04/15/2013 CITY COUNCIL WORK SESSION MEETING MINUTES
CITY OF CLEARWATER
April 15, 2013
Present: Mayor George N. Cretekos, Vice Mayor Paul Gibson, Councilmember
Doreen Hock-DiPolito, Councilmember Bill Jonson, and Councilmember
Jay E. Polglaze.
Also Present: William B. Horne II - City Manager, Jill S. Silverboard - Assistant City
Manager, Rod Irwin - Assistant City Manager, Pamela K. Akin - City
Attorney, Rosemarie Call - City Clerk, and Nicole Sprague - Official
Records and Legislative Services Coordinator.
To provide continuity for research, items are in agenda order although not
necessarily discussed in that order.
Mayor George N. Cretekos called the meeting to order at 1:00 p.m. at City Hall.
1. Presentations — Given.
1.1 Service Awards
Two service awards were presented to city employees.
1.2 Annual Financial Report for Fiscal Year 2012.
The City's external auditors, Mayer Hoffman McCann P.C., will present the
Comprehensive Annual Financial Report (CAFR) and the results of the City's audit
for Fiscal Year 2012.
One audit adjustment was reported; grant revenues that were received in
December for the Republican National Convention.
1.3 Provide information on the development of the City's Post-Disaster
Redevelopment Plan (PDRP). (WSO)
The City began development of a Post-Disaster Redevelopment Plan (PDRP) in
early 2011 when such a plan was required for all coastal communities by Rule 9J-
5 of the Florida Administrative Code. Creation of the PDRP is also required by
Policy E.4.1.9 of the City's Comprehensive Plan. Due to Florida's vulnerability to a
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number of regularly occurring natural disasters, particularly hurricanes, the
mandate was viewed as another tool to increase resiliency and decrease
vulnerability. In June 2011, the Florida Legislature repealed Rule 9J-5 in its
entirety, and the requirement for coastal communities to develop a PDRP was not
integrated into the remaining provisions in Florida Statutes, Chapter 163.
However, the requirement remains in the Comprehensive Plan and development
of such a plan will increase the City's ability to successfully recover from a
disaster.
The purpose of the PDRP is to guide City decision making affecting long-term
recovery and redevelopment following a disaster. The Plan addresses five goals:
(1) housing and structural repairs; (2) infrastructure and public facility recovery; (3)
environmental restoration; (4) economic resumption; and (5) land use and
development; and includes a concise set of implementable action plans that aid in
achieving these goals. It does not address immediate response and emergency
operations, which are already covered by the City's Comprehensive Emergency
Management Plan (CEMP).
Disaster management is typically viewed as a cycle with the following overlapping
phases: (1) pre-disaster planning and emergency management preparedness; (2)
emergency response; (3) short-term recovery; and (4) long-term recovery and
redevelopment. The PDRP has an implementation role in the pre-disaster phase,
but the intent of all the PDRP implementation actions is to improve the
community's ability for long-term recovery and redevelopment. The PDRP is one
component in the local framework for achieving successful disaster preparedness,
response, recovery and redevelopment is one part of a larger suite of guiding
documents, including the CEMP, Comprehensive Plan and the countywide Local
Mitigation Strategy (LMS).
The PDRP is organized into seven chapters:
Introduction
Local Plans Integration and Capacity Assessment
Vulnerability Analysis
Issues
Plan Goals
Public Communication Plan
Plan Maintenance and Implementation
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Staff has completed work through Chapter 4 and anticipates completion of the
additional three chapters within the next two months. The PDRP is currently
scheduled for approval at the June 19 City Council meeting.
Planner Catherine Lee provided a PowerPoint presentation.
The Council recessed from 1:32 p.m. to 2:12 p.m. to meet as the Pension Trustees.
2. Economic Development and Housing
2.1 Approve request from 1409 Alpine Road, LLC to sell 4 condominium units at
$117,000, write-off remainder of HOME loan balance estimated at $401,131.54,
and authorize the appropriate officials to execute same. (consent)
On May 19, 2006, the City of Clearwater provided a loan to 1409 Alpine Rd., LLC
(Alpine) to purchase and renovate four condominium housing units located at
1409 Alpine Road, Clearwater (units 1, 2, 5 and 6). There are a total of 16 units in
the condominium complex. The HOME Program funded a loan in the amount of
$440,000 which was provided through 1409 Alpine Rd., LLC to purchase,
renovate and resell to 4 eligible low to moderate-income families. A breakdown of
the original loan shows that $360,000 was used for acquisition; $14,075.92 was
used for settlement costs and $65,924.08 for renovation costs. On September 26,
2006, the City modified the original loan to 1409 Alpine Rd., LLC to approve their
request for an additional $40,000 for renovation costs. The City also granted
another request from Alpine for an additional $11,216 to pay for taxes and other
costs. All total, the City provided Alpine $491,216 to purchase and renovate four
condominium units for an average cost of$122,804 per unit. An appraisal of a
comparable unit (1409 Alpine Rd. Unit 10) at that time showed a sales approach
value of$155,000. The loans were deferred for six months with no payment or
interest required. After the six-month deferment period, the loan was due and
payable for the full amount. After renovations, the units were offered for sale at
$154,000. The sales price was later lowered to $129,900 due to a downturn in the
housing market. Due to lack of interest from homebuyers and the HOME Program
mandate that requires the units to meet occupancy guidelines, it was determined
that the project should be altered from a homebuyer project to a rental project and
worked with Alpine to try to stabilize the project. In July 2008, Alpine informed the
City that two of the units were going to be rented for $800 each per month through
the Clearwater Housing Authority Section 8 Program. The remaining two units
were later rented for the same amount. Due to problems with maintaining high
occupancy levels, Alpine verbally requested the City's approval to sell the four
condominium units on October 25, 2012. Prior to approval, the City requested an
appraisal of the units and complete financials on all activity from the date of loan
approval. It was later noted that Alpine had moved forward with listing all 4 units
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with an asking price of$180,000. The listing price was later lowered to $140,000
and then to $135,000. The highest bid received was $110,000 in which Alpine
countered at $120,000 and the buyer agreed. However, due to some repairs, the
buyer requested that Alpine pay half of a $6,000 repairs, which results in a net
sales price of$117,000. An April 24, 2012 appraisal listed the comparable sales
price at $25,000 per unit. The value listed through the income approach was listed
at $35,400 per unit. A review of Alpine's annual financial statements from 2007
through 2012 shows that revenues were approximately $25,000 a year with
expenses slightly exceeding revenues in some years. In summary, there were
insufficient funds for debt service of the city's loan. From the time of loan
origination to present, the City has not received any payments on the loan,
initiated foreclosure or modified the loan. The HUD-1 Settlement Statement lists a
contract sales price of$117,000. Through the sales proceeds, Alpine is
requesting that $89,896.46 be provided to the City, $26,830.75 be provided for
settlement costs and reimbursements to the managing member of the LLC:
Tampa Bay Community Development Corporation (TBCDC). From a total City
investment of$491,216 over six years, the City will net only $89,896.46. The
property has a land use restrictive covenant that mandates that the property be
sold to a homebuyer whose income is less than 80% of area median income. The
restrictive agreement will need to be modified to include tenants whose income is
less than 80% of area median income. The affordability period on the restrictive
covenant runs to Fiscal Year 2021. Through a memo received on March 26, 2013,
Alpine is requesting that the City approve the sale of the 4 units and write-off the
remaining balance of the loan estimated at $401,131.54. Per City policy, this
write-off amount needs City Council approval. As this loan is in default, the City
Council has two options to proceed per City policies and HUD regulations: 1)
Approve request to sell the 4 units and write-off the HOME loan balance; or2)
Accept Deed in Lieu of Foreclosure for 1409 Alpine Road Units 1, 2, 5, and 6.
Should Council approve the sale and write-off request, it will establish a precedent
for writing off loans in which the value of the property is less than the loan value.
Given the downturn in the housing market over the last five years, there are other
city loans in this position where the owners may either request a write-off of their
negative equity or a short sale. While this option creates exposure for the City's
housing programs, it is the most expeditious route to cut the City's losses on a
homeownership turned rental project that was not successful and is not likely to
be successful in the future. Should the Council accept the Deed in Lieu of
Foreclosure, the City would prepare the necessary documents to transfer
ownership, provide settlement costs and reimburse TBCDC for their approved
investment in the property. Upon transfer, the City would secure the vacant units
and evaluate options for improvements. The City would then declare the property
surplus, per City Code, and sell the property to the highest responsible bidder.
While this option creates the potential for a higher payout, it creates additional
financial burdens and risk given the necessary staff time, upfront funding to
prepare the property for sale, and uncertainty in the real estate market. After
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careful review of the options, Staff recommends allowing the sale and write-off of
the HOME loan.
3. Human Resources
3.1 Approve renewal of the City's Statutory Death Benefits Policy with The Hartford
Financial Services Group, providing accidental death and disability coverages for
all full-time Law Enforcement Officers, Firefighters, and applicable
Administrators, for the two-year period retroactive to October 1, 2012 and
continuing through September 30, 2014, at a cost of$21,818, pre-paid for the
two-year period. (consent)
The City's policy with The Hartford to provide statutorily required accidental death
and disability benefits to sworn Police and Fire personnel expired on September
30, 2012. The City's Agent of Record, the Gehring Group, obtained a renewal
quote from The Hartford for a two-year premium rate of$21,818 on a pre-paid
basis, an increase of 6.8% from the prior two-year renewal with Hartford. Two
other providers were contacted; AIG declined to submit a quote and Chubb
provided a quote that was not competitive. This policy is effective retroactively for
the two-year period from October 1, 2012 through September 30, 2014, provides
for a discounted rate guaranteed for two years, with no annual renewal application
requirement and the ability to cancel the policy at any time with no penalty. Funds
are available from a pre-paid account in the City's Central Insurance Fund.
4. Marine and Aviation
4.1 Authorize the execution of Supplemental Joint Participation Agreement (JPA)
Number 1 between the City of Clearwater and the State of Florida Department of
Transportation (FDOT); approve transferring $6,215.16 from Airpark Retained
Earnings to cover the City 20% match for Airpark improvements, and adopt
Resolution 13-07.
On April 2, 2009, the City Council approved a contract with FDOT to provide
$166,799.00 in funding at 100% to install new security fencing, cameras, digital
recorders, card readers, and signage at the Clearwater Airpark.
There is $24,860.66 left in the agreement and FDOT has agreed to allow the
funds to be used for remaining Airpark improvements, if the City provides
$6,215.16 as a 20% match. This will bring the agreement total up to $173,014.16.
FDOT will provide $24,860.66 (80%) reimbursable funding and the City will pay
$6,215.16 (20%) of project costs from Airpark retained earnings.
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Upon execution of the JPA, a mid-year amendment will transfer $6,215.16 of
Airpark Fund reserves to capital project 315-94858, Airpark Security
Improvements to fund the City's share.
5. Parks and Recreation
5.1 Accept a Modification of Deed granted by U.S. Home Corporation, former
owners of real property currently owned by the City for use as the Countryside
Recreation Center. (consent)
The subject property was donated to the City by U.S Home Corporation in 1978.
The deed used to convey the property has restrictions requiring the property to be
maintained and used only for the purpose of a public park and recreation area.
In addition to these allowable uses, the Modification of Deed will allow the
property to be used for the construction and use of a public library. Acceptance
of this Modification of Deed by U.S. Home Corporation does not require the City to
construct a public library but allows for the construction and operation of a public
library. Staff recommends acceptance of the Modification of Deed.
5.2 Award a contract (purchase order) to Landscape Structures Inc. of Delano, MN
for the construction and installation of a one of a kind Sand Castle Playground
and Welcome sign at Pier 60 Park for $438,881 and approve the transfer of
$100,000 from unappropriated retained earnings to CIP 315-93624 Pier 60 Park
Repair and Improvement at mid-year, to construct a military flag plaza to be
located in Pier 60 Park. (consent)
In Fiscal Year 2010/11, the City Council approved a new Capital Improvement
Project for $510,000 to fund repairs and improvements to Pier 60 Park. The
scope of the project included the repair of existing seating wall, site furniture,
ground renovation, walkways, irrigation repairs, special event layout
improvements in order to make the park consistent with the major improvement
made in the Beach Walk project as well as the addition of a new concept in play
structures that will become a focal spot on the beach.
The purchase of the sandcastle playground and entry sign will become that focal
point for all persons visiting Clearwater Beach and become a prime photo
opportunity for all visitors to the beach and Pier 60 Park. In time staff believes it
will be a prime quality tourist attraction and a destination place for visitors and
residents. The playground is unique in that the main structures are constructed
from concrete and is designed to withstand the harsh beach weather with little to
no maintenance. It is colorful and full of unique play areas that allow children to
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explore the wonders of a life-size sand castle, including a main central tower and
a portion of the sand castle being washed away with the tide.
Staff is recommending the purchase from Landscape Structures Inc. as a sole
source item as all playground manufactures design and make equipment that
while similar is unique to their product line and not competitive.
The City has traditionally purchased equipment from various vendors in order to
take advantage of special pricing and quality designs. If approved, it will take
approximately 4 months for construction and delivery with installation scheduled
for September of this year.
Additional funding is being requested in this project to construct a military flag
plaza in Pier 60 Park at the end of State Road 60 and the roundabout to honor all
of the branches of the military.
While the plaza has not been fully designed, it will incorporate the same type of
coquina style material used for the doughboy statues at the beginning of the
Memorial Causeway Bridge.
If approved, funds will be transferred at mid-year from unappropriated retained
earnings.
In response to questions, Parks and Recreation Director Kevin Dunbar said Sunset
Cinema will be to the right of flag plaza. The existing Clearwater sign will be moved to
the proposed playground area. Design rendering of the flags and flag locations will
come before Council at a future meeting prior to construction. The Best Beach Town
designation sign is being fabricated; a temporary sign has been installed at the
Causeway location. Mr. Dunbar said the banners on the sand castle playground
equipment will be set to the west and will have a Clearwater/pirate related theme.
5.3 Approve co-sponsorship and waiver of requested City fees and service charges
for Fiscal Year 2013/14 special events, including five annual City events and
twelve City co-sponsored events, at an estimated General Fund cost of
$381,860 ($24,300 cash contributions and $357,560 in-kind contributions) and
Enterprise Fund cost and fee waiver of$86,010, for the purposes of Fiscal Year
2013/14 departmental budget submittals. (consent)
According to City Council Policy 4M, Special Event Fees, there shall be an annual
review of City sponsored/co-sponsored events during the budget process. An
agenda item approving co-sponsorship and level of support for these events will
be brought before the City Council at the beginning of the budget process each
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fiscal year. In the event additional money is requested beyond what is included
in the approved budget, City Council approval will be needed.
Staff recommended level of cash and in-kind contributions to be included in the
various departmental budgets for Fiscal Year 2013/14 for City sponsored and co-
sponsored special events, which includes 34 additional special events requiring
some type of in-kind support from the Parks and Recreation Special Events
Division during Fiscal Year 2013/14. It should be noted, that this represents an
increase of$18,520 in General Fund support from Fiscal Year 2012/13 and a total
decrease in Enterprise fund support of$17,780.
The increase in General Fund is due primarily to:
• Overall 3% increase in salaries
• Fire service increasing staffing levels to meet National Best Practice
Standards
• Police support of Tri Rock increase based upon operating the event for one
year
The decrease in enterprise funds is for adjustments made for the Tri Rock event
with reductions in lost parking revenue and a reduction of sanitation costs for Tri
Rock event. The overall Tri Rock level of support remains the same. Cash
Requests of$24,300 is the same as Fiscal Year 2012: Clearwater Veterans
Alliance ($5,000), Clearwater Jazz Holiday ($14,550), and the Martin Luther King,
Jr. Day March and Rally ($4,750).
For Council's consideration, the following four events are requesting City support
and co-sponsorship for Fiscal Year 2013/14. Council direction is requested for
which events to be included in the departmental submittals.
1. Light It Up Clearwater- The Clearwater Beach Chamber has requested
$10,000 in cash support for fireworks to support events on Clearwater Beach.
(Increase $10,000 cash, 500 in attendance)
2. Christmas Boat Parade - This event has been held in Clearwater for many
years and continues to grow. In order to accommodate more people viewing the
event from Coachman Park, staff is requesting $825 in additional in kind support
for portalets, security, police and marketing. (Increase $825 operating budgets,
3,000 in attendance)
3. Clearwater Beach Restaurant Week - The Clearwater Beach Chamber of
Commerce is requesting $2550 in total in kind services including police security,
parking services, dumpsters, barricades and barricade trailer, in-kind marketing
support and tent inspection. Funds raised to benefit local non-profits like
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Clearwater Marine Aquarium. (Increase $2,550 operating budgets, 3,000 in
attendance)
4. Run/Walk for Willa - This event is a fundraising event for the Willa Carson
Health and Wellness Center. Last year's event had less than 50 participants. In-
kind service of$3,100 representing police security, sound tech and equipment,
chairs, tables, staging and in-kind marketing support is being requested ($3,100
operating budgets, 350 anticipated attendance).
In response to questions, Parks and Recreation Director Kevin Dunbar said the
department provides a $30,000 in-kind contribution to the Tri Rock triathlon event in
November. Last year the event had 1,000 participants; which is strong for an inaugural
year. Mr. Dunbar said the Sun-N-Fun festival programming at Coachman Park was
reduced in order to fund activities for the Sugar Sand Festival, an event that attracts
more attendees. This will be the fourth year that the Clearwater Beach Restaurant
Week has been in existence.
In response to a concern with the Light up Clearwater request, it was suggested that
hotels sponsor the event since it benefits the tourism industry. There was consensus
not to fund the Light Up Clearwater request.
Discussion ensued regarding assisting new events the first few years. There was
consensus not to fund requests for the Clearwater Beach restaurant Week and
Run/Walk for Willa. There was consensus to fund the Clearwater Boat Parade and the
parking waiver fee for the Clearwater Beach Restaurant Week.
The Council recessed from 3:09 p.m. to 3:15 p.m.
It was suggested that Council consider reinstituting a holiday parade for 2014.
Mr. Dunbar said parades were eliminated from the budget due to lack of participation,
cost and lack of staffing resources. The cost of a parade is approximately $27,500.
The staff position responsible for planning city parades was eliminated in 2008; the
associated salary was $53,000.
Staff was directed to research possibility for one parade in 2014.
6. Solid Waste/General Support Services
6.1 Award a Contract (Purchase Order) for $253,497.00 to RingPower of Riverview,
FL for one Caterpillar M322 Hydraulic Excavator, Wheeled Type, in accordance
with Sec. 2.5640)(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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The Excavator will be purchased through the Florida Sheriffs Association
Contract 12-10-0905, Specification 20 and quote dated March 18, 2013.The
Excavator will replace G2615 (2002 Gradall Excavator with 2286 hours and 1306
hours). The Excavator is included in the Fiscal Year 2012/2013 Garage CIP
Replacement Fund. The Excavator is assigned to Stormwater in Engineering.
6.2 Award a Contract (Purchase Order) for $303,520.10 to Rush Truck Center of
Tampa, FL for one Peterbilt Model 320 chassis with E-Z Pack CFL 35 Cubic
Yard Body, in accordance with Sec. 2.5640)(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
The Front Loader will be purchased through the Florida Sheriffs Association
Contract 12-10-0905, Specification 12 and quote dated February 15, 2013.This
truck will replace G2773 (2002 Peterbilt front loader with 68,339 miles). The front
loader is included in the Fiscal Year 2012/2013 Garage Replacement Fund. The
front loader is assigned to Solid Waste.
The front loader will be CNG powered and the cost to upgrade is $34,545.00. The
payback term is 6.9 years.
7. Public Utilities
7.1 Approve a $252,000.00 Blanket Purchase Order, from May 1, 2013 through April
30, 2014, to Water Specialists Technologies LLC, of Sanford, FL for the
purchase of copper precipitant TR-50, and authorize the appropriate officials to
execute same. (consent)
The City of Clearwater owns and operates three Water Reclamation Facilities
(WRF) and must comply with regulatory requirements as set forth in the operating
permits issued through the Florida Department of Environmental Protection
(FDEP). TR-50 is a copper precipitant that is used to maintain permit compliance
for copper removal limitations in effluent discharged into receiving surface waters.
The FDEP permitted effluent limit is 3.7 parts per billion.TR-50 is a proprietary,
sole source product. It was selected for use in 2006 after an extensive
engineering study was undertaken to find the product best capable of allowing the
City's facilities to meet FDEP permit requirements while not causing any toxicity,
creating any chemical interaction side effects, and being the most cost-effective.
Sole source purchase of this chemical meets all requirements of Section 2.564
(1)(b) of the Code of Ordinances.
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Water Specialists Technologies (WST) is the sole source and manufacturer of TR-
50. They hold patent number 4,943,377 for Thio-Red, a method for removing
dissolved heavy metals from waste oils, industrial wastewaters, or any polar
solvent. Thio-Red is the primary ingredient in TR-50, and Water Specialists
Technologies is the sole manufacturer of this product. WST does not currently
have any other TR-50 distributors within the state of Florida.WST has held
Clearwater's discounted price ($0.55/lb.) for TR-50 at or below their distributor's
pricing for many years. The attached letter reflects pricing, our arrangement for
the return of used totes (an offer that is not extended to any of their other
customers), and WST's continued regard of Clearwater as a preferred customer.
This product has met all expectations and has performed very well. It has not
exhibited any toxicity and has not created any chemical interaction related ill-
effects. The plants have met the permit-required FDEP copper limitation ever
since the chemical began being used.
Sufficient budget is available in the Water and Sewer Utility Fund operating cost
center 0421-01351-551000-535-000-0000, WPC Operations, to fund $105,000.00
of the current year cost and is planned in the budget request to be brought
forward for Fiscal Year 13/14 in the amount of$147,000.00.
7.2 Approve a Blanket Purchase Order to T. Wayne Hill Trucking, Inc., of Bartow, FL
in the amount of$1,636,000.08 for biosolids services for a one-year period with
two optional annual extensions, and authorize the appropriate officials to execute
same. (consent)
The City of Clearwater's Water Reclamation Facilities (WRF) produces a residual
product (biosolids) that requires hauling and disposal. The City's current contract
for the hauling and disposal of these biosolids expires April 30, 2013.
In response to the Request for Proposal 14-13 (RFP), three responses were
received March 18, 2013. T. Wayne Hill Trucking, Inc. represented the lowest
responsive bidder for Base Bid Services at $24.46/wet ton for stabilized biosolids
cake removal and disposal and $0.03/gallon for unstabilized liquid sludge
transport.
The contractor is required to provide two basic services: (1) to remove and
dispose of stabilized (Class B) dewatered biosolids; and (2) to transport
unstabilized liquid domestic wastewater residuals from the City's East WRF to the
Northeast WRF for treatment and dewatering. In addition, alternate services as
outlined in the RFP, and for which unit prices were provided in the contractor's
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bid, may be provided at the City's direction should specific emergency conditions
develop at one or more of our facilities.
The contractor accepts full responsibility and liability for the hauling and disposal
of residuals from the points of loading from the source facility, in accordance with
Chapter 62-640, F.A.C., and shall be responsible to comply with existing Florida
Department of Environmental Protection (FDEP), and the United States
Environmental Protection Agency (USEPA) residuals treatment and disposal
regulations, all other applicable federal, state and local regulations, and any
changes made to these regulations during the contract period.
Sufficient budget is available in the Water and Sewer Utility Fund operating cost
center 0421-01351-530300-535-000-0000, WPC Operations, to fund $228,591.79
of the remainder of the current year cost of this contract and is planned in the
budget request to be brought forward for Fiscal Year 13/14 in the amount of
$545,333.36, for Fiscal Year 14/15 in the amount of$545,333.36, and for Fiscal
Year 15/16 in the amount of$316,741.57.
8. Engineering
8.1 Approve Change Order 2 to Layne Inliner, LLC in the amount of$420,000.00 for
sanitary sewer line cleaning and inspection at various locations throughout the
City of Clearwater for a new contract total of$1,620,000.00; and authorize the
appropriate officials to execute same. (consent)
The City has initiated a comprehensive maintenance program to clean, inspect,
rehabilitate and repair existing sanitary sewer pipelines and manholes throughout
the City of Clearwater. A key element of the maintenance program is preventative
cleaning and inspecting with closed circuit television to identify deficiencies in the
underground infrastructure. This type of work is performed by a combination of
both City and contract crews in order to meet program goals. The program
objective is to maintain the integrity of the sanitary sewer system and minimize
disruptions in service to our citizens.
April 15, 2010, the Clearwater City Council awarded a contract to Reynolds
Inliner, LLC for the Sanitary Sewer and Televising Inspection per Bid 09-0047-UT
in the amount of$800,000 with two one-year extensions, when agreed by both
parties.
August 16, 2012, City Council approved Change Order 1 to Reynolds Inliner, LLC,
who has changed their name to Layne Inliner, LLC, in the amount of$400,000 to
provide continued services to the City with the same terms and conditions of the
contract. The goal of this agenda item is to extend the contract one more year and
add $420,000 to the current contract for the same pricing, terms and conditions.
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The City Utilities staff will coordinate with in-house crew progress and direct the
contractor, on an ongoing basis, to those areas as prescribed in the preventative
maintenance schedule to meet program goals. Sufficient revenue is available in
Utility Renewal and Replacement project 0327-96665, Sanitary Sewer R and R to
fund this change order.
8.2 Approve Parking Consultant of Record contracts with Kimley-Horn and
Associates; TimHaahs; and Walker Parking Consultants for a period of three
years, commencing April 22, 2013, and authorize the appropriate officials to
execute same. (consent)
On February 4, 2013, Requests for Qualifications (RFQ 13-13) were solicited from
parking consulting firms to serve as Parking Consultants of Record for the City for
a three-year period.
Three firms responded. All three of these firms have previously served as parking
consultants for the City and have performed quality work; consequently, staff is
recommending entering into contracts with all three firms. Entering into contracts
with these firms will enable the City to continue to utilize well-qualified firms to
complete a large variety of parking related tasks over the next three years.
8.3 Award a contract to Steve's Excavating and Paving Inc. of Clearwater, Florida,
for Tropic Hills Stormwater Outfall Project Phase III (11-0040-EN), in the amount
of$1,449,371.28, which is the lowest responsible bid received in accordance
with the plans and specifications and authorize the appropriate officials to
execute same. (consent)
The Tropic Hills neighborhood experienced severe flooding in June 1997 and
February 2006. The existing outfall is undersized and during heavy rainfall, water
backs up in the neighborhood, flooding streets and houses. Tropic Hills Drainage
Improvements Project consists of 3 phases. Phase I is complete and FDOT is
working on Phase II with the US 19 Project.
This project is the last Phase, which consists of the following tasks: Replacing
approximately 900 LF of undersized pipe with a new 10 ft. by 4 ft. box culvert;
Installing a 10 ft. -diameter stormwater treatment structure; Installing 130 LF of 30
in. PVC drainage pipe within the Tropic Hills neighborhood; and Replacing 325 LF
of existing old 8 in. VCP sanitary pipe with the new PVC pipe.
Construction of this Phase will improve water quality by minimizing sediment
transport into the bay.
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The completion of this last Phase will provide significant improvements to the
stormwater conveyance system for the Tropic Hills neighborhood and reduce
potential flooding.
The Project is anticipated to be completed within 180 calendar days.
The Project will be cooperatively funded by the Southwest Florida Water
Management District (SWFWMD) at 50% of the design and construction cost or
up to $1,250,000, and 50% by the Stormwater Utility Fund.
Sufficient funding is available in the amounts of$1,394,090.78 from 0315-96179,
Tropic Hills Phase III, $42,339 from 0327-96634, Sanitary Utility Relocation and
$12,941.50 from 0327-96742, Line Relocation - Capital, for total funding in the
amount of$1,449,371.28.
9. Planning
9.1 Approve the annexation, initial Future Land Use Map designations of Residential
Low (RL), Preservation (P) and Drainage Feature Overlay and initial Zoning
Atlas designations of Low Medium Density Residential (LMDR) and Preservation
(P) districts for 1861 and 1880 Diane Drive; 1744 Evans Drive; 1716 and 1733
Grove Drive; 1765 Lucas Drive; 1806 Marilyn Drive; 1848 and 1851 Skyland
Drive; 2720 and 2724 Morningside Drive; and 2724 and 2728 Woodring Drive
(all parcels are located in Section 05, Township 29 South, Range 16 East); and
pass Ordinances 8392-13, 8393-13 and 8394-13 on first reading. (ATA2013-
01001)
The City of Clearwater Planning and Development Department identified an area
within the Clearwater Planning Area with a large concentration of properties with
Agreements to Annex (ATAs) that are eligible for annexation. These properties
are located east of U.S. Highway 19, north of State Road 590 and south of Sunset
Point Road. Subdivisions in this area include Virginia Grove Terrace and Carlton
Terrace. The Department identified a total of 189 properties in this area that could
be annexed through a phased approach over the next several years, and to date
146 properties have been annexed.
This application, which has been identified as Phase E of the overall annexation
project, includes 13 of the 189 properties. Current or previous owners of these
properties entered into ATAs between 1983 and 2011 to obtain sanitary sewer
service. The Planning and Development Department is initiating this project to
bring the properties into the City's jurisdiction in compliance with the terms and
conditions set forth in the agreements. The Phase E properties are occupied by
13 detached dwellings on 2.57 acres of land.
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It is proposed that approximately 1.64 acres of right-of-way throughout this area
on Woodring Drive, Grove Drive, Lucas Drive, Marilyn Drive, Skyland Drive, and
Terrace Drive right-of-way not currently within the city limits also be annexed
(please refer to the attached annexation map for the specific locations). It is
proposed that the 13 properties be assigned a future land use map designation of
Residential Low (RL). A major drainage ditch traverses one of these properties
(1744 Evans Drive) for which the Preservation (P) and Drainage Feature Overlay
designations are proposed consistent with the ditch boundaries. It is proposed
that all parcels be assigned the zoning designation of Low Medium Density
Residential (LMDR) District. In addition, it is proposed the property with the
drainage ditch also be assigned the Preservation (P) zoning category.
The Planning and Development Department has determined that the proposed
annexation is consistent with the provisions of Community Development Code
Section 4-604.E as follows:
• The properties currently receive sanitary sewer service from the City and
water service from Pinellas County. Collection of solid waste will be
provided by the City. The properties are located within Police District III and
service will be administered through the district headquarters located at
2851 N. McMullen Booth Road. Fire and emergency medical services will
be provided to these properties by Station 48 located at 1700 Belcher
Road. The City has adequate capacity to serve the properties with solid
waste, police, fire and EMS service. Water service will continue to be
provided by Pinellas County. The proposed annexations will not have an
adverse effect on public facility levels of service; and
• The proposed annexation is consistent with and promotes the following
objectives and policy of the Clearwater Comprehensive Plan:
Policy A.7.1.3: Invoke agreements to annex where properties located within
enclaves meet the contiguity requirements of Florida Statutes Chapter 171.
Objective A.6.4: Due to the built-out character of the City of Clearwater, compact
urban development within the urban service area shall be promoted through
application of the Clearwater Community Development Code.
Objective A.7.2: Diversify and expand the City's tax base through the annexation
of a variety of land uses located within the Clearwater Planning Area.
• The proposed Residential Low (RL), Preservation (P) and Drainage
Feature Overlay Future Land Use Map categories are consistent with the
current Countywide Plan designation of the properties. The Residential
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Low (RL) designation primarily permits residential uses at a density of 5.0
units per acre. The Preservation (P) and Drainage Feature Overlay
categories proposed to be applied to one property (1744 Evans Drive)
recognize the watershed and drainage feature on the property. The
proposed zoning districts to be assigned to the properties are the Low
Medium Density Residential (LMDR) District and Preservation (P) District.
The uses of the subject properties are consistent with the uses allowed in
the Low Medium Density Residential (LMDR) District. All of the properties
meet the minimum dimensional requirements of the Low Medium Density
Residential (LMDR) District; therefore, the proposed annexation is
consistent with the Countywide Plan, Clearwater Comprehensive Plan, and
Clearwater Community Development Code; and
• The properties proposed for annexation are contiguous to existing City
boundaries along at least one property boundary; therefore, the
annexations are consistent with Florida Statutes Chapter 171.044.
9.2 Approve the Annexation, Initial Land Use Plan Designation of Residential Low
(RL) and Initial Zoning Atlas Designation of Low Medium Density Residential
(LMDR) District for 1825 Carlton Drive (Lot 4, Block C, Carlton Terrace in
Section 5, Township 29 South, Range 16 East); and pass Ordinances 8389-13,
8390-13 and 8391-13 on first reading. (ANX2013-01002)
This voluntary annexation petition involves a 0.176-acre property consisting of
one parcel of land occupied by a single-family dwelling. It is located on the east
side of Carlton Drive, approximately 233 feet south of Woodring Drive. The
applicant is requesting this annexation in order to receive sanitary sewer and solid
waste service from the City. The property is located within an enclave and is
contiguous to existing City boundaries to the west. It is proposed that the property
be assigned a Future Land Use Plan designation of Residential Low (RL) and a
zoning category of Low Medium Density Residential (LMDR).
The Planning and Development Department determined that the proposed
annexation is consistent with the provisions of Community Development Code
Section 4-604.E as follows:
The property currently receives water service from the City. The closest sanitary
sewer line is located in the adjacent Carlton Drive right-of-way. The applicant has
paid the City's sewer impact and assessment fees and is aware of the additional
costs to extend City sewer service to this property. Collection of solid waste will be
provided by the City of Clearwater. The property is located within Police District III
and service will be administered through the district headquarters located at 2851
N. McMullen Booth Road. Fire and emergency medical services will be provided
to this property by Station 48 located at 1700 N. Belcher Road. The City has
Work Session 2013-04-15 16
adequate capacity to serve this property with sanitary sewer, solid waste, police,
fire and EMS service. The proposed annexation will not have an adverse effect on
public facilities and their levels of service; and
The proposed annexation is consistent with and promotes the following objective
of the Clearwater Comprehensive Plan:
Objective A.6.4 Due to the built-out character of the City of Clearwater, compact
urban development within the urban service area shall be promoted through
application of the Clearwater Community Development Code.
Objective A.7.2 Diversify and expand the City's tax base through the annexation
of a variety of land uses located within the Clearwater Planning Area.
Policy A.7.2.3 Continue to process voluntary annexations for single-family
residential properties upon request.
The proposed RL Future Land Use Plan category is consistent with the current
Countywide Plan designation of this property. This designation primarily permits
residential uses at a density of 5 units per acre. The proposed zoning district to be
assigned to the property is the Low Medium Density Residential (LMDR) District.
The use of the subject property is consistent with the uses allowed in the District
and the property exceeds the District's minimum dimensional requirements. The
proposed annexation is therefore consistent with the Countywide Plan and the
City's Comprehensive Plan and Community Development Code; and
The property proposed for annexation is contiguous to existing City boundaries to
the west; therefore, the annexation is consistent with Florida Statutes Chapter
171.044.
10. Official Records and Legislative Services
10.1 Appoint members to the Public Art and Design Board as follows: two members
with terms to expire April 30, 2017 and one member to fill the remainder of an
unexpired term to expire February 28, 2014.
There was consensus to appoint Carolyn Byrd and Karen Cunningham to the Public Art
and Design Board with terms to expire April 30, 2017 and appoint Neale A. Stralow to
the Public Art and Design Board to fill the remainder of an unexpired term to expire
February 28, 2014. Staff was directed to place the item on the Consent Agenda.
10.2 Approve the 2013 Federal Legislative Package.
11. Legal
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11.1 Adopt Ordinance 8383-13 on second reading, vacating that certain 40-foot
Platted right-of-way abutting and lying east of Lots 4, 5, 6, 14, 15, 16, 17 and 18,
dedicated and described in the Plat titled Elysium Phase 1 as recorded in Plat
Book 93, Pages 41-46, public records of Pinellas County, Florida, subject to
conditions.
12. City Manager Verbal Reports — None.
13. Closing Comments by Mayor— None.
14. Adjourn
The meeting adjourned at 4:15 p.m.
Work Session 2013-04-15 18