07/21/2016 City Council Meeting Minutes July 21, 2016
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Thursday, July 21, 2016
6:00 PM
Council Meeting Only Week
Council Chambers
City Council
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City of Clearwater
City Council Meeting Minutes July 21, 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 II — City Manager, Jill Silverboard — Deputy 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 6:00 p.m. at City Hall.
2. Invocation — Tracy Thomas from Atheist of Florida, Tampa Bay Coalition of
Reason and Humanist Society of the Suncoast
3. Pledge of Allegiance — Vice Mayor Jonson
4. Special recognitions and Presentations (Proclamations, service awards, or
other special recognitions. Presentations by governmental agencies or groups
providing formal updates to Council will be limited to ten minutes.) Given.
4.1 July Service Awards
Three service awards were presented to city employees. The July 2016 Employee
of the Month Award was presented to Sidney Ferguson, Engineering/Traffic
Department.
4.2 2016 Advanced Institute for Elected Municipal Officials Certificate awarded to Vice
Mayor Jonson
The Council recessed from 6:14 p.m. to 6:18 p.m. to meet as the Pension
Trustees.
5. Approval of Minutes
5.1 Approve the minutes of the June 16, 2016 City Council Meeting as submitted in
written summation by the City Clerk.
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Vice Mayor Jonson moved to approve the minutes of the June 16, 2016 City
Council Meeting as submitted in written summation by the City Clerk. The
motion was duly seconded and carried unanimously.
6. Citizens to be heard re items not on the agenda
Samuel Hutkin, Howard Warshauer, Michael Steves, Brian Sykes, Reid Hayden,
Linda Feldman, Jeff Manning, and Chris Mariana opposed the one-way pair
roadway conversion proposed for Coronado Drive and Hamden Drive, with
concerns expressed regarding the impact vehicular traffic would have on the
neighborhood and pedestrian safety.
Lynn Somerson apologized to the members of the Environmental Advisory Board
(EAB) and the Parks and Recreation Department representative for his behavior
during EAB's most recent meeting. He suggested that the City's Public
Communications and Parks and Recreation Departments should be marketing
Moccasin Lake Nature Park to be included in regional tourist public information
materials, not Park volunteers. He distributed copies of a recent Belleair Bee article
regarding McGough Nature Park in Largo.
John Hood expressed concerns that the city representative has not attended
several Moccasin Lake Nature Park Stakeholders Committee meetings and that
the Friends of Moccasin Lake were told, with no explanation, that the promised
aviaries were not going to be purchased.
Ryan Barka requested assistance to allow a beach valet service on Clearwater
Beach for individuals needing assistance transporting personal items on the beach.
Lisa Lanza suggested that a Birds of Prey program for Veterans be implemented at
Moccasin Lake Nature Park and expressed concerns that three representatives of
the Clearwater Regional Chamber of Commerce and three members of the Charter
Review Committee were appointed to the Stakeholders Committee. She suggested
that the Dunedin Merchants Association be offered an opportunity to serve on the
Stakeholders Committee.
Public Hearings - Not before 6:00 PM
7. Administrative Public Hearings
7.1 Approve the City of Clearwater's Fiscal Year 2017-2020 Four-Year Consolidated Plan
(Consolidated Plan) and Fiscal Year 2017 Annual Action Plan to implement the goals
and objectives set forth in the Plan, as required by HUD, and authorize the City to
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City Council Meeting Minutes July 21, 2016
enter into agreements with organizations approved for funding.
The U.S. Department of Housing and Urban Development (HUD) requires
communities that receive entitlement Community Development Block Grant
Program (CDBG) and HOME Investment Partnership Program (HOME) funds
to prepare a comprehensive planning document that evaluates the needs of
the community and sets forth strategies to address those needs. Traditionally,
the Consolidated Plan is a five-year document; however because of new
regulations issued by HUD, the City opted to sync with Pinellas County's
Consolidated Plan timeframe. Thus, we have a Four-Year Consolidated Plan.
The FY 2017-2020 Consolidated Plan consists of the following:
• Executive Summary
• Process Overview
• Needs Assessment
• Housing Market Analysis
• Strategic Plan
• Annual Action Plan
• Citizen Participation Plan
• Appendix
The Strategic Plan is structured around five goals in administering the City's
housing and community development programs. Each goal is accompanied by
corresponding objectives toward meeting that goal. These goals and objectives
are as follows:
• Housing Goal: Provide availability and accessibility to decent housing to
the low to moderate-income families within the city limits.
• Homeless Goal: Help to prevent and reduce homelessness within the
city limits.
• Non-Homeless and Special Needs Goal: Expand the accessibility and
coordination of social services to the city's special needs population.
• Community Development and Public Services/Facilities Goal: Enhance
the living environment for persons in low to moderate-income areas
through public improvements activities, public service programs and
elimination of blight.
• Economic Development Goal: Support programs that create economic
opportunities throughout the city with special emphasis given to areas
and persons of low to moderate-income.
The Strategic Plan also identifies four geographic priorities: 1) City-wide, Low-
and Moderate-Income Local Target Area; 2) Lake Bellevue Neighborhood
Revitalization Strategy Area (NRSA); 3) East Gateway District NRSA; and 4)
North Greenwood NRSA. The designation of a Local Target Area and NRSAs
increases the potential for coordinated planning and investment.
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In addition, the City is required to create and implement a plan to identify the
sources and uses of federal money for housing, community programs, and
economic development. This plan, referred to as an Annual Action Plan,
provides HUD with the City's housing budget and proposed expenditures
based on the entitlement funds and estimated program income that the City will
receive in the upcoming fiscal year to meet the goals established in the
Consolidated Plan.
Funds are used to develop viable communities and sustain existing ones. In
addition, the funds will be used to provide safe, decent and affordable housing
to assist extremely low- to moderate-income households. This years' Annual
Action Plan allocates federal funds to provide housing opportunities to
extremely low- to moderate-income households for new and existing homes,
construction and/or renovation of public facilities, and to fund public services
programs.
Clearwater anticipates a total allocation of$667,634 in CDBG funding and
$283,808 in HOME funding for Fiscal Year 2017. CDBG Revolving Loan Fund
program income is expected in the amount of$753,200 and CDBG carryover
funds from previous program years are expected in the amount of$516,021.
In addition, the City anticipates $438,020 of carryover funds through the HOME
program. Funds provided through the CDBG Program may be used for
housing, community and economic development, public services and facilities,
acquisition, relocation, demolition and administration. Funds provided through
the HOME Program are limited to housing-related activities and administration.
The City partners with several non-profit agencies to implement the goals and
objectives the City has established in the Consolidated Plan. To obtain these
partners, the City annually publishes a Notice of Funding Availability in the
local newspaper and on its website in February. This notice informs the public
of the resources the City will make available and the eligible uses of these
resources. It also informs them of the application period for requesting funds.
The applications were due in April and the City received a total of 18
applications for funding. One application was rejected because of failure to
attend a mandatory meeting, leaving 17 applications for funding.
A Technical Review Committee (TRC), comprised of professionals in the
social service and grants community and a member of the City's Neighborhood
and Affordable Housing Advisory Board (NAHAB), reviewed and ranked the
applications. Applicants were given an opportunity to present their proposed
projects at the monthly NAHAB meeting. City staff also reviewed each
application to ensure it met HUD's baseline requirements. The NAHAB met to
approve the recommended allocations contained in the Fiscal Year 2017
Annual Action Plan.
Each year the City may allocate up to 15% of its CDBG funds for Public
Services activities. The City may also provide funds for operating expenses to
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subrecipients who qualify as a Community-Based Housing Development
Organization. This year the City received requests for funding for public
services in the amount of$220,000, however based on HUD's formula,
$100,145 was available to fund eight organizations. The NAHAB has endorsed
a sliding scale funding system for Public Services applicants that dictates the
funding ratios based the ranking. Utilizing a sliding scale ensures the majority
of the applicants are funded. This year all agencies were funded, however
because the CDBG Grant was reduced the amount of funding for each agency
was also reduced.
The Consolidated Plan and Annual Action Plan are due to HUD on August 16,
2016. All organizations that will be receiving an allocation will have agreements
prepared and executed by October 1, 2016. Staff will perform compliance
monitoring with funded organizations on an annual basis.
Economic Development and Housing Director Denise Sanderson said staff is
recommending a program income change, $60,000 for HOME, which will be
used for the housing pool. This change will amend the proposed plan for a
total of$2,718,683.
Councilmember Caudell moved to approve the City of Clearwater's
Fiscal Year 2017-2020 Four-Year Consolidated Plan (Consolidated Plan)
and Fiscal Year 2017 Annual Action Plan to implement the goals and
objectives set forth in the Plan, as required by HUD, and authorize the
City to enter into agreements with organizations approved for funding.
The motion was duly seconded and carried unanimously.
8. Second Readings - Public Hearing
8.1 Adopt Ordinance 8895-16 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 3400 Gulf-to-Bay Boulevard, Clearwater,
Florida 33759, as Institutional (1), Commercial General (CG), Preservation (P),
Recreation/Open Space (R/OS), Residential Low (RL), and Water/Drainage Feature.
In response to questions, Clearwater Christian Private School Inc.
representative Katie Cole said the ordinance applies to the entire property
encumbered by the development agreement. As a condition of the original
development agreement, if the parties agree to terminate the agreement, the
City would move forward with reverting all of the land use and zoning
classifications back to as they were prior to the land use plan amendment
taken place. Ms. Cole said this will revert the classifications as if the 2010
actions never occurred on the campus property and the property recently
purchased by the City.
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Ordinance 8895-16 was presented and read by title only.
Councilmember Cundiff moved to adopt Ordinance 8895-16 on second
and final reading. The motion was duly seconded and upon roll call, the
vote was:
Ayes: 5 - Mayor Cretekos, Vice Mayor Jonson, Councilmember Caudell,
Councilmember Cundiff and Councilmember Hamilton
8.2 Adopt Ordinance 8896-16 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office address is 3400 Gulf-to-Bay
Boulevard, Clearwater, Florida 33759, as Institutional (1), Commercial (C),
Preservation (P), Low Density Residential (LDR), and Open Space/Recreation (OS/R).
Ordinance 8896-16 was presented and read by title only.
Councilmember Hamilton moved to adopt Ordinance 8896-16 on
second and final reading. The motion was duly seconded and upon roll
call, the vote was:
Ayes: 5 - Mayor Cretekos, Vice Mayor Jonson, Councilmember Caudell,
Councilmember Cundiff and Councilmember Hamilton
9. City Manager Reports
9.1 Adopt a tentative millage rate of 5.1550 mills for fiscal year 2016/17 and set public
hearing dates on the budget for September 15, 2016 and September 29, 2016, to be
held no earlier than 6:00 p.m.
In accordance with the Truth in Millage (TRIM) process, the City Council must
adopt a tentative millage rate and set public hearing dates prior to finalizing
and adopting a budget. This information must be provided to the Pinellas
County Property Appraiser and Tax Collector by August 4, 2016. The City's
proposed millage rate and public hearing dates will be included on the TRIM
notices mailed to taxpayers in August. This tentative rate cannot be increased
without first-class mailing notification to each taxpayer at the expense of the
City of Clearwater, not less than 10 days and not more than 15 days before the
public hearing.
The City Manager's recommended millage rate is 5.1550 mills, the same
millage rate as the current year. The rate is 6.71% more than the rolled back
rate of 4.8310 mills. The rolled-back rate is the millage rate that will provide
the City with the same property tax revenue as was levied in the prior year. If
the proposed millage rate of 5.1550 mills is adopted, the City's ordinance
adopting the millage rate will reflect a 6.71% increase from the rolled-back rate
of 4.8310 mills.
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The proposed millage rate as well as other TRIM millage rates will be noted on
the 2016 compliance forms as follows:
5.1550 mills - Tentative millage rate
4.8310 mills - Rolled-back millage rate
7.1737 mills - Maximum majority vote rate
7.8911 mills - Maximum two-thirds vote rate
The City Manager thanked Council for their continued support and said staff
is pleased to present a budget Council can support. Staff started the current
fiscal year Budget with a strong commitment to make meaningful progress
toward achieving many of the ULI recommendations, which were later
renamed Second Century priorities, as possible. In addition to focusing on
Council's strategic priorities, staff focused on the day-to-day requirements to
efficiently, effectively, and reliably deliver high quality municipal services to
residents. This year, staff used a general fund revenue model to provide
better clarity on the status of reserve funding and millage rate in the future.
The City Manager said the increase in staffing levels is tied to new initiatives
and priorities. It is important that staff evaluate things that may be
discontinued in order to create capacity for the addition of staffing and
initiatives.
Budget Manager Kayleen Kastel provided a PowerPoint presentation.
In response to questions, the City Manager said the items identified for the
special budget meeting on August 4 (i.e., Bicycle Friendly City Designation,
Clearwater Arts Alliance, and Nagano Sister Cities program) are not included
in the proposed budget. If approved, staff would adjust the budget to
accommodate the changes as directed by Council. This may require
decreasing a proposed line item to accommodate the change. Staff is not
recommending increasing the millage rate to accommodate changes. Ms.
Kastel said, if adopted, this would be the eighth consecutive year the millage
rate has remained the same.
Discussion ensued with concerns expressed that if the millage rate is not
increased to accommodate new projects, Council may have to decrease
program funding included in the preliminary budget. There was no
consensus to increase the proposed millage rate. It was stated that if the
millage rate is not increased tonight, any additions to preliminary budget
would require program or service reductions.
In response to questions, Assistant City Manager Jill Silverboard said the
proposed budget includes adding a transportation planner. Council will have
the RFP consideration for ferry services prior to the final adoption of the
budget. The preliminary budget does not include any costs associated with
the ferry service. Staff believes the Shifting Gears plan requires revision, the
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proposed transportation planner would work on the update. Penny for
Pinellas (Penny) 3 identifies funding for bike trails. The Emergency
Operations Center project was planned as part of the training facilities
improvements at Fire Station 48, the project was scaled back for cost
considerations. Ms. Silverboard said the project would have provided space
for a redundant system for the City's information and communication
systems. The only partial information system redundancy in place is in
General Services. Ms. Kastel said staff is proposing to use undesignated
funds in Penny 3 to fund the EOC project.
One individual opposed the proposed stormwater rate increase and
questioned when Council would discuss how the BP funds will be used.
In response to a concern, Ms. Silverboard said the failure at the Marshall
Street Water Pollution Control Facility was related to equipment failure that
led to a backup, not stormwater. There was no discharge into Stevenson
Creek.
Councilmember Hamilton moved to Adopt a tentative millage rate of
5.1550 mills for fiscal year 2016/17 and set public hearing dates on the
budget for September 15, 2016 and September 29, 2016, to be
held no earlier than 6:00 p.m. The motion was duly seconded and
carried unanimously.
9.2 Approve Banking Services Agreement with Wells Fargo Bank, N.A. for a three-year
period ending September 30, 2019, for not-to-exceed amount of$375,000, with the
option for two two-year renewals and authorize the appropriate officials to execute
same.
Request for Proposal 22-16 was issued March 8, 2016. Responses from the
following six banks were received: Bank of America (the City's current bank),
JP Morgan Chase, Regions, SunTrust, TD Bank, and Wells Fargo.
A selection committee consisting of staff from Finance, Parking Engineering,
Parks & Recreation, and Utility Customer Service short-listed JP Morgan
Chase, Regions, and Wells Fargo for oral presentations. Upon completion of
the presentations, Wells Fargo was the unanimous choice of the committee.
Wells Fargo was chosen on the strength of their experience, qualifications,
references, and capacity to provide services. Additionally, Wells Fargo offered
the lowest total fees for banking and custodial/safekeeping services, as well as
a very competitive interest rate on cash balances.
The not-to-exceed total of$375,000 includes $15,000 for transition costs and
$120,000 annually for banking and custodial safekeeping services.
APPROPRIATION CODE AND AMOUNT:
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Funds are available in cost code 699-07400-530100-585-000, Professional
Services, to fund this contract.
Vice Mayor Jonson moved to Approve Banking Services Agreement
with Wells Fargo Bank, N.A. for a three-year period ending September
30, 2019, for not-to-exceed amount of $375,000, with the option for two
two-year renewals and authorize the appropriate officials to execute
same. The motion was duly seconded and carried unanimously.
9.3 Approve a proposal from Construction Manager at Risk J. Kokolakis Contracting, Inc.
of Tarpon Springs, Florida in the amount of$1,785,005.66 to construct the Sherwood
Yard Street Sweeping Facility, approve Engineer of Record Supplemental Work Order
3 to Geosyntec in the amount of$18,415.00 for Final Site Layout Modifications and
Construction Phase Services, and authorize appropriate officials to execute same.
On June 6, 2013, City Council approved the use of Construction Manager at
Risk Services (CMR) for Continuing Contracts with Biltmore Construction Co.,
Inc of Bellaire, FL; Peter Brown Construction Solutions of Clearwater, FL;
Certus Builders, Inc. of Tampa, FL; Creative Contractors, Inc. of Clearwater,
FL; Honeywell Building Solutions of Orlando, FL; Keystone Excavators, Inc. of
Oldsmar, FL; and J. Kokolakis Contracting, Inc. of Tarpon Springs, FL.
These firms were selected in accordance with Florida Statutes 255.103 and
287.055 under Request for Qualifications 15-13 based upon construction
experience, financial capability, availability of qualified staff, local knowledge
and involvement in the community.
The intent of this project is to construct a facility for the collection and
processing of soil, rocks, vegetative debris, asphalt, and similar materials
normally associated with and actually from construction and routine
maintenance of roads and stormwater facilities, when such materials are
beneficially used or reused by the generator as part of a roadway or
stormwater maintenance project.
On November 15, 2011, City Council approved a Professional Services
Agreement with Geosyntec Consultant for Engineering Design and Permitting
services for the Sherwood Yard Street Sweeping Facility in an amount not to
exceed $300,000.00. This total budget is to be the funding mechanism for
each phase of the project.
December 27, 2011, the initial Work order initiation was executed for the
Pre-Design Phase in the amount of$63,378.00.
September 26, 2012, Supplemental Work Order 1 was executed for the Design
Phase in the amount of$219,080.00.
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February 10, 2014, Supplemental Work Order 2 was executed for additional
site layout modification in the amount of$10,000.00.
Supplemental Work Order 3 in the amount of$18,415.00 is for Final
Construction Plan modification and Construction Phase Services for a new
Work Order value of$310,873.00.
Construction is expected to be completed 245 days from date of Notice to
Proceed.
Sherwood Yard Street Sweeping Facility is owned, operated and maintained by
the Stormwater Division.
APPROPRIATION CODE AND AMOUNT:
0315-96180-563700-539-000-0000 $1,785,005.66
0315-96180-561200-539-000-0000 $ 18,415.00
Third quarter budget amendments will transfer $1,640,404.19 from Capital
Improvement Projects (CIP) consisting of$680,000 from 0315-96129,
Stevenson Creek Estuary Restoration, $424,607.74 from 0315-96168,
Stormwater System Expansion, and $535,796.45 from 0315-96178, Smallwood
Circle, to 0315-96180, Stormwater Maintenance Street Sweeping Facility.
Funds are available in CIP 0315-96180, Stormwater Maintenance Street
Sweeping Facility, in the amount of$163,016.47.
In response to questions, Engineering Manager Elliot Shoberg said street
sweepers are the most cost effective method to remove pollutants from the
environment. Most of the city is swept every six weeks. If the streets are not
swept, the materials wash away into the waterway and becomes a pollutant
in the water. Mr. Shoberg said the materials collected cannot be placed
where it did not originate. Materials collected off a road can be placed under
a new road, if collected off a creek, the garbage will be separated from the
materials so the materials may be used to build a creek. Materials that
cannot be used will be sent to the landfill. There is a potential for future
master planning improvements at the site.
Councilmember Caudell moved to Approve a proposal from
construction Manager at Risk J. Kokolakis Contracting, Inc. of Tarpon
Springs, Florida in the amount of $1,785,005.66 to construct the
Sherwood Yard Street Sweeping Facility, approve Engineer of Record
Supplemental Work Order 3 to Geosyntec in the amount of $18,415.00
for Final Site Layout Modifications and Construction Phase Services,
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and authorize appropriate officials to execute same. The motion was
duly seconded and carried unanimously.
9.4 Disband the Enterprise Zone Development Agency.
The Florida Enterprise Zone Program expired on December 31, 2015. Since
the program was not renewed, the City's Enterprise Zone Development Agency
will no longer be active.
Councilmember Cundiff moved to Disband the Enterprise Zone
Development Agency. The motion was duly seconded and carried
unanimously.
The City Clerk said staff has been informed that the Thursday October 6
council meeting conflicts with a MPO summit Councilmember Caudell must
attend. There was consensus to move the October 6 council meeting to
Wednesday, October 5 at 6:00 p.m. Staff was directed to request the
Downtown Development Board reschedule their October 5 meeting to
another date.
The City Clerk said staff has received a request to reschedule the Monday,
November 28 work session to Tuesday, November 29 at 9:00 a.m. to
accommodate the Thanksgiving Holiday. There was consensus to
reschedule the November 28 work session to Tuesday, November 29.
10. City Attorney Reports — None.
11. Closing comments by Councilmembers (limited to 3 minutes)
Vice Mayor Jonson said the Pinellas Suncoast Transit Authority (PS TA)
announced a new initiative to allow those who qualify for the transportation
disadvantaged program to use a taxi or Uber service to travel to and from
their job outside the PSTA operational hours. He suggested citizens view
Council's discussion regarding one-way pairs that took place December 3,
2009. He said he is proud that the Police Department reaches out to the
community and appreciates local organizations that participate in dialogue.
Councilmember Caudell suggested adding a representative from Clearwater
Jazz Holiday, Clearwater Arts Alliance, and Capitol Theatre/Ruth Eckerd Hall
to the Bluff Master Plan stakeholders group.
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12. Closing Comments by Mayor
Mayor Cretekos reviewed recent and upcoming events.
13. Adjourn
The meeting adjourned at 8:08 p.m.
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Mayor
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City Clerk
City of Clearwater
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