11/02/2015 Council Work Session Meeting Minutes November 2, 2015
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
e d
s
w
r'
�mu
Meeting Minutes
Monday, November 2, 2015
1 :00 PM
Council Chambers
Council Work Session
Page 1
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
Roll Call
Present 5 - Mayor George N. Cretekos, Councilmember Doreen Hock-DiPolito,
Councilmember Hoyt Hamilton, Councilmember Bill Jonson, and
Vice Mayor Jay E. 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.
Draft
1. Call to Order— Mayor Cretekos
The meeting was called to order at 1:00 pm at City Hall.
The Council recessed from 1:05 p.m. to 1:44 p.m. to meet as the Community
Redevelopment Agency.
2. Presentations — Given.
2.1 Police Officer Oaths
The City Clerk administered the Oath of Office to Stephanie Blitz, Steven
Chambers, Ryan Gibbs, Justin Hennis, Matthew Milazzo, Meaghan Ramos,
Mary Sutton, Jarrod Young, and Keaton Zerby.
3. Finance
3.1 Approve the liability claim of Jim Zimmerman for payment not to exceed $65,000.00
and authorize the appropriate officials to execute same. (consent)
On August 3, 2015, the claimant's residence suffered a wastewater backup as
a result of heavy rain with system overcapacity and a malfunctioning backflow
preventer causing a waste water overflow into the claimant's home. The
claimant's home suffered damages to personal property as well as walls,
flooring and furniture. Floor coverings, drywall, wall trim, etc must be removed
and replaced to repair the waste water damages. Repairs are underway.
Page 2
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
The expenses will not exceed $65,000.
The City's limit of liability as provided by Section 768.28, Florida Statutes is
$200,000 per claim or$300,000 aggregate per incident. The City's Risk
Management Division and the City's Claims Committee recommend this
settlement.
Funding for the payment of this settlement is available in the budget for claims
expense in the Central Insurance Fund.
APPROPRIATION CODE AND AMOUNT:
590-07000-545900-519-000 $65,000.00
4. Gas System
4.1 Approve the City of Belleair Bluffs Annual General Right of Way Permit for the period
November 1, 2015 through October 31, 2016 and authorize the appropriate officials to
execute same. (consent)
This permit will allow Clearwater Gas System (CGS) to install and maintain our
natural gas mains and service lines within the right-of-way in the City of Belleair
Bluffs. There is no fee associated with the general permit.
The agreement outlines general terms and conditions for the construction
standards of gas infrastructure.
The Council recessed from 2:35 p.m. to 3:14 p.m. to meet as the Community
Redevelopment Agency.
5. Human Resources
5.1 Approve the contract between the City of Clearwater and Cigna Onsite Health, LLC to
provide onsite health clinic services to employees, family members, and retirees who
are covered by the City of Clearwater and the City of Dunedin health insurance plans,
and authorize the appropriate officials to execute same. (consent)
Cigna Onsite Health was selected through a competitive RFP process. This
process and the ability to negotiate a contract for onsite services were
approved by City Council on June 18, 2015.
The contract commences on November 2, 2015. Cigna Onsite will operate the
Employee Health Center and provide onsite medical and prescription drug
Page 3
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
services to include primary care, health risk assessments, acute and urgent
care, immunizations, injections, examinations and screenings, prescriptions,
pharmaceutical dispensing, disease management, primary care case
management, and wellness programs.
The City of Dunedin will continue to participate in the use of the Employee
Health Center and will pay 17% of the operating costs.
The contract has been reviewed by the City Attorney and the Finance/Risk
Department to insure compliance with insurance requirements.
APPROPRIATION CODE AND AMOUNT:
$1.8 million has been budgeted in the current budget for operating cost of the
Employee Health Center.
In response to questions, Human Resources Director Joe Roseto said in
addition to a full time physician, there will be a nurse practitioner when the
physician is not on duty. CareA TC never had more than one physician on duty
at any one time. A nurse practitioner can provide almost all of the services a
physician can. Scheduling appointments will be handled the same way as
CareA TC.
6. Parks and Recreation
6.1 Approve contract (blanket purchase order) for electrical services to MCS of Tampa,
Inc., in the annual amount of$150,000 (Invitation to Bid 59-15), and two one-year
renewal terms at the City's option, and authorize the appropriate officials to execute
same. (consent)
Staff is requesting a blanket purchase order be issued to MCS of Tampa, Inc.
to provide labor and materials for electrical services on an as needed basis for
Fiscal Year 2015/16.
The Parks and Recreation Department manages numerous Capital and
Maintenance projects that require the services of a Certified Electrical
Contractor. To be responsive to the many deadlines and needs throughout the
year staff has determined that having a BPO for an electrical contractor is
helpful.
Invitation to Bid 59-15 was issued on August 28, 2015, with site visits for the
two initial projects held on September 10, 2015 - Pier 60 Park Renovations and
Papaya Street Plaza Project. On October 6, 2015, three bids were received.
This bid includes hourly labor costs as well as a set markup for project
materials. MCS of Tampa is the lowest responsive bidder.
Page 4
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
The City has used Blanket Purchase Orders in the past for electrical services
and they have proven to be very helpful in responding to the various needs
ranging from lighting on ballfields, wiring scoreboards, low voltage for irrigation
systems, security lights, etc.
APPROPRIATION CODE AND AMOUNT:
Funding for the Blanket Purchase Order will come from various Operating cost
centers as well as various Capital Improvement Projects.
6.2 Approve a contract (blanket purchase order) for special event rental equipment to Elite
Event and Rentals, in the annual amount of$75,000 (Invitation to Bid 68-15), and two
one-year renewal terms at the City's option, and authorize the appropriate officials to
execute same. (consent)
Staff is requesting a blanket purchase order be issued to Elite Event and
Rentals to provide rental equipment for various special events, ground
breaking and ribbon cutting ceremonies conducted by the City for Fiscal Year
2015/16.
Elite will provide rental equipment, complete set-up and breakdown services,
and the personnel required to complete the services for a wide variety of both
indoor and outdoor events for the City of Clearwater or for selected
city-partnered events. Equipment includes chairs, tents, tables, fans, red
carpet and podiums.
Elite has previously provided these services for the City and has an exceptional
record of performance and responsiveness to city needs. Elite is familiar with
all rules, regulations and standards required by the City of Clearwater.
APPROPRIATION CODE AND AMOUNT:
Funding for the Blanket Purchase Order will come from various cost centers
however the majority will come from the Special Events code 0181-99865 and
Special Events code 0010-01804.
6.3 Approve a Partnership and Funding Agreement (agreement) between the City of
Clearwater and the Tampa Bay Veterans Alliance (TBVA) for the purpose of funding
and constructing a Veterans War Memorial at Crest Lake Park and authorize the
appropriate officials to execute same. (consent)
Page 5
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
On January 16, 2014, the City Council approved a Memorandum of
Understanding (MOU) between the City of Clearwater and TBVA for the
purpose of formalizing the intent of the parties relating to the responsibilities
and obligations regarding the funding, fundraising, design, site selection,
construction, installation and maintenance of the proposed Veterans War
Memorial at Crest Lake Park.
On July 16, 2015 the City Council approved establishing a Capital
Improvement Project entitled Crest Lake Park Veteran's War Memorial (CIP
315-93647) for the construction of Phase I of a war memorial in accordance
with a MOU between the City and the TBVA. Approved funding for Phase I
came from $250,000 from general fund reserves and $150,000 of funds raised
by TBVA which were in escrow for the project.
This agreement is needed to formalize the partnership and funding for the
Veterans War Memorial between the City and TBVA and replaces the MOU
approved on January 16, 2014.
The first phase of construction will consist of a memorial plaza constructed of
pavers or concrete with some half-walls, of approved height and length, to
feature veteran and donor recognition plaques, landscaping, American flag and
military service flags, 15 to 20 space parking lot and pedestrian walkways to
the memorial. City staff will act as project manager and coordinate the design,
permitting and construction with input from TBVA.
The agreement addresses the City and TBVA responsibilities regarding Phase
II (construction of memorial sculptures and plaques and additional donor walls)
in the following way.
TBVA is responsible to raise a total of$500,000
TBVA must raise funds two years from the date of this agreement
If funds are not raised within the appropriate time frame the agreement is
terminated and no further obligation by the City.
If funds are raised within the appropriate deadline the City will match the
$500,000. Staff recommends that funding for the $500,000 match come from
a reallocation of Penny for Pinellas funds (Neighborhood Park Renovations), to
be replenished from undesignated Penny funds.
City will manage and construct the project with input from TBVA
This agreement allows for the completion of Phase I as a standalone project
allowing the use of the memorial in the park without the completion of Phase II.
In response to questions, Administrative Support Manager Felicia Donnelly
said the sponsor walls are distributed around the plaza at the octagonal points.
The sidewalks in phase 2 will be the same size.
Page 6
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
6.4 Approve a three-year Agreement between the American Red Cross and the City of
Clearwater to provide training in first aid care, emergency response, swim instruction
and lifeguarding for City employees and members of the public and authorize the
appropriate officials to execute same. (consent)
The Parks and Recreation Department trains and employs recreation staff,
lifeguards, swim instructors, and first responders. Employees in these positions
have a duty to provide care to an injured or ill person until more advanced help,
such as EMS, arrives.
The American Red Cross has a nationally recognized training curriculum in first
aid care, emergency response, swim instruction, and lifeguarding.
The department staff will train approximately 140 employees in first aid, 20 in
emergency medical response, 20 in swim trainer instruction, and 10 employees
plus 60 members of the public in lifeguard training. Learn to swim facility fees
range from $200-$650 per swimming pool.
Other organizations have nationally recognized curriculums in these programs
but the American Red Cross is an organization that is all encompassing.
Trainers and instructors need only one organization to certify in all curriculums.
Certificate fees cost $19-35 each. Books, instructional DVDs, and other
materials vary in cost.
APPROPRIATION CODE AND AMOUNT:
The Recreation Programming Division's Operating Budget contains sufficient
funds to cover the costs (approximately $5,000 per year) associated with this
Agreement.
In response to questions, Administrative Support Manager Felicia Donnelly
said the item before Council provides certified Red Cross training to city
employees and swim instructors.
7. Police Department
7.1 Approve an agreement between the City of Clearwater and the School Board of
Pinellas County, Florida providing for the continuation of the School Resource Officer
program at Clearwater High School, Countryside High School and Oak Grove Middle
School for a one-year period commencing July 1, 2015 through June 30, 2016, and
authorize the appropriate officials to execute same. (consent)
Page 7
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
Under the terms of the one-year agreement between the School Board of
Pinellas County and the City of Clearwater, the City will provide law
enforcement and related services to Clearwater High School, Countryside High
School and Oak Grove Middle School during the regular school year. The
assigned officers (1 per school) will provide instruction in law education, will
serve as resource persons, conduct investigations, provide security and
maintain the peace, make arrests and provide support services as necessary.
The annual cost of salaries and benefits of three officers over the one-year
period will be $315,507. Total annual reimbursement from the School Board
will be $54,859 for each officer, for a total reimbursement of$164,577,
reflecting a 4% increase in reimbursement to the City for SRO services during
the 2015/2016 contract period.
A first quarter budget amendment will transfer the difference of$150,930 from
the Special Law Enforcement Trust Fund(SLEF), special project 181-99331 to
special project 181-99264, School Resource Officers.
Sufficient funding will be available in special project 181-99264, School
Resource Officers, for total funding of$315,507.
The cost incurred by the Police Department is offset by the benefit of the
program to the community and the Police Department. The Police Department
has maintained a good working relationship with the School Board. School
Resource Officers have been assigned to Clearwater High School since
January 1, 1985 and Countryside High School since January 1, 1986 and Oak
Grove Middle School since August 27, 2007.
The School Resource Officer agreement is available for review in the Office of
Official Records and Legislative Services.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will transfer the difference of$150,930 from
the Special Law Enforcement Trust Fund(SLEF), special project 181-99331 to
special project 181-99264, School Resource Officers.
Sufficient funding will be available in special project 181-99264, School
Resource Officers, for total funding of$315,507.
7.2 Approve acceptance of Florida Department of Transportation (FDOT) High Visibility
Enforcement (HVE) for Pedestrian and Bicycle Safety Grant Award in the amount of
$29,943.38 for police overtime and related fringe benefits and authorize the
appropriate officials to execute same. (consent)
On July 7, 2015, Clearwater Police Department (CPD) was granted approval
by the Resource Management Committee to submit a grant application under
Page 8
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
the state HVE program to continue its grant-funded pedestrian and bicycle
safety project. The grant has been officially awarded in the amount of
$29,943.38 and CPD now seeks approval to accept it.
CPD has conducted two FDOT-funded comprehensive enforcement/education
projects since March 2014 aimed at changing the behavior of all who use
Clearwater's roadways - pedestrians, bicyclists, and motorists. Due to the
success of the previous projects, FDOT would like to see Clearwater build
upon what it has already accomplished.
CPD will again carefully select a pool of patrol officers/sergeants for this
project who have demonstrated a sincere interest and affinity for traffic, bicycle
and pedestrian enforcement. The details will be worked by this select group of
officers, focusing on those areas with a high volume of crashes compared to
other parts of the city, have a high volume of pedestrian traffic, or both.
A total of 41.25 details will tentatively be scheduled, with 5 details completed
every 4 weeks. Details will be five hours long with two officers per detail. The
project period will commence within 30 days of issuance of a purchase order
by the grantor agency and will end on or before May 30, 2016.
As with the previous grant, selected officers will receive specific training on
traffic enforcement and educational opportunities with the public prior to
implementation of the project. CPD will also work closely with FDOT during the
project period to ensure accurate data collection and to advise of any problems
or successes that are accomplished.
CPD will continue to get the word out about the project through a variety of
means. CPD's Public Information Officer (PIO) has done an outstanding job in
working with local media sources to promote project activities and to further
spread the message about pedestrian and bicycle safety and will continue to
do so. The PIO will also update the public on the project by way of the
department's Facebook page, which he successfully utilizes on a regular basis
to inform the public about project activities and successes.
There will be no direct adverse impact to the Police Department annual
operating budget nor is there a required match.
Special project number 181-99214, 2015 HVE Pedestrian and Bicycle Safety,
will be established to account for the grant expenditures.
APPROPRIATION CODE AND AMOUNT:
There will be no direct adverse impact to the Police Department annual
Page 9
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
operating budget nor is there a required match. Special project number
181-99214, 2015 HVE Pedestrian and Bicycle Safety, will be established to
account for the grant expenditures.
8. Fire Department
8.1 Award a contract (purchase order) to Fisher Scientific, Atlanta, Georgia, in an amount
not to exceed $734,400 for the purchase of self-contained breathing apparatus
(SCBA), authorize lease purchase under the City's Master Lease Purchase
Agreement, or internal financing via an inter-fund loan from the Capital Improvement
Fund, whichever is deemed to be in the City's best interest; in accordance with Sec.
2.564(1)(d), Code of Ordinances-Other governmental bid, and authorize the
appropriate officials to execute same. (consent)
The approved 2015 Capital Improvement Budget included funding for this
purchase.
Capital Improvement Project (CIP) 91229, Replace and Upgrade Air Packs,
provides for the replacement, upgrade, and/or repair of self-contained
breathing apparatus gear (SCBA) used by firefighters. The gear selected, Scott
Air-Pak X3, meets the latest edition (2013 Edition)for NFPA compliant SCBA
gear. The new gear replaces units first purchased in 1992 and periodically
upgraded to meet evolving standards. The gear currently meets the 2007
Edition for SCBA gear. The manufacturer provides a 15-year warranty and the
gear is compatible with the department's existing supply of air bottles.
The department plans to purchase 120 air packs in the coming weeks.
Funding will be partially reimbursed by Pinellas County, as the equipment will
help serve any unincorporated resident of the Clearwater Fire District. This
purchase piggy-backs the Orange County contract Y15-1142 effective
September 22, 2015 through September 21, 2018.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project 91229, Replace and
Upgrade Air Packs, to fund this contract.
9. Planning
9.1 Provide direction regarding a request for termination of a Development Agreement
between 25 Countryside West, LLC, (property owner), and the City of Clearwater as
well as a termination of the associated Declaration of Restrictive Covenants. (WSO)
Page 10
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
The property is subject to rezoning and land use plan amendment
(LUZ2004-08005) which was contingent upon approval of Development
Agreement DVA2004-00004. LUZ2004-08005 changed the zoning of the
property from Open Space/ Recreation (OS/R) to Medium Density Residential
(MDR) and land use from Residential/Open Space (R/OS) to Residential
Urban (RU). The zoning and land use allows for 7.5 dwelling units an acre and
as the subject property is 44.2 acres, 331 units are allowable. The
Development Agreement included restrictions to the development of the
property specifically allowing only 280 townhouse units. The Development
Agreement was amended twice through application DVA2004-00004A. The
Development Agreement is in effect until May 30, 2016.
Subsequent to the rezoning, land use plan amendment, and development
agreement being approved, Flexible Standard Development application
FLS2005-08060 (Costa Verde) was approved on February 21, 2006. However,
this approval has since expired due to inactivity.
On October 1, 2015, the Development Review Committee (DRC) reviewed
FLS2015-09020 (The Alexander), a proposed 330-unit attached dwelling
(apartment) development that is 50 units more than what is permissible
pursuant to the Development Agreement. Accordingly, the applicant is
requesting the termination of the Development Agreement as amended to
allow for this new development proposal to occur.
Terms of the Development Agreement as amended:
• Restricts development of the property to 280 units
• Restricts height to a maximum of 35 feet (two stories)
• Restricts the units to be townhomes
• Requires development to be in substantial conformance with the concept
plan
• Requires specific landscape buffering and building setbacks
• Requires extension of the existing turn lane on Countryside Boulevard
• Requires extension of the existing turn lane on Enterprise Road
• Requires a utility easement to be granted to the City for constructed water
lines
• Prohibits vehicular access to Laurelwood Drive
• Requires a six-foot high buffering fence along the east property line
• Restricts egress from property onto Enterprise Road to a right out
movement
• Requires deed restrictions to be recorded for the property to generally
describe the development limitations of the Development Agreement
Revocation of a Development Agreement:
Pursuant to CDC Section 4-606.J., a Development Agreement may be revoked
in the event the City Council finds, on the basis of substantial competent
evidence, that there has been a failure to comply with the terms of the
Development Agreement. There has been no activity on the site since May of
Page 11
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
2006 (other than the proposed FLS2015-09020), and the only aforementioned
term of the Development Agreement that has been complied with is the
recording of the deed restrictions.
In response to questions, Senior Planner Matt Jackson said the property
backs up into a large residential area to the west and to the south. The
development agreement ensured that there were appropriate impacts to the
surrounding communities and appropriate public facilities. The agreement
also ensured that community concerns regarding traffic impact were being
addressed. Planning and Development Director Michael Delk said the
applicant was willing to reduce the available density and the development
agreement was a way to memorialize that reduction in density. Mr. Jackson
said the applicant is proposing to locate the buildings to the east, away from
the residences. Staff is reviewing a Flexible Standard/Level 1 application, due
to the increased height. The termination of the development agreement will
come back to Council. The existing zoning allows for 331 units. The applicant
is proposing twelve 3-story buildings for the apartments and a clubhouse. Mr.
Jackson said the applicant is proposing increased setbacks to the west but the
height of the structures will be increasing to approximately 40 ft., which is
allowed by city code.
The City Attorney said Council will be giving staff permission to move forward
to go to the Community Development Board to get a recommendation on
whether or not to terminate the development agreement and release the
restrictive covenants. The matter will come back to Council after CDB delivers
their recommendation.
There was consensus for staff to move forward.
9.2 Increase the current blanket purchase orders (contracts) for Inspection and Plan
Review Services, to a revised cumulative total annual amount for Inspection and Plan
Review Services, as required by the Planning and Development Department, and
authorize the appropriate officials to execute same. (consent)
On March 19, 2015, Council authorized a cumulative annual amount of
$150,000 for Inspection and Plan Review Services, to three vendors selected
as a result of Invitation to Bid 06-14; Quorum Services, of Tampa, FL,
Universal Engineering Sciences of Orlando, FL, and PDCS, LLC of Orlando,
FL. The Planning and Development Department requests an increase of the
current annual authorized amount and the two one-year renewal terms from
$150,000 to $250,000 annually. This increase is necessary to support a
substantially increased workload and staff vacancies. This additional spending
should be offset with substantially increased permit/plan review revenues.
The Department desires to maintain customer service standards by continuing
Page 12
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
to meet target plan review times and provide inspections within one business
day. Instead of increasing staff levels to meet these performance standards,
the Department recommends to continue to use outside contractors as
necessary.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 010-01430-530300,Other Contractual
Services to fund this contract.
In response to questions, Building Official Kevin Garriot said items not
meeting city standards will be raised by the city inspectors during site visits
with the contract inspectors. Planning and Development Director Michael Delk
said the Florida Building Code is not a Quality Construction Code, city
inspectors are not out there for quality control.
10. Engineering
10.1Approve the request from 200 Garden, LLC to vacate the alley located within the
200-block between North Fort Harrison Avenue and North Garden Avenue; and pass
Ordinance 8776-15 on first reading. (VAC2015-07)
200 Garden, LLC has requested the vacation of the alley lying within the
200-block between North Fort Harrison Avenue and North Garden Avenue.
The right-of-way is 16 feet wide and is posted one-way westbound. The office
building at 200 N Garden Avenue is south of the alley and their parking area is
north of the alley. The property owner is requesting the vacation to eliminate
cut-through vehicular traffic to improve safety conditions for employees
crossing the alley on foot.
There are public and private utilities located within the right-of-way. If
approved, the City will retain a utility easement over the vacated area and the
proposed ordinance requires the property owners to grant utility easements to
Duke Energy and Verizon Florida. Two other entities own property fronting the
alley proposed for vacation; both have submitted letters of no objection.
The Planning and Development Department (P&D) analyzed the request as it
relates to the Clearwater Downtown Redevelopment Plan Design Guidelines
adopted by City Council. P&D has no objection to the request as long as
pedestrian access through the alley is allowed. Ordinance 8776-15 retains a
public access easement over the vacated alley for pedestrian use.
11. Information Technology
Page 13
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
11.1Approve a contract (blanket purchase order) in the amount of$125,000 and award
Request for Proposal (RFP) 55-15 to SoftResources, Inc., Kirkland, WA, for needs
assessment and software evaluation consulting services, and authorize the
appropriate officials to execute same. (consent)
SoftResources, Inc. was the most responsive bidder for RFP 55-15.
SoftResources will perform needs assessments, RFP development and
software evaluations for the identification of suitable software products to
replace the City's current financial system software (ROSS Systems). The
City's current financial system was originally implemented in 1992. The
product has been upgraded numerous time, however, a steady decline in
government users and an uncertain product roadmap has prompted staff to
evaluated alternatives and seek a solution better suited for the City's current
operational needs.
The City's current financial system does not possess functionality capable of
leveraging current and trending business practices, and presents some
limitations on interface options for our diverse user base.
The objective of the evaluation and selection process will be to identify
appropriate products that possess both the necessary functionality and product
offerings for the City to address current functional needs and have options for
future consolidation of system platforms if and when appropriate.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the IT capital budget cost code
094883-530100 (professional services) to fund this contract.
12. Public Utilities
12.1Approve an annual blanket purchase order (contract) to Brenntag Mid-South, Inc.
(Brenntag) of Henderson, KY, in the annual amount of$100,000, with an option for
two one-year term extensions, for the purchase of 50% Sodium Hydroxide not to
exceed $300,000, and authorize the appropriate officials to execute same. (consent)
Brenntag provides chemical products to the water treatment industry. 50%
Sodium Hydroxide is used in the treatment process for drinking water. Public
Utilities' overall expected goal is to increase the current production at Reverse
Osmosis 2 facility from 4 million gallons per day (mgd) to 6.25 mgd, a
production rate not previously sustained, and eventually to 10 mgd production
for the entire water treatment system.
Bid 64-15 was advertised August 21, 2015 with final bids received September
Page 14
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
10, 2015 for 50% Sodium Hydroxide. Brenntag Mid-South, Inc. is the lowest,
most responsible bidder with a responsive bid.
The contract will be effective for an initial one-year period in the annual amount
of$100,000.00, with two one-year renewal options, if agreeable by both
parties, and years two and three in authorized annual amounts of$100,000.00
during each extension term for a total contract amount not to exceed $300,000.
An annual cost increase based on the Producer Price Index (PPI) is allowable
as part of the annual renewals.
APPROPRIATION CODE AND AMOUNT:
0421-02053-551000-533-000-0000 $100,000.00
Sufficient funding is available in the Water and Sewer Operating cost center
0421-02053, Water Supply, in Fiscal Year 2016. Fiscal Years 2017 and 2018
funding will be included in the Water and Sewer recommended Operating
budget from the Director at$100,000 per year.
12.2Approve an annual blanket purchase order (contract) to Univar USA, Inc. (Univar) of
Tampa, FL, in the annual amount of$50,000, with an option for two one-year term
extensions, for the purchase of 19% Aqua Ammonia not to exceed $150,000, and
authorize the appropriate officials to execute same. (consent)
Univar provides chemical products to the water treatment industry. 19% Aqua
Ammonia is used in the disinfection process for drinking water. Public Utilities'
overall expected goal is to increase the current production at Reverse Osmosis
2 facility from 4 million gallons per day (mgd) to 6.25 mgd, a production rate
not previously sustained, and eventually to 10 mgd production for the entire
water treatment system.
Bid 64-15 was advertised August 21, 2015 with final bids received September
10, 2015 for 19% Aqua Ammonia. Univar USA Inc. is the lowest, most
responsible bidder with a responsive bid.
The contract will be effective for an initial one-year period in the annual amount
of$50,000.00, with two one-year renewal options, if agreeable by both parties,
and years two and three in authorized annual amounts of$50,000.00 during
each extension term for a total contract amount not to exceed $150,000. An
annual cost increase based on the Producer Price Index (PPI) is allowable as
part of the annual renewals.
APPROPRIATION CODE AND AMOUNT:
0421-02053-551000-533-000-0000 $50,000.00
Page 15
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
Sufficient funding is available in the Water& Sewer Operating cost center
0421-02053, Water Supply, in Fiscal Year 2016. Fiscal Years 2017 and 2018
funding will be included in the Water and Sewer recommended Operating
budget from the Director at$50,000 per year.
13. Solid Waste
13.1Award a contract (Purchase Order) for $262,950.00 to Environmental Products of
Florida for one 2016 Elgin Broom Bear Sweeper for Stormwater Vehicle Replacement
in accordance with the Florida Sheriff's Contract 15-13-0904, 2.564(1)(d), Code of
Ordinances-Other Governmental Bid; authorize lease purchase under the City's
Master Lease Purchase Agreement, or internal financing via an interfund loan from
the Capital Improvement Fund, whichever is deemed to be in the City's best interest;
and authorize the appropriate officials to execute same. (consent)
The One Elgin Bear Sweeper will be purchased through the Florida Sheriff's
Contract 15-13-0904 quote dated October 5, 2015 and will replace the
following, which is assigned to the Stormwater Department:
G3489 2006 Sterling Aqua Tech with 95,896 miles
This vehicle was included in the Fiscal Year 2015/2016 Garage CIP
Replacement
APPROPRIATION CODE AND AMOUNT:
316-94241-564100-519 $262,950.00
13.2Award a contract (Purchase Order) for $200,178.98 to Trekker Tractor of Tampa, FL
for one 2016 Case 821 F Wheel Loader for Parks and Recreation Vehicle
Replacement in accordance with the Florida Sheriff's Contract 15-13-0904, 2.564(1)
(d), Code of Ordinances-Other Governmental Bid; authorize lease purchase under the
City's Master Lease Purchase Agreement, or internal financing via an interfund loan
from the Capital Improvement Fund, whichever is deemed to be in the City's best
interest; and authorize the appropriate officials to execute same. (consent)
The Case Wheel Loader will be purchased through the Florida Sheriff's
Contract 15-13-0904 per quote dated October 9, 2015 and will replace the
following which is assigned to the Parks and Recreation Department:
G2826 2004 Caterpillar Wheel Loader with 3,411 hours
Page 16
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
This vehicle was included in the Fiscal Year 2015/2016 Garage CIP
Replacement
APPROPRIATION CODE AND AMOUNT:
316-94241-564100-519 $200,178.98
13.3Award a contract (Purchase Order) in the amount of$514,395.00 to Don Reid Ford,
Inc. of Orlando, FL for the purchase of sixteen 2016 Ford Police Interceptor Utility
Vehicles and one Ford Police Interceptor Sedan for Police Department's Replacement
Vehicles, in accordance with the Florida Sheriff's Contract 15-23-0904, 2.564(1)(d),
Code of Ordinances-Other Governmental Bid; authorize lease purchase under the
City's Master Lease Purchase Agreement, or internal financing via an interfund loan
from the Capital Improvement Fund, whichever is deemed to be in the City's best
interest; and authorize the appropriate officials to execute same. (consent)
The 2016 Ford Police Interceptor Utility Vehicles and the Ford Police
Interceptor Sedan will be purchased through the Florida Sheriff's Contract
15-23-0904 quotes dated October 16, 2015 and will replace the following,
which are all assigned to the Police Department:
G3151 2007 Ford Crown Vic with 111,150 miles
G3166 2009 Ford Crown Vic with 108,937 miles
G3172 2006 Ford Crown Vic with 100,020 miles
G3173 2006 Ford Crown Vic with 106,036 miles
G3179 2006 Ford Crown Vic with 96,229 miles
G3338 2007 Ford Crown Vic with 89,976 miles
G3341 2007 Ford Crown Vic with 86,618 miles
G3343 2007 Ford Crown Vic with 89,953 miles
G3349 2007 Ford Crown Vic with 101 045 miles
G3350 2007 Ford Crown Vic with 91,439 miles
G3352 2007 Ford Crown Vic with 90,424 miles
G3353 2007 Ford Crown Vic with 93,643 miles
G3464 2008 Ford Crown Vic with 99,506 miles
G3469 2008 Ford Crown Vic with 112,676 miles
G3471 2008 Ford Crown Vic with 105,486 miles
G3476 2008 Ford Crown Vic with 106,200 miles
G3477 2008 Ford Crown Vic with 99,322 miles
These vehicles were included in the Fiscal Year 2015/2016 Garage CIP
Replacement Fund.
APPROPRIATION CODE AND AMOUNT:
315-94238-591000-581 $607338.00
316-94241-564100-519 $4547057.00
Page 17
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
13.4Approve a Contract (Blanket Purchase Order) to Wingfoot Commercial Tire of
Clearwater, FL for an amount not to exceed $550,000 for the purchase of Goodyear
tires for city-motorized equipment for the period of September 1, 2015 through August
31, 2016, increase current Contract (BP0510791) in the amount of$60,000, and
authorize the appropriate officials to execute same. (consent)
This Blanket Purchasing Order (BPO) will cover the purchase of various tire
sizes for use on city vehicles and equipment. This BPO is a piggyback of the
Florida Sheriff's Association Bid No. 15/17-07-0220 (valid March 1, 2015
through February 28, 2017) and State of Florida/WSCA Participating
Agreement 01712/MA208 (valid April 1, 2015 through March 31, 2017).
Utilization of these two contracts is in accordance with Code of Ordinances
2.564(1)(d) Exceptions to Bid and Quotation - other government bid.
Due to an increasing demand for tires and the late contract change in the State
of Florida's bidding approach, an increase to BPO BR510791 is requested in
the amount of$60,000, for a revised total of$160,000.
APPROPRIATION CODE AND AMOUNT:
566-06611-550500-519 Not to exceed $550,000
These funds are available in the current year Fleet operating expense.
The Council recessed from 2:34 p.m. to 3:43 p.m. to meet as the Community
Redevelopment Agency.
14. Official Records and Legislative Services
14.1Approve 2016 City Council Meeting Schedule. (consent)
Generally, City Council meetings are at 6:00 p.m. on the first and third
Thursday of each month. The accompanying work sessions are at 1:00 p.m.
on the preceding Monday, unless the Monday is a holiday, in which case the
work session is on Tuesday.
Per Council Rules, no meetings are held the first Thursday in January or in
July.
Please note the following exceptions:
• The January 18 work session has been moved to Tuesday, January 19
due to Martin Luther King, Jr. Day.
• The February 15 work session has been moved to Tuesday, February
Page 18
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
16 due to Presidents Day.
• The May 30 work session has been moved to Tuesday, May 31 due to
Memorial Day.
• The June 2 council meeting has been moved to Wednesday, June 1
due to Clearwater High School Graduation.
• The November 17 council meeting has been moved to Wednesday,
November 16 due to Florida League of Cities Annual Legislative
Conference.
Discussion was deferred to the council meeting. Staff was directed to move
council meeting dates that conflict with the Jewish holiday.
14.2Appoint two members to the Municipal Code Enforcement Board with terms to expire
October 31, 2018.
APPOINTMENT WORKSHEET
BOARD: Municipal Code Enforcement Board
TERM: 3 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: Whenever possible, this Board shall include an
architect, engineer, businessperson, general contractor, sub-contractor & a
realtor
MEMBERS: 7
CHAIRPERSON: Sue A. Johnson
MEETING DATES: 4th Wed., 1:30 p.m.
Nov. and Dec. - TBA
APPOINTMENTS NEEDED: 2
THE FOLLOWING ADVISORY BOARD MEMBERS HAVE TERM WHICH
EXPIRE AND NOW REQUIRE REAPPOINTMENT FOR A NEW TERM:
1. Sheila Cole - 670 Island Way#600, 33767 - Marketing & Graphics
Original Appointment: 7/16/09
(currently serving 2nd term to expire 10/31/15)
(0 absences this year)
Interest in Reappointment: Yes
2. James E. Strickland - 1637 Cleveland St., 33755 - Ins. Claims Adjuster
Original Appointment: 3/31/10
(currently serving 1 st term to expire 10/31/15)
(1 absence this year)
Interest in Reappointment: Yes
Page 19
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
The name below is being submitted for consideration:
1. Robert Prast - 37 Bohenia Circle S, 33767
Zip codes of current members:
2 at 33755; 1 at 33759; 1 at 33761; 1 at 33764; 2 at 33767
Current Categories:
1 Ins. Claims Adjuster; 1 Marketing & Graphics; 1 Retail; 1 Retired/BA Inst.
Court Management
1 Retired/BA Political Science; 1 Retired Code Enf. Supervisor and 1
Sales/Service
There was consensus to appoint Mr. Strickland and Mr. Prast. Staff was
directed to place the item on the Consent Agenda.
15. Legal
15.1Adopt Ordinance 8771-15 on second reading, annexing certain real properties whose
post office addresses are 2147, 2167 and 2173 Burnice Drive and 2118 Pleasant
Parkway into the corporate limits of the city and redefining the boundary lines of the
city to include said addition.
15.2Adopt Ordinance 8772-15 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 properties whose post office addresses are 2147, 2167 and 2173 Burnice Drive
and 2118 Pleasant Parkway, upon annexation into the City of Clearwater as
Residential Low (RL).
15.3Adopt Ordinance 8773-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real properties whose post office addresses are 2147, 2167 and
2173 Burnice Drive and 2118 Pleasant Parkway, upon annexation into the City of
Clearwater, as Low Medium Density Residential (LMDR).
15.4Review Charter Review Committee's recommended changes and provide direction on
proposed ordinances prior to public hearings of ordinances.
The Charter Review Committee recommended several changes to the charter,
which must be approved as ordinances by the City Council. The recommended
Charter changes passed by the council must go to a referendum to be voted
upon by the electors of the city.
The City Attorney has drafted the ordinances making the changes to the
Page 20
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
charter language and preparing the referendum questions and would like to
give the council the opportunity to make comments and suggestions before
bringing the ordinances to first reading.
The City Attorney said staff met with the Charter Review Committee to review
the proposed referendum questions and ordinances. Staff is seeking
direction and any changes Council would like to make.
In response to questions, the City Attorney said the word compatible is placed
in front of the word `public'and `commercial'in ordinance 8809-15 and
a comma will be added after the word `space'in maker space. There are
already 7 referendum questions and concern was expressed by the
Committee regarding adding another question about floating restrooms; if
approved, the restrooms will be designated for boat slip users and will be
placed on the docks. Currently the restrooms are on land. Comment was
made that the restrooms located on the docks will be properly pumped out per
code and not discharged into the water. The purpose of the restroom facilities
on the docks was for access and proximity to boat slip users.
16. City Manager Verbal Reports — None.
17. City Attorney Verbal Reports — None.
18. Council Discussion Item
18.1 Council Priorities Bucket List Items for 2015-2016 and 2016-2017 - Councilmember
Jonson
Discussion deferred to the council meeting.
18.2Discussion of salary increases for City Manager and City Attorney.
An analysis of comparative salary information is provided for discussions of
potential salary increase for the City Manager and City Attorney.
The information provided consists of traditional jurisdiction matches, and
jurisdiction matches by population and FTE count. A history of past annual
increases is also provided.
Discussion deferred to the council meeting.
19. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2). — None.
Page 21
City of Clearwater
Council Work Session Meeting Minutes November 2, 2015
20. Closing Comments by Mayor
Mayor Cretekos wished Vice Mayor Polglaze a Happy Birthday.
21. Adjourn
The meeting adjourned at 4:05 p.m.
Page 22
City of Clearwater