10/03/2011 CITY COUNCIL WORK SESSION MEETING MINUTES
CITY OF CLEARWATER
October 3, 2011
Present: Mayor Frank Hibbard, Vice Mayor George N. Cretekos, Councilmember
and John Doran.
Absent: Councilmember Paul Gibson (Excused) and Councilmember Bill
Jonson.
Also Present: William B. Horne 11 - 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.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
Mayor Frank Hibbard called the meeting to order at 9:00 a.m. at City Hall.
1. Presentations — Given.
1.1 NACWA Gold Peak Performance Awards to Wastewater Treatment Plant Chief
Operators Jeff Borden from the Northeast Wastewater Treatment Plant and to
Loren Pratt from the East Wastewater Treatment Plant.
1.2 Dr. A. P. Black Award: Wastewater Plant Operator Award of Excellence to Jack
Sadowski, Wastewater Treatment Plant Chief Operator.
1.3 2011 Charter Review Committee Final Report - Cyndie Goudeau, Chair
Committee Chair Goudeau reviewed the final report. Recommended changes included
requiring a Notice of Availability of the audit be published annually, eliminating term
limits, requiring the City Charter be reviewed every 8 years, and allowing
Councilmembers be reimbursed for actual expenses incurred in the performance of their
duties through a stipend or reimbursement allowance via ordinance.
Council discussion deferred to Thursday.
2. Fire Department
2.1 Award a contract (purchase order) to Pierce Manufacturing Inc. of Appleton, WI.
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in the amount of$481,310.00 for the purchase of one new Pierce Heavy Duty
Velocity Pumper, in accordance with Sec. 2.564 (1)(b)and(e), Code of
Ordinances, Other governmental bid, and authorize the appropriate officials to
execute same. (consent)
The Department desires to purchase a heavy-duty front line unit to replace Engine
48, which was purchased in 2001, and move the current Engine 48 to the reserve
fleet to maintain required reserve units. The full price for one unit is
$481,310.00.The current CIP project 91218, Fire Engine Replacement, has
$488,800 of Penny III funding available. The City will be reimbursed by the County
for a portion of the purchase, approximately 12%, as the vehicle will support fire
operations in the unincorporated areas of the Clearwater Fire District. The
Department has determined the Pierce Heavy Duty Velocity Pumper built by
Pierce Manufacturing meets the operational needs of the Department. Estimated
annual operating costs in the department's annual operating budget include fuel
and routine garage charges for operating the new vehicle. Garage charges on the
new vehicle are expected to be less than on the replaced vehicle. This purchase
is a piggyback of Lake County Contract 08-0803.The Pierce pumper is the City of
Clearwater Fire and Rescue Department standard for the purpose of training and
maintenance. Custom components have been added to meet the needs of the fire
district and surrounding municipalities.
Warranty: Limited 1 year warranty for 12 months free of defects in material and
workmanship; 3 year warranty on the Impel/Velocity custom chassis; lifetime on
chassis frame crossmembers, Imp/Vel; 5 year on EVS transmission; 5 years on
command zone components, Chassis, Vel/Impel/Qtm/AXT; lifetime on UPF and
water tank; 5 years on waterous (pump); 10 year on S/S plumbing and standard
paint; 10 yrs or 100,000 on vehicle cab and body; and 5 year or 100,000 mile
warranty on engine provided by Cummins. Maintenance: Ten-8 Fire Equipment,
Inc., a full service apparatus repair facility, will perform all of the warranty work.
The City's General Services Division will perform routine maintenance and testing.
Annual pump testing will be performed by our Logistics Bureau in accordance with
NFPA standards. Any additional repairs can be contracted through Ten-8 at an
additional cost per their service fee schedule.
A heavy-duty Velocity pumper apparatus provides exceptional pumping water
capability, enhanced storage capability, lower vehicle profile and will significantly
up-grade the abilities of the unit it replaces. The proposal for fire apparatus
conforms to all Federal Department of Transportation (DOT) rules and regulations
in effect at the time of bid and with all National Fire Protection Association (NFPA)
Guidelines for Automotive Fire Apparatus as published at the time of bid, except
as modified by customer specifications. Pierce Manufacturing operates a Quality
Management System under the requirements of ISO 9001. The apparatus will
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meet the current NFPA 1901 recommendations and will maintain design and
operational features consistent with the department's needs.
In response to a question, Fire Chief Robert Weiss said staff has considered other
manufacturers; Pierce is one of the largest manufacturers of fire apparatus and
considered to be the most reliable. Staff believes the Lake County pricing is the best
available price.
3. Financial Services
3.1 Declare list of vehicles and equipment surplus to the needs of the City; authorize
disposal through sale to the highest bidder at the Tampa Machinery Auction,
Tampa, Florida; and authorize the appropriate officials to execute same.
consent
All vehicles and equipment have been replaced as necessary and/or are no
longer required.
Tampa Machinery Auction is the Tampa Bay Purchasing Cooperative Auctioneer
of Record.
3.2 Approve settlement of the liability claim of Walter Bivens for payment of
$50,000.00 and authorize the appropriate officials to execute same. (consent)
On March 5, 2010, several police cruisers were chasing a car on Missouri
Avenue. As these cruisers approached Mr. Bivens from the rear, Mr. Bivens
stopped suddenly upon seeing additional police cruisers ahead. A cruiser hit Mr.
Biven's car in the rear resulting in injuries to Mr. Bivens. Mr. Bivens incurred
medical expenses of$20,866. Mr. Bivens continues with neck pain and may be a
candidate for a cervical discectomy and fusion in the future. Mr. Biven's claim
can be settled for$50,000.00. The City's limit of liability as provided by Section
768.28, Florida Statutes is $100,000. The City's Risk Management Division and
City's Claims Committee recommend this settlement. Funding for the payment of
this settlement is available in the budget for claims expense in the Central
Insurance Fund.
4. Gas System
4.1 Award Bid 30-11 to Mastec North America, Incorporated, 7221 East Martin
Luther King Jr. Boulevard, Tampa, Florida 33619, for the period October 1, 2011
to September 30, 2012, for the Installation of Gas Mains, Service Lines and
House Piping, in the amount of$1,039,050; approve the contract (Purchase
Order) in the amount of$878,300 and authorize the appropriate officials to
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execute same. (consent)
Mastec North America, Incorporated, is one of Clearwater Gas System's two
contractors who install Gas Mains, Service Lines, and Underground House Piping
to meet residential and commercial customer requirements in support of gas sales
and operations.
Mastec North America, Incorporated was the only Bidder on Bid 30-11
(Installation of Gas Mains, Service Lines and House Piping at Various Locations)
with an actual bid of$1,039,050 and has performed satisfactory work under their
previous contract, which expired on September 30, 2011. Mastec has also
provided a Performance Bond and Proof of Insurance.
The total contract amount is $1,039,050 ($878,300 for the Installation of Gas
Mains and Service Lines and $160,750 for Underground House Piping a Resale
Item to the customer that is approved by the Clearwater Gas System Managing
Director).
Funds are available in 315-96377 (Pinellas New Mains and Service Lines) and
315-96378 (Pasco New Mains and Service Lines). Clearwater Gas System has
budgeted appropriately to support these requirements.
5. Human Resources
5.1 Authorize the negotiation of a three-year contract between the City and
Montgomery Retirement Plan Advisors for the provision of advisor/consultant
services to the City 457 Deferred Compensation Plans and the City 401a Money
Purchase Pension plan at a total cost not to exceed $35,000 per year. (consent)
In May 2011, the City issued Request for Proposal (RFP) 17-11 seeking qualified
firms with the ability to provide consulting services to the City in the administration
of its 457 Deferred Compensation Plans and 401 a Money Purchase Pension
Plan. Responses to the RFP were received from 11 agencies. A City RFP
evaluation committee met initially on August 10, 2011 to review and conduct a
comparative analysis of the responses. The evaluation committee scored and
ranked the responses, narrowing the list to four finalists. Criteria for the scoring
included cost, ability to perform the requested services, experience with public
sector retirement plans, and references.
The RFP evaluation committee met on September 2, 2011 to receive
presentations from and interview the four respondents to the RFP identified as
finalists. One finalist declined and not considered by the evaluation committee.
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The committee then ranked the other three finalists based on their overall
presentations. Montgomery Financial Services emerged with the highest ranking.
Staff requests that Council authorize the City to enter into negotiations initially with
Montgomery to serve as advisor/consultant to the City's 457 and 401 a plans. This
is anticipated to be a three-year agreement at a cost not to exceed $35,000 per
year. The cost for the balance of Fiscal Year 2011-2012 would be funded from
Central Insurance Fund reserves and future year costs are to be budgeted in the
Central Insurance Fund.
5.2 Authorize a contract between the City and CIGNA HealthCare for medical
insurance under a fully insured, Shared Returns Minimum Premium funding
arrangement for the period of January 1, 2012 to December 31, 2012 at a total
cost not to exceed $13 million, and that City funds obtained through the federal
Early Retiree Reimbursement Program be utilized to offset proposed increases
and maintain current employee premiums and City funding levels. (consent)
The contract with the City's current medical insurance provider, CIGNA
HealthCare, expires on December 31, 2011. CIGNA presented an initial renewal
offer to maintain the City's existing plan options at an overall increase in cost of
approximately $1.5 million. The City Benefits Committee, made up of
representatives of all of the City's employee groups and retirees, recommended
that the City's Agent of Record, the Gehring Group, negotiate with CIGNA and the
other major carriers to achieve a more favorable proposal. Quotes for a fully-
funded arrangement were submitted in response by CIGNA and United
Healthcare only.
After evaluating the proposals, the City Benefits Committee, by a unanimous vote
of 15 to 0, elected to recommend to City Council that CIGNA be retained as the
medical insurance provider for 2012. This proposal would result in the elimination
of the City's current OAP (POS) plan option, but would maintain the current
OAPIN (base) plan option with a reduction in the single and family out-of-pocket
maximum amounts and the addition of an out-of-network schedule of benefits at
an increase of approximately 5% in employee premiums and City funding levels.
The cost of this increase, in addition to the decrease in overall employee
contributions attributable to the shift in participants from the buy-up to the base
plan, would result in an increase in the City contribution of an estimated $568,000
for calendar year 2012, and require approximately $197,000 in additional funding
in excess of budgeted for fiscal year 2012. The Benefits Committee recommends
that the City utilize funds obtained from the federal Early Retiree Reimbursement
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Program (ERRP), to the extent available, to offset the proposed increase and
maintain employee, retiree, and corresponding City employer contributions at
current levels. Currently $283,458 in ERRP grant monies are available to fund
this $197,000 increase, with additional monies anticipated in the coming months.
Staff concurs with the Benefits Committee recommendations.
Based on this recommendation, the calendar year 2012 cost for this scenario
would be $13.0 million ($10.0 million City share, $1.7 million employee share, and
$1.3 million retiree/cobra share). For fiscal year 2012, the City has budgeted
$9,715,000 for approximately 1,475 full time positions for the City's share of
medical insurance coverage. The City's estimated share of actual expenses for
Fiscal Year 2012 per this recommendation is estimated at $9,912,000. The
$197,000 difference would be funded from ERRP reserves during fiscal year
2012.
This recommendation maintains the current funding strategy for City contributions
to health care premiums to represent 100% of the cost for Employee Only, 75% of
the cost for Employee plus One, and 68% of the cost for Employee plus Family
coverage.
In response to questions, Gehring Group representative Kurt Gehring said health
carriers have different reasons why they may bid or not bid; continuing relationship with
Cigna shows the City is considering options carefully. In the current plan, participants in
the buy-up plan are not paying their proportionate share; the risk is being lumped into
the base plan. Human Resources Manager Allen Del Prete said efforts are being
implemented to increase awareness and participation in the health clinic among
spouses and dependents.
Staff was directed to take Item 5.2 off the Consent Agenda.
6. Marine and Aviation
6.1 Amend Chapter 33, Section 33.058 of the Code of Ordinances to create an Idle
Speed - No Wake Zone within the Clearwater Harbor Marina and pass
Ordinance 8292-11 on the first reading.
Council requested and was given permission by the State to establish a Slow
Speed - Minimum Wake Zone to include all waters from the western boundary of
the Intracoastal Waterway (ICW) east to the shoreline from the Seminole Launch
Ramp, including 500 feet south of the Memorial Causeway Bridge in 1999
(Resolution 99-21, Ordinance 4995-90, Permit 88-020).
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This wake zone was created to prevent potential hazards to boaters launching at
the Seminole Launch Ramp. The established wake zone is not serving the
intended purpose. Boaters travel at speed outside the current wake zone then
throttle back at the last second. The problem is compounded now that the new
Clearwater Harbor Marina has been built with docks on both the north and south
sides of the Memorial Causeway Bridge. Funding from the Fish and Wildlife
Conservation (FWC) helped pay for these docks and the size of the boater wakes
have broken pile guide rollers and the remaining support brackets have dug
crevices in the concrete pilings the floating wave attenuators ride on.
In addition, vessels entering and exiting the ICW at the intersection of the
Memorial Causeway Channel frequently propel their wakes into the Clearwater
Harbor Marina docks due to having no speed restrictions in this channel at the
eastbound approach to the ICW.
The City has requested permission from the Fish and Wildlife Conservation
Commission (FWC) to extend the existing Slow Speed - Minimum Wake Zone
across the entire span of the bridge opening, shore to shore, and 275 yards north
of the bridge west of Channel Marker 14 where it meets the ICW. South of the
bridge, the City requested an extension of the zone 500 yards south of the bridge,
east to the shore and west to Marina Channel 5 into the Marina Causeway
Channel. Formerly, the Slow Speed - Minimum Wake Zone marker piling was
within the proposed slips of the Clearwater Harbor Marina, which the City was
given permission to remove and replace with a buoy further south during
construction.
The FWC has submitted the Slow Speed Minimum Wake Zone extension to their
agenda scheduling process. In discussions with the FWC, they normally permit
wake zones shoreline to shoreline, under and on approach to bridge structures.
The previous bridge did not require this due to its design; the new bridge does.
FWC has moved the City's request up in priority but it will take at least a year to
process.
The FWC authorized our proceeding with designating the area within the Harbor
Marina slip basin an Idle Speed - No Wake Zone. Besides alleviating some of the
damage due to wakes, it would also help curtail commercial sightseeing vessels
chasing dolphins into the basin.
The Marine Advisory Board reviewed the matter and recommended these
changes.
7. Police
7.1 Approve an agreement between the City of Clearwater (Licensor) and the United
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States Coast Guard Auxiliary, Flotilla 11-1 (Licensee) to utilize space located at
645 Pierce Street on an intermittent basis, for the period January 1, 2012
through December 31, 2012, and authorize the appropriate officials to execute
same. (consent)
The Licensor and Licensee entered into a contractual agreement for the Licensee
to intermittently utilize space located at 645 Pierce Street during calendar year
2011. Due to a delay in the completion of the Licensee's new
headquarters/training location at Sand Key Park, Licensee requests the use of the
space located at 645 Pierce Street on an intermittent basis, as outlined on Page 2
of the Agreement, during calendar year 2012.
The Agreement defines the scope of responsibilities of the Parties concerning the
use of the Clearwater Police Department District II Line-up Room (Premises),
located at 645 Pierce Street, Clearwater, Florida. The City of Clearwater will be
granting Licensee a license to occupy and use the Premises, subject to all the
terms and conditions stated or referenced in the Agreement to include available
parking areas. All activities of the Parties under the Agreement will be carried out
in accordance with the terms and conditions outlined in the document. The
Agreement will remain in effect during the 2012 calendar year while the Licensee
is conducting its monthly meetings and public education programs (listed in
paragraph 5. C. of the Agreement) and may be amended or modified by the
mutual written consent of the Parties' authorized representatives. The Clearwater
Police Department shall, at all times, have priority use of the Premises for its own
needs and may cancel any meeting or program, referred to in paragraph 5. C, due
to an emergency necessitating the use of the Premises. The Agreement may be
terminated at any time, upon thirty (30) days written notification, by either party.
There are no costs/fees associated with the use of the Premises by the Licensee.
7.2 Approve an agreement in the amount of$484,290.00 with the Pinellas County
Sheriff's Office, Largo, Florida for latent fingerprint, crime scene processing
services, evidence and property storage and Pinellas Juvenile Assessment
Center services, during the one-year contract period, commencing October 1,
2011 through September 30, 2012, and authorize the appropriate officials to
execute same. (consent)
The Pinellas County Sheriffs Office (PCSO) and the Clearwater Police
Department (CPD) began annual contractual agreement for services in January
1994. The agreement covers latent fingerprint examination, property/evidence
storage, crime scene processing services and a share of security costs at the
Pinellas Juvenile Assessment Center (PJAC).
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The total cost of the proposed Fiscal Year 2011/2012 agreement is $484,290.00,
reflecting a 19% decrease in cost from the 2010/2011 contract for services
primarily due to a contractual reduction in the calls for service requiring crime
scene processing, and a reduction in the number of items submitted by the CPD
to the Sheriff's Office Property and Evidence Division.
The proposed contractual agreement reflects the following breakout of costs:
Fingerprint Services - $89,184 (1200 calls @ $74.32 per call),
Forensic Science Services (Crime Scene Processing) - $242,604 (1200 calls @
$202.17 per call),
Evidence and Property Service and Storage - $93,870 (9000 submissions @
$10.43 per submission),
Pinellas Juvenile Assessment Center (PJAC) - $58,632 (698 bookings @$84 per
booking).
Requests for services in excess of the number of contractual calls will be invoiced
separately. Additionally, at the end of the contract, any funds remaining from
unused calls for service will be refunded to the city.
Funding for this contractual agreement is available in the Police Department's
Fiscal Year 2011-2012 operating budget.
7.3 Approve an agreement between Clearwater Towing Service, Incorporated, and
the City of Clearwater to provide towing, transport, and, in some circumstances,
storage services for Police Department directed towing, impounds, and vehicle
seizures and authorize the appropriate officials to execute same. (consent)
In an effort to realize efficiencies within the Police Department, a Request for
Proposal (RFP 21-11) was issued seeking a bifurcated towing system to
accommodate virtually all of the towing and impound services offered to the Police
Department.
A five-member committee, comprised of employees from the Police Department,
Traffic Engineering, and General Services, evaluated the five responses to RFP
21-11; one response was eliminated from consideration as not meeting the scope
of the issued RFP.
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The Evaluation Committee ranked the four remaining responses; each response
was judged based upon several factors, which included, but was not limited to
overall quality of facilities, number and overall quality of the vendor's equipment,
ability to accommodate Police Department calls for services, and experience.
Clearwater Towing Service, Incorporated (1955 Carroll Street, Clearwater), and
ABC Towing and Recovery, Incorporated (23499 U.S. Highway 19 North,
Clearwater), received the two highest rankings.
The agreement will effectively eliminate the current rotational list maintained by
the Police Department, but would not prohibit a citizen from requested towing
services from a company of their choice, such as AAA.
In addition to personnel efficiencies, the Police Department could realize a
savings under the terms of the contract, relating to the removal of impounded and
seized vehicles. In fiscal year 2009-2010, the Police Department paid slightly over
$27,000 for costs associated with seized and impounded vehicles.
Under the terms of this contract, vehicles would be seized or impounded at no
cost to the Police Department.
The agreement calls for an initial two (2) year term, effective November 1, 2011
through October 31, 2013, with three optional one (1) year extensions.
There will be a minimal impact to the Police Department's current and future
operating budget(s) as a result of the agreement. Under the terms of the
agreement, the respective vendors are to be paid the sum of$100.00 per vehicle
that is stored on behalf of the Police Department for investigative purposes
(maximum of five days storage). Each vendor will collect, and transfer to the
Police Department, a $20.00 fee for administrative costs associated with vehicles
that are impounded by the Police Department. Payments will be funded from the
Department's operating budget (projected: $1,500.00). Administrative fees
collected will be credited to the General Fund.
ABC Towing and Recovery, Incorporated, was unable to secure a lease
agreement with the property owner of 23499 U.S. Highway 19 North, Clearwater.
Subsequent negotiations have failed to produce a property that will fully meet the
requirements of RFP 21-11.
Staff recommendation is to employ a single vendor towing system, with
Clearwater Towing Service, Incorporated, as the selected vendor.
Work Session 2011-10-03 10
Staff was directed to take Item 7.3 off the Consent Agenda.
8. Public Utilities
8.1 Accept Public Utilities Department efficiency review report from HDR
Engineering, Inc. (WSO)
On January 31, 2011, the City Council approved an agreement with HDR
Engineering, Inc., to perform an efficiency review of the Public Utilities
Department. The review was designed to provide an assessment of the efficiency
and effectiveness of Public Utilities department operations, spending, and priority
customer service areas, identifying improvement opportunities for service delivery,
organization, staffing, and management. HDR utilized a wide variety of data
collection and analytical techniques:
Used ten (10) attributes established through a document, Effective Utility
Management A Primer for Water and Wastewater Utilities, published in 2008 by a
consortium of public utility industry groups to evaluate the efficiency and
effectiveness of the Public Utilities Department (PU), including: (1) Product
Quality, (2) Customer Satisfaction, (3) Employee and Leadership Development,
(4) Operational Optimization, (5) Financial Viability, (6) Infrastructure Stability, (7)
Operational Resiliency, (8) Community Sustainability, (9) Water Resource
Adequacy, and (10) Stakeholder Understanding and Support.
The attributes containing both quantitative and qualitative elements were
evaluated against detailed system data provided by Public Utilities and Finance
personnel comprising the following operational areas: (1) Water Production,
Distribution, Wastewater Collections, and the Reclaimed System; (2) Wastewater
Flow and Treatment, including Industrial Pretreatment; (3) Laboratory; and (4)
Infrastructure Maintenance. HDR performed interviews with nearly 20 Public
Utilities employees in each business category across the department. HDR also
interviewed the Finance and Information Technology Directors and met with a
review workgroup comprising an Assistant City Manager, the Budget and Human
Resources Directors, and the City Auditor. HDR's analyses produced the
following major observations and recommendations (strengths and enhancement
opportunities) by applicable attribute:
Employee and Leadership Development-STRENGTHS: strong customer service
culture; employee performance expectations effectively communicated;
employees committed to department objectives and goals; open communication
at all levels. OPPORTUNITIES: mitigate loss of system knowledge due to staff
turnover; develop formal leadership development program.
Financial Viability-STRENGTHS: very high quality credit (bond rating AA-),
conservative financial policies/practices; strong liquidity ratios; low bad debt ratio
(&It;1.0%); routine and periodic analyses of rates and charges.
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OPPORTUNITIES: liabilities to assets ratio exceed 50%; low operating income to
interest expense ratio (&It;1.0); low water system revenue to expense ratio.
Infrastructure Stability-STRENGTHS: strong preventative maintenance program,
effective asset inventory and data collection management; ready availability of
maintenance records and other facility-related documents; formal meter
management/replacement program. OPPORTUNITIES: develop and adopt
renewal and replacement policy for system assets. Operational Resiliency-
STRENGTHS: effective Oracle-based inventory management system; effective
use of SCADA control systems; existing internal improvement program for
increased efficiency and cost savings. OPPORTUNITIES: expand use of
inventory management for planning purposes.
Community Sustainability-STRENGTHS: rate structure that promotes
conservation; use of energy efficient facility design and equipment; development
of an Integrated Water Management Strategy (IWMS) for long-term water supply
planning and reliability, implementing and expanding reclaimed water system, and
implementing a pilot phase of the groundwater replenishment program; current
measured 7.15% non-revenue water rates that falls below 10% industry standard.
OPPORTUNITIES: continue evaluating opportunities for increased energy
efficiency.
Water Resource Adequacy-STRENGTHS: adequate water supply for future
needs; flexible and long-term water supply agreement with county; adopted
reclaimed water master plan (2007). OPPORTUNITIES: continue to reduce
reliance on purchased water.
Stakeholder Understanding and Support-STRENGTHS: on-going communication
through billing inserts; public access to PU internet site; active speaking
scheduled at local civic group and neighborhood meetings. OPPORTUNITIES:
add planning documents to internet site; increase stakeholder understanding of
regulatory pressures and criticality of renew and replacement program.
HDR representative Jeff McGarvey provided a power point presentation.
In response to questions, HDR representative Mike Condran said the SCADA system
(Supervisory Control and Data Acquisition) is challenging to use and requires extensive
training; employees expressed an interest to expand use of the software to include
asset management. Mr. McGarvey said the public utility employee salary is on the low
end of scale; taking risk of losing the individuals after receiving the required specialized
training.
Assistant City Manager Jill Silverboard said the study focused on national salary trends.
The study has confirmed staff's observation regarding losing city employees to other
Work Session 2011-10-03 12
local public utilities and will be meeting Human Resources to discuss matter. Human
Resources Director Joe Roseto said salary adjustments are subject to bargaining.
There is typically more turnover in the wastewater area. Salary surveys typically focus
on area agencies in which the City has direct competition.
Council recessed from 10:55 a.m. to 11:02 a.m.
9. Engineering
9.1 Accept a Multi-Use Trail Easement conveyed by Clearwater Housing Authority
over a portion of Mary Land Subdivision, as more particularly described therein,
given in consideration of receipt of$10.00 and the benefits to be derived
therefrom. (consent)
The City is finalizing plans and specifications to initiate construction of Phase 3 of
its Druid Trail multi-use trail project. When all four phases of the project are
complete, the trail will connect the Progress Energy Trail, just west of U.S.
Highway 19 to Clearwater Beach. The Phase 3 segment of the project will extend
west from Glen Oaks Park along Turner Street, South MLK, Jr. Avenue and Druid
Road to connect with the Pinellas Trail at East Avenue.
The subject easement is ten feet wide and allows the City to extend the above-
referenced project improvements along both the southerly and westerly
boundaries of the Housing Authority's Barbee Towers housing development
located at 1100 Druid Road. Phase 3 of Druid Trail is budgeted at $1.1 million
and is anticipated to be under construction by year-end and is expected to be
completed within five months.
9.2 Approve the final plat for Harbourside Grande, 18167 U.S. Highway 19 North,
located on the Southeast corner of U.S. Highway 19 and Belleair Road.
consent
This plat will assemble 3 unplatted parcels and create 3 lots consisting of 9.06
acres.
This property is currently an office park with a 6-story office building and the use
will remain the same.
The property is within the city limits of Clearwater and the current zoning is
Commercial.
The Development Order for the project was approved August 4, 2011.
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9.3 Approve the conveyance of a Perpetual Ingress and Egress Easement to
Pinellas County over a 285 by 86 foot portion of a city-owned parcel along the
northern property limits of Sand Key Park and along the south side of Clearwater
Pass; and authorize the appropriate officials to execute same. (consent)
Pinellas County's Coastal Management Division is coordinating plans with the
U.S. Army Corps of Engineers to renourish a portion of Sand Key extending from
just south of Sand Key Park to North Redington Beach. The purpose of the
project, estimated at $35 million, is to replace approximately 1.2 million cubic
yards of sand. The project is expected to commence November 2011, with
completion in August 2012.
The City granted the County authorization to temporarily use the same area under
similar terms and conditions for a beach renourishment project in 2005. The
County now requests that the City grant the easement in perpetuity to become
periodically effective from time to time only while a County-funded beach
renourishment project is underway. In each instance, authority for the County to
utilize the subject easement commences with each project and terminates upon
the completion of each project. The easement area crosses the City seawall
providing the project contractor waterside access for offloading equipment and
supplies.
9.4 Award a contract (purchase order) to American Lighting of Dover, Florida, for
construction of the Gulf To Bay Blvd./Highland Ave. Traffic Signalization Project
(10-0005-EN) in the amount of$261,967.00, which is the lowest responsible bid
received in accordance with the plans and specifications, and authorize the
appropriate officials to execute same. (consent)
Replace the existing span wire/concrete pole signalization at the FDOT (Florida
Department of Transportation) intersection of Gulf-To-Bay Blvd./Court
St./Highland Ave. with mast arm signal structures to meet FDOT standards per
the plans. There shall be a total of three uprights and three arms along with new
pedestrian features, conduits, pedestrian refuge islands, and crosswalks.
This project is being constructed in conjunction with the City's Gulf-To-Bay
Boulevard/Highland Avenue Improvements (East Gateway) Project. There shall
be coordination between both contractors, the City's Construction Division, Traffic
Operations, and FDOT as needed.
Work Session 2011-10-03 14
Three FDOT certified traffic signal contractors purchased plans and specifications
for the project and bids ranged from the low bid of$261,967.00 to the high bid of
$286,908.80.
Construction will start following award of contract, shop drawing review, ordering
of custom length mast arms, and mobilization. Construction is anticipated to take
up to six months, including shop drawing and mast arm fabrication/delivery times.
Upon completion, the signalization will continue to be maintained by the Traffic
Operations Division under agreements with FDOT and the Interlocal Agreement
with Pinellas County concerning designated ATMS corridors. Sidewalks, signage,
markings, and roadway improvements on respective rights-of-way shall be
maintained by the City's Public Services department and FDOT Pinellas
Maintenance.
Sufficient budget is available in Capital Improvement Program project 0315-
92270, Gulf to Bay/Highland Improvements in the amount of$261,967.00.
9.5 Approve a Work Order to Atkins North America Inc., Engineer of Record (EOR),
in the amount of$107,736.20 for design of Jeffords Street Outfall and approve a
Cooperative Funding Agreement between the Southwest Florida Water
Management District (SWFWMD) and the City of Clearwater for Implementation
of BMPS in the Coastal Zone 1 Watershed at Jeffords Street (N270) in the
amount of$200,000 and authorize the appropriate officials to execute same.
consent
The existing Jeffords Street Outfall is in Coastal Basin 1 and consists of grated
inlets discharging into 1100 feet of 15 inch vitrified clay pipe with the last 450 feet
discharging through private property. This system collects stormwater from the
area between Magnolia Street and Jeffords Street and from Bay Avenue to St
Josephs Sound.
The existing grated inlets clog up with leaves and debris, then the overflow
washes the leaves and debris overland into Clearwater Harbor. The replacement
of this system will provide open throat inlets, relocate the system into the city's
right of way and improve water quality by utilizing a stormwater treatment
structure to collect the leaves and debris.
The Work Order to Atkins is for the design of a stormwater conveyance and outfall
system.
Work Session 2011-10-03 15
SWFWMD is funding an equal share up to 50% of the entire costs of the project
up to $400,000 for maximum reimbursement, up to $200,000 for design and
construction costs.
First quarter budget amendments will establish Capital Improvement Program
project 0315-96177, Jeffords Street Outfall with $200,000 of SWFWMD budget
only and transfer $200,000 of Stormwater Utility Revenue from 0315-96170,
Coastal Basins Projects to fund the project and work order.
9.6 Ratify and Confirm Change Order Four and Final to R.A.M. Excavating, Inc. for
Morningside Neighborhood Traffic Calming Project 07-0008-EN, an increase in
the amount of$47,707.03 for a new contract value of$1,630,192.25 and add 73
calendar days to the contract. (consent)
This project was completed on September 8, which is 73 days over the
completion date of June 27, 2011.
Project went over the estimated completion date due to delays in service
connections for electrical power at two mini roundabouts and three roundabouts
for uplighting and street lighting as well as various utility conflicts detailed in
earlier change order two.
Maintenance of all infrastructure and landscaping is by various operating
departments of the city including Traffic Operations, Parks and Recreation, and
Utilities.
Sufficient budget is available in Capital Improvement Program projects 0315-
92259, Traffic Calming, in the amount of$52,844.03 and 0315-92273, Streets and
Sidewalks in the amount of$1,397.00 offset by a decrease in Stormwater in the
amount of (6,534.00) for total funding in the amount of$47,707.03.
10. Planning
10.1 Approve a Future Land Use Map Amendment from the Transportation/Utility
(T/U) classification to the Industrial Limited (IL) Classification and a Zoning Atlas
Amendment from the Institutional (I) District to the Industrial, Research and
Technology (IRT) District for property located at 1020 North Hercules Avenue
(consisting of a portion of the Northwest 1/4 of Section 12, Township 29 South,
Range 15 East), and pass Ordinances 8281-11 and 8282-11 on first
read ing.(LUP2011-07002 and REZ2011-07004)
This future land use map amendment and rezoning application involves a 0.99-
acre site, located on the southwest corner of North Hercules Avenue and
Work Session 2011-10-03 16
Palmetto Street. This property has a Future Land Use Map classification of
Transportation/Utility (T/U) and zoning designation of Institutional (1). The
applicant is requesting to amend the future land use classification to the
Industrial Limited (IL) classification and the zoning district to the Industrial,
Research and Technology (IRT) District. The property is owned by the City of
Clearwater and is currently being redeveloped by Clearwater Gas Station as a
compressed natural gas filling station limited to municipal vehicle use
(governmental use). There is a gate station (i.e., above ground gas piping,
valves, and regulators) which will remain on the southern portion of the property.
The requested amendments are necessary so that Clearwater Gas System can
operate the facility as an automobile service station use, allowing the public to
purchase compressed natural gas at the facility. The station is designed to have
four dispensers, servicing up to eight vehicles, and will be unmanned. The
Planning and Development Department has determined that the proposed future
land use map amendment and zoning atlas amendment is consistent with the
Community Development Code as specified below:
The proposed amendment is consistent with the Comprehensive Plan, the
Countywide Plan Rules, and the Community Development Code.
The proposed amendment is compatible with the surrounding property and
character of the neighborhood.
The available uses in the Industrial, Research and Technology (IRT) District are
compatible with the surrounding area.
In accordance with the Countywide Plan Rules, the land use plan amendment is
subject to the approval of the Pinellas Planning Council and the Board of County
Commissioners acting as the Countywide Planning Authority. The application is a
small-scale amendment so review and approval by the Florida Department of
Economic Opportunity (Division of Community Planning) is not required.
The Community Development Board reviewed the Future Land Use Plan
amendment and rezoning applications at its public hearing on September 20,
2011 and unanimously recommended approval.
In response to a question, Clearwater Gas System Managing Director Chuck
Warrington said the public will receive a colored thumb-key and a fleet card after
receiving the required training and certified as a valid owner of a CNG vehicle. A
third party vendor will bill fleet cardholders.
11. Official Records and Legislative Services
Work Session 2011-10-03 17
11.1 Appoint members to the Municipal Code Enforcement Board with terms to expire
October 31, 2014.
There was consensus to appoint Michael Riordon and reappoint Michael Boutzoukas
and Donald van Weezel. Staff was directed to place Item 11.1 on the Consent Agenda.
11.2 Approve the 2012 State Legislative Package. (consent)
The 2012 State Legislative Package includes supporting continued funding for
programs that benefit municipalities statewide, such as the Florida Recreation
Development Assistance Program (FRDAP) and State Aid to Libraries and full
funding of the housing trust funds under the Sadowski Act. Also included in the
2012 legislative priorities is supporting a local bill that increases the number of
temporary alcohol sales permits issued to non-profits for outdoor events held in
the downtown Clearwater area. The city, along with the Florida League of Cities,
continues to oppose unfunded mandates and intrusions to municipal home rule.
Staff was directed to add, under Issues to Support, supporting the combination of the
Metropolitan Planning Organization and the Pinellas Planning Council and requiring bed
tax collection from online travel companies.
11.3 Approve the 2012 Council Meeting Schedule. (consent)
Generally, the 2012 City Council meetings are at 6:00 p.m. on the first and third
Thursdays of each month. The accompanying work sessions are at 9:00 a.m. on
the preceding Monday, unless the Monday is a holiday, in which case the work
session is on Tuesday.
No meetings held for the first Thursday in January, per Council Rules.
No meetings held for the first Thursday in July, per Council Rules.
Please note the following:
The work sessions on January 9, February 13, March 12, May 14, and August
13 fall on the second Monday of the month and due to conflict with Tampa Bay
Regional Planning Committee, will start at 1:00 p.m.
The Conference of Mayors' Annual Meeting is June 13 through 16. No conflict.
The September 17 Council work session has been moved to Tuesday,
September 18, due to Rosh Hashanah.
The October 18 Council meeting has been moved to Wednesday, October 17,
Work Session 2011-10-03 18
due to Jazz Holiday being held October 18 through 21.There is no need to make
adjustments for the Florida League of Cities'August Conference in 2012. Dates
for the FLC Legislative Conference in November have yet to be published. If a
conflict should arise, the schedule will be modified. The County's Budget
calendar for 2012 is not known at this time. Once the Budget Director receives
this information, adjustment of the September meetings will be requested if
needed.
12. Legal
12.1 Adopt Ordinance 8276-11 on second reading, annexing certain real property
whose post office address is 3054 Leanne Court into the corporate limits of the
city and redefining the boundary lines of the city to include said addition.
12.2 Adopt Ordinance 8277-11 on second reading, amending the future land use
element of the Comprehensive Plan of the city to designate the land use for
certain real property whose post office address is 3054 Leanne Court, upon
annexation into the City of Clearwater, as Residential Suburban (RS).
12.3 Adopt Ordinance 8278-11 on second reading, amending the Zoning Atlas of the
city by zoning certain real property whose post office address is 3054 Leanne
Court, upon annexation into the City of Clearwater, as Low Density Residential
(LDR).
12.4 Adopt Ordinance 8287-11 on second reading, amending the operating budget for
the Fiscal Year ending September 30, 2011 to reflect increases and decreases
in revenues and expenditures for the General Fund, Special Development Fund,
Special Program Fund, Water and Sewer Fund, Stormwater Fund, Solid Waste
Fund, Recycling Fund, Gas Fund, Marine Fund, Airpark Fund, Clearwater Harbor
Marina Fund, Parking Fund, Administrative Services Fund, General Services
Fund, and Garage Fund.
12.5 Adopt Ordinance 8288-11 on second reading, amending the Capital
Improvement Budget for the Fiscal Year ending September 30, 2011, to reflect a
net increase of$6,965,181.
13. City Manager Verbal Reports — None.
14. Council Discussion Items
14.1 Gulf Blvd. Signage
Discussion deferred to Thursday.
Work Session 2011-10-03 19
15. Closing Comments by Mayor
Mayor Frank Hibbard encouraged all to see the Dolphin Tale movie. The City Manager
was directed to send an email to all employees encouraging them to see the movie and
spread word.
16. Adjourn
The meeting was adjourned at 11:21 a.m.
Work Session 2011-10-03 20