04/04/2016 Council Work Session Meeting Minutes April 4, 2016
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
e d
s
w
r'
�mu
Meeting Minutes
Monday, April 4, 2016
1 :00 PM
Council Chambers
Council Work Session
Page 1
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
Roll Call
Present 4 - Mayor George N. Cretekos, Councilmember Doreen Caudell,
Councilmember Bob Cundiff, and Councilmember Bill Jonson
Absent 1 - Councilmember Hoyt Hamilton
Also Present: William B. Horne 11 — City Manager, Jill S. Silverboard —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 1:00 p.m. at City Hall.
2. Presentations — Given.
2.1 Pinellas County Schools "Lunch Pals Mentoring Program"—Susan Schneck and Ron Diner,
Pinellas County Schools
Pinellas County Schools has created a strategic partnership with the
community to assist children in completing their education. This program is
designed to permit our employees to serve as mentors and positive role
models to help students reach their full potential.
The City Manager has agreed to permit employees who wish to serve as
mentors up to 90 minutes per week during their respective work shift to
participate.
Ms. Schneck and Mr. Diner provided a PowerPoint presentation.
In response to questions, Senior Human Resources Analyst Lisa Goodrich
said the City Manager has renewed the commitment to allow employees
ninety minutes to volunteer. Mr. Schneck said the schools will work with
employee lunch times. The principals work with teachers to identify students
needing mentors. Twice a year, feedback is provided to the organization
regarding how the students are doing.
Council supported the initiative and thanked Pinellas County schools and area
partners for continuing the program.
3. Gas System
Page 2
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
3.1 Approve an annual blanket purchase order (contract) to Heath Consultants, Inc., in the
annual amount of$400,000, with the option for two, one-year term extensions to
provide natural gas line locating services (ITB 15-16), and authorize the appropriate
officials to execute same. (consent)
Florida law requires anyone who plans to dig and/or perform excavation
activities in the right of way or on private property to call the FL Sunshine
One-Call center and place a ticket 48 hours prior to performing the excavation.
Once the locate ticket is received and has been identified as a potential
conflict, a Line Spotter goes out to the site and marks the approximate location
of our gas lines, generally with flag markers and spray paint. This will inform
the contractor/excavator of the approximate location of our facilities once they
commence excavation.
Heath was selected based on their response to Bid 15-16, Natural Gas
Distribution Main and Service Line Locating Services. In 2015, Clearwater Gas
System (CGS) received approximately 40,000 locate tickets from the FL
Sunshine One-Call center. CGS projects the locate ticket count will increase in
future years as construction activities continue to increase. CGS previously
used Heath Consultants on a previous bid and has been very pleased with
their past work.
APPROPRIATION CODE AND AMOUNT:
CGS has budgeted funds available in account codes 423-02066-530300
($300,000) Pinellas Gas Maintenance and 423-02173-530300 ($100,000)
Pasco Gas Maintenance.
4. Information Technology
4.1 Approve a purchase order (contract) to Accela, Inc., San Ramon, CA for the period of
April 1, 2016 through March 31, 2017 for software maintenance at a cost not to
exceed $105,268.11 in accordance with Sec. 2.564(1) (b) Code of Ordinances, sole
source, and authorize the appropriate officials to execute same. (consent)
This is an annual maintenance contract for Accela (permitting, licensing and
code management system) and includes Citizen Access portal at $9,006.51,
Land Management at$76,249.74, Mobile Office at$13,304.09, and GIS
Interface at$6,707.77.
This Purchase Order represents an approximate increase of$9,570 increase
from a year ago.
APPROPRIATION CODE AND AMOUNT:
0555-09864-546200-519-000-0000 - $105,268.11
Page 3
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
In response to a question, Information Technology Director Dan Mayer said
the City has had Accela for the last ten years.
5. Parks and Recreation
5.1 Approve a contract to Wannemacher Jensen Architects, Inc. (WJA), St. Petersburg,
FL in the amount of$97,718, which includes a 25% contingency, for architectural and
engineering design services required to provide concept designs for the future
development of Crest Lake Park, 201 Glenwood Ave and authorize the appropriate
officials to execute same. (consent)
The City Council approved allocating $250,000 in Penny funds for CIP project
Crest Lake Park Improvements for Fiscal Year 2015/16. The scope of this
project is to provide for the design, public engagement process and permitting
needed for renovations at Crest Lake Park.
WJA is one of the City's Architects of Record and has successfully partnered
with the City in designing and constructing several major park projects
including the North Greenwood Recreation & Aquatics Complex, Long Center
Renovations, Aging Well Center at the Long Center, the Training Facility at
Carpenter Complex and is currently working with the City on the design of the
Morningside Recreation Center.
WJA has partnered with W Architects to provide the design for the new$20
million project known as the Pier Approach Project in downtown St. Petersburg
that will link the waterfront and its parks to the vibrant and booming downtown
area. This team won the contract over four other national teams vying to
design this massive waterfront project which will compliment the new St.
Petersburg pier project.
Staff believes this is also the team that can provide the design and program
needed to brand Clearwater's main entrance park, improve its waterfront
edges, link the park with its immediate neighborhood, become a gateway to
downtown and the beaches and attract both locals and tourists with a diversity
of experiences.
The scope of services included in this contract includes program development,
master plan options, conceptual designs, community engagement, stormwater
improvement plan and cost estimates. A contract for Schematic Design
through Construction Administration will follow once the scope of the project is
settled and approved.
In addition to public workshop meetings, there will be a master plan committee
made up of city staff and citizens to work on the master plan for the park that
will best meet the needs of the community and City as a whole.
Fees for this contract are within the State of Florida's Department of
Management Service (DMS) fee guidelines. A 25% contingency fund has
Page 4
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
been included in the contract to cover any unforeseen meetings or additional
scope changes.
This item supports the City Strategic Direction and priorities for quality by
providing new infrastructure for the citizens of Clearwater.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Capital Improvement Project 315-93650 Crest Lake
Park Improvements to fund the contract.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the design plans are for the entire park. The Veterans Memorial will be an
adult park area, the consultant will look into how that ties-in with the remainder
of the park. This portion of the project will take approximately six months to
complete. The City Attorney said there are no charter restrictions for Crest
lake Park that would prohibit kayak rentals. Mr. Dunbar said some the trees
were removed because they were not healthy, the healthy palms were
relocated to Pier 60. The City will replace trees that were removed due to the
proposed design.
5.2 Approve the District Seven Highway Landscape Reimbursement and Maintenance
Memorandum of Agreement between the Florida Department of Transportation and
the City of Clearwater for the installation and maintenance of landscaped medians
within the Missouri Avenue corridor (southern section), authorize the City Manager to
execute all documents related to the agreement, and adopt Resolution 16-09.
The Florida Department of Transportation has notified the City of the award of
up to $99,500 to assist in the development of landscape medians in the
Missouri Avenue corridor from Kingsley Street south to Bayview Drive through
the Highway Landscape program.
The Resource Committee approved applying for the grant at their August 5,
2015 meeting. This project was brought to the City Council for guidance for
project submission at the August 20, 2015 meeting. This project was not
funded through the initial funding proposed through the 2015/16 Florida
Highway Beautification Council Grant (FHBCG), but received award through
the FDOT District 7 reimbursement program.
The award will fund up to $99,500 for the design, purchase, installation and
establishment of plant materials for the 5 medians in the project area.
Although matching is not required by the instrument, the reimbursement will
not fund irrigation, which will be provided in the project.
Page 5
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
This section consists of 5 medians, and is estimated to cost approximately
$157,275 or $31,455 per median.
The agreement is for a period of 10 years, with renewal options. If the City
terminates the agreement, the City will be responsible for the removal of the
project.
APPROPRIATION CODE AND AMOUNT:
The City's match was provided by a FY14-15 third quarter budget amendment
allocating General Fund reserves in the amount of$190,000 to Capital
Improvement Project 315-93322, Missouri Avenue Median Beautification.
5.3 Approve the Florida Highway Beautification Council Grant (FHBCG) Landscape,
Construction and Maintenance Memorandum of Agreement between the Florida
Department of Transportation, District 7, and the City of Clearwater for the installation
and maintenance of landscaped medians within the Missouri Avenue corridor
(northern section) and authorize the appropriate officials to execute same. (consent)
The Florida Department of Transportation District 7 has notified the City of the
award of up to $100,000 to assist in the development of landscape medians in
the Missouri Avenue corridor from Court Street south to Kingsley Street
through the FHBCG program.
The Resource Committee approved applying for the grant at their August 5,
2015 meeting. The City Council approved the submission of the grant
application at their meeting on August 20, 2015.
The FHBCG program will fund up to $100,000 of the total project cost including
installation of a sprinkler system, cost of plant materials, labor to install plant
materials, design fee, Maintenance of Traffic and an establishment period of
one year.
This section consists of 7 medians, and is estimated to cost approximately
$220,185 or $31,455 per median. The agreement is for a period of 10 years,
with renewal options. If the City terminates the agreement, the City will be
responsible for project removal.
APPROPRIATION CODE AND AMOUNT:
The City's match was provided by a Fiscal Year14-15 third quarter budget
amendment allocating General Fund reserves in the amount of$190,000 to
Capital Improvement Project 315-93322, Missouri Avenue Median
Beautification.
In response to questions, Parks and Recreation Director Kevin Dunbar said
Page 6
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
there are twelve different sized medians on Missouri Avenue. Currently, there
is no welcome sign on Missouri Avenue. There are six welcome signs
throughout Clearwater city limits.
It was stated that the welcome signs are for the tourist oriented areas.
6. Engineering
6.1 Award a construction contract to David Nelson Construction Co. of Palm Harbor,
Florida, for the Greenlea-Otten Neighborhood Traffic Calming, Roadway and
Stormwater Improvements Project (10-0003-EN) in the amount of$3,071,486.83,
which is the lowest responsible bid received in accordance with plans and
specifications, and authorize the appropriate officials to execute same. (consent)
This project involves construction of traffic calming features in the
Greenlea-Otten Neighborhood envisioned by community residents at the
Greenlea-Otten Traffic Calming Charrette and supported by a petition signed
by owners of over 65% of the parcels in the project area.
The engineering plans were reviewed for faithfulness to their charrette vision
by residents belonging to the Greenlea-Otten Tech Team at all project
milestones. The Tech Team has kept the neighborhood informed about the
project through personal contact.
Traffic calming features include single lane roundabouts, oval medians, speed
tables, traffic separators, and landscaping. The project also includes
stormwater improvements which consist of reconstruction of 1300 feet of
roadway with a stormwater facility consisting of 1500 feet of storm pipes with
sizes up to 24 inches per pipe.
Work will commence upon award and execution of the contract and will be
completed within 435 calendar days.
Ongoing maintenance of the landscaping, roadway, and sidewalk elements of
the project shall be provided by the Parks and Recreation Department. The
landscaping was designed, with Parks Department input, for low maintenance.
Street signage and pavement markings shall be maintained by the Traffic
Operations Division. The stormwater system shall be maintained by
Engineering's Stormwater Maintenance Division.
APPROPRIATION CODE AND AMOUNT:
0315-92276-563700-541-000-0000 $2,589,738.53
0315-96169-563700-541-000-0000 $ 481,748.30
Page 7
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
Sufficient funds are available in capital improvement program projects in
amounts of$2,589,738.53 from 0315-92276, Traffic Calming Program and
$481,748.30 from 315-96169, Stevenson Creek to fund the contract.
In response to questions, Senior Professional Engineer Himanshu Patni said
this is the last formal traffic calming capital improvement project. Complaints
related to speeding were on Linwood Drive. The project will implement single
lane roundabouts on Greenlea Drive, as well as speed tables and oval
medians. The speed tables will be installed in areas with flat surfaces and little
grade changes. Four roundabouts will be constructed: three on Greenlea
Drive and one on Linwood Drive. Mr. Patni said the streets will be wide enough
for school buses, public safety, and utility vehicles. The charrettes took place
in 2000 and the petition took place shortly after. Most of the stormwater work
will be on the west side of Highland Avenue on Otten Street. The City Manager
said staff has kept in touch with the community since the petition. Mr. Patni
said once the contract is awarded, the contractor is responsible for mailing
notices.
Staff was directed to provide a copy of the proposed design improvements.
6.2 Approve Change Order 1 to Central Florida Contractors, Inc., of Seminole, Florida, for
the 2015 Sidewalk Construction Project (14-0044-EN) in the amount of$138,327.20;
approve a time extension of 120 days for completion of additional work; and authorize
the appropriate officials to execute same. (consent)
September 3, 2015, City Council awarded a $237,644.11 contract to Central
Florida Contractors, Inc. for the 2015 Sidewalk Construction Project
(14-0044-EN).
Change Order 1 covers the cost of a 1,344 linear foot segment of new
sidewalk along Lakeshore Drive, clearing of vegetation, and associated minor
stormwater improvements. The new sidewalk was requested by the Pinellas
County School Board and the adjacent neighborhood for children accessing
McMullen Booth Elementary School and nearby bus stops.
120 days are requested to complete the additional scope and construction of
new sidewalk. The contract's new completion date is August 10, 2016.
APPROPRIATION CODE AND AMOUNT:
0315-92339-563700-541-000-0000 $138,327.20
Funds are available in capital improvement project 315-92339, New Sidewalks,
Page 8
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
to fund this contract.
In response to questions, Engineering Construction Manager Tara Kivett said
the item before Council is for a new sidewalk on the north side of the east-west
portion. The sidewalk will be setback from the road. There are no road
improvements included in the project. The additional work is for a new area
added to the annual sidewalk contract.
6.3 Approve a General Utility Easement over the 400 Block of Cleveland Street, conveyed
to the City by the Property Owner, and authorize the appropriate officials to execute
same. (consent)
In 2005, the City vacated an alley running east to west down the center of
privately owned property located on the north side of Cleveland Street's 400
block. When vacating the alley, the City failed to retain an easement over the
vacated alley in support of existing utilities. The owner of two companies, now
owning the former alley, has agreed to grant General Utilities Easements to the
City at no cost.
6.4 Approve a General Utility Easement over 1650 Elizabeth Lane, conveyed to the City
by the Property Owner, and authorize the appropriate officials to execute same.
(consent)
City staff discovered that there is a sanitary sewer pipe under property located
at 1650 Elizabeth Lane that is not within an easement. The property owner has
agreed to grant the City a General Utility Easement over this sanitary sewer
pipe.
7. Official Records and Legislative Services
7.1 City Council Policies (WSO)
The City Clerk provided copies of the City Council Policies for council review.
Staff will present amendments to the document at the May 2, 2016 work
session.
7.2 Appoint councilmembers as representatives to serve on Regional and Miscellaneous
Boards.
There was consensus to implement the following appointment changes-
*Homeless Leadership Board. Polglqze Cundiff
Page 9
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
*Pinellas Collaborative Committee: CaudeN Cundiff
•Tampa Estuary Policy Board: Polglaze Cundiff
•Tampa Bay Partnership Policy Board:Alternate Member, Polglaze Jonson
*Pension Advisory Council: -audell Cundiff
*Downtown Development Board: Ex Officio Member, Polglaze Cundiff
Staff was directed to the item on the Consent Agenda.
7.3 Elect Vice Mayor
The Charter requires, at the first meeting in April, the Council to appoint one of
its members as Vice-Mayor.
Discussion deferred to April 7, 2016.
8. Legal
8.1 Authorize the City Manager to sign Hold Harmless/Indemnification Agreements with
private property owners so that police and fire can conduct programs on the property,
events pertaining to the health, safety and welfare of the public. (consent)
The Clearwater Police Department and Clearwater Fire & Rescue will
sometimes conduct programs on private property, particularly at larger
venues such as Malls. The purpose of the programs is to enhance the
health, safety, and welfare of the public. Those events include, for
example, prescription drop-off events that allow citizens to safely
dispose of unwanted prescription drugs, shredding events that allow
citizens to safely discard paperwork that may contain sensitive
information, and police/fire events that enhance the education and
safety of the public.
The owners of the private property where the events occur are
requesting to be held harmless and indemnified for damages or injuries
that occur during the event as a result of any act, error, omission, or
negligent act by the City of Clearwater or its agents or employees.
Therefore, authorization is being sought for the City Manager to sign
Hold Harmless/Indemnification Agreements with private property owners
so that police and fire can conduct on the private property events
pertaining to the health, safety, and welfare of the public. Any such
Agreements will contain a clause that nothing therein shall be construed
to waive or modify the provisions of Section 768.28, Florida Statutes, or
the doctrine of sovereign immunity.
In response to questions, Assistant City Attorney Rob Surette said a previous
Page 10
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
council provided the City Manager the authority on a similar issue. The City
Attorney said the agenda item provides guidelines, allowing the City to
negotiate with outside counsel.
8.2 Adopt Ordinance 8789-16 on second reading, annexing certain real property located
on the west side of McMullen Booth Road approximately 1,054 feet south of East
Enterprise Road, which parcel is currently unaddressed, into the corporate limits of the
city and redefining the boundary lines of the city to include said addition.
8.3 Adopt Ordinance 8790-16 on second reading, annexing certain real property whose
post office address is 2425 McMullen Booth Road, Clearwater, Florida 33759,
together with certain abutting right-of-way of McMullen Booth Road, into the corporate
limits of the city and redefining the boundary lines of the city to include said addition.
8.4 Adopt Ordinance 8828-16 on second reading, annexing certain real property whose
post office address is 3128 Johns Parkway, Clearwater, Florida 33759 together with
all right-of-way of Johns Parkway abutting Lot 2 of Johns Parkway Subdivision, into
the corporate limits of the city and redefining the boundary lines of the city to include
said addition.
8.5 Adopt Ordinance 8829-16 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 3128 Johns Parkway, Clearwater, Florida
33759, upon annexation into the City of Clearwater, as Residential Urban (RU).
8.6 Adopt Ordinance 8830-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 3128 Johns Parkway,
Clearwater, Florida 33759, upon annexation into the City of Clearwater as Low
Medium Density Residential (LMDR).
8.7 Adopt Ordinance 8839-16 on second reading, annexing certain real property whose
post office address is 2823 St. John Drive, Clearwater, Florida 33759, into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
8.8 Adopt Ordinance 8840-16 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 2823 St. John Drive, Clearwater, Florida
33759, upon annexation into the City of Clearwater, as Residential Low (RL).
8.9 Adopt Ordinance 8841-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 2823 St. John Drive,
Clearwater, Florida 33759, upon annexation into the City of Clearwater as Low
Page 11
City of Clearwater
Council Work Session Meeting Minutes April 4, 2016
Medium Density Residential (LMDR).
8.10Adopt Ordinance 8842-16 on second reading, annexing certain real properties whose
post office addresses are 2124 and 2125 Bell Cheer Drive and 2143 and 2147
Pleasant Parkway, all within Clearwater, Florida 33764, together with certain
right-of-way of Bell Cheer Drive and all right-of-way of Pleasant Parkway, into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
8.11Adopt Ordinance 8843-16 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 2124 and 2125 Bell Cheer Drive and
2143 and 2147 Pleasant Parkway, all within Clearwater, Florida 33764, upon
annexation into the City of Clearwater, as Residential Low (RL) and Preservation (P).
8.12Adopt Ordinance 8844-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office addresses are 2124 and 2125 Bell
Cheer Drive and 2143 and 2147 Pleasant Parkway, all within Clearwater, Florida
33764, upon annexation into the City of Clearwater as Low Medium Density
Residential (LMDR).
8.13Adopt Ordinance 8883-16 on second reading, amending the Operating Budget for the
Fiscal Year ending September 30, 2016 to reflect increases and decreases in
revenues and expenditures for the General Fund, Special Development Fund, Special
Program Fund, Solid Waste and Recycling Fund, Marine Fund, and Parking Fund.
8.14Adopt Ordinance 8884-16 on second reading, amending the Capital Improvement
Budget for the Fiscal Year ending September 30, 2016 to reflect a net increase of
$3,380,879.
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). — None.
12. Closing Comments by Mayor — None.
13. Adjourn
The meeting adjourned at 1:59 p.m.
Page 12
City of Clearwater