11/13/2012 CITY COUNCIL WORK SESSION MEETING MINUTES
CITY OF CLEARWATER
November
Present: Mayor George N. Cretekos, Vice Mayor Paul Gibson, Councilmember
Doreen Hock-DiPolito, Councilmember Bill Jonson, and Councilmember
Jay E. Polglaze.
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.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
Mayor George N. Cretekos called the meeting to order at 1:00 p.m. at City Hall.
1. Presentations — Given.
1.1 Service Awards
Four service awards were presented to city employees.
The November 2012 Employee of the Month was presented to Kyle Wilson, Public
Utilities. The November/December 2012 Bimonthly Team Award was presented to the
Weekend Warriors: Gene Nyland, Howard McChesney, Katie Anding, and Fatos Pojani.
1.2 Life Cycle Energy and GHG Emission of IWMS by Behnaz Zaribaf(former Intern)
and Instructor Zhang
Behnaz Zaribaf presented a PowerPoint presentation on her findings of the Life Cycle
Energy and Green House Gas Emissions from the city's water treatment plants.
The Council recessed from 1:19 p.m. through 1:21 p.m. to meet as the Pension
Trustees.
2. Economic Development and Housing
2.1 Tourism Presentation - Adel Grobler, Imagination Global Consulting
(WS 0)
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Adel Grobler and Gabby Klink provided a PowerPoint presentation on tourism trends
and its impact to Clearwater.
3. Fire Department
3.1 Request Council select Option 1 or 2 as an alternative to Fire Station 45
presented October 1, 2012; award the Construction Manager (CM) at Risk
contract to Biltmore Construction, of Belleair, Florida, to construct Fire Station 45
for a Guaranteed Maximum Price (GMP) based on the Option selected; approve
a supplemental work order to HDR Engineering for $429,404; establish a final
project budget based on the GMP of the selected option and authorize the
appropriate officials to execute same.
The current project budget in capital project 315-91253, Main Fire Station, is
$8,057,520. The budget approval presented to Council on October 1, 2012 was
continued to November 13, 2012 and staff was tasked to investigate construction
cost reductions for Fire Station 45, resulting in two options for Council to consider.
The options include construction cost reductions due to value engineering efforts.
Option 1 is similar to the station presented in October with a GMP of$9,297,239
million, a $1.6 million reduction. The savings result from modifications to
materials, finishes and site amenities, and removal of various LEED items. This
option results in a total project budget of$11,489,535 with the inclusion of
architectural fees and city costs. At first quarter, this additional funding will be
provided by a loan from the Central Insurance Fund in the amount of$3,432,015
with interest paid at the cash pool rate.
Option 2 GMP is $8,737,695, which is a $2.18 million reduction from the early
October proposal. This option modifies an earlier design with less architectural
features. Option 2 employs many of the value engineering items included in
Option 1 plus a no brick exterior, slightly smaller square footage, and scaled down
exterior features. This option results in a total project budget of$10,907,270 with
the inclusion of architectural fees and city costs. At first quarter, this additional
funding will be provided by a loan from the Central Insurance Fund in the amount
of$2,849,750 with interest paid at the cash pool rate.
Penny for Pinellas Funds representing the Gulf Boulevard reimbursement from
Pinellas County are recommended to fund the repayment of the loan and related
interest payments. Under option 1, interest payments of approximately $209,034
and the additional $3,432,015 results in a total increase of$3,641,049 in the use
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of Penny for Pinellas funding. Under option 2, interest payments of approximately
$150,807 and the additional $2,849,750 results in a total increase of$3,000,557
in the use of Penny for Pinellas funding. Under the Gulf Boulevard agreement, the
City will receive $6,708,380 between fiscal year 2012/13 and 2018/19. The
Central Insurance Fund will be repaid for the loan in the first six years as
reimbursement proceeds are received.
Fire Chief Robert Weiss provided renderings and reviewed options.
In response to questions, Fire Chief Weiss said the proposed options will no longer
achieve a LEED designation in order to achieve cost savings. The square footage for
Option 1 is 32,839 and Option 2 is 31,377. Engineering Construction Manager Tara
Kivett said the cost per square foot for Option 1 is approximately $262, which does not
include cost for fixtures and furnishings; and $257 per square foot for Option 2.
Administrative Support Manager Marty Moran said staff proposed to pay the loan from
CIF, to be paid back in six years.
Concerns were expressed with cost and size of proposed options.
Staff was directed to provide cost information for the recently opened fire station in St.
Petersburg; copy of the space needs analysis
The Council recessed from 2:42 p.m. through 2:50 p.m.
4. Parks and Recreation
4.1 Approve First Amendment to Lease Agreement between the City of Clearwater
(City) and The Clearwater Golf Club, LLC (Club) providing for clarification and
modifications to Section 20 of the agreement pertaining to Property and Boiler
and Machinery Insurance and authorize the appropriate officials to execute
same. (consent)
On April 26, 2011, the Council approved a Lease Agreement with the Club to
oversee the operations and maintenance of the Clearwater Country Club golf
course (CCC).
This Agreement included a provision under section 20, Insurance, Indemnification
and Hold Harmless, that the Club was responsible to carry property and boiler and
machinery insurance.
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Staff is recommending that this provision be modified so that the City assumes the
responsibility for the property and boiler and machinery insurance. This change
will be beneficial to both the City and Club.
The City will have greater coverage by this change and will be able to obtain
additional compensation for damage that is not available under normal property
insurance coverages.
The Club will benefit by having to pay less for the coverage than if they had to
engage a third party provider.
The Club will be responsible to reimburse the City for the full cost of the property
and boiler and machinery insurance supplied by the City.
All other terms and conditions of the original agreement remain in full force and
effect.
4.2 Approve an interim 3-month agreement between Coordinated Child Care (CCC)
and the City of Clearwater, from October 1, 2012 to December 31, 2012, to
Provide youth programming for pre-teens ages 9 12; approve the City Manager
or his designee to sign the extended agreement from January 1, 2013 to
September 30, 2013 once the City has met the licensing requirements of CCC;
amend Coordinated Child Care Code 181-99872 by $150,000 at first quarter to
account for the daily per child visit rate of$13.26 and authorize the appropriate
officials to execute same. (consent)
Since 2000, the City has received funding from JWB Children's Services Council
to provide after school and summer programming for youth in Clearwater. Once
again, the City has been awarded funding for youth programming for Fiscal Year
2012/2013 from Coordinated Child Care, which is the administrative service
agency used by JWB to distribute and oversee these funds. Rather than funding
a set amount for the program, this Agreement will pay $13.26 per child, per day.
From past history, this will amount to approximately $150,000 per year and serve
approximately 60 youths that meet the program criteria. A first quarter budget
amendment for $150,000 will be made to 181-99872. Normally, staff would bring
an annual agreement before the Council for approval however, CCC is now
requiring that the program site (Ross Norton Recreation Center) be licensed by
the Pinellas County Child Care Licensing Board. Licensing is in process and will
be completed prior to January 1, 2013. Once the facility is licensed, CCC will
enter into another agreement for the remainder of the funding cycle, January 1,
2013 to September 30, 2013. Rather than bringing this item back to the Council,
staff is requesting approval to enter into the extension of this agreement under the
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same terms and conditions. This agreement will continue to provide for a
program entitled Charting a Course for Youth. The program is designed to
incorporate exercise and nutrition based activities in an after school and summer
camp setting, to encourage healthy lifestyle choices, improve social skills,
increase athletic abilities, and develop leadership skills of the participants.
Academic enrichment curriculum is also included in the program. There is no
requirement to continue the program when the grant ends.
4.3 Approve a blanket purchase order (contract) to Earth Designs, of Clearwater,
Florida, in the amount of$280,491.20 for landscape maintenance throughout the
City during the contract period January 1, 2013 through December 31, 2013
according to Bid 03-11. (consent)
On December 16, 2010, the City Council approved a blanket purchase order
(BPO) to Earth Designs, of Clearwater, Florida, from January 1, 2011 through
December 31, 2011 for landscape maintenance throughout the City. The City
Council additionally approved a blanket purchase order for Earth Designs on
December 14, 2011 for the period from January 1, 2012 through December 31,
2012. The BPO is up for renewal and Earth Designs has agreed to maintain their
same cost as approved in 2011. Earth Designs has been an excellent contractor
and staff is recommending approving a third year on their contract with the City.
The total Purchase Order is being increased by $23,379.20 from $257,112.00 to
$280,491.20 to maintain additional properties added during the year, which
includes 1015 Cleveland St., 704 Court Street, Intersection of Gulf to Bay and
Highland Medians, 14 South Evergreen, increase in size of property at Betty Lane
and Overlea (Betty Lane Park), South Greenwood Police Department Substation,
and the upcoming acquisition of 1005 Part Street; etc. Included in this purchase
order is a contingency amount of$25,499.20 for miscellaneous projects or
properties that come up during the year. In addition, a renewal of the contract
with Buccaneer Landscape of Pinellas Park, Florida for$38,014 was approved
with no changes. Funds for both of these P.O.s are included in the current Fiscal
Year budget, 010-01867-550400-572-000.
4.4 Approve the Parks and Recreation Advisory Board recommendation naming the
former Jack Russell Stadium Parking lot, south of Jack Russell stadium, the
Walter C. Campbell Sr. Park.
Commission Resolution 09-31 specifies that the Parks and Recreation Board will
conduct and advertise a public hearing to consider recommendations for naming
city parks at a regular meeting of the Board. The Board held a public meeting on
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October 23, 2012 to consider naming the property formerly known as the Jack
Russell Parking lot.
The Board received one name for consideration:
Walter C. Campbell Sr. Park
Based upon the information gathered at this hearing, and on the criteria contained
in the Resolution, the Parks and Recreation Board approved a motion to
recommend to the City Council that the property be named Walter C. Campbell
Sr. Park. If approved a park identification sign will be installed on the property to
designate the park as the Walter C. Campbell Sr. Park.
4.5 Award a contract (purchase order) to Certus Builders of Tampa, Florida, Bid 08-
0064-PR-C for the construction and renovation of restroom/concession building
Phase II at Pier 60 Park for $156,691.70 and authorize the appropriate officials
to execute same. (consent)
On July 21, 2011, the City Council approved a contract for Phase I of the
construction and renovation of restroom/concession building at Pier 60 Park.
This contract is for Phase 11, which consists of constructing an additional storage
area for the ice machine, products and cold storage units, which are currently
being housed outside the concession building.
On December 16, 2010, City Council approved the Third Amendment to the
License Agreement between the City and Lessee, adding five years to the term of
their agreement in exchange for the maintenance of the new public restrooms at
Pier 60 Concessions (Phase 1) as well as these improvements (Phase 11). This
has provided an annual savings of$62,140 per year.
These renovations will not interfere with the operations of the concession stand
nor the public restrooms, which will be available to the public during construction.
If approved, all renovations will be completed prior to spring break 2013.
5. Police
5.1 Approve an agreement between the City of Clearwater, referred to as the
Licensor, and the United States Coast Guard Auxiliary Flotilla 11-1, referred to
as the Licensee, to utilize space located at 645 Pierce Street on an intermittent
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basis for the period January 1, 2013 through December 31, 2013, and authorize
the appropriate officials to execute same. (consent)
During 2012, the Licensor and Licensee entered into a contractual agreement for
the Licensee to intermittently utilize space located at 645 Pierce Street. 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 2013.
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 to 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 2013 calendar year while the
Licensee is conducting its monthly meetings and the public education programs
listed in paragraph 5.0 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 5.0 due to an emergency necessitating the use of the Premises. The
Agreement may be terminated at any time, upon thirty days written notification, by
either party.
There are no costs/fees associated with the use of the Premises by the Licensee.
6. Solid Waste/General Support Services
6.1 Award a Contract (Blanket Purchase Order) for $550,000 to Harris Corporation
of Lynchburg, VA for quarterly payments during the period November 1, 2012
through October 31, 2014 toward the 20-Year Maintenance Agreement for the
City's radio system approved by Council on June 20, 2002 and authorize the
appropriate officials to execute same. (consent)
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This public/private partnership contract provides for maintenance of the
Clearwater Radio System plus the two towers and facilities. The quarterly
payments are made per the 20-year contract approved by Council in 2002. This
Blanket Purchase Order covers the 13th and 14th year of the contract. Any
revenue due to the City from the leased space on the two towers since the
contract went into effect is deducted from the payment.
The Harris Corporation purchased M/A-COM Systems in 2009 and assumed
responsibility for all contracts.
7. Engineering
7.1 Approve Change Order 1 to Rowland Inc, in the amount of$445,000.00 for
emergency repairs of the sanitary sewer, stormwater sewer, and repairs at the
City's Water Reclamation Facilities; approve Change Order 1 to Williams
Testing, LLC in the amount of$206,000 for the Trenchless Repair of the Sanitary
Sewer Collection System; and authorize the appropriate officials to execute
same. (consent)
The City has initiated a comprehensive maintenance program to clean, inspect,
rehabilitate and repair existing sanitary sewer pipelines and manholes throughout
the City of Clearwater. The program objective is to maintain the integrity of the
sanitary sewer system and minimize disruptions in service to our citizens.
April 15, 2010, the Clearwater City Council awarded contracts to Rowland, Inc, for
the Sanitary Sewer Emergency Repair per Bid 09-0047-UT in the amount of
$600,000 and to Williams Testing, LLC in the amount of$406,000 for the
Trenchless Rehabilitation in the same Bid with two one-year extensions, when
agreed by both parties.
Work under the Sanitary Sewer and Force Main Emergency Repair Contract
includes any repairs in the City's wastewater collection system that are deemed
an emergency or critical and not identified in other contracts. Change Order 1
Rowland will add $295,000 to perform sanitary sewer emergency work, $100,000
to perform emergency work at the Water Reclamation Facilities, and $50,000 to
perform stormwater sewer emergency work with a new contract value of
$1,045,000.
The work under the Trenchless Rehabilitation includes lining of selected sewer
pipeline to rebuild the pipe's structural integrity according to City Standard
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Specifications, limiting inflow and infiltration. Change Order 1 to Williams Testing
LLC will add $206,000 to perform this work with a new contract value of$612,000.
The funding in both contracts is fully expended. Both contractors have performed
excellent work for the City and agreed to hold their competitive pricing to continue
the work with the City.
The City Utilities staff will coordinate with in-house crew progress and direct the
contractor, on an ongoing basis, to those areas as needed to meet program goals.
Sufficient budget and revenue are available in 0327-96665, Sanitary Sewer R and
R in the amount of$501,000.00; 0315-96664, WPC R and R in the amount of
$100,000.00; and 0315-96182, Stormwater Maintenance R and R in the amount
of$50,000.00 for total funding in the amount of$651,000.00.
In response to a question, Engineering Manager Rob Fahey said staff can respond to
small daily repairs. Rowland would be required to respond immediately.
8. Planning
8.1 Approve the Annexation, Initial Land Use Plan Designation of Commercial
General (CG) and Initial Zoning Atlas Designation of Commercial (C) District for
1990 Sunset Point (consisting of a portion of the southeast 1/4 of northwest 1/4
of Section 1 north, Township 29 south, Range 15 east) and pass Ordinances
8365-12, 8366-12 and 8367-12 on first reading. ANX2012-09005
This voluntary annexation petition involves a 0.784-acre property consisting of
one parcel of land occupied by an automobile service station. It is located on the
northwest corner of Sunset Point Road and Hercules Avenue. The applicant is
requesting this annexation in order to receive sanitary sewer and solid waste
service from the City.
The Planning and Development Department is requesting that the 0.042-acres of
abutting Sunset Point right-of-way not currently within the city limits also be
annexed. The property is surrounded on all sides by city boundaries. It is
proposed that the property be assigned a Future Land Use Plan designation of
Commercial General (CG) and a zoning category of Commercial (C). The
Planning and Development Department determined that the proposed annexation
is consistent with the provisions of Community Development Code Section 4-
604.E as follows: The property currently receives water service from Pinellas
County. The closest sanitary sewer line is located approximately 200 ft. south of
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North Barrington Drive, in the North Hercules Avenue right-of-way. The applicant
is aware of the City's sewer impact and assessment fees and the additional costs
to extend City sewer service to this property. Collection of solid waste will be
provided by the City of Clearwater. The property is located within Police District II
and service will be administered through the district headquarters located at 645
Pierce Street. Fire and emergency medical services will be provided to this
property by Station 48 located at 1700 N. Belcher Road. The City has adequate
capacity to serve this property with sanitary sewer, solid waste, police, fire and
EMS service.
The proposed annexation will not have an adverse effect on public facilities and
their levels of service; and the proposed annexation is consistent with and
promotes the following objective of the Clearwater Comprehensive Plan:
Objective A.6.4: Due to the built-out character of the City of Clearwater, compact
urban development within the urban service area shall be promoted through
application of the Clearwater Community Development Code.
Objective A.7.2 Diversify and expand the City's tax base through the annexation
of a variety of land uses located within the Clearwater Planning Area. The
proposed CG Future Land Use Plan category is consistent with the current
Countywide Plan designation of this property. This designation primarily permits
commercial uses at an intensity of 0.55 FAR. The proposed zoning district to be
assigned to the property is the Commercial (C) District. The use of the subject
property is consistent with the uses allowed in the District and the property
exceeds the District's minimum dimensional requirements for this use. The
proposed annexation is therefore consistent with the Countywide Plan and the
City's Comprehensive Plan and Community Development Code; and the property
proposed for annexation is contiguous to existing city boundaries in all directions;
therefore, the annexation is consistent with Florida Statutes Chapter 171.044.
In response to questions, Planning and Development Director Michael Delk said staff
anticipates the site will be redeveloped and require an environmental assessment.
Assistant City Manager Jill Silverboard said the City would be required to pay for the
environmental cleanup if the City acquired the property.
9. Legal
9.1 Request for authority to institute a civil action on behalf of the City against
Suncoast Development of Pinellas County, Inc., to recover $1,658.99 for
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damages to City property. (consent)
On October 20, 2009, employees of Suncoast Development of Pinellas County,
Inc., while using a backhoe, punctured a City gas line at the intersection of
Flamingo and Fairfold Drives, New Port Richey, Florida. Repairs to the gas line
totaled $1,658.99.
Attempts to resolve the matter with Suncoast Development of Pinellas County,
Inc., have been unsuccessful.
The costs relative to each of these actions will include a $300.00 filing fee and
fees for service of process of approximately $65.00.
10. City Manager Verbal Reports
10.1 Capitol Theatre
Assistant City Manager Rod Irwin reviewed Ruth Eckerd Hall's (REH) consideration for
a balcony area; staff has not received a formal request from REH. REH sees this as an
opportunity to use outdoor space for events.
In response to questions, Planning Director Michael Delk said a code amendment would
be necessary to allow this type of structure. This amendment can be worded as to only
allow this for Capitol Theater.
Concerns were expressed with support columns/pillars and that REH was coming to the
City at a late stage in the process with design changes. Parks and Recreation Director
Kevin Dunbar said the balcony area provides more gathering space during intermission,
pre and post events.
Mr. Irwin said he is meeting with REH later that day to review fundraising efforts.
11. Council Discussion Items
11.1 Recommend renaming the Courtney Campbell Scenic Highway to Courtney
Campbell Trail and adopt Resolution 12-23. - Councilmember Jonson
Councilmember Bill Jonson requested consideration to adopt a resolution supporting
the renaming of the Courtney Campbell Scenic Highway to Courtney Campbell Trail.
11.2 City Manager and City Attorney Increases
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Human Resources Director Joe Roseto reviewed comparative information from
surrounding cities and counties as well as other municipalities that are the same size as
Clearwater. He said the last increase these employees received was 3.9% in 2007. He
said that if the City were to recruit to replace either of these positions, the City would
pay a higher salary than what these employees are currently receiving.
Discussion ensued regarding the amount of increase the two employees should
receive.
Staff was instructed to provide Council with the cost of living comparison between the
City of Miami Gardens and the City of Clearwater.
There was consensus to provide between a 6% - 8% salary increase.
12. Closing Comments by Mayor— None.
13. Adjourn
The meeting was adjourned at 4:17 p.m.
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