11/30/2015 Council Work Session Meeting Minutes November 30, 2015
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Monday, November 30, 2015
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes November 30, 2015
Roll Call
Present 5 - Mayor George N. Cretekos, Councilmember Hoyt Hamilton,
Councilmember Bill Jonson, and Vice Mayor Polglaze
Also Present: William B. Horne 11 - City Manager, Jill S. Silverboard - Assistant City
Manager, Rod Irwin, Assistant City Manager, Pamela K. Akin - City
Attorney, Rosemarie Call - City Clerk, and Nicole Sprague — Official
Records and Legislative Services Coordinator
To provide continuity for research, items are listed in agenda order although not necessarily
discussed in that order.
1. Call to Order— Mayor Cretekos
The meeting was called to order at 1:40 p.m.
2. Presentations — Given.
2.1 55th Sister Cities Anniversary Post-Delegation Debriefing Presentation — Christopher
Hubbard, Parks and Recreation.
Mr. Hubbard provided a PowerPoint presentation regarding the 55th
Anniversary trip to Nagano. Mr. Hubbard said the City of Nagano is interested
in re-establishing the High School Exchange Program.
In response to questions, Mr. Hubbard said the exchange program is typically
2 weeks to 1 month long. The Nagano school system falls under the control on
the city. The Nagano City Council includes a school board representative.
3. Finance
3.1 Authorize a not to exceed amount of$600,000 to pay Gallagher Bassett Services, Inc.
for workers' compensation claims due and payable for the period of December 2015
through December 2018, and authorize the appropriate officials to execute same.
(consent)
The $600,000 amount represents an estimate of claims expenses for the next
three fiscal years that will become due and payable as a result of workers'
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Council Work Session Meeting Minutes November 30, 2015
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 12, 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 $175 per claim per year for continued third-party services on
these claims.
APPROPRIATION CODE AND AMOUNT:
0590-07000-545800-519-000-0000 $600,000
In response to a question, Finance Assistant Director Manager Monica
Mitchell said the claims originated when Gallagher Bassett serviced the City's
workers compensation claims and claims remained with the agency.
3.2 Approve legal services agreements between Banker, Lopez, Gassler P.A. and the City
of Clearwater, and Pallo, Marks, Hernandez, Gechigian and DeMay, P.A. and the City
of Clearwater for legal services relating to workers' compensation claims; authorize
payments to said firms in an amount not to exceed $750,000 for the period of January
17 2016 through December 31, 2020; and authorize the appropriate officials to
execute same. (consent)
The City of Clearwater self-insures its workers' compensation exposures and
Risk Management administers the claims. Only a small percentage of claims
result in litigation. Risk Management uses two attorneys in response to the
City's workers' compensation claims.
APPROPRIATION CODE AND AMOUNT:
Operating Funds are available in cost code 590-07000-545800-519-000-0000
to fund these contracts.
3.3 Declare list of vehicles and equipment surplus to the needs of the City and authorize
disposal through sale to the highest bidder at auction; declare miscellaneous furniture
and fixtures surplus to the needs of the City for disposition via a citywide surplus sale;
and authorize the appropriate officials to execute same. (consent)
On November 18, 2015, Council authorized as surplus a specific list of vehicles
and equipment identified as being replaced by Fiscal Year 15/16 purchases.
This new authorization request specifically addresses vehicles and/or
equipment replaced prior to the November 18th authorization, during May 2015
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Council Work Session Meeting Minutes November 30, 2015
through October 2015.
Purchasing also requests authorization to hold a citywide public surplus sale.
Many departments have accumulated miscellaneous furniture and minor
equipment that needs to be collected and surplused. Purchasing is currently
collecting this information from departments and an effort to advertise between
departments and repurpose items will be made prior to the sale.
The old Countryside Library, currently vacant and holding library surplus, is a
perfect opportunity and venue for the sale. The collection of surplus is
anticipated during early December, with the sale to be scheduled in early
January 2016. The vehicle/equipment auction and the one- or two-day sale will
be managed by the contracted auction company, Tampa Machinery Auction,
for a percentage of revenues service fee. Per City Code, 2.621 Surplus, Item
IV., City employees and Council members are prohibited from participating in
open market sales.
Following the surplus sale activities, Purchasing will pursue further disposition
of remaining items through donation to charitable and/or not for profit
organizations.
APPROPRIATION CODE AND AMOUNT:
Surplus vehicles and equipment auction revenues are deposited into the
Garage Fund; general surplus sale revenues are deposited in the General
Fund.
4. Parks and Recreation
4.1 Approve a proposal by Construction Manager at Risk Certus Builders of Tampa,
Florida, in the amount of$124,908.02 for the renovation and construction of Phase I
restroom expansion at Barefoot Beach House located on south beach at 332 S.
Gulfview Boulevard and authorize the appropriate officials to execute same. (consent)
On November 14, 2014, the City Council approved an agreement between the
City and Fields Inc. of Clearwater, Florida for the operation and maintenance of
the Barefoot Beach House located at 332 S. Gulfview Boulevard from January
1, 2015 to December 31, 2019.
A part of this agreement included provisions for Fields Inc. to fund the
construction of a new maintenance building to house Parks and Beautification
equipment and employees as well as renovate and enlarge the existing
restrooms for public use.
On June 3, 2015, the Council awarded a contract to Grosz Construction
Company, Inc. of Tampa, Florida, Bid 08-0064-PR-A, in the amount of
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$119,172.35 for the construction of the maintenance storage building in
Mandalay Park. This construction has been completed, vacating the Barefoot
Beach House which can now be converted to additional restrooms.
This contract is for the renovation and construction of the women's restroom
portion of the building and will increase the amount of water closets in the
women's restroom from five to thirteen. Phase II renovations to the men's
room and one companion restroom will begin one year later.
During construction both the current men's and women's restrooms will be
available to the public.
Request to award contract to an at risk contractor is due to the very tight time
schedule needed to complete the project prior to the Spring Beach season on
Clearwater Beach.
This item supports the City Strategic Vision by providing not only quality
facilities and improvements to maintain the city infrastructure but also provides
efficiency in partnering with other local businesses to fund and operate
city-owned facilities.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Capital Improvement Project 315-93646 "Restroom
Expansion of Barefoot Beach House".
In response to questions, Parks and Recreation Director Kevin Dunbar said
the selected bidder provided estimated costs that are in line with actual costs.
The city operates recreational programming and collegiate activity at Jack
Russell Stadium. Clearwater High School and St. Petersburg College will be
playing there this year. The existing scoreboard will be removed and replaced
with a wireless scoreboard. Mr. Dunbar said signage will be installed to reflect
that the Phillies were located there from 1954 to 2003.
4.2 Approve a purchase order (contract) for the construction of scoreboards and
decorative signs at Carpenter Complex and Jack Russell Stadium to Omega Sign
Service Corporation of Odessa Florida in the amount of$163,225 (Invitation to Bid
01-16) and authorize the appropriate officials to execute same. (consent)
This purchase order is for the replacement and installation of scoreboard and
signs at Carpenter Complex (Richie Ashburn Field and Robin Roberts Field)
and Jack Russell Stadium. The new scoreboards are needed in order to
replace non-functioning and insufficient scoreboards at Carpenter Complex
and Jack Russell Stadium and provide a sense of identity for the Hall of Fame
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players the fields are named for.
Three bids were received with Omega Sign Service Corporation (OSSC) being
the lowest most responsive bid.
The signs and scoreboards are to be in place for the 2016 Spring Baseball
Season.
APPROPRIATION CODE AND AMOUNT:
Funding for this PO will come from existing funds in capital project 315-93203,
Carpenter Complex for $89,880.00 and 315-93649, Jack Russell Stadium for
$73,345.00.
4.3 Capitol Theatre Operating Agreement Reserve Fund Review for the Capitol Theatre
with final Capital Improvement Plan report.
The City Council requested a review of the Reserve Fund in October 2015.
This is independent of the agreement review requirement of the Reserve Fund
to be conducted in December 2016.
The Operating Agreement required a Reserve Fund to be used to meet the
costs of operation and maintenance of, and to pay for city approved capital
improvements to the Capitol Theatre to the extent there are insufficient gross
revenues generated at the Capitol Theatre. This is to be established through
deposits made by Ruth Eckerd Hall, Inc (REH). The initial Operating
Agreement required $3,000,000. This amount was reduced to $2,750,000
when the Fifth Amendment to the Operating Agreement was approved in
December 2014. To date, the City has received $1,250,000. The next
installment payment of$500,000 to the Reserve Fund is due on December 17,
2015.
In compliance with the Operating Agreement, the 2014 annual report
demonstrates that REH has exceeded the 100 performances required by the
agreement and the year-end financial statement. Their next annual report is
due on December 31, 2015.
The City contracted with Fowler Associates Architects, Inc., in partnership with
McCarthy and Associates, Inc. and Delta Engineering, to create a detailed
capital reserve study that includes a component inventory of capital
improvement elements, a physical condition assessment, life and valuation
estimates and estimated replacement costs. Table 1 of the report outlines
estimated replacement data, and Table 2 reflects the cash flow expenses by
year over the next 20 years. Within the next 10 years (to 2026), it is estimated
that there will be $955,164 expended for the components listed. It further
estimated that for the following 10-year period (to 2036), approximately
$6,301,902 will be expended for building maintenance. It is estimated that
during the next 20 years, a total dollar amount will equate to $7,257,067.
Please note these figures estimate items that are not unforeseen.
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Based on results of the Reserve Study, staff recommends that the Reserve
Fund be maintained to meet the needs as outlined. A Reserve Fund of
$2,750,000 equates to approximately 38% of the total estimated expenditures
required to maintain the facility.
Administrative Support Manager Felicia Donnelly said staff received an email
from REH President/CEO Zev Buffman this morning requesting deferring
payments to 2026. The City Manager said the organization wishes to suspend
any additional payments into the established reserve fund. The City Attorney
said REH representatives have scheduled one-on-ones with Council this week
to discuss refinancing.
In response to questions, Ms. Donnelly said staff provided a table detailing the
cash flow expense schedule, $955,000 for the first 10 years and the $6.3
million- balance for the following 10 years. Mr. Dunbar said the intent of the
reserve fund was for capital improvements not for operations. The Capitol
Theatre would budget and fund for the operational expenses. The City
Manager said Mr. Buffman's email states that REH has historically funded the
maintenance needs, which supports their request to lower the reserve fund
balance requirement since REH has covered those costs. Ms. Donnelly said
the annual financial statement details the amount spent on operations and
maintenance. Mr. Dunbar said the facility is still newly renovated and
maintenance costs are at a minimum, the study looks at when big items must
be replaced and planned. If the Capitol Theatre does not have a good year,
the reserve fund would address any capital needs, ensuring the City does not
have to fund unanticipated improvements or upgrades through city reserve
funds. Mr. Dunbar said REH is required to do all capital maintenance at REH
and Capitol Theatre facilities. Ms. Donnelly said according to REH's financial
balance statement, the gross revenue for the Capitol Theatre was $300,000 in
2014. The brick pin tucking in the back is still pending, the original estimated
cost was $40,000. Mr. Dunbar said the City's annual subsidy to the REH
facility on McMullen Booth Road is $400,000.
Discussion ensued with concerns were expressed with lowering the reserve
fund balance requirement, which has been lowered from the original$5 million
balance requirement.
The City Manager said the next payment is due December 17, 2015. Ms.
Donnelly said if the request to defer payment is approved, the agreement
would need to be amended.
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It was suggested that REH provide information on their efforts for building
capital reserves.
5. Police Department
5.1 Approve renewal of the agreement with Religious Community Services, Inc. (RCS) for
provision of contractual victim advocacy services in an amount not to exceed $15,000
for the period commencing January 1, 2016 through December 31, 2016 and
authorize the appropriate officials to execute same. (consent)
The Clearwater Police Department (CPD) seeks City Council approval to
renew a contractual agreement with RCS (a registered non-profit 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 work 20
hours per week and perform 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 sixth 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 423 domestic violence victims, 62 of whom
were Hispanic, for the period January 1, 2015 through October 31, 2015.
Additionally, there were 423 initial calls made to the victims of domestic
violence and a total of 375 follow up calls. The victim advocate also assisted
the victims at court hearings and State Attorney Investigations.
The Haven of RCS is a state-certified 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 an approximate total of 423 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.
APPROPRIATION CODE AND AMOUNT:
All expenses will be funded with Special Law Enforcement Trust Fund revenue
and charged to Special Project 181-99356.
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5.2 Approve an Architect of Record Work Order to Harvard Jolly, of St. Petersburg, FL, in
the amount of$133,580 for the Police Department Shooting Range, authorize the
appropriate officials to execute same, and a first quarter amendment to increase
Capital Improvement project 315-91150, Range Improvements, in the amount of
$700,000 from Sales Tax Infrastructure revenue.
In March of 2013, the Police Department received an estimate for the cost of
construction for a covered, state of the art, shooting range. The estimated cost
was 1.7 million dollars.
The Range Improvement project was established in the Fiscal Year 2014/15
Capital Improvement Budget with funding from Sales Tax Infrastructure
Revenue (Penny for Pinellas) in the amount of$1,700,000.
This project will provide for shooting range improvements that are currently
needed to address the wear and tear that has occurred over the years that the
current shooting range has been in service. There has been significant
deterioration in the shooting range that may create liability issues if they are
not addressed. The project will provide for a state of the art baffling and bullet
containment system. The baffling system provides ballistic protection that
addresses the most critical safety concerns of ensuring that projectiles do not
inadvertently leave the confines of the shooting range while providing
sound/noise mitigation properties. The bullet containment system is designed
to capture all bullets fired, and allows for the removal and disposal of all
projectiles and associated debris without causing environmental damage, while
remaining in compliance with city, county, state, and federal regulations.
In 2015, the City hired Harvard Jolly Architecture and J. Kokolakis Contracting
to provide cost analysis for the project. Based on the cost analysis, the Police
Department determined that a 75 yard covered shooting range best fits the
needs of the Police Department, City, and the community.
The design provides for a state of the art shooting range, which will provide:
• Projectile containment and collection
• Significant reduction of the chance of a projectile leaving the shooting
range
• Reduced liability
• Noise mitigation
• Improved environmental conditions
• Reduced maintenance
In October 2015, a final Design Build Proposal was submitted by J. Kokolakis
Contracting Inc. The total projected cost for this project is $2,382,819.
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APPROPRIATION CODE AND AMOUNT:
0315-91150-561300-521-000-0000 $133,580
Funds are available in CIP project 0315-91150, Range Improvements to fund
the work order in the amount of$133,580.
First quarter budget amendments will transfer$700,000 of Sales Tax
Infrastructure revenue (Penny for Pinellas) from the Special Development Fund
to capital improvement project 0315-91150, Range Improvements, for total
project funding in the amount of$2,400,000.
In response to questions, Assistant City Manager Jill Silverboard said the
current Penny for Pinellas projects list has not been realigned to incorporate
the $700,000, as there is sufficient revenue funding that have not been
designated to a project. Budget Manager Kayleen Kastel said the balance in
undesignated revenues is approximately$6,300,000. Police Chief Daniel
Slaughter said the FBI uses the department's shooting range a few times a
year and provides funding for access. The department has allocated$1.7
million for the project. The proposed shooting range will be similar to the one
used by Pinellas County Sheriff. Staff determined it was not feasible for the
Clearwater Police Department to use the Sheriffs range due to its location and
schedule. Chief Slaughter expressed concerns with noise complaints from
local residents if utilization of the range was increased by opening the facility
to other police departments. The sound mitigation measures will not eliminate
noise issues associated with more active use. The Pinellas County Sheriff's
office charges $100 to use their shooting range. Assistant City Manager Jill
Silverboard said the project predates the current police chief, the original
estimate was a best cost analysis provided by staff and did not include any
permitting aspects.
6. Engineering
6.1 Award a construction contract to Steve's Excavating and Paving, Inc. of Clearwater,
Florida, in the amount of$2,825,423.59 for construction of Druid Road/Allen's Creek
Stormwater Improvements Project (11-0044-EN), which is the lowest responsible bid
received in accordance with plans and specifications; approve a Cooperative Funding
agreement between Southwest Florida Water Management District (SWFWMD) and
the City of Clearwater in the amount of$88,000 and authorize the appropriate officials
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to execute same. (consent)
The existing stormwater system at this location currently does not have
adequate capacity. This results in excess overland flow and localized street
flooding of Druid Road and Hercules Avenue. The intent of this project is to
capture as much surface water runoff as possible and direct it through an
improved stormwater conveyance system.
The project includes a stormwater treatment device located at the most
downstream end which will collect leaves and debris at one location increasing
efficiency of maintenance and improving water quality.
Southwest Florida Water Management District (SWFWMD) has agreed to
co-operatively fund the treatment device at a 50% cost share with a maximum
cost not to exceed $88,000.
Construction duration is 365 calendar days with an anticipated start in January
2016.
APPROPRIATION CODE AND AMOUNT:
0315-96164-563700-539-000-0000 $2,348,923.39
0327-96721-563800-533-000-0000 $331,239.70
0327-96665-563800-535-000-0000 $145,260.50
First quarter amendments will increase budget only for$88,000 of SWFWMD
grant funding and transfer$2,260,923.39 from the following Capital
Improvement Program projects in amounts of$92,054.02, 0315-96176, Allen's
Creek Watershed Management Plan, $256,869.37, 0315-96124, Storm Pipe
System Improvements and $1,912,000, 0315-96170, Coastal Basins Projects
to 0315-96164, Allen Creek Improvement Projects .
Funds are available in Utility Renewal and Replacement projects in amounts of
$331,239.70 from 0327-96721, System R and R Maintenance and
$145,260.50 from 327-96665, Sanitary Sewer R and R.
6.2 Approve an Amendment of Cooperative Funding Agreement with Southwest Florida
Water Management District (SWFWMD) and the City of Clearwater for the Resident
Initiated Reclaimed Water 2014 project (13-0052-UT) and authorize the appropriate
officials to execute same. (consent)
The goal of the Resident Initiated Reclaimed Water Project is to reduce the
amount of potable water and groundwater being used for irrigation and other
non-potable uses. According to the Reclaimed Water Master Plans, the
expansion of the Reclaimed Water Distribution System brings the City of
Clearwater closer to achieving zero-discharge of effluent to Tampa Bay and
adjacent surface waters.
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August 20, 2014, the City Council approved the initial Cooperative Funding
Agreement between the City and SWFWMD including reimbursement of up to
50% of the cost of design, permitting and construction costs for reclaimed
water transmission and distribution lines up to a maximum of$750,000 for six
different residential areas.
This Amendment modifies the initial SWFWMD Agreement for the areas
included in the project while the contract amount and contract duration remain
the same. The list of the areas and change reasons are as follows:
➢ 11 Residential Properties along Jasmine Way - unchanged
➢ 28 Residential Properties along Parkwood St. and Carlos Ave. -
unchanged
➢ 17 Residential Properties along Druid Rd. - unchanged
➢ 4 Residential Properties along Drew St. - unchanged
➢ 96 Residential Properties including all of Forest Wood Estates
Subdivision - unchanged
➢ Lawn meters in Imperial Cove Condos - Home Owner Association
request for cancelation
➢ Transmission line to Brigadoon Subdivision - Home Owner Association
requested
➢12 Residential Properties along Sunrise Dr. - Resident Initiated petition
6.3 Approve the conveyance of a Distribution Easement to Duke Energy for the
installation and maintenance of electrical facilities at the Clearwater Beach Marina
Building located at 45 Causeway Boulevard and authorize the appropriate officials to
execute same. (consent)
Improvements to the Clearwater Beach Marina Building for a new restaurant
are near completion. The proposed easement will provide Duke Energy
(Duke) with property rights necessary to provide service to the building and to
maintain its facilities within the easement.
6.4 Approve the Contract for Sale of Real Property by the City of Clearwater (Contract)
with First Baptist Church of Clearwater, Inc. for the sale of city-owned property
formerly used as a portion of Cherry Lane, a city right-of-way; and authorize the
appropriate officials to execute same, together with all other instruments required to
affect closing. (consent)
The subject property is approximately 4,000 square feet and was formerly used
as a portion of city right-of-way known as Cherry Lane. On February 19, 2015,
City Council determined that it was no longer needed for use as public
right-of-way and passed Ordinance No. 8682-15 vacating said portion of
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right-of-way.
The City is the owner of the underlying fee to the property. On August 20,
2015, City Council declared the property surplus for the purpose of sale,
through Invitation to Bid 58-15, whereby the successful bidder will combine the
property with adjoining land for meaningful development and use. First Baptist
Church of Clearwater (a.k.a. Calvary Baptist Church), the owner of land
surrounding the surplus property, was the only responsible bidder.
Under the Contract, the City will sell the property to First Baptist Church of
Clearwater in exchange for $8,010. City staff has evaluated the property and
has determined that the fair market value is $8,000. Per City Charter 2.01, real
property declared surplus may be sold to the party submitting the highest
competitive responsive bid above the appraised value whose bid meets the
terms set by the Council and whose proposed use of the property is in
accordance with the Council's stated purpose for declaring the property
surplus.
7. Solid Waste
7.1 Approve establishing a new Capital Improvement Project entitled Solid Waste CNG
Station for $150,000 to analyze the feasibility of adding an alternative site for fueling
compressed natural gas vehicles at Solid Waste, and authorize the appropriate
officials to execute same. (consent).
During 2013, the State of Florida implemented a Natural Gas Fuel Fleet
Vehicle Rebate Program to encourage the use of natural gas vehicles. The
rebates are issued for the conversion to natural gas vehicles or for the
purchase of natural gas vehicles. The City has taken full advantage of this
program. The Solid Waste and Recycling departments have received rebates
in the amount of$170,400 during fiscal 2013/2014 and $128,525 during fiscal
year 2014/2015. Those funds were placed in an account entitled Other
General Revenue, which ultimately rolled into Retained Earnings at fiscal year
end.
Staff recommends using the State of Florida's CNG (Compressed Natural Gas)
rebates generated from the purchase of Solid Waste or Recycling vehicles to
fund this Capital Improvement Project.
The types of expenditures that staff anticipates from this project would include
feasibility study, preliminary site work, land surveys, geotechnical surveys,
alternative fueling options, and the preliminary design necessary to build a
compressed natural gas filling site at a Solid Waste facility. All expenditures of
the funds in this project would require the same level of review and approval as
outlined in the City's Purchasing Policy.
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Having an additional CNG fueling site would provide the City with redundancy
in the event of an issue at the Clearwater Gas CNG public station.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish capital improvement project
315-96448 Solid Waste CNG Station. Solid Waste revenue will supply the
funding for this project.
In response to a question, Solid Waste/General Services Director Earl Gloster
said the item before council is part of the next phase in the Department's long
term plan for alternative fuels. It is not feasible for the existing station to
service commercial customers while department trucks are fueling at the
same time.
7.2 Award a contract (purchase order) to Garland/DBS, Inc., in the amount of
$149,875.00 for the roof restoration on the Municipal Services Building Roof, per
proposal 25-FL-150609, in accordance with Sec. 2.564(1)(d), Code of Ordinances -
Other governmental contracts; and authorize the appropriate officials to execute
same. (consent)
The Fiscal Year 2016 budget includes a capital level maintenance project to
replace the roofing system at the Municipal Services Building (MSB). The roof
on this structure is twenty years old and has had several maintenance issues
over the past few years. The thermal scan of the roof recently conducted by a
subcontractor to Garland/DBS indicated that complete removal of the roof
system was not necessary but the roofing system needs substantial repair to
maintain a dry envelope so that no further leaking occurs within the structure.
In choosing a contractor, staff evaluated the U.S. Communities and Master
Intergovernmental Cooperative Purchasing Agreement (MICPA). Garland/DBS,
Inc. is a contractor that has been awarded a bid for roofing services through
this agreement specifically with Cobb County, Georgia, and available to all
members of the U.S. Communities cooperative, of which the City of Clearwater
is a member since 2002. Garland took the scope of work and managed a
construction bid process, resulting in four local bids for this work. The lowest
responsive bid was Tarheel Roofing, which will serve as a subcontractor to
Garland. The bid date was October 15, 2015.
Funding for this project will be provided through approved Fiscal Year 2016
CIP for $330,000.
APPROPRIATION CODE AND AMOUNT:
315-94514-530300-519
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In response to questions, Building and Maintenance Superintendant Tom
Wojtkiw said the CIP was for roof replacement. The proposed roof restoration
provides for a 10 to 15-year life expectancy. The roof replacement would cost
approximately$389,000 with a 20-year warranty. The renovated roof will meet
hurricane requirements.
7.3 Award a contract (purchase order) to JAM 5:20 Inc. of Largo, Florida, in the amount of
$112,215 for the installation of new flooring, wall tile, partitions, counter tops and
interior painting within the Clearwater Beach Recreation Center (CBRC), per Bid
02-16, and authorize the appropriate officials to execute same. (consent)
CBRC Building interior improvements are a result of floor tile that has begun to
lift and normal wear and tear of the facility and its components. The contractor
will be installing the following; vinyl tile in the social hall, kitchen, corridor and
multi-purpose room; ceramic floor and wall tile, partitions and quartz vanity top
w/sink in all bathrooms; quartz counter top and replace laminate on cabinets at
main counter. All affected areas will be repainted.
JAM 5:20 Inc. provided the lowest responsible bid. The bid date was November
4, 2015.
Funding with this project will be provided for through approved Fiscal Year
2016 CIP (Capital Improvement Project).
APPROPRIATION CODE AND AMOUNT:
315-94519-530300-519 (Flooring CIP) $65,125.00
315-94530-530300-519 (Building Systems) $47,090.00
8. Legal
8.1 Adopt Ordinance 8777-15 on second reading, annexing certain real property whose
post office address is a portion of 2990 Gulf to Bay Boulevard, together with certain
right-of-way of Bayview Avenue, into the corporate limits of the city and redefining the
boundary lines of the city to include said addition.
8.2 Adopt Ordinance 8778-15 on second reading, amending the future land use plan
element of the Comprehensive Plan to designate the land use for certain real property
whose post office address is a portion of 2990 Gulf to Bay Boulevard, upon
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annexation into the City of Clearwater, as Commercial General (CG).
8.3 Adopt Ordinance 8779-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is a portion of 2990 Gulf to
Bay Boulevard, upon annexation into the City of Clearwater, as Commercial (C).
8.4 Adopt Ordinance 8780-15 on second reading, annexing certain real property whose
post office address is 1478 Grove Circle Court, Clearwater, Florida 33755, into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
8.5 Adopt Ordinance 8781-15 on second reading, amending the future land use plan
element of the Comprehensive Plan to designate the land use for certain real property
whose post office address is 1478 Grove Circle Court, Clearwater, Florida 33755,
upon annexation into the City of Clearwater, as Residential Low (RL).
8.6 Adopt Ordinance 8782-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 1478 Grove Circle Court,
Clearwater, Florida 33755, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
8.7 Adopt Ordinance 8783-15 on second reading, annexing certain real properties whose
post office addresses are 2100, 2106, 2148, and 2149 Bell Cheer Drive and 2112
Burnice Drive, all in Clearwater, Florida 33764, together with certain righ-of-way of Bell
Cheer Drive, into the corporate limits of the city and redefining the boundary lines of
the city to include said addition.
8.8 Adopt Ordinance 8784-15 on second reading, amending the future land use plan
element of the Comprehensive Plan to designate the land use for certain real
properties whose post office addresses are 2100, 2106, 2148, and 2149 Bell Cheer
Drive and 2112 Burnice Drive, all in Clearwater, Florida 33764, upon annexation into
the City of Clearwater, as Residential Low (RL).
8.9 Adopt Ordinance 8785-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real properties whose post office addresses are 2100, 2106, 2148,
and 2149 Bell Cheer Drive and 2112 Burnice Drive, all in Clearwater, Florida 33764,
upon annexation into the City of Clearwater, as Low Medium Density Residential
(LMDR).
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Council Work Session Meeting Minutes November 30, 2015
8.10Adopt Ordinance 8807-15 on second reading, submitting to the city electors proposed
amendments to the City Charter, amending Section 7.02, General Provisions, to
require the council to appoint a Charter Review Advisory Committee every six years.
8.11Adopt Ordinance 8808-15 on second reading, submitting to the city electors proposed
amendments to the City Charter amending Sections 2.01(d)(5)(ii), (vi), and (vii), which
provide for limitations on council powers relating to city-owned real property.
8.12Adopt Ordinance 8809-15 on second reading, submitting to the city electors proposed
amendments to the City Charter amending section 2.01(d)(6) to allow a bandshell and
associated facilities including removable seating; to allow certain changes to the
downtown boat slips; submitting to the city electors a proposed amendment to the City
Charter amending Section 2.01(d)(7), to allow compatible commercial uses and other
compatible public uses of portions of the main library.
In response to questions, the City Attorney said changing the word
"compatible"to "complimentary"would require a title change and a new first
reading of the ordinance. At the time the ordinance was drafted, the intent of
the Charter Review Committee and Council was to have broad potential use,
the term complimentary is more narrow than compatible. Under either
scenario ("compatible"or "complimentary'), maker space is fine because
current library trends nationwide include maker spaces and viewed
complimentary to libraries. The City Attorney said "compatible commercial
uses"would preclude certain things but Council would ultimately decide
whether a proposed use is a complimentary or compatible use to the library.
Assistant City Manager Jill Silverboard said staff expects to hear from
representatives of the Clearwater Library Foundation and Friends of the
Library at Thursday's council meeting.
Staff was directed to provide examples of make spaces in libraries.
The City Attorney said the Charter Review Committee felt all the referendum
questions were important and had the broader view, as a majority, of allowing
compatible commercial uses in the library. Adding language related to maker
spaces provides clarity as to what is permitted in the library. The current
charter language does not permit to leased spaces.
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City of Clearwater
Council Work Session Meeting Minutes November 30, 2015
9. City Manager Verbal Reports — None.
10. City Attorney Verbal Reports — None.
11. New Business (items not on the agenda maybe brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2).
Councilmember Jonson appreciated seeing the Mayor discuss the $0.06 bed
tax and would like to know more about that.
12. Closing Comments by Mayor — None.
13. Adjourn
The meeting adjourned at 3:11 p.m.
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City of Clearwater