04/29/2013 CITY COUNCIL WORK SESSION MEETING MINUTES
CITY OF CLEARWATER
April 29, 2013
Present: Mayor George N. Cretekos, Vice Mayor Paul Gibson, Councilmember
Doreen Hock-DiPolito, Councilmember Bill Jonson, and Councilmember
Jay Polglaze.
Also Present: William B. Horne - 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 1:19 p.m. at City Hall.
1. Economic Development and Housing
1.1 Authorize the release of Request for Proposals (RFP) 19-13 for Tourism
Marketing Services for the City of Clearwater beginning in Fiscal Year 13-14.
consent
In 2010, the City assessed tourism market trends in order to determine how best
to utilize its limited resources to strengthen awareness of the City's offerings as a
premiere vacation destination nationally and statewide with the ultimate goal of
attracting more visitors. The analysis showed that there was limited awareness of
the increased investment in Clearwater and offerings as a vacation destination. In
addition, trends showed that visitors were increasingly making their travel
decisions online, looking for interactive websites with third party testimonials, and
seeking a wide range of travel experiences.
In an effort to adapt to these changing trends, the City shifted its tourism focus to
select an experienced marketing and public relations partner in directing future
marketing and public relations efforts (including web and social media), in an
aggressive and comprehensive manner, to strengthen awareness nationally and
statewide of the City's attributes and offerings as a top vacation destination. The
City selected Imagine Global Communications as its contractor with a 3-year
contract that expires in September.
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Through this contract, the City has made significant strides in upgrading its online
presence, attracting high quality media placements, and leveraging its limited
resources to receive an $18 to $1 return on investment (ROI) in equivalent
advertising in Fiscal Year 11-12 alone. For these reasons, staff recommends
continuing its public relations focus with the release of this RFP. The scope of
work will be as follows:
• Prepare an annual marketing plan that outlines a list of targeted media for
public relations outreach, appropriate press trips / individual writer visits,
special event marketing, Internet marketing and social media marketing
efforts within a total budget of$164,000. Recommendations on how to best
segment this budget (public relations, event marketing, etc.) to achieve
maximum exposure will be immediately required.
• Maintain a proactive, on-going relationship with appropriate consumer and
trade media to develop coverage for the City's leisure, business and
recreational offerings.
• Coordinate promotional and public relations efforts for other marketing
activities including signature special events that have a high ROI for
bringing visitors to Clearwater such as, but not limited to, the Outback
Bowl, Powerboat Races, Clearwater Jazz Holiday, etc.
• Manage and maintain the City's newly updated tourism website at
www.visitclearwaterflorida.com and the @MyClearwater Twitter account.
• Maintain a close relationship with the marketing / public relations staff of
the St. Petersburg / Clearwater Convention Visitors Bureau, and Visit
Florida (as necessary) in order to maximize all opportunities for joint
promotion / press trips / individual writer visits, social media efforts, etc.
• Maintain a close relationship with the City's Public Communications and
Parks and Recreation Departments, and the Clearwater Regional and
Clearwater Beach Chambers of Commerce to include any assistance that
may be required with the City's sports marketing collateral or other
promotional efforts as needed.
• Prepare a monthly activity report to be presented either by conference call
or in-person presentation, as determined by the City, in addition to
maintaining an open line of communication. The report shall include
clippings of all media placements with the ad value derived from the story,
including circulation.
• Establish and maintain regular communications with industry partners -
hotels, restaurants, etc.
• Prepare an annual performance report targeting specific marketing and
public relations initiatives and their ROL
• Other responsibilities as designated by the City Manager or his designee
and the Director of Economic Development and Housing. Such
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responsibilities may include working with the Visit St. Pete Clearwater or
Visit Florida in the event of a hurricane or any other detriment to local
tourism.
Proposals will be evaluated and ranked based on approach to the scope of work,
experience, proven performance/similar work, personnel/resources/hours per
week, creativity, and proposed plan for costs. The Selection Committee will be
made up of three city representatives and two industry partners.
Proposed schedule for the release of the RFP is May 6, 2013 with proposals due
on June 6, 2013. Contract negotiations will be completed by August with Council
approval on September 5, 2013. In order to create a manageable contract, staff
recommends the tourism marketing contract be a 2-year contract (based on yearly
funding appropriations by Council) with an annual performance review and an
option for a 1-year extension (for a 3-year total assignment). At the end of the 3-
year period, a new RFP will be issued. The proposed budget for this contract is for
$164,000 per year.
2. Financial Services
2.1 Declare list of vehicles and equipment surplus to the needs of the City: authorize
disposal through sale to the highest bidder at the Tampa Machinery Auction,
Tampa, Florida; and authorize the appropriate officials to execute same.
consent
All vehicles and equipment have been replaced as necessary, or are no longer
required.
Tampa Machinery Auction is the Tampa Bay Purchasing Cooperative Auctioneer
of Record. Tampa Machinery Auction holds a live auction monthly and accepts
internet bids at the time of the live auction.
3. Gas System
3.1 Approve a parking agreement between the City of Clearwater and Palm Harbor
Special Fire Control and Rescue District for parking vehicles at 250 West Lake
Road, Palm Harbor, and authorize the appropriate officials to execute same.
consent
Clearwater Gas System (CGS) requires an additional parking location, in north
Pinellas County, for CGS employees who conduct weekly Standby. CGS
employees who are designated for weekly standby take their vehicles home in
order to response to after hour emergency call outs in a timely manner. However,
certain homeowner associations do not allow city vehicles to be parked on
residential driveways; therefore, CGS has negotiated a parking arrangement with
Palm Harbor Fire Department for these special situations. Employees are allowed
Work Session 2013-04-29 3
to park their personal vehicles during normal work hours and city vehicles after
hours so CGS employees can quickly access their standby vehicle.
3.2 Approve the First Amendment to License Agreement between the City of
Clearwater and Pinellas County for period of August 1, 2013 through July 31,
2018, and authorize the appropriate officials to execute same. (consent)
The License Agreement grants the City/Clearwater Gas System (CGS) access to
the Pinellas County Health Department property, located at 310 North Myrtle Ave,
for conducting soil assessment activities related to environmental impacts from
the former manufactured gas plant (MGP) site. The MGP site is located at 400
North Myrtle Ave, which is northwest and adjacent to the Health Department
facility. Typical ground assessment work includes soil boring, drilling, monitoring
well installations and water sampling of new and existing wells.
The License Agreement was originally approved by Council in 2008, for a five-
year term. The First Amendment shall extend the agreement for another five-year
term, effective August 1, 2013. CGS currently has a contract with Arcadis US, Inc.
to perform all soil testing activities related to the MGP site.
4. Human Resources
4.1 Approve the Amendment to the Administrative Services Agreement between the
City of Clearwater and International City Management Association Retirement
Corporation (ICMA-RC) for the City 401a Money Purchase Pension Plan and the
457k Deferred Compensation Plan, to be effective upon approval of the
Amendment and for the remainder of the current Agreement between the City
and ICMA and authorize the appropriate officials to execute same. (consent)
The City is currently contracted with ICMA through 2017 as the sole provider for
the City's 401 a Money Purchase Pension Plan, an individual retirement account
plan funded by City contributions only, and as one of two providers for the City's
457k Deferred Compensation Plan, a separate voluntary individual retirement
account plan funded by plan participants with no City contributions. This
Amendment to the current ICMA Administrative Services Agreement provides an
allowance for the inclusion of third-party mutual funds in the Plan Trust and
establishes compensation for ICMA in the form of fees from the Trust for
investment management, advisory, and other services of such funds. The
Amendment also establishes a revenue requirement wherein ICMA will receive
total annual aggregate revenue of 0.33% from funds offered by the Plan, and shall
pay an administrative allowance quarterly to the City or the Plan in the amount of
any revenue in excess of the revenue requirement. It is anticipated that revenues
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in excess of the revenue requirement will exceed any shortfalls, and that any
excess revenue will be used only to pay for reasonable plan administration
expenses or will be allocated to Plan participants. In addition, any redemption
fees imposed by outside mutual funds in which Plan assets are invested will be
collected and paid to the mutual fund by ICMA. Lastly, the Amendment provides
for the Agreement to be renewed automatically on a continuous basis unless
written notice of termination is provided by either party no less than one hundred
twenty days prior to termination of the Agreement.
5. Library
5.1 Award a contract (purchase order) to Bibliotheca, LLC for $582,548.82 in
accordance with Sec. 2.5640)(d), Code of Ordinances - Other Governmental
bids, for hardware and software to implement an RFID system to improve
security and efficiency in library operations and authorize the appropriate officials
to execute same. (consent)
Radio Frequency Identification (RFID) is the new form of technology used by most
libraries today to provide security for their materials and eliminate the need for
several routine, repetitive tasks that have traditionally taken up staff time and
resources. Instead of a barcode, computer chips are placed inside books and
materials. These chips can be read by scanners without having to open books as
we have to with barcodes. This allows the library to have material automatically
scanned as it is returned, and then use sorting machines to dramatically increase
staff efficiency. It also replaces the old security system, which is no longer
functioning.
This project was included in the Penny for Pinellas 111 projects because it would
allow the library system to staff a larger facility at the Countryside and East
locations, without increasing staff size. Due to recent budget reductions, it is even
more important. Since 2007, library staff size has decreased 25% but usage has
only dropped 6%. This technology will allow us to continue functioning with the
smaller staff at all locations.
Funds for this project are in Penny for Pinellas 111, project 315-94861. Sec.
2.564(1)(d) utilizes a contract awarded by the City of Largo on February 13, 2013.
In response to questions, Library Director Barbara Pickell said the project
implementation will be phased as the new East and Countryside branches are not in
place yet. The RFID tags will be placed in books throughout the library system. The
estimated cost for Phase 1 of the project is $582,000. Each tag costs $0.14; staff
anticipates removing the tag when the book is discarded. Ms. Pickell said the
technology upgrade provides a cost savings of four Full-Time Equivalent employees
needed to undertake the task.
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5.2 Approve a work order with Harvard Jolly, an Architect of Record with the City of
Clearwater, to prepare design plans for one of the following choices; 1.) remodel
and expand the Countryside Branch Library in its current location, or; 2.)
construct a new Countryside Branch Library at the Countryside Community Park
next to the existing Countryside Recreation Center.
The Penny for Pinellas III projects included an expansion and renovation of the
existing Countryside Branch Library. As that planning process began, it became
apparent the costs for that project exceeded preliminary expectation. Several
members of the Council requested staff to look at alternatives. The one plan that
rose to the top was to relocate the library and build new on the Countryside
Community Park next to the existing Countryside Recreation Center. During the
previous discussion of the placement of the Countryside Branch Library, the
Council asked for a traffic study and exploration of a possible additional
entrance/egress point. The traffic study indicates that the roads, without any
modification, are adequate for expected traffic associated a new library in the
Countryside Park location even without an additional entry/egress point. Talks
with Duke Energy indicate that they would not be amenable to adding a road on
their property.
Staff is requesting Council direction on the location and scope of work for the
Countryside Branch. Staff has provided two proposals and request Council select
the appropriate option for approval.
Funding for this contract is budgeted in capital project 315-11-0059-LI
(Countryside Branch Library Renovation/Expansion).
Library Director Barbara Pickell said Progress Energy/Duke Energy is unwilling to allow
a second entry in the right-of-way. The traffic study indicates the current road is
adequate for Library parking. Assistant City Manager Jill Silverboard said the Library
Advisory Board and Friends of the Library have expressed their support for the
Community Recreation Center location. Traffic Consultant Brian Johnson reviewed
procedures of the traffic impact study.
In response to questions, Ms. Pickell said she was not aware if the Parks and
Recreation Advisory Board took a position regarding the proposed library.
It was stated that some Countryside residents have expressed support for the proposed
consolidated site.
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6. Marine and Aviation
6.1 Approve Supplemental Work Order 1 with URS Corporation Southern
consultants, for plans to install a precision approach path indicator (PAPI) at
Clearwater Airpark under Project 12-0006-AP, runway extension, for the sum of
$14,172.40 and authorize the appropriate officials to execute same. (consent)
Ajax Paving Industries of Florida was awarded the contract to extend the runway
at Clearwater Airpark (Project 12-0006-AP) for the sum of$1,697,205.95 at the
December 6, 2012 council meeting. They will install the conduit and wiring once
URS provides the plans for the installation. The City will provide the cement pad.
The FAA will have an FAA contractor provide, install, and maintain the PAPI
system itself at no cost. A PAPI is a visual aid that provides guidance information
to help a pilot acquire and maintain the correct approach (in the vertical plane) to
an airport. It is generally located beside the runway approximately 300 meters
(328 yards) beyond the landing threshold of the runway. There is sufficient
funding in the capital project 315-94871, Airpark Runway/Taxiway Extension for
this contract.
7. Parks and Recreation
7.1 Continue to May 16, 2013: 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
Work Session 2013-04-29 7
areas that allow children to 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.
8. Solid Waste/General Support Services
8.1 Approve a Contract (Blanket Purchase Order) to Wingfoot Commercial Tire of
Clearwater, FL for an amount not to exceed $400,000.00 for the purchase of
Goodyear tires for City motorized equipment during the period May 1, 2013
through April 30, 2014, in accordance with Sec. 2.560)(d), Code of Ordinances -
other governmental bid, and authorize the appropriate officials to execute same.
consent
This Blanket Purchase Order is a piggyback of the Florida State Contract 863-
000-10-1. This contract covers the period May 1, 2013 through April 30, 2014.
This Contract covers the purchase of several different sizes of tires for use on all
City vehicles.
9. Public Utilities
9.1 Clearwater Groundwater Replenishment Project Update Presentation (WSO) -
Nan Bennett - Public Utilities Asst Director
Presentation was deferred to May 1, 2013.
10. Engineering
10.1 Approve the final plat for 2881 Gulf to Bay Boulevard, which is located on the
South side of Gulf to Bay Boulevard, approximately mile west of McMullen Booth
Road. (consent)
This plat will create two lots on a parcel consisting of approximately 1.6 acres.
Work Session 2013-04-29 8
This property is currently developed with two retail sales and service buildings.
The property is within the city limits of Clearwater and the current zoning is
commercial (C).The proposed project was approved by the Development Review
Committee on May 3, 2012 and the Community Development Board on July 17,
2012.
10.2 Award a contract to TLC Diversified, Incorporated of Palmetto, Florida, for Lift
Stations 33 and 42 Rehabilitation in the amount of$989,560.00, which is the
lowest responsible bid received in accordance with plans and specifications, and
authorize the appropriate officials to execute same. (consent)
Based on evaluations of the City's sewer system, Lift Stations 33 and 42 ranked
high priority for upgrade as part of the overall rehabilitation of the City's
wastewater collection system. This construction includes improvements to Lift
Station 33 and 42 rehabilitating the existing structure and replacing existing
equipment, which is in need of repair due to age and wear.
Lift Station 33, located at 3400 Gulf to Bay Blvd. (SR 60), is an aging
submersible lift station. Proposed improvements at Lift Station 33 provides for
upgrades of access roadway, removal of the lift station's wet well/valve vault
concrete structures, valve vault and wet well internal components, force main
piping, electrical control panel and associated conduits, the installation of a wet
well, precast concrete valve vault, submersible pumps, level controls, guide rails,
discharge piping, valves, piping appurtenances, telemetry, electrical controls and
associated conduits/appurtenances and instrumentation to complete the project.
Lift Station 42, located at 2639-1/2 McMullen Booth Road, is an aging
submersible lift station. Proposed improvements at Lift Station 42 provides for
site work, replacement of pump pipe and fittings, generator radiator, fan and
piping assembly, 12 inch valves, the installation of odor control system, ductwork,
utilities, piping, telemetry, electrical controls and associated
conduits/appurtenances and instrumentation to complete the project. King
Engineering Associates, Inc. (King), the engineering design consultant for this
project and an Engineer-of-Record for the City of Clearwater, was responsible for
the design of the improvements. Four bids were received and TLC Diversified
was the lowest in the amount of$989,560.00 for the project. After evaluating the
bids, King Engineering has provided a letter of recommendation to award a
contract to TLC Diversified.
The City of Clearwater's Public Utilities Department Wastewater Collection
Division is responsible for owning, operating and maintaining the wastewater
Work Session 2013-04-29 9
collection system including all gravity pipelines and manholes that convey the
raw sewage to the lift stations and or City's wastewater treatment facilities.
Sufficient budget and funding is available in Sewer revenue in 0315-96686,
Pump Station Replacement to fund this contract.
Staff was directed to provide information regarding the number of lift stations within city
jurisdiction and the number of lift stations that need to be rehabilitated.
10.3 Award a contract to Poole and Kent Contractors of Miami, Florida, for
construction of Water Treatment Plant 2 Contract 4: Reverse Osmosis Plant Site
Expansion Project in the amount of$20,787,325.00, which is the lowest
responsible bid in accordance with plans and specifications; and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater currently operates one Reverse Osmosis (RO) Water
Treatment Plant (WTP) and is preparing to build a second RO plant located at
21133 N. US Hwy 19 within the City of Clearwater.
The existing WTP 2 was constructed in 1965-66, and will be demolished during
the construction of the new RO plant. The existing 5 million gallon (MG) ground
storage tank will not be demolished and will be utilized with the new RO plant.
This project is one of many components that are being completed for the City to
construct the second RO plant at WTP 2. Three components were approved by
the City Council, and a last component is out for bid and will be brought forward
at a future City Council Meeting.
Construction of the new RO plant includes site civil improvements; demolishing
of selected structures; RO treatment system; ozone treatment system; iron
treatment system; transfer pump system; chemical feed systems; new finished
water ground storage tank; existing finished water ground storage piping
modifications; new concentrate ground storage tank; new high service pumps,
motors, and VFD's; electrical, HVAC, and plumbing systems; control and alarm
system additions and modifications; and bulk storage shelter enclosure and
buildings to house offices, control room, laboratory, rest rooms, meeting rooms,
ancillary rooms and process related equipment and chemical handling faculties.
The City is utilizing Owner Direct Purchase (ODP) items on the project. The
estimated tax savings to the City is $310,395.A cooperative funding agreement
(CFA) between the Southwest Florida Water Management District (SWFWMD)
and the City of Clearwater provides for the design, permitting and construction of
a brackish reverse osmosis (RO) facility at Water Treatment Plant (WTP) 2.
SWFWMD and the City of Clearwater both anticipated that the total cost of the
Work Session 2013-04-29 10
project would be $30,433,780, and SWFWMD will reimburse up to 50% of all
costs associated with this project (up to and not to exceed $15,216,890.). There
is no cost to the City associated with the SWFWMD Agreement.
The Construction, Engineering, and Inspection (CEI) services will be provided by
Reiss Engineering, Inc. (EOR). The CEI work order is being brought forward as a
separate agenda item.
The contract period for construction is 548 consecutive calendar days estimated
to start in June 2013 and finish in December 2014.The Public Utilities
Department shall own and maintain the proposed improvements included in this
contract. Midyear amendments will increase budget only by $8,161,158.85 of
SWFWMD grant funding and transfer $1,700,000 of Water Impact Fees (381621)
from 0315-96744, System Expansion and $8,061,114.88 of Water Revenue
(388421) from Water Sewer Reserves to 0315-96767, Reverse Osmosis Plant at
Reservoir 2.Sufficient budget Water revenue is available in 0315-96767, Reverse
Osmosis Plant at Reservoir 2 in the amount of$2,865,051.27 providing total
funding of construction in the amount of$20,787,325.00.
In response to questions, Engineering Manager Rob Fahey said the Southwest Florida
Water Management District (SWFMD) owns the below ground water; the City has
permits to withdraw the water, which is then owned by the City. The City's daily water
need is approximately 11 million gallons. The capital improvement is funded through
water revenues, bond sources, and $15 million grant from SWFMD. The scope for the
cooperative funding agreement has changed; there are five contracts associated with
the project.
Staff was directed to provide an executive summary for all associated contracts and to
take the agenda item off the Consent Agenda.
10.4 Approve a supplemental Engineer of Record (EOR) work order to Reiss
Engineering, Inc. in the amount of$2,331,318.00 for the Construction
Engineering and Inspection (CEI) associated with the four Water Treatment
Plant 2 Projects (Contracts 1, 2, 3 and 4) associated with the new brackish
reverse osmosis water treatment plant at Water Treatment Plant Z and authorize
the appropriate officials to execute the same. (consent)
The City of Clearwater currently operates one Reverse Osmosis (RO) Water
Treatment Plant, and is preparing to build a second RO plant located at 21133 N.
US Hwy 19 within the City of Clearwater.
There are four components (WTP 2 - Contracts 1, 27 3 , and 4) that are being
completed for the City to construct the second RO plant at WTP 2, which CEI
Work Session 2013-04-29 11
services will cover. Two components have been approved by City Council; one
component is being approved by the City Council; and the last component is out
for bid and will be brought forward at a future City Council Meeting.
Upon approval, CEI services will be provided by FOR Reiss Engineering, Inc.,
which will involve Construction/Project Management, daily on-site construction
inspection, engineering assistance with onsite observations and interpretations,
review of shop drawings, attending meetings, and providing record drawings.
The new water treatment facility, wellfield, and raw water mains are anticipated to
be completed by December 2014.The City of Clearwater Public Utilities
Department will own, operate and maintain the Water Treatment Plant. A
cooperative funding agreement (CFA) between the Southwest Florida Water
Management District (SWFWMD) and the City of Clearwater was approved at the
September 22, 2010 City Council Meeting that provides for the design, permitting
and construction of a brackish reverse osmosis (RO) facility at Water Treatment
Plant (WTP) 2; design and construction of a brackish-water wellfield; and design
and permitting of an injection well for the purpose of concentrate disposal.
SWFWMD and the City of Clearwater both anticipated that the total cost of the
project would be $30,433,780, and SWFWMD will reimburse up to 50% of all
costs associated with this project (up to and not to exceed $15,216,890.). There
is no cost to the City associated with the SWFWMD Agreement. Midyear
amendments will increase budget only by SWFWMD grant funding in 0315-
96767, Reverse Osmosis Plant at Reservoir 2 in the amount of$1,165,659 and
transfer Water Revenue (388421) from Water Sewer reserves in the amount of
$265,659. Sufficient revenue in the amount of$900,000 is available in 315-
96767, Reverse Osmosis Plant at Reservoir 2 for total funding in the amount of
$273317318.
10.5 Award a contract to Applied Drilling Engineering, Inc. of Tampa, Florida, for the
construction of the Clearwater Concentrate Infection Deep Well Project Phase 2
in the amount of$857,763.50, which is the lowest responsible bid in accordance
with plans and specifications; approve a work order for $168,320.00 to Leggette,
Brashears and Graham (EOR) of Tampa, Florida, for project related post-design
engineering services, and authorize the appropriate officials to execute same.
consent
The City currently operates one Reverse Osmosis (RO) Water Treatment Plant
at Water Treatment Plant 1 and is preparing to build a second RO plant at Water
Treatment Plant 2. The concentrate from RO Plant 1 is currently discharged to
the wastewater system, where it is treated at a wastewater treatment plant, and
the effluent is used for reclaimed water irrigation. RO Plant 2 will produce
Work Session 2013-04-29 12
concentrate with water quality that is too brackish to discharge to a wastewater
treatment plant.
The concentrate injection deep well construction consists of drilling two
monitoring wells and converting the existing test Class V, Group 9 exploratory
well into a Class I injection well for disposal of RO byproduct from the RO water
treatment plants.
The project was competitively bid, and Applied Drilling Engineering, Inc. was the
lowest responsible bidder for a proposed fee of$857,763.50.
Construction, Engineering, and Inspection (CEI) services during the construction
period will be completed by Leggette, Brashears and Graham, Inc. (LBG), which
includes daily on-site construction inspection, engineering assistance with onsite
observations and interpretations, review of shop drawings, attending meetings,
and providing record drawings. LBG will provide full-time observation services
during construction of the Class I Test Injection Well, associated monitoring
wells, and all required testing activities. After completion of all well construction
and testing activities, LBG will prepare a report that describes all construction,
testing and evaluation activities that will be submitted to the Florida Department
of Environmental Protection.
The contract period for construction is 150 consecutive calendar days estimated
to start in May 2013 and finish in October 2013.
On September 22, 2010, City Council approved a cooperative funding agreement
(CFA) between Southwest Florida Water Management District (SWFWMD) and
the City of Clearwater provides for the design, permitting and construction of a
brackish reverse osmosis (RO) facility at Water Treatment Plant (WTP) 2.
SWFWMD and the City of Clearwater both anticipated that the total cost of the
project would be $30,433,780, and SWFWMD will reimburse up to 50% of all
costs associated with this project (up to and not to exceed $15,216,890.). There
is no cost to the City associated with the SWFWMD Agreement.
The Public Utilities Department shall own and maintain the proposed
improvements included in this contract.
A midyear amendment will increase budget only by SWFWMD grant funding in
0315-96767, Reverse Osmosis Plant at Reservoir 2 in the amount of
$513,041.75.
Sufficient budget is available in the amount of$513,041.75 in 315-96767,
Reverse Osmosis Plant at Reservoir 2 for total funding in the amount of
$1,026,083.50.
Work Session 2013-04-29 13
11. Planning
11.1 Provide City Council Input from the Business Task Force regarding a revised
Development Agreement review process.
The Executive Committee of the Business Task Force met on April 19, 2013 to
discuss potential options for the Development Agreement approval process.
Based on that meeting, one option has been refined for your consideration and is
based on Option D. This has been revised to address concerns of the City
Attorney and to provide more specific information as to the submission
requirements. The Executive Committee requested that it be clear that "this
option is not the committee's recommendation."
The proposed process would start with the applicant submitting a development
agreement with conceptual plans to City Council for review and a public hearing.
The required plans would be in the form of several exhibits attached to the
development agreement and include the following: a conceptual site plan
illustrating the building footprint, parking areas, landscaped areas, and points of
ingress/egress; information regarding density/intensity, building height and
number of rooms requested from the hotel density reserve (if applicable); and a
schematic drawing of the front building elevation (view of building from street)
and an isometric massing study/concept plan of the development. After the first
public hearing, City Council would conduct another hearing where initial approval
would be given.
The next step would be for the applicant to file the required site plan for review by
the Development Review Committee (DRC) or Community Development Board
(CDB) as applicable and then forward the development agreement with the
approved site plan to City Council for confirmation at the Council meeting
immediately following the CDB meeting. If the final site plan is substantially in
conformance with the conceptual plans included in the Development Agreement,
City Council would be obligated to confirm its original approval. The Executive
Committee recommends that there be some guidelines for determining when a
change from the conceptual plan to the final plan is acceptable and when
changes would require an amendment to the approved agreement. Based on
initial conversations, substantial changes would include increases in building
height; decreases in setbacks by more than 20%, changes in building materials
or architectural design that substantially alters the character and design of the
project, etc. The Committee also believes that any change required by staff or
another governmental entity should not be considered substantial. The Planning
and Development Department also suggests criteria be added to address
changes in use, those that may negatively impact ingress/egress, and any
substantial changes in the location of a structure and the addition or removal of
property.
Work Session 2013-04-29 14
To understand the timeframe of this proposed process, below please find a
potential schedule based on an application being filed in April 2013.
• April 1St - Application Submitted
• May 2nd - Review of application by DRC
• May 16th - Review of Development Agreement by City Council (1 st Public
Hearing)
• June 6th - Review and Approval of Development Agreement by City
Council (2nd Public Hearing)
• Aug. 1 st - Applicant Submit Site Plan Application
• Sept. 5th - DRC Review of Site Plan Application
• Oct. 15th - CDB Review of Site Plan Application
• Oct. 16th - City Council Confirmation of Development Agreement
This proposed schedule is very challenging for Planning and Development staff
and would also require a lot of flexibility on the part of the City Clerk as to when
items are allowed to be entered into NovusAgenda. In the above scenario, the
scheduled deadline staff submitting agenda items would be April 29, which
occurs prior to the DRC meeting. If no flexibility can be had, no meaningful
information would be provided in the agenda memorandum since the submission
deadline would be April 29, which is prior to the scheduled DRC meeting. In the
second phase of the process when the site plan is reviewed by the CDB, the
agenda item would need to be entered in NovusAgenda September 30, which is
prior to the CDB meeting but it, is at least after the DRC meeting.
Planning and Development Assistant Director Gina Clayton suggested a revised
abbreviated development agreement process that would limit the process to hotels
requesting units from the density reserve on Clearwater Beach, provide two required
public hearings by City Council, and limit changes between the conceptual plan and
final site plan to minor revisions per Section 4-406 of the Clearwater Community
Development Code. Ms. Clayton said all the properties on the beach are zoned tourist
(T) and there are no compatibility issues that may exist in other areas.
In response to questions, Ms. Clayton said the conceptual site plan provides the
proposed setbacks but may not clearly articulate where every step-back is proposed.
Assistant City Manager Rod Irwin said the Business Task Force Executive Committee's
proposed conceptual site plan includes footprint, height, setbacks on all four sides, view
corridors, density, conceptual massing study, allocation use of the density units, and
ingress/egress access. Ms. Clayton said the conceptual massing study, which will
indicate where the step-backs are proposed.
Discussion deferred to May 1, 2013.
Work Session 2013-04-29 15
Council recessed from 3:06 p.m. to 3:15 p.m.
12. Official Records and Legislative Services
12.1 Reappoint Candace Gardner to the Parks and Recreation Board with term to
expire May 31, 2017. (consent)
There was consensus to reappoint Candace Gardner.
12.2 Reappoint two members to the Brownfields Advisory Board with terms to expire
May 31, 2017.
There was consensus to reappoint David L. Jaye and Ryley Jeanne Marchion
13. Legal
13.1 Adopt Ordinance 8389-13 on second reading, annexing certain real property
whose post office address is 1825 Carlton Drive, into the corporate limits of the
city and redefining the boundary lines of the city to include said addition.
13.2 Adopt Ordinance 8390-13 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the land use for
certain real property whose post office address is 1825 Carlton Drive, upon
annexation into the City of Clearwater, as Residential Low (RL).
13.3 Adopt Ordinance 8391-13 on second reading, amending the Zoning Atlas of the
city by zoning certain real property whose post office address is 1825 Carlton
Drive, upon annexation into the City of Clearwater, as Low Medium Density
Residential
13.4 Adopt Ordinance 8392-13 on second reading, annexing certain real property
whose post office addresses are 1861 and 1880 Diane Drive, 1806 Marilyn
Drive, 2720 and 2724 Morningside Drive, 1848 and 1851 Skyland Drive, 2724
and 2728 Woodring Drive, 1716 and 1733 Grove Drive, 1765 Lucas Drive, and
1744 Evans Drive, together with all right of way of Woodring Drive abutting Lot
15, Block F through Lot 1, Block J, and all right of way of Skyland Drive abutting
Lot 1, Block 1, and Lot 9, Block H, and all right-of-way of Marilyn Drive abutting
Lot 8, Block H in Carlton Terrace First Addition subdivision; all right of way of
Grove Drive abutting Lot 5, Block 4, in Virginia Grove Terrace First Addition
subdivision, all right of way of Lucas Drive and Terrace Drive abutting Lot 16,
Block 5 in Virginia Grove Terrace Third Addition subdivision, into the corporate
limits of the city and redefining the boundary lines of the city to include said
Work Session 2013-04-29 16
addition.
13.5 Adopt Ordinance 8393-13 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the land use for
certain real property whose post office addresses are 1861 and 1880 Diane
Drive, 1806 Marilyn Drive, 2720 and 2724 Morningside Drive, 1848 and 1851
Skyland Drive, 2724 and 2728 Woodring Drive, 1716 and 1733 Grove Drive,
1765 Lucas Drive, and 1744 Evans Drive, together with all right of way of
Woodring Drive abutting Lot 15, Block F through Lot 1, Block J, and all right of
way of Skyland Drive abutting Lot 1, Block I, and Lot 9, Block H, and all right-of-
way of Marilyn Drive abutting Lot 8, Block H in Carlton Terrace First Addition
subdivision; all right of way of Grove Drive abutting Lot 5, Block 4, in Virginia
Grove Terrace First Addition subdivision, all right of way of Lucas Drive and
Terrace Drive abutting Lot 16, Block 5 in Virginia Grove Terrace Third Addition
subdivision, upon annexation into the City of Clearwater, as Residential Low
(RL), Preservation (P), and Drainage Feature Overlay.
13.6 Adopt Ordinance 8394-13 on second reading, amending the Zoning Atlas of the
city by zoning certain real property whose post office addresses are 1861 and
1880 Diane Drive, 1806 Marilyn Drive, 2720 and 2724 Morningside Drive, 1848
and 1851 Skyland Drive, 2724 and 2728 Woodring Drive, 1716 and 1733 Grove
Drive, 1765 Lucas Drive, and 1744 Evans Drive, together with all right of way of
Woodring Drive abutting Lot 15, Block F through Lot 1, Block J, and all right of
way of Skyland Drive abutting Lot 1, Block I, and Lot 9, Block H, and all right-of-
way of Marilyn Drive abutting Lot 8, Block H in Carlton Terrace First Addition
subdivision; all right of way of Grove Drive abutting Lot 5, Block 4, in Virginia
Grove Terrace First Addition subdivision, all right of way of Lucas Drive and
Terrace Drive abutting Lot 16, Block 5 in Virginia Grove Terrace Third Addition
subdivision, upon annexation into the City of Clearwater, as Low Medium
Density Residential (LMDR) and Preservation (P).
13.7 Authorize settlement of Seabloom v. USAA Casualty Insurance Company and
City of Clearwater, Case 12-005789-CI-21, for payment by City of$50,000.00 in
exchange for a full release from plaintiff and dismissal of action with prejudice.
consent
This case arises from an incident that occurred on March 29, 2011, at the
intersection of Drew Street and North Betty Lane, Clearwater, Florida, in which a
city employee operating a city vehicle collided with a vehicle operated by Clark
Seabloom.
The plaintiff allegedly received injuries, including a herniated cervical disc, for
which he has received conservative treatment as a result. He also claims lost
wages and a loss of ability to earn income in the future.
Work Session 2013-04-29 17
Plaintiff has incurred nearly $53,000.00 in medical bills to date and faces
possible surgery to repair the herniated disc.
The recommended settlement provides that the City would pay Clark Seabloom
the total sum of$50,000.00 in exchange for full release and dismissal of the case
with prejudice.
14. City Manager Verbal Reports
14.1 City Manager Verbal Reports — None.
15. Council Discussion Items
15.1 Invitation to Suncoast League of Cities Conference, May 18, 2013 -
Councilmember Jonson
Councilmember Bill Jonson extended an invitation to the Suncoast League of Cities
Annual Conference. This year's conference will focus on the concept of regionalism
and local distinctiveness. Councilmember Bill Jonson said he will assume the
presidency at the conference.
16. Closing Comments by Mayor— None.
17. Adjourn
The meeting adjourned at 3:28 p.m.
Work Session 2013-04-29 18