05/02/2016 Council Work Session Meeting Minutes May 2, 2016
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Monday, May 2, 2016
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes May 2, 2016
Roll Call
Present 5 - Mayor George N. Cretekos, Vice Mayor Bill Jonson,
Councilmember Doreen Caudell, Councilmember Bob Cundiff, and
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. Engineering
2.1 Approve the final plat for Alexander at Countryside, whose physical address is 2506
Countryside Boulevard, located on the South-Westerly corner of Countryside
Boulevard and Enterprise Road, South of S.R. 580 and East of Belcher Rd. (consent)
This plat will create one lot consisting of 44.3 acres more or less.
This will be for 330 unit multi-family development.
This was preliminarily approved thru application PLT2015-09002 in December
of 2015.
2.2 Approve a Cooperative Agreement between Pinellas County and the Cities of
Clearwater and Dunedin for the development of a Comprehensive Watershed Master
Plan (WMP) of Curlew Creek in the amount of$70,325.81 and authorize the
appropriate officials to execute same. (consent)
The WMP will provide a watershed model update and evaluation, floodplain
delineation, Level of Service determination (LOS), Surface Water Resource
Assessment (SWRA) and Best Management Practices (BMP) alternative
analysis for the Curlew Creek Watershed in Pinellas County.
The watershed covers a total area of approximately 8,546 acres located
within Pinellas County as well as the cities of Dunedin and Clearwater and
ultimately discharges into St. Joseph Sound.
The cost of the Watershed Master Plan is $850,000. The cost is being shared
as follows:
SWFWMD $425,000.00
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Council Work Session Meeting Minutes May 2, 2016
Pinellas County $262,943.91
Clearwater $ 70,325.81
Dunedin $ 91,730.28
Should the cost of the project exceed the budget, Pinellas County is
responsible for the overage.
APPROPRIATION CODE AND AMOUNT:
0315-96170-561200-539-000-0000 $70,325.81
Funding is available in Capital Improvement Program project 0315-96170,
Coastal Basins Projects, to fund the agreement.
In response to a question, Engineering Manager Elliot Shoberg said the City is
doing only the Curlew Creek section as Smith Bayou is not with city limits.
3. Marine & Aviation
3.1 Approve a 30-year Lease between the City of Clearwater and Clearwater Beach
Seafood, Inc., to operate a full service restaurant at 37 Causeway Blvd., approve the
license to utilize square footage west of the lease footprint for additional outdoor
seating, and authorize the appropriate officials to execute same. (consent)
The City of Clearwater has negotiated a Lease Agreement with top-ranked
firm, Clearwater Beach Seafood, Inc., in response to RFP 20-15 (RFP), to
demolish the existing structure located at 37 Causeway Boulevard and
construct and operate a new restaurant for a term not to exceed thirty years.
The term of this Lease shall be for a period of 30 years, commencing on the
Substantial Completion Date and expiring on the day immediately preceding
the 30th anniversary of the Substantial Completion Date unless sooner
terminated pursuant to the terms of the Lease. The term "Substantial
Completion" means substantial completion of the Tenant Work in accordance
with the Final Plans, as evidenced by Tenant's receipt of all approvals
necessary for Tenant to occupy and operate its restaurant in the Building,
including, without limitation, a certificate of occupancy for the Building.
The base rent will be based on 5,894 square feet and will have a 2% annual
increase. Clearwater Beach Seafood, Inc. will also pay 2% of gross food sales
and 9% of gross alcohol sales in excess of the breakpoint to the City of
Clearwater on a monthly basis. The food sales breakpoint is $307,692.31 and
the alcohol sales breakpoint is $9,230.77. On the first day of the second rental
year and each subsequent rental year, the food sales breakpoint shall increase
by 2% as detailed in Article IV, "Base Rent" and "Percentage Rent."
The estimated lessee investment in the project is $3.43 million of which $2.55
million is to be amortized.
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Council Work Session Meeting Minutes May 2, 2016
Approving the license agreement for commercial use of City of Clearwater
property west of the lease footprint will allow Clearwater Beach Seafood, Inc.
to utilize ground floor space for seating, adding an additional 88 seats to the
restaurant. By allowing additional seating, the city will see an increase in
alcohol sales revenue of approximately 18% annually and an increase in food
sales revenue of approximately 55% annually.
Staff supports this lease agreement as being in the best interest of the City and
the Marine Enterprise Fund, for the following reasons:
Clearwater Beach Seafood, Inc.:
- has been an outstanding tenant operating from the existing footprint out of a
converted gas station
- has an established performance record from which to base their rent
projections
- has presented a modern beach appealing design concept both in the exterior
look and interior finishes
- has an established reputation for a quality product with a family friendly price
and atmosphere
In response to questions, Marine and Aviation Director Bill Morris said the
existing building is only two stories high. There is currently seating enclosed
on the ground floor, which borders on a velocity zone/floodplain. Removable
seating will be permitted, walls on the ground floor cannot be constructed. The
license agreement allows 358 seats, the City receives 9% of alcohol sales
over$10,000 per month and 2% for food sales over$4 million. The proposed
ground seating is part of the license agreement, this area is currently a
landscaped green space triangle with foot paths. The applicant will work with
the City to determine the landscape in the buffer zone. The City Attorney said
the triangle area is covered by the license agreement and can be terminated
by Council with notice. The base rent is associated with the structure, not the
seating. Mr. Morris said the parent company for Crabby Bills is Prime Cost
Management, Greg Powers is the President/CEO of the franchise.
Councilmember Caudell departed Chambers from 1:10 p.m. through 1:13 p.m.
4. Public Utilities
4.1 Approve a Blanket Purchase Order with Xylem, Inc. of Apopka, FL, in the annual
amount of$200,000.00 with the option for two, one-year term extensions for the
purchase of Flygt Pumps, replacement parts, and factory authorized service effective
June 1, 2016, and authorize the appropriate officials to execute same. (consent)
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Council Work Session Meeting Minutes May 2, 2016
Flygt Pumps are standardized in the City's wastewater facilities, lift stations,
submerged internal recycle, and backwash pumping applications due to
reliability of the pumps and to facilitate operational and maintenance efficiency.
Standardization of pumping equipment reduces redesign/retrofit of the piping
systems and overall down time, which is critical to maintaining regulatory
compliance. Standardization also reduces the required stocking of parts,
replacement pumps, and the cost of maintenance operations.
In accordance with City Code Section 2.564 (1)(b), Exceptions to Bidding,
Xylem has been determined a sole source vendor for Flygt Pumps,
replacement parts and factory authorized service. In previous years, the City
piggy-backed the Hillsborough County's contract with Xylem, maintained
through the State of Florida. Hillsborough County's contract recently expired
and will not been renewed. Xylem is offering the City a 9% discount, which is
2% more than the previous contract.
APPROPRIATION CODE AND AMOUNT:
0421-01347-550400-535-000-0000 $ 40,200.00 FY 15/16
0421-01351-550400-535-000-0000 $ 26,800.00 FY 15/16
0421-01347-550400-535-000-0000 $ 79,800.00 FY 16/17
0421-01351-550400-535-000-0000 $ 53,200.00 FY 16/17
Sufficient funding is available in the Water& Sewer Utility Fund operating cost
centers 0421-01347, Utility Maintenance, in the amount of$40,200.00 and
0421-01351, Wastewater Plant Operations, in the amount of$26,800.00, to
fund the current fiscal year's cost of the contract. The funding for the remaining
balance of$133,000.00 will be included in the Water and Sewer recommended
operating budget from the director.
In response to questions, Utilities Director David Porter said Hillsborough
County has built an expensive pump replacement facility and reason why their
contract is not being renewed.
5. Public Communications
5.1 Award a contract (purchase order) for Copying and Printing Services to GLEM Inc
DBA Sir Speedy Printing and authorize the appropriate officials to execute same.
(consent)
Public Communications staff is requesting that an annual blanket purchase
order be approved for GLEM Inc DBA Sir Speedy Printing of Clearwater, FL for
as-needed term contract for copying and printing services required by the
City's departments.
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Council Work Session Meeting Minutes May 2, 2016
Five responses were received for the Invitation to Bid No. 09-16 Copying and
Printing Services. After evaluating the costs for various services, staff is
recommending GLEM Inc. DBA Sir Speedy Printing as the most responsive,
responsible proposer to the Invitation to Bid specifications.
Sir Speedy has an extensive printing resume, providing for small and large
quantity print jobs with high quality work and quick turnaround times.
The City is not obligated to use any or the entire amount of the $150,000 being
requested. The $150,000 estimated annual budget is based on the amount of
historical printing expenditures.
Staff recommends award of a blanket purchase order for one year, with two
one-year renewal terms. Annual renewals will not exceed $150,000 without
appropriate authorization/approval, as required.
APPROPRIATION CODE AND AMOUNT:
Funding for this BPO will come from a variety of departmental codes
throughout the city depending on who requests what jobs to be printed.
6. Official Records and Legislative Services
6.1 Review Council Rules and provide direction.
Vice Mayor Jonson has submitted the following for council consideration:
• Rule 15, Rules of Decorum
o Change title to: Rules of Conduct. The rule is not intended to
override other rules of decorum provided in Robert's Rules of
Order.
In response to questions, the City Attorney said the City's rules of conduct prevail
over Robert's Rules of Order; if there is a conflicting rule of decorum, the Council's
rule would prevail if the title remained unchanged. The council rule is limiting and
addresses conduct.
There was consensus to implement the amendment.
6.2 Review Council Policies and provide direction.
Staff is recommending the following changes:
• Page 20, Policy L, Distribution of Council Correspondence
o Amend last sentence of second paragraph to read, "Mail will be
delivered to the Council at least once per week, or as needed."
• Page 21, Policy M, Strategic Planning
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Council Work Session Meeting Minutes May 2, 2016
• Amend title to read, "Strategic Direction/Planning."
• Amend policy statement to read, "Each year the City Council
shall meet in a strategic direction/planning session(s) as part of
the budget preparation process. The meeting(s) will review the
five-year financial forecast and update as necessary, the City's
Mission, Values and Vision Statements. From these documents,
a five-year strategic plan wi# may be developed or revised. The
five-year strategic plan will become the basis for the annual City
Manager and City Attorney Objectives, and the City's annual
budget process for the next fiscal year."
• Page 23, Policy B, Sparkling Clearwater
• Amend title to read, "Sparkling Gleapw ate Bright and Beautiful."
• Amend the policy statement to read, "In order to maintain and
enhance the image of +rig Bright and Beautiful Clearwater,
the Council supports staff in enhanced solid waste recycling and
conservation projects, tightening and increasing enforcement of
codes (i.e., fence landscaping, prohibition of banners, lot
clearing, etc.). Staff is also directed to place a greater
emphasis on and coordinate aesthetic consideration on site
plans and other development review (i.e., placement of
dumpsters, fencing of dumpsters, property landscaping and
landscaping of parking lots including perimeter plantings). Litter
cleanup and "adopt a street or park" programs are encouraged.
Educational and incentive programs for both City staff and the
public addressing this issue should be developed."
Vice Mayor Jonson has submitted the following for council consideration:
• Page 8, (7), Portfolio Composition, Risk and Diversification
• Spell out abbreviations for CMOs and REMIC
■ Staff concurs with the recommended change.
■ Amend the policy statement to read, "Assets held shall
be diversified to control risk of loss resulting from
over-concentration of assets in a specific maturity,
issuer, instrument, or dealer/broker, through which these
instruments are bought and sold. The following
maximum limits apply to the portfolio:
** Real Estate Mortgage Investment Conduits"
Specific issuer 40% Specific dealer/broker33%
Commercial paper 25% CMOs* and REMIC** 33%
* Collateralized Mortgage Obligations
Maturity date 10% Specific instrument 8%
options:
• Consider revising the current policy with one of the following
■ Previous wording
• Page 18, D(3), Citizen Inquiries - Responses
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Council Work Session Meeting Minutes May 2, 2016
Inquiries addressed to the whole Council, whether in one
letter or duplicate letters to all Council members, will be
answered factually by the Mayor_with an introductory
phrase of"On behalf of the Clearwater City Council."
When needed, responses will be brought to Council for
direction, prior to being sent. Mail will be routed to the
appropriate staff to draft a response. Individual
Councilmembers are not precluded from responding
individually to express their opinion.
• Wording adopted after considerable discussion on
10/4/2012:
Inquiries addressed to the whole Council, whether in one
letter (or email) or duplicate letters to all
Councilmembers, will be answered factually by the
Mayor using language that indicates that he or she is
responding for the Clearwater City Council. When
needed, responses will be brought to Council for
direction, prior to being sent. Mail will be routed to the
appropriate staff to draft a response. Individual
Councilmembers are not precluded from responding
individually to express their opinion.
• Possible alternative
Inquiries addressed to the whole Council, whether in one
letter (or email) or duplicate letters to all
Councilmembers, will be routed to the appropriate staff
to draft a factual response. The draft response will be
provided to all Councilmembers for their individual
replies.
There was consensus to pursue the recommended changes for Policies 20L,
238, 8(7).
In response to questions, the City Manager said the recommended changes
for Policy 21M reflect the process currently followed by staff and approach
followed by council in the past. Staff may be given strategic direction that does
not change the strategic plan. During the most recent strategic planning
session, staff created an environment for council to recommend changes but
the plan was not changed.
Discussion ensued with comments made that Councilmembers attending
events should recognize the council as a whole when accepting items on the
collegial body's behalf, the Mayor's response in correspondence should
include the language outlined in the policy.
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Council Work Session Meeting Minutes May 2, 2016
7. Legal
7.1 Adopt Ordinance 8805-16 on second reading, amending the city's Comprehensive
Plan by amending the Future Land Use Plan element updating the concurrency
management system and allowing for non-contiguous annexations; amending the
transportation element, establishing multi-modal design features; amending the
coastal management element; amending the intergovernmental coordination element;
amending the capital improvements element; and updating various terms and
references.
7.2 Adopt Ordinance 8806-16 on second reading, amending Appendix A of the Code of
Ordinances, renaming the Transportation Fee as the Multi-Modal Impact Fee,
amending Division 9; amending Article 8; and replacing various "City Commission"
references with "City Council."
In response to a concern, Planner Kyle Brotherton said the term "multi-modal'
is the state recommended terminology, which is also used by Pinellas County.
7.3 Adopt Ordinance 8847-16 on second reading, annexing certain real properties whose
post office addresses are 1216 Aloha Lane, 1310 Idlewild Drive, 1915 Macomber
Avenue, 2047 and 2049 Poinsetta Avenue, 1273 Sedeeva Circle North, 1209 and
1212 Sheridan Road and 1227 Union Street, all within Clearwater, Florida 33755,
together with certain rights-of-way of Aloha Lane, Douglas Avenue, Sheridan Road,
Union Street and Poinsetta Avenue, into the corporate limits of the city and redefining
the boundary lines of the city to include said additions.
7.4 Adopt Ordinance 8848-16 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 properties whose post office addresses are 1216 Aloha Lane, 1310 Idlewild Drive,
1915 Macomber Avenue, 2047 and 2049 Poinsetta Avenue, 1273 Sedeeva Circle
North, 1209 and 1212 Sheridan Road and 1227 Union Street, all within Clearwater,
Florida 33755, upon annexation into the City of Clearwater, as Residential Urban (RU)
and Preservation (P).
7.5 Adopt Ordinance 8849-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real properties whose post office addresses are 1216 Aloha Lane,
1310 Idlewild Drive, 1915 Macomber Avenue, 2047 and 2049 Poinsetta Avenue, 1273
Sedeeva Circle North, 1209 and 1212 Sheridan Road and 1227 Union Street, all
within Clearwater, Florida 33755, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR) and Preservation (P).
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Council Work Session Meeting Minutes May 2, 2016
7.6 Adopt Ordinance 8850-16 on second reading, annexing certain real properties whose
post office addresses are 2040 Poinsetta Avenue, 1208 and 1210 Sunset Point Road,
all within Clearwater, Florida 33755, together with certain rights-of-way of Sunset Point
Road and Douglas Avenue, into the corporate limits of the city and redefining the
boundary lines of the city to include said additions.
7.7 Adopt Ordinance 8851-16 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 properties whose post office addresses are 2040 Poinsetta Avenue, 1208 and
1210 Sunset Point Road, all within Clearwater, Florida 33755, upon annexation into
the City of Clearwater, as Residential Urban (RU).
7.8 Adopt Ordinance 8852-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real properties whose post office addresses are 2040 Poinsetta
Avenue, 1208 and 1210 Sunset Point Road, all within Clearwater, Florida 33755, upon
annexation into the City of Clearwater, as Low Medium Density Residential (LMDR).
7.9 Adopt Ordinance 8853-16 on second reading, annexing certain real property whose
post office address is 1224 Sunset Point Road, Clearwater, Florida 33755, together
with all abutting right-of-way of Sunset Point Road into the corporate limits of the city
and redefining the boundary lines of the city to include said addition.
7.10Adopt Ordinance 8854-16 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 1224 Sunset Point Road, Clearwater,
Florida 33755, upon annexation into the City of Clearwater, as Residential Urban
(RU).
7.11Adopt Ordinance 8855-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 1224 Sunset Point Road,
Clearwater, Florida 33755, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
7.12Adopt Ordinance 8865-16 on second reading, annexing certain real property whose
post office address is 1790 McCauley Road, Clearwater, Florida 33765 into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
7.13Adopt Ordinance 8866-16 on second reading, amending the future land use plan
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Council Work Session Meeting Minutes May 2, 2016
element of the Comprehensive Plan of the city to designate the land use for certain
real property whose post office address is 1790 McCauley Road, Clearwater, Florida
33765, upon annexation into the City of Clearwater, as Residential Estate (RE).
7.14Adopt Ordinance 8867-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 1790 McCauley Road,
Clearwater, Florida 33765, upon annexation into the City of Clearwater, as Low
Density Residential (LDR).
7.15Adopt Ordinance 8868-16 on second reading, annexing certain real property whose
post office address is 1635 Sherwood Street, Clearwater, Florida 33755, together with
the abutting right-of-way of Lynn Avenue, into the corporate limits of the city and
redefining the boundary lines of the city to include said addition.
7.16Adopt Ordinance 8869-16 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 1635 Sherwood Street, Clearwater, Florida
33755, upon annexation into the City of Clearwater, as Residential Low (RL).
7.17Adopt Ordinance 8870-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 1635 Sherwood Street,
Clearwater, Florida 33755, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
7.18Adopt Ordinance 8871-16 on second reading, annexing certain real properties whose
post office addresses are 2109 Burnice Drive, 2173, 2174 and 2185 Bell Cheer Drive,
all within Clearwater, Florida 33764, into the corporate limits of the city and redefining
the boundary lines of the city to include said additions.
7.19Adopt Ordinance 8872-16 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 properties whose post office addresses are 2109 Burnice Drive, 2173, 2174 and
2185 Bell Cheer Drive, all within Clearwater, Florida 33764, upon annexation into the
City of Clearwater, as Residential Low (RL).
7.20Adopt Ordinance 8873-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real properties whose post office addresses are 2109 Burnice Drive,
2173, 2174 and 2185 Bell Cheer Drive, all within Clearwater, Florida 33764, upon
annexation into the City of Clearwater, as Low Medium Density Residential (LMDR).
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7.21Adopt Ordinance 8874-16 on second reading, annexing certain real property whose
post office address is 1484 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.
7.22Adopt Ordinance 8875-16 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 1484 Grove Circle Court, Clearwater,
Florida 33755, upon annexation into the City of Clearwater, as Residential Low (RL).
7.23Adopt Ordinance 8876-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 1484 Grove Circle Court,
Clearwater, Florida 33755, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
7.24Adopt Ordinance 8897-16 on third reading, annexing certain real property whose post
office address is 1712 Grove Drive, Clearwater, Florida 33759, into the corporate
limits of the city and redefining the boundary lines of the city to include said addition.
7.25Adopt Ordinance 8898-16 on third 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 1712 Grove Drive, Clearwater, Florida
33759, upon annexation into the City of Clearwater, as Residential Low (RL).
7.26Adopt Ordinance 8899-16 on third reading, amending the Zoning Atlas of the city by
zoning certain real property whose post office address is 1712 Grove Drive,
Clearwater, Florida 33759, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
8. City Manager Verbal Reports — None.
9. City Attorney Verbal Reports — None.
10. 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 Caudell said the Metropolitan Planning Organization/Pinellas
Planning Council is hosting a spotlight session regarding beach access at
Madeira Beach on May 3, 2016.
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11. Closing Comments by Mayor
Mayor Cretekos encouraged all to participate on Give Tampa Bay Day on
May 3, 2016.
12. Adjourn
The meeting adjourned at 1:51 p.m.
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