12/17/20121. Presentations
l.l Service Awards
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WORK SESSION AGENDA
Council Chambers - City Hall
2. Economic Development and Housing
12/17/2012 - 1:00 PM
2.1 Approve the City of Clearwater's Fiscal Year 2011-2012 Consolidated Annual Performance and
Evaluation Report (CAPER).
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3. Financial Services
3.1 Authorize a not to exceed amount of $550,000, to pay Gallagher Bassett Services, Inc., for workers'
compensation claims due and payable for the period of December 2012 through December 2014, and
authorize the appropriate officials to execute same. (consent)
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4. Human Resources
4.1 Approve the amendment to the service agreement between the City and MHNet for employee and retiree
Employee Assistance Program and Mental Health/Chemical Dependency benefits recognizing a name
change only in reference to the MHNet entity that is party to the agreement and authorize the appropriate
officials to execute same. (consent)
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5. Parks and Recreation
5.1 Provide direction regarding a possible business lease contract between the City of Clearwater (City) and
Community Dental Clinic, Inc. (CDC) to lease City property (still to be determined) for the purpose of
operating a dental care clinic. (WSO)
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5.2 Approve Supplemental Work Order to Engineer of Record (EOR) Geosyntec Consultants of Tampa,
Florida in the amount of $37,576.80 for final design and permitting of the Phillip Jones Field site
restoration and authorize the appropriate officials to execute same. (consent)
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5.3 Award contracts (purchase orders) to contractors as listed for the renovation of the Sid Lickton Sports
Complex, located at 714 Saturn Avenue; approve the transfer of $139,340 from Utility Funds, $360,660
from reallocation of Penny III funds, $209,825 from various Parks and Recreation CIP maintenance
projects, $85,000 from various operating codes to CIP 315-93630 Sid Lickton Complex Renovations at
first quarter and authorize the appropriate officials to execute same. (consent)
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6. Police
6.1 Approve renewal of the agreement with Religious Community Services, Inc. (RCS) for provision of
contractual victim advocacy services in the amount of $15,000, for term beginning January l, 2013
through December 31, 2013, and authorize the appropriate officials to execute same. (consent)
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6.2 Approve an agreement between The Governor's Commission on Volunteerism and Community Service
and the City of Clearwater renewing the AmeriCorps Clearwater program for the period of January l,
2013 through December 31, 2013, including a cash match in the amount of $81,129, and authorize the
appropriate officials to execute same. (consent)
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7. Solid Waste/General Support Services
7.1 Approve a contract (Purchase Order) for $196,992.00 to Trekker Tractor of Tampa, FL for three Case
580SN Backhoes, in accordance with Sec. 2.564(1)(d), Code of Ordinances - Other governmental bid;
authorize lease purchase under the City's Master Lease Purchase Agreement; and authorize the
appropriate officials to execute same. (consent)
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7.2 Award a Contract (Purchase Order) for $37,618.00 to Autoway Chevrolet of Clearwater, FL for two 2012
Ford Fusions for conversion to Compressed Natural Gas (CNG) and authorize the appropriate officials to
execute same. (consent)
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8. Public Utilities
8.1 Approve funds in the amount of $121,690.00 for the repair of a concrete baffle wall and the application of
a liner to the baffle wall in the 5 million gallon storage tank at Water Treatment Plant 3, performed by
GML coatings. (consent)
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8.2 Approve funds in the amount of $577,500 for the purchase of copper corrosion control chemical, per bid
47-12, over a 3-year period, to SPER Chemical, who is the most responsive bidder meeting all the bid
requirements, and authorize the appropriate officials to execute same. (consent)
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9. Engineering
9.1 Award a contract (purchase order) to R.A.M. Excavating, Inc., of Palm Harbor, Florida, for Druid Trail
Phase III project (04-0021-PR) in the amount of $1,239,219.06, which is the lowest responsible bid
received in accordance with plans and specifications, and authorize the appropriate officials to execute
same. (consent)
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9.2 Approve a proposal by Construction Manager at Risk Biltmore Construction Co., Inc. of Belleair, Florida
in the amount of $498,096.00 for the Refurbishment of Pier 60, which includes all labor and materials to
complete concrete deck and support repairs, railing replacement and installation of a catwalk for the bait
house, and authorize the appropriate officials to execute same. (consent)
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10. Planning
10.1 Approve amendments to the Clearwater Comprehensive Plan Utilities Element to update provisions
related to potable water and natural ground water aquifer recharge needs based on the City of Clearwater's
2012 Potable Water Supply Facilities Master Plan Update, and pass Ordinance 8368-13 on first reading.
(CPA2012-10002)
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11. Official Records and Legislative Services
11.1 Approve the 2013 State Legislative Package
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11.2 Approve the 2013 Federal Legislative Priorities.
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11.3 Council Visit to Tallahassee (WSO)
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12. Legal
12.1 Adopt Ordinance 8315-12 on second reading, amending Article VII, Chapter 32, Clearwater Code of
Ordinances, to rescind exclusivity in collection of construction and demolition debris or putrescible waste
from commercial or industrial establishments.
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13. City Manager Verbal Reports
13.1 Pinellas County District Cooling Plant - Request for Letter of Interest
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14. Closing Comments by Mayor
15. Adjourn
16. Presentation(s) for Council Meeting
16.1 2013 World Rescue Challenge - Dan Zinge, President North American Vehicle Rescue Association, Inc
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Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Service Awards
SUMMARY:
5 Years of Service
Jill Silverboard
Michael Quinzi
Miguel Tambucho
David Huff
Maher Suhweil
Gary Edwards
10 Years of Service
Jere Gunderman
Jacqueline Clemons
Sam Swinton
Shannon Hladik
Antony Mills
Brian Jerard
Jeffery Richardson
Nathan Burnside
Scott Fowler
Daise Castillo
15 Years of Service
Robert Strieder
Robert Jones
Deborah Weitzel
Philip Ruppel
20 Years of Service
James Atherholt
25 Years of Service
Gregory Pippins
City Manager
Parks and Recreation
Parks and Recreation
Public Utilities
Police
Engineering/Parking Enforcement
Parks and Recreation
Parks and Recreation
Planning and Development Services
Police
Police
Police
Police
Police
Police
Library
Public Utilities
Parks and Recreation
Fire
Public Utilities
Parks and Recreation
Solid Waste/General Services
Review Approval: 1) Human Resources
Meeting Date:l2/17/2012
Cover Memo
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Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
SUBJECT / RECOMMENDATION:
Approve the City of Clearwater's Fiscal Year 2011-2012 Consolidated Annual Perfarmance and Evaluation Report (CAPER).
SUMMARY:
The Consolidated Annual Perfarmance and Evaluation Report (CAPER) is the principal administrative report, documenting the City's
expenditures for Community Development Block Grant (CDBG) and HOME Investment Partnership (HOME) programs to the U.S.
Department of Housing and Urban Development (HUD). For FY 2011-2012, the City's budget was: $838,241 in CDBG and $500,323
in HOME Program funds for a total budget of $1,338,564.
The CAPER document serves as the basis for program monitoring for compliance and for financial audits for all activities conducted
during Fiscal Year 2011-2012 as outlined in the Consolidated Plan. The report provides HUD with necessary infarmation for the
Department to meet its requirement to assess each grantee's ability to carry out relevant Community Planning and Development
programs in compliance with all applicable rules and regulations. It also provides infarmation necessary for HUD's Annual Report to
Congress and it provides grantees an opportunity to describe to citizens their successes in revitalizing deteriorated neighborhoods and in
meeting objectives stipulated in their Consolidated Planning document.
In addition to reporting on our activities with federal money, we also included a summary of activities conducted with the Florida State
Housing Initiatives Partnership (SHIP) Program, Community Development Block Grant — Recovery Program, Pinellas County Housing
Trust Fund Program and Neighborhood Stabilization Program 3 in the narrative section; however, these numbers are not included in the
totals below.
Through the CDBG and HOME program activities, we expended a total of $2,482,656 in Fiscal Year 2011-2012, which included
funding from the prior year reprogrammed fund budget of $2,807,683. Those funds not expended from this year's budget will be
reprogrammed in future budgets.
The City of Clearwater's Fiscal Year 2011-2012 CAPER contains infarmation on the City's assessment of the following activities:
Assessment of Three to Five Year Goals and Objectives
Affordable Housing
Continuum of Care
Leveraging Resources
Affirmatively Furthering Fair Housing
Citizens Comments
S elf-Evaluation
Over 24,097 persons were assisted through Public Services, Public Facilities, Housing Rehabilitation and New Constrfa��l��4r
Housing, and Economic Development projects and programs. �tem # 2
A brief summary of Fiscal Year 2011-2012 projects are:
Completed fourteen owner-occupied rehabilitation loans totaling $322,578.
Completed fourteen down payment assistance loans totaling $197,050.
Provided a rehabilitation loan to Prospect Towers, Inc. in the amount of $800,000. (208 units of senior housing)
Provided a rehabilitation loan to Pinellas County Housing Authority — Norton Apartments in the amount of $304,446. (48 units
of rental housing)
Restructured an existing loan with Palmetto Park Apartments. (192 units of rental housing)
Provided a development loan and CHDO recertification to Habitat for Humanity Community Housing Development
Organization, Inc. in the amount of $225,808.
Provided a development loan commitment to Habitat for Humanity of Pinellas County, Inc. in the amount of $425,000.
(Construction bridge �nancing for 25 homes)
Provided a development loan to SP Counhy Club Homes, Inc. in the amount of $475,770. (Construction financing for four
townhome units and down payment assistance)
Provided a development loan commitment to Boley Centers, Inc. — Sunset Point Apartments, Inc. in the amount of $346,451.
(14 units)
Acquired 14 S. Evergreen to assist in redevelopment of Car Pro site in East Gateway.
Provide $370,000 for the development of an athletic field in North Greenwood.
The City's Neighborhood and Affordable Housing Advisory Board is scheduled to approve the Fiscal Year 2011-2012 CAPER at their
meeting on December 11, 2012. The CAPER is due to HUD no later than December 30, 2012.
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager ED 5) City Manager 6) Clerk
Cover Memo
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Attachment number 1 \nPage 1
FY2011-2012
Consolidated Annual Performance & Evaluation Report (CAPER)
Community Development Block Grant
And
HOME Investment Partnership Programs
Budget and Expenditure Summary
Prior Year plus Number
Reprogrammed Remaining Person's
Activity Budget Funds Expenditures Balance Assisted
Demolition $ - $ 44,263 $ 7,475 $ 36,788 2
Relocation $ - $ - $ -
Acquisition $ - $ - $ -
CDBG Program Administration' $ 167,648 $ 33,380 $ 151,884 $ 49,144
CDBG-PD-ED $ 10,000 $ - $ 10,000 $ 0
CDBG-PD-Rehab $ 140,000 $ - $ 79,182 $ 60,818
CDBG-PD-Infill $ 25,000 $ - $ - $ 25,000
Public Services $ 106,095 $ 99,547 $ 6,548 3,563
Public Facilities & Improvements $ 132,180 $ 475,900 $ 522,330 $ 85,750 20,264
CDBG Program Housing (Housing Pool) $ 222,062 $ 924,545 $ 394,795 $ 751,812 11
CDBG Economic Development $ - $ - $ - $ -
Fair Housing - CDBG $ 35,256 $ - $ 35,256 $ - 242
HOME Program Administration' $ 50,032 $ - $ 44,920 $ 5,112
HOME Program Housing (Housing Pool) $ 375,238 $ 1,101,075 $ 1,136,069 $ 340,244 14
HOME Acquisition, Transitional Housing $ - $ - $ - $ -
Community Housing Development Org. (CHDO) $ 75,053 $ 228,520 $ 1,198 $ 302,375 1
Rental Housing Development-HOME $ - $ - $ - $ -
TOTAL** $ 1,338,564 $ 2,807,683 $ 2,482,656 $ 1,663,591 24,097
Item # 2
12/3/2012 3:16 PM
Attachment number 2 \nPage 1
�-��,�,�vr r ��'
�"�� ��3�a�
��. E'�� Fi rst Prog ra m Yea r CAPE R
� E� �� � � The City of Clearwater, Florida FY 2011-12 CPMP First Consolidated
� �°� Annual Performance and Evaluation Report includes Narrative
���,� ���,��-`�' Responses to CAPER questions that CDBG, CDBG-R, HOME, NSP3,
HOPWA, and ESG grantees must respond to each year in order to be compliant with
the Consolidated Planning Regulations. The Executive Summary narratives are
optional.
The grantee must submit an updated Financial Summary Report (PR26).
1. EXECUTIVE SUMMARY
The overall purpose of the community planning and development programs as stated
in Section 91 of the Housing and Community Development Act, as amended, with
programs funded through the Community Development Block Grant Program and the
HOME Investment Partnership Program is to develop viable urban communities by
providing decent housing, a suitable living environment and expanding economic
opportunities principally for low to moderate-income persons. The primary means
toward this end is to extend and strengthen partnerships among all levels of
government and the private sector, including for profit and non-profit organizations,
in the production and operation of affordable housing.
The main purpose of these programs is to provide decent housing. Decent housing
includes assisting homeless individuals and families, retaining the existing housing
stock by rehabilitating existing housing units and increasing the availability of
permanent affordable housing by building new affordable rental and owner-occupied
units and providing down payment assistance. The second purpose includes
increasing public services and public facilities to improve the safety and livability of
neighborhoods as a suitable living environment. The third purpose is to expand
economic opportunities to low to moderate-income individuals by creating or
retaining jobs or creating and/or expanding businesses in low to moderate-income
neighborhoods.
The Consolidated Annual Performance and Evaluation Report (CAPER) is the principal
administrative report to document how effective the City has been in expending
CDBG and HOME funds to meet the objectives listed above. It serves as the basis for
program monitoring for compliance and for financial audits. It provides HUD with
necessary information for the Department to meet its requirement to assess each
grantee's ability to carry out relevant Community Planning Development (CPD)
programs in compliance with all applicable rules and regulations. It provides
information necessary for HUD's Annual Report to the U. S. Congress and provides
grantees an opportunity to describe to citizens their successes in revitalization of
deteriorated neighborhoods and meeting objectives stipulated in our Consolidated
Plan.
The City's FY 2011-12 CAPER contains information on the City's assessment of
activities as they relate to the five-year goals and objectives, affirmatively furthering
fair housing, affordable housing, continuum of care, leveraging resources, citizen
participation, and self-evaluation.
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First Pr�grarn °tear �P�PE� 1
Attachment number 2 \nPage 2
Please note that this CAPER is included under the goals and objectives identified in
the FY 2011-2016 Five-Year Consolidated Planning Period.
2. ASSESSMENT OF THE ONE YEAR GOALS AND OBJECTIVES
In June 2011, the City of Clearwater approved the FY 2011-2016 Consolidated Plan
for funding from the Community Development Block Grant Program (CDBG), HOME
Investment Partnership Program (HOME), and State Housing Initiatives Partnership
Program (SHIP). In September 2011, the City's Consolidated Plan was approved by
the United States Department of Housing and Urban Development (HUD). The Five-
Year Consolidated Plan includes two key activities; provide decent, safe, and
affordable housing and increase public services and facilities to improve the safety of
the neighborhoods.
The City's mission is to assist residents in achieving self-sufficiency through decent
housing, a suitable living environment and the expansion of economic opportunities.
The goals for community development include promoting community self investment
in low/moderate-income areas, providing facilities/services to address critical social
services needs, providing facilities/services for seniors, children and persons with
special needs, and expanding economic opportunities.
The goals for housing and the homeless include revitalizing older housing and
demolishing unsafe structures, producing high-quality affordable housing, providing
housing assistance, and providing services/housing for the homeless.
The City of Clearwater focuses on three (3) basic areas for assisting in the provision
of decent, safe and affordable housing. The focus consists of:
1. Homeowner rehabilitation - which include emergency repairs and disabled
retrofitting
2. Down payment and closing cost assistance for homebuyers
3. Acquisition/rehabilitation/new construction
To preserve the existing housing stock, the five-year goal is to rehabilitate 75 units
owned by low-income households. The City will preserve the housing stock by
funding the acquisition and rehabilitation of 50 existing units for new low-income
owner households over the five-year period.
To encourage new homebuyers, the five-year goal is to provide direct down
payment/closing cost assistance to 100 low and moderate-income homebuyers. The
City has proposed to construct 80 new affordable, for sale, infill housing units to
support the City's ongoing revitalization/redevelopment efforts.
To encourage participation in the City's homebuyer's activities, the five-year goal is
to provide credit counseling and homeownership training assistance to 80
prospective low-income homebuyers.
During FY 2011-12 funding year, the City implemented its Housing Pool primarily
with SHIP and HOME monies and used the funds for down payment and closing cost
assistance, lot acquisition, rehabilitation and new construction. For larger
developments, a non-profit and/or for-profit organization may be allocated funds in a
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First Pr�gram °tear �P�PE� 2
Attachment number 2 \nPage 3
line of credit format. This allows for the development of small infill projects, as well
as the acquisition of several single existing units for rehabilitation and resale.
Clearwater's Economic Development and Housing Department - Housing Division
oversees the activities of its subrecipient participants and administers the City's
rehabilitation and emergency repair program using CDBG, HOME and SHIP funds.
The Housing Pool participants submit a client case for approval for down payment
and/or closing cost assistance. Once approved, the City encumbers those funds.
Upon home closing, the Housing Pool participant will request reimbursement of the
funds they expended and their loan processing fee(s). The loan processing fee(s)
are not funded until we review the client file and have determined that all necessary
documentation has been obtained to verify household income and assets and to
substantiate any rehabilitation that may have been done on the home that was
purchased. The Housing Pool continues to be one of the most effective ways for our
housing partners to access funding for income-eligible clients.
The City has identified five general strategies to provide affordable housing over the
Consolidated Plan period. They are to provide decent, adequate and affordable
housing in safe and desirable environments for: a) renters, b) homeowners, c)
homebuyers, d) homeless and e) non-homeless with special needs.
a. Rental Strategy
The strategy for rental activities includes maintaining the existing rental housing
stock through rehabilitation, new construction, conversion, and providing additional
funding for acquisition/rehabilitation to very-low income households to ensure that
housing costs, including utilities, does not exceed 30% of their gross monthly
income.
The priorities listed in the current five-year strategy calls for providing decent,
adequate and affordable housing in a safe and desirable community for renters. To
fulfill this strategy, the City facilitated meetings with developers and discussed
potential funding for renovations of existing rental properties and/or new
construction projects. Five projects (Covert Apartments, Pine Berry Apartments,
Abilities of Morningside I, Abilities of Morningside II and Homeless Emergency Project
- Veterans Apartments) funded during the last reporting period were either
completed or leased up during this year. They include the following:
1) Covert Apartments (7erry Howe Apartments)
On June 8, 2009, Boley Centers, Inc., a private non-profit psychosocial rehabilitation
and housing agency established in 1970, presented an application of funding for
construction costs to rehabilitate a thirteen-unit apartment complex (Covert
Apartments). Boley Centers has developed and operates 15 apartment complexes that
provide 150 units of permanent, supportive housing for people with severe and
persistent mental illness in Pinellas County.
The total cost to renovate the Covert Apartments was $620,950 with the City's
contribution being $128,198. Other funding for this project included $117,752 from the
Veterans Administration and $375,000 from Boley Centers, Inc.
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Attachment number 2 \nPage 4
Covert Apartments is located at 1447 and 1451 Gulf to Bay Boulevard in the East
Gateway Neighborhood Revitalization Strategy Area. This is a commercial sector that is
burdened with a declining business base, deteriorated infrastructure, various building
uses and vacant storefronts. The rehabilitation of the Covert Apartments is consistent
with the goals and objectives of the City's Consolidated Plan because it improved the
appearance of the site and addressed homelessness in the area.
The apartment complex is comprised of eight two-bedroom units, four one-bedroom
units and one efficiency apartment. All of the prior tenants' incomes were at or below
50% of area median income. The renovation did not result in any permanent relocation
for the tenants. However, the tenants might have moved within the complex while their
units were being renovated.
The scope of the renovation included a new roof on the north building, replacement of
windows, countertops and kitchen appliances, carpeting, interior and exterior painting,
and making one two-bedroom unit accessible for persons with physical disabilities.
The rents for the units are $750 for the two-bedroom units and $500 for the one-
bedroom units. However, the tenants will only pay 30% of their adjusted income for rent
projected at approximately $202 after utility allowances.
The architect for the renovation was Wedding and Stephenson Architects, Inc. and the
contractor was General Home Development, Inc. The project was presented and
approved by the Neighborhood and Affordable Housing Advisory Board in July 2009.
The project was completed September 2011. During FY 11-12, the project was 100%
leased.
2) Pine Berry Apartments
Pine Berry Senior Apartments, located at 1225 Highland Avenue, made an
application for funding to develop apartments for seniors. The amount requested was
a$545,000, three percent 30-year loan. The new apartment complex provides 80
affordable multi-family units for the elderly. The project comprises 40 one-
bedroom/one-bathroom units and 40 two-bedroom/one-bathroom units. The one-
bedroom units are 625 square feet and the two-bedroom units are 780 square feet.
The rents are set at 60% of the area median income or lower, based on the
requirements of the City. The project site is approximately 3.02 acres and is located
on a former bowling alley site.
The purchase price of the Pine Berry property was $1.7 million. The cost for the
project was $15,859,959. Funding for Pine Berry included $545,000 from the City
with $200,000 in funds utilized from the State Housing Initiative Partnership Program
and $345,000 in funds utilized from HOME, $9,240,872 was funded through the
Federal Low-Income Housing Tax Credit Program, $5,590,341 from the Tax Credit
Assistance Program, and $483,746 from the owner's equity.
The Development is equipped with an amenity package that includes emergency call
service in each unit, a community center, a picnic area, a computer lab, laundry
facilities with full size washers and dryers, and a library.
RLI Beneficial Development 7, LLC was the Developer of the apartments. RLI has
engaged a management company since the project is now complete.
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Attachment number 2 \nPage 5
The Partnership submitted a LIHTC Application to the Florida Housing Finance Agency
on April 10, 2008. The Partnership obtained their tax credits and architectural
drawings in July 2008. The project was completed in July 2011. During FY 11-12,
the project was 100% leased.
3) Abilities of Morningside I
On September 24, 2010, Abilities of Morningside I submitted an application for
funding in the amount of $216,000 to renovate rental housing units located at 2500
Harn Blvd., Units B-2, E-3, F-11, F-14, J-2 and J-8. Abilities at Morningside I is an
affiliate of Abilities Inc. of Florida. Funding for this project includes $162,000 from
the HOME Investment Partnership Program and $54,000 match from the Pinellas
County Housing Trust Program.
This project will preserve the existing housing stock for low to moderate-income
individuals and families with disabilities. The property renovations included the
replacement of windows, HVAC systems, cabinets, doors, flooring, appliances, water
heaters, insulation and paint. Household incomes will be limited to 50% of area
median income. The existing tenants will remain in the units.
The project was completed in July 2012 and the units have been leased to eligible
families.
4) Abilities of Morningside II
On October 8, 2009, Abilities Inc. of Florida submitted an application to the City in
the amount of $86,000 to acquire real property and make renovations to rental
housing units located at 2500 Harn Blvd., Units A-8, D-4 and E-12 and 2501 Harn
Blvd., Units J-6, J-7, D-9, D-10 and H-24. The total project costs were estimated at
$1,283,000.
On September 2, 2010, the application for this project was amended to $200,000.
The loan was approved by the City as a zero percent, 30-year loan with a five-year
deferment. The funding for the project includes $150,000 from the HOME
Investment Partnership Program and a$50,000 match from the Pinellas County
Housing Trust Fund Program.
Abilities Inc. of Florida is a not-for-profit corporation organized in 1959 principally for
the purpose of providing vocational evaluation, case management, job training, and
employment services for persons with disabilities. The parent corporation includes
several affiliate not-for-profit corporations including Abilities at Morningside II, which
is the latest expansion of the housing programs sponsored by Abilities Inc. of Florida.
The Abilities at Morningside II Project will provide residential units that are scattered
throughout the existing condominium complex. The units will be fully wheelchair
accessible on the first floor and retrofitted for sensory disabilities for units located on
the second floor. The tenant portion of the rents will not exceed 30% of the adjusted
gross income for the household, with the balance of the monthly rent being provided
by HUD through a Project Rental Assistance Contract.
The renovations were interior upgrades including new cabinets, ceramic tile,
showers, marble window sills, toilet and bath accessories, minor plumbing
modifications, HVAC, minor electrical work, new vanities and integral oval sinks,
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First Pr�grarn °tear �P�PE� 5
Attachment number 2 \nPage 6
minor drywall patch, painting and finish trim and were completed in June 2012. The
units are 100% leased.
5) Homeless Emergency Project, Inc. - HEP West Apartments Project
Another project funding in prior years that was not complete during this reporting
period is Homeless Emergency Project, Inc. - Veteran Housing Development Project.
On May 3, 2010, the Homeless Emergency Project (HEP) submitted an application to
the City in the amount of $100,000 to acquire vacant real property located at 1250
Palmetto Street. The property was previously owned by the Pinellas County School
Board.
HEP is a 501(c) (3) non-profit organization that was founded in 1986 to meet the
needs of a growing number of homeless individuals and families. HEP provides
emergency shelter, transitional housing, and family rental units for the homeless
population. In addition to housing, the agency provides food, intensive case
management, clinical services, free dental care, child care and other supportive
services to the homeless.
The vacant land will be used to develop transitional housing for homeless veterans
and individuals. The sale price was undetermined at the time of the application;
however, a February 10, 2010 appraisal listed the value of the land at $558,000. The
subject property is 2.9 acres.
On August 3, 2010, HEP submitted an amended application for the acquisition and
construction costs in the amount of $365,000, the sales price the owner had agreed
to sell the property for and an application in the amount of $302,000 for a portion of
the development costs for the construction of 32 fully-furnished, single occupancy
apartment for male and female veterans.
The total development cost for the project is $3,497,144. The sources include the
City contributing an additional $725,000 (in addition to the $372,340 provided for
land acquisition), Pinellas County contributing $1,800,000, and the agency providing
$599,804. The City's commitment for the development project was presented and
approved by the Neighborhood and Housing Advisory Board on November 22, 2011.
The Clearwater City Council approved the project on December 1, 2011. The Ribbon
Cutting Ceremony took place on October 25, 2012.
NEW RENTAL PROJECTS
During this reporting period, the City provided funding to three new projects and
modified the terms of an existing housing project to ensure its performance. The
three new projects include the following:
6) Prospect Towers of Clearwater, Inc.
On April 4, 2012, Prospect Towers of Clearwater, Inc. submitted an application to the
City in the amount of $800,000 to renovate Prospect Towers located at 801 Chestnut
Street. The renovations will include replacing the water tanks, air handlers, pipe
insulation, modernize the elevators, and other eligible improvements.
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Attachment number 2 \nPage 7
Prospect Towers is a 208-unit apartment building that is comprised of 96 efficiency
units and 112 one-bedroom units. The property includes a seventeen-story building
and parking lot. The features include utilities (Electric, Gas, Water and Sewer) in the
rent, 24/7 on-site Desk Clerks, Emergency Call Buttons, Community Library, and an
on-site Wellness Center.
Prospect Towers was originally funded through HUD's Section 231 Mortgage
Insurance Rental Housing for the Elderly Program, which required the project to
remain an affordable housing development. The Section 231 Program was designed
to increase the supply of rental housing specifically for the use and occupancy of
elderly persons and/or persons with disabilities. Prospect Towers' residents must be
at least 62 years of age or have a disability and the capability to care for the
apartment in which they reside. Recently, Prospect Towers repaid the loan to HUD,
which no longer obligates Prospect Towers to remain affordable.
By approving this 30-year loan with a five-year defined repayment at $6,000 payable
for year one and $12,000 payable for years two through five and an amortized 25-
year loan on the remaining balance at one percent interest rate per annum, the City
will ensure that the housing units remain affordable over the next thirty years. The
City will require Prospect Towers to enter into a land use restrictive agreement for a
30-year affordability period on the HOME-assisted units (total of 20 units). As with
the original obligation, Prospect Towers has indicated their intent is to keep not only
the HOME-assisted units affordable, but all units affordable. The Articles of
Incorporation state in Article Third the purposes of the corporation including "to
provide for elderly families and elderly persons on a non-profit below cost basis
rental housing....". Similar language is found in the Bylaws, Article II, Section
1(a). The City of Clearwater will base affordability upon rents being at or below the
Fair Market Rent level, as adjusted annually by HUD and will monitor the loan on a
yearly basis. The Prospect Towers Board of Directors unanimously approved the
term sheet at their meeting on May 22, 2012.
The agency is currently renovating the units with completion expected in the next
reporting period.
7) Boley Centers, INC. — Sunset Point Apartments Development Project
In September 2011, the City of Clearwater placed a Notice of Funding Availability for
development of rental housing projects funded through the Neighborhood
Stabilization Program 3. Boley Centers, Inc. submitted an application on September
26, 2011 for the Sunset Point Apartments Acquisition/Development Project and
Catholic Charities submitted an application for the San Remo Apartments
Acquisition/Renovation Project. After careful deliberation, Boley Centers, Inc. was
awarded $180,000 on November 3, 2011.
On March 27, 2012, Boley Centers, Inc. submitted a request for an additional
$166,451 for additional construction costs and impact fees associated with the
project. The total requested for the project was $346,451.
The Sunset Point Apartments is a proposed fourteen-unit development that will be
financed largely with a Section 811 Capital Advance Grant from the U. S. Department
of Housing and Urban Development. The HUD 811 grant will pay for a large portion
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of the construction of the development. Additionally, the HUD 811 comes with a
Project Rental Assistance Contract which provides a project based rental subsidy.
Boley Centers, Inc.'s proposal was for the cost of the land at $175,000 and closing
costs estimated at $5,000. Boley Centers, Inc. estimated that the HUD 811 award
would be for $1,787,263. Boley Centers, Inc. would provide an additional $10,000 as
the initial capital advance. The total project cost is estimated at $1,975,687.
Boley Centers, Inc. has acquired the vacant land with a bridge loan from the Bessie
Boley Foundation. The bridge loan allows Boley Centers, Inc. the ability to acquire
property in advance of the HUD application process, but must be repaid in order to
allow the foundation to continue providing such advances.
The project, located at 1401 and 1443 Sunset Point Road, consists of one eight-unit
building and one six-unit building with a two story design. All units are one bedroom
for individuals who are very low-income and are diagnosed with a mental illness.
Each one-bedroom unit is approximately 540 square feet with all common areas
handicap accessible. Two of the units will be designed for accessibility and
adaptability for various types of disabilities, including wheelchair usage. An
additional unit will be designed for an individual with a sight and/or hearing
impairment. The units will be designed to implement Green initiatives.
The proposed development is shovel-ready. The plans and specifications have been
submitted for permitting, the site plan has been approved by the City, the SWFWMD
permit has been issued, and a contractor has been chosen and provided a bid. The
bid has been reviewed by a certified HUD-approved estimator and a Phase One
Environmental Site Assessment has been completed. The assessment deemed the
property environmentally clean. The project is scheduled to commence in January
2013.
The housing provided through this project is intended solely for adults with a chronic
and persistent mental illness who have very low-income (most will have less than
35% AMI). All of the units will be provided to individuals whose income is 50% of
AMI or below. Their primary diagnoses are schizophrenia or major mood disorder.
Most have a long history of psychiatric hospitalization. Many also have had substance
abuse problems. The development of permanent, independent housing units provides
opportunities for clients who desire and need restrictive housing options than they
would have in group homes or supervised apartments.
Boley Centers, Inc. is the leading provider of residential services in Pinellas County
for adults with a severe and persistent mental illness and the only provider for the
non-elderly. Boley Centers, Inc. currently has 275 supported housing beds with 23
under development. There are currently 557 individuals on Boley Centers, Inc's
waiting list for HUD 811 housing. There are 317 people on the Boley Centers, Inc's
tenant based rental housing vouchers waiting list.
8) Pinellas County Housing Authority — Norton Apartments
On September 14, 2012, Pinellas County Housing Authority, Inc. (PCHA) submitted
an application for funding to renovate Norton Apartments. The requested funds of
$304,466 will be used for roofing, flooring, kitchen & bathroom cabinets with counter
replacements, and energy efficient fixtures to include hot water heaters, new
lighting, and ceiling fans as all of these items have reached or are beyond their
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useful life. These improvements will benefit the residents whose income is at or
below 50% of AMI, both in energy efficiency and improved living standards.
Norton Apartments is a HUD-subsidized, project-based Section 8 property located at
1450 South Martin Luther King, Jr. Avenue. The property consists of 48 units serving
residents at or below 50% AMI (currently 87% of the residents are extremely low-
income at or below 30% AMI). PCHA acquired the property on March 15, 2011. The
previous property owner filed bankruptcy and during their ownership, HUD had
threatened termination of the Housing Assistance Payments contract on the property
due to three failed REAC inspections. PCHA has secured a 20-year Housing
Assistance Payments contract to ensure the units remain HUD-subsidized. PCHA has
infused over $3.4 million into the acquisition and rehab of Norton Apartments.
Further improvements are needed to finish the needed rehab.
No. of Buildings: 6 residential plus 1 community space
Unit mix:
Bedroom No. of One or Sq Ft Rents*
Size Units of Two No. of
This Type Story Baths
1 g 1 � 556 $725
2 �5 1 � 784 $899
3 16 2 1 1/2 1,065 $984
4 6 2 2 1,284 $1,120
ADA 3 1 � 784 $899
*Rents are subject to HUD-approved annual renewal amounts
PCHA has the capacity and resources to see this project to completion. Construction
will commence on October 1, 2012 with a scheduled completion date of April 30,
2013.
HOMEOWNER REHABILITATION PROGRAM FY 11-12
9) Palmetto Park Apartments Loan Restructuring
In this reporting period, the City modified the terms of the mortgage provided to
Palmetto Park Apartments to maintain its affordability. On December 31, 2001, the
City of Clearwater City Council approved a$700,000 loan to Greenwood Apartments,
LLC c/o Banc of America Community Development Corporation (BACDC) to
purchase/renovate Palmetto Park Apartments (formerly known as Greenwood
Apartments). Palmetto Park Apartments is a 192-unit rental housing complex
originally built in the 1950's. The property is located at 1001 North Martin Luther
King, Jr. Avenue. The original loan included an eighteen-year term with a 10-year
deferment or twenty-four months of positive cash flow after the Developer's fee,
whichever came first, and a three percent interest rate from year eleven through
year eighteen.
At the time of renovation, the project costs were estimated at $13 million. First
mortgage financing was through Pinellas County Housing Finance Agency bonds in
the amount of $6,500,000; other sources of funding included City of Clearwater SHIP
funds at $700,000, Pinellas County SHIP funds at $300,000, tax credit equity at
$3,900,000, Neighborhood Reinvestment Corporation (through Clearwater
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Neighborhood Housing Services, Inc.) at $200,000, a Brownfields grant at $21,000,
Banc of America Equity at $1,100,000, and a deferred developer fee at $1,100,000.
The City injected an additional $300,000 on March 20, 2003 to bring its total loan
amount to $1,000,000 for the acquisition/renovation project. It was anticipated the
City would receive approximately $1.25 million in return for its investment through
the loan repayment with interest.
Due to prior problems with lease-up, high vacancy rates, and low rents, the project
did not generate enough positive cash flow to pay the City loan (in second position).
The property was encumbered by over $9.4 million of debt and was estimated to be
valued between $1.3 and $1.5 million in 2012. The amount due to the City, including
interest, is $1,185,153.
In order to improve the project's status, BACDC sold its' interest to HaIlKeeen
Management, Inc (Hallkeen). As part of the contract with HaIlKeen, BACDC paid off
the existing $3.4 million first mortgage. In addition, another $1.8 million of BACDC
loan was eliminated thereby lowering the property debt to $4.2 million.
Hallkeen is a for-profit professional real estate management and investment
company with a focus on quality affordable housing communities. Hallkeen manages
over 65 properties and 6,500 units of housing along the east coast and takes great
pride in its experience and reputation as a strong community partner in planned
development and redevelopment initiatives that serve a mix of uses and populations
while promoting economic development, affordable housing, smart growth, adaptive
reuse and historic preservation principals. Hallkeen is an investor in about 60% of
the communities it manages.
The City of Clearwater modified its loan from 18 years to a new 30-year, 3% interest
loan, starting on the closing date; increased the loan amount to include accrued
interest to date of closing; restructured cash flow priorities; and extended the Land
Use Restriction Agreement.
This restructure allows the project to remain solvent and allowed HKM to reduce
project debt. In addition, the City will begin to receive an annual return on its
investment beginning at an estimated amount of $52,533 in 2012, increasing to
$78,998 in 2017, and elevating until the loan is repaid. The increase in net operating
income would allow Hallkeen to invest in community projects at the complex.
b. Homeowner Strategy
The strategies for homeownership activities are listed as follows:
1. Increase homeownership within the City of Clearwater;
2. Bring housing up to standard (and modernize when possible);
3. Remove architectural barriers;
4. Demolish units that prove economically unfeasible to rehabilitate and provide
relocation benefits;
5. Ensure housing costs are in the general range of 30% of household income,
and;
6. Promote energy efficiency and prevent loss of homes.
Sixty-seven percent of the housing units in Clearwater are over 20 years of age. To
assist homeowners who need rehabilitation, the City offers loans through the
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Attachment number 2 \nPage 1
Housing Division and through the approved housing non-profits participating in the
City's Housing Pool. The loans are available to owner-occupied households with
incomes that are very-low to moderate, with a priority on very-low and low income
households.
During FY 2011-12, the City made a total of fourteen (14) owner-occupied
rehabilitation loans with CDBG and SHIP Program funds. One (1) SHIP-only loan was
provided to a low to moderate-income family with income of less than 50% of area
median income. An additional combination of CDBG and SHIP loans were provided to
thirteen (13) low to moderate-income families. Of those loans, two (2) were
provided to families with income less than 50% of area median income and eleven
(11) loans were provided to families with income between 50-80% of area median
income.
Homeowner rehabilitation produced $244,329 in expenditures from the CDBG
Program with an additional $78,249 in SHIP funds. The total expenditures from all
funds were $322,578.
HOMEOWNER REHABILITATION PROGRAM FY 11-12
CDBG Program z 9 0 11
SHIP Program
�
Tota I 3 11 0 14
In addition, the City worked on the following homeownership new construction
projects:
1) Pinellas County Habitat for Humanity Community Housing Development
Corporation, Inc.
A Community Housing Development Organization is a private non-profit, community-
based service organization whose primary purpose is to provide and develop decent,
affordable housing for the community it serves. To assist in achieving these
purposes, the City of Clearwater, under the HOME Investment Partnership (HOME)
Program, must reserve not less than 15% of their HOME allocations for investment in
housing to be developed, sponsored, or owned by Community Housing Development
Organizations (CHDOs).
Pinellas County Habitat for Humanity Community Housing Development
Organization, Inc. (PC Habitat for Humanity CHDO) is a Florida not-for-profit
corporation established in August 2010 to provide decent housing that is affordable
to low to moderate-income families and to further the affordable housing mission of
Habitat for Humanity of Pinellas County, Inc.
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Attachment number 2 \nPage 1;
On September 11, 2011, PC Habitat for Humanity CHDO applied for a designation as
one of the City's eligible CHDOs and for funding to develop affordable housing. On
December 20, 2011, the City entered into a CHDO agreement with PC Habitat for
Humanity CHDO to provide funding in the amount of $225,808.36 to develop
affordable housing. The funding provided were through the FY 2007, 2009 and 2010
HOME Program CHDO set-aside allocations of $52,697.26, $88,352.85, and
$84,758.25, respectively.
The CHDO agreement had a one-year effective term from October 1, 2011 through
September 30, 2012. Due to delays outside the scope of the organization, the
agency was unable to meet its obligations. The agency has obtained the necessary
approvals and is now ready to move forward with the project. The agency has
requested to enter into a new two-year agreement to purchase three vacant parcels
in the Stevens Creek Subdivision to build new single family homes and to recertify
the agency as a CHDO for an additional year. HOME Program regulations require
grantees to recertify CHDOs annually or each time they receive additional set-aside
funds.
2) Pinellas County Habitat for Humanity — Stevens Creek Housing
Development Project
Habitat for Humanity of Pinellas County, Inc. (Habitat) originally submitted an
application on December 19, 2008 for funding in the amount of $600,000 to acquire
real property that will be used to build single family homes for low to moderate-
income families. The funding was approved through the Pinellas County housing
Trust Fund in the form of a deferred payment loan with no interest. The funds will be
repaid when each home is sold to an eligible homebuyer. After purchase, Habitat
obtained a$124,000 grant from the City through CDBG funds to demolish the
structures.
The said property is located at 1884 Betty Lane and contains approximately 8.81
acres of land. The site is the former Homer Villas, a rental community previously
owned by the Clearwater Housing Authority. The acquisition is subject to Habitat
building affordable housing units for mixed income families. A minimum of 50 units
must be for families whose income is less than 80% of inedian income. The property
acquisition cost was $1,189,350 which equals $20,158 per unit acquisition cost.
Other investments in the acquisition/development process included financing from
Pinellas County and Neighborhood Lending Partners of West Florida, Inc. On
September 29, 2008, Pinellas County provided a HOME Investment Partnership
Program loan in the amount of $1.425 million to Habitat for a portion of the
acquisition costs and site improvements. Other Pinellas County investments in the
development of the housing units included $730,000 in funding through the
Neighborhood Stabilization Program 2 on July 29, 2011.
Also on July 29, 2011, Neighborhood Lending Partners of West Florida, Inc. provided
a revolving line of credit in the initial amount of $500,000 with a maximum principal
indebtedness, including future advances of $1 million.
To facilitate funding for the completion of 25 units in the subdivision, Habitat
requested funding from the City through its Neighborhood Stabilization Program 3 for
construction financing.
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Attachment number 2 \nPage 1;
3) SP Country Club Homes, LLC — Housing Development Project
On March 17, 2008, SP Country Club Homes, LLC (the Borrower) entered into a
contract with the City of Clearwater to purchase a 2.07 acre parcel to construct and
sell a 31-unit townhouse project named "Country Club Homes". The units would vary
from two to three bedroom units and would be sold between $142,000 and $156,000
to eligible homebuyers whose income is less than 120% of area median income.
The funding involves an initial commitment from the City utilizing Community
Development Block Grant Program in the amount of $700,000. An additional funding
commitment from the Suncoast Partnership with funding through the Neighborhood
Stabilization Program 2 was also required. This included funding though Pinellas
County and Neighborhood Lending Partners.
To stimulate construction and home sales, the Borrower requested additional funding
to build a four-unit building. The City reviewed the Borrower's request to build the
units located at 1281, 1283, 1285, and 1287 Sawgrass Street with the City providing
conditional approval as follows:
A loan in the amount of $475,770 through the Neighborhood
Stabilization Program 3 for the development of four town home housing
units referenced above. The loan amount of $475,770 will be provided
to SP Country Club, LLC upon the satisfactory completion of the
construction work as identified in the Developer Agreement.
The loan will be provided as a zero-percent (0%) 24-month loan. The
construction loan is a 24-month deferred payment loan with no payment
required during the 24-month construction period. Should the Borrower
default on the loan during the construction period, the entire amount of
the loan will become due and payable. Once the four units are built, the
loan will be satisfied as each unit is sold to an eligible homebuyer. The
amount for the loan will be repaid through the sales proceeds. The City
may leave an amount behind in each sale through a developer subsidy
or affordability subsidy for down payment and closing cost assistance to
the homebuyer. The homebuyer must enter into land use restrictive
covenant for a thirty-year affordability period. Default conditions will be
outlined in the mortgage and note.
c. Homebuyer Strategy
The strategies for homebuyers include housing counseling programs that address
pre-ownership issues, credit counseling, budgeting and foreclosure prevention to the
very-low, low and moderate-income households. The 2012 Median Income for a
family of four (4) in the Tampa/St. Petersburg/Clearwater Area is $56,400. The low-
income threshold is $45,100 for households at 80% of area median income and
$28,200 for households at 50% of area median income.
Other strategies include easy access to affordable homeownership opportunities by
providing larger subsidies to the very-low income credit-ready households and those
purchasing homes within the City's target areas. The homebuyer strategy also
provides a means to finance the cost of rehabilitation as part of acquisition, providing
additional affordable housing units to very-low and low-income households, upgrade
neighborhoods and encourage activities to promote safer neighborhoods.
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Attachment number 2 \nPage 1�
The City offers several programs that assist in making housing more affordable to
very-low to moderate-income homebuyers. The City's Homeownership Program
lends funds to purchase land, provide down payment assistance, pay impact fees,
pay disposition costs, pay closing costs and build new homes for income eligible
homebuyers. Funds in this program are also available to approved non-profit
agencies financing their clients home ownership needs. Currently these agencies
include:
1. Clearwater Neighborhood Housing Services, Inc.
2. Habitat for Humanity
3. Largo Area Housing Development Corporation
4. Tampa Bay Community Development Corporation
The funds will be leveraged against private sector financing to provide affordable
housing.
The five-year goal for homebuyers calls for assisting 100 homebuyers with down
payment and closing cost assistance and providing 80 homebuyers with educational
services in regards to purchasing a home.
The City did not budget funding for housing counseling as a single project. Instead,
housing counseling services was provided to homebuyers who purchased homes with
HOME Program funding.
Thirteen (13) individuals/families took part in the education/counseling services
during this reporting period. Eleven (11) participated in both TBCDC Programs
(Homeownership Counseling and Homebuyer Education Programs) and two (2)
participated through Clearwater Neighborhood Housing Services, Inc. Housing
Education/Counseling Programs.
Other activities supported by the City included providing funding for the acquisition
of vacant land and building single family homes, providing funding to purchase
existing homes and rehabilitating them and providing down payment and closing cost
assistance to purchase new and existing homes.
In this reporting period, $1,198 in CHDO HOME funds was expended by Clearwater
Neighborhood Housing Services. These funds were used to complete a project that
began in a prior year.
The City's Down Payment and Closing Cost Program provided new homebuyer
opportunities to fourteen (14) families. All of the families assisted had incomes
between 50-80% of area median. The average purchase price of the homes was
$100,021.
HOME BUYER PROGRAM FY 11-12
Home Program o 0 0
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HOME/SHIP Program o 12 0 12
HOME/SHIP/ PCHTF Program o 2 0
Tota I
0 14 0 14
Note: HOME Program funds require a local match, unless it is a CHDO Project. SHIP Program funds do not
require a local match.
A total of $147,787 in HOME funds, $11,250 in Pinellas County Housing Trust
Program funds and $38,013 in SHIP funds were provided to make homeownership
possible. This public investment of $197,050 resulted in $1,272,884 in private capital
being placed in the City's economy.
d. Homeless Strategy
Policy Direction
The Homeless Leadership Board (HLB) was created on February 1, 2012, through the
merger of the Pinellas County Coalition for the Homeless, Inc. and the Homeless
Leadership Network. Its mission is to prevent, reduce, and end homelessness in
Pinellas County. The HLB was created by an Interlocal Agreement among: Pinellas
County; the Cities of Clearwater, Largo, Pinellas Park, St. Petersburg, and Tarpon
Springs; the School Board of Pinellas County; the Pinellas-Pasco Public Defender's
Office; and the JWB/Children's Services Board.
The HLB has a maximum of 21 members, of which seven are elected officials. The
remaining members represent business, service providers, the faith-based
community, a developer, hospitals/medical care, community leaders, and a
homeless/formerly homeless person.
The roles and responsibilities of the Homeless Leadership Board are:
o Policy: Set and implement policies for the homeless services system and
ensure the system and its parts adhere to them.
o System Planning: Plan, implement, and advocate for design and critical
activities of the Pinellas system of services.
o Oversight: Monitor and report on system and provider performance
towards adopted community-wide goals/outcomes
o Accountability: Design, track, and report on outcomes and accountability
measures to ensure resources are used effectively and homeless persons
gain stable housing.
o Operations: Perform all 'Lead Agency' responsibilities for federal and state
homeless funding, such as the HUD Continuum of Care and the state's
homeless grants.
o Financial: Administer funding from federal, state, and local public and
private resources for homeless services, provide strategic alignment of
local funding to best meet the county-wide service system needs, and
secure additional resources.
o Coordination: Coordinate planning, funding, and activities with existing
bodies as much as possible, such as Juvenile Welfare Board, the Low
Income Housing and Health/Behavioral Health Networks, HUD-funded
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County and City Emergency Solutions Grants and CDBG funds, Pinellas
County Health & Human Services, the Public Housing Authorities, etc.
Advocacy: Advocate for effective homeless/at-risk services at the local,
state, and federal levels.
There are two major Councils under the HLB with very specific roles. The Providers
Council (made up of public and private homeless and at-risk service providers)
develops recommendations to the HLB to improve the homeless services system,
create policies, and address gaps in services. The Funders Council (soon to be
created, composed of representatives of public and private funders of homeless/at-
risk services) will develop recommendations to the HLB on how funds controlled by
the HLB are distributed, and how all homeless funding in the County can be better
coordinated.
The main focus areas for the HLB for the next fiscal year are:
Re-Design of Homeless/At-Risk Services System
a. Create a homeless services system that emphasizes moving people
from homelessness to permanent housing with wrap-around services
more rapidly, while making it easier for the homeless/at-risk persons
and families to get help.
b. Create and implement Coordinated Access and Assessment process
that is the same across all related programs and systems, starting with
one for families with children who are homeless or about to lose
housing.
c. Implement some Rapid Re-Housing programming this year as funding
becomes available, starting with families with children.
d. Make other changes that move people into permanent housing more
rapidly, including reviewing all currently-funded programs for
continuing need and effectiveness.
e. Complete long-term/strategic planning for system re-design, including
ongoing quality improvement.
f. Ensure that infrastructure (staff and TBIN) is sufficiently funded.
2. Secure Funding for Services, Short and Long-Term
a. Secure funding by top priority target populations and services needed
for them (families with children, unaccompanied youth, and chronic
homeless).
b. Prioritize ongoing funding for Safe Harbor and Pinellas Hope.
c. Secure needed funds to expand portals/emergency shelters for
families with children and unaccompanied youth.
d. Pool resources with partners.
3. Design and Implement the Performance Outcome System and Goals
a. Complete the design of the performance outcomes system in this year,
and implement as soon as possible. Outcomes will include new HUD-
required goals as well those determined to be important locally
b. Define expected community-wide outcomes for the whole system as
well as individual providers, and by target populations such as families
and unaccompanied youth.
4. Plan and Implement an Advocacy and Education Program for Business,
Elected Officials, and Community
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a. Educate local community and its component parts on the causes and
effective responses to homeless issues for various target populations,
to garner support and possible additional targeted funding,
b. Advocate for better understanding of homeless issues and need for
support at the state and federal levels and with elected officials.
5. Update 10-Year Plan to End Homelessness and Set Numerical Goals That Can
Be Tracked
a. Make this part of the long-term/strategic planning process.
b. Set specific goals by target populations, including families with
children, chronic homeless, unaccompanied youth, others.
c. Include evaluation measures in all goals.
The City has embarked on a new effort to address the condition of homelessness in
our community. We have initiated a comprehensive, holistic approach in an effort to
reduce the number of homeless individuals and families in Clearwater by placing the
homeless into programming that will assist them in getting off the street.
On a yearly basis, nearly 700,000 people will experience homelessness across the
country. According to the 2011 Point-In-Time count of the homeless population in
Pinellas County, the total Pinellas County homeless count was 5,887. The majority of
unsheltered homeless persons were single male, and the most common reason for
current homelessness was financial problems (alcohol/drug/mental health problems
was the second most common reason).
There has been a long-standing myth that communities cannot do much to reduce
homelessness. Yet many communities around the United States have been able to
dramatically reduce homelessness in a holistic way. Ron Powers, a Pulitzer Prize-
winning journalist, said that "if you always do what you always did, you will always
get what you always got". If we continue to address homelessness in the same
manner that we have been doing so for decades, we should then expect to see the
same results.
The national best practice has proven the key is to move from an "enablement
model" to a comprehensive system of "engagement". In Clearwater, there are three
programs that engage homeless individuals and families: HEP (Homeless Emergency
Project), RCS (Religious Community Services) and The Salvation Army Transitional
Living Center. We need to dramatically expand on the success of these three
agencies by engaging each and every homeless individual in our community.
Additionally, Pinellas Safe Harbor and Pinellas Hope are two temporary shelters that
serve the homeless population of Pinellas County. In addition to providing shelter
and food which meet a homeless person's basic needs, all these programs also
provide life-skill classes, transportation for employment, job training, mental health
and other services.
For FY 2012-2013, the City of Clearwater, through its General Fund, has committed
to contribute $100,000 to Pinellas Safe Harbor, $50,000 to HEP, $25,000 to the
Homeless Leadership Board, $25,000 to Pinellas Hope, $25,000 to RCS, and $25,000
to The Salvation Army of Upper Pinellas.
Operational Support
The City provided CDBG funding to two agencies assisting the homeless in this
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Attachment number 2 \nPage 1�
reporting period - Religious Community Services, Inc. and Westcare Gulfcoast
Florida.
The chart below illustrates the non-housing homeless allocations and expenditures
for FY 2011-12 and prior funds expended in this reporting year. These allocations
resulted in many homeless individual/families being provided a place to live and
obtain other essential services.
FY 11/12 Budget FY 11/12 Expended
Westcare of Florida $12,000 $12,000
RCS - The Havens $50,000 $19,350
TOTAL $62,000 $31,350
Homeless Housing Actions
Public Services and Facilities
The City provided funding in the amount of $12,000 to WestCare GulfCoast Florida,
Inc. for salary support to operate the Turning Point overnight shelter. The shelter
provides an overnight facility for homeless persons under the influence of drugs
and/or alcohol. It operates as an inebriate receiving and intervention program that
provides for a 24-hour sobering up area, intensive case management, and placement
service. The agency's goal was to serve 150 homeless Clearwater individuals. The
agency expended $12,000 and assisted 225 homeless Clearwater individuals.
The City provided funding in the amount of $50,000 to Religious Community
Services, Inc. for planning and design costs to develop an office building for the
Havens of RCS. The Havens of RCS is a facility that offers housing and supportive
services for victims of domestic abuse. The agency's goal was to serve 15,139
domestic violence victims (women and children). The agency expended $19,350 and
assisted 10,495 families.
Housina
1) Covert Apartments (7erry Howe Apartments)
On June 8, 2009, Boley Centers, Inc., a private non-profit psychosocial rehabilitation
and housing agency established in 1970, presented an application of funding for
construction costs to rehabilitate a thirteen-unit apartment complex (Covert
Apartments). Boley Centers has developed and operates fifteen (15) apartment
complexes that provide 150 units of permanent, supportive housing for people with
severe and persistent mental illness in Pinellas County.
The total cost to renovate the Covert Apartments was $620,950 with the City's
contribution being $128,198. Other funding for this project included $117,752 from the
Veterans Administration and $375,000 from Boley Centers, Inc.
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Covert Apartments is located at 1447 and 1451 Gulf to Bay Boulevard in the East
Gateway Neighborhood Revitalization Strategy Area. This is a commercial sector that is
burdened with a declining business base, deteriorated infrastructure, various building
uses and vacant storefronts. The rehabilitation of the Covert Apartments is consistent
with the goals and objectives of the City's Consolidated Plan because it improved the
appearance of the site and addressed homelessness in the area.
The apartment complex is comprised of eight two-bedroom units, four one-bedroom
units and one efficiency apartment. All of the prior tenants' incomes were at or below
50% of area median income. The renovation did not result in any permanent relocation
for the tenants. However, the tenants might have moved within the complex while their
units were being renovated.
The scope of the renovation included a new roof on the north building, replacement of
windows, countertops and kitchen appliances, carpeting, interior and exterior painting,
and making one two-bedroom unit accessible for persons with physical disabilities.
The rents for the units are $750 for the two-bedroom units and $500 for the one-
bedroom units. However, the tenants will only pay 30% of their adjusted income for rent
projected at approximately $202 after utility allowances.
The architect for the renovation was Wedding and Stephenson Architects, Inc. and the
contractor is General Home Development, Inc. The project was presented and approved
by the Neighborhood and Housing Advisory Board in July 2009. The project was
completed in August 2011.
2) HEP Veterans Housing
On May 3, 2010, the Homeless Emergency Project (HEP) submitted an application to
the City in the amount of $100,000 to acquire vacant real property located at 1250
Palmetto Street. The property was previously owned by the Pinellas County School
Board.
HEP is a 501(c) (3) non-profit organization that was founded in 1986 to meet the
needs of a growing number of homeless individuals and families. HEP provides
emergency shelter, transitional housing, and family rental units for the homeless
population. In addition to housing, the agency provides food, intensive case
management, clinical services, free dental care, child care and other supportive
services to the homeless.
The vacant land will be used to develop transitional housing for homeless veterans
and individuals. The sale price was undetermined at the time of the application;
however, a February 10, 2010 appraisal listed the value of the land at $558,000. The
subject property is 2.9 acres.
On August 3, 2010, HEP submitted an amended application for the acquisition and
construction costs in the amount of $365,000, the sales price the owner had agreed
to sell the property for and an application in the amount of $302,000 for a portion of
the development costs for the construction of 32 fully-furnished, single occupancy
apartment for male and female veterans.
The total development cost for the project is $3,497,144. The sources include the
City contributing an additional $725,000 (in addition to the $372,340 provided for
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Attachment number 2 \nPage 2i
land acquisition), Pinellas County contributing $1,800,000, and the agency providing
$599,804. The City's commitment for the development project was presented and
approved by the Neighborhood and Housing Advisory Board on November 22, 2011.
The Clearwater City Council approved the project on December 1, 2011. The Ribbon
Cutting Ceremony took place on October 25, 2012.
e. Non-Homeless Special Needs Strategy
Public Services and Facilities
CDBG funds were provided in the amount of $30,000 to Pinellas Opportunity Council
to administer their Chore Services Program. Through this program, various chore
services were provided to sixty-three (63) elderly, frail elderly, developmentally-
disabled and physically-disabled individuals to assist them in remaining in their
home.
The City provided funding in the amount of $3,500 to Personal Enrichment through
Mental Health Services, Inc. for salary support to operate their Family Emergency
Treatment Center. The center provides assessment, crisis intervention counseling,
individual and/or group support counseling, substance abuse assessment and
intervention, medication evaluation and administration, service and treatment
planning, referrals and other related services. The agency's goal was to serve 163
residents of Clearwater. The agency expended $3,304 and assisted 213 Clearwater
residents.
The City provided funding in the amount of $55,000 to Directions for Mental Health,
Inc. aka Directions for Living for renovations to the adult services section of the
building. The renovations included demolition, concrete work, millwork, doors, walls,
ceiling, plumbing, HVAC and other building improvements. Directions offer a wide
array of services including outpatient therapy and substance abuse treatment to
adults, children or families with an identified mental health disability, resource
coordination for those who have a diagnosed mental health disability and other
related services. The agency's goal was to assist 2,000 individuals and families.
Housinq
1) Abilities of Morningside I
On September 24, 2010, Abilities of Morningside I submitted an application for
funding in the amount of $216,000 to renovate rental housing units located at 2500
Harn Blvd., Units B-2, E-3, F-11, F-14, J-2 and J-8. Abilities at Morningside I is an
affiliate of Abilities Inc. of Florida. Funding for this project includes $162,000 from
the HOME Investment Partnership Program and $54,000 from the Pinellas County
Housing Trust Program.
This project will preserve the existing housing stock for low to moderate-income
individuals and families with disabilities. The property renovations will include the
replacement of windows, HVAC systems, cabinets, doors, flooring, appliances, water
heaters, insulation and paint. Household incomes will be limited to 50% of area
median income. The existing tenants will remain in the units.
The project is complete and the units have been leased to eligible families.
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Attachment number 2 \nPage 2
2) Abilities of Morningside II
On October 8, 2009, Abilities Inc. of Florida submitted an application to the City in
the amount of $86,000 to acquire real property and make renovations to rental
housing units located at 2500 Harn Blvd., Units A-8, D-4 and E-12 and 2501 Harn
Blvd., Units J-6, J-7, D-9, D-10 and H-24. The total project costs were estimated at
$1,283,000.
On September 2, 2010, the application for this project was amended to $200,000.
The loan was approved by the City as a zero percent, 30-year loan with a five year
deferment. The funding for the project includes $150,000 from the HOME
Investment Partnership Program and a$50,000 match from the Pinellas County
Housing Trust Fund Program.
Abilities Inc. of Florida is a not-for-profit corporation organized in 1959 principally for
the purpose of providing vocational evaluation, case management, job training, and
employment services for persons with disabilities. The parent corporation includes
several affiliate not-for-profit corporations including Abilities at Morningside II, which
is the latest expansion of the housing programs sponsored by Abilities Inc. of Florida.
The Abilities at Morningside II Project will provide residential units that are scattered
throughout the existing condominium complex. The units will be fully wheelchair
accessible on the first floor and retrofitted for sensory disabilities for units located on
the second floor. The tenant portion of the rents will not exceed 30% of the adjusted
gross income for the household, with the balance of the monthly rent being provided
by HUD through a Project Rental Assistance Contract.
The renovations are now complete and the units are 100% leased.
3. AFFIRMATIVELY FURTHERING FAIR HOUSING
The City of Clearwater is no longer directly enforcing fair housing laws. The
responsibility has been assigned to the Pinellas County Human Relations Department
since their office investigates and makes recommendations on all Fair Housing issues
for other areas of Pinellas County with the exception of the City of St. Petersburg.
The City plays an active role in affirmatively furthering Fair Housing by adhering to
the Human Rights Ordinance that Pinellas County adopted in 1984. Pinellas County
maintains an Interlocal Agreement with the City of St. Petersburg for the
enforcement of the ordinance. The City of St. Petersburg handles enforcement south
of Ulmerton Road and Pinellas County enforces north of Ulmerton Road.
In 2002, the City of Clearwater, along with the cities of St. Petersburg and Largo,
and Pinellas County formed a Fair Housing Partnership to coordinate efforts
countywide to support and expand the availability of housing to all, regardless of
familial status, national origin, race, accessibility, and disability. The partnership's
tools for furthering this effort are educational programs, training, testing,
assessments, and enforcement through the appropriate channels. The partnership
meets periodically to review programs and to set and review goals.
The City remains active in the provision of affordable and accessible housing and
promotion of home ownership. The City provides information concerning home
ownership, home financing, and home repairs in printed matter and has worked with
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our Public Communications Department to provide information in a variety of other
mediums
On April 13, 2012, the City partnered with the Bay Area Apartment Association, Bay
Area Legal Services, the cities of Largo, St. Petersburg and Tampa, Greater Tampa
Association of Board of Realtors, Gulf Coast Legal Services, Hillsborough County
Equal Opportunity Administration and Pinellas County Office of Human Rights
(Tampa Bay Fair Housing Consortium) to sponsor an Annual Fair Housing Certificate
Program. The City provided sponsorship for programs providing workshops on Fair
Housing, Accessible Home Design, Landlord-Tenant Rights and Responsibilities, and
Real Estate Sales and Rentals.
a. Sale or Rental of Housing
Fair Housing complaints received by the City's Equity Services Department and
Pinellas County Office on Human Rights/Human Relations indicate that discrimination
in the sale or rental of housing and provision of housing brokerage services does
occur. The City hopes to partner with other local government agencies and conduct a
study to determine the level of discrimination.
b. Public Policies
The high percentage of build-out in the City affects the availability of suitable land
for multi-family and affordable single-family development. The City's Community
Development Code, design standards, adequate public facility (concurrency)
ordinance and building code requirements influence the feasibility of affordable
housing projects. Development regulations can limit the potential use of small or
irregular infill parcels for affordable housing or increase costs associated with site
development and construction.
c. Administrative Policies
Administrative policies generally support Fair Housing. These include:
1. Marketing housing programs in targeted areas.
2. Providing citywide homebuyers' assistance and education.
3. Placing educational material on the Housing Division's webpage.
4. Carefully reviewing where affordable housing developments will be located.
5. Avoiding a concentration of very-low to moderate-income households in
multi-family developments.
d. Actions Taken To Overcome Impediments
In 1995, the U.S. Department of Housing and Urban Development (HUD) announced
that entitlement communities, communities receiving direct federal funding from
Community Development Block Grant, HOME Investment Partnership and Emergency
Shelter Grant programs, must conduct a study of existing barriers to housing choice.
This required study is referred to as the Analysis of Impediments (AI) and is part of
entitlement communities consolidated planning process.
The purpose of the AI is to examine how state and local laws, private, public and
non-profit sector regulations, administrative policies, procedures, and practices are
impacting the location, availability, and accessibility of housing in a given area. The
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AI is not a Fair Housing Plan rather it is an analysis of the current state of fair
housing choices in Clearwater and identifies specific barriers that need to be
addressed if future fair housing initiatives are to be successful.
Each jurisdiction receiving federal funds must certify that it is affirmatively furthering
fair housing. The certification specifically requires jurisdictions to conduct an analysis
of impediments to fair housing choice within the state or local jurisdiction, take
appropriate actions to overcome the effects of any impediments identified through
that analysis, and maintain records reflecting the analysis and actions in this regard.
Evaluating fair housing impediments is a complex process involving diverse and
wide-ranging considerations. The role of economics, housing patterns, and personal
choice are important to consider when examining fair housing choice. Clearwater
has relatively few impediments to fair housing. However, some issues were
identified.
On July 22, 2010, the cities of St. Petersburg, Largo and Clearwater and Pinellas
County procured the services of J-Quad Planning Group, a fair housing consultant, to
conduct an analysis of impediment to fair housing choice for each entity. The result
of that analysis is listed below.
The analysis of fair housing choice in the City has resulted in the identification of
impediments, identified through a study methodology that included conducting focus
group sessions, the construction of a demographic analysis resulting in a community
profile and fair housing index, analysis of the Home Mortgage Disclosure Act (HMDA)
data for the City and Pinellas County and a fair housing law and public policy and
program review.
The City's commitment to furthering affordable housing through planning and
CDBG/HOME program design and implementation is noteworthy. These efforts will
continue to help maintain stability and strengthen its older and lower-income areas.
The City and its nonprofit partners are encouraged to expand these efforts into other
neighborhoods as a primary means of expanding fair housing choice.
Banking, Finance, Insurance and Other Industry Related Impediments
Impediment: Impacts of the Sub-prime Mortgage Lending Crises and increased
Foreclosures.
Remedial Action: Continue to work with the State, National Non-Profit Housing
Intermediaries, Federal Home Loan Bank, other lenders and HUD to evaluate
programs and identify funding that can help reduces the mortgage default rate and
foreclosure rates among low and moderate-income home buyers and existing home
owners.
Impediment: Low number of loan applications from minorities and low origination
rates for minority applicants.
Remedial Action: Continue homebuyer outreach and education efforts. Expand
homeownership and credit counseling classes as part of a high school curriculum in
order to help prevent credit problems later in life.
Impediment: Predatory lending and other industry practices.
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Remedial Action: Continue to encourage financial institutions to assist low to
moderate-income persons by establishing or reestablishing checking, saving, and
credit accounts for residents that commonly utilize check cashing services through
bank initiated "fresh start programs" for those with poor credit and previous non-
compliant bank account practices.
Socio-Economic Impediments
Impediment: Poverty and low-income among minority populations.
Remedial Action: Continue to work on expanding job opportunities through the
recruitment of corporations, the provision of incentives for local corporations seeking
expansion opportunities, and the assistance with the preparation of small business
loan applications. Support agencies that provide workforce development programs
and continuing education courses to increase the educational level and job skills of
residents.
Neighborhood Conditions Related Impediments
Impediment: Limited resources to assist lower income, elderly and indigent
homeowners maintain their homes and stability in neighborhoods.
Remedial Action: Continue to support and expand program of Self-Help Initiatives
based on volunteers providing housing assistance to designated elderly and indigent
property owners and assist them in complying with municipal housing codes.
Involve volunteers, community and religious organizations/institutions and
businesses as a means of supplementing financial resources for housing repair and
neighborhood cleanups.
Public Policy Related Impediments
There were no Public Policy Related Impediments.
The City funds programs that offer free classes for persons desiring to become
homeowners. The Pinellas Realtor Organization subscribes to the Voluntary
Affirmative Marketing Agreement (VAMA) and works to educate its members about
Fair Housing. Training and marketing materials have been videotaped and translated
into American Sign Language and Spanish. The City promotes home ownership and
education at various homebuyer fairs and expositions. The City also provides
funding to Community Service Foundation to provide Fair Housing Education.
In addition to the Human Relations Department, the City is working with Pinellas
County Realtors through the VAMA Program to further fair housing opportunities in
real estate transactions. To further these efforts of the VAMA, the Pinellas County
Board of Realtors enlisted the services of the Community Housing Resource Board to
focus on the federal, state and local enforcement agencies, housing industry groups
and volunteer community groups working together to promote fair housing practices.
These efforts include:
• Providing public information on fair housing
• Assessing community fair housing needs and identifying local problems and
issues that impede equal housing opportunity
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• Evaluating performance and effectiveness of the VAMA
• Expanding minority involvement in the real estate industry
• Expanding public awareness of housing opportunities in the community
• Developing cooperative solutions to problems associated with the
implementation of the VAMA
Other actions during FY 2011-12 include:
• Continued support of Pinellas County Human Relations Department, Pinellas
County Board of Realtors, and the Community Housing Resource Board
• Continued to work with the local committee of American with Disabilities to
view housing related issues for homeowners, renters, or homebuyers with
disabilities
• Provided HOME and SHIP funding in the amount of $660 to Tampa Bay
Community Development Corporation and $60 to Clearwater Neighborhood
Housing Service to implement homebuyers training programs, fair housing
education and assistance, and default-foreclosure prevention and counseling
services
• Provided funding in the amount of $27,256 to Gulf Coast Legal Services to
implement a fair housing program that offers counseling services, initial
needs assessment, rental eviction intervention, and marketing of fair housing
programs. The agency assisted 162 individuals
• Provided funding in the amount of $8,000 to Community Service Foundation
to administer a fair housing program. The agency assisted 80 individuals
The Pinellas County anti-discrimination effort focuses on public information and
enforcement of fair housing regulations and the County's Human Rights Ordinance.
The County publishes a Housing Resource Directory that includes an overview of fair
housing law, information about reasonable accommodation and accessibility, and a
list of state and local enforcement agencies. The County produces a brochure
entitled, Fair Housing in Pinellas County, and distributes approximately 5,000 copies
annually. Below market rate mortgages, down payment and closing cost assistance
are readily available through the County's Housing Finance Authority and through
other agencies. The County is also active in providing and promoting affordable
housing, providing low-cost funds for home purchase or repair, and modifications to
homes to make them accessible to persons with disabilities.
The City directs significant resources to expand the supply of affordable rental
housing and partners with a variety of for-profit and non-profit developers and the
Housing Finance Authority of Pinellas County. The City also assists developers with a
variety of incentives aimed at reducing development costs, impact fees, and
regulatory impediments (including providing bonus densities for creating affordable
housing).
The City encourages mixed-income, multi-family developments to develop affordable
housing in areas that are not predominantly low to moderate-income areas as part of
a continuing effort to deconcentrate poverty. Funding is denied to developers who
do not provide mixed-income housing where the effect could be to racially or
economically segregate low-income households.
4. LEVERAGING RESOURCES
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Attachment number 2 \nPage 2i
The City's efforts to provide affordable housing and other services to very low to
moderate-income families have resulted in leveraging a great amount of additional
��Y.i��K��
Through the Infill Housing and Down Payment Assistance Programs, the City
continues to work closely with the lending and housing non-profits in the community
to leverage private investment in home ownership. (Please see Homebuyers Section
for accomplishments). In addition, the City works with Community Service
Foundation, Tampa Bay Community Development Corporation, and Clearwater
Neighborhood Housing Service, Inc. to provide homeownership counseling to support
our housing programs.
The City's Down Payment and Closing Cost Program provided new homebuyer
opportunities to fourteen (14) families. All of the families assisted had incomes
between 50-80% of area median. The average purchase price of the homes was
$100,021.
A total of $147,787 in HOME funds, $11,250 in Pinellas County Housing Trust
Program funds and $38,013 in SHIP funds were provided to make homeownership
possible. This public investment of $197,050 resulted in $1,272,884 in private capital
being placed in the City's economy.
FY 2011-2012
HOUSING PROGRAMS
LEVERAGE RATIOS
Downpayment Assistance I $1,272,884 I $197,050
TOTAL
884 I 5197.050 I 56.45 to 1
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Attachment number 2 \nPage 2
FY 2011-2012
COMMITTED/APPROVED HOUSING PROJECTS
LEVERAGE RATIOS
ACTIVITYTYPE ' PUBUCjPRNATE EXPENDITURE CITY EXPENDITURE RATI�
Owner-Housing Development $4,962,800 $2,324,770 $2.13 to 1
Habitatfor Humanity $2,655,000 $1,149,000
Country Club Townhomes $2,307,800 $1,175,770
Rental Housing Rehabilitation $7,384,064 $2,548,217 $2.90 to 1
Norton Apartments $3,354,984 $304,466
HEP Veterans Housing $2,399,844 $1,097,300
Prospect Apartments $0 $800,000
Sunset Point Apartments $1,629,236 $346,451
TOTAL $12,346,864 $4,872,987 $2.53 to 1
5. CONTINUUM OF CARE NARRATIVE
The City works closely with the Pinellas County Coalition for the Homeless and
various other homeless services providers in addressing the needs of the City's
Homeless.
The City listed Continuum of Care issues as a high priority in the Consolidated Plan.
A total of $50,000 was provided to Religious Community Services - The Havens. The
Havens facility provides housing, case management and a variety of services for
victims of spouse abuse. The Havens provided spouse abuse services to 10,495
families.
The City provided funding in the amount of $55,000 to Directions for Mental Health,
Inc. aka Directions for Living for renovations to the adult services section of the
building.
The City provided funding in the amount of $27,180 to Religious Community
Services, Inc. for a cooler/freezers storage system for the RCS Food Bank. The
agency provided nutrient-dense foods throughout Pinellas County to 9,769
individuals and families.
CDBG funds were provided in the amount of $30,000 to the Pinellas Opportunity
Council to administer their Chore Services Program. Through this program, various
chore services were provided to 63 elderly, frail elderly, developmentally-disabled
and physically-disabled individuals to assist them in remaining in their home.
The City provided funding in the amount of $12,000 to WestCare GulfCoast Florida,
Inc. for salary support to operate the Turning Point overnight shelter. The shelter
provides an overnight facility for homeless persons under the influence of drugs
and/or alcohol. It operates as an inebriate receiving and intervention program that
provides for a 24-hour sobering up area, intensive case management, and placement
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services. The agency's goal was to serve 150 homeless Clearwater individuals. The
agency expended $12,000 and assisted 225 homeless Clearwater individuals.
The City did not receive any applications for direct support for providing housing
opportunities for persons with HIV/AIDS. The City will continue to outreach to
agencies that provide services to this community.
6. CITIZENS PARTICIPATION
The City maintains a Neighborhood and Affordable Housing Advisory Board to
encourage public participation. The Board meets periodically to discuss and make
recommendations to City staff and the City Council on housing-related issues. The
City Clerk's Office maintains minutes from the meetings.
The City has not received any citizen comments on the Proposed FY 2011-12 CAPER.
7. OTHER ACTIONS
a. Fostering and Maintaining Affordable Housing
The City has been very proactive in fostering and maintaining affordable housing.
Although the City cannot control the cost of labor, goods or land costs, the City
continues to look for new and creative ways to address the issue of affordability.
Some of the steps the City has taken in the past and/or is currently doing include:
• Design homes that are practical and efficient
• Subsidize impact fees
• Provide financing at below market rates, zero percent and/or deferred
payment loans
• Fund subrecipients to acquire vacant properties and build affordable houses
• Work with subrecipients to acquire homes foreclosed by HUD and resell them
as affordable housing units
• Pay for infrastructure improvements with general revenue funds
• Change the City's Development Code to address other development issues
• Work with the local housing authority to buy property and resell for affordable
housing
• Work with developers to put together applications for funding through the
Low-Income Housing Tax Credit Program, State of Florida Housing Bond
Program and other resources to build or rehabilitate rental units for affordable
housing
b. Barriers to Affordable Housing
In the early years (1992 - 1995) of the City's SHIP Program, the Clearwater's
Affordable Housing Advisory Committee (AHAC) reviewed the following areas to
identify potential barriers to affordable housing:
• Affordable Housing Definitions
• Permit Processing
• Impact Fee Requirements
• Infrastructure Capacity
• Residential Zoning Density
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• Transfer of Development Rights
• On-Site Parking and Setback Requirements
• Zero-Lot Line Development
• Sidewalk and Street Requirements
• Regulatory Review Processes
• Inventory of Lands Suitable for Affordable Housing Development
The City began receiving SHIP Program funding in 1992 when the Florida Legislature
adopted the Sadowski Act. The SHIP Program is a dedicated source of affordable
housing funds that are provided annually to cities and counties within the State of
Florida.
One of the driving forces behind the passage of the Sadowski Act was the Florida
Homebuilders and Contractors Associations. As a result of their lobbying effort, SHIP
jurisdictions each year must expend 75% of their funds, entitlement and recaptured
funds, on activities that involve construction and/or rehabilitation of homes, and in
addition, 65% of the funds, entitlement and recaptured funds, must result in
homeownership.
A major requirement of the SHIP Program, as well as a condition of receiving
continued funding, was each jurisdiction had to adopt affordable housing incentives
that would assist in the implementation of their affordable housing activities. Each
SHIP entitlement community was required to adopt an Affordable Housing Incentive
Plan (AHIP), which contained, at a minimum two statutory required incentives: 1.
Assurance that permits as defined in Chapter 163.3164(7) and (8) F.S, for affordable
housing projects are expedited to a greater degree than other projects; 2. An
ongoing process for review of local policies, ordinances, regulations, and plan
provisions that increase the cost of housing prior to their adoption (420. 9071(16)
F. S. ).
During the 2007 legislative session, the Florida legislature passed House Bill 1375.
Under this bill, approval was granted for the creation of Section 420.9076 of the
Florida Statute. This statute requires counties and cities receiving SHIP funds to
appoint an eleven member Affordable Housing Advisory Committee (AHAC). The
statute further provides that the committee be made up of inembers from a specific
industry or a specific group as identified in the statute. The requirement was largely
met through the use of the City's existing Neighborhood and Affordable Housing
Advisory Board (NAHAB). The City Council adopted Resolution No. 08-15 that created
and appointed the AHAC.
The duties of the AHAC included reviewing policies and procedures, ordinances, land
development regulations and the City's adopted comprehensive plan and
recommending specific actions or initiatives to encourage or facilitate affordable
housing.
Per state statute, at a minimum, the AHAC reviewed and made recommendations on
the following:
1. The processing of approvals of development orders or permits, as defined in
F.S.163.3164 (7) and (8), for affordable housing projects is expedited to a
greater degree than other projects.
2. The modification of impact-fee requirements, including reduction or waiver of
fees and alternative methods of fee payment for affordable housing.
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3. The allowance of flexibility in densities for affordable housing.
4. The reservation of infrastructure capacity or housing for very-low income
persons, low-income persons, and moderate-income persons.
5. The allowance of affordable accessory residential units in residential zoning
districts.
6. The reduction of parking and setback requirements for affordable housing.
7. The allowance of flexible lot configurations, including zero-lot-line
configurations for affordable housing.
8. The modification of street requirements for affordable housing.
9. The establishment of a process by which a local government considers, before
adoption, policies, procedures, ordinances, regulations, or plan provisions that
increase the cost of housing.
10.The preparation of a printed inventory of locally owned public lands suitable
for affordable housing.
11. The support of development near transportation hubs and major employment
centers and mixed-use developments.
In July 2008, the Economic Development and Housing Department contracted with
Wade Trim, Inc. to help facilitate the process. Wade Trim coordinated the
preparation of the Local Housing Incentive Strategy in cooperation with City staff and
the AHAC. The Local Housing Incentive Strategy encompasses the definition, vision,
strategic focus areas and incentive recommendations in order to facilitate the
development of affordable housing in the City. The AHAC convened on four occasions
in order to develop and identify the value of affordable housing, identify the
principles for Clearwater's affordable housing and develop a vision statement to be
included as part of the Local Hosing Incentives Strategy. A separate focus group
consisting of for-profit and non-profit affordable housing developers was organized in
order to gain additional insight and recommendations concerning the incentive
strategies.
The report highlights an affordable housing vision statement that was derived from
input by board members. Additionally, AHAC members focused on the values that
affordable housing brings to the City. The themes identified centered on the values
that affordable housing supports a dynamic and competitive economy, improves the
social well being that builds a sense of community, and ensures that the City's
workforce can live within the City limits. Furthermore, the AHAC also identified and
recommended provisions that would identify adaptive reuse practices, require
triennial updates to the City's Local Housing Incentives Strategy, support design
standards for affordable housing developers, improve communication and marketing
channels for affordable housing, diversify financing resources, and support
development of public and private partnerships for the provision of affordable
housing.
By statute, the initial report was submitted to the City Council by December 30,
2008. After the initial submission, the reports become due every three (3) years on
December 31St of the year preceding the submission of the Local Housing Assistance
Plan (LHAP).
The City Council reviewed the Local Housing Incentives Strategy recommendations
that were approved by the AHAC on November 19, 2008. The City Council adopted
an amendment to the LHAP to incorporate the local housing incentive strategies it
will implement for the City. The amendment included, at a minimum, the state
required incentive strategies specified above. Upon approval, the City notified the
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state of its adoption of an amendment to its LHAP to incorporate the incentive
strategies. The notice included a copy of the approved amended plan in order to
comply with the SHIP programs participation guidelines.
In future years, as part of the monitoring process conducted by the State of Florida,
the monitors will be evaluating how local jurisdictions are implementing their
affordable housing incentives in order to ensure they are meeting their statutory
obligations. These evaluations will analyze the process and policies that all affordable
housing projects go through from start to finish. This process is not totally exclusive
to affordable housing projects using SHIP dollars, but any affordable housing project
taking place in the City, regardless of the funding source.
c. Managing the Process
As part of the review process for proposed policies, regulations, plans and programs,
the sponsoring City department requests the Economic Development and Housing
Department to analyze the economic impact of the action proposed as it pertains to
the cost of housing. The analysis shows the estimated increase in cost to an average
home. The analyses are maintained on file in the Housing Division of the Economic
Development and Housing Department.
The City holds public hearings and meetings to obtain citizen input and to respond to
citizen proposals and inquiries about activities and program performances. Citizens
and other City stakeholders have emphasized the need to consider the City's diverse
interests in the establishment of goals, objectives, policies and priorities; the
identification of new projects and programs; and in the application, monitoring and
evaluation of existing programs.
Typically, the Economic Development and Housing Department staff ineets with
prospective affordable housing developers to determine the level of assistance and
project needs. If the developer proceeds with a project, staff facilitates the plan
review and permitting process through the Planning, Building and Engineering
Departments. This allows the Economic Development and Housing Department to
troubleshoot and streamline the process.
Below is a section from the City's Expedited Processing and Ongoing Review Policy.
d. Expedited Processing
i. Building Department
All affordable housing projects, as defined in Chapter 163.3164(7) and (8) F.S., that
are located within the City limits are required to include with their application for a
building permit a request for Expedited Processing. A copy of this request must be
provided to the Building Official and to the Director of the Economic Development
and Housing Department. Expedited Processing affords eligible projects priority over
projects without this status. When an affordable housing project receives approval,
the Building Division notifies the Director who, in turn, will document the timeframe
for the application process.
ii. Planning Department
The Planning Department will follow the City of Clearwater - Community
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Development Code when processing all affordable housing applications for activities
that require rezoning, land-use amendments, variances, development orders, etc.
Under the Code, all projects are reviewed and may be scheduled for the next
meeting of the Development Review Committee (DRC - staff level review) and if
needed, the Community Development Board (CDB). Many applications can be
decided at the staff level and may not need to go DRC and/or CDB. When affordable
housing projects and/or applications are submitted that can be decided at the staff
level, they shall receive priority and be reviewed before any non-affordable housing
project and/or applications. Applicants must indicate that the project will be an
affordable housing development and/or project. The Planning Department has and
will continue to implement, where possible, the expedited plan amendment process
for large-scale amendments related to the provision of affordable housing.
e. Comprehensive Plan Analysis
The City's Comprehensive Plan includes a state mandated housing element that
analyzes the City's existing and projected housing need. The element contains goals,
objectives and policies that work in tandem with other housing policy documents.
Fostering and maintaining an affordable housing supply is one of the element's
primary goals. The goal is supported by policies that aim to reduce barriers to public
and private sector construction of affordable units.
The Economic Development and Housing Department coordinated with the Planning
Department in 2005 for the preparation of the Evaluation and Appraisal Report (EAR)
for the Comprehensive Plan. A focus of the EAR was affordable housing. In this
regard, the EAR included an assessment of the successes and shortcomings of the
City's affordable housing policies and programs, along with recommendations for
improvement.
The EAR recommendations were addressed in a major update of the Comprehensive
Plan in 2007-2008. As part of the review process, the City formed a Citizen Advisory
Committee (CAC) to provide direction in the EAR. The CAC, along with a consultant
(Wade Trim, Inc.), established identification of data needs and methods of
compilation, meetings, methodology of comprehensive issues analysis, and
coordination with other city departments. The results were provided to the City's
Planning Department. The Planning Departments recommendations were approved
by the City Council.
f. Lead Based Paint
Lead based paint continues to be a serious problem throughout cities across
America. It is usually prevalent in homes built prior to 1978. Clearwater's housing
stock is relatively new with the average home being built after 1970. However, the
City still maintains that lead based paint is a serious issue and conducts housing
inspections to determine if there are defective paint surfaces. If lead conditions are
present, the lead paint is either removed or covered in a manner described by HUD.
The City will continue its effort to rid structures of lead based paint and will inspect
any homes built prior to 1978 for any presence of lead based paint. The City will
continue to test and remove all lead based paint surfaces in structures that are being
rehabilitated under our programs that are using federal funds. The City will use the
services of the Pinellas County Environmental Department to test all structures with
defective paint surfaces and the local Health Department to test children for elevated
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blood levels. The Willa Carson Community Health Resource Center continues to
participate with the City by providing a meeting area for neighborhood based
education programs, disseminating information on the hazards of lead based paint,
and blood screenings.
The City places information about lead based paint and safety on the City's Housing
Division website.
Program activities include:
• Collaboration between public-private agencies involving housing, health, and
community-based organizations to facilitate a Healthy Home Team to go
door-to-door in the targeted Brownfields area to identify children and homes
at risk
• Assurance that children identified as at risk receive blood lead testing and the
child with elevated lead levels receives follow-up care
• Promotion of a public awareness campaign through education via physicians
and the community and disbursement of educational materials
• Routine placement of educational materials on the City's Housing Division
webpage
• Assessment of homes at risk to identify lead hazard control services to
eliminate hazards identified in homes
• Initiation of supportive lead hazard control services to eliminate hazards
identified in homes
• Evaluation of prevention activities to measure the impact and outcome of
program services and intervention efforts in the community
g. Poverty Level Assessment
The City realized that the most effective way to reduce the number of persons below
the poverty level was to increase their income through providing employment
opportunities.
The City provides funding to support service organizations that reduce impediments
for families allowing them to rise above the poverty level. The City provides
economic development opportunities to non-profit and for-profit businesses that
agree to hire lower-income individuals. Through the coordination of programs,
including the Environmental Protection Agency, State Brownfields Redevelopment
initiatives, Juvenile Welfare Board, United Way, the Eckerd Foundation, Pinellas
County WorkNet, and the University of South Florida, the City will continue to expand
its efforts to reduce impediments.
h. Institutional Structure
To overcome gaps in institutional structures and enhance coordination, the City
provided local lenders with information relative to the City's housing programs.
Together we are able to provide home ownership and homebuyer opportunities for
very-low to moderate-income families. The City and its subrecipients pre-qualify
clients to the lender's and City's specifications and provides financing in the form of
down payment assistance.
i. Public Housing and Residential Initiatives
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The City understands the benefits of improving public housing and resident
initiatives. To improve the lives of families residing in public housing the City
targeted the children to break the cycle. The City will continue to work and
strengthen our relationship with the Clearwater Housing Authority (CHA) to foster
innovative public housing developments, potential joint ventures and residential
initiatives.
During this reporting period, the Clearwater Housing Authority assisted 1,095
families per month through their Housing Choice Voucher Program. Also through this
program it expended $8,797,400 in Housing Assistance Payments. Clearwater
Housing Authority assisted 1,030 families through its Public Housing Program and
listed $1.8 million dollars in expenditures.
8. HOUSING
a. Housing Needs
The City has been very proactive in fostering and maintaining affordable housing.
Although the City cannot control the cost of labor, goods or land costs, the City
continues to look for new and creative ways to address the issue of affordability.
Some of the steps the City has taken in the past and/or is currently doing include:
• Design homes that are practical and efficient
• Subsidize impact fees
• Provide financing at below market rates, zero percent and/or deferred
payment loans
• Fund subrecipients to acquire vacant properties and build affordable houses
• Work with subrecipients to acquire homes foreclosed by HUD and resell them
as affordable housing units
• Pay for infrastructure improvements with general revenue funds
• Change the City's Development Code to address other development issues
• Work with the local housing authority to buy property and resell for affordable
housing
• Work with developers to put together applications for funding through the
Low-Income Housing Tax Credit Program, State of Florida Housing Bond
Program and other resources to build or rehabilitate rental units for affordable
housing
b. Specific Five-Year Housing Objectives
Housina Objective One: Build 25 new mixed-income rental units in conjunction with
ongoing redevelopment/revitalization projects.
• Federal Funds: HOME/CBDG
• State/Other Funds: SHIP, FHFC programs
Housina Objective Two: Acquire and/or rehabilitate 40 units in small rental
complexes for mixed-income affordable rental housing.
• Federal Funds: HOME/CBDG
• State/Other Funds: SHIP, FHFC programs
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Housina Objective Three: Preserve the existing housing stock by rehabilitating 50
units owned by low-income owner households.
• Federal Funds: HOME/CBDG
• State/Other Funds: SHIP
Housina Objective Four: Preserve the existing housing stock by funding the
acquisition and rehabilitation/expansion of 25 existing units for new low-income
owner households.
• Federal Funds: HOME
• State/Other Funds: SHIP
Housina Obiective Five: Provide direct down payment/closing cost assistance to 80
low and moderate-income homebuyers.
• Federal Funds: HOME
• State/Other Funds: SHIP, HFA Bonds
Housina Obiective Six: Construct 80 new affordable, for sale, in-fill units in support
of the City's ongoing revitalization/redevelopment activities.
• Federal Funds: HOME/CDBG
• State/Other Funds: SHIP
Housina Objective Seven: Provide credit counseling and homeownership training
assistance to 80 perspective low-income homebuyers.
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c. Housing Accomplishments
Goals Actual Actual Actual Actual Actual Total
FY FY FY FY FY
2011/12 2012/13 2013/14 2014/15 2015/16
Build Mixed 25 5 5
Income
Rentals
Acquire/Rehab 40 256 256
Mixed Income
Rentals
Rehab Low- 50 14 14
Income
Owner
Housin
Acquire/Rehab 25
Low-Income
Housin
Down 100 14 14
Payment
Assistance
Low-Income
Housin
Build New 80 26 26
Affordable
Housin
Housing 80 13 13
Counseling
Total Housing 320 315 315
U n its
During FY 2011-12, the City made a total of fourteen (14) owner-occupied
rehabilitation loans with CDBG and SHIP Program funds. One (1) SHIP-only loan was
provided to a low to moderate-income family with income of less than 50% of area
median income. An additional combination of CDBG and SHIP loans were provided to
thirteen (13) low to moderate-income families. Of those loans, two (2) were
provided to families with income less than 50% of area median income and eleven
(11) loans were provided to families with income between 50-80% of area median
income.
Homeowner rehabilitation produced $244,329 in expenditures from the CDBG
Program with an additional $78,249 in SHIP funds. The total expenditures from all
funds were $322,578.
The City offers several programs that help make housing more affordable to very-low
and moderate-income homebuyers. The City's Home Ownership Program will lend
funds to purchase land, provide down payment assistance, pay impact fees, pay
disposition and closing costs and build new homes for income eligible home buyers.
Funds in this program are also available to approved non-profit agencies financing
their clients home ownership needs. Currently these agencies include:
• Clearwater Neighborhood Housing Services, Inc.
• Community Service Foundation
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• Habitat for Humanity
• Largo Area Housing Development Corporation
• Tampa Bay Community Development Corporation
The City provided an allocation of $660 to Tampa Bay Community Development
Corporation (TBCDC) to administer their Home Buyers Club and Homeownership
Counseling Program and $120 in funding to Clearwater Neighborhood Housing
Services (CNHS) to implement a Housing Education/Counseling Program. The City
did not provide a pool for home buyer counseling programs. Instead the City
provided housing counseling services to homebuyers who participate in the HOME
Homebuyer's Program. All of the education and counseling programs were funded
through the HOME Program.
Thirteen (13) individuals/families took part in the education/counseling services
during this reporting period. A total of eleven (11) participated in both TBCDC
Programs (Homeownership Counseling and Homebuyer Education Programs and two
(2) participated through Clearwater Neighborhood Housing Services, Inc. Housing
Education/Counseling Programs.
9. HOME Program
a. Assessment of Relationship of HOME Funds
The City received an allocation of $500,323 in HOME Entitlement Funds for
FY 2011-12. The majority of the funds were set aside for housing development. The
table shows how funds for the entitlement allocation were budgeted this reporting
period:
Subrecipient Housing Pool $375,238
Community Housing Development
Or anizations $75,053
Pro ram Administration $50,032
TOTAL $500 323
Funds set aside in the Subrecipient Housing Pool may be used for homeownership
rehabilitation; new single-family housing construction, down payment and closing
cost assistance, acquisition of real property and other related housing costs. Funds
set aside for the Community Housing Development Organization are undetermined.
The table lists the activities by which the funds were expended during this reporting
period with the FY 2011-12 entitlement allocation, program income and
reprogrammed funds from prior years.
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Rehabilitation Owner-Occupied $607
Administration/Pro ram Delive Costs $44,920
Rental Housin Develo ment $952,750
Communit Housin Develo ment Or anizations $1,198
Down Pa ment and Closin Costs Assistance $182,712
Total HOME Expenditures $1,182,187
The City has three (3) certified Community Housing Development Organizations
(CHDOs); Clearwater Neighborhood Housing Services, Inc., Pinellas County Habitat
for Humanity Community Housing Development Organization, Inc. and Largo Area
Housing Development Corporation. The City is currently soliciting other
organizations to become eligible as a CHDO.
b. HOME Match Report
Please see Match Report in Appendix under "IDIS Reports".
c. HOME Inspections, Affirmative Marketing Actions, Outreach to Minority
and Women Owned Businesses
Twelve rental housing developments were or will be subject to HOME monitoring
inspections. The housing developments include Wellington Apartments, Fulton
Avenue Apartments, Lexington Apartments, Homeless Emergency Project - SRO 1,
Homeless Emergency Project - SR02, Abilities at Morningside 1, Abilities at
Morningside 2, Homeless Emergency Project - Veterans Apartments, Prospect
Towers, Inc., Norton Apartments, Pine Berry Senior Apartments, and Alpine. All
housing developments provided affordable housing to low to moderate income
tenants.
The monitoring visits did not show any areas of non-compliance.
10. OTHER HOUSING PROGRAMS
a. State Housing Initiatives Partnership (SHIP) Program
During FY 2011-12, the City expended the following dollars in association with the
development and preservation of loans for housing units for low to moderate-income
families with down payment and closing cost assistance for new and existing units.
Down Payment and Closing Cost Assistance Loan Program
SHIP Funds Expended $47,389
Other Public Funds Ex ended $0
Private Funds Ex ended $976,488
Owner E uit $36,153
TOTAL $1 060 030
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Funding from this program provided twelve (12) families with down payment and
closing cost assistance. All twelve (12) families had incomes less than 80% of the
area median income.
Rehabilitation Loan Program
SHIP Funds Ex ended $84,104
TOTAL $84,104
Funding from this program provided rehabilitation funds to three (3) families. All the
families assisted had income less than 80% of the area median income.
A total of $139,623 in total revenues (allocation, program income and recaptured
funds) was deposited into the Pinellas County Housing Trust Fund during State FY
2011-12. These funds were generated through the following:
State Annual Distribution $0
Program Income $139,623
TOTAL $139,623
b. Emergency Shelter Grants Program
The City does not receive any Emergency Shelter Grant Funds.
c. Community Development Block Grant Program - Recovery
In June 2009, HUD awarded the City $251,549 in funding through the CDBG-R
Program. Through this program the City allocated $25,154 for administration,
$143,305 for sidewalk improvements and $83,090 for the East Gateway District
Fa�ade Improvement Program.
During this reporting period, the City expended $7,776 for administration. The
program was closed-out during this reporting period.
d. Neighborhood Stabilization Program 3
Pursuant to federal regulations published in the Federal Register at 75 FR 64322 and
regarding Title III of the Housing and Economic Recovery Act of 2008, as amended,
and in accordance with Title XII of Division A of the American Recovery Act of 2009,
as amended, additional funds were allocated under Section 1497 of the Wall Street
Reform and Consumer Protection Act of 2010 for the Neighborhood Stabilization
Program 3(NSP 3) and those established at 24 CFR Part 91 require the City of
Clearwater to amend its FY 2010-11 Action Plan to incorporate the proposed FY
2010-11 Neighborhood Stabilization Program Action Plan.
The U. S. Department of Housing and Urban Development recently awarded the City
of Clearwater $1,385,801 in funding through the NSP 3 Program. The NSP 3 Program
is designed to stabilize neighborhoods that have been and continue to be damaged
by the economic effects of properties that have been foreclosed or abandoned. The
program integrated the following principals:
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• Retain the Community Development Block Grant distinctive requirements
• Target and reconnect neighborhoods
• Rapidly arrest neighborhood decline
• Assure deep targeting requirements
• Ensure continued affordable housing
• Support projects that optimize economic activity
• Build inclusive and sustainable communities
• Coordinate planning and resources
• Leverage resources
The NSP 3 Program has established five allowable housing strategies for funding.
They include using the funds for housing related financing mechanism, acquisition
and rehabilitation, land banking, demolition, and redevelopment. It was proposed
that the City utilizes its funding in the following manner:
Activitv Amount # of Units
Financing Mechanism $350,000 6
Acquisition and Rehabilitation $397,221 4
Redevelopment $500,000 10
Administration $138,580
TOTAL $1,385,801 ZD
The target areas identified by HUD include the city-approved Neighborhood
Revitalization Strategy Areas to include portions of the North Greenwood, South
Greenwood, and East Gateway Strategy Areas.
At the time of HUD's approval of the NSP3 plan, specific projects were not yet
identified. After further review and consultation, the City amended the existing
Action Plan to make the following modifications:
NSP3 Activities to be deleted:
• Establish financing mechanisms for the purchase and redevelopment of
foreclosed upon homes and residential properties.
o Provide financial assistance to eligible homebuyers of up to 120% AMI,
to purchase foreclosed properties in the NSP3 Target Areas. Estimated
amount - $ 350,000
Acquire and rehabilitate homes and residential properties that have been
abandoned or foreclosed upon, in order to sell, rent, or redevelop such homes
and properties.
o Provide financial assistance to acquire, rehabilitate and resell
foreclosed upon properties in the NSP3 Target Areas. Estimated
amount - $ 397,220
Total amount from deleted activities is $747,220.
NSP3 Activities to be increased:
• Redevelop demolished or vacant properties and use for housing.
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o Provide financial assistance to Boley Centers, Inc. to refinance
property acquisition costs and develop 14 units of rental housing for
individuals with income at or below 50% of AMI located in the targeted
NSP areas. Estimated amount - $346,451
• Redevelop demolished or vacant properties and use for housing.
o Provide financial assistance to SP Country Club Townhomes, LLC to
build 6 townhomes for families at or below 120% of AMI located in the
targeted NSP areas. Estimated amount -$475,770
• Redevelop demolished or vacant properties and use for housing.
o Provide financial assistance to Pinellas County Habitat for Humanity,
Inc. to build 6 new single family homes for families at or below 80% of
AMI located in the targeted NSP areas. Estimated amount -$425,000
Total amount of increased activities is $1,247,221.
The focus of these proposed activities is to continue construction financing for
projects already underway to ensure their success and timely completion. The
benefit for moving funding to construction financing is that once the loans are repaid,
the City can use those funds as program income for downpayment assistance for
these and other properties.
e. Pinellas County Housing Trust Fund
The City of Clearwater expended a total of $315,380 in funding through the Pinellas
County Housing Trust Fund Program (PCHTF) as a match to federal programs.
The City provided Homeless Emergency Project with $116,907 to develop a thirty-
two (32) unit apartment to be used for housing for veterans and $180,000 to
Prospect Towers to rehabilitate two-hundred eight (208) rental housing units for
elderly individuals and families.
Other expenditures include $13,115 for down payment and closing cost assistance.
f. Brownfields Program
The Brownfields Area is one of the oldest sections of the City with a low-income,
minority population in the most densely populated county in Florida. The City's
Brownfields area covers all three of the City's Neighborhood Revitalization Strategy
Areas.
Clearwater has the distinction of being the first state-designated Brownfields area in
the State of Florida. It was over ten years ago since the City was awarded its first
EPA Brownfields Assessment Grant. The Clearwater Brownfields Area (CBA), with
approximately 244 regulatory listed sites located in over 7,000 properties, is spread
across more than 1,842 acres.
Clearwater defines Brownfields as "redevelopment opportunities that result in viable
economic and community development, residential, and open-space/greenspace
projects." The definition reflects a perception of Brownfields that is results-oriented,
viewing challenges as opportunities rather than insurmountable liabilities.
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Over the last decade, the City has moved aggressively to attract funding for its
Brownfields program. The City has received a total of $2.9 million in EPA grants and
over $1.8 million in state and other Brownfields related funding. Clearwater has
conducted over ninety Phase I Environmental Assessments, over seventeen Phase II
Assessments, and fourteen sites have been cleaned up and readied for reuse.
To capture the benefits to public health, the City's Economic Development & Housing
Department Brownfields Program developed a Model Scoping Plan and Report for the
Tampa Bay Region Public Health Monitoring Project (PHM). The PHM was funded from
a US EPA Brownfields Assessment Grant. By integrating public health with
Brownfields redevelopment, the physical, mental, social and spiritual well being of
individuals, families and the community can be improved.
To gain insight about health challenges faced by Clearwater communities, an initial
meeting was held with local public healthcare providers. A summary report of the
meeting was considered an initial measurement to develop a collaborative effort to
improve community health, well-being and sustainability.
Tangible benefits of Brownfields redevelopment can include health clinics, community
gardens, parks and recreations area, and health related business (e.g. pharmacies,
diagnostic centers). Public health monitoring offers a variety of tools that can be
used to identify the public health needs that may be addressed through Brownfields
redevelopment. These include mapping of site characteristics, examination of vital
statistics and monitoring of health and environment (e.g. asthma surveillance, lead
abatement) among other measures.
The CRA acquired the Car Pro property located at 1359 Cleveland Street (see East
Gateway NSRA) for environmental remediation. The City performed all the site
assessments and is currently working with FDEP and USEPA to complete remediation
of environmental impacts related to historical activities at the site. To date, the City
received $325,440 in Brownfields Revolving Cleanup Loan Fund dollars.
The American Recovery and Reinvestment Act grant funded money for Phase I
environmental assessment for the property adjacent to the CarPro project located at
14 S. Evergreen.
A Brownfields reuse plan for the East Gateway District was funded from the
Brownfields program. The 30+ area encompasses the portion of the East Gateway
District from the east side of Lady Mary Drive to the Highland Avenue/Gulf to Bay
Boulevard/Court Street intersection generally including parcels along Cleveland
Street and Gulf to Bay Boulevard. The subject area contains 64 parcels, constituting
20.65 acres (an additional 9.5 acres of right-of way makes up the remainder of the
subject area).
In 2012, the City approved $822,490 to properly close a landfill site known as Phillip
Jones Park and to renovate the site to be used for youth sports, primarily as a
football stadium. The project will include the complete renovation of the current
football field, fencing, bleachers, press box, parking, goal posts and other
miscellaneous site amenities.
11. COMMUNITY DEVELOPMENT
The City utilized a strategy of diversification when selecting CDBG eligible activities.
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During FY 2011-12, funding in the amount of $167,648 was allocated for
administration, $222,062 for housing activities (rehabilitation, acquisition,
disposition, etc.), $175,000 for program delivery costs for the City rehabilitation,
infill and economic development program, $132,180 for public facilities and
improvements and $141,351 for public services.
In addition to the FY 2011-12 allocations, the City made available $44,263 for the
demolition program, $475,900 for public facilities, $924,545 for the housing pool and
$33,380 for the administration program through prior years CDBG program funds.
FY 2011-12 CDBG/HOME Proiects
Public Service Projects
The City provided funding in the amount of $8,000 to Community Service
Foundation, Inc. for salary support to operate a fair housing counseling and housing
placement program. The program provides housing services to help lower income
families and individuals locate and secure permanent, decent, affordable housing.
The program also strives to counsel households on Fair Housing Landlord/Tenant
Rights, and to provide emergency food and shelter program rent and mortgage
payment assistance. The agency's goal was to serve 120 households. The agency
expended $8,000 and assisted 80 households.
The City provided funding in the amount of $27,256 to Gulf Coast Legal Services,
Inc. for salary support to implement the agency's Legal Aid to Preservation Housing
Project. The project seeks to provide legal assistance for low and moderate-income
residents of Clearwater who are victims of predatory lending practices, foreclosure
rescue scams, persons who are experiencing or who have experienced discrimination
and/or fraud in housing and to remedy these matters through negotiation, mediation
or litigation and to assist residents in filing complaints regarding violations of Fair
Housing Laws. The agency's goal was to serve 100 individuals. The agency
expended $27,256 and assisted 162 people.
The City provided funding in the amount of $3,500 to Personal Enrichment through
Mental Health Services, Inc. for salary support to operate their Family Emergency
Treatment Center. The center provides assessment, crisis intervention counseling,
individual and/or group support counseling, substance abuse assessment and
intervention, medication evaluation and administration, service and treatment
planning, referrals and other related services. The agency's goal was to serve 163
residents of Clearwater. The agency expended $3,304 and assisted 213 Clearwater
residents.
The City provided funding in the amount of $30,000 to Pinellas Opportunity Council,
Inc. for salary support to implement the agency's Chore Services Program. The
program promotes better livable opportunities by providing services to the elderly
and frail elderly. The services will help to alleviate blight and blighting conditions,
reduce crime, and create a sense of pride in their community by providing heavy
household cleaning, yard work and minor repairs. The agency's goal was to assist 82
elderly households. The agency expended $30,000 and assisted 63 elderly
households.
The City provided funding in the amount of $14,892 to the Safety Harbor
Neighborhood Family Center for salary support to operate the Neighborhood Family
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Center. The Bridge the Gap project is a combination of services to help individuals
and families survive; stay in their homes and to keep the families together by
providing food, clothing, hygiene products, baby needs, job training, and financial
assistance. The agency's goal was to assist 500 families. The agency expended
$14,892 and assisted 448 families.
The City provided funding in the amount of $24,000 to the Willa Carson Health
Resource Center for salary support to operate a health facility. The center provides
accessible, quality, culturally sensitive health care to the uninsured and underserved
at no cost. The health care services include blood pressure screenings, diabetic
screening, cholesterol testing, clinical breast exams, educational programs, school
and work physicals any treatment of minor illnesses. The agency's goal was to assist
730 individuals. The agency expended $24,000 and assisted 690 unduplicated
individuals.
The City provided funding in the amount of $12,000 to WestCare GulfCoast Florida,
Inc. for salary support to operate the Turning Point overnight shelter. The shelter
provides an overnight facility for homeless persons under the influence of drugs
and/or alcohol. It operates as an inebriate receiving and intervention program that
provides for a 24-hour sobering up area, intensive case management, and placement
service. The agency's goal was to serve 150 homeless Clearwater individuals. The
agency expended $12,000 and assisted 225 homeless Clearwater individuals.
The City provided funding in the amount of $12,000 to the Kimberly Home, Inc. for
salary support to operate a pregnancy counseling program and provide supportive
services to pregnant youths in their transitional housing program. The agency
provides housing, education, case management, counseling, life skills training, other
supportive services. The agency's goal was to assist 60 youths. The agency
expended $10,750 and assisted 116 pregnant youth.
The City provided funding in the amount of $9,703 to the Intercultural Advocacy
Institute for salary support to implement a Youth Leadership Partnership Program.
The program provides leadership and mentoring opportunities to youth in the 6t" and
7tn grades. The program focus is to provide the tools and resources necessary to help
youth develop leadership skills plus strong sense of identity and in turn, grow leaders
from within the community to serve as role models for their peers and younger
student population. The agency's goal is to assist 30 students. The agency expended
$6,805 and assisted 26 students.
Public Facilities and Improvement Projects
The City provided funding in the amount of $50,000 to Religious Community
Services, Inc. for planning and design costs to develop an office building for the
Havens of RCS. The Havens of RCS is a facility that offers housing and supportive
services for victims of domestic abuse. The agency's goal was to serve 15,139
domestic violence victims (women and children). The agency expended $19,350 and
assisted 10,495 families.
The City provided funding in the amount of $47,180 to Religious Community
Services, Inc. for the demolition and replace costs for a 633 square foot, four room,
energy efficient walk-in cooler/freezers storage system for the RCS Food Bank. The
RCS Food Bank provides nutrient-dense foods throughout Pinellas County as a
means to offer healthier food choices to the growing number of food-insufficient
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First Pr�grarn °tear �P�PE� 44
Attachment number 2 \nPage 4;
households Refrigerated foods received, stored and distributed by RCS Food Bank
consists of dairy products and fresh produce; the vast majority of the frozen food is
healthy proteins. The agency's goal was to assist 69,678 individuals. The agency
expended $47,180 and assisted 9,769 individuals.
The City provided funding in the amount of $55,000 to Directions for Mental Health,
Inc. aka Directions for Living for renovations to the adult services section of the
building. The renovations included demolition, concrete work, millwork, doors, walls,
ceiling, plumbing, HVAC and other building improvements. Directions offer a wide
array of services including outpatient therapy and substance abuse treatment to
adults, children or families with an identified mental health disability, resource
coordination for those who have a diagnosed mental health disability and other
related services. The agency's goal was to assist 2,000 individuals and families.
During the prior reporting period, the City provided $89,062 to Religious Community
Services, Inc. - Grace House to construct a Computer Learning Center and provide
additional storage. The agency was unable to complete the building during the
reporting period. The building is complete and is providing computer literacy for 500
children and adults.
The City provided $370,000 in CDBG funding to construct a full size lighted multi-
purpose athletic field for soccer and football practice in the North Greenwood
Community. The field would be developed on an existing grass area that is
temporarily used for parking at the Jack Russell Stadium. The construction will
include raising the area with fill dirt, irrigation, grassing, fencing and lighting. The
field will be used primarily by the Greenwood Panthers Youth Football program the
provided structured recreational activities for the youth in the North Greenwood
Community.
Housing
The City provided FY11-12 funding in the amount of $597,300 and prior year funding
in the amount of $2,025,620 to agencies in the City's Housing Pool to acquire and/or
develop real property, rehabilitate homes or rental units or provide down payment
and closing cost assistance to eligible low to moderate-income families. Eligible
agencies included in the housing pool were Clearwater Neighborhood Housing
Services, Inc., Largo Area Housing Development Corporation, Inc., Habitat for
Humanity of Pinellas County, Inc. and Tampa Bay Community Development
Corporation. The City expended $1,140,017 and assisted 25 families with owner-
occupied funding.
On April 4, 2012, Prospect Towers of Clearwater, Inc. submitted an application to the
City in the amount of $800,000 to renovate Prospect Towers located at 801 Chestnut
Street. The renovations will include replacing the water tanks, air handlers, pipe
insulation, modernize the elevators, and other eligible improvements.
Prospect Towers is a 208-unit apartment building that is comprised of 96 efficiency
units and 112 one-bedroom units. The property includes a seventeen-story building
and parking lot. The features include utilities (Electric, Gas, Water and Sewer) in the
rent, 24/7 on-site Desk Clerks, Emergency Call Buttons, Community Library, and an
on-site Wellness Center.
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Attachment number 2 \nPage 4i
Prospect Towers was originally funded through HUD's Section 231 Mortgage
Insurance Rental Housing for the Elderly Program, which required the project to
remain an affordable housing development. The Section 231 Program was designed
to increase the supply of rental housing specifically for the use and occupancy of
elderly persons and/or persons with disabilities. Prospect Towers' residents must be
at least 62 years of age or have a disability and the capability to care for the
apartment in which they reside. Recently, Prospect Towers repaid the loan to HUD,
which no longer obligates Prospect Towers to remain affordable.
By approving this 30-year loan with a five-year defined repayment at $6,000 payable
for year one and $12,000 payable for years two through five and an amortized 25-
year loan on the remaining balance at one percent interest rate per annum, the City
will ensure that the housing units remain affordable over the next thirty years. The
City will require Prospect Towers to enter into a land use restrictive agreement for a
30-year affordability period on the HOME-assisted units (total of 20 units). As with
the original obligation, Prospect Towers has indicated their intent is to keep not only
the HOME-assisted units affordable, but all units affordable. The Articles of
Incorporation state in Article Third the purposes of the corporation including "to
provide for elderly families and elderly persons on a non-profit below cost basis
rental housing....". Similar language is found in the Bylaws, Article II, Section
1(a). The City of Clearwater will base affordability upon rents being at or below the
Fair Market Rent level, as adjusted annually by HUD and will monitor the loan on a
yearly basis. The Prospect Towers Board of Directors unanimously approved the
term sheet at their meeting on May 22, 2012.
The agency is currently renovating the units with completion expected in the next
reporting period.
On September 14, 2012, Pinellas County Housing Authority, Inc. (PCHA) submitted
an application for funding to renovate Norton Apartments. The requested funds of
$304,466 will be used for roofing, flooring, kitchen & bathroom cabinets with counter
replacements, and energy efficient fixtures to include hot water heaters, new
lighting, and ceiling fans as all of these items have reached or are beyond their
useful life. These improvements will benefit the residents whose income is at or
below 50% of AMI, both in energy efficiency and improved living standards.
Norton Apartments is a HUD-subsidized, project-based Section 8 property located at
1450 South Martin Luther King, Jr. Avenue. The property consists of 48 units serving
residents at or below 50% AMI (currently 87% of the residents are extremely low-
income at or below 30% AMI). PCHA acquired the property on March 15, 2011. The
previous property owner filed bankruptcy and during their ownership, HUD had
threatened termination of the Housing Assistance Payments contract on the property
due to three failed REAC inspections. PCHA has secured a 20-year Housing
Assistance Payments contract to ensure the units remain HUD-subsidized. PCHA has
infused over $3.4 million into the acquisition and rehab of Norton Apartments.
Further improvements are needed to finish the needed rehab.
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Attachment number 2 \nPage 4
No. of Buildings: 6 residential plus 1 community space
Unit mix:
Bedroom No. of One or Sq Ft Rents*
Size Units of Two No. of
This Type Story Baths
1 g 1 � 556 $725
2 �5 1 � 784 $899
3 16 2 1 1/2 1,065 $984
4 6 2 2 1,284 $1,120
ADA 3 1 � 784 $899
*Rents are subject to HUD-approved annual renewal amounts
PCHA has the capacity and resources to see this project to completion. Construction
will commence on October 1, 2012 with a scheduled completion date of April 30,
2013.
An additional $84,758 will be provided to an eligible Community Housing
Development Organization to acquire and/or develop or rehabilitate real property.
Other Projects
Through funding provided from the FY 2011-12 allocation and prior year funds, the
City expended $7,475 for demolition costs, $151,884 for administration, $10,000 for
economic development program delivery costs, and $79,182 for rehabilitation
program delivery costs. A total of $136,040 in CDBG funding was provided to
purchase real property located at 14 South Evergreen, Clearwater for a future
economic development project.
a. Nature and Reasons for Any Changes to Objectives
There were no changes or amendments to program objectives.
b. Assessment of Grantee Efforts to Carryout Planned Actions
The City maintains a consistent process to certify that agencies/non-profits, or
subrecipients who request funding through the City's Programs are eligible. The
process begins in late February when the City publishes a Notice of Funding
Availability. The notice identifies the amount and type of funds available and their
eligible uses. The agencies complete an application for funding that is available
March. The application is due in April. Along with the application, the agencies also
provide a copy of their audit and budget. City Housing Staff review each application
for eligibility. A Technical Review Committee will evaluate each application through a
competitive ranking system. Their results are forward to the City's Neighborhood and
Affordable Housing Advisory Board for approval.
Once approved, the recommendations and a notice of public hearing are published in
the local newspaper for public comments in May. After the public comment period,
the recommendations and public comments are forwarded to the City Council for
approval in July. After approval, the Consolidated Action Plan is forwarded to HUD for
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First Pr�grarn °tear �P�PE� 47
Attachment number 2 \nPage 4�
approval. After HUD approval, the City prepares and executes the subrecipient
agreements in September for an October start date.
To ensure program success, the subrecipients are monitored continually. This
process is detailed in the monitoring section of this report.
1. All resources (CDBG, CDBG-R, NSP3, HOME, SHIP and Pinellas County
Housing Trust Fund) listed in the Consolidated Plan were obtained through
federal, state and local funding.
2. The City supported the Homeless Emergency Project in an application for
federal funds.
3. In addition to CDBG, HOME and SHIP funds, the City was successful in
obtaining private sector leveraging for new housing construction and financing
home purchases.
c. Actions of Funds Used Outside the National Objectives
All CDBG funds were used for activities that meet the national objectives.
d. Acquisition, Rehabilitation and Demolition Narrative
Neither the City, nor its subrecipients, acquired or rehabilitated buildings that
resulted in the displacement of business, individuals or families as a result of
projects funded with CDBG or HOME dollars. All properties that were acquired with
CDBG funds were voluntarily obtained and mostly vacant parcels.
The City's subrecipients purchased all properties acquired during this reporting
period. They include Clearwater Neighborhood Housing Service, Inc. and Habitat for
Humanity.
When subrecipients become interested in a property they want to acquire, the
following steps are required:
1. The subrecipient informs the property owner they are interested in the
property.
2. The subrecipient sends out HUD Guide Notice-Disclosures to Sellers with
Voluntary, Arm's Length Purchase Offer.
3. The subrecipient informs the owner they do not have the power of Eminent
Domain and the purchase would strictly be a voluntary transaction.
4. If the owner is interested in selling the property, an appraisal is obtained.
5. The subrecipient determines just compensation for the property.
6. The subrecipient offers just compensation to the owner.
7. The owner agrees to the offer, the subrecipient may purchase the property
8. If the offer is not acceptable to the owner, both parties walk away from the
deal.
Temporary relocation benefits were provided to eligible homeowners while their
homes were being rehabilitated. Temporary benefits include moving, storage,
temporary rents, and utilities.
e. Economic Development Narrative
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Attachment number 2 \nPage 4!
For FY 2011-12, the City expended $10,000 for Economic Development Program
Delivery. The program delivery costs were associated with managing the economic
development loan portfolio. These costs include, but are not limited to, collecting on
unpaid loans, sending out late notices, maintaining data in the City's financial
system, and reevaluating loans. Currently, the City has suspended its Economic
Development Revolving Loan Program and is reviewing options on its status.
At the end of this reporting period, the balance in the City's Economic Development
Revolving Loan Program was $224,202. The City continued a fa�ade improvement
program with these funds.
f. Limited Clientele Narrative
The City and its subrecipients maintain files that document all clients who qualify for
the limited clientele designation.
g. Loans and Other Receivables
The City maintains three revolving loan funds: the Rehabilitation Revolving Loan
Fund to rehabilitate owner-occupied housing, the Economic Development Revolving
Loan Fund to provide loans to for-profit businesses, and an Infill Housing Revolving
Loan Fund to acquire real property to build new owner-occupied housing.
During the reporting year, the Rehabilitation Revolving Loan Fund generated $28,722
in program income. The cash balance at the end of the reporting period was
$275,309. The Infill Housing Revolving Loan Fund generated $6,593 in program
income. The cash balance at the end of the reporting period was $293,869. The
Economic Development Revolving Loan Fund generated $5,704 in program income.
The cash balance at the end of the reporting period was $224,202.
Please see Financial Summary Report for other loans and receivable information.
h. Lump Sum Agreements
The City does not provide lump sum drawdowns.
12. NEIGHBORHOOD REVITALIZATION STRATEGY AREAS
The City of Clearwater's Neighborhood Revitalization Strategy (NRS) is a component
of the City's Five-Year Consolidated Plan. The strategy was established to promote a
flexible design in the City's allocation of funds provided by HUD and CDBG to
promote innovative programs in economically disadvantaged areas of the City. The
NRS provides for enhanced regulatory flexibility in the program requirements for
providing CDBG funds for economic development, housing and public service
activities.
In terms of economic development relief, the strategy allows job creation or
retention efforts by businesses not to be hampered by requiring them to track the
income of people hired or retained. Economic development activities carried out in
the approved neighborhood revitalization areas are also exempt from the aggregate
public benefit standards.
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First Pr�gram °tear �P�PE� 49
Attachment number 2 \nPage 5i
The relief for public service activities can be viewed in terms of the regulatory
requirements that no more than 15% of the total CDBG allocation may be used for
public services activities. Under this strategy, all public services offered within the
subject neighborhoods and carried out as part of qualified projects by a Community
Based Development Organization (CBDO) are exempt from the public service cap of
15%. Therefore, the City will be able to offer a more intensive level of service to
stimulate revitalization. This allows the City to address some of the urgent needs of
the disadvantaged community by offering job training and other related economic
development assistance.
In terms of housing relief, the revitalization strategy will allow the City to track
scattered site housing units as a single strategy. This will enable the City to provide
housing opportunities to not only very-low to low-income families, but to other
families who earn between 80-120% of area median income. This will increase the
level of affordable housing units and thereby raise the income level of the
neighborhood and in the process create a mixed-income community. There are
several non-housing factors that cause a blighting influence on communities. They
range from vacant boarded structures, to crime, to lack of commercial/retail
activities.
The City has three (3) Neighborhood Revitalization Strategy Areas - the North
Greenwood Community, Lake Belleview Community, and the East Gateway District.
All three have their own goals and objectives.
The North Greenwood NRSA has identified the following strategies to improve their
neighborhood:
• Eliminate poor conditions of structures
• Remediate low-level contaminated sites
• Reverse declining property values
• Expand business opportunities
• Create new investment opportunities in the neighborhood
• Increase new job training and placement opportunities
• Reduce the unemployment rate
• Empower neighborhood residents to eliminate crime
• Strengthen coordination of community organizations in the redevelopment
effort
The Lake Belleview (f.k.a. South Greenwood) NRSA has the same general strategies
of the North Greenwood Area and has identified the following items as needed in
their community:
• Additional educational opportunities for businesses
• A new neighborhood training facility
• A new childcare facility
• Job training opportunities
• A community library
• Additional new homes
• Better social services
• Better collaboration of existing organizations
• More crime awareness programs
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First Pr�gram °tear �P�PE� 5Q
Attachment number 2 \nPage 5
The City has taken several steps over the years to address the strategies in the NRS.
Steps include developing a flexible code enforcement program, purchasing and
demolishing dilapidated buildings, working with local law enforcement to reduce
crime, funding outreach programs and providing loans to small businesses.
The East Gateway District is part of the City's Community Redevelopment Agency
area.
a. North Greenwood
Listed are the projects the City has completed in the North Greenwood NRSA.
• North Greenwood Branch Library - (2003)
• North Greenwood Recreation/Aquatic Complex - (2003)
• North Greenwood Apartments Renovation - (2003)
• North Greenwood Corridor Enhancements - (2006)
• North Greenwood Reclaimed Water - (2010)
• Stevensons Creek Dredging Project - (Ongoing)
• North Greenwood Athletic Fields - (2012)
• Phillip Jones Park Renovation - (2012)
On April 2, 2012, the City provided $370,000 in CDBG funding to construct a full size
lighted multi-purpose athletic field for soccer and football practice in the North
Greenwood Community. The field was developed on an existing grass area that was
temporarily used for parking at the Jack Russell Stadium. The construction included
raising the area with fill dirt, irrigation, grassing, fencing and lighting. The field will
be used primarily by the Greenwood Panthers Youth Football program that provides
structured recreational activities for the youth in the North Greenwood Community.
In 2012, the City approved $822,490 to properly close a landfill site known as Phillip
Jones Park and to renovate the site to be used for youth sports, primarily as a
football stadium. The project will include the complete renovation of the current
football field, fencing, bleachers, press box, parking, goal posts and other
miscellaneous site amenities.
In this reporting period, the City provided federal funding for several projects in the
North Greenwood NRSA. They include:
Public Service Willa Carson Communit Health Center $24,000
Public FacilitiesNorth Greenwood Athletic Fields $370,000
TOTAL $394 000
The City is continuing their efforts to rehabilitate homes and develop infill housing in
the North Greenwood Area. For this reporting period the City provided funding for
four (4) rehabilitation loans.
b. Lake Belleview (f.k.a. South Greenwood)
In 2004, utilizing $2.9 million in general funds, the City built an aquatic/recreation
complex, a skateboard park, a fishing pier on Lake Belleview and new baseball fields
known as Ross Norton Recreation Complex.
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First Pr�gram °tear �P�PE� 51
Attachment number 2 \nPage 5;
In 2008, utilizing $200,000 raised from grants and corporate sponsors, the City
partnered with an international organization, Let Them Be Kids, to design and
construct a playground at the Ross Norton Recreation Complex.
In 2010, utilizing $1.8 million in general funds, the City completed the Lake
Belleview Stormwater Improvement project that included major improvements to
Lakeview Road from MLK to Missouri Avenues.
In 2010, renovations were completed at the Ross Norton Baseball Fields to include
bullpens, sod, irrigation and the reworking of the pitching mounds.
In 2011, new potable water wells were installed at Ed Wright & Belmont parks. The
wells will serve the City's new reverse osmosis plant currently under construction.
In 2011, the in-house traffic calming/ drug interdiction work near Lake Bellevue and
Woodlawn Avenue was completed. These are speed humps used to not only calm
traffic, but also interrupt the drive-by drug trafficking.
In 2012, the City was awarded a matching grant of $200,000 for the design and
construction of a 10-foot wide trail for a length of 5,262 linear feet encircling Lake
Belleview in Ed Wright and Ross Norton parks.
c. East Gateway District
In 2002, the 260-acre Clearwater Community Redevelopment Area (CRA) was
expanded to encompass 201 acres that included the East Gateway District, a
distressed neighborhood that serves as the primary gateway to Clearwater's central
business district and beaches. The expansion was viewed as a strategic approach to
revitalize the East Gateway, leverage public-private partnerships for economic
development and housing, achieve stability in residential and business areas and
increase redevelopment potential.
Amendments to the Clearwater powntown Redevelopment Plan in 2004 established
Downtown Character Districts. The East Gateway Character District sets forth the
vision and policies to govern new development and redevelopment in the
neighborhood.
The 176-acre East Gateway neighborhood is characterized by a mixed-land use
pattern of residential housing interspersed with pockets of poorly maintained rental
properties and outdated strip commercial developments. The commercial sector is
burdened with a declining business base, deteriorating infrastructure, a mismatch of
uses and vacant storefronts. The neighborhood struggles with code issues,
homelessness, high rental rates and a negative image of crime due to problematic
land uses and businesses. Significant decreases in traffic volumes, due to the
rerouting of a state road in 2005, have affected business activity in the neighborhood
and further emphasized the need for a targeted business development and
investment strategy.
The East Gateway Task Force, comprised of City staff from several departments, was
formed in 2005 in order to identify issues and develop a series of strategies
necessary to achieve positive change in the neighborhood. The Task Force conducted
a series of focus group meetings and neighborhood events in 2006 to gain an
understanding of neighborhood issues, values and preferences. Input received
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First Pr�grarn °tear �P�PE� 52
through the public process was used in developing the
Year Action Program, which was adopted by the CRA o
the Action Program are to:
Attachment number 2 \nPage 5;
East Gateway District Five-
n May 13, 2008. The goals of
• Engage residents, businesses and other neighborhood interests in the creation
and implementation of the action program;
• Achieve neighborhood stability by addressing the social, economic and
physical issues that plague the area;
• Establish a unique and positive identity that instills neighborhood pride and
sense of ownership; and
• Revitalize the neighborhood to attract reinvestment in private property.
The Five-Year Action Program focuses on the following emphasis areas: 1) Safety
and Security; 2) Business Environment; 3) Neighborhood Appearance; 4) Economic
Growth and Housing; and 5) Hispanic Community integration. Generally, the Action
Program will be implemented through:
• Application of applicable objectives, policies and design guidelines to
redevelopment projects during the site plan review process;
• Use of the Public Amenities Incentive Pool;
• Public strategies (e.g., Code revisions or new program to address a
neighborhood issue); and
• Capital improvements projects (public and private).
The East Gateway Five-Year Action Program for FY 2007-2012 ended on September
30, 2012. Because of the continuing needs of the District and the momentum that
the CRA/City staff and programs have created, and after recommendation from City
staff, on October 15, 2012, the CRA Board approved a new East Gateway District
Five-Year Action Program to be implemented for FY 2012-2017.
The new Action Program includes eight overarching Goals and strategies for
implementation purposes:
• Goal
• Goal
• Goal
• Goal
• Goal
• Goal
• Goal
• Goal
1:
2:
3:
4:
5:
6:
7:
8:
District Development
Create a Vibrant Market
Zone I (West Commercial Anchor)
Zone II (Corridor Development)
Zone III (Open Space)
Zone IV (Festival Core)
Branding Strategy
Policy/Recommendations
The focus for the first fiscal year will be the review and update of the Downtown
Redevelopment Plan; the next phase of the sidewalk construction; the continued
community policing presence and outreach to the businesses; completion of an
additional fa�ade project; and assistance with the successful launch of the
Clearwater Gateway Farmers Market.
While the City provides leadership, technical capabilities and funding for Action
Program implementation, a partnership with community stakeholders is crucial to
achieving neighborhood goals. A Public Outreach and Communications Plan guide the
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Attachment number 2 \nPage 5�
Task Force in engaging the diverse neighborhood interests in the revitalization
efforts. In late 2008, two community groups were organized - the East Gateway
Stakeholders Advisory Group (SAG) and the East Gateway Business and Neighbors
Association (BNA). The City is currently coordinating with the InterCultural Advocacy
Institute (ICAI), a local social services agency, to capture input from Hispanic-Latino
residents through focus groups discussions.
The following accomplishments were noted during this reporting period in the East
Gateway NRSA:
• Acquired 14 S. Evergreen site for future redevelopment.
• Participated in the grand opening and dedication ceremony for the Jerry Howe
Transitional Apartments on November 18, 2011. This 13-unit apartment
complex offers homeless veterans in recovery a place to learn and practice
independent living skills in a supportive and supervised environment.
• Assisted with the kick-off event and promotion of Country Club Townhomes, a
31-unit workforce-housing project.
• Completed construction of the Gulf to Bay/Highland Intersection
Improvements project.
• Coordinated, promoted and held a multicultural celebration (EI Grito - Mexican
Independence Day Event) on September 15, 2012 that was attended by
approximately 2,500 people.
• Received approval from the City Council for the Brownfields Revolving
Cleanup fund to loan $325,440 to the CRA for the CarPro project.
• Facilitated the monthly East Gateway Stakeholder Advisory Group (SAG)
meetings.
• Presented at the East Gateway Business and Neighbors Association (BNA)
monthly meetings.
• Partnered with the ICAI and the Pinellas County Health Department for the
creation of the Clearwater Gateway Farmers Market.
o Created and distributed community survey;
o Secured grant funding to assist with start-up costs;
o Coordinated with other City Departments;
o Submitted a Special Event permit request and received conditional
approval.
• Completed a comprehensive neighborhood community vision plan.
o Reviewed drafts of Vision Plan Proposal and provided feedback to the
consultants.
o Scheduled Steering Committee meetings.
o Presented the East Gateway Vision Plan to the CRA Board on
January 9, 2012.
• Supported two police officers assigned to the Downtown Bike Team, which
has led to an increased and more visible police presence and better
cooperation between the residents and the City.
• Continued environmental assessments at the former CarPro site.
• Maintained the tracking report for the Five-Year Action Program and
coordinated with the East Gateway Task Force.
• Identified additional sidewalk needs.
o Solicited input from the Engineering Department, the SAG, and the
BNA;
o Completed installation of the N. Evergreen, N. Evergreen, and Park
Street sidewalk projects;
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First Pr�gram °tear �P�PE� 54
Attachment number 2 \nPage 5;
o Secured additional funding for future construction of new sidewalks on
parts of Franklin Street, Orangeview Avenue, and N. Lincoln Avenue.
• Implemented the East Gateway District Fa�ade & Building Lot Improvement
Prog ra m
o Commenced construction of one new project and successfully
completed it;
o Received four new applications;
o Issued conditional loan commitment to one applicant.
• Coordinated with Code Compliance for a code sweep that took place the week
of November 7, 2011.
• Participated in the City's efforts to address the condition of homelessness in
the community.
• Coordinated efforts with the Florida Department of Transportation for the
Drew Street Sidewalk Improvement project.
• Participated in meetings and events sponsored by the Clearwater Regional
Chamber Hispanic Business Council.
• Conducted business visits and offered assistance for business expansions
and/or improvements.
13. Housing Opportunities for People with AIDS (HOPWA)
The City does not receive any HOPWA Funds.
14. MONITORING PLAN
All subrecipients will receive federal and local regulations relating to their specific
activity, along with an explanation as to how the regulations apply to their particular
project. Specific Performance Agreements will be executed with each subrecipient
giving measurable objectives for the eligible activity to be carried out. Each project is
monitored on an ongoing basis. Documentation submitted with reimbursement
requests are reviewed for compliance with applicable regulations and measurable
objectives prior to issuing funds.
On-site monitoring of selected subrecipients are scheduled and completed annually
by the Housing Manager. A checklist is completed and reviewed to insure all aspects
of the activities are carried out in accordance with applicable regulations.
In addition to the above documentation, any subrecipient needing and/or requesting
additional training on how to meet grantee and federal requirements will receive
technical assistance deemed most appropriate to the circumstances by the Housing
Manager. Additional technical assistance, if needed or requested, will be given at the
time of the annual monitoring.
The City uses a three step approach to monitor subrecipients. The first step begins
during the application process. Subrecipients provide the City with their goals,
objectives, budget and an Implementation Schedule. If funded, the goals, objectives,
budget and Implementation Schedule are included in the Subrecipient Agreement
with the City.
The second step is to provide the subrecipient with the format needed for the
Monthly Activity Report. The reports are completed and returned to the City
monthly. The Housing Division analyzes the reports and if the subrecipient is not
meeting its goals, technical assistance is provided. Subrecipients who provide
#2
First Pr�grarn °tear �P�PE� 55
Attachment number 2 \nPage 5i
housing assistance are monitored on a loan-by-loan basis and approved by the City
prior to any loan closing to ensure compliance.
Lastly, the City provides direct monitoring of all subrecipients annually with new
agencies receiving two (2) monitoring visits. The first visit takes place in July and
provides technical assistance to ensure the agency understands the compliance
process. The second visit takes place in September and is a detailed-monitoring visit
that utilizes an approved checklist.
During this reporting period, the City provided detailed monitoring of all
subrecipients. The City is continues to offer technical assistance to all subrecipients
throughout the year.
�.. �t��i' .
First Pr�gram °tear �P�PE� 56
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Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Authorize a not to exceed amount of $550,000, to pay Gallagher Bassett Services, Inc., for warkers' compensation claims due and
payable for the period of December 2012 through December 2014, and authorize the appropriate of�cials to execute same. (consent)
SUMMARY:
The $550,000 amount represents an estimate of claims expenses for the next two fiscal years that will become due and
payable as a result of workers' compensation claims that occurred between 1984 and 1991.
The City of Clearwater is self-administered for the majority of its workers' compensation claims, but a handful of
claims (approximately 15) are still administered by the City's former third-party administrator, Gallagher Bassett
Services, Inc. The City's Risk Management Division pays a fee of approximately $4,000 per year for continued third-
party services on these claims.
Type:
Operating Expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
5 90-07000-545 800-519-000
$550,000
2012 to 2014
Amount
$550,000
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
No
$550,000
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
��11�:��
Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
SUBJECT / RECOMMENDATION:
Approve the amendment to the service agreement between the City and MHNet for employee and retiree Employee Assistance Program
and Mental Health/Chemical Dependency bene�ts recognizing a name change only in reference to the MHNet entity that is party to the
agreement and authorize the appropriate officials to execute same. (consent)
SUMMARY:
The purpose of this amendment is to modify the reference to the MHNet entity that is a party to the service agreement between MHNet
and City of Clearwater.
In order to properly recognize the fully insured arrangement that the City has with MHNet to provide Employee Assistance Program
and Mental Health/Chemical Dependency bene�ts, MHNet has requested that the entity named in the agreement between MHNet and
City of Clearwater be changed from MHNet of Florida to MHNet Specialty Services, LLC. This change is partly due to the City
electing to self-fund our medical insurance plan and will preclude the City from having to change the MHNet reference in the future,
whether the City is fully funded or self-funded far medical insurance, provided the City maintains a fully funded arrangement with
MHNet.
This amendment to the agreement is for administrative and accounting reasons, and will in no way alter the nature or scope of the City's
relationship with MHNet, nor the people that manage and administer our account. There is no additional cost to the City associated with
this change.
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
��11�:��
Attachment number 1 \nPage 1
AMENDMENT TO AGREEMENT
This is an Amendment ("Amendment") to the SERVICE AGREEMENT
("Agreement") by and between MHNet of Florida, Inc., a Florida corporation and CITY OF
CLEARWATER.
WHEREAS, the parties desire to amend the Agreement to correct the identity of the MHNet
entity that is a party to the Agreement starting January 1, 2013; and
NOW THEREFORE, in consideration of the mutual promises covenants set forth in the
Agreement and this Amendment, the parties hereby further amend the Agreement effective as of
January 1, 2011 and further represent and agree as follows:
1. All instances of "MHNet of Florida, Inc." are deleted and replaced with "MHNet Specialty
Services, LLC." Any other place in the Agreement where the term "MHNet," "MHNet of
Florida" or any other reference intending to mean "MHNet of Florida, Inc." shall be replaced
with "MHNet Specialty Services, LLC."
2. This Amendment shall be effective as of January 1, 2013.
3. All capitalized terms used in this Amendment and not otherwise defined shall have the
meanings set forth in the Agreement.
4. To the extent any provision of this Amendment conflicts with any of the provisions of the
Agreement, the provisions of this Amendment shall govern. Except for the amendments
made hereby, the above referenced Agreement remains in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by
their duly authorized officers this day of , 2012.
MHNET OF FLORIDA, INC.
By:
Name:
Title:
Countersigned:
George N. Cretekos
Mayor
Approved as to form:
Leslie K. Dougall-Sides
Assistant City Attorney
MHNET SPECIALTY SERVICES, LLC
By:
Name:
Title:
CITY OF CLEARWATER, FLORIDA
I�
Attest:
William B. Horne II
City Manager
Rosemarie Call
City Clerk
I[�'ii�:�!
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Provide direction regarding a possible business lease contract between the City of Clearwater (City) and Community Dental Clinic, Inc.
(CDC) to lease City property (still to be determined) for the purpose of operating a dental care clinic. (WSO)
SUMMARY:
CDC approached the City several months ago to try and find a home for a dental clinic to assist and provide dental services for The
Upper Pinellas Association for Retarded Citizens (UPARC) clients as well as participants/referrals from Salvation Army programs, and
CDC patients within the low-income population living in the City of Clearwater and in Pinellas County. The City has not previously
provided space for social service agencies within our facilities.
Staff has met with representatives of CDC and UPARC and investigated three possible locations for the clinic: The Long Center, 14
South Evergreen Avenue and 410 Maple Street. None of these locations is ideal for use as a dental clinic as each has varying
challenges. The Long Center, as a primary, active recreation facility, is not suitable given the principal uses and zoning considerations
for the clinic use and parking. 14 South Evergreen Avenue is the best location from the standpoint of being vacant and surplus to the
City's current needs. However, being located in the East Gateway Area triggers a separation requirement from another social services
agency that could require a code amendment to make the location approvable.
The 410 Maple Street location was initially thought to be the better of the three locations given the space vacated by the previous
Graphics Operation. However, there are a number of factors to consider. In reviewing the available space, staff has coordinated with
the other City operations occupying the building and learned that Clearwater Gas has plans to expand into the former Graphics Space
for showroom and of�ce needs. Further, there is a lack of restrooms in the Graphics and Survey spaces and renovations will be needed
for both restrooms and to relocate Survey to the back of the building. The age and condition of the building is not conducive to such
renovations or a 5-10 year lease as currently proposed for the clinic. Staff has developed a cost estimate, approximately $25,000, to
relocate the Survey Section to the back of the Maple Street facility. Finally, parking at the facility is limited.
Council must determine a public need for providing social service agency space in a City facility that is surplus to the City's
needs. Staff is concerned that none of the locations considered are acceptable in that respect. Therefore, staff is requesting direction
regarding continued involvement in locating a site for CDC operations and a possible future lease.
Review Approval: 1) Clerk 2) Assistant City Manager 3) City Manager 4) Clerk
Cover Memo
��11�:��
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Approve Supplemental Wark Order to Engineer of Record (EOR) Geosyntec Consultants of Tampa, Florida in the amount of
$37,576.80 for final design and permitting of the Phillip Jones Field site restoration and authorize the appropriate officials to execute
same. (consent)
SUMMARY:
July 19, 2012, City Council approved funding in the amount of $822,490 to properly close and renovate an old landfill site for continued use as
a sports field. The City contracted with EOR Geosyntec Consultants to assist the City in working through FDEP (Florida Department of
Environmental Protection) and SWFWMD (Southwest Florida Water Management District) requirements to design and permit the closure and
restoration of the site.
Environmental and Design work orders to date total $94, 425.98. This current work order in the amount of $31,314.00 will take the project
through FDEP and SWFWMD permitting and Contractor bidding. A 20% Environmental contingency in the amount of $6,262.80 is requested
to support any unknown conditions (if any) that may arise during the final permitting for a value of $37,576.80. Contract value to Geosyntec
Consultants will total $132,002.78.
Sufficient budget is available in Capital Improvement Program project 0315-93631, Phillip Jones Park Renovation, to fund the supplemental
work order and 20 % Contingency for unforseen conditions.
Type:
Capital expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
See summary
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
0315-93631-561000-575-
000-0000
$37,576.80
$37,576.80
2012 to 2013
Amount
$37,576.80
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
See summary
�
$37,576.80
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
��11�:��
Attachment number 1 \nPage 1
� � � �� , �
������ ����� ��
SUPPLEMENTAL WORK ORDER
for the CITY OF CLEARWATER
Date:
Project Number:
City Project Number: 12-0016-PR
1. PROJECT TITLE:
Phillip Jones Field Restoration — Environmental Resource Permit Application Package and Bid
Support
f��YK�] � �[�] �y �I .,�/ [y ��
The project work will entail an evaluation of the stormwater management system for existing
and proposed conditions at the Phillip Jones Field site, and preparation of an Environmental
Resource Permit (ERP) Application package for submittal to the Southwest Florida Water
Management District (SWFWMD) and FDEP. Geosyntec's scope of work is outlined in the
following tasks:
Task 1— Revise Grading Plans and Design Report
• Revise waste and final cover �radin� plan to reflect new 1-ft thick soil cover
• Revise relevant details
• Revise Final Desi�n Report
II. Task 2— Existing and Proposed Site Conditions Modeling Evaluation
• Existin� and Proposed Conditions Model Preparation — incorporate updated site
characteristics data into the existing and proposed conditions model.
• Flood Plain Impacts Evaluation Models and Results — finalize floodplain impact model
evaluation.
• Run Model Scenarios — complete model scenarios for existing and proposed site
conditions to determine peak discharge rates from Phillip Jones Field site.
III. Task 3- Prepare Stormwater Calculation Package/Summarize Model Results
• Prepare Narrative of Results — briefly describe data collection, site characteristics, model
methodology, and a discussion of model results.
• Prepare Tabular Summaries — prepare tabular summary of site characteristics and model
stage/discharge results for both existing and proposed conditions at the Phillip Jones
Filed project site, as well as finalize tabular summaries of model stage results from the
floodplain impacts evaluation.
Item # 6
WO Initiation Form.docx 1 Of 6 form revised: 10/17/2012
Attachment number 1 \nPage 2
• Prepare Maps/Fi�ures — prepare exhibits of Phillip Jones Field along with a generalized
model node-link representation.
IV. Task 4— Prepare Standard General ERP Application Package
• Prepare Required ERP Application Forms, Supportin� Narrative and Submittal to
SWFWMD — prepare Standard General ERP Application Sections A, C, and E. Geosyntec
will also prepare a narrative to support the ERP Application submittal presenting site
location, project background, and proposed remedial design.
• Submittal of ERP Packa�e to SWFWMD — submit ERP Package electronically to
[.`1�i�/��i�/ Ul�a
V. Task 5— Project Management & Meetings
• Proiect Coordination —general administration of project staff and schedule coordination
• Senior and Peer QA/QC - review of model data, stormwater calculations and narrative
content, and ERP Application package.
VI. Task 6— Contractor Bid Package Support
• Prepare Bid Packages — Using the City's standard specifications, Geosyntec will prepare a
complete bid package for the City to distribute to qualified bidders. The bid package will
estimated quantities, a bid schedule, prequalification's, and instruction to bidders.
• Pre-Bid Meeting — Geosyntec will organize and attend an onsite pre-bid meeting with
potential bidders to provide an overview of the project and answer questions.
• Respond to Bidder RAI's — Geosyntec will respond to bidder RAI's. For budgetary,
purposes, we have assumed that up to 20 RAI's will be received and one Addendum will
be prepared.
Please note that the following assumptions and items that are not included:
• Additional Pre-Application Meetings/SWFWMD Coordination — Geosyntec conducted a
pre-application meeting with the SWFWMD on 10-15-12. Additional meetings and
coordination with the SWFWMD and the FDEP are not included in this scope of services.
• Response to Regulatory Comments — response to regulatory comments and Requests
for Additional Information (RAIs) are not included as part of this scope of services.
• Since no additional impervious areas are being proposed under the design, it is assumed
that no water quality treatment design for runoff will be necessary for the ERP.
• It is assumed that the improvements will not impact wetlands. Accordingly, no wetland
delineation or mitigation documentation will be necessary for the ERP.
3. PROJECT GOALS:
The goal of the project is to prepare an Environmental Resource Permit (ERP) application
package for the Phillip Jones Field site for submittal to the Southwest Florida Water
Management District (SWFWMD). This will include the preparation of pre- and post-
development ICPR models for the site, evaluation of peak discharge rates for pre- and post-
development conditions, preparation of a stormwater calculation package to be included as part
of the ERP Application package, and completion of ERP Application Sections A, C, and E, as well
Item # 6
WO Initiation Form.docx 2 Of 6 form revised: 10/17/2012
Attachment number 1 \nPage 3
as preparation of a narrative to accompany the ERP Application, for electronic submittal to the
SWFWMD. The deliverables will be an ERP Application package in PDF format for electronic
submittal to the SWFWMD and the Final Closure Plan for submittal to FDEP.
4. BUDGET:
This price includes all labor and expenses anticipated to be incurred by Geosyntec Consultants
for the completion of these tasks in accordance with Professional Services Method "B" — Lump
Sum — Percentage of Completion by Task, for a fee of $31.314.00.
5. SCHEDULE:
The project deliverable is anticipated to be completed within three weeks from issuance of
notice-to-proceed.
6. STAFF ASSIGNMENT (Consultant):
It is anticipated that the following Geosyntec Staff will be utilized in performing the scope of
services: Mark Ellard — Project Manager; Chad Drummond — Senior Peer QA/QC Review; David
Riotte — Senior QA/QC Review; Katie Fox - Project Engineer; John Ash — CADD Designer; Pam
Gallagher — Administrative Assistant / Clerical
7. CORRESPONDENCE/REPORTING PROCEDURES:
ENGINEER's project correspondence shall be directed to:
Mark Ellard, PE, CFM —407-321-7030, mellard@�eosvntec.com. Copies shall be submitted to
David Riotte, PE — 904-450-4256, driotte@geosyntec.com.
All City project correspondence shall be directed to:
Ed Chesney — 727-562-4742, ed.chesney@myclearwater.com.
8. INVOICING/FUNDING PROCEDURES:
Invoices shall be submitted monthly to the City of Clearwater, Engineering, Attn: Veronica Josef,
Senior Staff Assistant, P. O. Box 4748, Clearwater, Florida 33758-4748, for work performed.
Contingency services will be billed as incurred only after written authorization provided by the
City to proceed with those services.
City Invoicing Code: 315-93631-561000-572-000-0000
9. INVOICING PROCEEDURES
At a minimum, in addition to the invoice amount(s) the following information shall be provided
on all invoices submitted on the Work Order:
A. Purchase Order Number and Contract Amount.
B. The time period (begin and end date) covered by the invoice.
C. A short narrative summary of activities completed in the time period
D. Contract billing method — Lump Sum or Cost Times Multiplier
Item # 6
WO Initiation Form.docx 3 of 6 form revised: 10/17/2012
Attachment number 1 \nPage 4
E. If Lump Sum, the percent completion, amount due, previous amount earned and total
earned to date for all tasks (direct costs, if any, shall be included in lump sum amount).
F. If Cost Times Multiplier, hours, hourly rates, names of individuals being billed, amount due,
previous amount earned, total earned to date for each task and other direct costs (receipts
will be required for any single item with a cost of $50 or greater or cumulative monthly
expensesgreaterthan $100).
G. If the Work Order is funded by multiple funding codes, an itemization of tasks and invoice
amounts by funding code.
10. SPECIAL CONSIDERATIONS:
None
PREPARED BY:
David Riotte
Associate
Geosyntec
Date
APPROVED BY:
Michael D. Quillen, PE
City Engineer
City of Clearwater
Date
Item # 6
WO Initiation Form.docx 4 of 6 form revised: 10/17/2012
Attachment number 1 \nPage 5
Attachment "A"
!
m � `� I i
CITY OF CLEARWATER
ENGINEERING DEPARTMENT
WORK ORDER INITIATION FORM
CITY DELIVERABLES
1. FORMAT
The design plans shall be compiled utilizing the following methods:
1. City of Clearwater CAD standards.
2. Datum: Horizontal and Vertical datum shall be referenced to North American Vertical
Datum of 1988 (vertical) and North American Datum of 1983/90 (horizontal). The unit of
measurement shall be the United States Foot. Any deviation from this datum will not be
accepted unless reviewed by City of Clearwater Engineering/Geographic Technology
Division.
2. DELIVERABLES
The design plans shall be produced on bond material, 24" x 36" at a scale of 1" = 20' unless
approved otherwise. Upon completion the consultant shall deliver all drawing files in digital
format with all project data in Autodesk Civil 3D file format. If not available Land Desktop files
are still acceptable, however the City or Clearwater is currently phasing out Land Desktop.
NOTE: If approved deviation from Clearwater CAD standards are used the Consultant shall
include all necessary information to aid in manipulating the drawings including either PCP, CTB
file or pen schedule for plotting. The drawing file shall include only authorized fonts, shapes, line
types or other attributes contained in the standard release of Autodesk, Inc. software. All block
references and references contained within the drawing file shall be included. Please address
any questions regarding format to Mr. Tom Mahony, at (727) 562 4762 or email address
Tom.Mahony@myClearwater.com.
All electronic files (CAD and Specification files) must be delivered upon completion of project or
with 100% plan submittal to City of Clearwater.
Item # 6
WO Initiation Form.docx 5 of 6 form revised: 10/17/2012
Attachment number 1 \nPage 6
Attachment "B"
Phillip Jones Field - Environmental Resource Permit Application
Geosyntec Consultants
►�,►���;�;���;����;�i►irrr:vrc��►����;�ui
PROJECT BUDGET
Task Description Subconsultant Labor Total
Services
1.0 Revise Design Drawings and Report
1.1 Revise Design Drawings $3940 $3940
1.2 Revised Design Report $1900 $1900
$5,840
2.0 Existing and Proposed Site Conditions Modeling Evaluation
2.1 Collect Site Characteristics Data $244.00 $244.00
2.2 Existing and Proposed Conditions Model $366.00 $366.00
Preparation
2.3 Flood Plain Impacts Evaluation Models and $976.00 $976.00
2.4 Run Model Scenarios $366.00 $366.00
$1,952.00
3.0 Prepare Stormwater Calculation Package/Summarize Model Results
3.1 Prepare Narrative of Results $420.00 $420.00
3.2 Prepare Tabular Summaries $630.00 $630.00
3.3 Prepare Maps/Figures $630.00 $630.00
$1,680.00
4.0 Prepare Standard General ERP Application Package
4.1 Prepare Required ERP Application Forms, $5,520.00 $5,520.00
Supporting Narrative and Submittal to SWFWMD
4.2 Submittal of ERP Package to SWFWMD $1,424.00 $1,424.00
$6,944.00
5.0 Project Management & Meetings
5.1 Project Coordination $1,584.00 $1,584.00
5.2 Senior and Peer QA/QC $2,376.00 $2,376.00
$3,960.00
6.0 Contractor Bid Package Support
6.1 Prepare Bid Packages $4,688.00 $4688.00
6.2 Pre-Bid Meeting $1,584.00 $1584.00
6.3 Respond to Bidder RAI's $2,274.00 $2274.00
$8,546.00
Subtotal, Labor and Subcontractors $28,922.00
Permit Review Fees - ERP $1,456.00
Other Direct Costs (prints, photocopies, postage, etc.) $936.00
(Not applicable to lump sum Work Orders)
Grand Total $31,314.00
Item # 6
WO Initiation Form.docx 6 of 6 form revised: 10/17/2012
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Award contracts (purchase orders) to contractors as listed for the renovation of the Sid Lickton Sports Complex, located at 714 Saturn
Avenue; approve the transfer of $139,340 from Utility Funds, $360,660 from reallocation of Penny III funds, $209,825 from various
Parks and Recreation CIP maintenance projects, $85,000 from various operating codes to CLP 315-93630 Sid Lickton Complex
Renovations at first quarter and authorize the appropriate of�cials to execute same. (consent)
SUMMARY:
On April 5, 2012, the Council approved funding $150,000 for preliminary design wark for the renovations of the Sid Lickton Ballfield
Complex from Penny funds and established the Sid Lickton Complex Renovations Capital Improvement Project entitled (CIP 315-
93630).
Additional Penny III funding of $2,350,000 was approved and included in Fiscal Year 2012/13 CIP budget with an additional estimated
$500,000 to come from public utility funds.
After reviewing with Bond Council eligible expenses to be charged to the Utility fund is $139,340 rather than $500,000 ofpublic utility
funds can be used for this project; the purchase of land, cost of leasehold expenses and to repair and restore land and facilities damaged
by construction. Due to this change, it has become necessary to request reallocation of $360,660 of future Penny III funds designated
the Youth Sports Fields to be moved up from 2017/18 to replace this gap in funding.
The budget for this project was originally $3,000,000 however; it is now estimated to be $3,294,825 or $294,825 over budget. The
major cost overrun had to do with the site wark necessary for this project; primarily items involving the starm water drainage
improvements, and materials for the project.
In order to reduce the cost of the project to this level, contingency allocated for each contracts above has been reduced from 10% to 5%,
which staff feels is reasonable. In addition, staff reviewed each contract to see if value engineering could be accomplished and made
value engineering changes to Alto Construction Company Inc. as well as Grosz Construction contracts. None of the value engineering
items impact the overall components of the project. Changes to Alto Construction Company contract was to use an alternate but
acceptable course material for the parking lot and driveways, and changes to the stormwater drains and piping and for Grosz
Construction where the amount and thickness of concrete was modi�ed.
In order to meet the increased costs staff is recommending that $209,825 of the following funds from various CIP parks and recreation
projects and maintenance projects and $85,000 of the following operating funds be transferred at first quarter to cover the $294,825
shortfall.
CIl'
315-93286 Parking Lot resurfacing $35,000
315-93621 NGRAC Renovations (Close out project) $58,078
315-93622 Joe D Restroom/conc.(Close out project) $21,747
315-93636 Tennis Court resurfacing $25,000
315-93638 Fencing replacement program $70,000
Operating
010-01887-542200 Sid Lickton Electrical $20,000
010-01887-542300 Sid Lickton Utilities $30,000
010-01887-550400 Sid Lickton Supplies $10,000
010-01880-530300 Athletic Field Maint Adm. $25,000
Total $294,825
The transfer of funds from these projects will not impact the various maintenance projects planned for this year or adv rsel�y�m act
future repair and replacement projects. All operating funds used were primarily speci�ed for the operations of the Sid �°c�Cton �omplex
and since it will be closed for renovations these funds are in excess and can be used for this project. It2CT1 # 7
The budget for this project includes 7% tax savings of $31,500 and elimination of the batting tunnels for $90,500, as this would be an
expense of Clearwater Little League.
A construction fence has been installed around the entire project site and demolition of existing buildings is in process.
Project is scheduled to be completed prior to Spring Baseball program, which begins January 2014.
Staff recommends that the contracts be awarded as follows:
USA Fence Co. of Brandon, FL, (Bid 37-12) for removal and reinstallation of all fences and backstops for $272,498.63 and approve a
change order deduct reducing the contingency from 10% to 5% ($12,38630) for a net contract amount of $260,11233;
Malin-Diaz Irrigation of Clearwater, FL, (Bid 41-12) for the installation of irrigation for $186,433.78 and approve a change order
deduct reducing the contingency from 10% to 5% ($8,474.26) for a net contract amount of $177,959.52;
Alto Construction Co. Inc. of Tampa FL, (Bid 12-0024-PR-A) for the construction site wark for 1,048,922.60 and approve a change
order deduct reducing the contingency from 10% to 5% ($49,971.55) and value engineering ($45,865) for a net contract amount of
$953,086.05);
Energy Services and Product Corp. of Tampa, FL, (Bid 12-0024-PR-B) for the construction of the restroom/concession/pressbox
building for $937,292.99 and approve a change order deduct reducing the contingency from 10% to 5% ($42,603.72) for a net contract
amount of $894,688.27;
Riley Electrical Co. Inc. of Largo FL., (Bid 12-0024-PR-C) for removal and reinstallation of all ballfield and overhead lighting for
$305,285.21 and approve a change order deduct reducing the contingency from 10% to 5% ($13,876.60) for a net contract amount of
$291,408.61; and
Grosz Construction of Tampa, FL, (Bid 01-13) for installation of all flatwark including slabs, sidewalks and curbs for $292,431 and
approve a change order deduct through value engineering of $92,575.29 for a net contract amount of $199,855.71.
Type:
Capital expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
Budget Adjustment: Yes
This item increases CIP 315-93630 by $794,825 from $2.5 million to $3,294,825. Increase from transfer of $139,340 Utility Funds;
$360,660 from Penny III; $209,825 from misc CIP's; and $85,000 from operating codes.
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
315-93630
Bid Required?:
Other Bid / Contract:
$2,777,110.49
$2,777,110.49
2012 to 2013
Amount
$2,777,110.49
Yes
Annual Operating Cost: -0-
Total Cost: $2,777,110.49
Appropriation Comment
Amount for contract items only
Bid Number:
Bid Exceptions:
Review Approval: 1) Clerk 2) Assistant City Manager 3) City Manager 4) Clerk
#37-12; #41-
12; #01-13,
#12-0024-PR-
A,B,C
None
Cover Memo
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Penny for Pinellas - Proposed Funding December 2012 Public Hearing
Fiscal Years 2012/13 - 2019/20
Penny III Proposed Penny III
Approved Changes Revised Total
Projects Projects 2012/13 2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 Approved
BeginningBalance: 4,497,552 2,824,362 2,248,001 2,102,804 888,859 1,104,952 6,025,791 6,222,391 4,497,552
Penny III Pmceeds 8,381,110 8,632,543 8,891,520 9,158,265 9,433,013 9,716,004 10,007,484 4,231,940 68,451,878
GulfBoulevardReimbursement 670,838 670,838 670,838 670,838 1,341,676 1,341,676 1,341,676 6,708,380
Estimated Revenue 13 549 500 12127 743 11810 359 11931 907 11663 548 12162 631 17 374 951 10 454 331 79 657 810
High Prioriry
Downtown Intermodal Facility
Police Vehicles
Fire En¢ines
Counhyside Fn�e Station
Lakeview Fn�e Station
Clearwater Beach Fire Station
Medium Priority
Ciry-wide Seawall Replacement
Traffic Calmin¢
Consolidated "Eastside/SPC' Libizry
Counhyside Library Renovation
Libruy Technology
Ruth Eckerd Hall
Capitol Theah�e
Coachman Park Redevelopment
New Sidewalk Conshuction
Low Priority
Downtown Streetscaping
Sid Lickton Complex Renovations
Youth Sports Fields Renovations
5,425,000
900,000
1,1OQ500
3,697,910
4,198,460
4,305,560
4,48Q000
3,22Q000
7,SOQ000
4,70Q000
1,25Q000
500,000
3,SOQ000
S,OOQ000
2,833,250
5,425,000
900,000
1,1OQ500
3,697,910
4,198,460
4,305,560
4,48Q000
3,22Q000
7,SOQ000
4,70Q000
1,25Q000
500,000
3,SOQ000
S,OOQ000
2,833,250
5,425,000
300,000 200,000 200,000 100,000 100,000
528,680 571,820
400,000 3,297,910
400,000 3,798,460
400,000 3,905,560
245,000 605,000 605,000 605,000 605,000 605,000 605,000 605,000
280,000 420,000 420,000 420,000 420,000 420,000 420,000 420,000
500,000 7,OOQ000
4,70Q000
1,25Q000
6,OOQ000 6,OOQ000
2,35Q000 360,660 2,71Q660 2,710,660:
2,350,500 (360,66T1)��; 1,989,840
Neighborhood Parks Renovations S,OOQ000 S,OOQ000
7oe DiMaggio Press Box & Stoizge 268,500 268,500
EC Moore 8& 9 Renovations/Press Box 175,000 175,000
Frank Tack Park Parking Lot 399,500 399,500
Counhyside Plex Resh�oom/Concession 656,500 656,500
Bicycle Paths-Bridges 3,OOQ000 3,OOQ000
Total Penny LLL Projects 72 810 680 72 810 680
500,000
3,SOQ000
S,OOQ000
472,000 472,000 472,000 472,000 472,000 473,250
2,OOQ000 2,OOQ000 2,OOQ000
239,840 '
, 1,75Q000
5,425,000
900,000
1,1OQ500
3,697,910
4,198,460
4,305,560
4,48Q000
3,22Q000
7,SOQ000
4,70Q000
1,25Q000
500,000
3,SOQ000
S,OOQ000
2,833,250
6,OOQ000
1 2,710,660
1,989,840
SOQ004'
, , 1,25Q000 1,25Q000 1,25Q000 750,000 i S,OOQ000
268,500 268,500
175,000 175,000
399,500 399,500
656,500 656,500
750,000 750,000 750,000 750,000 3,OOQ000
Debt Costs 3,432,015 3,432,015 670,838 670,838 670,838 670,838 748,663 3,432,015
First Station i#45 - Piincipal 209,034 209,034 68,640 55,224 41,807 28,390 14,973 209,034
First Station i#45 - Interest
Planned Project Expenditures 76,451,729 76,451,729 10,725,138 9,879,742 9,707,555 11,043,048 10,558,596 6,136,840 11,152,560 7,248,250 76,451,729
Estimated Available Balance 2,824,362 2,248,001 2,102,804 888,859 ��Q�9$� � 6,025,791 6,222,391 3,206,081 3,206,081
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Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Approve renewal of the agreement with Religious Community Services, Inc. (RCS) for provision of contractual victim advocacy
services in the amount of $15,000, for term beginning January 1, 2013 through December 31, 2013, and authorize the appropriate
of�cials to execute same. (consent)
SUMMARY:
The Clearwater Police Department (CPD) seeks City Council approval to renew a contractual agreement with RCS (a registered non-
pro�t organization with four distinct yet interwoven programs, which includes The Haven of RCS) to provide a part-time bilingual
victim advocate position from The Haven to be physically located at CPD headquarters. The victim advocate will wark 20 hours per
week and perfarm the duties associated with the implementation of a domestic violence victim advocacy program with an emphasis on
Spanish-speaking, Hispanic victims for a one-year period.
This is a third year request for the services of a part-time bilingual victim advocate, which has proven to be a very successful
program. The victim advocate provided safety plans for 212 domestic violence victims, 43 of whom were Hispanic, for the period
January 1, 2012 through September 30, 2012. Additionally, there were 212 initial calls made to the victims of domestic violence and
376 follow up calls. The victim advocate also assisted the victims at court hearings and State Attorney Investigations.
The Haven of RCS is a state-certi�ed provider of domestic violence victim advocacy services; has a number of Spanish-speaking victim
advocates on staff; and has a long history of partnering with CPD and its victim advocate on domestic violence issues. Pursuant to the
contractual agreement, The Haven of RCS will provide comprehensive domestic violence services on-site at CPD for a total of 400
victims, with an emphasis on Spanish-speaking Hispanics but to include all domestic violence victims.
All expenses will be funded with Special Law Enforcement Trust Fund revenue and charged to Special Project 181-99356.
Type:
Other
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
181-99356
$15,000.00
2012 to 2013
Amount
$15,000.00
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
None
$
15,000.00
All expenses will be funded with Special Law
Enforcement Trust Fund revenue and charged to
Special Project No. 181-99356
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
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SUBJECT / RECOMMENDATION:
Work Session
Council Chambers - City Hall
Meeting Date:12/17/2012
Approve an agreement between The Governor's Commission on Volunteerism and Community Service and the City of Clearwater
renewing the AmeriCorps Clearwater program for the period of January 1, 2013 through December 31, 2013, including a cash match in the
amount of $81,129, and authorize the appropriate officials to execute same. (consent)
SUMMARY:
The Clearwater Police Department has been a participating member of the AmeriCorps program since 1995, and for the
past eight years has been the lead agency and grantee for AmeriCorps Clearwater.
AmeriCorps Clearwater is a public safety program designed to foster citizen responsibility, build neighborhood unity,
provide educational opportunities, and save police officer time by members performing non-hazardous public safety
duties. Each full-time program member provides 1,700 hours annually and each part-time member provides 900 hours
annually, resulting in a savings of over 22,500 hours of valuable service time to our citizens. This allows police officers
and department personnel to devote more time to hazardous and critical crime mitigation tasks. AmeriCorps members
promote a safe and friendlier place to live and visit. They also serve as a conduit for dissemination of information to
residents and visitors who are most affected by ongoing changes in the City.
The Clearwater Police Department benefits from the members' assistance with community policing efforts and the
opportunity to mentor and mold the potential police officers of the future. Ninefull-time AmeriCorps members, ten part-
time AmeriCorps members and one AmeriCorps Program Coordinator are assigned to the Clearwater Police
Department. The full-time AmeriCorps members receive a minimum living allowance/stipend of $12,100 per year, and
part-time AmeriCorps members receive a living allowance/stipend of $6,406 per year.
A continuation funding request and application was submitted and approved by The Corporation for National and
Community Service for Federal Assistance in the amount of $189,477. Special Project 181-99246 has been set up for
AmeriCorps Clearwater 2013. A budget amendment will provide the cash match with a transfer of $81,129from the
Special Law Enforcement Trust Fundproject 181-99331.
Type:
Other
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
$ 189,477
2012 to 2013
Amount
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
Yes
$
189,477
$
189,477
Cover Memo
181-99246 $ 81,129 A budget amendment will provide the cash match �fem # 9
with a transfer of $81,129 from the Special Law
Enforcement Trust Fund Project 181-99331.
Review Approval: 1) Office of Management and Budget 2) Legal 3) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Attachment number 1 \nPage 1
2012-2013 Program Year
VOLUNTEER FLORIDA
PROVIDER AGREEMENT
This provider agreement is hereby made and entered into as of this Ol day of Januarv (month)
2013 (year) (the "Effective Date"), by and between The Governor's Commission on Community
Service, doing business as Volunteer Florida (the "Commission"), having its principle place of
business at 401 South Monroe Street, Tallahassee, FL 32301, and
Clearwater Police De�artment (AmeriCor�s Clearwater�,
a corporation organized under the laws of the State of Florida with its principal place of business
located at 645 Pierce Street, Clearwater, FL 33756-5400 (the "Provider") (collectively, the
"Parties") and referred to herein as the "Provider Agreement."
In consideration of the contracted services by the Commission and of the advantages and benefits
received by the Provider by virtue of such relationship, the receipt and adequacy of all of which
considerations are hereby acknowledged; NOW THEREFORE, in consideration of the mutual
covenants hereinafter set forth herein, the Parties agree as follows:
L PROVIDER AGREEMENTS
A. Compliance.
1. The Provider will utilize AmeriCorps Members in accordance with the
application submitted by the Provider for funding (the "Grantee Application").
The Provider must comply with the requirements of the National and Community
Service Act of 1990 and the National and Community Service Trust Act of 1993.
The Provider shall also comply with applicable Federal cost principles,
administrative, and audit requirements as well as all applicable Florida Statutes.
Additionally, the Provider will adhere to all federal statutes, regulations, or other
laws related to the Americans with Disabilities Act of 1990, and any amendments
thereto. The Provider is additionally responsible for prohibiting discrimination in
accordance with AmeriCorps Provisions.
2. All such requirements are incorporated herein by reference.
3. The Provider will rectify all compliance issues identified by the Commission in
writing within the time period set forth by the Commission or all reimbursements
will be withheld until the Commission is satisfied all deficiencies have been
corrected. Written documentation should include how all noted deficiencies were
corrected or an acceptable justification, action plan and timeline of compliance for
any deficiencies not corrected within the time period set forth.
4. By signing this contract, the Provider acknowledges receipt of the AmeriCorps
Provisions which are identified in Exhibit IV attached hereto and incorporated by
reference herein.
5. The Provider further agrees to adhere to all AmeriCorps Provisions and associated
regulations, and the most current policies of the state of Florida as implemented
by the Commission and of the federal government. The Provider is responsible for
I[�'ii�:�'7
00245027-1
Attachment number 1 \nPage 2
2012-2013 Program Year
ensuring that all staff, agents, volunteers, or any other individuals or participants
acting on behalf of the Provider acts in accordance with all such regulations and
policies.
B. Program Name. The Provider may not change its program name, as identified in its
Funding Application without the prior written approval of the Commission.
C. Program Performance Measures and Training. Program performance measures,
required trainings, and additional programmatic requirements are referenced in
Exhibit II, attached hereto and incorporated by reference herein.
D. Budget. The budget for the delivery of services described in the Provider Agreement,
(the "Program Budget") as well as a budget narrative is identified in Exhibit III,
which is attached hereto and incorporated by reference herein.
1. Match Requirements and Cash or In-Kind Contributions
a. The Provider must provide matching funds cash or in-kind contributions at a
minimum of the percentage stated in Exhibit III of the Provider Budget.
b. Partnering organizations working with the Provider to provide cash or in-kind
contributions must submit a letter on their organization's letterhead signed by
an authorized official of the organization stating the amount of cash or in-kind
contribution donated to the Provider and any required stipulations. Cash or in-
kind contribution letters must include a description of each service or resource
that will be provided and the dollar value of each. These letters must be
submitted to the Commission within thirty (30) days of the Effective Date.
2. Budget Revisions: Approval must be obtained by the Commission if the Provider
intends to adjust a budget line by ten percent (10%) or more of the Provider
Budget. The Commission reserves the right to disallow any such revisions.
Revisions to the Program Budget must be submitted using the Volunteer Florida
Budget Revision Request Form attached hereto as Exhibit V and incorporated
herein by reference.
E. Property. The Provider agrees that any purchases in furtherance of the Provider
Agreement shall be procured in accordance with the provisions of Florida Statutes §§
403.7065 and 287.045. To be reimbursed by the Commission for the purchase of any
goods to be used in furtherance of the Provider Agreement, which are not identified
in the approved Program Budget and have a purchase price equal to or greater than
$1,000, the Provider must obtain prior written approval from the Commission.
E Internet Access. The Provider agrees to provide the AmeriCorps Members internet
access and e-mail capability as is necessary for program reporting and
communications related to this Provider Agreement.
G. Administration of Members with Disabilities Survey. The Provider wi11 provide a
time and place for all Members to complete the Commission's Survey to Determine
the Number of Persons with Disabilities Serving Florida's Communities (the
"Disabilities Survey"). The Provider will ensure the Disabilities Survey is
Item # 9
00245027-1 2
Attachment number 1 \nPage 3
2012-2013 Program Year
administered according to Commission guidelines, which may be amended from time
to time.
H. Planning and Program Reporting
1. Progress Reports. All first year AmeriCorps programs are required to complete
and submit Monthly and Quarterly Progress Reports ("Progress Reports") during
the term of the Provider Agreement via a format approved by the Commission.
Monthly Progress Reports shall be submitted by the Provider no later than the
fifteenth (15th) calendar day of each month, and Quarterly Progress Reports shall
be submitted by the Provider no later than thirty (30) days following each
quarterly period from the Effective Date. Notwithstanding, the Commission
reserves the right to require Providers to submit any Progress Report at any point
during the term of the Provider Agreement.
2. Disability Community Development Plan. The Provider will submit a
Disability Community Development Plan ("DCDP"), as defined in the
AmeriCorps program for the purpose of establishing partnerships with third-party
organizations whose primary mission is serving persons with disabilities and
establishing outreach activities to persons with disabilities to consider serving in
AmeriCorps. The DCDP must be submitted to the Commission within six (6)
months of the Effective Date of the Provider Agreement.
3. Sustainability Plan. It is understood that the funding provided by the
Commission for this program is "seed money" to be used by the Provider to
provide services to the community, with the assistance of the Commission that
will eventually be continued and managed locally with minimal federal funds or
responsibility for the program. The Commission is not responsible for providing
any goods, services, or other resources, including monetary resources to the
Provider. Accordingly, the Provider will develop or update a sustainability plan in
accordance with the requirements of the Commission ("Sustainability Plan").
L Other Reports. The Provider agrees to provide other reports as may be requested by
the Commission.
1. Fiscal Online Training. The Provider must submit certification of completion of
the online CNCS Key Concepts of Financial and Grants Management training
located on the CNCS Resource Center website
(www.na�ionalserviceresources.or�) within thirty (30) days of the Effective Date.
The Program Director and Fiscal Contact, as identified herein, must complete this
online course. Certificates of completion should be submitted with the first
Reimbursement Invoice, as defined below. If the Provider fails to complete this
online course the Commission reserves the right to withhold payment.
2. Financial Reports for Reimbursement. The Provider will submit to the
Commission a monthly invoice using the Volunteer Florida Invoice Form
attached hereto as Exhibit VII and incorporated herein by reference (the
"Reimbursement Invoice"). With the exception of the Final Financial Reports,
as identified in Exhibit III attached hereto and referenced herein, all
Reimbursement Invoices are due 15 days after the end of the period of the report.
If circumstances occur delaying the Reimbursement Invoice, an explanation
Item # 9
00245027-1 3
Attachment number 1 \nPage 4
2012-2013 Program Year
should be sent in writing, electronically, to the Commission before the
Reimbursement Invoice is due (the "Notice of Reimbursement Invoice Delay").
If the provider submits invoices late on more than three (3) occasions
consecutively, regardless of compliance with the Notice of Reimbursement Delay
as described herein, the Commission reserves the right to forfeit payment.
3. Supporting Documentation. The Provider will submit supporting documentation
for all expenditures related to performance under the Provider Agreement on a
monthly basis. Errors in the Reimbursement Invoices, or any supporting
documentation, will result in delay of payment. The Commission reserves the
right to review any documents related to Reimbursement Invoices at any time
during the program period.
4. Final Financial Reports for Reimbursement and Close out Checklist. The
Provider agrees to submit its final Reimbursement Invoice within forty-five (45)
calendar days of the ending date of this contract or the date of contract
termination, whichever is earlier. If the Provider fails to submit the final
Reimbursement Invoice within the specified time, all rights to any such payments
are forfeited. Provider must also submit a completed AmeriCorps Program
Closeout Checklist (the "Closeout Checl�list") within forty-five (45) calendar
days after the ending date of this contract or the date of contract termination,
whichever is earlier. If the Provider fails to submit the Closeout Checklist within
the specified time, final payment will be delayed or forfeited.
5. Audits. The Provider agrees to provide the Commission financial and compliance
audits of the Provider within 180 days after the end of the Provider's fiscal year in
accordance with OMB Circular A-133 and to ensure that all related party
transactions are disclosed to the auditor.
6. Property. At the end of the Provider Agreement the Provider agrees to submit a
current inventory of all goods purchased in furtherance of the Provider Agreement
with a purchase price equal to or greater than $1,000.00, that were purchased with
funds provided through this Provider Agreement (the "Procurement
Inventory"). The Procurement Inventory must include a description of the
property, model number, and serial number, date of acquisition, cost, inventory
number and information on the location, condition, transfer, replacement or
disposition of the property. The Procurement Inventory is due to the Commission
within thirty (30) days of the Termination Date, as defined below.
The Commission has the right, upon termination of this Provider Agreement, to
title and possession of any goods purchased by the Provider in furtherance of this
Provider Agreement. The Provider will act with good faith in to comply with this
provision of the Provider Agreement and ensure the Commission has knowledge
of such goods and access to retrieve same. If the Commission chooses not to
accept title or possession of such goods the Commission may require the
equivalent cash value in lieu of title and possession.
Disposing of property, including technology equipment, will require the program
to follow the Property Disposal Protocol and prior approval by the Commission.
Item # 9
00245027-1 4
Attachment number 1 \nPage 5
2012-2013 Program Year
J. Partnership Development and Site Agreement
1. The Provider may enter into written agreements with other private and public
organizations in the targeted communities, as identified in the Funding
Application, to cooperate and coordinate the provision of services under the terms
of this Provider Agreement.
2. Such partnerships may include, but are not limited to, the following agreements:
a. contributions of cash support for the services provided under the terms of
this contract;
b. contributions of in-kind support for the services provided under the terms
of this contract;
c. coordination of service activities to prevent duplication of effort;
d. evaluation of service activities, Member development, etc.;
e. training, training space or trainers;
f. promotions or public relations; and
g. provisions for member supervision or service site supervision.
3. Agreements with partnering organizations to provide Member supervision and/or
service sites must be in writing, adhere to the AmeriCorps Provisions and
Regulations and include the following items:
a. description of services to be provided by Members;
b. designation of person(s) responsible for member supervision and
verification of inember service hours;
c. description of prohibited Member activities; and
d. other supervision or programmatic responsibilities.
K. Disaster Preparedness, Response, Recovery or Mitigation. CNCS, under
agreement with the Federal Emergency Management Agency (FEMA) and the
Commission, under agreement with the Florida Division of Emergency Management
(DEM) requires the availability of AmeriCorps Members for assignment to provide
assistance in disaster preparedness, response, recovery, mitigation activities, or other
emergency related activities ("Emergency Assistance"). Disasters that could impact
Florida include natural events such as hurricanes, tornadoes, and floods and man-
made events, such as hazardous materials and terrorist events. As part of its
commitment to community service, the Provider agrees to establish and maintain a
disaster-oriented role with a partner organization for its members, staff and volunteers
to provide Emergency Assistance. This may include, but is not limited to: community
preparedness education, shelter operations, mass feeding, debris removal, community
outreach or other disaster related activities. This disaster-oriented role will be
documented in writing with a letter of acknowledgement from the partnering
organization. Providers will work with a partnering organization to ensure its staff,
volunteers, and any other related parties are trained as needed and appropriate for
their disaster-oriented role with their partner organization. All program members are
required to receive training in disaster response and recovery.
Program Members may be requested to provide assistance anywhere in the State of
Florida. Provider staff and AmeriCorps Members shall serve under the direction and
control of the Provider and shall not be considered volunteers to FEMA or DEM for
purposes of Florida Statutes, Chapter 110, Part IV. Requests for Emergency
Item # 9
00245027-1 5
Attachment number 1 \nPage 6
2012-2013 Program Year
Assistance will be made on behalf of the State Coordinating Officer, as identified in
any declaration of emergency issued by the Governor of the State of Florida, through
the Commission's Director of Emergency Management and Volunteer Services after
consulting with the state CNCS office disaster coordinator. All related activities
undertaken by a Provider will be done in cooperation with local offices of emergency
management.
Approved expenses incurred as a result of Provider activities related to Emergency
Assistance may be reimbursed. According to State of Florida and Federal regulations,
non-profit entities responding in times of disaster may request reimbursement directly
from FEMA. Providers responding at the request of the State Coordinating Officer
would be eligible for reimbursement of Emergency Assistance related expenses. The
Commission will furnish the Provider with additional information about expenditure
reimbursement as necessary. Training costs associated with providing Emergency
Assistance will not be reimbursable unless arrangements are made in advance. The
Commission has identified low and no cost training opportunities statewide.
Providers may contact the Commission's Director of Emergency Management and
Volunteer Services for specific training questions and opportunities.
L. Training and Technical Assistance. Training or technical assistance provided by
or to the Provider, including its staff, volunteers, and related parties, or AmeriCorps
Members under this contract must be designed to facilitate the improvement of the
services, strengthen the development of skills and knowledge for the staff and the
AmeriCorps Members, and strengthen the communities in which services are
provided. Training or technical assistance may be provided directly by the Provider,
a community partner (such as a local volunteer center) or other local resources
requested from or coordinated through the Commission.
M. National Service Activities. During the Term of the Provider Agreement the
Provider will schedule and conduct at least one direct service activity as part of the
Seasons of Service, the designated national service days of CNCS.
N. Quality Assurance and Evaluation
1. The Provider will track and document progress made toward accomplishing the
performance measures identified in the Provider's application for funding and
specific deliverables of this Provider Agreement.
2. The Provider agrees to facilitate, conduct and participate in technical assistance,
external reviews, and other continuous improvement activities related to these
services.
3. To be assured of satisfactory performance of the terms and conditions of the
Provider Agreement, the Provider agrees to permit persons duly authorized by the
Commission to inspect any records, papers, documents, facilities, goods and
services of the Provider that are relevant to this contract, or to interview any
clients, employees, volunteers, or any other parties affiliated with the Provider
upon reasonable notice. This includes the Commission's right to conduct on-site
visits of the Providers offices and any location where the Provider is providing
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goods or services pursuant to the Provider Agreement. The Provider specifically
agrees to assure that financial records will be subject, at a11 reasonable times, to
inspection, review or audit by Commission personnel or individuals authorized by
the Commission.
4. The Provider will conduct a minimum of one survey during the course of
performance under the Provider Agreement to examine primary stakeholder
satisfaction with the program services (the "Stakeholder Survey"). The Provider
shall adhere to Commission guidelines in conducting the Stakeholder Survey
which shall seek feedback from multiple parties, including, but not limited to the
following:
a. service recipients; and
b. any partnering organization as identified in the Provider Agreement.
5. The Commission requires participation for all AmeriCorps programs in the
Florida Statewide Evaluation conducted by Florida State University, under
contract to the Commission.
6. The Provider will facilitate contact with community agencies or individuals for
the Commission or its consultants;
O. Records and Documentation
1. The Provider agrees to maintain records of deliverables, including reports and
program and participant data; financial records, supporting documents, statistical
records and any other documents (including electronic storage media) arising out
of this Provider Agreement for a period of six (6) years after termination of this
Provider Agreement. If an audit has been initiated and audit findings have not
been resolved at the end of six (6) years, the records shall be retained until
resolution of the audit findings or any litigation which may be based on the terms
of this subcontract.
2. The Provider agrees to allow public access to all documents, papers, letters, or
other materials subject to the provisions of Florida statutes, including, but not
limited to, Chapter 119, Fla. Stat., made or received by the Provider in
conjunction with the Provider Agreement. The Provider's refusal to comply with
this provision will constitute a breach of contract.
i. Safeguarding Information. The Provider agrees not to use or disclose
information concerning a recipient of services under this contract for any
purpose not in conformity with any Florida statutes, including, but not
limited to Chapter 119, Fla. Stat., or federal regulations, including, but not
limited to 45 CFR, Part 205.50, except upon written consent of the
recipient or the recipient's responsible parent or guardian when authorized
by law.
ri. Assignments and Subcontracts. The Provider may not assign this
Provider Agreement, or sub-contract any portion of the work contemplated
under this Provider Agreement without prior written approval of the
Commission. No such approval by the Commission will be deemed in any
manner to provide for the incurrence of any obligation of the Commission
in addition to the total dollar amount agreed upon in this contract. All
such assignments or sub-contracts will be subject to the terms and
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conditions of this Provider Agreement, and any other obligations the
Commission may require. The Provider agrees to include audit and record
keeping requirements in all approved assignments and sub-contracts
entered into by the Provider for any services for $25,000.00 or greater.
iii. Indemnification. Provider agrees to indemnify and holds the
Commission, its officers, directors, employees, affiliates, licensees, and
agents harmless from any and all costs, (including reasonable attorneys'
fees, disbursements, expenses, and court costs), expenses, damages, or
other liability to third parties arising from or related to this Provider
Agreement. The Provider shall give prompt notice as described herein to
the Commission of any suits, claims, or demands by third parties which
may give rise to any claim for which indemnification may be required
under this Provider Agreement; provided however, that failure to give
such notice shall not relieve the Provider of its obligation to provide
indemnification hereunder except, if and to the extent that such failure
materially and adversely affects the ability of the Provider to defend the
applicable suit, claim, or demand. The Provider shall be entitled to assume
the defense and control of any such claim at its own cost and expense;
provided, however, that the Commission shall have the right to be
represented by its own counsel at its own cost in such matters. Neither the
Provider nor the Commission shall settle or dispose of any such matter in
any manner which would adversely affect the rights or interests of the
other party (including the obligation to indemnify hereunder) without the
prior written consent of the other party, which shall not be unreasonably
withheld or delayed. Each party shall cooperate with the other party and
its counsel in the course of the defense of any such suit, claim or demand,
such cooperation to include without limitation using reasonable efforts to
provide or make available documents, information and witnesses. Nothing
contained herein shall constitute a waiver by either party of its sovereign
immunity or the provisions of Florida statute, §768.28.
iv. Incident Reporting. In compliance with all applicable Florida Statutes,
including, but not limited to Chapter 415, Fla. Stat., an employee or agent
of the Provider who knows, or has reasonable cause to suspect that a child,
elder, or adult with a disability is or has been abused, neglected or
exploited, shall immediately report such knowledge or suspicion to the
abuse registry operated by the Florida Department of Children and
Families on the single statewide toll-free telephone number at 1-800-96-
aBUSE �soo-962-zs�3�.
P. Insurance. The Provider agrees to provide adequate liability, fidelity, properry and
vehicle insurance coverage on a comprehensive basis and to hold such insurance at all
times during the existence of this subcontract. The Provider accepts full responsibility
for identifying and determining the type(s) and extent of insurance necessary to
provide reasonable financial protections for the Provider and the clients to be served
under this subcontract. Upon execution of this subcontract, the Provider wi11 furnish
the Commission written verification supporting both the determination and existence
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of a11 such insurance coverage. The Provider shall provide proof of insurance
coverage to the Commission within 45 days of the Effective Date.
Q. Sponsorship
1. The Provider agrees to, in publicizing, advertising, or describing the sponsorship
of a program funded wholly or in part by the Commission, state "Sponsored by ---
- and Volunteer Florida". If the sponsorship reference is in written material, the
words "Volunteer Florida" shall appear in the same size letter or type as the name
of the Provider.
2. The Provider agrees to incorporate the AmeriCorps logo and the Volunteer
Florida logo as appropriate on all letterhead, brochures, newsletters, business
cards, stationery, posters, flyers, and other written and pictorial communication
media for all programs funded wholly or in part by the Commission.
3. The Provider agrees to notify the Communications Director of the Commission as
soon as possible when engaging in contact with the media; and to provide the
Commission's tag line to all media contacts for all programs funded wholly or in
part by the Commission.
R. Conflict of Interest. The Provider shall affirm that neither the Provider, nor any of
its directors, officers, members or employees has any interest nor shall acquire any
interest, either directly or indirectly, which would conflict in any manner or degree
with performance of the service hereunder. The Provider further agrees that in the
performance of the Provider Agreement, no person having such interest shall be
employed by the Provider.
S. Nepotism. No person may hold a job or position with the Provider in which a
member of his/her immediate family exercises supervisory authority within the
program. A member of an immediate family includes: husband, wife, father, father-
in-law, mother, mother-in-law, brother, brother-in-law, sister, sister-in-law, son, son-
in-law, daughter, daughter-in-law and separated spouses.
IL COMMISSION AGREEMENTS
A. Reimbursements. Complete and accurate Reimbursement Invoices will be
processed by the Commission within forty-five (45) days after receipt of the invoice.
Failure to submit a timely or accurate invoice will result in monthly payments being
withheld.
B. Technical Assistance. In those instances where the Commission is unable to provide
direct technical assistance to the Provider, the Commission will assist the Provider in
obtaining any necessary technical assistance and training as determined by the
Commission to be necessary for proper performance by the Provider under this
Provider Agreement.
C. Site Visits. Following any quality assurance or continuous improvement review, the
Commission will deliver in a timely fashion to the Provider a written report with
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comments and recommendations regarding the manner in which services are being
provided.
D. Contract Continuation. The Commission will notify the Provider in writing of the
submission date and requirements for the Provider to initiate a continuing application,
and if approved by the Commission continuation will be executed by an amendment
to the Provider Agreement or a new Provider Agreeement.
IIL PROVIDER AND COMMISSION MUTUAL AGREEMENTS
A. Provider Agreement Term. The term of the Provider Agreement is for a period of
twelve months beginning on the Effective Date as identified above and terminating on
the 31 day of December (month) 2013 (year) (the "Termination Date").
B. Contract Deductions and Withholdings. The Commission reserves the right to
deduct the following expenses from the Provider Budget:
a. The Provider will allocate $1,000 for the Volunteer Florida Statewide
Evaluation.
b. Commission's Fixed Fee for Administrative Costs: $1,880.00.
c. Contract Funding Amount: $189,477.00 is the maximum amount to be
reimbursable under this agreement.
C. Contract Grantee and Match Amount. The Provider agrees to contribute
$160,746.00 as cash or in-kind contributions, which represents 46% of the Provider
Budget.
L If the provider is unable to meet the minimum requirement of the cash or in-kind
contribution, the Provider must submit a letter of justification to the Commission.
A determination will be made by the Commission, without recourse, as to the
merit of the justification. Based on the justification, the Commission may reduce
the Provider's reimbursable grant amount proportionately based on the amount of
grant match funds expended. Notification of the Providers' failure to meet the
minimum requirement should be submitted to the Commission 90 days prior to
the end of the Term of the Provider Agreement.
D. Type of Contract. This wi11 be a cost reimbursement contract. Reimbursement for
the contracted services will be contingent upon the documented allowable
expenditures for the specified contract period. The Commission's performance and
obligation to pay for services rendered under this contract is contingent upon
available funding from CNCS and the State of Florida.
E. Ownership and Sharing of Grant Products. The Provider, to the extent possible,
agrees to make products produced under this contract available to others in the field at
the cost of reproduction. The Commission retains royalty-free, non-exclusive and
irrevocable licenses to obtain, use, reproduce, publish or disseminate products,
including data, produced under this contract and to authorize others to do so. The
Commission may distribute such products through a designated clearinghouse. The
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Provider may not sell any work that includes the Commission logo without prior
written approval from the Commission.
F. Contract Amendments. All amendments to the Provider Agreement must be in
writing and utilize the format provided in Exhibit VI, attached herein and
incorporated by reference. Further, any such amendments must be executed by
authorized representatives of the Commission and the Provider.
G. Termination.
1. Termination at Will. This contract may be terminated without cause by either of
the Parties upon no less than sixty (60) calendar days notice provided in writing in
accordance with all notice provisions included herein, unless both parties
mutually agree upon a lesser time. Notice will only be sufficient if it complies
with the notice requirements identified herein.
2. Termination Due to Lack of Funds. In the event the Commission determines
funds necessary to finance this Provider Agreement become unavailable, the
Commission may immediately terminate the Provider Agreement by providing
written notice in accordance with all notice provisions herein. The Commission
shall be the final authority as to the availability of funds.
3. Termination for Breach. The Commission may immediately terminate this
Provider Agreement for cause, including for non-compliance or breach of contract
by the Provider. If applicable, the Commission may employ the default provision
in Florida Administrative Code, Chapter 60A-1.006(3). Waiver of breach of any
provisions of this contract shall not be deemed to be a waiver of any other breach
and shall not be construed to be a modification of the terms of this contract. The
provisions herein do not limit the Commission's right to remedies of law or to
damages.
4. Overpayment. In the event that the Commission, the Provider or an auditor
discovers an overpayment has been made to the Provider, the Provider will repay
the overpayment within thirty (30) calendar days.
H. Notice and Contact. Any notice required pursuant to the Provider Agreement must
be delivered by certified mail, return receipt requested, or in person with proof of
delivery. The primary contact for all matters relating to this Provider Agreement shall
be the staff listed herein, unless otherwise specified in writing. The primary contact
will notify all parties in writing of alternative contacts should that person become
unavailable.
1. The name, address and telephone number of the Commission's Program
Consultant to contact regarding programmatic issues, for the contract is:
Ericka McKibbin, AmeriCorps Program Consultant
401 S. Monroe Street
Tallahassee, FL 32301
(850) 414-7400
ericka(cr�,volunteerflorida.or�
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.� '
Cat Keen, Director of National Service Programs
401 South Monroe Street
Tallahassee, Florida 32301
(850) 414-7400
cat@volunteerflorida. org
2. The name, address, and telephone number of the Commission's Financial contact
for contract, compliance and budget issues for the contract is:
Janis Timmons, Director of Finance and Accounting
401 South Monroe Street
Tallahassee, FL 32301
(850) 414-7400
j anis(a�volunteerflorida.or�
3. The name, address, and telephone number of the Provider's Program Director is:
Name:
Title:
Address:
Phone: e-mail:
4. The name and mailing address of the Fiscal Contact for the Provider is:
Name:
Title:
Address:
Phone: e-mail:
5. The physical mailing address where financial and administrative records are
maintained and the name and contact information of a Provider representative
with access to the records maintain at this location
Name:
Title:
Address:
Phone: e-mail:
6. In the event that different representatives are designated by either party after
execution of this contract, notice of the name, address and telephone number of
the new representative will be rendered in writing to the other party and said
notification attached to originals of this contract.
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L All Terms and Conditions Included. This Provider Agreement and its attachments
as referenced below and incorporated herein contain all the terms and conditions
agreed upon by the parties.
Exhibit I- Approved AmeriCorps Proposal
Exhibit II— Programmatic Requirements and Performance Measures
Exhibit III — Approved Budget and Budget Narrative
Exhibit IV — AmeriCorps Provisions
Exhibit V— Budget Revision Request Form
Exhibit VI — Contract Amendment Form
Exhibit VII — Volunteer Florida Monthly Invoice Worksheet
Exhibit VIII — National Criminal History Check Status Form
IN WTTNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
PROVIDER
Lead Agency Name
Clearwater Police De�artment
Signed by:
Signature
Name
Title
Date
Provider Fiscal Year End Date:
FEIN#:
COMMISSION
Signed by:
Signature
Chester W. Spellman
Chief Executive Officer
Date
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Attachment number 2 \nPage 1
PART I - FACE SHEET
APPLICATION FOR FEDERAL ASSISTANCE 1.TYPEOFSUBMISSION:
Modified Standard Form424 (Rev.02/07 to confirmto the Corporation's eGrants System) Application X� Non-Construction
2a. DATESUBMITTED TO CORPORATION 3. DATE RECEIVED BY STATE: STATEAPPLICATION IDENTIFIER:
FOR NATIONAL AND COMMUNITY
SERV ICE (CNCS): 14-SEP-12
2b. APPLICATION ID: 4. DATE RECEIVED BY FEDERAL AGENCY: FEDERAL IDENTIFIER:
12A C143199 12A FHFL0010012
5. A�LICATION INFORMATION
LEGAL NAME: Clearw ater Police Department NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER
PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give
DUNS NUMBER: 078307303 area codes):
NAME: Karen Maldonado
ADDRESS (give street address, city, state, zip code and county):
645 Pierce St TELEPFIONE NUMBER: (727) 562-4142
Clearw ater FL 33756 - 5400 FAX NUMBER: (727) 562-4466
County: INTERNET E-MAIL ADDRESS: karen.maldonado@myclearw ater.com
6. EMPLOY ER IDENTIFICATION NUMBER ( EIN): 7. TY PE OF A� ICA NT:
596000289 7a. Local Government - Municipal
7b. Law Enforcement Agency
8. TYPEOFA�ICATION (Check appropriate box).
� NEW ❑ NEW/PREVIOUS GRANTEE
� CONTINUATION �X AMENDMENT
If Amendment, enter appropriate letter(s) in box(es): ��
A. AUGMENTATION B. BUDGETREVISION
C. NO COST EXTENSION D. OTHER (specify below):
Supplemental Aw ard 9. NAME OF FEDERAL AGENCY:
Corporation for National and Community Service
10a. CA TA LOG OF FEDERA L DOMESTIC ASSISTA NCE NUMBER: 94.006 11.a. DESCRIPTIV E TITL E OF A PPLICA NTS PROJECT:
10b. TITLE: AmeriCorps State AmeriCorps Clearwater
12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc): 11.b. CNCS PROGRAM INITIATIVE (IFANY):
Clearw ater, Florida
13. PROPOSED PROJECT: START DATE: 01/02/13 END DATE: 12/20/13 14. CONGRESSIONAL DISTRICT OF: a.Applicant FL 009 b.Program FL 009
15. ESTIMATED FUNDING Year #: 1� 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE
ORDER 12372 PROCESS?
a. FEDERAL $ 168,124.00
❑ YES. THIS PREA�LICATION/A�LICATION WAS MADEAVAILABLE
b. APPLICANT $ 182,099.00 TO THESTATE IXECUTIVEORDER 12372 PROCESS FOR
REV IEW ON:
c. STATE $ 0.00 DATE:
d. LOCAL $ 0.00 ❑X NO. PROGRAM IS NOTCOVERED BY E.O. 12372
e.OTHER $ 0.00
f. PROGRAM INCOME $ 0.00 17. IS THEAPPLICANT DELINQUENTON ANY FEDERAL DEBT?
� YES if "Yes," attach an explanation. � NO
g. TOTAL $ 350,223.00
18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BF�N
DULY AUTHORIZED BY THE GOVERNING BODY OF THEAPPLICANTAND THEAPPLICANT WILL COMPLY WITH THEATTACHEDASSURANCES IF THEASSISTANCE
IS A WA RDED.
a.TYPEDNAMEOFAUTHORIZEDREPRESENTATIVE: b.TITLE: c.TELEPHONENUMBER:
Karen Maldonado (727) 562-4142
d. SIGNATURE OF AUTHORIZED REPRESENTATIVE: e. DATE SIGNED:
09/14/12
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F�cecutive Summary
Attachment number 2 \nPage 3
AmeriCorps Clearwater is a January-December public safety program designed to offer members
hands on experience as public servants, foster member social responsibility, educate the community
on public safety issues and improve police responsiveness to the community by members performing
non-hazardous public safety activities. Each of nine full-time program members will provide l,�oo
hours annually and each of ten part-time members will provide 90o hours annually, resulting in
4�75o citizen calls responded to directly by AmeriCorps members, an additional 1,20o community
policing activities performed by members and 25 public safety activities conducted by members to
educate approximately 36o citizens on preventing childhood injuries.
Rationale and Approach
I. Program Design
A. COMMUNITY NEED
The Clearwater Police Department faces increasing pressure to fill a growing role in our community.
Police work is not restricted to catching bad guys and investigating crimes. CPD prides themselves on
providing a style of policing with face to face contact and personal relationships with their citizens.
This develops strong community watch groups, increases their sense of safety and provides valuable
public safety education to help prevent crime and decrease childhood injuries throughout the
community. Over the past several years of economic hardship, including annual tax and budget cuts,
the citizens of Clearwater have faught to maintain this relationship and list of services. Clearwater
residents have repeatedly voted down attempts to dissolve the Clearwater Police Department and
replace it with services from the Pinellas County Sheriffs Office.
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As a consequence of these same economic hardships, increased calls for service and department
manpower shortages have caused excessive workloads and delayed response time to citizen calls for
service. In 2011, the Clearwater Police Department received over 165,746 calls for service from our
citizens. This is an increase of over 4,50o calls from the previous year and an increase of over 8,500
calls from just five years ago. Basically, CPD is receiving more calls with fewer officers to respond to
them. The Community Liasion officers are also overloaded with requests for public safety education
and community outreach activities. In 2011 they conducted 85 presentations, attended 60
community meetings and participated in 2o community events. This is an increase of l05 activities
from their inception in 2010 when they participated in just 6o activities. We are only half way
through 2012 and they have already participated in 6� activities with requests coming in from the
community on a daily basis.
Consequently, AmeriCorps members are a valuable resource that boosts manpower to allow the
Clearwater Police Department to be more responsive to the community and increase public safety
education. (Note: AmeriCorps members are trained to assist with basic needs and improve
department responsiveness. They are not meant to replace sworn officers or other department staff. In
the event of losing the AmeriCorps program, the department would replace this assistance by
expanding its' current volunteer and internship programs.)
B. MEMBER ROLES AND RESPONSIBILITIES
AmeriCorps Clearwater focuses on; but does not limit to, recruiting students studying Criminal Justice
or Public Safety Administration. This provides members with basic law enforcement knowledge and
an interest to learn and achieve within the program. All members are provided extensive training in
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areas such as traffic control, police codes and radio usage, safe vehicle operation, CPR/First Aid, pawn
slip entry, basic report writing and other law enforcement related subjects. This provides a young and
active group of service providers ready to assist Clearwater citizens in all areas and possibly become
permanent public servants post-AmeriCorps (sworn officer or other law enforcement personnel).
AmeriCorps Clearwater will enroll 19 AmeriCorps members; 3-5 bilingual (Spanish) into service to
supplement the crime prevention, public safety education and policing activities of the Clearwater
Police Department. The program will offer 6 full-time member positions and lo half-time positions.
Full-time members will serve 35-4o hours per week, and half-time members will serve 25-3o hours
per week. All members will report to the Clearwater Police Department before they begin their shifts.
Program activities are designed so that there is no "typical day" for an AmeriCorps Clearwater
member which keeps their service experience fresh and motivating. On any given day, AmeriCorps
Clearwater members may find themselves patrolling parks and school grounds, conducting homeland
security spot checks, writing non-hazardous police reports, working traffic safety details, registering
bicycles, conducting a public safety presentation or disseminating crime prevention information to the
community. They may also be entering data into the crime analysis system, installing child
passenger safety seats or translating a safety presentation into Spanish.
Members will be assigned to the Clearwater Police Department, and one of two area high schools or
middle school. School Resource Officers are staffed at each of the high schools and middle school and
serve as the members' site supervisor, monitoring and verifying service activities, hours and
assignments. The program director is the supervisor at the Clearwater Police Department, monitoring
and verifying activities, service hours and completion of assignments. It is the responsibility of the
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program director to verify member service hours through contact with the school resource officers,
community agencies and patrol officers with whom the members serve.
C. MEMBER SELECTION, TRAINING, SUPERVISION & EXPERIENCE
1. Member Recruitment
Program staff will recruit 9 Full-Time (l�oo hour) and lo Half-Time (90o hour) members into
service. We intend to aquire 3-5 bilingual (Spanish) members per program year. AmeriCorps
members will receive a living allowance and an education award upon completion of the program.
While recruitment is a year-long process, concentrated efforts start in late September for members
starting in January, and in early April for members starting in June. Our target population are high
school graduates with an interest in law enforcement. New members are recruited primarily from
local colleges, universities, local high school seniors and referrals from police department staff. These
individuals are more likely to bring an understanding of public safety to their service, benefit from the
experience developmentally and complete their education by using the AmeriCorps education award.
College recruitment focuses schools with Criminal Justice and Public Safety Administration programs.
The program director will meet with counselors and academic advisors prior to the fall semester start
to disseminate program information and engage their assistance in identifying candidates. Program
staff will distribute program brochures and posters throughout the community and job, internship and
service fairs. The Clearwater Police Department will also assist through postings in newsletters, the
city listserv and referrals from police officers. Recruitment efforts will also be made through print and
social media. Personal contacts with community residents will be used, and members themselves,
while not formally engaged in recruitment, will be encouraged to refer prospective candidates.
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Minimum member qualifications and essential skills and abilities are detailed in the AmeriCorps
Clearwater Member Position Description and shared with each candidate prior to application. Because
members must serve in a law enforcement environment, candidates must meet the requirements of
law enforcement applicants. They are required to undergo an extensive background screening,
National sex offender check and a criminal history check. All applicants undergo an extensive
interview with a board of three individuals. The board consists of the program director, Sgt. of the
Special Operations Division, and one AmeriCorps team leader. Interview topics consist of teamwork,
ethics, motivation to serve, scenarios, accomplishments, challenges and perception of law
enforcement. Applicants are also encouraged to spend a half-day serving with the team leaders to
ensure they understand the nature of the program. This allows the applicant to see the program first
hand and gives the team leaders a better understanding of the potential member.
AmeriCorps Clearwater is proud to seek a diverse corps, including members with disabilities to ensure
their future participation. To identify candidates, the program reaches out to entities that specifically
serve the disabled population such as the Florida Department of Education Office of Vocational
Rehabilitation Services, Service Source, Inc- Pinellas County High School High Tech and the St.
Petersburg College Office of Services to Students with Disabilities. As a program of the City of
Clearwater, AmeriCorps Clearwater is committed to the inclusion of qualified persons with disabilities
in the provision of its services and to removing any barriers that would prohibit it. The City of
Clearwater Equity Services Department promotes the dignity and worth of all people, as well as
facilitating the City ADA Advisory Committee objectives regarding accessibility issues with respect to
City-owned buildings and facilities. When reasonable accommodations are needed, AmeriCorps
Clearwater can use Equity Services to secure them.
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2. Member Development and Training
Attachment number 2 \nPage 8
Members will begin AmeriCorps Clearwater with two-weeks of orientation and pre-service training
starting the first week of January and for June start members orientation begins the first week of
June. Training topics include AmeriCorps lol, department policies and procedures, team building,
Citizenship, member development, safety protocols, safe vehicle operation, traffic control, police codes
and radio training, ACISS report writing, pawn slip entry and many others. At the end of the program
orientation, members are given their assignments and shift schedules which are revised on a monthly
basis. Members are also introduced to target neighborhoods, community partners and given a tour of
Clearwater. Members will gather on a monthly basis for additional trainings such as Intro to Disaster,
Diversity, CPR and other required trainings. Member meetings are held once a month, in which
members and staff reflect on service experiences, plan future service projects and engage in team-
building activities.
S�teen AmeriCorps members will have various opportunities to be mentored by police staff. They are
required to complete three ride-alongs or shadowing experiences before the end of the program year,
which may include riding with a patrol officer, attending a K9 unit training, shadowing in the
Communication Center (dispatch), riding with a CSI technician and other opportunities. Four
members belong to our Beach Anti Crime Team and have weekly shifts where they work directly with
officers in this division. Most members will serve at a local school and receive mentoring from one of
three School Resource Officers. All members have regular contact with the Special Operations
Sergeant and other CPD staff inembers.
3. Supervision
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To ensure adequate support and supervision, the program director implements a structured service
environment. The program director monitors and verifies service activities on a daily basis, and
members are expected to maintain on-going communication with the program director while they are
out on assignment. In addition, the program director performs monthly site visits at the schools, and
attends all trainings, service projects and teambuilding activities to provide necessary support and
guidance.
In addition to the program director, members may be supervised by various Clearwater Police officers
or other personnel assigned to their duty service site. Examples include the School Resource Officers,
the Sergeant assigned to the Beach Anti-Crime Team and non-sworn staff in the crime analysis unit
and at the main station front desk. These additional supervisors are provided with an initial program
overview and site expectations to start the year and kept up to date with weekly newsletters and
ongoing contact with the program director.
4. Experience
We anticipate that most of our members will pursue a career in law enforcment. We have designed
AmeriCorps Clearwater to provide them with unique professional development opportunities.
Specialized sections of the police department provide trainings to the members on a regular basis and
members are given the opportunity to complete ride alongs, participate in police training sessions,
attend field trips to other law enforcement agencies and hear speakers on various industry topics.
Members wear police issued uniforms, are trained on and utilize police issued radios and patrol in
police marked vehicles. This experience is a unique, hands on opportunity for them to see police work
and gain community interaction from the front lines. Members receive training and assist with non-
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hazardous activities such as traffic direction, disabled vehicle assists and basic patrol duties in local
parks, beaches and neighborhoods. They maintain direct citizen contact in all areas of their job
including tutoring, service project participation and public safety events and education presentations.
AmeriCorps Clearwater recognizes the importance of building solid relationships among members of
the Corps and promoting team unity. Members are continuously involved in teambuilding activities
and service projects to bring them together. One of the activities the program provides is a member
retreat, which involves a day of team building at a local ropes course along with lunch and reflection.
From experience, team unity and esprit de corps is a significant piece to member retention. The
program seeks to provide various trainings and growth opportunities to the members to keep them
involved, motivated and committed to the program.
5. Identifying with AmeriCorps and Embracing Civic Responsibility
Members showcase the AmeriCorps brand on a daily basis. Uniforms are worn at all times during
service and include police collared shirts with the AmeriCorps patch highly visible over the left breast
pocket, AmeriCorps t-shirts worn during service projects and community activities and other branded
gear provided as part of their program experience. These items are on constant display to the public
and daily contact with citizens prompts many conversations about AmeriCorps. Members are
encouraged to promote the program and share their experiences to spread the word about AmeriCorps
and our community outreach. Depending on their term of service and performance, members may
also possess personal AmeriCorps gear given as gifts or awards. These items may include logo
backpacks, sweatshirts, jackets, reusable water bottles, lanyards, bumper stickers and more. These
items are used in their personal lives and also prompt them to speak about their AmeriCorps
experience.
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Outside of displaying the AmeriCorps emblem, identification with AmeriCorps and service ethics is
stressed throughout the program year. On the first day of orientation, the history and expectations of
national service are discussed in detail inlcuding introduction to Volunteer Florida, AmeriCorps and
CNCS. Orientation concludes with our Corps' participation in MLK Day of Service activities;
conducted with our friends at AmeriCorps Hillsborough Reads and Senior Corp, to emphasize to each
member that they are a part of an important national movement. From this point forward, all
members complete weekly activities that directly serve citizens in collaboration with community
agencies and participate in various community service and training activities with other local
AmeriCorps programs. Beyond this, members are encouraged to participate in various group service
projects, volunteer outside of their AmeriCorps duties and recruit friends and family to volunteer with
them.
Members are also encouraged to reflect upon their service through "Experience Journals" collected bi-
weekly with their timesheets and read and reflected on by the program director. Various reflection
exercises will be performed after each service project and periodically throughout the year during
monthly team meetings and team building activities. A wrap up reflection piece involving the
"Experience Journals" will also be performed to close out the year at the final team meeting in
December.
Members will also be expected to exemplify active citizenship in our community. Citizenship training
is also conducted early on in orientation and reviewed several times throughout the year to promote
voting, volunteerism and their role as public servants. AmeriCorps Clearwater expects members to
arm themselves with knowledge about the assets of our communities. To accomplish program
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objectives, members must work with city residents and community groups to plan projects and events
that address community needs. They will be called upon to inspire community residents to service.
The motivation and recruitment of community volunteers is a program performance measure in its
own right. Through training and interaction with residents, AmeriCorps members will not only better
understand the issues facing our communities, but also apply their knowledge to address community
needs
D. OUTCOMES: PERFORMANCE MEASURES
The program will measure outcomes of proposed activities by following systems in place as it relates to
the performance measures. During the 2013 program year the following performance measures and
their outcomes will be targeted.
1. Child Safety Education
Members will educate at least 36o citizens on preventing childhood injuries. These presentations and
activities will take place at least twice per month and concentrate on preventing childhood injuries
through bicycle and pedestrian, child passenger, water and other related safety topics.
To accomplish this objective members will: 1) participate in safety presentations and events with
SafeKids Coaliton professionals and CPD Community Liaison officers, 2) conduct bicycle rodeos and
helmet fittings with All Children's Hospital Safe Routes to School staff and 3) perform safety checks
and educate the community on Child Passenger Safety.
2. Increased Community Safety
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Members will improve community safety by assisting in the execution of non-hazardous activities
including safety education on preventing childhood injuries, city patrols, data entry of pawn slips to
determine crime patterns and assist in stolen property recovery, assistiance in our local high and
middle schools, customer service at the main station front desk, basic report writing and responding to
non-hazardous citizen calls for service.
To accomplish this objective members will: 1) assist sworn officers with at least 4,75o citizen calls for
service such as disabled vehicles, traffic accidents, traffic direction assistance, lost/found property and
2) perform 1,20o additional community safety activities such as pawn slip entry, basic report writing,
front desk customer service, assisting school resource officers and closing community parks.
3. Volunteer Recruitment
Members will promote community strengthening by recruiting 6o citizens to serve 20o hours of
service as volunteers during AmeriCorps service projects and community policing events. Volunteers
may serve one time or on a continual basis. AmeriCorps Clearwater strives to see recruited volunteers
join the Clearwater Police Volunteer Program and serve on a regular basis or even apply to become
future AmeriCorps members.
To accomplish this objective: 1) each member will be required to recruit at least three volunteers
throughout the program year, 2) volunteers will serve alongside AmeriCorps members and assist with
community events, service projects and public safety presentations. Volunteers will be required to fill
out the sign-in log at each activity. This log will be created and maintained by the program director
and will reflect the volunteer name, activity date, time in and out, total hours served and activities
performed. The data will be collected and analyzed byt he program director on a monthly basis to
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ensure targets have been accomplished.
F. THE BIG PICTURE
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AmeriCorps Clearwater has a strong plan to meet the needs in our community. As representatives of
the Clearwater Police Department, members perform non-hazardous duties including park and
neighborhood patrol, public safety education, traffic direction and enter pawn slips. All of these
services help to improve police responsiveness to the community, which has been delayed due to
manpower shortages. Another important impact the program has on the community is by increasing
the availability of public safety education to citizens through member participation in presentations
and safety related activities such as bicycle rodeos and safety fairs.
In addition, the AmeriCorps Clearwater program increases the pool and number of well-qualified
police officers by training and preparing members for future careers. To date, 20-25 AmeriCorps
Clearwater alums are serving as police officers in agencies throughout Florida, 18 of which are officers
at the Clearwater Police Department and one is an FBI agent.
The big picture is the strengthening of the Clearwater community through a stronger and more
responsive police department, increased public safety information and services to all residents (Spanish
and English speaking) and the cultivation of strong, skilled public servants (our members) that will
continue to serve their community throughout their lives.
Organizational Capability
II. Organizational Capability
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A. ORGANIZATIONAL BACKGROUND AND STAFFING
1. History and Staffing
The Clearwater Police Department was established in 1916 and their mission is to strive to consistently
provide impartial, professional, community-oriented police services, delivered by courteous,
competent, dedicated employees, resulting in an enhanced quality of life for their citizens and the
enrichment of their valued employees.
Today, the police department employs 362 people, including 231 sworn Police Officers who provide
patrol, law enforcement, crime prevention and other law enforcement-related services to the residents
of Clearwater. Key staff positions for the program include the AmeriCorps Clearwater program
director (grant funded), the Clearwater Lieutenant and Sergeant of Special Operations (not grant-
funded), and the Senior Accountant (not grant-funded). The Lieutenant oversees the AmeriCorps
grant and approves all program expenditures. The Sergeant of Special Operations is the direct
supervisor to the AmeriCorps program director. He provides general administrative support and
guidance, and acts as the link between the AmeriCorps program and the police department. The
AmeriCorps program director is the primary contact and devotes l00% of her time to the daily
administration of the AmeriCorps Clearwater program, program planning, operational and budget
management, assessment, reporting, and assignment and supervision of inembers. The Senior
Accountant is the secondary contact and provides on-site fiscal support to the program, as well as
working closely with the program director to ensure financial reports are submitted in an accurate
and timely fashion. The Lieutenant and Sergeant of Special Operations, and the Senior Accountant
bring a wealth of more than 2o years of law enforcement experience and more than lo years in grant
management to benefit the AmeriCorps Clearwater program.
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2. Organization Experience
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Clearwater Police Department has successfully overseen the AmeriCorps Clearwater program since
2005. The AmeriCorps program is an important component of the department and CPD has
historically matched, and some years exceeded, CNCS funding. In addition to AmeriCorps, they have
overseen similar programs such as their former cadet program, other specialized grant programs,
internship programs and their current volunteer program. The department has many
accomplishments over the years. Most recent, and involving two 2012 bilingual AmeriCorps members,
the Vera Institute in NYC will highlight the Hispanic Outreach Center Program and the Human
Trafficking Initiative in their 2012 annual report for best practices relating to immigrant relations.
The Chief of Police has mentioned on numerous occasions; to program staff, the CEO of Volunteer
Florida and the public, the importance of AmeriCorps Clearwater to the department. He is a strong
supporter and feels the program adds great value to the department in regards to the services they
provide and the potential law enforcement personnel developed in members. The AmeriCorps
members are an extension of the police officers and the department depends on them to assist citizens
and meet community needs.
3. Success in Securing Match Resources:
Clearwater Police Department has made a commitment to the program next year and beyond,
already setting aside funds for future program years. The senior accountant provides on-site fiscal
support to the program, as well as working closely with the program director to ensure financial
reports are submitted in an accurate and timely fashion. Overall, the police department is committed
to providing resources and support to ensure the program runs smoothly and effectively.
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AmeriCorps Clearwater has been funded since 2005 at an average rate of $149,00o per program year,
over the past five years. The organization match averages 53% of program costs over this time period
and is set to remain in that range at 52% match for 2013. The AmeriCorps Clearwater program has
averaged approximately 9% of the total Clearwater Police Department operating budget over the same
five year period and with a projected budget of $35.� million for 2012-2013, is slated to cover the same
9% in 2013.
As evident in our budget narrative, AmeriCorps Clearwater has secured a total cash match of
$105,654 from the Clearwater Police Department for 2013. These funds come from the Special Law
Enforcement Trust Fund, which is composed of property and cash seized by the police and available
for use only to programs and activities related to drug and crime prevention, safe neighborhoods and
school resource officers, which AmeriCorps participates in all. Cash match funds are applied to
program director salary and member costs. In addition, in-kind commitments equal $�6,445 of the
total program budget. These are detailed on the budget narrative and include, administrative
oversight, office space for program staff and members, equipment, vehicle use for program
operations, member uniform materials and instructor/trainer time.
4. Success in Securing Community Support
Solving problems through partnerships is the fundamental principle of policing and it was a
commitment to this approach that led to the creation of AmeriCorps Clearwater. Most program
success can be credited to the excellent partnership AmeriCorps Clearwater has engendered with both
the police department and a multitude of other community and city groups. Community partners
consist of a variety of public and private secular and faith-based service organizations. These include
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organizations such as Florida Suncoast SafeKids Coalition, Pinellas County Schools, Service Source,
Inc., RSVP, Keep Pinellas Beautiful, Operation Graduate, Hispanic Outreach Center and Religious
Community Services (RCS) . All community partners are chosen based upon the fit of the agency
mission to that of AmeriCorps Clearwater, and ability to serve and access target populations in the
community. In addition to serving as collaborators on service projects and in the planning of
community events, community agencies occasionally supervise members, contribute feedback for
program evaluation purposes, help in the recruitment of future members and volunteers and help
AmeriCorps stay focused in on community priorities.
5. Program History of Success
The AmeriCorps Clearwater program is a vital player in the Clearwater Police Deparment. In 2011,
AmeriCorps saved $615,194 of police officer time or 20,418 hours. In the first quarter of 2012,
AmeriCorps has saved a total of $136,320 of police officer time or 4,524 hours. This actually equates
to achievement of half of our target in only a fourth of the year. The time and funds saved help boost
manpower and resources to respond faster and more frequently to citizen calls for service and requests
for education.
AmeriCorps Clearwater has celebrated many additional accomplishments, evident in the program's
monthly, quarterly and annual progress reports to its state commission. It has reliably achieved and
frequently surpassed it's program performance measures and has received local, state and even
national recognition for its efforts. In 2011, AmeriCorps Clearwater was chosen to host an important
meeting and presentation with former CEO Wendy Spencer and a representative from Cognressman
Bill Young's office. Most recently, AmeriCorps members were spotted on duty during Spring Break
2012 and impressed a local reporter enough to feature the program in our regional Tampa Bay Times
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publication. They made the front page of our county section and the program received many positive
follow up calls, interested recruits and proud staff and citizen comments from the experience.
B. SUSTAINABILITY
AmeriCorps Clearwater staff and a new sustainability committee, which will be formed and meet in
the summer of 2012, will work on a plan that will incorporate the existing Clearwater Police Volunteer
program and an enhanced student internship program into the Clearwater Police Department.
Volunteers and student interns perform similar tasks as the AmeriCorps members, including pawn slip
entry, neighborhood patrols, public safety presentations and community service projects. Students
will gain college credit and volunteers and students will gain valuable experience in law enforcement
and public safety. In turn, sustaining AmeriCorps services to the community.
The Clearwater Police Volunteer Program was formally established in 1997 as a logical outgrowth of
the Department's community policing strategy. One of the strongest elements of that strategy is the
strong ties that have been established between police and the community. In reaching out to the
community over the years, the Clearwater Police Department came to realize that any successful
community policing/crime prevention program would have to include the active participation of
Clearwater's citizens. While the department had utilized civilian volunteers on an informal basis in
the past, it was in 1997 that the idea of establishing a formal Volunteer Program to supplement the
existing staff finally became a reality.
Currently, the program has 52 volunteers enrolled that individually serve on average 12 hours per
week. The program is registered as a Volunteers in Police Service (VI PS) program under the USA
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Freedom Corps. To ensure a diverse volunteer group, volunteers are recruited via word of mouth,
various media and volunteer fairs. They attend an extensive week long orientation and training, and
are provided with on-going training throughout the year. The volunteers augment sworn officers in
non-hazardous situations such as parking enforcement, bicycle registrations, business emergency
contact records, minor traffic crashes and much more. The police department looks for civic-minded
citizens who are willing to volunteer their time to improve the quality of life in the community.
The Clearwater Police Department is currently experimenting with various interns from both the high
school and college level. Within driving distance to our city there are at least three schools with
Criminal Justice and/or Public Safety Administration programs. These include the University of
South Florida (Tampa and St. Petersburg campuses), the University of Tampa and St Petersburg
College. Pinellas County Schools also sponsors a Criminal Justice magnet program at Pinellas Park
High School where seniors are rotated into internship spots during two semesters per year. Interns
are unpaid, but receive school credit and valuable law enforcement insight and experience. They also
serve with AmeriCorps members to expose them to the program for recruiting purposes. Interns
currently serve 4-lo hours per week in shadowing sessions, but hours, training and duties can be
increased as needed.
C. COMPLIANCE AND ACCOUNTABILITY
AmeriCorps Clearwater strives to maintain absolute compliance with federal and state requirements.
During a recent desk audit for the 2011 program year a question arose regarding National Criminal
History checks. All questions were satisfactorily answered and no compliance issue was found.
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Currently, the program director (the primary grant contact) and senior accountant (the secondary
grant contact) work together to insure compliance is met and all issues corrected in an efficient and
effective manner. The program director and senior account meet regularly with divsion supervisors
and upper management to provide progress reports and to discuss progress towards achieving
performance measures. To ensure continuous program improvement, the program currently
distributes an annual stakeholder survey to lead agency staff inembers, program partners and
community organizations come into comtact with members. The program director and Lieutenant
review the survey results, and once the results have been analyzed, the findings are then shared with
department staff, community partners, and the AmeriCorps members. In 2010, 94 % of community
stakeholders strongly agreed or agreed that the AmeriCorps Clearwater program has made important
contributions to making the Clearwater community safer. The feedback we collect from the surveys
provide valuable data for future planning and monitoring of the program in order to provide the best
services to the citizens of Clearwater.
AmeriCorps Clearwater is in complete compliance with the Florida Statewide Evaluation. The
program director and all community partners have completed the required surveys. AmeriCorps
Clearwater fully supports the Statewide Evaluation and will continue to participate when requested to
do so.
D. RECENT PROGRAM OUTCOMES
1. Enrollment and Retention
During the 2010-2011 period, the program ended the year with a l00% enrollment rate and an 89%
retention rate. Out of 18 slots, two members voluntarily left the program early due to personal
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reasons.
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At the close of recruitment for the 2011-2012 period, five members elected were chosen to continue
the program and ten new members were added. Currently, the 2012 program has 13 active members.
Unfortunately, one member exited early for personal reasons and another was let go due to
attendance issues. This puts the program at a �8% enrollment rate and a retention rate of 8�%. The
program is currently recruiting 4 half-time members to begin their service on June 19, 2012, which
will put the program at a l00% enrollment rate.
During 2013 the program intends to strive for l00% retention by requiring a pre-orientation ride along
with AmeriCorps members to ensure that applicants understand exactly what they are getting
involved in and stronger interview questions to focus on applicant availability and understanding of
expectations. The program will also strive to increase team building activities to strengthen bonds and
the feeling of responsibility toward the program and team as a whole.
2.Performance Targets and Demonstrated Compliance
In 2oli, AmeriCorps saved $615,194 of police officer time or 20,418 hours. The program also
recruited �8 community volunteers who completed 413 hours of service. These figures greatly
exceeded all performance targets set. In the first quarter of 2012, AmeriCorps has saved a total of
$136,320 of police officer time or 4,524 hours. So far, members have recruited 25 community
volunteers who completed 99 hours of service. This actually equates to achievement of half of our
performance targets in only a fourth of the year. We have altered our performance targets for 2013 in
order to raise the bar, challenge the members and continue program growth.
Cost Effectiveness and Budget Adequacy
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I I I. Cost Effectiveness and Budget Adequacy
a) Efficiency:
AmeriCorps Clearwater enjoys solid financial support from its primary partner at levels that are in
excess of the federal matching requirements for the program. The proposed program services are to
increase police responsiveness to the community and provide public safety education activities to
community members that the City would not be able to provide otherwise. The amount of money
AmeriCorps Clearwater saves the Department is over $400,00o per year and continues to increase
over time. The program is also cost-effective as it relates to the program budget. Since the police
department provides unlimited in-kind resources to the members and the program, the cost per MSY
is extremely cost-effective, and the program has the ability to operate a less costly budget.
The proposed cost per MSY equals $12,009 for the program year. A new sworn officer costs the
department approximately $75,00o for the year, which is $61,�0o more than a full time AmeriCorps
member. The Clearwater Police Department does not have the budget to spend $825,00o to hire 11
new officers, but can easily handle their cash match of $105,654 for 14 MSY through AmeriCorps.
The AmeriCorps members by no means replace the missing officers, but they allow the existing staff
to maximize their resources and increase responsiveness to the community. The cash match of
$105,654 is a mere o.23% of the CPD overall budget making it extremely cost effective for the
organization. These funds come from the Special Law Enforcement Trust Fund which is composed of
seized property and cash and can only be spent on programs related to crime and drug prevention,
safe neighborhoods and school resource officers.
The program is also very cost effective for the CNCS as the Clearwater Police Department historically
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matches or exceeds the Corporation's funding. In 2011 CPD funded the program at 48% and is slated
to cover 52% in 2012. This leverages federal funds and doubles it's value and effectiveness turning
$182,099 into a $350,223 program.
b) Diversity of Non-Federal Support
AmeriCorps Clearwater has secured non-Corporation resource commitment both in-kind and cash
match dollars from the Clearwater Police Department. CPD offers access to valuable in-kind
resources such as City vehicles (marked police trucks, City gas and repair facilities), City employee
training (vehicle operation, CPR/First Aid, report writing and traffic control), uniforms,
communication equipment and office computers accessible to members. In-kind assistance equals a
value of $�6,445• Additional outside in-kind resources include the American Red Cross who provides
member Disaster Relief training and Volunteer Florida who provides Disability Awareness training.
c) Decreased Reliance on Federal Support:
It is the police departments' intent to replicate the AmeriCorps program in the absence of federal
support by creating a program utilizing volunteers and student interns who will provide AmeriCorps
like services to the community. However, it is unlikely that the police departments' resources will
cover the full costs of inember stipends, child care and education award. AmeriCorps Clearwater and
its community partners are scheduled to meet in the summer of 2012 to begin implementation of a
solid sustainability plan, utilizing non-federal funds.
d) Budget Adequacy
AmeriCorps Clearwater has proposed a cost-effective and well-established budget for the 2013
program year. The program successfully implements its budget and continues to allocate dollars
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without over usage of federal or local funds. Budget allocations are aligned to support the program
design and member activities. With the lead agency's support, the program is able to provide a
sufficient budget that is monitored and implemented correctly.
Evaluation Summary or Plan
Clearwater will continue to participate in the Florida Statewide Evaluation conducted by Florida State
University which includes responding to online surveys twice per year and assuring participation by
our community partners.
Amendment Justification
Supplemental funding and additional MSY has been approved - Clearwater will hire 3 additional Full
Time members.
Clarification Summary
N/A
Continuation Changes
N/A
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PerFormance Measures
Grant Characteristics
0 AmeriCorps Member Population - Corr�nunities of Color
0 AmeriCorps Member Population - Low-income Individuals
❑ AmeriCorps Member Population - Native Americans
❑ AmeriCorps Member Population - New Americans
❑ AmeriCorps Member Population - Older Americans
❑ AmeriCorps Member Population - People w ith Disabilities
❑ AmeriCorps Member Population - Rural Residents
0 AmeriCorps Member Population - Veterans, Active Military, or their Families
❑ AmeriCorps Member Population - None of the above
❑ Geographic Focus - Rural
0 Geographic Focus - Urban
❑ Encore Program
Focus Areas
❑ Capacity Building
Selected for National Measure
❑ Education
Selected for National Measure
❑ Healthy Futures
Selected for National Measure
❑ Environmental Stew ardship
Selected for National Measure
❑ Veterans and Military Families
Selected for National Measure
❑ Economic Opportunity
Selected for National Measure
0 Other
Selected for National Measure
❑ Disaster Services
Selected for National Measure
❑
❑
❑
❑
❑
❑
❑
❑
Grand Total of all MSYs entered for all Focus Areas
Service Categories
Community Policing/Community Patrol
None of the Above/Other
Focus Area: Other
m
Primary 0
�
Service Category: Community Policing/Community Patrol
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Secondary ❑
Secondary 0
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Measure Category:Not Applicable
5trategy to Achieve Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will be assigned to work with local SafeKids Coalition professionals and Community
Liaison officers to create public safety presentations and educational activities and present them in
various public forums. Subject areas will include child passenger safety, bicycle and pedestrian
safety, water and pool safety and other information to educate on child injury prevention. Target
audiences will include school children, parents, teachers and caregivers; including offerings in
Spanish to our large Hispanic population.
Result: Output
Members will offer child injury prevention education to at least 36o citizens, an average of twice per
month, including bicycle and pedestrian, child passenger seat and water safety.
Indicator: Number of citizens receiving education regarding preventing childhood injuries
Target: 360 citizens w ill be educated on preventing childhood injuries
Target Value: 360
Instruments: Sign in/Attendance sheets at each presentation and event
PM Statement: Members w ill offer child injury prevention education to at least 360 citizens, an average of tw ice per
month, as measured by activity sign in and attendance sheets.
Prev. Yrs. Data:
Result: Intermediate Outcome
75% of participating citizens will report that they gained valuable knowledge on how to prevent
childhood injuries.
Indicator: percent of participants w ho gained know ledge on preventing childhood injuries
Target: 75% of participants w ill gain know ledge on preventing childhood injuries
Target Value: 75%
Instruments: post activity surveys
PM Statement: 75% of participating citizens w ill report having gained know ledge on preventing childhood injuries as
measured by participant surveys conducted after each presentation or event.
Prev. Yrs. Data:
Focus Area: Other
Service Category: Community Policing/Community Patrol
Measure Category:Needs and Service Activities
Strategy to Achieve Results
Item # 9
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Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will improve community safety through assisting with non-hazardous activities including
safety education on preventing childhood injuries, city patrols, data entry of pawn slips to determine
crime patterns and assist in stolen property recovery, assistiance in our local high and middle
schools, customer service at the main station front desk, basic report writing and responding to non-
hazardous citizen calls for service.
Result: Output
Members will complete at least 1,20o additional community safety activities including pawn slip
entry to determine crime patterns and return stolen property, main station front desk assistance
with direct citizen contact, basic report writing, assisting SROs in local schools and closing
community parks.
Indicator: number of additional corr�rxanity safety activities completed by members
Target: 1,200 additional corr�rxanity safety activities completed by members
Target Value: 1200
Instruments: Certification statements subrritted by affected department divisions and member timesheets
PM Statement: Members w ill complete at least 1,200 additional corr�nunity safety activities as measured by
certification statements and member timesheets.
Prev. Yrs. Data:
Result: Output
Members will improve community safety through assisting sworn officers to respond to at least
4�75o non-hazardous citizen calls for service which may include disabled vehicles, traffic accidents,
traffic light malfunctions, lost and found property and other reported incidents.
Indicator: number of calls members assist w ith
Target: 4,750 calls members assist w ith
Target Value: 4750
Instruments: ��nication Center statistical reports
PM Statement: Members w ill directly assist w ith at least 4,750 non-hazardous citizen calls for service w hich w ill
improve corr�nunity safety as measured by Corr�nunication Center statistical reports.
Prev. Yrs. Data:
Result: Intermediate Outcome
Members will respond to 4,75o non-hazardous calls for service that will result in 90% of the calls
closed and citizen needs met.
Indicator: percentage of citizen calls for service responded to by AmeriCorps closed
Target: 90% of of citizen calls for service responded to by AmeriCorps w ill be closed
Target Value: 90%
For Official Use Only
Page 28
I[�'ii�:�'7
Attachment number 2 \nPage 2!
Result: Intermediate Outcome
Instruments: ��nication Center data reports
PM Statement: Members w ill respond to 4,750 non-hazardous calls for service that w ill result in 90% of the calls
closed and citizen needs met as measured by communication center data reports.
Prev. Yrs. Data:
Focus Area: Other
Service Category: None ofthe Above/Other
Measure Category:Strengthening Communities
5trategy to Ac�ie�e �Results
Briefly describe how you will achieve this result (Max 4,000 chars.)
Members will support the Clearwater Police Department's efforts to promote community
strengthening by recruiting 6o individuals to serve as volunteers in AmeriCorps, Service Events and
community policing activities.
Result: Output
After one year, 6o recruited volunteers will provide 24o hours of service.
Indicator: number of volunteer hours
Target: 240 volunteer hours
Target Value: 240
Instruments: spreadsheet, event sign in sheets
PM Statement: After one year, 60 member recruited volunteers w ill serve 240 hours w hile assisting w ith various
AmeriCorps, corr�nunity service and public safety related activities as measured by event sign in
sheets and a spreadsheet compiling all data fromthese sheets.
Prev. Yrs. Data:
Result: Output
After one year, 19 members will recruit 6o volunteers to to assist with various AmeriCorps,
community service and public safety related activities.
Indicator: Number of volunteers recruited
Target: 60 volunteers
Target Value: 60
Instruments: spreadsheet, event sign in sheets
PM Statement: After one year, 19 members w ill recruit a rrinimum of 60 volunteers from the local corr�rxanity to
assist w ith various AmeriCorps, community service and public safety related activities as measured
by event sign in sheets and spreadsheets compiling all data collected fromthese sheets.
Prev. Yrs. Data:
For Official Use Only
Page 29
I[�'ii�:�'7
Document Name
Required Documents
For Official Use Only
Page 30
Status
Attachment number 2 \nPage 3i
I[�'ii�:�'7
Attachment number 3 \nPage 1
Exhibit II
2012-2013 Program Year
Exhibit II
AmeriCorps Programmatic Requirements
Provider Name: City of Clearwater Police Department
AmeriCorps Program Name: AmeriCorps Clearwater
I. Program Performance Measures
A. Child Safetv Education (Outnut): Members will offer child injury prevention
education to at least 360 citizens, an average of twice per month as measured by
activity sign-in and attendance sheets. Target: 360
B. Child Safetv Education (Intermediate): 75% of participating citizens will report
having gained knowledge on preventing childhood injuries as measured by
participant surveys conducted after each presentation or event. Target: 75
C. Improved Communitv Safetv (Output): Members will directly assist with at
least 4,750 non-hazardous citizen calls for service which will improve community
safety as measured by Communication Center statistical reports. Target: 4,750
D. Improved Communitv Safetv (Intermediate): Members wi11 respond to 4,750
non-hazardous calls for service that will result in 90% of the calls closed and
citizen needs met as measured by communication center data reports. Target: 90
E. Improved Communitv Safetv (Output): Members will complete at least 1,200
additional community safety activities as measured by certification statements and
member timesheets. Target: 1,200
F. Volunteer Recruitment (Outnut): After one year, 16 members wi11 recruit 60
volunteers from the local community to serve 240 volunteer hours to assist with
various community service and public safety related activities as measured by
event sign-in sheets and spreadsheets compiling all data collected from these
sheets. Target: 60, Target: 240
II. Staff Recruitment and Responsibilities
A. Staff positions, duties, responsibilities and the number of staff working in this
program may be revised if requested in writing by the provider and approved in
writing by the Commission, provided such revisions do not exceed original budgeted
amounts for staff. The Provider will hire and maintain 1.0 FTE Program Director
to be responsible for the overall management of the program. Please note that 1 FTE
program director is required for programs that have 10 or more members.
B. The Provider will hire and maintain .05 FTE Lieutenant to be responsible for
supervision of Program Director.
C. The Provider will hire and maintain .20 FTE Sergeant to be responsible for
supervision of Program Director.
D. In the event of a change of staff, the Provider agrees to provide new staff with a
program operation manual and/or policies and procedures for the AmeriCorps
program. The Provider agrees to notify the Commission in writing or via e-mail
within ten (10) working days of any program staff vacancies funded by this grant.
IIL AmeriCorps Member Recruitment and Responsibilities
Item #�9
Attachment number 3 \nPage 2
Exhibit II
2012-2013 Program Year
A. Recruit nine (9) AmeriCorps Members into full time service, ten (10) AmeriCorps
Members into half time service within 60 days of implementation of this contract.
Members will be provided with a living allowance in accordance with the
AmeriCorps Provisions (Attachment IV). Members will provide direct service in
areas outlined in the approved proposal (Attachment �.
B. The Provider agrees to develop and enter into signed agreement with each Member
using an AmeriCorps Member Contract in compliance with the AmeriCorps
Provisions.
C. The Provider agrees to implement the program's Commission approved Disability
Community Development Plan to recruit persons with disabilities into the program.
D. The Provider agrees to establish and maintain a disaster-oriented role with a partner
organization for its members, staff and volunteers to assist in disaster preparedness,
response, recovery and/or mitigation activities. The Provider agrees to document this
disaster-oriented role in writing with a letter of acknowledgement, at a minimum,
from the partnering organization. See section LK. of contract.
E. The positions, position descriptions, and number of Members serving in this program
may be revised if requested in writing by the provider and approved in writing by the
Commission.
F. All Members must be enrolled in the eGrants AmeriCorps Portal. The provider
further agrees to assign members to a service location within the AmeriCorps Portal
no more than 30 days from start of service.
G. Member positions may only be revised through a Member Change of Status Form
completed via the eGrants AmeriCorps Portal for each Member for the following
conditions:
a. suspension;
b. ending service early;
c. reinstatement to service;
d. utilization of the Family Medical Leave Act; or
e. transfer to another AmeriCorps program.
The program agrees to keep all documentation associated with Member Change of
Status in a member file.
H. The Provider will complete a National Criminal History Check of all members and
staff supported by CNCS grantee and match funds. National Criminal History Checks
include the NSOPR and are consistent with Corporation for National & Community
Service and Commission requirements. The Provider must submit the Volunteer
Florida National Criminal History Check Status Form (Attachment VIII) within sixty
(60) days of the program start date. Failure to complete the status form may result in
delay of program reimbursements.
L A National Service Trust End of Term of Service/Exit Form must be completed via
the eGrants AmeriCorps Portal for each Member upon completion of her/his term of
service.
J. The Provider will complete forms via the eGrants AmeriCorps Portal within 30 days
upon a member's enrollment in, completion of, lengthy or indefinite suspension from,
or release from, a term of service.
Item #�J
Attachment number 3 \nPage 3
Exhibit II
2012-2013 Program Year
K. The Provider will report member service hours to the Commission at least quarterly
and will audit and update member service hours at least monthly. The Commission
reserves the right to review Member service hours at anytime.
L. The Provider will provide an opportunity for members to complete the Commission's
annual Members with Disabilities Self Report Survey.
IV. AmeriCorps Staff Training
A. The Commission will ensure the provision of training and/or technical assistance
to ensure successful program implementation and operation. The required
trainings include the Volunteer Florida Program Director Meetings and associated
webinars.
B. Program Directors must complete a minimum of two (2) disability related
trainings each year. Training not provided by the Commission must be approved
in advance by Commission staff designated to oversee the Commission's
disability inclusion responsibilities. Suggested topics are, but are not limited to
the following:
i. Disability awareness and appreciation;
ii. Title I of the Americans with Disabilities Act;
iii. Title III of the Americans with Disabilities Act;
iv. supervisory techniques;
v. AmeriCorps member evaluation;
vi. working with the media;
vii. AmeriCorps member motivation;
viii. report writing; and
ix. financial/grants management
C. The Commission will ensure the provision of fiscal training and/or technical
assistance to ensure successful fiscal program implementation and operation.
Program fiscal staff will be required to complete the Volunteer Florida Fiscal
Trainings.
V. AmeriCorps Member Training
A. The Provider will ensure the provision of training and/or technical assistance for
members. Required trainings include:
i. American Red Cross-certified or comparable CPR and First Aid training.
The Provider will have all members trained or certified in CPR and First
Aid.
ii. Diversity appreciation;
iii. Citizenship;
iv. Disability awareness and appreciation training adhering to the
Commission's approved content.
v. Introduction to disaster preparedness, mitigation, and response.
B. Other suggested training topics include, but are not limited to:
i. team building;
ii. conflict resolution;
iii. career development;
iv. Life after AmeriCorps
Item #39
Attachment number 3 \nPage 4
Exhibit II
2012-2013 Program Year
v. Additional disaster response training including; Emergency Shelter
Operations, Emergency Temporary Roofing, Points of Distribution,
Volunteer Reception Center Simulation.
VL National Service Activities
The Provider will schedule and conduct at least one direct service activity designed
for and conducted as part of the Seasons of Service, the designated national service
days of the Corporation of National Service, during the contract period.
-u :
.,
AmeriCorps Clearwater
Clearwater Police Department
Application ID: 12AC143199
Section I. Program Operating Costs
A. Personne) Expenses
B. Personne) Fringe Benefits
C. Trave)
Staff Trave) (Trave) to CNCS-Sponsored Meeti
Member Travel
Tota I
D. Equipment
E. Supplies
F. Contractua) and Consultant Services
G. Training
Staff Training
Member Training
Tota I
H. Evaluation
I. Other Program Operating Costs
Section I. Subtotal
Section I Percentage
Section II. Member Costs
A. Living Allowance
Ful) Time (1700 hrs)
1-Year Half Time (900 hours
Reduced Half Time (675 hrs'
Quarter Time (450 hrs)
Minimum Time (300 hrs)
2-Year Half Time (2nd Year)
2-Year Half Time (1st Year)
Tota I
B. Member Support Costs
FICA for Members
Worker's Compensation
Health Care
Section II. Subtotal
Section II. Perce
Attachment number 4 \nPage 1
Amt ICNCS Share IGrantee Share
$ 67,296 $ 23,089 $
$ 30,704 $ 4,756 $
$ 660 $ 660 $
$ 11,000 $ - $
$ 11,660 $ 660 $
$ - $ - $
$ 5,883 $ 750 $
$ - $ - $
$ 683 $ 683 $
$ 2,098 $ 950 $
$ 2,781 $ 1,633 $
$ 1,000 $ 1,000 $
$ 12,656 $ - $
$ 131,980 $ 31,888 $
24%
$ 108,900 $ 67,148 $
$ 64,060 $ 64,060 $
$ - $ - $
$ - $ - $
$ - $ - $
$ - $ - $
$ - $ - $
$ 172,960 $ 131,208 $
$ 13,231 $ 13,231 $
$ 15,730 $ - $
$ 11,270 $ 11,270 $
44, 207
25,948
11,000
11.000
5,133
1,148
1,148
12,656
100,092
76%
41,752
41,752
15,730
213,191 $ 155,709 $ 57,482
73% 27%
I[�'ii�:3
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount
Commission Fixed Amount
Tota I
B. Federally Approved Indirect Cost Rate
Section III. Subtotal
Section III Percentage
Section I+ III. Funding Percentages
Budget Totals
Budget Total Percentage
Required Match
# of vears Receivin� CNCS Funds
$ 3,17 2 $
$ 1,880 $
$ 5,052 $
_ $
1,880 $
1,880 $
$ 5,052 $ 1,880 $
37%
25%
$ 350,223 $ 189,477 $
54%
38%
7
Attachment number 4 \nPage 2
3,17 2
3.17 2
3,17 2
63 %
75%
160,746
46%
I[�'ii�:�'7
AmeriCorps Clearwater
Clearwater Police Department
Application ID: 12AC143199
Section I. Program Operating Costs
A. Personne) Expenses
B. Personne) Fringe Benefits
C. Trave)
Staff Trave) (Trave) to CNCS-Sponsored Meeti
Member Travel
Tota I
D. Equipment
E. Supplies
F. Contractua) and Consultant Services
G. Training
Staff Training
Member Training
Tota I
H. Evaluation
I. Other Program Operating Costs
Section I. Subtotal
Section I Percentage
Section II. Member Costs
A. Living Allowance
Ful) Time (1700 hrs)
1-Year Half Time (900 hours
Reduced Half Time (675 hrs'
Quarter Time (450 hrs)
Minimum Time (300 hrs)
2-Year Half Time (2nd Year)
2-Year Half Time (1st Year)
Tota I
B. Member Support Costs
FICA for Members
Worker's Compensation
Health Care
Section II. Subtotal
Section II. Perce
Attachment number 5 \nPage 1
Amt ICNCS Share IGrantee Share
$ 67,296 $ 23,089 $
$ 30,704 $ 4,756 $
$ 660 $ 660 $
$ 11,000 $ - $
$ 11,660 $ 660 $
$ - $ - $
$ 5,883 $ 750 $
$ - $ - $
$ 683 $ 683 $
$ 2,098 $ 950 $
$ 2,781 $ 1,633 $
$ 1,000 $ 1,000 $
$ 12,656 $ - $
$ 131,980 $ 31,888 $
24%
$ 108,900 $ 67,148 $
$ 64,060 $ 64,060 $
$ - $ - $
$ - $ - $
$ - $ - $
$ - $ - $
$ - $ - $
$ 172,960 $ 131,208 $
$ 13,231 $ 13,231 $
$ 15,730 $ - $
$ 11,270 $ 11,270 $
44, 207
25,948
11,000
11.000
5,133
1,148
1,148
12,656
100,092
76%
41,752
41,752
15,730
213,191 $ 155,709 $ 57,482
73% 27%
I[�'ii�:3
Section III. Administrative/Indirect Costs
A. Corporation Fixed Percentage
Corporation Fixed Amount
Commission Fixed Amount
Tota I
B. Federally Approved Indirect Cost Rate
Section III. Subtotal
Section III Percentage
Section I+ III. Funding Percentages
Budget Totals
Budget Total Percentage
Required Match
# of vears Receivin� CNCS Funds
$ 3,17 2 $
$ 1,880 $
$ 5,052 $
_ $
1,880 $
1,880 $
$ 5,052 $ 1,880 $
37%
25%
$ 350,223 $ 189,477 $
54%
38%
7
Attachment number 5 \nPage 2
3,17 2
3.17 2
3,17 2
63 %
75%
160,746
46%
I[�'ii�:�'7
Attachment number 6 \nPage 1
2012 AMERICORPS GRANT PROVISIONS
Effective June 1, 2012
These Corporation for National & Community Service (CNCS) AmeriCorps Grant
Provisions are binding on the grantee. By accepting funds under this grant, the grantee agrees
to comply with, and include in all subgrants, the AmeriCorps Provisions, all applicable federal
statutes, regulations and guidelines, and any amendments thereto. The grantee agrees to operate
the funded program in accordance with the approved grant application and budget, supporting
documents, and other representations made in support of the approved grant application. For the
purposes of these Provisions, "AmeriCorps" refers to AmeriCorps State and National grantees
only. The term grantee is used to connote either grantee or subgrantee, as appropriate, throughout
these Provisions.
I.
II.
III
IV
u
TABLE OF CONTENTS
Changes from the 2012 AmeriCorps Grant Provisions ............................
Legislative and Regulatory Authority .......................................................
Other Applicable Statutory and Administrative Provisions ......................
A. States, Indian Tribes, U.S. Territories, and Local Governments .....
B. Nonprofit Organizations ..................................................................
C. Educational Institutions ...................................................................
D. Other Applicable Statutes and Regulations .....................................
E. Exemptions for Fixed Amount Grants .............................................
F. Order of Precedence .........................................................................
AmeriCorps Special Provisions ................................................................
A. Definitions ........................................................................................
B. Affiliation with the AmeriCorps National Service Network...........
C. Member Recruitment, Selection, and Exit .......................................
D. Supervision and Support ..................................................................
E. Changes in Member Terms of Service or Program Slots ...............
F. Release from Participation ...............................................................
G. Living Allowances, Other In-Service Benefits, and Taxes ..............
H. Member Records and Confidentiality ..............................................
I. Budget and Programmatic Changes .................................................
J. Reporting Requirements ..................................................................
K. Grant Period and Incremental Funding ............................................
GeneralProvisions ....................................................................................
A. Responsibilities under Grant Administration ...................................
B. Financial Management Standards ....................................................
C. The Office of Inspector General ......................................................
D. Program Income ...............................................................................
E. Safety ...............................................................................................
F. Non-Discrimination Public Notice and Records Compliance .........
G. Grants Products ................................................................................
H. Suspension or Termination of Grant ................................................
I. Fixed Amount Awards .....................................................................
J. Trafficking in Persons ......................................................................
.....2
.....2
......2
.....2
......3
......3
......3
......3
......4
......4
......4
......5
......6
......7
......9
....11
....11
....14
....15
....16
....17
....1 s
....18
....18
....19
...20
...20
...20
....21
...22
....22
...22
I[�'ii�:�'7
Attachment number 6 \nPage 2
K. Central Contractor Registration and Universal Identifier Requirements ..............24
L. Transparency Act Award Term (for grants & cooperative agreements of $25,000
ormore) .......................................................................................................................25
VL Attachment
Grant Program Civi1 Rights and Non-Harassment Policy ..........................................29
L CHANGES FROM THE 20ll AMERICORPS GRANT PROVISIONS
1. Section II— Updated references for the implementing regulations.
2. Section IIL C. - Updated citation for access to the OMB Circulars and implementing
regulations.
3. Section IV. G. 4. — Provided additional information related to the minimum benefits for
healthcare coverage.
4. Section IV.J.l .— Changed annual progress reports to semi-annual progress reports, and
updated due dates.
5. Section IV.J.S. — Added the final project report requirement.
6. Section V. D. 2. — Added additional citations for excess program income.
7. Attachment — Replaced regulations relevant to the 2012 Grant Program Civil Rights and
Non-Harassment Policy.
IL LEGISLATIVE AND REGULATORY AUTHORITY
This grant is authorized by and subject to the National and Community Service Act of 1990, as
amended by the Serve America Act, (42 U.S.C. 12501 et seq.) and the implementing regulations
at 45 CFR Chapter XXV. Grantees must comply with the requirements of the Act and its
implementing regulations.
IIL OTHER APPLICABLE STATUTORY AND ADMINISTRATIVE PROVISIONS
The following applicable federal cost principles, administrative requirements and audit
requirements are incorporated by reference:
A. STATES, INDIAN TRIBES, U.S. TERRITORIES, AND LOCAL GOVERNMENTS
The following circulars and their implementing regulations apply to states, Indian tribes, U.S.
territories, and 1oca1 governments:
1. OMB Circular A-102, Uniform Administrative Requirements for Grants and Cooperative
Agreements to State and Local Governments — 45 CFR Part 2541.
2. OMB Circular A-87, Cost Principles for State and Local Governments — 2 CFR Part 225.
3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.
Fixed Amount grants are exempt from OMB Circular A-87, Cost Principles for State and Local
Governments — 2 CFR Part 225.
2 Item # 9
Attachment number 6 \nPage 3
B. NONPROFIT ORGANIZATIONS
The following circulars and their implementing regulations apply to nonprofit organizations:
1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A-122, Cost Principles for Nonprofit Organizations — 2 CFR Part 230.
3. OMB Circular A-133, Audits of States, Local Governments and Non-Profit
Organizations.
Fixed Amount grants are exempt from OMB Circular A-122, Cost Principles for Nonprofit
Organizations - 2 CFR Part 230.
C. EDUCATIONAL INSTITUTIONS
The following circulars and their implementing regulations apply to educational institutions:
1. OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements
with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations — 45
CFR Part 2543 or 2 CFR Part 215.
2. OMB Circular A-21, Cost Principles for Educational Institutions — 2 CFR Part 220.
3. OMB Circular A-133, Audits of States, Local Governments and Nonprofit Organizations.
Fixed Amount grants are exempt from OMB Circular A-21, Cost Principles for Educational
Institutions — 2 CFR Part 220.
These documents can be found here:
www.whitehouse.�ov/omb/financial offm circulars/.
D. OTHER APPLICABLE STATUTES AND REGULATIONS
The grantee must comply with all other applicable statutes, executive orders, regulations, and
policies governing the grant, including, but not limited to, those cited in these Grant Provisions,
the Grant Assurances and Certifications, and those cited in 45 CFR Parts 2541 and 2543.
E. EXEMPTIONS FOR FIXED AMOUNT GRANTS
Fixed Amount grants are exempt from the Cost Principles. (See above for the exemptions.)
Fixed Amount grants must comply with OMB Circular A-133 and the Uniform Administrative
Requirements. Fixed Amount grants include Education Award programs, Professional Corps,
and Full-Cost Fixed Amount grants.
I[�'ii�:�'7
Attachment number 6 \nPage 4
F. ORDER OF PRECEDENCE
Any inconsistency in the Grant Award shall be resolved by giving precedence in the following
order (a) Applicable Federal Statutes, (b) applicable Federal regulations, (c) CNCS Grant Special
Provisions, (d) CNCS Grant General Provisions, (e) the Notice of Funding Opportunity, and (f)
the approved Grant Application including all assurances, certifications, attachments, and pre-
award negotiations.
IV. AMERICORPS SPECIAL PROVISIONS
A. DEFINITIONS
For purposes of this grant the following definitions apply:
Grantee, for the purposes of this agreement, means the direct recipient of this grant. The
grantee is legally accountable to the CNCS for the use of grant funds and is bound by the
provisions of the grant. The grantee is responsible for ensuring that subgrantees or other
organizations carrying out activities under this award comply with all applicable Federal
requirements, including these provisions, regulations and OMB circulars incorporated by
reference.
2. Subgrantee refers to an organization receiving AmeriCorps grant funds or member
positions from a grantee of the CNCS. See 2 CFR § 215.5 and 45 CFR § 2453.5, and 45
CFR § 2541.370.
Operating site means the organization that manages the AmeriCorps program and places
members into service locations. State subgrantees (programs) are operating sites.
National grantees must identify at least one operating site to which they can assign
service locations in the state where they are placing members.
4. Service Location means the organization where or with which a member actually
provides his or her service in the community. Typical service locations are schools, food
banks, health clinics, community parks, etc. The service location may be the same as the
operating site, but only if the member actually serves at or with the operating site
organization. A member may serve at multiple service locations, all of which must be
listed in the portal, although the program must select only one for the member's primary
assignment.
5. Member or participant means an individual:
a. Who has been selected by a grantee or subgrantee to serve in an approved national
service position;
b. Who is a U.S. citizen, U.S. national, or lawful permanent resident alien of the United
States;
c. Who is at least 17 years of age at the commencement of service unless the member is
out of school and enrolled in a full-time, year-round youth corps or full-time summer
4 Item # 9
Attachment number 6 \nPage 5
program as defined in the Act (42 U.S.C. § 12572 (a)(3)(B)(x)), in which case he or
she must be between the ages of 16 and 25, inclusive, and
d. Who has a high school diploma or an equivalency certificate (or agrees to obtain a
high school diploma or its equivalent before using an education award) and who has
not dropped out of elementary or secondary school in order to begin a term of service
as an AmeriCorps member (unless enrolled in an institution of higher education on an
ability to benefit basis and is considered eligible for funds under section 484 of the
Higher Education Act of 1965, 20 U.S.C. § 1091), or who has been determined
through an independent assessment conducted by the grantee to be incapable of
obtaining a high school diploma or its equivalent.
B. AFFILIATION WITH THE AMERICORPS NATIONAL SERVICE NETWORK
Identification as an AmeriCorps Program or Member. The grantee must identify the
program as an AmeriCorps program and eligible members as AmeriCorps members. All
partnership agreements/MOUs related to the AmeriCorps program must explicitly state
that the program is an AmeriCorps program and AmeriCorps members are the resource
being provided.
2. The AmeriCorps Name and Logo. AmeriCorps is a registered service mark of the
Corporation for National and Community Service. CNCS provides a camera-ready logo.
All grantee and subgrantee websites must clearly state that they are an AmeriCorps
grantee and must prominently display the AmeriCorps logo. Grantees and subgrantees,
except for Education Award Programs (EAPs), must use the AmeriCorps name and logo
on service gear and public materials such as stationery, application forms, recruitment
brochures, on-line position postings or other recruitment materials, orientation materials,
member curriculum materials, signs, banners, press releases and publications related to
their AmeriCorps program in accordance with CNCS requirements. EAPs are strongly
encouraged to use the AmeriCorps name and logo on such materials.
To publicize the relationship between the program and AmeriCorps, the grantee should
use one of the following phrases when describing their program: "The AmeriCorps
National Service Network," "an AmeriCorps program," or "a proud member of the
AmeriCorps national service network" Grantees are strongly encouraged to provide
information or training to their AmeriCorps members about how their program is part of
the national AmeriCorps program and about the other national service programs of
CNCS. Grantees are strongly encouraged to place signs that include the AmeriCorps
name and logo at their service sites and may use the slogan "AmeriCorps Serving Here."
AmeriCorps members should state they are AmeriCorps members during public speaking
opportunities.
The grantee may not alter the AmeriCorps logo, and must obtain written permission from
CNCS before using the AmeriCorps name or logo on materials that will be sold, or
permitting donors to use the AmeriCorps name or logo in promotional materials. The
grantee may not use or display the AmeriCorps name or logo in connection with any
activity prohibited in these grant provisions.
I[�'ii�:�'7
Attachment number 6 \nPage 6
C. MEMBER RECRUITMENT, SELECTION, AND EXIT
Member recruitment and selection requirements are in CNCS's regulations at 45 CFR §
2522.210. In addition, the grantee must ensure that the following procedures are followed:
Notice to CNCS's National Service Trust. The grantee must notify CNCS's National
Service Trust within 30 days of a member's selection for, completion of, suspension
from, or release from, a term of service. Suspension of service is defined as an extended
period during which the member is not serving, nor accumulating service hours or
receiving AmeriCorps benefits.
The grantee also must notify the Trust, via the My AmeriCorps Portal, when a change in
a member's term of service is approved and changed (i.e. from full-time to less than full-
time or vice versa). Failure to report such changes within 30 days may result in sanctions
to the grantee, up to and including, suspension or termination of the grant. Grantees or
subgrantees meet notification requirements by using the appropriate electronic system to
inform CNCS of changes within the required time frames. Any questions regarding the
Trust should be directed to the Trust Office (800) 942-2677.
Penalties fo� false info�mation: Any individual who makes a materially false statement
or representation in connection with the approval or disbursement of an education award
or other payment from the National Service Trust may be liable for the recovery of funds
and subject to civil and criminal sanctions.
2. Parental Consent. Parental or legal guardian consent must be obtained for members
under 18 years of age before members begin a term of service. Grantees may also include
an informed consent form of their own design as part of the member service agreement
materials.
Reasonable Accommodation. Programs and activities must be accessible to persons
with disabilities, and the grantee must provide reasonable accommodation to the known
mental or physical disabilities of otherwise qualified members, service recipients,
applicants, and staff. All selections and project assignments must be made without regard
to the need to provide reasonable accommodation. See the FAQ titled "Reasonable
Accommodation" for more information.
4. Assigning Members to Service Locations. So that CNCS can track where every
member is serving, the grantee is required to ensure that all operating sites and all service
locations are entered in the My AmeriCorps portal for all members within 30 days of
members' selection for a term of service. As AmeriCorps State and National programs
enroll members for service they are required to include the name of the organization, and
the full address or zip-plus-four of the service locations where each member will be
serving. If a member is serving at multiple service locations, the program must select the
one where the member serves a majority of his or her hours for the member's assignment,
however, all service locations must be listed in the portal.
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5. Timekeeping. The grantee is required to ensure that time and attendance recordkeeping
is conducted by the AmeriCorps member's supervisor. This time and attendance record is
used to document member eligibility for in-service and post-service benefits. Time and
attendance records must be signed and dated both by the member and his/her supervisor.
If a Professional Corps program wants to follow the timekeeping practices of its
profession and certify that members have completed the minimum required hours,
excluding sick and vacation days, it must get advance written approval from CNCS.
6. Completion of Terms of Service. The grantee must ensure that each member has
sufficient opportunity to complete the required number of hours of service to qualify for
the education award. Members must be exited within 30 days of the end of their term of
service. Should a program not be renewed, a member who was scheduled to continue in a
term of service may either be placed in another program, where feasible, or if the member
has completed at least 15% of the service hour requirement, a member may receive a pro-
rated education award.
7. Member Exit. In order for a member to receive an education award from the National
Service Trust, the grantee must certify to the National Service Trust that the member
satisfactorily and successfully completed the term of service, and is eligible to receive the
education benefit. The grantee (and any individual or entity acting on behalf of the
grantee) is responsible for the accuracy of the information certified on the end-of-term
certification.
D. SUPERVISION AND SUPPORT
Planning for the Term of Service. The grantee must develop member positions that
provide for meaningful service activities and performance criteria that are appropriate to
the skill level of inembers. The grantee is responsible for ensuring that the positions do
not include or put the AmeriCorps member in a situation in which the member is at risk
for engaging in any prohibited activity (see 45 CFR § 2520.65), activity that would
violate the non-duplication and non-displacement requirements (see 45 CFR § 2540.100),
or prohibited fundraising activity (see 45 CFR §§ 2520.40-45). The grantee must
accurately and completely describe the activities to be performed by each member in a
position description. Position descriptions must be provided to CNCS upon request. The
grantee must ensure that each member has sufficient opportunity to complete the required
number of hours to qualify for an education award. In planning for the member's term of
service, the grantee must account for holidays and other time off, and must provide each
member with sufficient opportunity to make up missed hours.
2. Member Service Agreements. The grantee must require that each member sign a
service agreement that, at minimum, includes the following:
Member position description;
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b. The minimum number of service hours (as required by statute) and other
requirements (as developed by the grantee) necessary to successfully complete the
term of service and to be eligible for the education award;
c. The amount of the education award being offered for successful completion of the
terms of service in which the individual is enrolling;
d. Standards of conduct, as developed by the grantee or subgrantee;
e. The list of prohibited activities, including those specified in the regulations at 45 §
CFR 2520.65 (see paragraph 3, below);
£ Requirements under the Drug-Free Workplace Act (41 U.S.C. § 701 et seq.);
g. Civil rights requirements, complaint procedures, and rights of beneficiaries (see
Section V.F.);
h. Suspension and termination rules;
i. The specific circumstances under which a member may be released for cause;
j . Grievance procedures; and
k Other requirements established by the grantee.
The grantee should ensure that the service agreement is signed before commencement of
service so that members are fu11y aware of their rights and responsibilities.
3. Prohibited Activities. While charging time to the AmeriCorps program, accumulating
service or training hours, or otherwise performing activities supported by the AmeriCorps
program or CNCS, staff and members may not engage in the following activities (see 45
CFR § 2520.65):
a. Attempting to influence legislation;
b. Organizing or engaging in protests, petitions, boycotts, or strikes;
c. Assisting, promoting, or deterring union organizing;
d. Impairing existing contracts for services or collective bargaining agreements;
e. Engaging in partisan political activities, or other activities designed to influence the
outcome of an election to any public office;
£ Participating in, or endorsing, events or activities that are likely to include advocacy
for or against political parties, political platforms, political candidates, proposed
legislation, or elected officials;
g. Engaging in religious instruction, conducting worship services, providing instruction
as part of a program that includes mandatory religious instruction or worship,
constructing or operating facilities devoted to religious instruction or worship,
maintaining facilities primarily or inherently devoted to religious instruction or
worship, or engaging in any form of religious proselytization;
h. Providing a direct benefit t�
i. A business organized for profit;
ii. A labor union;
iii.A partisan political organization;
iv. A nonprofit organization that fails to comply with the restrictions contained in
section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in
political activities or substantial amount of lobbying except that nothing in these
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provisions shall be construed to prevent participants from engaging in advocacy
activities undertaken at their own initiative; and
v. An organization engaged in the religious activities described in paragraph 3.g.
above, unless CNCS assistance is not used to support those religious activities;
Conducting a voter registration drive or using CNCS funds to conduct a voter
registration drive;
j. Providing abortion services or referrals for receipt of such services; and
k Such other activities as CNCS may prohibit.
AmeriCorps members may not engage in the above activities directly or indirectly by
recruiting, training, or managing others for the primary purpose of engaging in one of the
activities listed above. Individuals may exercise their rights as private citizens and may
participate in the activities listed above on their initiative, on non-AmeriCorps time, and
using non- CNCS funds. Individuals should not wear the AmeriCorps logo while doing
so.
4. Supervision. The grantee must provide members with adequate supervision by qualified
supervisors consistent with the approved application. The grantee must conduct an
orientation for members, including training on what activities are prohibited during
AmeriCorps service hours, and comply with any pre-service orientation or training
required by CNCS. The grantee must ensure that it does not exceed the limitation on
member service hours spent in education and training set forth in 45 CFR § 2520.50.
5. Performance Reviews. The grantee must conduct and keep a record of at least a
midterm and end-of-term written evaluation of each member's performance for Full and
Half-Time members and an end-of-term written evaluation for less than Half-time
members. The end-of-term evaluation should address, at a minimum, the following
factors:
a. Whether the member has completed the required number of hours;
b. Whether the member has satisfactorily completed assignments; and
c. Whether the member has met other performance criteria that were clearly
communicated at the beginning of the term of service.
6. Member Death or Injury. The grantee must immediately report any member deaths or
serious injuries to the designated CNCS Program Officer.
E. CHANGES IN MEMBER TERMS OF SERVICE OR PROGRAM SLOTS
Changes that Require CNCS Approval. Circumstances may arise within a program
that necessitate changing the type of unfilled AmeriCorps member positions awarded to a
grantee or subgrantee, or changing the term of service of a currently enrolled member.
Note that once a member is exited with a partial education award, the remaining portion
of that education award is not available for use. The following changes require written
approval from CNCS's Office of Grants Management as well as written approval and
concurrence from the State Commission or National Direct grantee:
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a. A change in the number of inember service year positions in the grant; and/or
b. A change in the funding level of the grant.
2. Changing Slot Types (unfilled positions). Except for Full-cost and Professional Corps
Fixed Amount grants, grantees or subgrantees may change the type of slots awarded to
their program if:
a. The change does not increase the total MSYs authorized in the Notice of Grant
Award (e.g. one half-time position cannot be changed to one full-time position); and
b. The change does not increase the amount of the education award.
All changes are subject to availability of funds in the Trust, must be Trust neutral, and
must comply with all assumptions on which Trust prudence and continued solvency are
predicted. Changes in slot type may be made by the grantee directly in the My
AmeriCorps Portal.
Changing a Term of Service (currently enrolled positions). Changes in terms of
service may not result in an increased number of MSYs for the program. With the
exception of Education Award only grants, grantees with Fixed Amount grants may not
convert members to less-than-full-time slots.
a. Full-time. State Commissions and Parent Organizations may authorize or approve
occasional changes of currently enrolled full-time members to less than full-time
members. Impact on program quality should be factored into approval of requests.
CNCS will not cover health care or childcare costs for less than full-time members. It
is not allowable to transfer currently enrolled full-time members to a less than full-
time status simply to provide a less than full-time education award.
b. Less than Full-time. CNCS discourages changing less than full-time members to
full-time because it is very difficult to manage, unless done very early in the
member's term of service. State Commissions and Parent Organizations may
authorize or approve such changes so long as their current budget can accommodate
such changes. Programs must keep in mind that a member's minimum 1700 hours
must be completed within 12 months of the member's original start date.
c. Refilling Slots. Eligible AmeriCorps State and National programs that have fully
enrolled their awarded member slots are allowed to replace any member who
terminates service before completing 30 percent of his/her term provided that the
member who is terminated is not eligible for and does not receive a pro-rated
education award. Programs may not refill the same slot more than once.
As a fail-safe mechanism to ensure that resources are available in the National
Service Trust to finance all earned education awards, CNCS will suspend refilling if
either:
i. Total AmeriCorps enrollment reaches 97 percent of awarded slots; or
ii. The number of refills reaches five percent of awarded slots.
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Grantees whose awards have special grant conditions under 45 CFR § 2543.14 or §
2541120 are not eligible to refill positions.
4. Formula and State Competitive Grant Slot Transfers. State commissions are allowed
to transfer slots among their state formula and competitive subgrantees in order to
maximize enrollment and cost effectiveness without prior approval. State commissions
may not transfer slots between competitive and formula subgrantees, or vice-versa. State
commissions may not transfer funds among their competitive subgrantees. Slots eligible
for refill are not allowed to be transferred.
5. Notice to Childcare and Healthcare Providers. The grantee must immediately notify
CNCS's designated agents, in writing, when a member's status changes in a manner that
affects eligibility for childcare or healthcare. See Section IV.G. 6.
F. RELEASE FROM PARTICIPATION
Grantees may release members from participation for two reasons: (a) for com�ellin� personal
circumstances; and (b) for cause. See 45 CFR § 2522230 for requirements. Whether the reason
for the release amounts to circumstances beyond the member's control is determined by the
grantee, consistent with the criteria listed in 45 CFR § 2522230(a). Failure to follow the
requirements set forth in regulation (e.g., releasing an individual for compelling personal
circumstances when the individual is leaving to go to school) is considered non-compliance with
grant requirements and may result in disallowed costs and other remedies for non-compliance.
In addition to the regulations, the following applies:
No Automatic Disqualification if Released fo� Cause: A release for cause covers all
circumstances in which a member does not successfully complete his/her term of service for
reasons other than compelling personal circumstances. Therefore, it is possible for a member to
receive a satisfactory performance review and be released for cause. For example, a member
who is released for cause from a first term—e.g. the individual has decided to take a job offer—but
who, otherwise, performed well, would not be disqualified from enrolling for a subsequent term
as long as the individual received a satisfactory performance evaluation for the first period of
service.
G. LIVING ALLOWANCES, OTHER IN-SERVICE BENEFITS, AND TAXES
Living Allowance Distribution. A living allowance is not a wage. Grantees must not
pay a living allowance on an hourly basis. Grantees should pay the living allowance in
regular increments, such as weekly or bi-weekly, paying an increased increment only on
the basis of increased living expenses such as food, housing, or transportation. Payments
should not fluctuate based on the number of hours served in a particular time period, and
must cease when the member's service ceases.
If a member serves all required hours and is permitted to conclude his or her term of
service before the originally agreed upon end of term, the grantee may not provide a lump
sum payment to the member. Similarly, if a member is selected after the program's start
11 Item # 9
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date, the grantee must provide regular living allowance payments from the member's
start date and may not increase the member's living allowance incremental payment or
provide a lump sum to make up any missed payments.
AmeriCorps EAPs may provide a living allowance or other in-service benefits to their
members, but are not required to do so. Full-cost and other Fixed Amount grantees must
provide a living allowance to their members.
2. Waiving the Living Allowance. If a living allowance is paid, a member may waive all
or part of the payment of a living allowance if he or she believes his or her public
assistance may be lost or decreased because of the living allowance. Even if a member
waives his or her right to receive the living allowance, it is possible—depending on the
specific public assistance program rules—that the amount of the living allowance that the
member is eligible to receive will be deemed available. A member who has waived the
living allowance may revoke the waiver at any time and may begin receiving the living
allowance going forward from the date the individual revoked the waiver. A member
may not receive any portion of the living allowance for the period of time the living
allowance was waived.
3. Taxes and Insurance. Requirements related to member living allowances and benefits
are in 45 CFR §§ 2522240 and 2522.250. In addition, grantees must ensure that the
following procedures are followed:
a. Liability Insurance Coverage. The grantee is responsible for ensuring adequate
general liability coverage for the organization, employees and members, including
coverage of inembers engaged in on- and off-site project activities.
b. FICA (Social Security and Medicare taxes). Unless the grantee obtains a ruling
from the Social Security Administration or the Internal Revenue Service that
specifically exempts its AmeriCorps members from FICA requirements, the grantee
must pay FICA for any member receiving a living allowance. The grantee also must
withhold 7.65% from the member's living allowance.
c. Income Taxes. The grantee must withhold Federal personal income taxes from
member living allowances, requiring each member to complete a W-4 form at the
beginning of the term of service and providing a W-2 form at the close of the tax
year. The grantee must comply with any applicable state or local tax requirements.
d. Worker's Compensation. Some states require worker's compensation for
AmeriCorps members. Grantees must check with State Departments of Labor or state
commissions to determine worker's compensation requirements. If worker's
compensation is not required, grantees must obtain Occupational, Accidental, and
Death and Dismemberment coverage for members to cover in-service injury or
incidents.
4. Healthcare Coverage. Except for EAPs, Professional Corps, or members covered under
a collective bargaining agreement, the grantee must provide, or make available,
healthcare insurance to those members serving a 1700-hour full-time term who are not
otherwise covered by a healthcare policy at the time the member begins his/her term of
12 Item # 9
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service. The grantee must also provide, or make available, healthcare insurance to
members serving a 1700-hour full-time term who lose coverage during their term of
service as a result of service or through no deliberate act of their own. CNCS will not
cover healthcare costs for dependent coverage.
Less-than-full-time members who are serving in a full-time capacity for a sustained
period of time (e.g. a full-time summer project) are eligible for healthcare benefits.
Programs may provide health insurance to less-than-full-time members serving in a full-
time capacity, but they are not required to do so. For purposes of this provision, a
member is serving in a full-time capacity when his/her regular term of service will
involve performing service on a normal full-time schedule for a period of six weeks or
more. A member may be serving in a fu11-time capacity without regard to whether
his/her agreed term of service will result in a full-time Segal AmeriCorps Education
Award.
Minimum Benefits. When required to provide healthcare insurance coverage, the
grantee may obtain healthcare from any provider. Coverage provided by the grantee
must be provided for a period of no more than 364 days, and cannot be renewed or
extended beyond that period. Coverage must include the following minimum benefits:
a. Physician services for illness or injury
b. Hospital room and board
c. Emergency room
d. X-ray and laboratory
e. Prescription drugs
£ Limited mental/nervous disorders
g. Limited substance abuse coverage
h. An annual deductible of no more than $250 charges per member
i. No more than $1,000 total annual out-of-pocket per member
j. A 20% co-pay or a comparable fixed fee with the exception of a 50% co-pay for
mental and substance abuse care
k A maximum benefit of at least $50,000 per occurrence or cause
Administration of Childcare Payments. In general, CNCS will provide for childcare
payments, which will be administered through an outside contractor. Requirements and
eligibility criteria are in the AmeriCorps regulations, 45 CFR § 2522250. Grantees that
choose to provide childcare as a match source (as approved in their budget) may contact
the childcare contractor for technical assistance. Grantees can contact the AmeriCorps
hotline at 1-800-942-2677 with questions regarding childcare. The criteria for member
eligibility are contained in 45 CFR § 2522250. Members are considered to be full-time
participants for purposes of eligibility for childcare payments on the same basis as
eligibility for healthcare coverage. Members who are excluded from healthcare coverage
solely on the basis of serving in a Professional Corps, or because they are covered under
a collective bargaining agreement are not excluded from receiving childcare benefits on
that basis. Members serving in EAPs are not eligible for the childcare benefit. CNCS
will not cover childcare costs for family members or for members who served on a less
13 Item # 9
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than full-time basis, or who have ceased serving. Programs may provide child care to
less-than-full-time members serving in a full-time capacity, but they are not required to
do so. Also see the FAQs
(htt�://www.americor�s.�ov/for_or�anizations/mana�e/index.as�) for more detailed
information on administering childcare and healthcare benefits.
6. Notice to Childcare and Healthcare Providers. The grantee must immediately notify
CNCS's designated agents in writing, when a member's status changes in a manner that
affects the member's eligibility for childcare or healthcare. Examples of changes in status
include: changes to a member's scheduled service so that he/she is no longer serving on a
full-time basis, terminating or releasing a member from service, and suspending a
member for cause for a lengthy or indefinite time period. Program directors should
contact the childcare provider on childcare related changes, and their healthcare benefit
provider about healthcare benefit related changes.
H. MEMBER RECORDS AND CONFIDENTIALITY
1. Recordkeeping. The grantee must maintain records, including the position description,
sufficient to establish that each member was eligible to participate and that the member
successfully completed all program requirements. A program may store member files
electronically if the program can ensure that the validity and integrity of the record is not
compromised. CNCS will recognize electronically stored files where:
The electronic storage procedures and system provide for the safe-keeping and security of
the records, including:
a. Sufficient prevention of unauthorized alterations or erasures of records;
b. Effective security measures to ensure that only authorized persons have access to
records;
c. Adequate measures designed to prevent physical damage to records; and
d. A system providing for back-up and recovery of records; and
The electronic storage procedures and system provide for the easy retrieval of records in
a timely fashion, including:
a. Storage of the records in a physically accessible location;
b. Clear and accurate labeling of all records; and
c. Storage of the records in a usable, readable format.
Where there is a requirement for a signature on a record, electronically stored records
must include an image of the original signature; records without signatures, when
required, are considered incomplete.
2. Verification of Eligibility. The grantee must obtain and maintain documentation as
required by 45 CFR § 2522200(c). CNCS does not require programs to make and retain
copies of the actual documents used to confirm age or citizenship eligibility
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requirements, such as a driver's license, or birth certificate, as long as the grantee has a
consistent practice of identifying the documents that were reviewed and maintaining a
record of the review.
Enrolling in the My AmeriCorps portal requires members to certify their high school
status. Such certification fulfills the grantee's verification requirement to obtain and
maintain documentation from the member relating to the member's high school
education. If the member is incapable of obtaining a high school diploma or its
equivalent, as determined by an independent evaluation, the grantee must retain a copy of
the supporting evaluation.
Confidential Member Information. The grantee must maintain the confidentiality of
information regarding individual members. The grantee must obtain the prior written
consent of all members before using their names, photographs and other identifying
information for publicity, promotional or other purposes. Grantees may release aggregate
and other non-identifying information, and are required to release member information to
CNCS and its designated contractors. The grantee must permit a member who submits a
written request for access to review records that pertain to the member and were created
pursuant to this grant.
L BUDGET AND PROGRAMMATIC CHANGES
1. Programmatic Changes. The grantee must first obtain the prior written approval of the
AmeriCorps Program Office before making any of the following changes:
a. Changes in the scope, objectives or goals of the program, whether or not they involve
budgetary changes;
b. Substantial changes in the level of participant supervision;
c. Entering into additional subgrants or contracts for AmeriCorps activities funded by
the grant, but not identified or included in the approved application and grant budget.
2. Program Changes for Formula Programs. State Commissions are responsible for
approving the above changes for state formula programs.
Budgetary Changes. The grantee must obtain the prior written approval of CNCS's
Office of Grants Management before deviating from the approved budget in any of the
following ways:
a. Specific Costs Requiring Prior Approval before Incurrence under OMB Circulars A-
21 (2 CFR Part 220), A-87 (2 CFR Part 225), or A-122 (2 CFR Part 230). For certain
cost items, the cost circulars require approval of the awarding agency for the cost to
be allowable. Examples of these costs are overtime pay, rearrangement and alteration
costs, and pre-award costs.
b. Purchases of Equipment over $5,000 using grant funds, unless specified in the
approved application and budget.
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Unless the CNCS share of the award is $100,000 or less, changes to cumulative
and/or aggregate budget line items that amount to 10 per cent or more of the total
budget must be approved in writing in advance by CNCS. The total budget includes
both the CNCS and grantee shares. Grantees may transfer funds among approved
direct cost categories when the cumulative amount of such transfers does not exceed
10 percent of the total budget.
4. Approvals of Programmatic and Budget Changes. CNCS's Grants Officers are the
only officials who have the authority to alter or change the provisions or requirements of
the grant. The Grants Officers will execute written amendments, and grantees should not
assume approvals have been granted unless documentation from the Grants Office has
been received. Programmatic changes also require final approval of CNCS's Office of
Grants Management after written recommendation for approval is received from the
Program Office.
Exceptions for Fixed Amount Grants. Grantees with Fixed Amount grants are not
subject to the requirements in Section 3, Budgetary Changes.
J. REPORTING REQUIREMENTS
This section applies only to the grantee. The grantee is responsible for timely submission of
periodic financial and progress reports during the project period and a final financial report.
Grantee Progress Reports. The grantee shall complete and submit progress reports in
eGrants to report on progress toward achievement of its approved performance targets.
Due Date Renortin� Period Covered
Apri1 30 Start of grant through March 31
October 31 Apri1 1— September 30
A grantee must set submission deadlines for its respective subgrantees that ensure the
timely submission of grantee reports.
2. Financial Reports. The grantee shall complete and submit financial reports in eGrants
(Financial Status Reports on menu tree) to report the status of all funds. The grantee
must submit timely cumulative financial reports in accordance with CNCS guidelines
according to the following schedule:
Due Date Renortin� Period Covered
Apri1 30 Start of grant through March 31
October 31 Apri1 1— September 30
A grantee must set submission deadlines for its respective subgrantees that ensure the
timely submission of grantee reports.
16 Item # 9
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Cost reimbursement National Professional Corps grantees submit one financial report per
year.
All grantees including Fixed Amount grants must submit the Federal Financial Report
(FFR) - Cash Transactions Report on a quarterly basis to the Department of Health and
Human Services Payment Management System per the Electronic Funds Transfer
Agreement.
Reporting Other Federal Funds. The grantee shall report the amount and sources of
federal funds, other than those provided by CNCS, used to carry out its programs. This
includes other federal funds expended by subgrantees and operating sites. This
information shall be reported annually on the financial report due October 31 st. Fixed
Amount grantees are not required to report this information.
4. Requests for Extensions. Each grantee must submit required reports by the given dates.
Extensions of reporting deadlines will be granted only when 1) the report cannot be
furnished in a timely manner for reasons, in the determination of CNCS, legitimately
beyond the control of the grantee, and 2) CNCS receives a request explaining the need for
an extension before the due date of the report.
Extensions of deadlines for financial reports may only be granted by the Office of Grants
Management, and extensions of deadlines for progress reports may only be granted by the
AmeriCorps Program Office.
5. Final Project and Financial Reports. A grantee must submit, in lieu of the last semi-
annual project and financial reports, a final project and financial report. These final
reports are due within 90 days after the end of the grant.
6. Financial Reports for Fixed Amount Grants. Fixed Amount grantees are not required
to submit the financial reports to CNCS, including the final financial report.
K. GRANT PERIOD AND INCREMENTAL FUNDING
For the purpose of the grant, a project period is the complete length of time the grantee is
proposed to be funded to complete approved activities under the grant. A project period may
contain one or more budget periods. A budget period is a specific interval of time for which
Federal funds are being provided to fund a grantee's approved activities and budget.
Unless otherwise specified, the grant covers a three-year project period. In approving a multi-
year project period, CNCS generally makes an initial award for the first year of operation.
Additional funding is contingent upon satisfactory performance, a grantee's demonstrated
capacity to manage a grant and comply with grant requirements, and the availability of
Congressional appropriations. CNCS reserves the right to adjust the amount of a grant award, or
elect not to continue funding, on these bases. The project period and the budget period are noted
on the award document.
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V. GENERAL PROVISIONS
A. RESPONSIBILITIES UNDER GRANT ADMINISTRATION
Accountability of the Grantee. The grantee has full fiscal and programmatic
responsibility for managing all aspects of the grant and grant-supported activities, subject
to the oversight of CNCS. The grantee is accountable to CNCS for its operation of the
AmeriCorps program and the use of CNCS grant funds. The grantee must expend grant
funds in a judicious and reasonable manner, and it must record accurately the service
activities and outcomes achieved under the grant. Although grantees are encouraged to
seek the advice and opinion of CNCS on special problems that may arise, such advice
does not diminish the grantee's responsibility for making sound judgments and does not
shift the responsibility for operating decisions to CNCS.
2. Subawards. A grantee may make subgrants in accordance with the requirements set
forth in 45 CFR Part 2541 or 2 CFR Part 215 and 45 CFR Part 2543. The grantee must
have and implement a plan for oversight and monitoring to ensure that each subgrantee
and service site has agreed to comply, and is complying, with grant requirements. This
includes oversight and monitoring to ensure that AmeriCorps members are not engaging
in prohibited activities in 45 CFR § 2520.65.
Notice to CNCS. The grantee will notify the appropriate CNCS Program or Grants
Officer immediately of any developments or delays that have a significant impact on
funded activities, any significant problems relating to the administrative or financial
aspects of the grant, or any suspected misconduct or malfeasance related to the grant or
grantee. The grantee will inform the CNCS official about the corrective action taken or
contemplated by the grantee and any assistance needed to resolve the situation.
B. FINANCIAL MANAGEMENT STANDARDS
General. The grantee must maintain financial management systems that include standard
accounting practices, sufficient internal controls, a clear audit trail, and written cost
allocation procedures, as necessary. Financial management systems must be capable of
distinguishing expenditures attributable to this grant from expenditures not attributable to
this grant. The systems must be able to identify costs by program year and by budget
category, and to differentiate between direct and indirect costs, or administrative costs.
For further details about the grantee's financial management responsibilities, refer to
OMB Circular A-102 and its implementing regulations (45 CFR Part 2541) or A-110 (2
CFR Part 215) and it's implementing regulations (2 CFR Part 205 and 45 CFR Part
2543), as applicable.
2. Consistency of Treatment. To be allowable under an award, costs must be consistent
with policies and procedures that apply uniformly to both federally financed and other
activities of the organization. Furthermore, the costs must be accorded consistent
treatment in both federally financed and other activities, as well as between activities,
supported by different sources of federal funds.
Ig Item # 9
Attachment number 6 \nPage 1!
Audits. Grantee organizations that expend $500,000 or more in total federal awards in a
fiscal year shall have a single or program-specific audit conducted for that year in
accordance with the Single Audit Act, as amended, 31 U.S.C. 7501, et seq., and OMB
Circular A-133. If the grantee expends federal awards under only one federal program, it
may elect to have a program specific audit, if it is otherwise eligible. A grantee that does
not expend $500,000 in Federal awards is exempt from the single audit requirements of
OMB Circular A-133 for that year. However, it must continue to conduct financial
management reviews of its subgrantees, and records must be available for review and
audit.
A recipient of a Federal grant that is a pass-through entity is required, in accordance with
paragraph 400(d) of OMB Circular A-133, to do the following with regard to its
subrecipients: (1) identify the Federal award and funding source; (2) advise sub-
recipients of all requirements imposed on them; (3) monitor subrecipient activities and
compliance; (4) ensure subrecipients have A-133 audits when required; (5) issue
decisions and ensure follow-up on audit findings in a timely manner; (6) where
necessary, adjust its own records and financial statements based on audits; and (7) require
subrecipients to permit access by the pass-through entity and auditors to records and
financial statements, as necessary, for the pass-through entity to comply with A-133.
4. Consultant Services. Payments for consultant services under this grant will not exceed
$750.00 per day (exclusive of any indirect expenses, travel, supplies and so on) unless
procured consistent with 45 CFR § 2543.44.
C. THE OFFICE OF INSPECTOR GENERAL
CNCS's Office of Inspector General (OIG) conducts and supervises independent and objective
audits, evaluations, and investigations of CNCS's programs and operations. Based on the results
of these audits, reviews, and investigations, the OIG recommends policies to promote economy
and efficiency and to prevent and detect fraud, waste, and abuse in CNCS's programs and
operations.
The OIG conducts and supervises audits of CNCS grantees, as well as legislatively mandated
audits and reviews. The legislatively mandated audits include the annual financial statement
audit, and fulfilling the requirements of the Government Information Security Reform Act and its
successor, the Federal Information Security Management Act. A risk-based approach, along with
input received from CNCS management, is used to select grantees and grants for audit. The OIG
hires audit firms to conduct some of its audits. The OIG audit staff is available to discuss its
audit function, and can be reached at (202) 606-9390.
The OIG is available to offer assistance to AmeriCorps grantees that become aware of suspected
criminal activity in connection with the AmeriCorps program. Grantees should immediately
contact the OIG when they first suspect that a criminal violation has occurred. The OIG
investigative staff is available to provide guidance and ensure that the appropriate law
enforcement agency is notified, if required. The OIG may be reached by email at
hotline@cncsig.gov or by telephone at (800) 452-8210.
19 Item # 9
Attachment number 6 \nPage 2i
D. PROGRAM INCOME
GeneraL Income, including fees for service earned as a direct result of the grant-funded
program activities during the award period, must be retained by the grantee and used to
finance the grant's non-CNCS share.
2. Excess Program Income. Program income earned in excess of the amount needed to
finance the grantee share must follow the appropriate requirements of 45 CFR §
2541.250, 45 CFR § 254324 or 2 CFR § 21524, 2 CFR Part 225, 2 CFR Part 215, or 2
CFR Part 220 and be deducted from total claimed costs. Grantees that earn excess
income must specify the amount of the excess in the comment box on the financial report.
3. Fees for Service. When using assistance under this grant, the grantee may not enter into
a contract for or accept fees for service performed by members when:
a. The service benefits a for-profit entity,
b. The service falls within the other prohibited activities set forth in these grant
provisions, or
c. The service violates the non-displacement provisions of 45 U.S.C. § 12637.
4. Full-Cost and Professional Corps FiYed Amount Grants. The grantee must notify its
Grants Officer if it earns program income in excess of the amounts needed to cover all
expenditures under the grant. The Grants Officer will determine the disposition of the
excess program mcome.
E. SAFETY
The grantee must institute safeguards as necessary and appropriate to ensure the safety of
members. Members may not participate in projects that pose undue safety risks.
F. NON-DISCRIMINATION PUBLIC NOTICE AND RECORDS COMPLIANCE
Public Notice of Non-discrimination. The grantee must notify members, community
beneficiaries, applicants, program staff, and the public, including those with impaired
vision or hearing, that it operates its program or activity subject to the non-discrimination
requirements of the applicable statutes. The notice must summarize the requirements,
note the availability of compliance information from the grantee and CNCS, and briefly
explain procedures for filing discrimination complaints with CNCS.
Sample language is:
It is against the law for organizations that receive federal financial assistance from the
Corporation for National and Community Service to discriminate on the basis of race,
color, national origin, disability, sex, age, political affiliation, or, in most cases, religion.
It is also unlawful to retaliate against any person who, or organization that, files a
complaint about such discrimination. In addition to filing a complaint with local and
state agencies that are responsible for resolving discrimination complaints, you may
2o Item # 9
Attachment number 6 \nPage 2
bring a complaint to the attention of the Corporation for National and Community
Service. If you believe that you or others have been discriminated against, or if you want
more information, contact:
(Name, address, phone number — both voice and TTY, and preferably toll
free — FAX number and email address of the grantee) or
Office of Civil Right and Inclusiveness
Corporation for National and Community Service
1201 New York Avenue, NW
Washington, DC 20525
1-800-833-3722 (TTY and reasonable accommodation line)
(202) 565-3465 (FAX); eo@cns.gov (email)
The grantee must include information on civil rights requirements, complaint procedures
and the rights of beneficiaries in member service agreements, handbooks, manuals,
pamphlets, and post in prominent locations, as appropriate. The grantee must also notify
the public in recruitment material and application forms that it operates its program or
activity subject to the nondiscrimination requirements. Sample language, in bold print, is
"This program is available to all, without regard to race, color, national origin,
disability, age, sex, political affiliation, or, in most instances, religion." Where a
significant portion of the population eligible to be served needs services or information in
a language other than English, the grantee shall take reasonable steps to provide written
material of the type ordinarily available to the public in appropriate languages.
2. Records and Compliance Information. The grantee must keep records and make
available to CNCS timely, complete and accurate compliance information to allow CNCS
to determine if the grantee is complying with the civil rights statutes and implementing
regulations. Where a grantee extends federal financial assistance to subgrantees, the
subgrantees must make available compliance information to the grantee so it can carry
out its civil rights obligations.
Obligation to Cooperate. The grantee must cooperate with CNCS so that CNCS can
ensure compliance with the civil rights statutes and implementing regulations. The
grantee shall permit access by CNCS during normal business hours to its books, records,
accounts, staff, members, facilities, and other sources of information as may be needed to
determine compliance.
G. GRANT PRODUCTS
1. Sharing Grant Products. To the extent practicable, the grantee agrees to make products
produced under the grant available at the cost of reproduction to others in the field.
2. Acknowledgment of Support. Publications created by members or grant-funded staff
must be consistent with the purposes of the grant. The AmeriCorps logo may be included
on such documents. The grantee is responsible for assuring that the following
acknowledgment and disclaimer appears in any external report or publication of material
based upon work supported by this grant:
21 Item # 9
Attachment number 6 \nPage 2;
"This material is based upon work supported by the Corporation for National and
Community Service (CNCS) under AmeriCorps Grant No. . Opinions or points of
view expressed in this document are those of the authors and do not necessarily reflect
the official position of, or a position that is endorsed by, CNCS or the AmeriCorps
program."
H. SUSPENSION OR TERMINATION OF GRANT
Regulations related to CNCS's authority to suspend or terminate this grant are contained in 45
CFR § 2540.400. In addition, a grantee may suspend or terminate assistance to one of its
subgrantees, provided that such action affords the subgrantee, at a minimum, the notice and
hearing rights described in 45 CFR § 2540.400.
L FIXED AMOUNT AWARDS
Fixed Amount grants are not subject to the Federal Cost Principles. For Education Award (EAP)
programs, the fixed federal assistance amount of the grant is based on the approved and awarded
number of full-time (MSYs) members specified in the award. For full-cost and Professional
Corps Fixed Amount grants the fixed federal assistance amount of the grant is based on the
approved and awarded numbers of full-time members and their completion of their terms of
service.
For EAPs, the final amount of grant funds that the grantee may retain is dependent upon the
grantee's notifying CNCS's National Service Trust of the members that it has selected (but not
limited to the number of inembers allotted to the grantee as specified in the award). All such
members must carry out activities to achieve the specific project objectives as approved by
CNCS. At closeout, CNCS will calculate the final amount of the grant based on Trust
documentation. CNCS will recover any amounts drawn down by the grantee in excess of the
final grant amount allowed based on member selection documentation in the Trust.
For all other Fixed Amount grants, the grantee may draw funds from the HHS Payment
Management System based on the number of inembers who complete a full term of service or if
the member leaves before completing service, a pro-rated amount based on hours served. Full-
cost and Professional Corps programs may draw up to 20% of the funds within the first two
months to cover start-up costs (recruitment and application, training, criminal history checks,
etc.). Funds drawn after that should be based on the number of inembers on board at the time
and the percentage of hours completed. Annually and at closeout, CNCS will calculate the final
amount of the grant for the year or entire project period (at closeout) based on the number of
successful completions of terms of service (as certified by the program) as well as the hours
served in terms of service which were not certified as successfully completed.
J. TRAFFICKING IN PERSONS
This grant is subject to requirements of Section 106(g) of the Trafficking Victims Protection Act
of 2000, as amended (22 U.S.C. § 7104).
22 Item # 9
Attachment number 6 \nPage 2:
1. Provisions applicable to a recipient that is a private entity.
a. You as the grantee and your employees may not:
i. Engage in severe forms of trafficking in persons during the period of time that the
grant is in effect;
ii. Procure a commercial sex act during the period of time that the grant is in effect;
or
iii. Use forced labor in the performance of the grant.
b. We as the federal awarding agency may unilaterally terminate this grant, without
penalty, if it,
i. Is determined you have violated a prohibition in paragraph (a.) of this grant term;
or
ii. Has an employee who is determined by the agency official authorized to terminate
the grant to have violated a prohibition in paragraph (a.) of this grant term through
conduct that is either:
(a.) Associated with performance under this grant; or
(b.) Imputed to you using the standards and due process for imputing the
conduct of an individual to an organization that are provided in 2 CFR
Part 180, "OMB guidelines to Agencies on Governmentwide Debarment
and Suspension (Non-procurement)," as implemented by our agency at 2
CFR Part 2200.
2. Provisions applicable to a grantee other than a private entity. We as the federal awarding
agency may unilaterally terminate this grant, without penalty, if it —
a. Is determined to have violated an applicable prohibition of paragraph (1.)(a.) of this
grant term; or
b. Has an employee who is determined by the agency official authorized to terminate the
grant to have violated an applicable prohibition in paragraph (1)(a.)(i.) of this grant
term through conduct that is —
i. Associated with performance under this grant; or
ii. Imputed to you using the standards and due process for imputing conduct of an
individual to an organization that are provided in 2 CFR Part 180, "OMB
Guidelines to Agencies on Governmentwide Debarment and Suspension
(Nonprocurement)," as implemented by our agency at 2 CFR Part 2200.
3. Provisions applicable to any grantee.
a. You must inform us immediately of any information you receive from any source
alleging a violation of a prohibition in paragraph (1.)(a.) of this grant term.
b. Our right to terminate unilaterally that is described in paragraph (1.) and (2.) of this
section:
i. Implements section 106(g) of the Trafficking Victims Protection Act of 2000
(TVPA), as amended (22 U.S.C. 7104(g)), and
ii. Is in addition to all other remedies for noncompliance that are available to us
under this grant.
23 Item # 9
Attachment number 6 \nPage 2�
You must include the requirements of paragraph (l.)(a.) of this grant term in any sub-
grant you make to a private entity.
4. Definitions. For purposes of this grant term:
a. "Employee" means either:
i. An individual employed by you or a subgrantee who is engaged in the
performance of the project or program under this grant; or
ii. Another person engaged in the performance of the project or program under this
grant and not compensated by you including, but not limited to, a volunteer or
individual whose service are contributed by a third part as an in-kind contribution
toward cost sharing or matching requirements.
b. "Forced labor" means labor obtained by any of the following methods: the
recruitment, harboring, transportation, provision, or obtaining of a person for labor or
services, through the use of force, fraud, or coercion for the purpose of subjection to
involuntary servitude, peonage, debt bondage, or slavery.
c. "Private entity":
i. Means any entity other than a State, local government, Indian tribe, or foreign
public entity, as those terms are defined in 2 CFR § 175.25.
ii. Includes:
(a.) A nonprofit organization, including any non-profit institution of higher
education, hospital, or tribal organization other than one included in the
definition of Indian tribe at 2 CFR § 17525(b).
(b.) A for-profit organization.
d. "Severe forms of trafficking in persons," "commercial sex act," and "coercion" have
the meanings given at section 103 of the TVPA, as amended (22 U.S.C. § 7102).
K. CENTRAL CONTRACTOR REGISTRATION (CCR) and UNIVERSAL
IDENTIFIER REQUIREMENTS
Requirement for Central Contractor Registration (CCR): Unless you are exempted from
this requirement under 2 CFR § 25.110, you as the recipient must maintain the currency
of your information in the CCR until you submit the final financial report required under
this award or receive the final payment, whichever is later. This requires that you review
and update the information at least annually after the initial registration, and more
frequently if required by changes in your information or another award term.
2. Requirement for Data Universal Numbering System (DLTNS) Numbers. If you are
authorized to make subawards under this award, you:
a. Must notify potential subrecipients that no entity (see definition in paragraph 3. of
this award term) may receive a subaward from you unless the entity has provided its
DLTNS number to you.
b. May not make a subaward to an entity unless the entity has provided its DLTNS
number to you.
24 Item # 9
Attachment number 6 \nPage 2:
3. Definitions. For purposes of this award term:
a. Central Contractor Registration (CCR) means the Federal repository into which an
entity must provide information required for the conduct of business as a recipient.
Additional information about registration procedures may be found at the CCR
Internet site (currently at http://www.ccr.�ov).
b. Data Universal Numbering System (DLTNS) number means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify
business entities. A DLTNS number may be obtained from D&B by telephone
(currently 866-705-5711) or the Internet (currently at
http://fed�ov. dnb.com/webforin).
c. Entity, as it is used in this award term, means all of the following, as defined at 2
CFR part 25, subpart C:
i. A Governmental organization, which is a State, local government, or Indian
Tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization; and
v. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
d. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ----210 of the
attachment to OMB Circular A-133, "Audits of States, Local Governments, and
Non-Profit Organizations").
iii. A subaward may be provided through any legal agreement, including an
agreement that you consider a contract.
e. Subrecipient means an entity that:
i. Receives a subaward from you under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
L. TRANSPARENCY ACT AWARD TERM (for Grants and Cooperative Agreements of
$25,000 or More)
Reporting Subawards and Executive Compensation:
1. Reporting of first-tier subawards.
a. Applicability. Unless you are exempt as provided in paragraph 4 of this award term,
you must report each action that obligates $25,000 or more in Federal funds that does
not include Recovery funds (as defined in section 1512(a)(2) of the American
Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a subaward to an entity
(see definitions in paragraph 5. of this award term).
b. Where and when to report.
2s Item # 9
Attachment number 6 \nPage 2i
i. You must report each obligating action described in paragraph 1.a. of this award
term to htt�://www.fsrs.�ov.
ii. For subaward information, report no later than the end of the month following the
month in which the obligation was made. (For example, if the obligation was
made on November 7, 2010, the obligation must be reported by no later than
December 31, 2010.)
c. What to report. You must report the information about each obligating action that
the submission instructions posted at htt�://www.fsrs.�ov specify.
2. Reporting Total Compensation of Recipient Executives.
Applicability and what to report. You must report total compensation for each of your
five most highly compensated executives for the preceding completed fiscal year, if--
i. the total Federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received--
(a.) 80 percent or more of your annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR §170320 (and subawards); and
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR §170320 (and subawards); and
iii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104
of the Internal Revenue Code of 1986. (To determine if the public has access to
the compensation information, see the U.S. Security and Exchange Commission
total compensation filings at htt�://www.sec.�ov/answers/execom�lltm.)
b. Where and when to report. You must report executive total compensation described
in paragraph (2.)(a.) of this award term:
i. As part of your registration profile at htt�://www.ccr.�ov.
ii. By the end of the month following the month in which this award is made, and
annually thereafter.
3. Reporting of Total Compensation of Subrecipient Executives.
Applicability and what to report. Unless you are exempt as provided in paragraph 4.
of this award term, for each first-tier subrecipient under this award, you shall report
the names and total compensation of each of the subrecipient's five most highly
compensated executives for the subrecipient's preceding completed fiscal year, if--
i. in the subrecipient's preceding fiscal year, the subrecipient received--
(a.) 80 percent or more of its annual gross revenues from Federal procurement
contracts (and subcontracts) and Federal financial assistance subject to the
Transparency Act, as defined at 2 CFR � 170.320 (and subawards); and
(b.) $25,000,000 or more in annual gross revenues from Federal procurement
contracts (and subcontracts), and Federal financial assistance subject to the
Transparency Act (and subawards; and
26 Item # 9
Attachment number 6 \nPage 2
ii. The public does not have access to information about the compensation of the
executives through periodic reports filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C. §§ 78m(a), 78o(d)) or section 6104
of the Internal Revenue Code of 1986. (To determine if the public has access to
the compensation information, see the U.S. Security and Exchange Commission
total compensation filings at http://www.sec.�ov/answers/execom�.htm.)
b. Where and when to report. You must report subrecipient executive total
compensation described in paragraph 3.a. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the
subaward. For example, if a subaward is obligated on any date during the month
of October of a given year (i.e., between October 1 and 31), you must report any
required compensation information of the subrecipient by November 30 of that
year.
4. Exemptions. If, in the previous tax year, you had gross income, from all sources, under
$300,000, you are exempt from the requirements to report:
a. Subawards, and
b. The total compensation of the five most highly compensated executives of any
subrecipient.
Definitions. For purposes of this award term:
a. Entity means all of the following, as defined in 2 CFR Part 25:
i. A Governmental organization, which is a State, local government, or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
iv. A domestic or foreign for-profit organization;
v. A Federal agency, but only as a subrecipient under an award or subaward to a
non-Federal entity.
b. Executive means officers, managing partners, or any other employees in management
positions.
c. Subaward:
i. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award
and that you as the recipient award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to
carry out the project or program (for further explanation, see Sec. ---- .210 of the
attachment to OMB Circular A-133, "Audits of States, Local Governments, and
Non-Profit Organizations").
iii. A subaward may be provided through any legal agreement, including an
agreement that you or a subrecipient considers a contract.
d. Subrecipient means an entity that:
i. Receives a subaward from you (the recipient) under this award; and
ii. Is accountable to you for the use of the Federal funds provided by the subaward.
2� Item # 9
Attachment number 6 \nPage 2�
Total compensation means the cash and noncash dollar value earned by the executive
during the recipient's or subrecipient's preceding fiscal year and includes the
following (for more information see 17 CFR § 229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar
amount recognized for financial statement reporting purposes with respect to the
fiscal year in accordance with the Statement of Financial Accounting Standards
No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.
iii. Earnings for services under non-equity incentive plans. This does not include
group life, health, hospitalization or medical reimbursement plans that do not
discriminate in favor of executives, and are available generally to all salaried
employees.
iv. Change in pension value. This is the change in present value of defined benefit
and actuarial pension plans.
v. Above-market earnings on deferred compensation which is not tax-qualified.
vi. Other compensation, if the aggregate value of all such other
compensation (e.g. severance, termination payments, value of life insurance paid
on behalf of the employee, perquisites or property) for the executive exceeds
$10,000.
2g Item # 9
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anc� suE���4t Ccs re�ulaCt�s� ��rtrce�lur�s, ap�ra3yrfat� ccrrrective ac€�a�n wi�l b� t�aken, u}� t� �rv�i fnc�udi�ag
tern�ir¢a�a�rn af 1°�dQrad fin�nci�1 ass�stance frc�nj �Il S��deral sourc�s-
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scxuat arie�tia�n� tar �ny athcr l�asis �onslit�tte ltara�;snten# ws�l�en it i��s lhe �rur��as� tar eff�ci af
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favors: pressure f�r cia��s; d�)ib�i°�ie tcrucl�aia�, lea:�in� aver, c�a �r�rncrv��� caffensive feasi�a�, jc�i�e�,
rttn�rE�s, c�r quest�c�s�s; tefta�rs, �ai�c�s�e calls, ur t�istnL�aaEaca� t�r d'asplray oE �tferjsive �tateriaLs, taffensive
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dfscrarr�i�aatiean cc�cnplain� }�rtxPe:c��rs�s (c.�;., as � r,�a�a�tait�aa�t �r watn�ss) zra any :"Pv'C"S �rp�r�n� sa��
praj��l, rn�v ra�s� his a�r t�r cni�c �rns �w3t1� t�ur C7fiice ai ��usl Ita�;f�ts a��s� IncIusive�ss {iJCl�i}.
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�r spcanscar cia��u�e resal�zlia��ti �arocc:€iure Gefurc cc3�3taciing �?C2�1. Tf �rttc�th�r �rc��cdure is usetf. it tit��s
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C�alcA tN�ndy S�enc�,�ieC Ex�tul�if� 4�fficer
D�SASiER�£RVICES I E�i3t�0i�ICqPPQRIUNIT�" 1�p�JCRdit�PJ 1 ENYIRV}F1�IEN�ALSTEWAR[}�HIP I NEAiTHY�UTt1RES I VETE�A�ISAND�PI�.[iARYFA�111ES
A�ERIGflR'P; � 5EHl�R G{3RPS I' S(1CIRL iNl�fl�lAT14�! F�1�la
29 Item # 9
VOLUNTEER PLORIDA
Attachment V
Item # 9
Updated: U6/12
VOLUNTEER PLORIDA
Attachment V
Item # 9
Updated: U6/12
VOLUNTEER PLORIDA
Attachment V
Item # 9
Updated: U6/12
Attachment number 8 \nPage 1
aTTacxMENT vl
Amendment
Number
This amendment is made BETWEEN
The Governor's Commission on Community Service
401 South Monroe Street
Tallahassee, Florida 32301
referred to herein as the "Commission"
AND
City of Clearwater on behalf of
Clearwater Police Department
645 Pierce Street
Clearwater, FL 33756-5400
referred to herein as the "Provider" amends
2012-2013 Contract for
AmeriCorps Clearwater
1. Section , Paragraph is hereby amended to read:
2. This amendment shall begin on , or on the date on which
the amendment has been signed by both parties, whichever is later.
3. All provisions in the contract and any attachments thereto in conflict with this amendment
shall be and are hereby changed to conform with this amendment.
4. All provisions not in conflict with this amendment are still in effect and are to be performed
at the level specified in the contract.
5. This amendment and all its attachments are hereby incorporated into and made a part of the
above cited contract.
IN WITNESS THEREOF, the parties hereto have caused this contract to be executed by their
undersigned officials as duly authorized.
Countersigned:
George N. Cretekos
Mayor
Approved as to form:
CITY OF CEARWATER, FLORIDA
:
William B. Horne II
City Manager
Attest:
Robert J. Surette Rosemarie Call
Assistant City Attorney City Clerk Item # 9
THE GOVERNOR' S COMMISSION ON
COMMUNITY SERVICE
d/b/a VOLUNTEER FLORIDA
I�
Chester W. Spellman
Chief Executive Director
Date:
Attachment number 8 \nPage 2
I[�'ii�:�'7
VOLUNTEER FLORIDA
Invoice Worksheet
Attachment number 9 \nPage 1
Attachment VII
Effective: 7/6/12
VOLUNTEER FLORIDA
Invoice Worksheet
Attachment number 9 \nPage 2
Attachment VII
�lla��i:i��
Effective: 7/6/12
Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
SUBJECT / RECOMMENDATION:
Approve a contract (Purchase Order) for $196,992.00 to Trekker Tractor of Tampa, FL for three Case 580SN Backhoes, in accordance
with Sec. 2.564(1)(d), Code of Ordinances - Other governmental bid; authorize lease purchase under the City's Master Lease Purchase
Agreement; and authorize the appropriate of�cials to execute same. (consent)
SUMMARY:
The three backhoes will be purchased through the Florida Sheriffs Contract 11-19-0907, speci�cation 67 and quote dated October 23,
2012.
The backhoes will replace G1245 (1994 Case Backhoe), G2106 (1999 Case Backhoe) and G2544 (2002 Case Backhoe). G1245 is
assigned to Engineering. G2106 and G2544 are assigned to Public Utilities. Each Tractor has various functions that the Departments
utilize.
Type: Purchase
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost: $40,97434
Not to Exceed:
For Fiscal Year: 10/1/2012 to 11/30/2013
Appropriation Code
0316-94241-564100-519-
0000
Bid Required?: No
Amount
$196,992.00
Budget Adjustment:
None
Annual Operating Cost: $3,406.00
Total Cost: $44,38034
Appropriation Comment
L/P CLP
Bid Number:
Florida Sheriffs
Other Bid / Contract: Association #11-19- Bid Exceptions: None
0907
Review 1) Financial Services 2) Office of Management and Budget 3) Lega14) Clerk 5) Assistant City Manager � City
ApprovaL• Manager 7) Clerk
Cover Memo
�[i�ii%�[I]
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Award a Contract (Purchase Order) for $37,618.00 to Autoway Chevrolet of Clearwater, FL for two 2012 Ford Fusions for conversion
to Compressed Natural Gas (CNG) and authorize the appropriate officials to execute same. (consent)
SUMMARY:
These cars will be purchased per the quote dated December 4, 2012. Staff received three quotes for these cars and
Autoway was the lowest quote. The City must purchase the 2012 Ford Fusions so the CNG kits will install without
any problems; these kits will not fit the 2013 Ford Fusion. These cars are located at the Company's Autoway Ford
Dealership. Autoway Chevrolet will move these cars from their Ford location to Clearwater and hold them until
December 21.
These cars are not in the Garage Replacement Fund for 2012/2013. They will be additional to Clearwater GAS
inventory. The current cars assigned to the administrative staff is G2963 (2005 Ford Crown Victoria with 73,000
miles) and G2965 (2005 Ford Crown Victoria with 67,000 miles).
The two Ford Crown Victorias will be assigned to the Sales Staff for their use and can be used by other GAS
employees when an extra vehicle is needed. The Sales Staff drive their personal vehicle now. These cars could be
used by staff in other departments as needed.
A first quarter budget amendment will establish capital project 315-96388, Gas Administrative Vehicles, with a budget
transfer of $37,618 of gas revenues from the Gas operating fund.
Type: Purchase
Current Year Budget?: No
Budget Adjustment Comments:
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
0315-96388-591000-532-
0000
Bid Required?:
$37,618.00
10/1/2012 to 9/30/2013
Amount
$37,618.00
No
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
Cash Purchase
Bid Number:
Yes
$6,306.00
$43,924.00
Cover Memo
Other Bid / Contract: Bid Exceptions: None If2CT1 # 1 1
Review 1) Financial Services 2) Office of Management and Budget 3) Solid Waste/General Support Services 4) Financial
Approval: Services 5) Office of Management and Budget 6) Legal 7) Clerk 8) Assistant City Manager 9) City Manager 10) Clerk
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Award a contract (purchase order) to R.A.M. Excavating, Inc., of Palm Harbor, Florida, for Druid Trail Phase III project (04-0021-PR)
in the amount of $1,239,219.06, which is the lowest responsible bid received in accordance with plans and specifications, and authorize
the appropriate officials to execute same. (consent)
SUMMARY:
Type:
This project is the third of four phases for the Druid Trail Project. Phases I and II have already been
constructed from Clearwater Beach to East Avenue.
Phase III will start at end of Phase II(Turner Street and East Avenue) and end at Glen Oaks Park. Phase III
will also connect the Druid Trail to the Pinellas Trail.
City staff carried out a public meeting regarding the entire Druid Trail Project. The scope of Phase III is
consistent with feedback received at the public meeting and with the existing two phases of the trail.
Scope of work involves construction of an 8 ft. wide asphalt trail along the north side of Turner Street from the
Pinellas Trail to Dr. Martin Luther King Jr. Avenue for approximately 1,620 feet; Construction of an 8 ft. wide
asphalt trail along the east side of Dr. Martin Luther King Jr. Avenue from Turner Street to Druid Road for
approximately 830 feet; and Construction of an 8 ft. wide asphalt trail along the north side of Druid Road from
the Pinellas Trail to Betty Lane for approximately 4,320 feet.
Construction also involves lengthening auxiliary travel lanes at various locations and an intersection
improvement at Druid Road and Missouri Avenue, which includes roadway work, pedestrian refuse islands,
signs, striping and pedestrian signals.
Work will commence upon award and execution of the contract and will be completed within 180 calendar
days.
Ongoing maintenance of the trail will be provided by the Parks and Recreation Department. Street signage and
pavement markings will be maintained by Traffic Operations with the exception of Druid Road and Missouri
Avenue, which will be maintained by FDOT.
Sufficient budget and revenue is available in Capital Improvement Program project 0315-92146, Druid Road
Improvements, in the amount of $1,239,219.06.
Capital expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
See summary
Current Year Cost:
Not to Exceed:
For Fiscal Year:
$1,239,219.06
$1,239,219.06
2012 to 2013
Budget Adjustment:
Annual Operating Cost:
Total Cost:
No
$1,239,219.06
Cover Memo
I[�'ii�:�iN•l
Appropriation Code
0315-92146-562700-541-
000-0000
Bid Required?:
Amount
$1,239,219.06
Yes
Appropriation Comment
See summary
Bid Number: 04-0021-PR
Other Bid / Contract: Bid Exceptions: None
Review 1) Engineering 2) Financial Services 3) Office of Management and Budget 4) Lega15) Clerk 6) Assistant City
ApprovaL• Manager 7) City Manager 8) Clerk
Cover Memo
��11�:���
i ��� �'t �il� � �,
1. .�, ; ��, � � 1�
;1; �. ' 1,
1 1
ICN()W f1L,I. ME� �I' 'TFIESE 1'�SE�1'TSe That �%e R.A.112. EXCA�IA'I'INGq I1�C. as
Contractor and 1VIE12C�IE1N'TS �ONI)I1�1G COMPAI�tI' (Ii�iiJ'TUAI.) (Surety) whose home
address is 210d FL,�LT12 I) VE, I)�S NIOIN��� Ii�Wr� 5Q321.�1�58
I-�E II�r�F'I`EI� CAI.I�EI) 'TI�E "Surety", are held and firmly bound into the City of Clearwater,�
Florida (hereinafter called the "Owner") in the penal sum of: 0�1E 1VIII.LIOIV 'TWO I-�iJ�1D Ii�
'I'�II12�'�'��1II�E 'TI30IJ��.1�1D 'I'WO I3iJ�1I) D NINE'TEEN I)OI..I,ARS A1�Ii �IX CEN"�"S�
(�1q239.219.06) for the payment of which we bind ourselves, our heirs, executors, administrators�
successors, ar�d assigns for the faithful performance of a certain w�ritten contract, dated the
day of , 20_, entered into between the Contractor and the City of Clea�water
for:
�I�LTII) 'T II. WA�..,I{WAI' (P�3ASE 3) I'120JEC'�" #: 04-0021�1'�
a copy of whicil said contract is incorporated herein by reference and is made a part hereof as if fully
copied herein.
NOW 'I'�IE FO ,'I'I-�E C0�1I)I'I'IONS OF' 'I'I3IS O�L,IGA'TIOI�T A �IJCI�, that if the
Contractor sh�Il in all respects comply with the terms and conditions of said contract, including the
one-year guarantee of material and labor, and his obligations thereunder, including the cantract
documents (which include the Advertisement for Bids, Fo�n of Proposal, Form of Contract, F�rm of
Surety Bond, Instructions to Bidders, General Conditions and Technical Specifications) and the
Plans and Speeifications therein referred to and made a part thereof, and such alterations as rnay be
made in said l��ans and Specifications as therein provided for, and shall indemnify and save ha�mless
the said Owner against and from all costs, expenses, damages, injury or conduct, want of care or
skill, negligen�e or default, including patent infringements on the part of the said Contractor agents
or employees, in the execution or perforrnance of said contract, including errors in the plans
furnished by the Contractor, and further, if such "Contractor" or "Contractors" shall promptly make
paymea�ts to all persons supplying him, them or it, labor, material, and supplies used directly or
indirectly by said Contractor, Contractors, Sub-Contractor, or Sub-Contractars, in the prosecution of
the work provided for in said Contract, this obligation shall be void, otherwise, the Contract�r and
Surety jointly �nd severally agree to pay to the Owner any difference between the sum to which the
said Contract�r would be entitled on the completion of the Contract, and that which the Owner may
be obliged to �ay for the completion of said w�ork by contract or otherwise, & any damages, direct or
indirect, or co�sequential, which said Owner may sustain on account of such wark, or on account of
the failure of t�re said Contractor to properly and in all things, keep and execute all the provisions of
said contract.
Contract for Signatafre.docx Page fl of 14 7; 26,'2012
� ;�� � . ; •� , . ����: �� � :1�;
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��
And the said Contractor and Surety hereby further bind themselves, their successors, executors,
administrators, and assigns, jointly and severally, that they will amply and fully protect th� said
Owner againsi, and will p�y any and all amounts, damages, costs and judgrrients w�hich rr�ay be
recovered agarnst or which the Owner may be called upon to pay to any person or corporation by
reason of any damages arising from the perforrriance of said work, or of the repair or rnaint�nance
thereof, or the �nanner of doing the same or the neglect of the said Contractor or his ager�ts or
servants or the i�nproper perfor�nance of the said work by the Contractor or his agents or servants, or
the infringements of any patent rights by reason of the use of any material furnished or work done;
as aforesaid, or otherwise.
N
And the said Contractor and Surety hereby further bind themselves, their successors, heirs�
executors, adrr�inistrators, and assigns, jointly and severally, to repay the owner any sum which the�
Owner rnay b� coanpelled to pay because of any lien for labor material furnished for the work �
embraced by s�id Contract.
And the said Surety, for the value received, hereby stipulates and agrees that no change, extension of
tirne, alteratior� or addition to the terms of the contract or to the worlc to be performed thereunder or
the specificatic�ns accompanying the same shall in any way affect its obligations on this bond, and it
does hereby waive notice of any such change, extension of time, alteration or addition to the terms
of the contract or io the work or to the specifications.
I1�1 'T�S'I'IIVi�i��' W�IEI�OF, witness the hands and seals of the parties hereto this
day of , 20_
�
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:
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:
.Frll�'IC�T7► ►
Contract for Signatc�re.docx Page 2 of 14 7l26i2012
� '
This COI�1'I'1�C'I' made and entered into this day of �, 20_ l�y and
between the City of Clearwater, Florida, a municipal corporation, hereinafter designated as the
"City", and R. A.NI. EXCAVA'TI�1G, II�C, of the City of DLTI�IEI)I1�1 County of PI�tEI�i.�i� and
State of Florid�, hereinafter designated as the "Contractor'°.
1���� _ �.��:_�
That the parti�s 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 Contracto�, and his or its successors, assigns, executors or administrators, in consideration of theN
sums of money as herein after set forth to be paid by the City and to the Contractor, shall and will a�
iheir own cost and expense perform all labor, furnish all materials, tools and equipment for the�
following: �
II'+ :�1 ';' � �� � �. �,',I •� ��1� IF�� �., :. ;,�. � ��
� !� `. ��, � ��� � . � . : � ; . ,_ :� r �, � � � . ; �,
f IF �� • � � .1 � � � ,�. :
In accordance uTith 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 c�f this
contract, and aIl of said work to be performed and completed by the contractor and its successors
and assigns shall be fully completed in a good and workmanlilce manner to the satisfaction of the
City.
If the Contractor should fail to corriply with any of the tertns, conditions, provisions or stipu��tions
as contained l�erein within the time specified for completion of the work to be performed by the
Contractor, th�n 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.
�r' �. � � ,FI 1' 1=''� 1 1��: �� :,
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Contract for Sigraature.docx Page 3 of 14 7�'26r2012
CO�T CT
(2)
In addition to the foregoing provisions, the Contractor agrees �o conform to the following requirements:
In connection with the performance of work under this contract, the Contractor agrees not to
discriminate a�ainst any employee or applicant for employmeni because of race, sex, religion, color, or
national origin. The aforesaid provision shall include, but not be limited to, the following:
employment, �apgrading, dernotion, or transfer; recruitmer�t or recruitrrient advertising; lay-off or
termination; rates of pay or other forms of cornpensation; and selection for training, including
apprenticeship. The Contractor agrees to post hereafter in conspicuous places, available for �mployees
or applic�nts for employment, notices to be provided by the contracting officer setting fort� the
provisians of tl�e non-discrimination clause. N
�
The Contractor further agrees to insert the foregoing provisions in all contracts hereunder, includin�
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 a�er dav for each day that the work to be performed by the
Contracior remains incomplete beyond the time limit specified herein, which sum of �1q000.00 �er
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 furth�r 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 perfortn all work within the time period as specified in this contract.
It is fizrther muivally agreed between the City and the Contractor that if, any time after the execution of
th�s 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� iime 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 Con#ractor shall, at his or its own
expense, withi� ten (10) days after receipt of written notice from the City to do so, furnish an additional
b�nd or bonds �n such term and amounts and with such surety or sureties as shall be satisfactory to the
City. If such �n event occurs, no further payment shall be made to the Contractor under the terrras and
provisions of �his contract until such new or additional security bond guaranteeing the faithful
performance o� the work under the terms hereof shall be completed and furnished to the City in a form
satisiactorv to it.
Contract for Signature.docx Page 4 of l4 7,�2612012
CO�T CT
(3)
II� V6�IT'1rTESS WI-�E1�OF, the parties to the agreement have hereunto set their hands and se�ls and
have executed �his Agreemer�t, in duplicate, the day and year first above written.
�, � � . .
� �� - � �I: � �� _� �� � � •�;
By:
William B. Horne, II
City Mana�er
Co�antersigned:
:
George �. Cretelcos
iVlayor
(Contractor m�st indicate whethe� Corporation,
Partnership, C��npany or Individual.)
(Th� person signing shall, in his own
handw�riting, sign the Principal's name, his own
name, and his title; where the person is sagning
%r a Corporaiion, he must, by Affidavit, show
his authority ta bind the Corporation).
(Seal)
Attest:
Rosemarie Call
City Clerk
Approved as to form:
Camilo Soto
Assistant City Attorney
.
(Contractor)
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Contract for Signature.docx Page 5 of i4 7;26.-'2012
1 ., �,;. ;�, �. �,
_ _ _._ . __ __. ___._. _�_._ __ . ___.
�':�'�" � �� �, I':�
� �, � � ;�..
I, ; .1,
�n this day personally appeared before me, the undersigned autho�ity, duly authorized to
administer oaths and take acknowledgments, , who after being duly sw�rn,
deposes and says:
That h� is the (TITI,E)
of 1�oA.�I. EXCAVA'TI1�1G INC., a Florida Corporation, with its principal place of business located at
_ (herein, the "Contractor'°). N
�
That th� Contractor was the general contractor under a contract executed on the day of�
, 20 with the CI'T�' OF CI,E�RWA'I'E12, F'I.Oi�II)A, a�nunicipal �
corporation, as O�vvner, and that the Contractor was to perform the construction of:
I t ' 1 : ' • , � , �' ;. �. , . � . � � : ', "
That said work has now been completed and the Contractor has paid and discharged all sub-contractors,
laborers and material men in connection with said work and there are no liens outstanding of any nature
nor any debts or obligations that might become a lien or encumbrance in connection with said work
against the described property.
That he is making this affidavit pursuant to the requirements of Chapter 713, Florida Statutes,
and upon consideration of the payment of (Final Full Amount of Contract) in
full satisfaction and discharge of said contract.
That th� Owner �s hereby released from any claim which might arise out of said Cantract.
The wc�rd "liens" as used in this affidavit shall mean any and all arising under the operation of
the Florida Mechanic's Lien I�aw as set forth in Chapter 713, Florida Statutes.
Sworn and subscribed to before me
This dayr of , 20
:
,� .• � ;
My Commissi�n Expires:
�
''' �
Contract for Signature.docx Page 6 of 14 7/26�'2012
PRO�'OSAL B(?ND
(Not to be fiiled out ifa certifieci checkis�subrnit�ted)
1i1�`OW�' A�,L lYiE�7 BY THES� YI��;5F;1�ITS: 'T')�at �ve, the undei-signed,
R_A.Ma Excavati�, Inc. as �'rincipal, and Merchants Bondinq Com�any
(Niutual) a� Strre*y, ���hc7's �idc�ress is 27.� �leur Drive
Des Moines, Iowa 50321-1158 , are helcl and fir�nly bc���nd unta
the Ciiy o.f�Clea�-�vuter, [ lviscia, i;� t��e su��� oF r`��g�' ��jC;t.4�;�_i��!� �T'4��.g1�•r ��? �; '�-���R%- `"I 9-lC:��pS �r�a,s�
Dollars (� 0��-0� ��� }(being a n��ninautn n�f 10% ��f C;onlp-�iet��r's t�t�l bid amount) �or the pay�r�ent'
of �vhich, ��,�ell ai�d truly to be made. �ve :l�sreby jointly ar�d severaIly� bind ou�•selves, our heirs;
executars, ads��ii�istratad-s, suc.cess�is as�d assibn�.
The condiTic7n afthe abave obligation is sus:h th�t ii`tl�e attached T'r-oposai c�f R.AmP4_
Excavating, Inc. as k'rincipal, antl ts (P9utual) as
Surety, fUr wo.rk specified as: ..M. .
v�ioz�� �r�c_���1 ��1.��,�����:�� fPxa�E 3� rnor�;c�r #• o:a-oozr ra
all �a; stipulated in said i'rop�s��l, by d�ii�g all �vorl� incicicntal thereto, in accorda��ce ���ith the plans und
Specificatinns pr�vided hecefor, all t��ithin Pinellas County, is accr,i�ted and the cc�ntract aw�3rcled to tl�e
above c�am�ci bid�es; and the said biddei• sh�il9 within ten days aftea� notice oF saic9 awa�•d enter into a
contract; ii� w�riting, and Turnish the e•equired Pee•fc�o-i»�ince Borid tivitli sur�ty or sui•eties to be �pprnv�d
by the City Managcr, this ubligation shall k�e vaicJ, otherwise the s�t:ne shall be in full force and vi�-tue
l�y la�v and *he feill amUUnt �of ti7is .F're,posal �ond will be p�iid to t�ie City� as stipulaCed or }iqiiida;ecl
dan��ages. �
Si�n�ci this 29th c��y of �ovetnber
(Principal ��ust indicate ��I�ether
t;orpc�r�.�tion, partnership, company
or inc�ivi�ival)
"l,he�ersoa7 signing shall, in l�is own
hand�vriting, si�n the P� incipa.l's
name, his o>�n narrze a��d his title;
the person signing for a corporation
�nust, by afficiavit, shovr� }�is authority
tc� bind tlle coypol�a�ion.
2f}12 .
Section�'.dc�c i'z�ec 7 of 8�4
R.A.�. EXC�VATIAdG, INCa
Pa•incipal
,
By: � � j� ^�'�� � � r�+
E _�- _
"I'itle
�.1�.�__(G,�� �'°�1
NIERCHAIl1�S II� C��'�' '
.� _._._ ..._
SUretv �v�� ,, - �� �
'�� ��4� sy�;::
��... �
BY= � ~�`���` _ � �;��_.
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Wendy L�� Hinc�san . � Atto��g�-In-,
Fact aiid Fle�: id� I2e�i��n� l�t
(239}-275-82zo
?/2.E�12012
�
BOI�DI.IVG �QMPAI�YTu
�� OF AiiO N Y
Know AU Persons By These Presents, that MERCHANTS BONDING COMPANY (MUTUAL) and MERCFiANTS NATIONAL BONDING,
INC., both being corporations duly organized under the laws of the State of lowa (herein co9lectively called the "Companies"),
and that the Cornpanies do hereby make, constitute and appoont, individua9ly,
Robert Trobec, Wendy L. Hingson
of Fort Myers and State of Florida their true and lawful Attotney-in-Fact, wlth full power
and authority hereby conferred In their name, place and stead, to sign, execute,.acknowledge and deliver pn their behalf as surety
any and al! bonds, undertakings; recognlzances or other written ob�igations fn the nature thereof, subject to the limitation that any
such instrument shalB not exceed the amount of:
EIGHT i'IILLIOIV (�5,000,000.00) DOLLARS
and to bind th.e �ompanles thereby as iully and to the sarne extent as if such bond or undertaking was signed by the duly
authorized officers of the Companies, and all the acts of said Attorney-in-Fact, pursuant to the authorAty herein given, are
hereby rat�fied and confirmed.
This Power-of-Attorney is made and executed pursuant to and by authority of the following By-Laws adopied by the Board of
Direc4ors Of the �ierchants Bonding Company (Mutual) on April 23, 2011 and adopted by the Board of Directors of Merchants Nationas
Bonding, lnc., on October 24, 2011.
°'The Presldent, Secretary, Treasurer, or any Assistant Treasurer or any Assis#ant Secretary or any Vice President shall have
power and authority to appoint Atdorneys-in-Fact, and to authorize them to execute on behalf of the Company, and attach the
seal of the Company thereto, bonds and undertakings, recognizances, contracts of indemnity and ofher writings obligatory in
the nature thereof,
The signature of any authorized officer and the seal of the Cempany may be afiixed by facslmile or eBectronic transmission to
any Power of Attor,ney or Certification thereof authorizing the execution and delivery of any bond, undertaking, recognizance,
or oti�er suretyship obllgations of the Company, and such s6gnature and seal when so used shal! have the same force and
effect as though manually fix�d."
in Witness Whereof, the Companles have caused this instrument to be signed and sealed this 30th day of Julv , 2p�2 ,
.ST/aTE QF {oWfi
COUNTY OF PaLK ss.
y\ ��`1{•�� 4 V 1 ,yry��Y
t� �+�P' • ��4y �'•
�.� �-. °� �:�° ,�r, °..
ta�° t� ��*,r�.�7`
���yt.� � � �v� c�.�'.�'�i
V oµ �
P�.`�a'",�,� yF60rb�"c�'�,�a
�+'a.. ea iC ..x6�M1x
eo0..o.vo
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o � p ' .'�%A °.
a �oy�a�P '9q�;,����
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e � •� •
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b • J.. • ��p�
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e••m....
MERCHANTS BONOING �OMPANY (MUTUAL)
MERCHANTS NATIONAL BONDING, fNC.
�°
Presrdent
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On thls 30th day of July 2012 before me appeared Larry Taylor, to me personally known, who being by me duly svaorn did
say that he is President of the MERCMANTS �ONDING COMPANY (MUTUAL) and MERCHANTS NATIONAL BONDI6JG, INC.; and
that the seals affixed to the foregoing instrument is ti�e Corporate Seals of the Companies; and that the said instrument was signed and
sealed fn'aehalf of the Companies by authority of their respective Boards of Directors.
In Testimany Whereof, I have hereunto set my hand and affixed my Official Seal at the City of Des Moines, lowa, the day and year
first abo've written.
$� I�AR,4�pA GREENWALi
Commisslon Number 770312 �
� o�p ' My Comm(ssion Expires
October 28, 2014
Notary Public, Pofk County, lowa
STATE OF IOWA
COUNTY OF POLK ss.
I, William Warner, Jr., Secretary of the MERCHANTS BONDING COMPANY (MUTUAL) and MERCHANTS NATIno'VA� BLNDING, INC.,
do hereby certify that the above and foregoing is a true and correct copy of the POWER-OF-ATTORNEY execut�d t�y� sa!d �ompan�ss;
which is stiU in fuii force and effect and has not been amended or revoked.
In Witness Whereof, i have hereunto set y hand and affixed the seal of the Cornpanies on
this29tpg day of �OVem�Y' , 201�2 ,
��acnaidr��y a e o e e o•
,�`,�,,,�tr��v��'�y,, .•' et�G,co'°.
a`� ,��� . � . eo�o P . �A v�, •
;' �9 �,� y'���A' ° �p'g a•�..�OR Ol�,�•;�� e ,y � . �/
,� erm : �6i i`n ; ,� e � G r�'. .�. • �� �� //
�° � � v �6 q � � � � � • h : � - O - fn : ° F�i'!�!�•+o'tl�i''�.'�? ,
: �t ��� '� � :�'•� 1933 ����; Secretary �
E � � va. . .� ��ti.
POA0014(11/11} '.�.i��•. ,..•a;�`R,�``�,•�'`` e•.9�,>i�y.. . ••`;��,o°
se�0f+sten�ce1191�ti�4��� a. � e 0� 0 o e•
•
,,; .;�
�'O T'I-�E CI�'Y OF CI.EARV�ATER, FLOIdII)A, for
DRiJiI) 'I'I2AIL �VALI�WAY (P�IASE 3) PROdECT #: 04-0021�PR
and doing such other work incid�ntal thereto, all in accordance with the contract documents, markea
DRLTII) TRAII� WAI�KWAl' (P�-IASE 3) PR��TEC'I' #: 04-0021-PR
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Every bidder rnust tal<e notice of the fact that even though his proposal be accepted and the documents �
signed by t�e bidder to ���hom an a���ard is made and by those officials authorized to do so on behal f� of �
the Citv of Clearwates•, Florida, that no such award or signing shall be considered a binding contract a��i
w-ithout a certificate from the Finance Director that f�ands are available to cover the cost of th� work to
be done, or without the approval of the City Attorne}- as to the form and legality of the contract and all
the pertine�it documents relating thereto having been approved by said City Attorney; and such bidder
is hereby charged v�=ith this notice.
The signer of the Proposal, as bidder, also declares that the only person, persons, company or parties
interested in this Proposal, are named in this Proposal, that he has carefully examined the
Advertisement, ]nstructions to Bidders, Contract Specifications, Plans, Supplemental Specifications,
General Conc�itions. Special Provisians, �nd Contract �3ond, that he or his representative has made such
investigation as is necessary to determine the character and extent of the work and he proposes and
agrees that if the Proposal be accepted, he will contract with the City of Clearwater, Florida, in the form
of contract; hereto annexed, to provide the necessary labor, Tnaterials, machinery, equipment, tools or
apparatus, do al� the work required to complete the contract ���ithin the time mentioned in the General
Conditions and according to the requirements of the City of Clearwater, Florida, as herein and
hereinafter set forth, and furnish the required surety bonds for the follo���ing prices to wit:
�� SectionV.doc Page ]0 of 14 7/2612012
PROP()S�.L
(2)
If the foregoing Proposal shall be accepted by the City of Clea►-v��ater, Florida, and the undersigned shall
fail to execute a satisfactory contract as stated in the Advertisement herein attached, then the City may,
at its option deterrsline that the undersigned has abandoned the cantract, and thereupon this Yropc�sal
shall be null aB�d void, and the certified check or bond accompanyir�g this Proposal, shall be forfeited to
beeome the pg�operty of the City of Clearwater, Florida, and the full amount of said check shal� be
retained by the City, oT• if the I'roposal Bond be given, the full amount of such bond shall be paid to the
City as stipulated or liquidated damages; other��ise, the bond or certified check accompanying this
Pr�posal, or the amount of said check, shall be returned to the undersigned as specified herein.
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Attached hereto is a bond or certified check on ��'�_�� �; ��, �� �l� S� C��� � r ��� "� �� �
�
..____ �
Bank, for the sum of �
_ , � _
�� C!,�1�_ �4��i;'��(��_� � � �� �� ��S'' �C��;,� _("�-f c���_aS�: r,>�'� ($ !�-�.;� �.�.�c_? )
�� (being a minimum of 10% of Contractor's total bid ainount).
The full names and residences of all persons and parties interested in the foregoing bid are as follows:
(if corporation, give the names and addresses of the President and Secr•eta�y. If firm or partnership, the
names and addresses of the members or partners. The Qidder shall list not only his name but also the
name of an}� person with whom bidder has any type of agreement ��-hereby such persan's
improvements, enrichment, err�ployment or possible benefit, whether sub-contractor, materialn�an,
agent, supplier, or employer is cantingent upon the aw�ard of the contract to the bidder).
NAMES: ADDRESSES:
,-�� �. � �-� � `
) . p
� '� � ;� �� Gt�'� �,�° _�� I ��� � ��-- a��� - � � �'" � �'i�'� ai,'tv ✓1 � f �v°,� S' �,�
�a..�..i �..1 �L.'t �:w ��..7 � �"p� � (....:v �.�� l..,p 1 J � ���
Signature of Bidder:
(The bidder rr�ust indicate wheth Corporation Partnersh�p, Company or Individual).
��
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SectionV.doc
Page 1 I of 14
7f26:'2012
. �, , � ,
The person signing shall, in his ovvn handwriting, sign the Principal's name, his own name and his title.
Vl%here the person signing for a corporation is other than the President or Vice-President, he must, by
affidavit, shov�� his authority, to bind the corporation.
Principal: �� _�` ��t�_� �a� w� �Gr,��; ���.
� �
By: ��`� � ���,� a>/ ��;� �: �
, .. � Title: �(�.� � � i � ��'_ o�� r
Business Address of Bidder: �� ���--( �� I�—�;�'/� f�r�-�' ��1,�- }J � �� �°�
City and State: ��.� �I�'� �v��r� �'i Zip Code � �� �7�J <��
Dated at � ;.�`-� !'�'"� , th�s ���! day of /� �� �r'
Sec4ionV.doc
Pege ] 2 of 14
A.D., 20 1 �°��
7l2G/2012
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CI'I'Y OF CLEAI2W�TER
AI)I)EI\TI)iJ�VI SI�EET
��o�cT: ��uT� �r�l�, w��,xw.�� �rx�s� 3) pxoJ�cT #: oa-oo2l-rR
Ackno�,ledgn�ent �s hereby made of the following addenda received since issuance of Plans and
Specifications.
� '� Addendum No. _� Date: E ��� ��� � ��
Addendum �Io. ,�Date: �; �,� � � ��
� �°7 i1 ' s
� � Addendum �io. �...__,� Date: �J --�. � - B �,
Addendum I�;o. Date:
Addendum No. Date:
Addendum No. Date:
Addendum �Io. Date:
Addendum No. Date:
Addendum No. Date:
Addendum No. Date:
Addendum No. Date:
` �°;��!� �` `� �i l�'/$�7' G� �d� �,��'�,�
(Name of Bidder)
�'w`� �c��"�,�/l,� ���`-�-�'"
(Signature of Officer)
;� 0 �'..� P �`� �= �'" %
(Title of Officer)
�,�`�a� e�' �,.� �� �- ;�� �, � •�
(Date)
SectionV.doc Page 13 of 14 7J26i2012
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DRUID TRAIL PHASE 3 UV�4LIC�V,4Y
rv
�j �:s �%�%c� � C�.
CONTRACTOR: r„ �
BIDDER'S TOTAL 5 ' 1 �� � I � � � ' � � (Numbers)
BIODER'S TOTAL $—� �i �
� i'l'1 i B� 1 f� o'� fil.(.loldcils�. � �.; '��° f—�=..' ..�,� �,r �/ n: l 11�-
1��, �( ° � � f � '���iTJ�
",-' l��l.s;'1;..,c/' %i,vCi ��eu'.,G%(�i��. N %�1;� �-�<r�.J C/
THE BIDDER°S 70TAL �4BOVE IS HIS TOTAL BBD BASED QN HIS UId1T PRICES AND � S
LUMP SUM PRICES AND THE ESTIAAATED QUANTITIES REQUIRED. THIS FIGURE BS �( h �+ �� X �"C �
FOR IPlFORMATIOPI ONLY AT THE TIME OF OPENItdG BIDS. THE CITY WILL MAKE
THE TABULATIOPI FROM THE UPl1T PRICES AND LUNiP SUAA PRIGE BID. IF THER@
IS AN ERROR IN 7HE TOTAL BY THE SIUDER IT SHALL BE CHAP9GES AS ONLY
THE UNIT PRICES APdD LUN1P SUIIA PRICE SHALL GOVERN.
P:\CIw2036102m1Docs\Transportation\Phase 3- Specifications & Bid Documents\Druod Tradl PH 3 Bid Tab 11-29-12(BID ESTIMATE)
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DRUID TRAIL - PHASE III
THURSDAY, NOVEMBER 29, ZO12 AWARD - THURSDAY, DECEMBER Z0, ZO12
DAVID NELSON
CONSTRUCTION GATOR GRADING & PAVING KLOOTE CONTRACTING RAM EXCAVATING
BID ITEMS UNIT QTY UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
BASE BID
1 MOBILIZATION LS 1 $ 95,000.00 $ 95,000.00 $ 49,400.00 $ 49,400.00 $ 250,000.00 $ 250,000.00 $ 100,000.00 $ 100,000.00
2 MAINTENANCE OF TRAFFIC LS 1 $ 75,000.00 $ 75,000.00 $ 216,195.00 $ 216,195.00 $ 101,000.00 $ 101,000.00 $ 20,000.00 $ 20,000.00
3 SEDIMENT BARRIER LF 8253 $ 1.00 $ 8,253.00 $ 1.45 $ 11,966.85 $ 1.00 $ 8,253.00 $ 1.50 $ 12,379.50
4 INLET PROTECTION SYSTEM EA 6 $ 200.00 $ 1,200.00 $ 130.00 $ 780.00 $ 377.00 $ 2,262.00 $ 170.00 $ 1,020.00
5 CLEARING & GRUBBING LS 1 $ 125,000.00 $ 125,000.00 $ 107,930.00 $ 107,930.00 $ 338,556.00 $ 338,556.00 $ 27,250.00 $ 27,250.00
6 FURNISH & INSTALL SINGLE MAILBOX EA 13 $ 100.00 $ 1,300.00 $ 95.00 $ 1,235.00 $ 262.00 $ 3,406.00 $ 150.00 $ 1,950.00
7 REGULAR EXCAVATION LS 1 $ 150,000.00 $ 150,000.00 $ 65,820.00 $ 65,820.00 $ 100,000.00 $ 100,000.00 $ 5,275.00 $ 5,275.00
8 EMBANKMENT LS 1 $ 1,500.00 $ 1,500.00 $ 46,600.00 $ 46,600.00 $ 25,000.00 $ 25,000.00 $ 5,000.00 $ 5,000.00
9 STABILIZATION (TYPE B) SY 7052 $ 9.00 $ 63,468.00 $ 820 $ 57,826.40 $ 37.00 $ 260,924.00 $ 15.00 $ 105,780.00
10 OPTIONAL BASE, GROUP 3 SY 5006 $ 20.00 $ 100,120.00 $ 32.65 $ 163,445.90 $ 40.00 $ 200,240.00 $ 15.00 $ 75,090.00
11 OPTIONAL BASE, GROUP 10 SY 865 $ 60.00 $ 51,900.00 $ 48.85 $ 42,255.25 $ 52.00 $ 44,980.00 $ 52.00 $ 44,980.00
12 MILLING 1.5" DEPTH SY 5673 $ 4.00 $ 22,692.00 $ 3.75 $ 21,273.75 $ 3.00 $ 17,019.00 $ 3.50 $ 19,855.50
SUPERPAVE ASPHALTIC CONCRETE
13 (TRAFFIC A) (1") TN 275.3 $ 225.00 $ 61,942.50 $ 495.00 $ 136,273.50 $ 134.00 $ 36,890.20 $ 134.00 $ 36,890.20
14 TYPE S ASPHALT PAVEMENT TN 6392 $ 125.00 $ 79,900.00 $ 300.00 $ 191,760.00 $ 151.00 $ 96,519.20 $ 151.00 $ 96,519.20
15 CONCRETE DRIVEWAYS SF 14188 $ 4.00 $ 56,752.00 $ 425 $ 60,299.00 $ 5.00 $ 70,940.00 $ 4.50 $ 63,846.00
16 CONCRETE CLASS NS GRAVITY WALL CY 82 $ 600.00 $ 4,920.00 $ 563.00 $ 4,616.60 $ 605.00 $ 4,961.00 $ 500.00 $ 4,100.00
17 INLET (CURB) (TYPE P-9) (<10') EA 1 $ 7,500.00 $ 7,500.00 $ 4,120.00 $ 4,120.00 $ 5,878.00 $ 5,878.00 $ 4,480.00 $ 4,480.00
18 INLET (CURB) (TYPE P-5) (<10') EA 2 $ 7,500.00 $ 15,000.00 $ 4,545.00 $ 9,090.00 $ 5,878.00 $ 11,756.00 $ 4,092.00 $ 8,184.00
19 INLET (CURB) (TYPE P-69) (<10') EA 2 $ 7,500.00 $ 15,000.00 $ 4,915.00 $ 9,830.00 $ 5,878.00 $ 11,756.00 $ 4,240.00 $ 8,480.00
Item # 12
DRUID TRAIL - PHASE III
THURSDAY, NOVEMBER 29, ZO12 AWARD - THURSDAY, DECEMBER Z0, ZO12
DAVID NELSON
CONSTRUCTION GATOR GRADING & PAVING KLOOTE CONTRACTING RAM EXCAVATING
BID ITEMS UNIT QTY UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
20 MANHOLES, P-7, PARTIAL EA 1 $ 4,200.00 $ 4,200.00 $ 420.00 $ 420.00 $ 5,328.00 $ 5,328.00 $ 3,958.00 $ 3,958.00
21 MANHOLE (ADNST) EA 3 $ 500.00 $ 1,500.00 $ 2,235.00 $ 6,705.00 $ 411.00 $ 1,233.00 $ 2,750.00 $ 8,250.00
DRAINAGE STRUCTURE - MODIFY
22 EXISTING EA 2 $ 1,500.00 $ 3,000.00 $ 2,375.00 $ 4,750.00 $ 3,128.00 $ 6,256.00 $ 3,000.00 $ 6,000.00
23 CONCRETE PIPE CULVERT (ROUND 18") LF 109 $ 75.00 $ 8,175.00 $ 156.00 $ 17,004.00 $ 118.00 $ 12,862.00 $ 32.00 $ 3,488.00
24 CONCRETE CURB AND GUTTER, TYPE 1 LF 3985 $ 12.00 $ 47,820.00 $ 10.95 $ 43,635.75 $ 13.00 $ 51,805.00 $ 14.00 $ 55,790.00
25 CONCRETE CURB, TYPE A LF 243 $ 12.00 $ 2,916.00 $ 11.85 $ 2,879.55 $ 15.00 $ 3,645.00 $ 17.60 $ 4,276.80
26 CONCRETE VALLEY GUTTER LF 66 $ 24.00 $ 1,584.00 $ 27.80 $ 1,834.80 $ 15.00 $ 990.00 $ 26.40 $ 1,742.40
27 HEADER CURB, 6" CONCRETE LF 9054 $ 11.00 $ 99,594.00 $ 10.70 $ 96,877.80 $ 13.00 $ 117,702.00 $ 11.65 $ 105,479.10
28 STRAIGHT CURB, 6" LF 561 $ 11.00 $ 6,171.00 $ 11.85 $ 6,647.85 $ 14.00 $ 7,854.00 $ 22.00 $ 12,342.00
29 CONCRETE SIDEWALK (4") SF 8372 $ 5.50 $ 46,046.00 $ 4.75 $ 39,767.00 $ 4.00 $ 33,488.00 $ 420 $ 35,162.40
30 CONCRETE SIDEWALK (6") SF 866 $ 5.50 $ 4,763.00 $ 3.45 $ 2,987.70 $ 5.00 $ 4,330.00 $ 4.50 $ 3,897.00
PATTERNED/TEXTURED
31 PAVEMENT/ASPHALT SY 3864 $ 20.00 $ 77,280.00 $ 19.85 $ 76,700.40 $ 19.00 $ 73,416.00 $ 20.00 $ 77,280.00
CONDUIT (UNDERGROUND) FURNISH AND
32 INSTALL LF 101 $ 12.00 $ 1,212.00 $ 620 $ 62620 $ 6.00 $ 606.00 $ 6.00 $ 606.00
PULL AND NNCTION BOX (F&I) (PULL
33 BOX) EA 9 $ 375.00 $ 3,375.00 $ 385.00 $ 3,465.00 $ 341.00 $ 3,069.00 $ 336.00 $ 3,024.00
34 PEDESTRIAN SIGNAL (2-WAY COUNTDN) AS 4 $ 1,200.00 $ 4,800.00 $ 1,540.00 $ 6,160.00 $ 1,365.00 $ 5,460.00 $ 1,447.50 $ 5,790.00
35 SIGNAL HEAD AUX (ALUM. PED) EA 4 $ 800.00 $ 3,200.00 $ 710.00 $ 2,840.00 $ 630.00 $ 2,520.00 $ 792.00 $ 3,168.00
36 LOOP ASSEMBLY TYPE A AS 4 $ 1,200.00 $ 4,800.00 $ 890.00 $ 3,560.00 $ 788.00 $ 3,152.00 $ 880.00 $ 3,520.00
37 DETECTOR, PEDESTRIAN W/SIGN ONLY EA 4 $ 150.00 $ 600.00 $ 160.00 $ 640.00 $ 142.00 $ 568.00 $ 137.50 $ 550.00
Item # 12
DRUID TRAIL - PHASE III
THURSDAY, NOVEMBER 29, ZO12 AWARD - THURSDAY, DECEMBER Z0, ZO12
DAVID NELSON
CONSTRUCTION GATOR GRADING & PAVING KLOOTE CONTRACTING RAM EXCAVATING
BID ITEMS UNIT QTY UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
38 SIGNAL PED. ASSEMBLY REMOVAL EA 8 $ 100.00 $ 800.00 $ 55.00 $ 440.00 $ 47.00 $ 376.00 $ 82.50 $ 660.00
39 SIGNAL PED. REMOVAL EA 4 $ 200.00 $ 800.00 $ 55.00 $ 220.00 $ 173.00 $ 692.00 $ 27.50 $ 110.00
40 DETECTOR, PED. ASSEMBLY REMOVAL EA 8 $ 50.00 $ 400.00 $ 150.00 $ 1,200.00 $ 131.00 $ 1,048.00 $ 16.50 $ 132.00
41 SIGNAL EQUIPMENT MISC. REMOVE LS 1 $ 500.00 $ 500.00 $ 595.00 $ 595.00 $ 525.00 $ 525.00 $ 385.00 $ 385.00
42 PERFORMANCE TURF, SOD SY 3141 $ 3.00 $ 9,423.00 $ 2.00 $ 6,282.00 $ 3.00 $ 9,423.00 $ 5.00 $ 15,705.00
43 ROOT BARRIER LF 420 $ 5.00 $ 2,100.00 $ 16.40 $ 6,888.00 $ 10.00 $ 4,200.00 $ 12.00 $ 5,040.00
44 SINGLE POST SIGN (FURN & INSTAL) AS 21 $ 400.00 $ 8,400.00 $ 310.00 $ 6,510.00 $ 368.00 $ 7,728.00 $ 352.00 $ 7,392.00
45 SINGLE POST SIGN (RELOCATE) EA 11 $ 100.00 $ 1,100.00 $ 60.00 $ 660.00 $ 158.00 $ 1,738.00 $ 160.00 $ 1,760.00
46 SINGLE POST SIGN (REMOVE) EA 6 $ 50.00 $ 300.00 $ 50.00 $ 300.00 $ 79.00 $ 474.00 $ 38.50 $ 231.00
47 RETRO-REFLECTIVE PAVEMENT MKRS EA 256 $ 4.00 $ 1,024.00 $ 5.00 $ 1,280.00 $ 4.00 $ 1,024.00 $ 4.00 $ 1,024.00
Painted Pavement Markings, Standard, Black,
48 Message EA 2 $ 100.00 $ 200.00 $ 90.00 $ 180.00 $ 12.00 $ 24.00 $ 12.00 $ 24.00
49 Thermoplastic (Standard) (White) (Solid) (6") NM 0.749 $ 5,500.00 $ 4,119.50 $ 4,945.00 $ 3,703.81 $ 4,858.00 $ 3,638.64 $ 5,090.00 $ 3,812.41
50 Thermoplastic (Standard) (White) (Solid) (8") LF 526 $ 1.30 $ 683.80 $ 120 $ 63120 $ 2.00 $ 1,052.00 $ 2.00 $ 1,052.00
51 Thermoplastic (Standard) (White) (Solid) (12") LF 1564 $ 2.75 $ 4,301.00 $ 3.00 $ 4,692.00 $ 3.00 $ 4,692.00 $ 3.00 $ 4,692.00
52 Thermoplastic (Standard) (White) (Solid) (18") LF 119 $ 4.00 $ 476.00 $ 4.50 $ 535.50 $ 4.00 $ 476.00 $ 5.00 $ 595.00
53 Thermoplastic (Standard) (White) (Solid) (24") LF 746 $ 5.00 $ 3,730.00 $ 5.90 $ 4,401.40 $ 5.00 $ 3,730.00 $ 6.00 $ 4,476.00
54 Thermoplastic (Standard) (White) (Skip) (6-10) LF 120 $ 1.00 $ 120.00 $ 1.00 $ 120.00 $ 2.00 $ 240.00 $ 2.00 $ 240.00
55 Thermoplastic (Standard) (White) (Message) EA 1 $ 300.00 $ 300.00 $ 120.00 $ 120.00 $ 97.00 $ 97.00 $ 100.00 $ 100.00
56 Directional Arrows, Thermoplastic EA 15 $ 100.00 $ 1,500.00 $ 90.00 $ 1,350.00 $ 66.00 $ 990.00 $ 70.00 $ 1,050.00
Item # 12
DRUID TRAIL - PHASE III
THURSDAY, NOVEMBER 29, ZO12 AWARD - THURSDAY, DECEMBER Z0, ZO12
DAVID NELSON
CONSTRUCTION GATOR GRADING & PAVING KLOOTE CONTRACTING RAM EXCAVATING
BID ITEMS UNIT QTY UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
57 Thermoplastic (Standard) (Yellow) (Solid) (6") NM 0.756 $ 5,500.00 $ 4,158.00 $ 4,965.00 $ 3,753.54 $ 4,778.00 $ 3,612.17 $ 5,090.00 $ 3,848.04
58 Thermoplastic (Standard) (Yellow) (Solid) (18") LF 241 $ 4.50 $ 1,084.50 $ 4.50 $ 1,084.50 $ 4.00 $ 964.00 $ 5.00 $ 1,205.00
59 Thermoplastic (Standard) (Yellow) (Skip) (6-10) LF 373 $ 1.00 $ 373.00 $ 1.00 $ 373.00 $ 1.00 $ 373.00 $ 2.00 $ 746.00
60 Water Meter, Relocate EA 0 $ $ - `� � -
61 Water Meter, Adjust & Modify EA 0 $ - ' $ - $ $ -
62 Replace Manhole Cover EA 6 $ 600.00 $ 3,600.00 $ 1,000.00 $ 6,000.00 $ 158.00 $ 948.00 $ 500.00 $ 3,000.00
63 Install Fire Hydrant EA 0 !, � - $ - ' $ - � ; -
SUBTOTAL (ITEMS 1-63) $ 1,306,976.30 $ 1,569,53825 $ 1,972,68921 $ 1,032,682.55
20 % CONTINGENCY $ 261,395.26 $ 313,907.65 $ 394,537.84 $ 206,536.51
TOTAL CONSTRUCTION COSTS $ 1,568,371.56 $ 1,883,445.89 $ 2,367,227.05 $ 1,239,219.06
Item # 12
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8745 Henderson road, Suite 220, Renaissance 5
Tampa, FI 33834
813.882.8366 FAX 813.884.5990
www.wadetrim.com
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George N. Cretekos
Doreen Hock-DiPolito
Jay Polglaze
Bill Jonson
Paul F. Gibson
Bill Horne
Michael D. Quillen, PE
City Engineer
Approved By
Date Approved
Engineer of Record: Lawrence I. Josephson, PE
Florida Registration No. 38685
Certificate of Authorization No.: 3952
Building relationships on a foundation of excellence
Mayor Seat 1
Councilmember Seat 2
Councilmember Seat 3
Councilmember Seat 4
Councilmember Seat 5
City Manager
CITY HNGINEER MICHAEL D. QUII,LEN, PE #33721
REVISIONS
Q SHEETS GN-1, L-1, C3-19 C3-2, C3-3, C3-4 /l/l4/l2
C3-5, C3-6, C3-7, C3-8, CO3-29
CD3-3,CD3-4
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Approve a proposal by Construction Manager at Risk Biltmore Construction Co., Inc. of Belleair, Florida in the amount of $498,096.00
for the Refurbishment of Pier 60, which includes all labor and materials to complete concrete deck and support repairs, railing
replacement and installation of a catwalk for the bait house, and authorize the appropriate off'icials to execute same. (consent)
SUMMARY:
On October 13, 2011, Kisinger Campo and Associates, an Engineer of Record for the City, perfarmed an inspection on Pier 60. The
basic structure was found to be sound, however several repairs were recommended to minimize water penetration into the concrete and
avoid future problems.
As part of this project, the wooden railing around the 2500-foot perimeter of the pier will be replaced with composite materials and
stainless steel fittings.
The bait house on the pier is currently inaccessible along a portion of its perimeter. This wark will include the installation of a catwalk
around the inaccessible portions to provide a work platfarm far maintenance activities.
The construction duration for the project is 180 days, commencing in January. The wark will be staged to minimize interference with
the use of the pier and any wark during the spring break period will be conducted to allow continued access and use of the structure.
The Marine and Aviation Department will be responsible far maintenance of the pier.
Sufficient budget is available in the Capital Improvement Program project 0315-93417, Pier 60 Refurbishment.
Type:
Capital expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
See summary
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
0315-93417-563800-575-
000-0000
Bid Required?:
$498,096.00
$498,096.00
2012 to 2013
Amount
$498,096.00
No
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
See summary
Bid Number:
No
$498,096.00
Other Bid / Contract: Bid Exceptions: None cover Memo
Review 1) Engineering 2) Financial Services 3) Office of Management and Budget 4) Lega15) Clerk 6) Ass���i8 �'it�3
ApprovaL• Manager 7) City Manager 8) Clerk
.
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IVovember 30, 2d12
Mr. Scott Rice
City of Clearwater
Engineering Department
P.O. Box 4748
Clearwater, FL 33758-4748
Re: Pier 60 Railings, Catwalk and Misc. Repairs Proposal
Dear Mr. Rice:
As per your request, subject to the Clarifications and Qualifications listed herein, the total cost
to provide the work as outlined below is as follows:
D:ESCRIPTION ` AM�UNT
( Pier 60 Remedial Work - Cost of Work �
1 Pre-stressed Slab Units/Utilities/Conduit
2 Concrete Wearing Surface
3 Expansion Joints
4 Conduit supports
5 Pre-stressed Concrete Piles
6 Reinforced Concrete Pile Caps
7 Reset vessel exclusion sign
8a Timber Railing Replacement—Timber Material
8b Timber Railing Replacement - Sales Tax on Materia)
8c Timber Railing Replacement - Installation (includes s.s. hardware
9 Cat walk @ bait house
Subtotal
10 General Conditions, supervision
11 CM Fee, Bonds and Insurance
12 Contin�encv
Total Proposal
1055 Ponc� de Leon Boulevard �elleair, Florida 33756 < 727-585-208d a Fax ?27-585-2088
39,070.00
25,045.00
9,800.00
1,710.00
10,000.00
10,050.00
1,360.00
111,398.00
6,733.88
133,914.12
60,000.00
$ 409,081.00
33,600.00
35,415.00
20,000.00
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J. Parker to S. Rice
November 30, 2012
Page 2 of 9
Clarifications and Qualifications
Owner and Construction Manager / Contractor agree notwithstanding any other covenant that,
due to the special nature of this project, the Construction Manager / Contractor undertakes this
work subject to the following special conditions, terms, and understandings:
1. Scope of Work
Provide all materials and labor required to complete the following work on Pier 60:
c�
Prestressed Slab Units: �
�
• The metal utilities/conduits attached to the underside of the slab units are heavily �
corroded with some areas having 100% section loss. Refer to photo 2. Several utilities
attached to the underside of the slab units are improperly supported (utility hangers
broken). Refer to photo 3.
Scope of Work: Repair all corroded areas of the metal utilities/conduits. Properly
support all utilities.
• The following is a list of deficiencies noted in the prestressed slab units:
The majority of the closure pours between the exterior slab units over the bents
typically are cracked and delaminated up to full height (15in.) x 6in. wide and in some
cases, no closure pours are present. Refer to photos 4 and 5. The lower south edge of
Slab Unit 3-1 has a 9in. x 5in. x 1in. spall, 9ft. west of Bent 3. The upper east end of Slab
Unit 5-1 has a 7in. x 4in. delamination. Refer to photo 6. . The patch over the transverse
post-tension duct on the east face of 5pan 29 (south span in the T-section) has a 14in. x
9in. delamination. Refer to photo 7.
Scope of Work: Repair all deficient areas in the closure pours over the bents. Repair
the delaminated patch in the post-tension duci on the east side of Span 29 (south
span of T-section).
The following is a list of deficiencies noted in the concrete wearing surface over the
prestressed slab units:
• The concrete wearing surface of Span 1 at Abutment 1 has a 5ft. x 2ft. x 1/2in. spalled
and delaminated area along the joint at the south end and a 4-1/2ft. x 1-1/2ft.
delamination along the joint at the north end. Refer to photo 8.
• The concrete wearing surface along the joint at Bent 2 has full deck width x up to
1/32in. wide transverse cracks along each side of the control joint.
1. Parker to S. Rice
November 30, 2012
Page 3 of 9
� The concrete wearing surface along the joint at Bent 4 has intermittent deck width x up
to 1/32in. wide transverse cracks on each side of the contro) joint.
• The concrete wearing surface along the joint at Bent 6 has an intermittent deck width x
up to 1/Sin. wide transverse crack along the west side of the control joint and a 15in. x
15in. delamination on the west side of the control joint at the south end. Refer to
photo 9.
• The concrete wearing surface along the control joint at Bent 8 has intermittent deck
width x up to 1/32in. wide transverse cracks on each side of the joint.
� The concrete wearing surface of Span 9 at the expansion joint at Bent 9 has a 30in. x
20in. delamination at the south end and a 34in. x 20in. delamination at the north end. . �
o The concrete wearing surface of Span 10 at the control joint over Bent 10 has a full deck �
width x up to 3/16in. wide transverse crack with minor "D" shaped spalls along the crack �
up to 3/4in. deep. Refer to photo 10. �
�
• The concrete wearing surface of Span 12 at the contro) joint over Bent 12 has an 11ft.
long x up to 3/16in. wide transverse crack extending north from the south edge of the
wearing surface.
• The concrete wearing surface of Span 12 has an 8in. x 4in. x 1/2in. spall with exposed
steel, 11ft. from Bent 12 and a 1ft. x 2in. x 1/2in. spall with exposed steel, 17ft. from
Bent 12. Both of the spalled areas are located at the north timber bridge rail. Refer to
photo 11.
• The concrete wearing surface of Span 15 has a 21in. x 5in. x 1/2in. spal) with exposed
steel, approximately 11ft. from Bent 16, adjacent to the north bridge rail. Refer to photo
12. .
• The concrete wearing surface along each side of the control joint at Bent 16 has deck
width intermittent transverse cracks up to 1/8in. wide and a 6-1/2ft. long x 3/16in. wide
transverse crack along the west side of the joint at the north end. .
• The concrete wearing surface of Span 16 at the control joint over Bent 16 has a 2ft. x
6in. x 1-1/4in. spalled and delaminated area with exposed steel at the south edge of the
wearing surface and a 5ft. x 4in. cracked and delaminated area at the north edge of the
wearing surface. Refer to photo 13.
� The concrete wearing surface of Span 16 has a 1ft. x 4in. x 3/4in. spall with exposed
steel, 11ft. from Bent 16, adjacent to the north bridge rail.
• The concrete wearing surface of Span 21 has a 4ft. x 1ft. delamination along the control
joint at Bent 21 adjacent to the south timber bridge rail. Refer to photo 14.
• The concrete wearing surface of Span 21 along the control joint over Bent 21 has an
18in. x 8in. x 1in. spalled and delaminated area at the centerline of the wearing surface.
Refer to photo 15.
� The concrete wearing surface of Span 21 along the control joint at Bent 21 has an 8ft.
(ong x 1/8in. wide transverse crack extending south from the north edge of the wearing
surface. Refer to photo 16.
• The concrete wearing surface of Span 22 at the control joint over Bent 22 has a 1ft. x
9in. x 1/2in. spalled and delaminated area at the centerline of the wearing surface.
J. Parker to S. Rice
November 30, 2012
Page 4 of 9
• The concrete wearing surface of Span 22 adjacent to the north bridge rai) has a 1ft. x
3in. x 3/4in. spall with exposed steel, 9-1/2ft. from Bent 23.
• The concrete wearing surface of Span 22 adjacent to the south bridge rail has a 30in. x
8in. spalled area with exposed steel, 6ft. from Bent 23. Refer to photo 17.
• The concrete wearing surface of Span 24 adjacent to the control joint at Bent 24 has a
full deck width x up to 1/4in. wide transverse crack. Refer to photo 18.
• The concrete wearing surface of Span 25 along the expansion joint at Bent 25 has a 1ft.
x 7in. delamination adjacent to the north bridge rail.
• The south edge of the concrete wearing surface in Span 25 has an 11in. x 3in. x 3/4in.
spall with exposed steel. �
• The concrete wearing surface of Span 26 at the control joint over Bent 26 has a 5in. x �
3in. delamination at the south bridge rail and a Sin. x 3in. x 1/2in. spalled and �
delaminated area at the north bridge rail. °�
�
• The concrete wearing surface of Span 26 adjacent to the north bridge rail has a 6ft. x 1ft.
x 3/4in. spalled and delaminated area with exposed steel, 16ft. from Bent 26. Refer to
photo 19.
• The concrete wearing surface of Span 27 has a full deck width x up to 1/4in. wide
transverse crack along the control joint at Bent 27 and an 18in. x 6in. delamination
adjacent to the north bridge rail at Bent 27.
� The concrete wearing surface of Span 27 along the open joint at Bent 28 (at T-section)
has a 7ft. x 1-1/2ft. delaminated patch in the south half of the span and an 18in. x 6in.
delamination at the north bridge rail. Refer to photo 20.
• The concrete wearing surface of Span 30 (middle span of T-section) has a 33in. x Sin. x
3/4in. spalled and delaminated area with corrosion staining along the west edge, 3ft.
north of Bent 31.
• The concrete wearing surface of Span 31 (north span of T-section) has a 20in. x 4in. x
1/2in. spalled and delaminated area with corrosion staining along the east edge, 15ft.
from Bent 32 (north end).
Scope of Work: Repair all deficiencies in the wearing surface noted herein.
Expansion Joints:
The following is a list of deficiencies found in the expansion joints:
The compression seal at Abutment 1 joint is twisted, torn and bulging slightly above the
concrete wearing surface along its length. Refer to photo 21.
The compression seal at Bent 3 joint is torn, twisted and missing in several locations.
Refer to photo 22.
The joint at Bent 5 is partially filled with sand and the compression seal has intermittent
adhesion failures along the length.
J. Parker to S. Rice
November 30, 2012
Page 5 of 9
• The compression seal in the joint at Bent 7 has several minor tears and intermittent
adhesion failures.
� The compression seal at Bent 9 has a light accumulation of sand in the jaint.
• The compression seal in the joint at Bent 13 has intermittent adhesion failures along the
length, is twisted and bulging slightly above the concrete wearing surface.
• The compression seal in the joint at Bent 15 has several minor tears and is bulging
slightly above the concrete wearing surface.
• The compression seal in the joint at Bent 17 has several minor tears and a 2ft. long
section of seal is missing from the joint near the north bridge rail. Refer to photo 23.
• The pourable joint seal in the joint at Bent 26 has intermittent adhesion failures and �
several minor tears. Refer to photo 24. �
�
Scope of Work: Repair the deficiencies in the expansion joints listed above. �
Prestressed Concrete Piles:
The following is a list of observations noted in the piling by the underwater inspectors:
• The southwest corner of Pile 12-2 has a 30in. x 9in. x 1in. spal) with no exposed steel,
4ft. 5in. below the cap.
• The north face of Bait House Pile 1 has a Sin. long x 1in. wide area of corrosion staining,
5ft. below the cap.
• The west face of Bait House Pile 8 has a 4in. PVC pipe with a 2in. PVC pipe inside the 4in.
pipe attached with hangers and stainless steel screws. This pipe has three hangers that
are broken, allowing the pipe to move freely. Refer to photo 28.
• The south face of Pile 27-1 has an 8in. PVC pipe attached with stainless steel clamps. .
The north face of Pile 27-2 has a 1in. galvanized conduit attached with stainless steel
clamps.
• The north faee of Pile 28-2 has a 1ft. x 5in. x 1in. spall, 8ft. below the cap.
Scope of 1A/ork: Properly secure the PVC pipe to the west face of Bait House Pile S.
Reinforced Cancrete Pile Caps:
The following is a list of deficiencies noted in the caps:
• The southwest corner of the cap at Bent 2 has a 10in. x 7in. delamination.
� There are two exposed form tie ends in the west face of Bent 9 cap at the south end and
two exposed form tie ends in the south end of Bent 11 cap. Refer to photo 30.
• Form boards have been left in-place on the bottom face of Bent 12 cap. Refer to photo
31.
J. Parker to 5. Rice
November 30, 2012
Page 6 of 9
• The west face of Bait House Cap 4(in-line with Bent 19) has a 30in. x 24in. x 4in. spalled
and delaminated area with exposed rebar at the north end. The exposed rebar has
approximately 3/4in. remaining section. Refer to photo 32.
• The top west edge of Bent 20 cap has a 24in. x 20in. delamination at the north end.
Refer to photo 33.
• The northeast corner of Bent 22 cap has an Sin. x 4in. x 1in. spall.
• The east face of Bent 25 cap has a 7in. x 5in. x 1-1/4in. spall at the south end. . The top
east face of Bent 26 cap has an 8in. x Sin. delamination at the south end. Refer to
photo 34.
c�
Scope of Work: Repair the list of cap deficiencies noted above. �
�
Channel: �
�
• The westernmost "VESSEL EXCLUSION" sign along the south side of the pier is out of
vertical alignment. Refer to photo 35.
Scope of UVork: Reset the westernmost "VESSEL EXCLUSIO(V" sign along the south side
of the pier.
Timber Railin� Replacement:
• Remove existing PT wood railing members and install new recycled plastic lumber railing
system to match as closely as possible the existing railing. Material will be Bedford
Fiberforce for all areas except the balusters and the top rail cap, which will be Bedford
Selectforce. Color will be a light earth tone.
• New %2" X 12" stainless wedge anchors wil) be used for the line post fastening where
existing cannot be re-used.
• All other fasteners will be stainless deck screws. When possible, the existing stainless
steel hardware/brackets will be re-used.
• This work will require portions of the pier to be inaccessible during construction.
• Approximately half of the pier width will need to be utilized for placement of a swing
stage and temporary fencing. Access for pedestrian traffic will be maintained at all
times.
� Portions of this work may need to take place during hours when the pier is closed to
pedestrians.
J. Parker to S. Rice
November 30, 2012
Page 7 of 9
Catwalk at Bait house:
• An allowance of $60,000.00 is included for the design and construction of the bait house
catwalk.
• Provide and install all materials necessary to erect a catwalk at the existing bait house.
• The catwalk structure will be constructed of either galvanized steel and/or a
combination of composite recycled timber, steel and PT lumber. Final engineering
design will dictate the materials.
• Provide barge as necessary for erecting structure.
• Signed and sealed engineered drawings �
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2. All required turbidity control is included. �
a�
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3. Time of performance — Construction Manager will endeavor to complete the Scope of
the Work in one hundred eighty calendar days (180j from the receipt of the Notice to
Proceed and all required permits. No liquidated damages are in effect for this project.
We anticipate that there will be several times during construction where work cannot
be performed. Those non-work days are included in the schedule.
4. No permitting is anticipated as the work is considered maintenance.
5. The Construction Manager shall observe the Owner's guidelines for project security at
all times. No watchman service is included in this Proposal.
6. No Builders Risk Insurance is included. Due to the nature of the project, the Owner shal)
be responsible for all property insurance or assume the associated risk of loss for the
Work, as well as all existing structures and appurtenances.
7. Unless specifically noted otherwise, where the term "allowance" is used in this proposal,
it shall be interpreted to include all costs for labor, material, equipment, delivery, taxes,
insurance, bonds, and fees as5ociated with the allowance item. Any variation between
the stated allowance amount and the actual final cost associated with the allowance
item may be reflected in an additive or deductive Change Order to this proposal's
amount.
8. No temporary trailer facilities are anticipated or included. The available public restroom
facilities will be utilized by the workers.
Testing and surveying services are not included unless included above.
1. Parker to S. Rice
November 30, 2012
Page 8 of 9
10. Warranties and Guarantees:
a. Biltmore Construction Co., Inc. to the Owner
Biltmore Construction Co., Inc. warrants to the Owner that the materials and
workmanship furnished under this Contract will be of good quality and new unless
otherwise required or permitted by the Construction/Contract Documents, that the
Work will be free from defects not inherent in the quality required or permitted, and
that the Work will conform with the requirements of the Construction/Contract
Documents. Work not conforming to these requirements, may be considered �
defective. Biltmore Construction Co., Inc.'s warranty excludes remedy for damage �
or defect caused by insufficient maintenance, improper operation, acts of �
�
god/nature, vandalism or normal wear and tear under normal usage. The term and �
duration of this express warranty is one (1) year from the Date of Substantial
Completion. The provisions herein shall not prevent the Owner from proceeding
directly against the manufacturer and/or installer for such longer period of time a5
allowed by state statute.
b. Installer / Subcontractor Warranties and Guarantees
The Subcontractor shall warrant to the Owner and to Biltmore Construction Co., Inc.
that all workmanship and materials are free from defects in installation. The express
warranty/guarantee shall be consistent with the durations stipulated in the
Construction/Contract Documents, customarily one 1 year from the Date of
Substantial Completion.
Notwithstanding anything to the contrary, neither Biltmore Construction Co., Inc.,
nor its surety, nor the Subcontractor shall have any joint/several liability relating to,
nor shall they be obligated to underwrite, or in any way become guarantor(s) of any
manufacturer's warranty/guaranty or product to the Owner. The Owner shafl be
provided with the "standard" manufacturer's warranty, and it shall satisfy the
requirements under the Construction/Contract Documents relating thereto.
c. Manufacturer's Express Warranties / Guarantees
Biltmore Construction Co., Inc. shall collect and transmit to the Owner any and all
standard manufacturer's warranties and standard manufacturer's guarantees
specified in the Construction/Contract Documents. The obligation and (iability of
Biltmore Construction Co., Inc. and/or its surety is limited to the collection and
proper transmittal of these warranties and guarantees to the Owner.
J. Parker to S. Rice
November 30, 2012
Page 9 of 9
11.
12.
Existin� Warranty/Guarantee:
Notification to any previous or existing guarantor to maintain any pre-existing warranty
is not included.
This proposal is based upon the performance under the existing Continuing Area
Contract for The City of Clearwater.
This proposal is firm for thirty (30) days.
Pleas� contact us if you have any questions.
Proposed By:
�
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Jeff Par <e �
Vice res�e°nt
Biltr�ore Construction Co., Inc.
� �
Dat „�j
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Michael D. Quillen, PE
City Engineer
City of Clearwater
Date
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SUBJECT / RECOMMENDATION:
Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
Approve funds in the amount of $121,690.00 for the repair of a concrete baffle wall and the application of a liner to the baffle wall in the 5
million gallon storage tank at Water Treatment Plant 3, performed by GML coatings. (consent)
SUMMARY:
The baffle wall inside one of the 5 million gallon (MG) ground storage tanks at Water Treatment Plant 3 is concrete. It is showing early signs
of wear and corrosion. To avoid a future, costly repair due to disintegration, it is necessary to coat the baffle wall to prevent further damage and
to prolong the lifespan of the asset.
The purpose of the baffle wall is to lengthen the time the water is exposed to the disinfection treatment chemicals and to ensure proper mixing.
Without the wall, the exposure time is not enough to satisfy the Safe Drinking Water Act (SDWA) regulations for disinfection contact times
(CT) or meet required drinking water standards.
In the past, due to the disinfection process, the grout on the concrete wall in the mixing chamber at Water Treatment Plant 1 was eaten away by
the treatment chemicals. This caused the chamber to spring leaks in many areas. For the repair, Public Utilities successfully used GML
coatings. This chamber has shown excellent chemical resistance to chlorine as well as protection against the corrosive environments. Because
of the product's properties, the chamber is estimated to last upwards of 20 years from application time.
GML coatings are certified safe for potable water applications meeting (NSF-ANSI 61-5 Standards). To properly use the material, the wall
must be sandblasted to a bare surface, primer applied, and then the restorative coating applied. The GML is a proprietary protective coating
and not sold through vendors. This is a Sole Source item.
Contract work includes sandblasting, power washing the surface, removal of all sand and debris, rebuilding the substrate, applying a two-part
primer, and application of the GML coating to a thickness of 80-100 mils.
Sufficient budget and funding is available in Utility R and R revenue in 0327-96721, System R and R to fund this project.
Type:
Capital expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost:
Not to Exceed:
For Fiscal Year:
Appropriation Code
0327-96721-563800-533-000-
0000
Bid Required?:
Other Bid / Contract:
$121,690.00
2012 to 2012
Amount
$121,690.00
No
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
FY12/13
Bid Number:
Bid Exceptions:
None
$121,690.00
FRP #25-10
Sole Source
Cover Memo
I[�ii�:�iC!
Review Approval: 1) Financial Services 2) Office of Management and Budget 3) Lega14) Clerk 5) Assistant City Manager 6) City Manager 7) Clerk
SUBJECT / RECOMMENDATION:
Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
Approve funds in the amount of $577,500 for the purchase of copper corrosion control chemical, per bid 47-12, over a 3-year period, to SPER
Chemical, who is the most responsive bidder meeting all the bid requirements, and authorize the appropriate off'icials to execute same.
(consent)
SUMMARY:
The City of Clearwater utilizes a long chain polyphosphate chemical to control corrosion in the water distribution system.
Controlling corrosion helps both the water system and the wastewater system meet Florida Department of Environmental Protection (FDEP)
regulations concerning copper levels in drinking water (FAC 62-550.800 — Lead and Copper Rule) and in wastewater (FAC 62-601.300).
SPER Chemical has been providing this chemical to the city for 25 years. SPER also provides value-added services such as water system
testing to verify dosage and an annual report showing chemical usage and cost. Additionally, SPER provides an inventory management system
to ensure proper and timely delivery of product.
Sufficient budget is available in the Water and Sewer Utility Fund operating cost center 0421-02053-551000-533-000-0000, Water Production
operations, to fund $144,375.00 of the Fiscal Year 12/13 cost of this purchase order and is planned in the budget request to be brought forward
for Fiscal Year 13/14 in the amount of $192,500.00, Fiscal Year 14/15 in the amount of $192,500.00, and Fiscal Year 15/16 in the amount of
$48,125.00.
Type: Operating Expenditure
Current Year Budget?: Yes
Budget Adjustment Comments:
Current Year Cost: $144,375.00
Not to Exceed:
For Fiscal Year:
Appropriation Code
0421-02053-551000-533-000-
0000
0421-02053-551000-533-000-
0000
0421-02053-551000-533-000-
0000
0421-02053-551000-533-000-
0000
$577,500.00
12/13 to 15/16
Amount
$144,375.00
$192,500.00
$192,500.00
$48,125.00
Budget Adjustment:
Annual Operating Cost:
Total Cost:
Appropriation Comment
FY12/13
FY13/14
FY14/15
FY15/16
None
$192,500.00
$577,500.00
Bid Required?: Yes Bid Number: 47-12 Cover Memo
Other Bid / Contract: Bid Exceptions: None � f em # � 5
Review Approval: 1) Office of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Approve amendments to the Clearwater Comprehensive Plan Utilities Element to update provisions related to potable water and natural
ground water aquifer recharge needs based on the City of Clearwater's 2012 Potable Water Supply Facilities Master Plan Update, and
pass Ordinance 8368-13 on first reading. (CPA2012-10002)
SUMMARY:
This item involves an amendment to the Clearwater Comprehensive Plan to update the Utilities Element to include updated infarmation
based on the 2012 Potable Water Supply Facilities Master Plan Update, completed by Tetra Tech, Inc.
Section 163.3177, Florida Statutes, requires local governments to update their comprehensive plans, including their 10 year Water
Supply Facility Wark Plans, to incorporate relevant water supply options, conservation initiatives, and updated service area projections
within 18 months after the approval of the regional water supply plan. The Southwest Florida Water Management District (SWFWMD)
approved its updated Regional Water Supply Plan on July 26, 2011.
The city last updated this section of the Comprehensive Plan in 2008, at which time it incorporated the city's 2004 Water Master Plan
into the Utility Element and ensured consistency with the requirements in the statutes for this required element; therefore, this
amendment involves updating existing policies, previously found to be in compliance with state requirements, based on more current
data, and updates Map D-2 Potable Water Wells and Wellhead Protection Zones to include new well locations.
The Community Development Board (CDB) reviewed the proposed amendment at its meeting on November 20, 2013 and unanimously
recommended the amendment for approval.
As this is a text amendment to the Clearwater Comprehensive Plan, review and approval by the Florida Department of Economic
Opportunity is required.
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
��11�:���
Attachment number 1 \nPage 1
ORDINANCE NO. 8368-13
AN ORDINANCE OF THE CITY OF CLEARWATER, FLORIDA, MAKING
AMENDMENTS TO THE COMPREHENSIVE PLAN OF THE CITY BY
AMENDING THE UTILITIES ELEMENT IN ACCORDANCE WITH
SECTION 163.3177, FLORIDA STATUTES, TO UPDATE PROVISIONS
RELATED TO POTABLE WATER AND NATURAL GROUND WATER
AQUIFER RECHARGE NEEDS BASED ON THE CITY OF
CLEARWATER'S 2012 POTABLE WATER SUPPLY FACILITIES
MASTER PLAN UPDATE, COMPLETED IN ACCORDANCE WITH THE
2010 SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT'S
REGIONAL WATER SUPPLY PLAN; BY REPLACING MAP #D-2 WITH
AN UPDATED VERSION; PROVIDING FOR SEVERABILITY; AND
PROVIDING AN EFFECTIVE DATE;
WHEREAS the Local Government Comprehensive Planning and Land
Development Regulation Act of Florida empowers and requires the City Council of the
City of Clearwater to plan for the future development and growth of the City, and to
adopt and periodically amend the Comprehensive Plan, including elements and portions
thereof; and
WHEREAS, Section 163.3177, Florida Statutes, requires coordination of the local
comprehensive plan with the water management district's regional water supply plans;
and
WHEREAS, the City's water supply work plan must be updated every five years
within 18 months after the governing board of a water management district approves an
updated regional water supply plan; and
WHEREAS, on July 26, 2011, the Governing Board for the Southwest Florida
Water Management District approved the 2010 Regional Water Supply Plan; and
WHEREAS, the City has completed the 2012 Potable Water Supply Facilities
Master Plan Update; and
WHEREAS, the proposed amendments have been transmitted to the Florida
Department of Economic Opportunity (DEO) for review and comments, and the
objections, recommendations and comments received from the Florida Department of
Economic Opportunity have been considered by the City Council, together with all
comments from local regional agencies and other persons, in preparing the final draft of
the amendments; and
WHEREAS, the City Council finds it necessary, desirable and proper to adopt the
amendments to the objectives and policies of the Comprehensive Plan in order to reflect
changing conditions; now, therefore,
IE�ii�:�i[�
Ordinance No. 8368-13
Attachment number 1 \nPage 2
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
CLEARWATER, FLORIDA:
Section 1. That the Introduction to the Utilities Element of the Clearwater
Comprehensive Plan, pages D-3 and D-4, is hereby amended to read as follows:
*****
Potable Water and Natural Ground Water Aquifer Recharge Needs
• Clearwater has maintained an interlocal agreement with Pinellas County since
1955 with approximately fifty-five percent (55%) �n +��-+hroo r�ornoni �a�zo� � of its
water supply emanating from the County. The City also maintains a water use
permit issued through the Southwest Florida Water Management District
(SWFWMD) to pump an average of 14.3 � million gallons daily (MGD) from its
forty-six n�nrrrrtccccrnr active wellheads. In 2011��, the actual average pumpage
from the City's wells is was approximately 5 MGD. The balance of the City's
water demand is met through purchase from Pinellas County. In order to meet
the city's future potable water supply needs in a fiscally responsible manner,
several alternative actions must be explored and initiated both individually or in
combination with other water supply source alternatives. The City's Water Supply
Plan - Capital Improvements Implementation Master Plan (Oct 2004) as updated
in 2008 and 2012 includes projects based upon cost-benefit analysis that will
enable the City to increase its local production of potable water to ten (10) MGD
by 2015.
• Conservation of potable water supplies is of paramount importance to the City.
Clearwater will continue to support Pinellas County and participate in the
immediate action to provide for new potable water supplies at a reasonable cost.
• Clearwater must continue to utilize and provide efficient use of reclaimed water
for irrigation purposes for both public and private use. Furthermore, it must
constantly evaluate its approach to the desalination of marine water using
reverse osmosis technology to provide a form of potable water backup for
periods of drought, and when natural groundwater levels drop to critically low
levels.
• Clearwater shall
regional/and or
strategies.
continue to explore and participate proportionately in the
County desalination and/ or reverse osmosis alternative
• The City needs to continue to recognize potable water as a scarce resource and
to continue to operate the water utility prudently in implementing both
conservation and consumption objectives. The current water consumption rate is
approximately ninety (90) e�° h, in�Jro�J �� nn� gallons/person/day, which includes
both the seasonal and permanent population of Clearwater and is inclusive of
both City produced water and County purchased water.
• The City needs to continue to coordinate with SWFWMD in the study tc
determine surficial groundwater direction and flow at various depths.
2 Ordinance No.�8�6��316
Attachment number 1 \nPage 3
Groundwater data will continue to be needed to determine future well sites and
conditions of subsurface transmissivity. This data will be an important tool for
management of Clearwater's wellhead operation to determine the City's ability to
continue to provide future water supplies.
• The City, in conjunction with the City's Water Use Permit, needs to continue to
develop an ultimate well field management plan, including well configurations,
pumping schedules, water quality monitoring and mitigation plans. This is needed
to assure the continued supply of well withdrawal in accordance with the City's
water use perm it.
• The City needs to continue to implement the recommendations from the Alligator
Creek study.
• The City needs to continue with its public education program to make the public
aware of the value of reclaimed water use.
Section 2. That Objective D.5.2 of the Clearwater Comprehensive Plan and its
policies, pages D-15 and D-16, are hereby amended to read as follows:
D.5.2 Objective - Provide adequate quantity and quality of water service to all
customers of the Clearwater service area. Current service level (October, 2012
d-�j�2A��) is 41,973 4A�� customer accounts (potable, reclaimed and fire).
Policies
D.5.2.1 Ensure that land development regulations, building codes and City
ordinances adequately address water system provisions by performing a
thorough evaluation of City codes and by coordinating proposed provisions with
the Southwest Florida Water Management District, Tampa Bay Water, Pinellas
County, and the Florida Department of Environmental Protection.
D.5.2.2 Engineering shall analyze the condition and adequacy of any water
distribution system that the City may inherit through annexation and prepare cost
estimates for upgrading those systems to meet City requirements.
D.5.2.3 When new subdivisions are being developed, it shall be the responsibility
of the developer to provide internal potable water and reclaimed water systems
which are constructed to City specifications.
D.5.2.4 Continue to construct water system improvements which will provide
adequate quantity, pressure, and duration of fire flows while meeting system user
needs.
D.5.2.5 Continue to develop a system and construct improvements which will
conserve energy, water, and other valuable resources.
D.5.2.6 The City shall continue to participate with and assist the Southwest
Florida Water Management District, Tampa Bay Water, Pinellas County Health
Department, and the U.S. Environmental Protection Agency in developing
innovative techniques to augment existing water supplies to provide for future
needs.
3 Ordinance No.�8�6��316
Attachment number 1 \nPage 4
D.5.2.7 Continue to identify, acquire, and develop sources of water supply and
methods of water treatment to meet existing and future needs. Some ways this
can be accomplished are through well rehabilitation projects and/or exploration
and drilling of new wells. Some type of water treatment may be initiated.
Additional volumes of water may be acquired from the Pinellas County Water
System through Clearwater's intergovernmental water service agreement. The
City's long range Water Master Plan updated in 2012 �99�shall serve as the
guiding document for water supply and treatment methods.
D.5.2.8 Ensure that water management projects are designed and operated to
maintain and enhance natural systems as well as manmade systems by working
closely with the Southwest Florida Water Management District when proposing
new projects and water management programs. The City's long range Water
Master Plan outlines a work plan for continued coordination with the Southwest
Florida Water Management District's Regional Water Supply Plan adopted in
January 2011 no�omhor �nna
D.5.2.9 Water service shall not be extended to properties outside the City's
service area unless sufficient capacity and quality of water exists to serve the
areas already committed to City service.
D.5.2.10 Water services shall not be extended except in those areas so
designated for City of Clearwater by interlocal or other agreement.
D.5.2.11 Encourage the development of local and regional water supplies within
the jurisdiction of the Southwest Florida Water Management to avoid transporting
surface water across other district boundaries.
Section 3. That Policy D.5.5.1 of the Clearwater Comprehensive Plan, page
D-17, is hereby amended to read as follows:
*****
Policies
D.5.5.1 Except for areas of the City where reclaimed water is available, shallow
wells shall be recognized as a source of water for irrigation purposes. The City
shall continue to require �°+�Ta City permit for shallow well installation h��
on� „f �nnsz
*****
4 Ordinance No.�8�6��316
�
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Section 4. That Map D-2 of the Clearwater Comprehensive Plan is hereby replaced with the updated map below:
P+�table Wafier Welis
anc! Weltheaci
Protection Zanes
Map #: D-2
Da#e: 10l08f2Fi12
Source: t:leanvaterFsigineeringt7e�lCkt�0i2..
Le �nd .........
� iN SERVICE IN�ELL
'� PRC7P4SELl PR�iOUCTI�N WEGL
„< <IWZlkhead Prateeiion Zone(1tJQt7' 0udfer)
...r Claanvater P6a�airtg Area
_..:: C3uYSide Clearwater GiTy �imits
p'.9J�Y.�lY9r[4L41aosm�.%n c����i,�.�ta:axsa
y..q ���-. �, :. 4 PIr.1�T21}543dIS6 F, C/TiI5Y6dY5A
.fitlMSaaatwasnr.covn
k5sslafnwr.
Fi+dirl�eyrrr.vtbri Pals fi Rma4vrod ky SM GAY dlGFSgrwutu� £.i�qufpa+4ig
ust da am¢µ:5ti anti vxa bY rlro rseywaE wiYfi td;e
W/to:au'
dareM rcPlr�. .sYn
Mo�a � � ' Q r P,.
��wro! �d y�o s a: r- w
.,se. r e, �so„� .,e�.s�w
5 Ordinance No. 8368-13
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Attachment number 1 \nPage 6
Section 5. Should any part or provision of this Ordinance be declared by a
court of competent jurisdiction to be invalid, the same shall not affect the validity of the
Ordinance as a whole, or any part thereof other than the part declared to be invalid.
Section 6. This ordinance shall become effective when the Department of
Economic Opportunity issues a final order determining the adopted amendment to be in
compliance, or the Administration Commission issues a final order determining the
adopted amendments to be in compliance, in accordance with Section 163.3184, F.S.,
as amended.
PASSED ON FIRST READING
PASSED ON SECOND AND FINAL
READING AND ADOPTED
George N. Cretekos
Mayor
Approved as to form: Attest:
Leslie Dougall-Sides Rosemarie Call
Assistant City Attorney City Clerk
6 Ordinance No.�8�6��316
CDB Meeting Date
Case Number:
Ordinance No.:
Agenda Item:
November 20, 2012
CPA2012-10002
8368-13
E_1
CITY OF CLEARWATER
PLANNING & DEVELOPMENT DEPARTMENT
STAFF REPORT
Attachment number 2 \nPage 1
REQUEST: Clearwater Comprehensive Plan Amendments to the Utilities Element
to Update Provisions Related to Potable Water and Natural Ground
Water Aquifer Recharge Needs Based on the City of Clearwater's
2012 Potable Water Supply Facilities Master Plan Update, and
Updating Map #D-2 Potable Water Wells and Wellhead Protection
Zones.
INITIATED BY:
BACKGROUND:
City of Clearwater Planning & Development Department
Florida's Community Planning Act (Chapter 163, Florida Statutes (F.S.)) and Water Resources
Act (Chapter 373, F.S.) establish a process for water supply planning to ensure adequate water
supplies in the future. The state's water management districts must periodically evaluate whether
adequate water supplies exist to meet the needs of their areas. If a district finds that the water
supply will not be adequate, it must prepare a regional water supply plan, identifying alternative
ways in which water supply needs can be met for the next 20 years.
The Southwest Florida Water Management District (SWFWMD), the city's regional district,
approved its updated Regional Water Supply Plan on July 26, 2011, which includes projected
water demands for the region and potential sources of water to meet these demands from 2010
through 2030. Section 163.3177, F.S., requires local governments to update their comprehensive
plans, including their 10 year Water Supply Facility Work Plans, to incorporate relevant water
supply options, conservation initiatives, and updated service area proj ections within 18 months
after the approval of the regional water supply plan.
The consulting firm of Tetra Tech, Inc. was retained by the city to complete the city's 2012
Potable Water Supply Facilities Master Plan Update. This plan was last updated in 2008
following the SWFWIVID's update to the regional water supply plan in 2006. The city adopted
significant amendments to the Public Utilities Element of the Comprehensive Plan in 2008 to
comply with the requirements in Section 163.3177, F.S., and was determined to be in compliance
by the Florida Department of Community Affairs (now Department of Economic Opportunity).
This amendment updates the Utilities Element by modifying policies related to the Potable Water
and Natural Ground Water Aquifer Recharge Needs subsection to include updated information
based on the 2012 Potable Water Supply Facilities Master Plan Update. This amendment also
Community Development Board — November 20, 2012 �f@CTl �$ � 6
CPA2012-10002 — Page 1
Attachment number 2 \nPage 2
updates Map #D-2 Potable Water Wells and Wellhead Protection Zones to reflect the locations
of the new wells constructed since the Comprehensive Plan and Map Series was amended in
2008.
ANALYSIS:
There are no substantial changes proposed within this amendment, which primarily incorporates
updated data from the 2012 Potable Water Supply Facilities Master Plan Update. The
amendments adopted in 2008 incorporated the city's 2004 Water Master Plan into the Utility
Element and ensured consistency with the requirements in the statutes for this required element;
therefore, this amendment involves updating existing policies, previously found to be in
compliance with state requirements, based on more current data.
Since 2008, the city has increased the number of wellheads operated by the city from 19 to 46,
thereby reducing the percent of water supply emanating from Pinellas County from 63 percent to
55 percent. The city's efforts implementing various conservation and consumption measures has
led to a reduced water consumption rate of 90 gallons/person/day, down from 100
gallons/person/day in 2008. Total number of customer accounts in the Clearwater service area
has increased almost four percent, from 40,390 to 41,973 since 2008.
This amendment involves updates to the following sections of the Utilities Element:
1. Introduction to the Utilities Element, Potable Water and Ground Water Aquifer Recharge
Needs subsection (pages D-3 and D-4 of the Comprehensive Plan), to include updated
data and references;
2. Objective D.5.2 and its policies (pages D-15 and D-16) to include updated data and
references;
3. Policy D.5.51 (page D-17) to reflect the adoption of Ordinance 8070-09, which modified
the requirements for a wellhead protection permit; and
4. Map D-2 Potable Water Wells and Wellhead Protection Zones to include new well
locations.
STANDARDS FOR REVIEW:
Pursuant to Community Development Code Section 4-603 F., no amendment to the
Comprehensive Plan shall be approved unless it complies with the following standards:
1. The amendment will further implementation of the Comprehensive Plan consistent with the
goals, policies and objectives contained in the Plan.
The proposed amendments to the Cleanvater Comprehensive Plan are consistent with
existing goals, obj ectives, and policies in the Plan. The proposed amendments, related to
water supply planning comply with statutory requirements and update the city's long range
planning policies related to the provisions for the city's water plan.
2. The amendment is not inconsistent with other provisions of the Comprehensive Plan.
Community Development Board — November 20, 2012 �f@CTl �$ � 6
CPA2012-10002 — Page 2
Attachment number 2 \nPage 3
The proposed amendments are not inconsistent with other provisions of the Comprehensive
Plan and bring further consistency between the goals, objectives and policies and the map
series.
3. The available uses, if applicable, to which the property may be put are appropriate to the
property in question and compatible with existing and planned uses in the area.
This is not applicable to the proposed amendments as they do not relate to a specific property
or properties.
4. Sufficient public facilities are available to serve the property.
This is not applicable to the proposed amendments as they do not relate to a specific property
or properties; therefore, the adequacy of available public facilities will need to be assessed on
a case-by-case basis as development proposals are received.
S. The amendment will not adversely affect the natural environment.
The proposed amendment includes updates to data and references for other related Plans.
The policies contained within the Utilities Element provide consistent and coordinated efforts
for the processes and procedures for water management within the area governed by the
Southwest Florida Water Management District (SWFWIVID).
6. The amendment will not adversely impact the use of property in the immediate area.
This is not applicable to the proposed amendments as they do not relate to a specific property
or properties.
SUMMARY AND RECOMMENDATION:
The purpose of this amendment is to update the Utilities Element, Potable Water and Natural
Ground Water Aquifer Recharge Needs subsection, to include updated information based on the
2012 Potable Water Supply Facilities Master Plan Update, as well as other updated data since the
Cleanvater Comprehensive Plan was amended in 2008, and ensures consistency with the
regional water supply plan as required in Section 163.3177, F. S. The proposed amendment is
consistent with and will further the goals, objectives and policies of the Cleanvater
Comprehensive Plan, will not result in inappropriate or incompatible uses, will not adversely
affect the natural environment or impact the use of property in the immediate area, and sufficient
public facilities exist to implement the proposed amendment.
Based upon the above, the Planning and Development Department recommends APPROVAL of
Ordinance No. 8368-12 that amends the Cleanvater Comprehensive Plan.
Community Development Board — November 20, 2012 �f@CTl �$ � 6
CPA2012-10002 — Page 3
Attachment number 2 \nPage 4
Prepared by Planning and Development Department Staff:
Lauren Matzke, AICP, Long Range Planning Manager
ATTACHMENTS:
❑ Ordinance No. 8368-13
S: IPlanning DepartmentlCUMPREHENS7T/E PLANI2012 Comp Plan AmendmentslCPA2012-10002 - Water Supply Plan IStaff �ReportlCPA2012-
10002 CDB StaffReport.doc
Community Development Board — November 20, 2012 �f@CTl �$ � 6
CPA2012-10002 — Page 4
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Approve the 2013 State Legislative Package
SUMMARY:
Meeting Date:l2/17/2012
Each year, the City submits a list of legislative priorities for consideration by the state legislature during their annual 60-day session in
Tallahassee. The City's legislative liaison warks closely with city management staff and the City's lobbying team in Tallahassee to draft
a package that is beneficial to Clearwater, and to lobby that package locally and in Tallahassee. Preparation of the package involves
determining areas of need, researching funding availability, identifying needed legislation, monitoring and evaluating current legislative
issues.
The 2013 State Legislative Package includes supporting: continued funding for programs that bene�t municipalities statewide such as
Florida Recreation Development Assistance Program (FRDAP), State Aid to Libraries and housing trust funds under the Sadowski Act;
increasing the Tampa Bay Estuary License Plate fee to $15; and requiring sales tax collection from online retailers.
Review Approval: 1) Off'ice of Management and Budget 2) Lega13) Clerk 4) Assistant City Manager 5) City Manager 6) Clerk
Cover Memo
i�:�r�
Attachment number 1 \nPage 1
2013 State Legislative Priorities
Issues to Support
We will support legislation that is beneficial to Clearwater and other municipalities including:
Tampa Bay Estuary
Increase the Tampa Bay Estuary License Plate fee from $15 to $25. The increased fee will be in
line with 80% of other specialty plates. lune 4, 2012 - Council directed staff to include issue.
State Funding Programs
Maintain or increase program funding for FRDAP, Land and Water Conservation, State Aid to
Libraries and Multi-type Library Cooperatives.
Provide full funding of the Florida State and Local Housing Trust Funds under the Sadowski Act.
Online Retailers
Require sales tax collection from online retailers.
Require bed tax collection from online travel companies. Clarify that the tax is due on the total
amount paid by the consumer.
Synthetic Drugs
Ban manufacturing, possession and distribution of synthetic drugs, including synthetic
marijuana, cannabinoids, herbal incense and bath salts.
Neighborhood Stabilization Programs
Direct the $300 million from the landmark national foreclosure settlement agreement to
designated neighborhood stabilization programs within those jurisdictions with the highest
rates of foreclosures to be used for existing local government affordable housing initiatives in
order to meet the local communities housing needs.
Energy
Establish a statewide policy on energy development and conservation, which incentivizes the
development and implementation of renewable and alternative energy sources.
Authorize the use of $192 million in Qualified Energy Conservation Bonds allocated to the State
of Florida. These are federally supported tax credit bonds issued by local or state governments
for projects related to energy conservation. These bonds provide an opportunity for economic
development and energy efficiency.
i�:�r�
Attachment number 1 \nPage 2
Billboards
Maintain the Federal Highway Beautification Act, as enacted by the Florida Legislature in 1985,
as the baseline standard for regulating off-premises outdoor advertising. Florida Statutes
provides that the Florida Department of Transportation may not issue a permit for a sign that is
prohibited by a municipal ordinance enacted through the lawful exercise of its municipal
powers. This allows municipalities the home rule authority to be the ultimate regulator of
signage within its boundaries.
Issues to Oppose
We will oppose legislation that is detrimental to Clearwater and other municipalities including:
Unfunded mandates.
Increased regulation of, or restrictions on, municipal operations and budgeting.
Offshore oil drilling in the Gulf of Mexico until alternative energy sources are developed and
implemented and existing leases are utilized where found to be appropriate.
Imposed consolidation of municipal and county services.
Expansion of gambling activities in the State of Florida.
Repeal of local business taxes, which would restrict local governments' ability to raise revenue
to fund general government services.
Reduced home rule authority of municipalities to regulate signage.
In addition, the City will support the Florida League of Cities in pursuing its legislative priorities.
i�:�r�
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Approve the 2013 Federal Legislative Priorities.
SUMMARY:
Meeting Date:l2/17/2012
Each year, the City of Clearwater submits a list of legislative priorities for consideration for the new federal budget year. Once the
package is approved, the City's legislative liaison wi11 submit our request to our delegation.
The 2013 Federal Legislative Package includes such issues as a funding request for the Capitol Theater; supporting legislation
that wiii diversify Brownfieids Remediation ioans into grant funds; and opposing decreased funding for Community Deveiopment
B1ock Grant and Housing and Urban Development programs.
Review Approval: 1) Clerk
Cover Memo
��II�:�Eij
Attachment number 1 \nPage 1
City of Clearwater
Federal Legislative Priorities
113t" Congress, 15t Session
■ The City of Clearwater will actively engage with federal agencies to pursue pertinent grant
opportunities for Capitol Theater renovations and other downtown redevelopment
initiatives to assist in implementing projects and providing services to meet the needs of our
citizens and improve their quality of life.
■ Support legislation that increases funding for Brownfields assessment and cleanup and
diversifies Brownfields remediation loans into grant opportunities.
■ Support reauthorization of the Water Resources Development Act (WRDA) and creation of
the Water Infrastructure Finance and Innovation Authority (WIFIA) to supplement existing
resources and provide increased support for water and wastewater infrastructure for local
governments.
■ Oppose EPA draft guidance that would drastically expand the definition and scope of
"waters of the U.S." that fall under federal jurisdiction, including nearly all ditches, flood
control channels, and culverts, by modifying the jurisdictional definition of tributaries and
navigable waters.
■ Increase federal support for land and water conservation.
■ Provide funding for the implementation of Total Maximum Daily Loads for discharges to
surface water.
■ Maintain or increase funding for Continuum of Care programs and special needs programs
for homeless Veterans.
■ Provide funding for comprehensive/supportive housing programs for homeless families with
children.
IE�ii�:�iE:3
Attachment number 1 \nPage 2
■ Support legislation that requires sales tax collection from online retailers.
■ Retain the current tax exemption status for municipal bonds, which are used to encourage
investment in public infrastructure and finance public infrastructure projects at costs
municipalities can afford.
■ Oppose efforts that reduce or eliminate a municipality's ability to collect franchise fees for
use of rights-of-way.
■ With authorization of the public safety broadband network, seek federal assistance to
support construction and implementation of the network via the National
Telecommunications & Information Administration.
■ Support legislation that would create and implement a national catastrophic fund for major
disaster relief.
■ Oppose legislation that will eliminate or reduce FY 2010 funding levels of $3.9 billion for the
Community Development Block Grant (CDBG), and $1.9 billion for the HOME Investment
Partnership Program (HOME) and other HUD housing and community development
programs that benefit local governments.
■ Oppose offshore oil drilling in the Gulf of Mexico until alternative energy sources are
developed and implemented, and existing leases are utilized where appropriate.
IE�ii�:�iE:3
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Council Visit to Tallahassee (WSO)
SUMMARY:
Meeting Date:l2/17/2012
Staff is requesting council direction regarding scheduling a visit to Tallahassee to meet with the City's legislative
delegation before the 2013 legislative session.
The City's State lobbyist has suggested the following interim committee weeks:
• Tuesday, January 15 or Wednesday, January 16 (Council has scheduled a work session on Monday,
January 14 and a council meeting on Thursday, January 15.)
• Week of January 21, 2013
• Tuesday, February 5 or Wednesday, February 6(Council has scheduled a work session on Monday,
February 4 and a council meeting on Thursday, February 7.)
• Week of February 11
Review Approval: 1) Clerk
Cover Memo
��II�:�E%�
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Meeting Date:l2/17/2012
Adopt Ordinance 8315-12 on second reading, amending Article VII, Chapter 32, Clearwater Code of Ordinances, to rescind exclusivity
in collection of construction and demolition debris or putrescible waste from commercial or industrial establishments.
SUMMARY:
Review Approval:
Cover Memo
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 1
ORDINANCE NO. 8315-12
AN ORDINANCE OF THE CITY OF CLEARWATER,
FLORIDA, AMENDING THE CLEARWATER CODE OF
ORDINANCES ARTICLE VII, WASTE MANAGEMENT,
SECTION 32.2715 DEFINITIONS; SECTIONS 32.272(4)
AND 32.288 REPEALING CITY OF CLEARWATER
EXCLUSIVITY IN COLLECTION OF CONSTRUCTION
AND DEMOLITION DEBRIS OR PUTRESCIBLE WASTE
FROM COMMERCIAL OR INDUSTRIAL
ESTABLISHMENTS; SECTION 32.374 MAKING THE
INAPPROPRIATE DISPOSAL OF E-WASTE
UNLAWFUL; SECTION 32.275 CLARIFYING THAT IT IS
THE RESPONSIBILITY OF A PARTY GENERATING
PROHIBITED MATERIALS TO DISPOSE OF SUCH
WASTE LEGALLY; SECTION 32.2777 MODIFYING
PENALTIES FOR PRIVATE HAULERS FAILURE TO
ADHERE TO THE RULES OF THE PERMIT PROGRAM;
SECTION 32.280 ADVISING THAT THE CITY MAY
COLLECT E-WASTE ONLY AFTER THE PROPERTY
OWNER HAS SCHEDULED A PICK-UP AND
PROVIDING THE CITY THE ABILITY TO ISSUE STOP
WORK ORDERS FOR CONSTRUCTION PROJECTS
USING UNPERMITTED PRIVATE HAULERS;
SECTION 32.284 PROVIDING DIMENSION
SPECIFICATIONS FOR WASTE RECEPTACLES;
SECTION 32.290 CLARIFYING THAT ALL PERMIT
DOCUMENTATION IS DUE THE 20T" DAY OF THE
FOLLOWING MONTH OR THE NEXT BUSINESS DAY,
IF SUCH DAY FALLS ON A WEEKEND OR CITY
HOLIDAY; SECTION 32.293(4) ADVISING PERMITEES
APPEALING A REVOCATION OR DENIAL OF A
PRIVATE HAULING PERMIT OF THE
ADMINISTRATIVE FEE ASSOCIATED WITH SUCH
APPEAL; CLARIFYING LANGUAGE IN APPENDIX A
SCHEDULE OF FEES, RATES AND CHARGES AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Clearwater (herein the City) adopted Ordinance No. 8025-09,
effective June 18t", 2009, amending Article VII, Solid Waste Management, sections 32.271 through
32.322 and Appendix A, Schedule of Fees, Rates and Charges, Article XXV, Public Works--Fees,
Rates and Charges, Section (3)(c) Solid Waste Collection Rates and (5)(b) Solid Waste Roll-Off
Container or Waste Receptacle Service of the Clearwater Code of Ordinances; and,
WHEREAS, in amending Article VII, Solid Waste Management, sections 32.271 through
32.322, the City's intent was to eventually become the exclusive collector of all refuse accumulated
within the City by gradually phasing out a permitting program that allowed private market
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 2
participation in the collection and hauling of commercial, industrial, construction/demolition debris
and waste, but such permitting program had become inefficient and too costly to administrate; and
WHEREAS, according to section 402.70605, Florida Statutes, the City's gradual phasing
out of the aforementioned permitting program constituted "displacement" of private collectors who
held or could have held a city-issued permit for the placing and servicing of refuse collected;
therefore, the aforementioned statute required that the City afford such affected parties notice of a
public hearing seeking comment on the advisability of the City exclusively providing such service
and then providing three years after said public hearing, assuming the ordinance passed, before
the City could legally engage in the exclusive provision of such service, which is why Ordinance
No.8131-10 was adopted; and
WHEREAS, the Solid Waste/General Services Department met various entities engaged in
the business of commercial, residential, and industrial construction and demolition debris and
putrescible waste removal and hauling and has worked out the modifications present in this
ordinance that provide a permitting program that is cost-effective for the City to administer,
provides the appropriate penalties for those entities that refuse to abide by the permitting program
rules, and maintains the commercial, residential, and industrial construction and
demolition/putrescible waste hauling market open to those that avail themselves of such permits
and follow the rules; now therefore,
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CLEARWATER, FLORIDA:
Section 1. That Chapter 32, Utilities, Section 32.2715 be amended by adding the
underlined language and deleting the stricken language as follows:
Sec.32.2715. Definitions.
*********
(3) Commercial waste means solid waste qenerated bv a commercial establishment,
exclusive of hazardous or biohazardous waste.
(4) {�} Compactor means any mechanical hydraulic or electrical machine designed and
used specifically for compacting refuse or recyclables.
f� {43 Compacted means refuse condensed by a compactor.
f� {�} Construction and demolition (c&d) debris means discarded materials
qenerallv considered to be not water-soluble and nonhazardous in nature, includinq,
but not limited to, steel, qlass, brick, concrete, asphalt roofinq material, pipe, qvpsum
wallboard, and lumber, from the construction or destruction of a structure as part of a
construction or demolition proiect or from the renovation of a structure, and includes
rocks, soils, tree remains, trees, and other veqetative matter that normallv results
from land clearinq or land development operations for a construction proiect,
includinq such debris from construction of structures at a site remote from the
construction or demolition proiect site. Mixinq of construction and demolition debris
with other tvpes of solid waste will cause the resultinq mixture to be classified as
other than construction and demolition debris. The term also includes:
(a) Clean cardboard, paper, plastic, wood, and metal scraps from a
construction project;
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 3
(b) Except as provided in F.S. § 403.707(9)(j), yard trash and unpainted,
nontreated wood scraps and wood pallets from sources other than
construction or demolition proiects;
(c) Scrap from manufacturinq facilities which is the type of material qenerally
used in construction proiects and which would meet the definition of
construction and demolition debris if it were qenerated as part of a
construction or demolition proiect. This includes debris from the construction
of manufactured homes and scrap shinqles, wallboard, sidinq concrete, and
similar materials from industrial or commercial facilities; and
(d) De minimis amounts of other nonhazardous wastes that are qenerated at
construction or destruction proiects, provided such amounts are consistent
with best manaqement practices of the industrv.
�{�} Containerized service means collection of solid waste or recyclables in city-
approved containers.
f� {�} Contamination means when more than de mininis non-recyclable items (such as
trash, food waste, glass, putrescible garbage) are included with recyclables, or when two or
more different types of recyclables are commingled in a container intended for one.
f� {�} Customer means owner, occupant, tenant, or other person having control of the
improved real property.
L) �9} Eviction or move-out refuse means any refuse that is left for collection resulting
from an eviction or a move-out.
f� {�9} E-waste means inoperative or discarded electronic equipment including, but not
limited to televisions, computer CPUs, monitors and peripherals, and handheld and desktop
telecommunications equipment. Because these items potentiallv carrv hazardous
materials, such as mercurv or lead, E-waste needs to be transported, handled, and
either disposed of or recvcled with special care.
f� {�} Hazardous material means material which is radioactive, volatile, flammable,
explosive, infectious, toxic or otherwise hazardous, including but not limited to material
designated as hazardous in any Federal, Florida, Pinellas County, or Clearwater law or
ordinance; also that waste which is determined to be hazardous by the United States
Environmental Protection Agency, or any other federal agency.
(13) Industrial waste means solid waste qenerated bv an industrial establishment,
exclusive of hazardous or biohazardous waste.
f� {�} Late payment means any payment remitted after the required due date.
f 1�{�} Materials recovery facility means a solid waste management facility that provides
for the extraction from solid waste of recyclable materials, materials suitable for use as a
fuel or soil amendment, or any combination of such materials.
f� {�4} Putrescible waste means household, industrial, or commercial solid waste that
will putrefy.
f� {�5) Recovered materials means metal, fiber, glass, plastic, textile or rubber materials
that have known recycling potential, can be feasibly recycled, and have been diverted and
source-separated or have been removed from the solid waste stream for sale, use, or reuse
as raw materials, whether or not the materials require subsequent processing or separation
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 4
from each other, but does not include materials destined for any use that constitutes
disposal. Recovered materials are not solid waste.
�{�} Recovered materials dealer means any person or entity, who handles,
purchases, receives, recovers, sells, or is an end-user of recovered materials.
�{�} Recovered materials processing facility means a facility engaged solely in the
receiving, storage, processing, resale or reuse of recovered materials. Such a facility is not
a solid waste management facility if it meets the definitions of F.S. § 403.7045(1)-(f).
f� {�) Recyclable means those materials which are capable of being recycled and
which would otherwise be processed or disposed of as solid waste.
f� �} Recycling means the collection, processing, marketing, reprocessing and resale
or reuse of any material which would otherwise be processed or disposed of as solid waste.
f� �9} Recycling receptacle � means any container issued by the city for the purpose
of recycling.
f� {�} Refuse means all putrescible and non-putrescible solid waste.
f� �} Residential refuse container means a city issued automated container and/or a
city-approved 32-gallon container or other container approved by the director of solid
waste/general services.
f� {�3) Roll-off container means any large capacity container used for commercial or
industrial service, or for special purposes, including but not limited to, containers with
capacities between ten and 4-9fortv cubic yards and which are transported with their
contents by vehicle to a solid waste disposal site.
f� {�4} Servicing means any interaction with a waste receptacle in exchanqe for
pavment or consideration, °^'��' �ni�o4o/nonor�l �.or.,,,.o�. �nii4h ron�riJo +„ including, but not
limited to, installingLcleaning, deodorizing, pulling, removing, collectinq, transportinq,
processinq, or receivinq contents, or repairing damage to such waste receptacle��
reqardless of whether the contents of such waste receptacle are disposed of in the
waste stream or are recvcled.
f� {�} Solid waste means sludge not regulated under the Federal Clean Water Act or
Clean Air Act; sludge from a waste treatment works, water supply treatment plant, or air
pollution control facility; or garbage, rubbish, refuse, special waste, or other discarded
material, including solid, liquid, semisolid or contained gaseous material resulting from
domestic, industrial, commercial, mining, agricultural or governmental operations. The term
does not include recovered materials as defined in this section or in F.S. § 403.703(7).
f� {�} Solid waste/general services director means the person authorized to exercise
and enforce the provisions of this article.
f� {�} Solid waste management means the process by which solid waste is collected,
transported, stored, separated, processed or disposed of according to an orderly,
purposeful and planned program which includes closure and long-term maintenance.
f� {�} Solid waste management facility means any solid waste disposal area, volume
reduction plant, transfer station, materials recovery facility or other facility, the purpose of
which is resource recovery or the disposal, recycling, processing or storage of solid waste.
The term does not include recovered materials processing facilities which meet the
requirements of F.S. § 403.7046(4), except the portion of such facilities, if any, that is used
for the management of solid waste.
f� �} Source-separated means that recovered materials are separated from solid
waste where the recovered materials and solid waste are generated. The term does not
require that various types of recovered materials be separated from each other and
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 5
recognizes that de minimis solid waste, in accordance with industry standards and
practices, may be included in the recovered materials.
�{�9� Special wastes means solid waste that can require special handling and
management, including, but not limited to, white goods, waste tires, used oil, lead-acid
batteries, construction and demolition debris, ash residue, e-waste, paint, and biological
wastes.
�{�} Trash means any waste accumulation of paper, sweepings, rags, bedding or
other matter of any kind, other than garbage, which is usually attendant to housekeeping,
except recyclables.
f� {�} Waste receptacle means any vehicle or container, but is not limited to trailers,
roll-off containers, compactors or any other functionally equivalent containers, used to
collect, transfer or haul solid waste or construction and demolition debris from one location
to another.
f� {�3} White goods means inoperative and discarded refrigerators, ranges, water
heaters, freezers and other similar domestic and commercial large appliances of any color.
(� {�4} Yard waste means vegetative matter resulting from landscaping and
maintenance.
Section 2. That Chapter 32, Utilities, Section 32.272 be amended by adding the underlined
language and deleting the stricken language as follows:
Sec. 32.272. Collection by city; exceptions.
********
(4) Exception for private collectors with roll-off containers, compactors or waste
receptacles. A private collector currently holding or eligible to obtain a city-issued permit for
placing and servicing roll-off containers, compactors, or waste receptacles for sites
generating construction and demolition debris, putrescible waste, special waste, or vard
waste� �^mmornioloc�ohlichmon�c nonoroiinn may acquire such permit or continue
renewing such permit to legally � service such containers so lonq as the
private collector remains in qood standinq pursuant to the City's permit proqram as
described in this Chapter. All putrescible waste shall be hauled or collected in an
enclosed container. Anv deviation from this section requires the written approval of
the solid waste/qeneral services director or desiqnee. e�'., ��i�-�rrs�rrr°hri ,�n, � Q�n���
#�,�h�Tpy� orc frnm �ho rlo�o nf orinr��inn nf (lrrlinonno S2'I'2'I _'I (1 �nihinhcP����#TOr�#,h�c
.�. y �
�
> >
�
. �
�n4r�? rm r�r fr�r fi�io �io�ro frr�m 4ho rl�4o r�f �nn��4ir�n ���h�nh����i�«
�
********
Section 3. That Chapter 32, Utilities, Section 32.274 be amended by adding the underlined
language as follows:
5
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 6
Sec. 32.274. Unlawful practices generally.
********
(8) Disposal of E-waste bv either placinq curbside for solid waste personnel
collection or in either waste or recvclinq receptacles shall be unlawful and subiect
federal, state, and/or local penalty if any person or entity disposinq E-waste within
the Citv of Clearwater has failed to first coordinate its removal in an environmentallv
safe and appropriate manner.
�{�It shall be unlawful for any third party or contractor to create or leave construction
and demolition debris, yard waste or refuse subsequent to the performance of any work on
private property for the city to collect. No materials from such operations shall be placed in
any residential container, commercial container, waste receptacle or set out curbside for
collection by the city without prior authorization by the solid waste/general services director.
Section 4. That Chapter 32, Utilities, Section 32.275 be amended by adding the underlined
language as follows:
Sec. 32.275. Prohibited materials.
********
(3) Prohibited materials. Biohazardous waste, flammable liquids, motor oil, pesticides,
herbicides, paint and other hazardous materials shall not be placed for collection, and shall
not be collected by solid waste personnel. It shall be the responsibilitv of the partv
qeneratinq prohibited material waste to leqallv remove and properlv dispose of said
waste.
Section 5. That Chapter 32, Utilities, Section 32.276 be amended by adding the underlined
language as follows:
Sec.32.276. Enforcement.
The director of solid waste/general services is authorized to exercise limited police powers
to enforce the provisions of this chapter. These limited police powers shall include the authority to
issue a notice of violation of a provision of this chapter and, following a reinspection after the time
specified in the notice for corrective action, if there has not been substantial compliance with the
notice of violation, or if the violation has been corrected but reoccurs, the director of solid
waste/general services may cause a summons to be issued by a sworn police officer, code
enforcement officer, or designated solid waste/general services employee of the city for
appearance in county court, or may notify the code enforcement board and request a hearing
pursuant to section 7-102 of the Clearwater Community Development Code. A notice of violation
shall describe the nature of the violation, the corrective action necessary to cure the violation, and
the time within which corrective action shall be taken. A notice of violation shall be served in the
manner set forth in F.S. § 162.12.
Section 6. That Chapter 32, Utilities, Section 32.277 be amended by adding the underlined
language as follows:
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Sec.32.277. Penalties.
********
Attachment number 1 \nPage 7
(5) Failure to remove a residential refuse and/or recvclinq container tagged with a
warning by the solid waste/general services department within the specified period of time
subjects the customer to a fine of $10.00 per day, which is placed on the customer's utility
bill. Repeat offenders, after written notice and at the sole discretion of the director of solid
waste/general services, may be placed on side or rear yard premium service at the
appropriate fee.
********
(8) Roll-off container and/or waste receptacle permittee shall be assessed+r�� a fifteen
eqe percent interest�°� charge on the total amount of remittance, as specified in
Appendix A of this code and referred to in section 32.290(2)(b) of this division, for every
month that the remittance is unpaid after the 20t" dav of the followinq month that the
remittance was due. �2. If the 20 dav is a Saturdav, Sundav or citv holidav, the
monthlv fee shall be due on the next business dav. Furthermore, permittee shall incur a
$25.00 administrative fee each business dav ^no n°rnoni no„��+„ nhorno ,,,, +ho +„+��
�m,,, ,n+ r�f romi44�nno fr�r o.,or., m„n+h +h�+ the permittee fails to provide invoice copies and
monthly service reports, as required by section 32.290(2)(b). Failure to comply with the
permit submission requirements may result in revocation or denial of issuance or renewal of
a perm it.
(9)�A} A roll-off container and/or waste receptacle permittee's failure to fax or email
month shall result in the assessment of a$25.00 administrative fee each business
dav the permittee fails to provide the listinq and possible revocation of the permit.
(10)�} If an audit discloses that a roll-off container and/or waste receptacle
permittee has underpaid the remittance as required bv this division bv more than five
percent of the required total, then in addition to a remittance in the amount of the
underpavment, the permitee shall pav the cost of the audit and fifteen percent
interest on the amount of the underpavment.
(11) If a roll-off container and/or waste receptacle permittee fails to provide
documentation requested for an audit bv the date specified in the written request for
such documentation the Citv shall assess a 25.00 administration fee each business
dav the permittee is delinquent in remittinq the documentation and shall beqin the
permit revocation process.
Section 7. That Chapter 32, Utilities, Section 32.280 be amended by adding the underlined
language as follows:
Sec. 32.280. Duty of property owner; precollection practices.
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
(1) Preparation of solid waste.
********
Attachment number 1 \nPage 8
(h� Alnno nf �ho ohn�io mo�i ho r�lonor! ni i� r�rinr �n '�/1 hni irc in orl�ionno nf o cnhorli ilor!
` �+s�� E-waste. E-waste shall be collected by the City only after property
owner has scheduled a pick-up with Solid Waste Department personnel.
(i) None of the above mav be placed for collection more than 24 hours in
advance of a scheduled pick-up.
(3) Storing of solid waste.
********
********
(f) Construction sites. All construction sites shall use city-approved waste
receptacles, the number of which shall be determined according to the size of the job
at the discretion of the director of the building division. Construction sites shall be
kept clean and orderly at all times and the building director may suspend or red tag a
construction job until the premises are brought up to a satisfactory sanitary condition.
The Citv's Buildinq Department mav issue a Stop Work Order to a construction
site that utilizes a roll-off container and/or waste receptacle hauler that has
failed to reqister with the Citv of Clearwater. Any waste receptacle used to collect
refuse that is not supplied by the city shall be required to be registered with the
director of solid waste/general services.
********
Section 8. That Chapter 32, Utilities, Section 32.284 be amended by adding the underlined
language as follows:
Sec. 32.284. Waste receptacle.
********
(6) All enclosures are required to be constructed and maintained in accordance with the
City of Clearwater specifications pursuant to section 3-201.D of the Clearwater
Communitv Development Code and Citv Enqineerinq Index 701.
(7) Placement of containers. Subscribers or private haulers �� authorized to
provide services under this article shall not place any container or receptacle for solid waste
or recycling outside of any building or structure without first having obtained permission from
the city approving location of such container.
Section 9. That Chapter 32, Utilities, Section 32.288 be amended by adding the underlined
language and deleting the stricken language as follows:
Sec.32.288. Required.
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 9
Pursuant to section 32.272(1), it shall be unlawful for any party, other than the city, to
engage in the business of collecting, removing, haulinq or disposing of construction and
demolition debris, whether commercial, industrial or residential in nature, or putrescible
waste generated by commercial or industrial establishments. However, a sole proprietor or
corporate entity placing or servicing a roll-off container or waste receptacle for the purpose
of collecting, removing, haulin or disposing of construction and demolition debris,
whether commercial, industrial, or residential in nature, or putrescible waste generated by
commercial or industrial establishments shall be required to procure a permit to legally
continue such business activity without penalty_, `�niJ horoin�f4or ho linr��nin ��. r�ormi4400'
� ; ,
'I S2 '�(1'I'2 r�r 4hroo �io�ro frr�m 4ho rl�4o r�f �rlr�r�4ir�n r�f (1riJin�nno S2'I'2'I 'I (1 �nihinho�ior io 1�4or•
�r� � �TCV c�--rs�arcr
� • �
�
T°f'�nr /�� rmi� mo�i ho icc�or! ��`cronlo�rt r nr nnrr�nro�o �i��i �ho��
E��•
Section 9. That Chapter 32, Utilities, Section 32.290 be amended by adding the underlined
language and deleting the stricken language as follows:
Sec. 32.290. Prerequisites to issuance.
********
(b) The applicant has agreed to remit to the city each month a fee of �5 fifteen
percent of the monthly gross revenue billed by permittee, as set out in Appendix A to
this Code, accompanying the remittance (also known as a permit fee), the
permittee shall supply invoice copies corroborating the monthly gross revenue
derived from servicing locations within the City of Clearwater. Moreover, a permittee
shall also provide to the director of solid waste/general services a monthly report
identifying collections made within the city, together with the appropriate service
addresses for such collections. The report, remittance, and invoice copies are due no
later than the 20t" +"°'�°+ h, ,°;n°°° day of the following month. If the 20t" dav
occurs on a Saturdav, Sundav or citv holidav, the report, remittance, and
invoice copies shall be due the next business dav;
********
Section 10. That Chapter 32, Utilities, Section 32.293 be amended by adding the
underlined language and deleting the stricken language as follows:
Sec. 32.293. Roll-off and/or waste receptacle permit application, termination, denial.
********
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
.
Attachment number 1 \nPage 1i
f� {4� Such permit may be terminated or denied by the city manager but only after the
procedure set out in section 29.41(2) has been followed. Notwithstanding the procedure set
out in section 29.41(2), appeal of the city manager's decision to terminate or deny a permit
shall be to the city council. A permitee that avails itself of its riqht to appeal a
termination or denial to the citv manaqer, and if necessarv, the citv council
understands that it must pay the appropriate administrative fee associated with such
appeal•
f� {�} The granting of a permit pursuant to this division shall not be construed as a grant of
a franchise or of vested rights.
�{�} No permit shall be issued to any applicant who is delinquent in remittance of
franchise fees, penalties, or interest.
f� {�} The permit issued to the applicant shall not be transferable.
..
� r
r
• � • � �
Section 11. That Appendix A, XXV Public Works—Fees, Rates and Charges (§32.068) be
amended by adding the underlined language and deleting the stricken language as follows:
XXV. PUBLIC WORKS—FEES, RATES AND CHARGES (§ 32.068)
(3) Rates:
********
********
(c) Solid waste collection rates.
1. Monthly charges for twice weekly collection of solid waste in
prescribed containers.
a. Single-family and multiple-family dwellings.
********
�
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
�
Attachment number 1 \nPage 1
(ii) Side or rear yard premium service: Manual pickup has
a limit of two containers per living unit, each having a
capacity no larger than 32 gallons and 50 pounds. For
each additional 32-gallon or smaller container for rear
yard pickup, the fee specified below will be charged for
side or rear building collection of each �932-gallon
container.
********
5. Each single-family or multi-family dwelling customer will be allowed
up to four additional complimentary yard waste pick-ups beyond the once-
weekly yard waste collection implicit in 32.281(1)(a), per 12-month period
beqinninq January 1St of each calendar year, provided+r� the combined
yardage of the four pick-ups does not exceed a total of 40 cubic yards during
that 12-month period.
6. Onlv citv-owned �waste receptacles, utilized bv commercial or
industrial customers, °�^'� ���n^ rooiiJon4i�l rofi ,�.o nr�n4�inoro shall be eligible
for two complimentarv cleanings per calendar year °+ n^ ^"°r^° Any
subsequent cleaning shall incur a$100.00 per waste receptacle charge.
********
(5) Other Miscellaneous charges:
********
(b) Solid waste roll-off or waste receptacle service:
********
3. Deposits.
a. Roll-off container/and or waste receptacle. A$400.00 deposit
mav � be charged for each roll-off and/or waste receptacle.
Service charges will be assessed against the deposit until it is
insufficient to cover the next pull and disposal bill. At that time
the customer will be required to make a payment on account
or replenish the deposit in order to cover the next service
billing.
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Attachment number 1 \nPage 1;
b. The initial deposit may be set at less than the normal 400.00
i�nin_mnnih lo�iol UpOn �°i°rminoiinn nf hoinn in hi icinocc fnr
+,�,,, „o�r� „r mnro „r „+hon�„�o providing satisfactory credit
worthiness and h„ °�°^, ,+;,,n o cr�oniol �Jor�ncii/r�o�imoni
°^r°�;� approvale� by the director of solid waste/general
services or desiqnee. `"'h�nh r�rn�iirloc fnr o mnro ror,�r!
r�o�imoni cnhorli ilo �hon nnrmol
Section 12. This ordinance shall take effect immediately upon adoption.
PASSED ON FIRST READING
AS AMENDED
PASSED ON SECOND AND FINAL
READING AND ADOPTED
George N. Cretekos
Mayor
Approved as to form: Attest:
Camilo A. Soto Rosemarie Call
Assistant City Attorney City Clerk
12
Ordinance No. 8315-12
�[i�'ii�:3�•T1]
Work Session
Council Chambers - City Hall
SUBJECT / RECOMMENDATION:
Pinellas County District Cooling Plant - Request for Letter of Interest
SUMMARY:
Review Approval:
Meeting Date:l2/17/2012
Cover Memo
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Attachment number 1 \nPage 1
902 North Himes Avenue
P.O.Box 18547
Tampa, Florida, 33609
813-877-8251
800-966-8251 Toll Free
813 877-8252 Service Dispatch
800-966-8252 Toll Free Service Dispatch
813 877-8257 Fax
www. tampabaytrane. com
Pinellas County Central Ener�y Plant
Pinellas County Government is planning to construct a District Cooling Plant south
of the intersection of SR-60 and Chestnut Street.
The county presently has several cooling plants which have reached the end of their
useful life and as a result are energy inefficient and labor intensive to maintain.
These plants make chilled water which is used to cool the County buildings. Chilled
water has been the preferred method to cool most commercial buildings in the
United States for the last 60 years.
The purpose of the new District Cooling Plant is to centralize the production of
chilled water for the various county buildings utilizing the most energy efficient
system available. As a result of economy of scale, a larger plant will be more
economical to operate than multiple smaller plants.
In addition the use of a proven thermal storage system will lower the energy
consumption to levels which were not previously reached by conventional designs.
The design will also incorporate newly devised water methods that will virtually
eliminate the consumption of potable water. As a by-product, the plant will not
consume chemicals, creating a truly "green plant operation" with almost zero
environmental emissions.
A new piping distribution system will be installed starting at the plant location and
progressing north under the streets to the County Utilities building, located at 14
South Harrison. The entire piping system will have sufficient extra capacity to
supply water to all of the county buildings plus many more with redundancy.
The new distribution piping will be very close to many of the County neighbors
which also use chilled water for air conditioning needs.
If a neighbor chooses to connect to the piping system, the County will provide the
metering equipment to measure usage of chilled water. An invoice will be created
from the total monthly consumption
I[�'ii�:3�•Til
Attachment number 1 \nPage 2
The rates for chilled water consumption, which will be determined at a future date
will be competitive with the market and will eliminate, water consumption,
maintenance, and equipment replacement by the end user.
The County has chosen Tampa Bay Trane as the design-build firm to tentatively
construct and operate the District Cooling plant.
The purpose of this letter is to request a letter of interest from possible customers
to the plant.
A request of a letter of interest will not commit the customer to any contract, service
or cost, it is just a survey of possible end users to be presented to the County
Commissioners in an upcoming board meeting.
Sincerely
Robert P Garcia
Sr. VP of New Business Development
Tampa Bay Trane
I[�'ii�:3�•Til
Work Session
Council Chambers - City Hall
Meeting Date:l2/17/2012
SUBJECT / RECOMMENDATION:
2013 World Rescue Challenge - Dan Zinge, President North American Vehicle Rescue Association, Inc
SUMMARY:
Review Approval:
Cover Memo
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