10/17/2016 Council Work Session Meeting Minutes October 17, 2016
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Monday, October 17, 2016
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
Roll Call
Present 5 - Mayor George N. Cretekos, Vice Mayor Bill Jonson, Councilmember
Doreen Caudell (Arrived 1:25 p.m.), Councilmember Bob Cundiff, and
Councilmember Hoyt Hamilton
Also Present: William B. Horne II — City Manager, Jill S. 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 Mayor said Councilmember Caudell was en route and arriving a few
minutes late.
He wished Vice Mayor Jonson a Happy Birthday.
2. Presentations
2.1 October Service Awards
Four service awards were presented to city employees. The September
2016 Employee of the Month Award was presented to Herman
Winthrop, Public Utilities.
The Council recessed from 1:06 p.m. to 1:13 p.m. to meet as the Community
Redevelopment Agency and the Pension Trustees.
3. Planning
3.1 Approve an amendment to an existing professional services agreement with
Foundation Design LLC (d.b.a MERJE), for the US 19 Master Wayfinding and
Signage Plan, increasing the purchase order from $64,295 to $268,795 to fund Phase
2 as described in the Additional Scope of Services, and authorize the appropriate
officials to execute same. (consent)
The preparation and installation of a wayfinding program was identified as a
strategy in the U.S. 19 Corridor Redevelopment Plan. In August 2015, the
Planning and Development Department issued a Request for Qualifications for
environmental graphic and design services to develop a wayfinding and
signage master plan for the Corridor. On January 29, 2016, MERJE, a
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Council Work Session Meeting Minutes October 17, 2016
nationally recognized firm with extensive community wayfinding experience,
was awarded a contract in the amount of$64,295 to develop such plan. Key
objectives of the plan were to:
• strengthen the brand identity of the Corridor;
• identify key destinations along the Corridor;
• help drivers better navigate the controlled access highway and frontage
roads; and
• direct pedestrians, bicyclists and transit users in the area.
In developing the Master Plan MERJE used a two-step approach which
involved a wayfinding analysis and schematic design development. This
process included field work, interviews with stakeholders along the Corridor,
interviews with government agencies and a stakeholder and public meeting
where three schematic designs were presented for feedback. Based on
feedback a fourth design was developed.
The US 19 Corridor Wayfinding and Signage Plan (Phase 1) lays the
foundation for the wayfinding program. The Planning and Development
Department is seeking Council approval for Phase 2 in the amount of$204,500
to conduct the detailed design work. This project will result in the final design
for all sign types, sign locations, message schedule, orientation map and
brochure, bid assistance and construction administration. Phase 3 of this
project will be the actual contract for the fabrication and installation and will be
presented to Council for approval.
Funding for this contract is available in capital project 315-92842, US 19
Wayfinding, to fund this contract.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
MERJE representative John Bosio provided a PowerPoint presentation.
In response to questions, Mr. Bosio said the back of the wayfinding sign within
the US 19 district will have the City's logo on the back. Each district will have
its own element. MERJE and city staff are working with FDOT regarding
implementing wayfinding signs similar to International Plaza or Sundial, those
types of signs are related to visitation. Mr. Bosio said MERJE is optimistic that
FDOT will approve the signs for the Westfield Countryside Mall area. The
exact locations of the area designator signs will be determined with staff
assistance at a future date. The concept to paint the underside of US Hwy 19
was suggested in order to match the Gulf to Bay Boulevard overpass. Mr.
Bosio said painting the entire underside would be expensive, but another
option that could be considered is painting only the east and west facing
fagades. Planning and Development Assistant Director Gina Clayton said the
exact number of signs or total project budget have not been determined yet.
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The project can be scaled back depending on the costs, the Welcome to
Clearwater signs are expected to be big cost items that will need additional
funding. The consultant will work with staff to identify any grant funding
opportunities.
Staff was directed to determine if any funding remains from painting the
underside of the bridge at Gulf to Bay Boulevard.
In response to questions, Mr. Bosio said FDOT allows directional signs on
interstates in rural areas. US Hwy. 19 is not an interstate, but a hybrid of a
limited access highway. Regarding existing address signs, it is suggested that
address signage be addressed in the frontage road area, as one comes off US
Hwy. 19. Regarding exit number sings, the City may consider pursuing it with
FDOT since it is currently not allowed.
The City Manager said FDOT tries to control the appearance of signs, any
deviation from their sign standards has not been supported by FDOT. What
may be obvious to the City, such as exit signs, is not to the agency. Mr. Bosio
said the agency uses signs that states a destination is "x"miles away from the
actual exit instead of exit numbers. The wayfinding sign issue on US Hwy. 19
will not be solved by one tool, the Master Plan identifies all the available tools
to provide wayfinding solutions.
Staff was directed to take Item 3.1 off the consent agenda.
3.2 Approve the annexation, initial Future Land Use Map designation of Residential Low
(RL) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR)
District for 2130 and 2192 Bell Cheer Drive; and pass Ordinances 8948-16, 8949-16
and 8950-16 on first reading. (ANX2016-08025)
These voluntary annexation petitions involve two parcels of land totaling 0.518
acres, both occupied by single-family homes. The parcels are located generally
south of Druid Road, east of South Hercules Avenue, west of South Belcher
Road and north of Lakeview Road. The applicants are requesting annexation
in order to receive solid waste service from the City and have been connected
to the city sanitary sewer as part of the Belcher Area Sanitary Sewer System
Extension Project. The properties are contiguous to existing city limits along at
least one property boundary. It is proposed that the properties be assigned a
Future Land Use Map designation of Residential Low (RL) and a Zoning Atlas
designation of Low Medium Density Residential (LMDR).
The Planning and Development Department determined that the proposed
annexations are consistent with the provisions of Clearwater Community
Development Code Section 4-604.E as follows:
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• The properties currently receive water service from Pinellas County.
Collection of solid waste will be provided to the properties by the City.
The applicants have paid the sewer impact fee in full and have been
connected to the City's sanitary sewer system. The properties are
located within Police District II and service will be administered through
the district headquarters located at 645 Pierce Street. Fire and
emergency medical services will be provided to this properties by
Station 49 located at 565 Sky Harbor Drive. The City has adequate
capacity to serve these properties with sanitary sewer, solid waste,
police, fire and EMS service. Water service will continue to be provided
by the County. The proposed annexations will not have an adverse
effect on public facilities and their levels of service; and
• The proposed annexations are consistent with and promote the
following objectives and policy of the Clearwater Comprehensive Plan:
Objective A.6.4 Due to the built-out character of the City of
Clearwater, compact urban development within the urban
service area shall be promoted through application of the
Clearwater Community Development Code.
Objective A.7.2 Diversify and expand the City's tax base through
the annexation of a variety of land uses located within the
Clearwater Planning Area.
Policy A.7.2.3 Continue to process voluntary annexations for
single-family residential properties upon request.
• The proposed Residential Low (RL) Future Land Use Map category is
consistent with the current Countywide Plan designation of these
properties. This designation primarily permits residential uses at a
density of 5 units per acre. The proposed zoning district to be assigned
to the properties is Low Medium Density Residential (LMDR). The uses
of the subject properties are consistent with the uses allowed in the
District and the properties exceed the District's minimum dimensional
requirements. The proposed annexations are therefore consistent with
the Countywide Plan and the City's Comprehensive Plan and
Community Development Code; and
• The properties proposed for annexation are contiguous to existing city
limits along at least one property boundary. Therefore, the annexation
is consistent with Florida Statutes Chapter 171.044.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
3.3 Approve the annexation, initial Future Land Use Map designation of Residential Low
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(RL) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR)
District for 3041 Merrill Avenue; and pass Ordinances 8951-16, 8952-16 and 8953-16
on first reading. (ANX2016-08026)
This voluntary annexation petition involves one parcel of land totaling 0.185
acres, and is occupied by a single family home. The parcel is located on the
south side of Merrill Avenue approximately 450 feet west of McMullen Booth
Road. The applicant is requesting annexation in order to receive solid waste
service from the City and will be connected to the city sanitary sewer as part of
the Kapok Terrace Sanitary Sewer System Extension Project. The property is
not contiguous to existing city limits; however, it is in an enclave surrounded by
city property on all sides (Type A) and is eligible for annexation pursuant to the
Interlocal Service Boundary Agreement with Pinellas County. It is proposed
that the property be assigned a Future Land Use Map designation of
Residential Low (RL) and a Zoning Atlas designation of Low Medium Density
Residential (LMDR).
The Planning and Development Department determined that the proposed
annexation is consistent with the provisions of Clearwater Community
Development Code Section 4-604.E as follows:
• The property currently receives water service from the City. Collection
of solid waste will be provided to the property by the City. The applicant
will connect to the City's sanitary sewer service when it is made
available, and is aware of the sewer impact fee that must be paid in
order to connect and of the financial incentives available. The property
is located within Police District III and service will be administered
through the district headquarters located at 2851 N. McMullen Booth
Road. Fire and emergency medical services will be provided to this
property by Station 49 located at 565 Sky Harbor Drive. The City has
adequate capacity to serve this property with sanitary sewer, solid
waste, police, fire and EMS service. The proposed annexation will not
have an adverse effect on public facilities and their levels of service;
and
• The proposed annexation is consistent with and promotes the following
objectives and policies of the Clearwater Comprehensive Plan:
Objective A.6.4 Due to the built-out character of the City of
Clearwater, compact urban development within the urban
service area shall be promoted through application of the
Clearwater Community Development Code.
Objective A.7.2 Diversify and expand the City's tax base through
the annexation of a variety of land uses located within the
Clearwater Planning Area.
Policy A.7.2.3 Continue to process voluntary annexations for
single-family residential properties upon request.
Policy A.7.2.4 Allow voluntary annexations for noncontiguous
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properties that are within an enclave as defined by Section
171.031(13)(a), Florida Statutes ("Type A" enclaves) and as
authorized by the 2014 Interlocal Service Boundary Agreement
(ISBA) between Pinellas County and municipalities, including
the City of Clearwater.
• The proposed Residential Low (RL) Future Land Use Map category is
consistent with the current Countywide Plan designation of the property.
This designation primarily permits residential uses at a density of 5
units per acre. The proposed zoning district to be assigned to the
property is Low Medium Density Residential (LMDR). The use of the
subject property is consistent with the uses allowed in the District and
the property exceeds the District's minimum dimensional requirements.
The proposed annexation is therefore consistent with the Countywide
Plan and the City's Comprehensive Plan and Community Development
Code; and
• The property proposed for annexation is not contiguous to city limits but
is located in a Type A Enclave; therefore, the annexation is consistent
with the Interlocal Service Boundary Agreement authorized by Florida
Statutes Chapter 171.204.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
3.4 Approve the annexation, initial Future Land Use Map designation of Residential Urban
(RU) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR)
District for 1846 Pineland Drive; and pass Ordinances 8954-16, 8955-16 and 8956-16
on first reading. (ANX2016-08027)
This voluntary annexation petition involves one parcel of land totaling 0.169
acres and is occupied by a single family home. The parcel is located on the
west side of Pineland Drive approximately 360 feet south of Sunset Point
Road. The applicant is requesting annexation in order to receive solid waste
service from the City. The property is contiguous to existing city limits to the
east. It is proposed that the property be assigned a Future Land Use Map
designation of Residential Urban (RU) and a Zoning Atlas designation of Low
Medium Density Residential (LMDR).
The Planning and Development Department determined that the proposed
annexation is consistent with the provisions of Clearwater Community
Development Code Section 4-604.E as follows:
• The property currently receives water service from the City. Sewer
service is not readily available to the applicant's property. Collection of
solid waste will be provided to the property by the City. The property is
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located within Police District II and service will be administered through
the district headquarters located at 645 Pierce Street. Fire and
emergency medical services will be provided to this property by Station
51 located at 1720 Overbrook Avenue. The City has adequate capacity
to serve this property with solid waste, police, fire and EMS service.
The proposed annexation will not have an adverse effect on public
facilities and their levels of service; and
• The proposed annexation is consistent with and promotes the following
objectives and policy of the Clearwater Comprehensive Plan:
Objective A.6.4 Due to the built-out character of the City of
Clearwater, compact urban development within the urban
service area shall be promoted through application of the
Clearwater Community Development Code.
Objective A.7.2 Diversify and expand the City's tax base through
the annexation of a variety of land uses located within the
Clearwater Planning Area.
Policy A.7.2.3 Continue to process voluntary annexations for
single-family residential properties upon request.
• The proposed Residential Urban (RU) Future Land Use Map category
is consistent with the current Countywide Plan designation of this
property. This designation primarily permits residential uses at a
density of 7.5 units per acre. The proposed zoning district to be
assigned to the property is Low Medium Density Residential (LMDR).
The use of the subject property is consistent with the uses allowed in
the District and the property exceeds the District's minimum
dimensional requirements. The proposed annexation is therefore
consistent with the Countywide Plan and the City's Comprehensive
Plan and Community Development Code; and
• The property proposed for annexation is contiguous to existing City
limits to the east. Therefore, the annexation is consistent with Florida
Statutes Chapter 171.044.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
In response to questions, Engineering Director Mike Quillen said staff is not
aware of any issues with the ditches in the area. Planning and Development
Assistant Director Gina Clayton said the area is not scheduled to receive
sanitary sewer service.
4. Finance
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4.1 Approve settlement of the liability claim on behalf of Brittany Cervino for payment not
to exceed $100,000.00 and authorize the appropriate officials to execute same.
(consent)
On May 17, 2015, a city driver/vehicle was involved in an automobile accident
with the claimant. The claimant was injured and that is the basis for her claim.
The settlement will result in a release of all claims by this claimant against the
City and its driver.
The City's limit of liability as provided by Section 768.28, Florida Statutes is
$200,000/300,000. The City's Risk Management Division and 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:
590-07590-545900-519-000 $100,000.00
5. Gas System
5.1 Approve a Mutual Use Agreement with Tampa Bay Water for the installation of a
natural gas distribution main and authorize the appropriate officials to execute same.
(consent)
Clearwater Gas System (CGS) is installing a 6-in. natural gas distribution main
along Ballantrae Blvd. in Pasco County, just north of State Road 54. This main
extension will serve the new Bexley Ranch neighborhood currently under
construction. CGS will need to cross the Tampa Bay Water (TBW)
transmission line easement that runs parallel with the Tower Rd right-of-way.
To cross this easement, CGS will have to enter into a Mutual Use Agreement
(MUA) with TBW. This agreement will allow CGS to connect our main running
north on Ballantrae Blvd and the distribution system within Bexley Ranch.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
5.2 Accept a Natural Gas Easement over, under, across and through a portion of property
conveyed by Belleview Place Land, LLC, a Florida limited liability company, given in
consideration of receipt of$1.00 and the benefits to be derived therefrom. (consent)
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Belleview Place Land, LLC (Grantor) has granted a five-foot wide natural gas
easement at a privately-owned property (Parcel ID 21-29-15-06480-000-0301),
for the installation of natural gas distribution mains. This main extension will
serve the former Belleview Biltmore Hotel property which is currently under
redevelopment.
The easement grant is sufficient for the City to maintain and replace its
facilities as necessary in perpetuity, or until such time as the City determines to
abandon its use.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
6. Parks and Recreation
6.1 Authorize the award of landscaping service agreements to Central Florida
Landscaping, Entzion Property Management, Duval Landscape, Earth Designs, and
Botanical Dimensions (Bid 29-16), in a total annual amount of$375,000 for the period
of November 1, 2016 through September 30, 2017, with two annual extensions at the
City's discretion and authorize the appropriate officials to execute same. (consent)
On June 15, 2016, Invitation to Bid (ITB) 29-16 for Landscaping Services was
issued. The Scope of Services is comprised of six zones covering 576
properties throughout the City. Each property is an area or piece of property
such as a right-of-way, median, city facility or park within the city.
Vendors were asked to provide landscape maintenance services to the various
properties which included one or all of the following services: turf maintenance,
palm and tree maintenance, shrub and groundcover maintenance, weed
control, mulch maintenance, and litter removal.
Eleven vendors attended a mandatory pre-bid meeting held on June 23, 2016.
Purchasing issued four addenda during the solicitation period to address
questions ranging from current award details to clarifying the technical
specifications of the requested services. Of the eleven vendors seven
submitted a bid.
Council authorization is requested for an annual award of$375,000 which
includes unassigned funds for additional properties as they are added to a
zone, supplemental work that may be requested, annual CPI contract
increases, and other contractual management requirements.
The award recommendation is as follows:
Zone 1 - Beach, recommend award to Central Florida Landscaping, $40,722
Zone 2 - Countryside, recommend award to Entzion Property Management,
$55,286
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Zone 3 - Downtown, recommend award to Duval Landscape, $37,116
Zone 4 - East, recommend award to Earth Designs, $60,320
Zone 5 - Northwest, recommend award to Entzion Property Management,
$95,308
Zone 6 - Southwest, recommend award to Botanical Dimensions, $54,351
The award methodology is summarized as follows:
• In accordance with ITB Instructions - Evaluation, i.23 CRITERIA FOR
EVALUATION AND AWARD, Purchasing recommends that the
excessively low bid of$47,010 from Duval Landscape for Zone 5 be
rejected. The bid has been determined unreasonable and
non-responsible in respects to the City's history with work to be
performed in that zone and historical costs associated with same. The
Incumbent's bid (Entzion) is representative of the historical cost for the
Northwest Zone and is the apparent low bid for award.
• Zone 3 Downtown low bid is one of two low bids from a new company
to the City - Duval Landscape. The recommendation to award only one
of the two zones to Duval Landscape is in-part due to a concern
regarding their capacity to take on both of these areas. Zone 3 is the
smaller of the two zones which Duval is low bid on, and will provide
Parks the ability to closely monitor Duval's performance and address
any concerns promptly and proactively.
• Zone 6 - Southwest award to the 2nd low bid to Botanical Dimensions
(per prior bullet point only one zone award to be made to Duval
Landscaping). In addition Botanical Dimensions is the current
incumbent and knows full well what the job entails in regard to this
zone.
Due to the award methodology used above; one vendor (Hemlock Lawn
Maintenance) has indicated their disapproval of how the bids were awarded in
Zone 3, as they believe that the low bidder (Duval Landscape) should be
disqualified from all of their apparent low bids. By doing so this vendor would
be second low bidder in zone 3 and be awarded the contract. They have
declined to file an official protest but have stated their intent to bring this to the
Council's attention.
The initial award period is 11 months to stay on the fiscal year calendar.
Incumbent landscapers are providing continued services for the month of
October 2016 to maintain this schedule. Subsequent terms for years two and
three will be full 12-month fiscal year periods.
APPROPRIATION CODE AND AMOUNT:
Funding for the service agreements will come from cost code
010-01867-530300-572-000-0000, Landscape Contracts Team Operating
Budget.
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USE OF RESERVE FUNDS: N/A
In response to a question, Parks and Recreation Director Kevin Dunbar said
staff monitors the contractors by conducting periodic inspections and
following-up after task completion.
Staff was directed to provide the level of service defined in the RFP and
diagram of service zones.
7. Police Department
7.1 Approve the appointment of Patrick E. Adamson to the Board of Trustees, Clearwater
Police Supplementary Pension Plan with a term to expire October 31, 2020. (consent)
In keeping with the provision of Florida Statute 185.05, which states in
part..."the board of trustees shall consist of five members, two of whom, unless
otherwise prohibited by law, shall be legal residents of the municipality, who
shall be appointed by the legislative body of the municipality..."
At a meeting of the Board of Trustees held on September 9, 2016, Trustee
Harvey Huber advised that he did not wish to continue to serve on the Board of
Trustees of the Clearwater Police Supplementary Pension Plan. Mr. Patrick E.
Adamson, a retired Clearwater Police Officer, with 23 years of service to the
City of Clearwater and the Clearwater Police Department, has agreed to fill the
seat vacated by Harvey Huber.
The Board of Trustees of the Clearwater Police Supplementary Pension Fund
recommends that Clearwater resident Patrick E. Adamson (2209 Palmetto
Street, Clearwater, FL 33765) is appointed to the Board of Trustees. Mr.
Adamson has agreed to serve a four-year term as Trustee, replacing Harvey
Huber, for the period commencing November 1, 2016 to October 31, 2020.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
8. Engineering
8.1 Approve Engineer of Record Work Order to AECOM, Inc. in the amount of$185,000
for Cooper's Point Master Plan Project (16-0026-EN) and authorize the appropriate
officials to execute same. (consent)
With the purchase of the former Clearwater Christian College environmental
lands, the total Cooper's Point property is approximately 381 acres. The major
habitats are tidally influenced submerged lands and mangrove swamps, but
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Council Work Session Meeting Minutes October 17, 2016
additional habitats include coastal uplands, pine flatwoods, and salt marsh.
The project study area includes Cooper's Point, Cooper's Bayou, and a portion
of the coastal drainage basin adjacent to Cooper's Bayou.
The Master Plan is part of an on-going effort to improve water quality and
restore/enhance habitats in Old Tampa Bay.
Key program elements of the Master Plan will include Environmental,
Stormwater, and Parks & Recreation.
The Master Plan will use water quality models, current habitats and stressors,
and current sediment composition to determine appropriate strategies for the
area.
Goals for the Master Plan strategies will include:
Improve water quality in Cooper's Bayou which will contribute to improved
water quality in Old Tampa bay, including meeting TMDL and NNC
parameters,
Improve tidal flushing in Cooper's Bayou which will contribute to improve
estuarine and submerged aquatic habitats,
Improve and protect wetland habitats, which will contribute to improved water
quality with the sequestration of nutrients and provide additional defense of
man-made resources from tidal influences and storm surge,
Improve wildlife utilization which will contribute to species diversity,
Provide recreation and environmental education opportunities which will
contribute to improved public awareness of environmental resources and
action to take to protect resources.
APPROPRIATION CODE AND AMOUNT:
0315-96173-561200-539-000 $185,000 Funds are available in capital
improvement project 315-96173, Alligator Creek Watershed Projects, to fund
this work order.
In response to questions, Environmental Manager Ed Chesney said the
college property was carved out from this plan. The project before Council
does not include the campus. Damascus Road is a city right-of-way and will
remain no matter what happens with the campus.
9. Fire Department
9.1 Approve an amendment to the Emergency Medical Services ALS First Responder
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Agreement between Pinellas County and City of Clearwater to provide funding
changes for Engine 45, and authorize the appropriate officials to execute same.
(consent)
The Pinellas County Emergency Medical Services Authority (EMS Authority) is
a special district created for the purpose of providing Emergency Medical
Services (EMS) throughout Pinellas County, pursuant to Chapter 80-585, Laws
of Florida, and Chapter 54, Article III, Pinellas County Code, as amended.
Pinellas County has contracted with various municipalities and independent
special fire districts in the County to provide first responder services and has
also contracted with an ambulance contractor to provide emergency and
non-emergency transport services.
Through this contract, Clearwater Fire & Rescue will provide advanced life
support services to the residents of the City of Clearwater and to individuals
within the unincorporated area of Pinellas County that is located within the
Clearwater Fire Control District.
Under previous agreements, the EMS Authority reimbursed Clearwater Fire
Rescue for operating five rescue units and three advanced life support engines
(ALS). Clearwater Fire Rescue operated an additional three ALS engines to
provide upgraded service to the fire district.
The EMS Authority has recognized the need for one of the unfunded units,
Engine 45, to be recognized as an authority funded unit to meet the Authority's
EMS needs in the Clearwater Fire District. This contract amendment provides
$430,060 of additional revenue to fund one full-time equivalent (FTE) fire
medic position on this unit and associated operating costs. There are no
additional expenditures associated with the amendment since Clearwater Fire
& Rescue had already been providing this upgraded level of service.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
In response to questions, Fire Division Chief Steve Strong said the City is
funding paramedics for Engines 51, 49, 48, 47 and 46. A paramedic is needed
on Squad 51 because it can be placed to ALS calls when needed. Staff is
negotiating with Pinellas County to fund additional paramedics.
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Council Work Session Meeting Minutes October 17, 2016
9.2 Award a contract (purchase order) to MetalCraft Marine Inc., Cape Vincent, New York,
in the amount of$606,248.50 for the purchase of one new FireStorm 32 diesel
waterjet, Fire/Rescue boat, in accordance with sec. 2.564 - (1) (d) Code of
Ordinances, - other governmental bid, and authorize the appropriate officials to
execute same. (consent)
The Department currently has a 2007 FIREHAWK 28 MCD fire/rescue boat,
also known as Fire Boat 44. The boat has reached its life expectancy and will
be surplused.
The Department researched and determined the specifications for the
FireStorm 32 diesel waterjet to provide the Department and the community
with the widest capability in both marine firefighting and water rescue within the
available budget. The expected life span is twenty plus years. This boat is
larger and heavier than the boat it will replace and will require some upgrades
to the existing boat lift. Preliminary estimates do not exceed $25,000.00 for
these expected upgrades.
All construction, electrical work, welding, and vessel structure will comply with
the United States Coast Guard Code of Federal Regulations, ISO 12215
structural standard, American Boat& Yachting Council standards, and the
American Bureau of Shipping standards.
MetalCraft Marine Inc. (MCM) guarantees the craft will be free from defects in
materials and/or workmanship for a twelve-month period. MCM warrants its hull
assembly and welds for a ten-year period.
There is an eight-month delivery period subject to conditions beyond the scope
of the contract.
Payment terms are split into five different phases as outlined in the contract.
Funding will be partially reimbursed by Pinellas County, as the equipment will
help serve any unincorporated resident of the Clearwater Fire District. Pinellas
County will reimburse $250,000.00 of the purchase cost of the boat in
recognition of the contribution the boat will make to the County residents.
This purchase is being made under General Services Administration contract
number GS-07F-0084J.
APPROPRIATION CODE AND AMOUNT:
Penny for Pinellas funds are available in capital improvement project 91271,
Fire Boat, to fund this contract in appropriation code
0-315-91271-564000-522-000-0000. Other Governmental Bid or contract is
GSA# GS-07F-0084J.
USE OF RESERVE FUNDS: Not applicable
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Council Work Session Meeting Minutes October 17, 2016
In response to questions, Fire Assistant Chief Watts said the vessel will be
housed behind Clearwater Beach Substation. The vessel could address any
house fire on Island Estates via the waterfront side. The Department currently
has two vessels, one vessel is completely out of service due to high cost to
repair and maintain and the other vessel is located on the east side of town to
serve the Tampa Bay side of the City.
9.3 Award a contract (purchase order) to Fisher Scientific, Atlanta, Georgia, in an amount
not to exceed $ 738,997.41 for the purchase of self-contained breathing apparatus
(SCBA) repair parts and air bottles, personal protective equipment (PPE), and
departmental operating supplies in accordance with Sec. 2.564(b), Code of
Ordinances - Other governmental bid, and authorize the appropriate officials to
execute same. (consent)
The approved Fiscal Year 2015, 2016, and 2017 budgets included funding in
two capital improvement projects (CIP) and the department's operating
budgets for the purchase of SCBA replacement parts and air bottles and
personal protective equipment (PPE).
CIP project 91229, Replace and Upgrade Air packs, provides for the
replacement of worn or damaged breathing apparatus needed for front line
units used by firefighters. The project will provide for the purchase of
self-contained breathing apparatus (SCBA) repair parts and air bottles that
have been approved through the National Institute for Occupational Safety and
Health (NIOSH) and the Centers for Disease Control and Prevention (CDC).
CIP project 91261, Personal Protective Equipment provides funding for the
purchase of replacement firefighting personal protective equipment/gear
(PPE). The department currently issues protective gear to those employees
that are employed in a firefighting capacity. This project is necessary to bring
all fire/rescue personal gear up to the same level of protection per the National
Fire Protection Association 1852 compliance and incorporates the new gear
into a revolving replacement schedule. The recommended life expectancy of
PPE is 4 to 5 years depending on use. This project will allow for a 4 to 5 year
replacement plan and reduce the current cost of maintenance and repair of our
current PPE.
Funding will be partially reimbursed by Pinellas County, as the equipment will
help serve any unincorporated resident of the Clearwater Fire District.
This purchase is being made as other governmental bid under Orange County
Contract Y15-1142D.
APPROPRIATION CODE AND AMOUNT:
Funds are available in CIP project 91229, Replace and Upgrade Air packs, to
fund this contract. Funds are available in CIP project 91261, Personal
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Council Work Session Meeting Minutes October 17, 2016
Protective Equipment, to fund this contract.
Additional funds area available under the below cost codes to fund this
contract.
Appropriation Code 0-315-91229-550400-522-000-0000 $186,034.46.
Appropriation Code 0-315-91261-547100-522-000-0000 $522,962.95.
Appropriation Code 0-010-01220-547100-522-000-0000 $ 22,500.00.
Appropriation Code 0-010-01252-547100-526-000-0000 $ 7,500.00.
USE OF RESERVE FUNDS: Not applicable
In response to a question, Fire Assistant Chief Watts said Pinellas County is
purchasing the smaller rapid diver bottles for us.
9.4 Award a contract (purchase order) to Suncoast Communications, St. Petersburg,
Florida, in an amount not to exceed $ 140,000.00 for the purchase of radios,
communication equipment, vehicle installation services, and maintenance agreements
in accordance with Sec. 2.564(b), Code of Ordinances - other governmental bid, and
authorize the appropriate officials to execute same. (consent)
The approved Fiscal Year 2017 budget includes funding in the department's
operating budgets for the purchase of radios and communication equipment,
vehicle installation services, and maintenance services for department
communications equipment.
The purchase is intended to cover:
• Annual maintenance/service contract for covered radios and modems
(200+) and station encoders/repeaters (9), $38,060.48
• Outfitting seven fleet replacement vehicles and one new rescue with
radios/sirens/electronics ($10,000 - $13,500/vehicle.)
• Service repairs for items not covered under warranties or maintenance
contract.
Purchases piggyback off Pinellas County contract#156-149-EB and provide
standardization and coordination of radio services across the county service
area.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the following cost codes to fund this contract.
0-010-01220-530300-522-000-0000 $ 30,000.00
0-010-01252-530300-526-000-0000 $ 10,000.00
0-010-01220-552500-522-000-0000 $ 75,000.00
0-010-01252-552500-526-000-0000 $ 25,000.00
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
USE OF RESERVE FUNDS:
Not applicable
10. Customer Service
10.1Approve one-year renewal term with Intuition Systems, Inc., DBA Bi112Pay, of
Clearwater, Florida in the amount of$43,300 for lock box services, from October 1,
2016 through September 30, 2017, and authorize the appropriate officials to execute
same. (consent)
The City issued RFP (Request for Proposal) 26-11 in 2011 to solicit proposals
for processing of mailed utility bill remittance, known as lock box services. On
September 1, 2011, Council approved the contract with Intuition Systems for a
five-year term. The contract provided for annual renewals at the discretion of
both parties. This recommendation for a one-year renewal term provides
continuity of services in Fiscal Year 16/17 while the department evaluates
proposals for utility billing electronic presentment and payments, which are
currently under review. Intuition has agreed to the one-year extension at the
same terms and conditions set forth in the original contract.
APPROPRIATION CODE AND AMOUNT:
Funds in the amount of$43,300 is budgeted for FY17 in cost code
0555-09884-530300-519-000-0000
In response to questions, Utility Customer Service Director Cynthia Boyd said
the payments processed are remitted by mail by customers or an online
banking payment service. There is a convenience fee to pay online through
the City's website or phone. Ms. Boyd said the fee recovers the third party's
cost to process the payment. Customers may use their personal online
banking service for no additional fee.
Staff was directed to include language on the website that clarifies when the
convenience fee is applied.
11. Solid Waste
11.1Approve a change order for contract term extension with King Engineering Associates,
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
Inc., for the Solid Waste Transfer Station design and permitting, pursuant to City Code
Section 2.561 (8)(c), and authorize the appropriate officials to execute same.
(consent)
On June 3, 2015, the Council approved a work order to King Engineering
Associates, Inc., an Engineer of Record with the City of Clearwater, for the
design and permitting of a new Solid Waste Transfer Station per Bid
15-0007-SW. A contract (purchase order) was issued with an expiration date
of October 31, 2016.
Staff now realizes that the expiration date was too optimistic considering the
extent of design and permitting issues encountered, and request changing the
expiration date to June 30, 2018.
APPROPRIATION CODE AND AMOUNT:
The funding source for this contract in the amount of$840,472.00 continues to
be the capital improvement project 315-96447 Solid Waste Transfer Station
Rebuild.
USE OF RESERVE FUNDS:
No reserve funds are required for this contract.
12. Official Records and Legislative Services
12.1Appoint one member to the Marine Advisory Board to fill the remainder of an
unexpired term through March 31, 2017.
APPOINTMENT WORKSHEET
BOARD: Marine Advisory Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: None
MEMBERS: 7 + 1 Ex Officio member
MEETING DATES: 2nd Wed., 8 am (Quarterly)
PLACE: Chambers
APPTS. NEEDED: 1
THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED FROM
THIS BOARD AND NOW REQUIRES REPLACEMENT BY A NEW
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
APPOINTEE:
1. Jane Davison Bongo - 240 Windward Psge, #103, 33767 -
Communications/Business Adm.
Original Appointment: 4/4/13
(was serving 1st term until 3/31/17)
Resigned 9/9/16
THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO
FILL THE ABOVE VACANCY:
1. Jack Kleban - 331 Cleveland Street#703, 33755 -
Educator/Mechanical Eng.
2. Kevin R. T. Laughlin - 1237 Rose Road, 33759 - Business &
Education
Zip codes of current members on board:
1 at 33756
2 at 33761
2 at 33764
2 at 33767
There was consensus to appoint Kevin Laughlin and place Item 12.1 on the
Consent Agenda.
12.2Appoint two members to the Municipal Code Enforcement Board with terms to expire
October 31, 2019.
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: Wayne Carothers
MEETING DATES: 4th Wed., 1:30 p.m.
Nov. and Dec. - TBA
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
APPOINTMENTS NEEDED: 2
THE FOLLOWING ADVISORY BOARD MEMBERS HAVE TERMS (2ND)
WHICH EXPIRE AND NOW REQUIRE REPLACEMENT BY NEW
APPOINTEES:
1. Sue A. Johnson - 730 Bruce Ave., 33767 - Retired/BA Inst. Court
Management
Original Appointment: 11/04/10
(currently serving 2nd term to expire 10/31/16)
2. Duane Schultz -2805 Chancery Lane, 33759 - Retired/BA Political
Science
Original Appointment: 11/04/10
(currently serving 2nd term to expire 10/31/16)
THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO
FILL THE ABOVE VACANCIES:
1. Greg A. Brown - 1279 Bermuda St., 33755 - Production Manager
2. Charles "Daniel" Engel -211 S. Prospect Ave., #603, 33756 - Retired
Engineer
3. Jack Kleban - 331 Cleveland Street#703, 33755 -
Educator/Mechanical Engineer
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 Retail
1 Retired/BA Inst. Court Management
1 Retired/BA Political Science
1 Retired/BS Chemistry
1 Retired Code Enf. Supervisor
1 Sales/Service
There was consensus to appoint Charles Engel and Jack Kleban and place
Item 12.2 on the Consent Agenda.
12.3Approve the 2017 Council Meeting Schedule.
Generally, City Council meetings are at 6:00 p.m. on the first and third
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
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 and July
and the third Thursday in December.
Please note the following exceptions:
• The January 16 work session has been moved to Tuesday, January 17
at 9:00 a.m. due to Martin Luther King, Jr. Day.
• The May 29 work session has been moved to Tuesday, May 30 at 9:00
a.m. due to Memorial Day.
• The May 18 council meeting has been moved to Wednesday, May 17
due to Clearwater High School Graduation. Note - Countryside High
School has not confirmed a graduation date.
• The August 17 council meeting has been moved to Wednesday,
August 16 due to the Florida League of Cities Annual Conference.
• The September 4 work session has been moved to Tuesday,
September 5 at 9:00 a.m. due to Labor Day.
• There will be no work session on September 18 due to Rosh Hashanah
(evening of September 20 through evening of September 22); the
council meeting will be held on Tuesday, September 19 at 6:00 p.m.
• The October 19 council meeting has been moved to Wednesday,
October 18 at 6:00 p.m. due to Jazz Holiday.
There was consensus not to move the October 19 council meeting for the Jazz
Holiday. Staff was directed to begin the meeting at 5:00 p.m., with public
hearings at 6:00 p.m. It was suggested that staff limit length of the meeting
agenda.
Staff was directed to place Item 12.3 on the Consent Agenda.
13. Legal
13.1 Request for authority to settle the case of Sarita Merricks vs. City of Clearwater Case
No. 15-007723-CI for$30,000. (consent)
Sarita Merricks alleges that on August 11, 2008, excessive force was used
during the course of a traffic stop by Clearwater police officers. She alleges
injuries as a result, including a torn rotator cuff that required surgical repair.
Authority is being sought to settle this case for$30,000, in exchange for which
the City will receive a full release and the pending civil action will be dismissed
with prejudice.
APPROPRIATION CODE AND AMOUNT:
0-590-07000-545900-519-000-000
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Council Work Session Meeting Minutes October 17, 2016
14. City Manager Verbal Reports
14.1Annual Strategic Planning Session
City Council Policy "M" states:
"Each year the City Council shall meet in a strategic planning session(s). 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 will be developed. 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."
In October 2015, staff provided City Council with a 5-Year Strategic Plan for
2015-2020. That plan was discussed in greater detail at a Special Meeting on
April 11, 2016. The April agenda provided City Council with a proposed
2016-2021 Strategic Plan for the coming 2016-2017 Fiscal Year as will be
published in the newly adopted budget. The April agenda also provided City Council
with a five-year financial forecast, including an actuarial valuation of the Pension
Plan, a new General Fund Sustainability Plan (presented by Burton &
Associates) and forecasts for each enterprise fund. With the exception of
minor changes, the financial forecasts remain up to date, understanding we
are currently in year-end for each fund for audit purposes and presentation of
the FY 2015-2016 Comprehensive Annual Financial Report in Spring 2017.
Pursuant to City Council Policy "M," staff seeks any direction to modify or
identify additional priorities within the five-year strategic plan for the coming
annual budget process and/or City Manager's objectives. Staff also asks for
clarification as to whether the above policy will require an item each October in
conjunction with the City Manager's evaluation and again in the Spring as a
pre-budget consideration.
APPROPRIATION CODE AND AMOUNT: N/A
USE OF RESERVE FUNDS: N/A
Deputy City Manager Jill Silverboard said the policy anticipates that staff
provide a strategic planning session twice a year but staff feels that is not
productive in the Fall since the financial statements are not yet available. Staff
believes the exercise is more useful as a pre-budget exercise in the Spring.
In response to questions, Ms. Silverboard said staff recommends that the
policy not specify a specific month since staff has provided the session as
early as February and as late as April. Staff finalizes the City Manager's
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
budget for purposes of transmitting it to the City Council by July 1; there is still
a lot of work going on in May. The City Manager said it is during the strategic
planning session he expects Council to identify his objectives. The City's
Strategic Direction has been the roadmap for the city manager's priorities but
there are times when Council will highlight specific things to accomplish in the
following fiscal year that are unrelated to the Strategic Direction. The Vice
Mayor wants specific objectives he can use to evaluate the city manager's
performance.
Discussion ensued with comments made that council has the opportunity to
amend the strategic direction at any time and the strategic direction is a guide
that is adjusted for seen and unseen issues.
It was stated that at some point the Council should identify a list of objectives
for the city manager, as stated in policy 21 M. The Vice Mayor distributed a list
of potential objectives for council consideration.
Staff was directed to rewrite Council Policy 21M.
The Council recessed from 3:04 p.m. to 3:09 p.m.
14.2Clearwater Marine Aquarium Project - Financial Support
The City Manager said the City has received a request from the Clearwater
Marine Aquarium (CMA) requesting funding assistance to expand its facility on
Island Estates. The CMA has requested a city contribution of$3 million to
lower their debt requirement now and a subsequent $2 million matching grant
to be paid upon raising a similar amount from private donations. Council
direction is needed today, an agreement would be drafted for Council's
consideration.
Discussion ensued with concerns expressed with the economic forecast and
the City's reserve balance, and that the City does not know the financial
commitments that may arise from the Bluff Master Plan. It was stated that the
TDC and County Commission have been struggling with the capital grant
program process, grant applications are due December 31, 2016 for grants
awarded next year. It was stated that the CMA is an iconic community asset
that positively impacts the area's tourism, visitors, and marine life education.
Concerns were expressed with the timing of the request and the amount
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City of Clearwater
Council Work Session Meeting Minutes October 17, 2016
requested. It was suggested that$3 million be provided now and then the $2
million if the grant is awarded.
There was consensus to provide $3 million. The City Manager was directed to
discuss with the CMA if they will take the initial $3 million and any additional
funding at a future date.
The City Attorney said an agreement will be drafted for council consideration
at a public meeting.
15. City Attorney Verbal Reports — None.
16. Council Discussion Item
16.1 City Attorney Evaluation
AND
16.2City Manager Evaluation
Discussion deferred to Thursday.
17. 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.
18. Closing Comments by Mayor
19. Adjourn
The meeting adjourned at 3:34 p.m.
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City of Clearwater