ,4 ��' �u� �i' 4 k �� 'i f� �� i � �� I� jr§ �";. ,.� �„1e�� § �, ��` ,�� . . I � �� „�: � ��;. � � �k<< �- ` i' �`�e � V k E�I�r ...... . ..,.., � r' _ �� N ��.. .r � � ��,,, ,�,t� .. V"�� w V .. r, � � �� '- �p i�3�.; �` � d�i � ��,r �'��;�� s,�,�, � � �� ; �� ,a;; :�°;� ��,°� � �,. �;�' �' �t; � _ �r i � n!� ., �G.S� � . . 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' �� « i � ' � � �, � ) �» �i � � �3�F� s � v ,t�� rv 1.,� .`t �;r»�'v,�?, pi��f�iU�a�t S�ri olr ,`;1r�7)ja � y }rt��t, nj� n r b �1 . . ,. ... �, � 1 l�i�� , . �� i, � +dN' � � � ��? ,fii' � 4 � s44ut � �� ' ��° i S�� l s, � r{ s �� i\� ai� ;ttv � .� �� ,� h- � � �� s,,.`� ;� '`�)' � ;5,� � � � � �� t„ a� .,'��. f �� ! � � '� t', �S � r �� xi �� f �. � ( � I a ��, � �, � �� '� � , � �� „r; � � r`: r �,� r �' t�, E �, � a �y },�aSi��, v, � tk r� .. �sr r` � �� ,�., �t � , � ,, I ��;� � �� u�" � 1, ,W», i �i t� # f� 3 5 2fr � t�t„` ' �. fr'� ��`��",�"`� � " �k� �'v � � � ; r, �-, �� . A� �kS, t �i I y. � „- � azi� - ��j�� y E.�'` ir`�' 'v.� IE � 4 7 i ��+ q 4F' (� r�� .s�A�.�e�dri .:. �' �, 4 � �t ,. ;r ,,; � ;r ko :? F�� `�: Y—� —( : i � � v ". # � �� i .. � �, Attachment number 3 ; Page 3 pf 3 ,, w E�, a ,, r �; ; u� � � ! � C � ' 6� '�=' ,,.. �� , . ... . � �,;. � . � �w`� �,�r��'t`��;�w�� '�;�� ,t, ,: ��i.'t City Council Agenda Council Chambers - City Hall Meeting Date:4/20/2011 SUBJECT / RECOMMENDATION: Recommend that the Board of County Commissioners deny the application to install a zipline in Sand Key Park and adopt Resolution 11-12. SUMMARY: Review Approval: Cover Memo Item # 18 Attachment number 1 Page 1 of 1 RESOLUTION NO. 11-12 A RESOLUTION OF THE CITY OF CLEARWATER, FLORIDA, RECOMMENDING THAT THE BOARD OF COUNTY COMMISSIONERS DENY THE APPLICATION TO INSTALL A ZIPLINE IN SAND KEY PARK; PROVIDING AN EFFECTIVE DATE. WHEREAS Sand Key Park is a park of regional significance on the Gulf of Mexico, and; WHEREAS Sand Key Park has historically not been developed to serve more retail and entertainment needs of beach goers, needs that are amply met along the County's beaches, and WHEREAS Sand Key Park in fact is not noted for a high level of environmental assets but rather contains vegetation considered invasive and nuisance species, and WHEREAS the existence of the proposed "zip line" would appear to contribute little to either the ecological value or understanding of the park or otherwise contribute to the most compatible needs of the large number of beachgoers utilizing the park for its historical purpose; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA: Section 1. The City Council of the City of Clearwater does hereby recommend that the Board of County Commissioners consider the incompatibilities of the proposed "zip line" facility with the historic use of the park as well as its failure to promote true ecological tourism opportunities and deny the use of Sand Key Park for the proposed activity. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this day of , 2011. Frank V. Hibbard Mayor Approved as to form: Attest: Pamela K. Akin City Attorney Rosemarie Call City Clerk Resolution NtteiM-#218