12/12/2016 Council Work Session Meeting Minutes December 12, 2016
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Monday, December 12, 2016
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes December 12, 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 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
2. Presentations — Given.
2.1 December Service Awards
Three service awards were presented to city employees.
2.2 Fire Inspector II and Paramedic Oaths
The City Clerk administered the Oath of Office. Fire Inspector 11: Walter
Ramos Mendez, James Warman, James Keith Hatten, Catherine Cotton and
Hector Noyas. Fire Medic: Jordan Tellone, James Griffin, Chase Westbrook,
Logan Chaple, Michael McKight, Jack Cresap, George Lewis-Saldana, Derek
Silver, Patrick Curry, Chris Smaha, Eric Rodriguez and Carlos Rivera.
2.3 PSTA Presentation on Intermodal Facility Project and Resolution - Cassandra
Borchers, PSTA
Ms. Borchers provided a PowerPoint presentation.
In response to questions, Ms. Borchers said the resolution was drafted by
PSTA (Pinellas Suncoast Transportation Authority) in concert with city staff.
PSTA is requesting that the City be open to discussing the identified 2-block
area. The planning and environmental analysis would determine whether the
entire site would be used for the intermodal facility, or whether there would be
additional facilities, such as a new city hall. The resolution does not commit
the City from abandoning this site for other considerations. The bus riders
would have to walk further west from the Clearwater Beach Bus Bay to get to
some of the main activity areas for the beach. The trolleys will stop in the
same location. Ms. Borchers said the intent is to be ready for the TIA to
Clearwater Beach Express service, have a place for people to go and wait out
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Council Work Session Meeting Minutes December 12, 2016
of the elements to catch the vehicle, as well as get off at that location. Plans
include designing places for other beach transportation services to connect to
the trolley, such as hotel shuttles and Florida Free Rides. There would be a
walkway from the bus bay to the parking lot, options will be presented to
Council in February. The intent of using the cable propelled transit in the
resolution was to demonstrate that PSTA was open to all modes of
transportation. The City Manager said the site was never identified for a new
city hall. Deputy City Manager Jill Silverboard said staff is not proposing to
give anything to PSTA, the St. Pete Times portion of the site was acquired for
a multimodal facility.
Ms. Borchers said after today, the PSTA Board will feel comfortable that the
property is up for discussion and will move forward with the environmental
and design analysis through the federal process. The work plan will include a
public engagement process and appraisals for this site and the PSTA Park
Street Terminal site.
In response to questions, Ms. Borchers said PSTA wishes to have a design
based on the needs of the terminal. The previous design work included a city
hall, rail station and a parking garage, which did not allow PSTA to house all
the buses. Ms. Silverboard said the resolution is permissive and uses generic
references, allowing any possible mode of transit. The terminology used does
not reflect a specific company or proprietary names, who may have
approached the City. Ms. Borchers said the design would include the facilities
desired by the community. The proposal can be designed so that facilities
may be implemented incrementally. Ms. Silverboard said staff will come back
to Council during the space considerations.
There was consensus to amend the last whereas clause by replacing "cable
propelled"with "elevated."
The Council recessed from 1:42 p.m. to 1:48 p.m. to meet as the Pension
Trustees.
3. Economic Development and Housing
3.1 Approve the City of Clearwater's Fiscal Year 2015-2016 Consolidated Annual
Performance and Evaluation Report (CAPER).
The Consolidated Annual Performance and Evaluation Report (CAPER) is the
principal administrative report documenting the City's expenditures for
Community Development Block Grant (CDBG) and HOME Investment
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Partnership (HOME) programs to the U.S. Department of Housing and Urban
Development (HUD). For Fiscal Year (FY) 2015-2016, the City's entitlement
allocation was $681,257 in CDBG and $265,110 in HOME Program funds for a
total budget of$946,367 from federal funds.
The CAPER document serves as the basis for program monitoring for
compliance and for financial audits for all activities conducted during FY
2015-2016, as outlined in the Consolidated Plan. The report provides HUD with
necessary information for the Department to meet its requirement to assess
each grantee's ability to carry out relevant Community Planning and
Development programs in compliance with all applicable rules and regulations.
It also provides information necessary for HUD's Annual Report to Congress
and it provides grantees an opportunity to describe to citizens their successes
in revitalizing deteriorated neighborhoods and in meeting objectives stipulated
in their Consolidated Planning document.
In addition to reporting activities with federal money, a summary of activities
conducted with the Florida State Housing Initiatives Partnership (SHIP)
Program, Pinellas County Housing Trust Fund Program and Neighborhood
Stabilization Program 3 (NSP3) is also included in the narrative section;
however, these numbers are not included in the totals below.
Through the CDBG and HOME program activities, total expenditures were
$1,041,050 in FY 2015-2016, which included funding from the prior year
reprogrammed fund budget. Those funds not expended from this year's budget
will be programmed in future budgets.
The City of Clearwater's FY 2015-2016 CAPER contains information on the
City's assessment of the following activities:
- Assessment of Three to Five Year Goals and Objectives
- Affordable Housing
- Continuum of Care
- Leveraging Resources
- Affirmatively Furthering Fair Housing
- Citizens Comments
- Self-Evaluation
Over 5,700 persons were assisted through Public Services, Public Facilities,
Fair Housing and Housing Pool funds.
A brief summary of FY 2015-2016 accomplishments are:
- Closed eleven owner-occupied rehabilitation loans totaling
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$287,905.
- Closed ten down payment assistance loans totaling $137,000.
- Provided a $100,000 grant to Pinellas County Housing Authority to
add ADA ramps to Norton Apartments.
- Provided a $22,421 loan to Habitat for Humanity of Pinellas County
to purchase a vacant parcel located at 1407 Kings Highway to build
a single family home.
- Provided a $90,456 loan to Bright Community Trust to acquire and
renovate a single family home located at 1546 Illinois Avenue.
- Provided a $96,161 loan to Bright Community Trust to acquire and
renovate a single family home located at 1718 Druid Road East.
- Habitat for Humanity of Pinellas County, Inc. built five new homes in
the Stevens Creek Subdivision utilizing NSP3 funds (revolving).
- Provided a $50,000 grant to Directions for Mental Health for
renovations to their treatment and recovery center.
- Provided a $100,000 grant to the City's Parks and Recreation
Department for the demolition of a building and renovation of
restrooms, fencing and security at Jack Russell Stadium
- Provided a $16,944 grant to the City's Park and Recreation
Department for concession stand renovations at Phillip Jones Park.
- Provided a $ 17,000 grant to Intercultural Advocacy Institute for
facility improvements.
- Provided a $61,950 grant to R'Club Child Care for facility
improvements at two preschool centers.
- Provided a $99,000 grant to The Arc Tampa Bay for rehabilitation of
their workshop, lounge, kitchen and restroom areas.
The City's Neighborhood and Affordable Housing Advisory Board is scheduled
to approve the FY 2015-2016 CAPER at their meeting on December 13, 2016.
The CAPER is due to HUD no later than December 30, 2016.
Economic Development and Housing Assistant Director Chuck Lane provided
a PowerPoint presentation.
3.2 Approve the Second Amendment to the Building Inspections, Reporting, and
Construction Management Services Contract between the City of Clearwater and
NOVA Engineering and Environmental, LLC, to increase the not-to-exceed contract
amount by $50,000 per term and authorize the appropriate officials to execute same.
(consent)
The City of Clearwater solicited proposals on September 25, 2014 for services
including preparing preliminary plans, specifications, and estimates with
associated engineering discipline reports for residential (single-family and
multi-family) and commercial building inspections, and construction
management services for its housing and economic development programs.
These professional services are required for program compliance for the
various housing and economic development programs funded by state, federal
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and local programs including rehabilitation, down payment assistance, and
public facilities.
NOVA Engineering & Environmental, LLC (NOVA)was selected under
Request for Proposals 37-14 (Building Inspections, Reporting and Construction
Management Services). The current contract with NOVA is for a two-year
term, with an option for one two-year renewal with costs not to exceed
$100,000 per two-year term. Staff is requesting an additional $50,000 in the
first term which concludes in March 2017, and an additional $50,000 in the
second term if the renewal option is exercised.
Housing staff turnover has caused a shift in areas of professional expertise
resulting in the need for an increase in these services.
APPROPRIATION CODE AND AMOUNT:
Funds are available in CDBG, HOME, and SHIP to fund this contract.
3.3 Authorize a loan to Habitat for Humanity of Pinellas County, Inc. in the amount of
$768,000 to acquire real property located within the 600 block of North Garden
Avenue, Clearwater; and authorize the appropriate officials to execute documents to
affect closing. (consent)
Through a series of negotiations that included the City of Clearwater, Habitat
for Humanity of Pinellas County, Inc. is under contract to purchase a 1.6-acre
tract of land (mol) owned by five different landowners. The five contiguous
properties are located in the block bordered by North Garden Avenue, Eldridge
Street, Maple Street and the Pinellas Trail. Spruce Street bisects the block
from north to south. Habitat plans to construct 13 single-family, three-bedroom
homes to be made available to families with income at or below 80% of Area
Median Income.
The Purchase price for the property is $754,500 and staff anticipates closing
costs not to exceed $13,500. Funding for the project includes $576,000 from
the HOME Investment Partnership Program and $192,000 from the Pinellas
County Housing Trust Fund. $508,000 of the loan will be forgiven upon the
closing of an additional loan to Habitat for Humanity for construction. The
terms of a construction loan will be presented to Council at a later date. The
remaining $260,000 will be due to the City in equal installments upon the
closing of each home.
Habitat for Humanity anticipates construction beginning in July 2017 with
completion in July 2018.
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APPROPRIATION CODE AND AMOUNT:
Funding for this project is available with the use of HOME funding from the
United States Department of Housing and Urban Development and the
Pinellas County Housing Trust Fund.
3.4 Certify that the project proposed by Homeless Emergency Project, Inc. is consistent
with local plans and regulations and eligible to apply for the State of Florida's
Community Contribution Tax Credit Program and adopt Resolution 16-26.
Homeless Emergency Project, Inc. (HEP) is applying for sponsorship under the
Community Contribution Tax Credit Program pursuant to Florida Statutes
sections 212.08(5) (P), 220.183, 624.5105, F.S.
To become an eligible sponsor, a resolution from the local government is
required. Projects designed to provide housing for low-income persons and
must be consistent with local plans and regulations including the local
government's adopted comprehensive plan.
The Community Contribution Tax Credit Program (CCTCP) allows any
business in Florida to receive up to a 50% credit on their Florida corporate
income tax, insurance premium tax or sales tax refund for donations made to
local community development projects. Donations must be made to an eligible
sponsor conducting an approved community development project. A business
may receive no more than $200,000 in community contribution tax credits for
donations made in a business tax year. Once the donation has been approved
by the Florida Department of Economic Opportunity, a copy of the approval
letter and approved tax credit application must be submitted with the state tax
return or sales tax refund application.
The qualifying proposed project for this sponsorship is to increase corporate
cash donations for the remodeling of 16 apartments for low-income or disabled
families with a total project cost of$250,000 to $400,000.
This project is vital to the surrounding community. HEP employs 60 full - and
part-time staff, and over 1,000 volunteers annually to provide homeless and
very low-income individuals and families with housing, food, clothing and
support services necessary to obtain self-sufficiency and improved quality of
life. HEP offers 124 units of Emergency Shelter for individuals and families with
children. In addition, the agency operates 233 units of transitional and
permanent supportive housing for individuals, veterans and families with
children.
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The annual HEP operating budget exceeds $5 million. These expenses consist
of all the costs associated with personnel, housing and occupancy, supportive
services, food, program and client supplies, the dental clinic, and
administration of HEP's 357 bed facility.
No City funding is required.
3.5 Certify Habitat for Humanity of Pinellas County, Inc. as a City of Clearwater
Community Housing Development Organization (CHDO) and authorize the
appropriate officials to execute same. (consent)
A Community Housing Development Organization is a private, non-profit,
community-based service organization whose primary purpose is to provide
and develop decent, affordable housing for the community it serves. To assist
in achieving these purposes, the City of Clearwater, under the HOME
Investment Partnership (HOME) Program, must reserve not less than 15% of
their HOME allocations for investment in housing to be developed, sponsored,
or owned by a CHDO.
Habitat for Humanity of Pinellas County, Inc. (Habitat) is a Florida not for profit
corporation under Florida law. Habitat is a tax-exempt organization under
Section 501(c)(3) acting as incorporator of a corporation pursuant to Chapter
617, Florida Statutes established with the purpose to serve as a CHDO and as
such, to develop integrated affordable housing for low and moderate-income
people with the guidelines of the HOME Program.
Habitat has built over 300 homes in Pinellas County since beginning
construction efforts in 1985. Over 80 homes are located in Clearwater.
Properties purchased with any money by the City will remain affordable for a
minimum of 20 years and will assist in stabilizing neighborhoods and provide a
continuing source of quality affordable homes. Habitat will sell 100% of their
units to households at or below 80% of the area median income.
4. Finance
4.1 Approve settlement of workers' compensation claim 15000095, for Roseanne
Mannion, for payment of$60,000.00 inclusive of attorney fees and costs with a
general release of all claims and authorize the appropriate officials to execute the
same. (consent)
On August 15, 2015, Ms. Mannion, a police aide was patrolling the south basin
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dock at the Marina when her sneaker caught on broken cement causing her to
fall. She reached maximum medical improvement August 25, 2016 with a 2%
impairment rating. Since more costly treatment is recommended in the near
future, there is additional possible exposure of permanent total disability
benefits along with temporary total and temporary partial wage loss benefits.
The claimant was terminated from the City on June 28, 2016. The claimant
and her attorney have agreed to settle this claim for $60,000.00 inclusive of
attorney fees and cost with a general release.
The entire past and future indemnity and medical claims with a general release
and attorney fees and costs would settle this claim per statute for a total
settlement of$60,000.00. The Risk Management Division, the outside attorney
for the City of Clearwater, Mark Hungate with Banker Lopez Gassler, P.A.; and
the City's Claims Committee recommend approval.
Funding for the payment of this settlement is available in the budget for claims
expense in the Central Insurance Fund.
APPROPRIATION CODE AND AMOUNT:
0590-07000-545800-519-000-0000 $60,000.00.
4.2 Approve CorVel Healthcare Corporation's Annual Agreement for the review of
Workers Compensation Medical bills and to provide Pharmacy Benefit Management
services with discounted network pricing, effective January 1, 2017 through January 1,
2018, pursuant to City Code Section 2.564 (1) (i), services associated with Workers
Compensation exempt from bidding and authorize the appropriate officials to execute
same. (consent)
The Risk Management Division of the Finance Department has a current
pricing agreement with CorVel for these services:
• MedCheck Bill Review: 1.27per line,2 line minimum
• Professional Review, CorCare Network 35% of savings
• CorCareRX Pharmacy: GenericAWP-12% + $4.00,Brand AWP-7% +4.00
• Field Case Management: $85.00per hour
• FROI/SROI reporting $25/$20 resubmit charge $20
The new agreement pricing effective January 1, 2017 will change to:
• MedCheck Bill Review: $6.50 per bill subject to a 3% increase per year
• Professional Review, and Network: 28% of Savings
• CorCareRX Pharmacy: Generic AWP-12%+$4.00. Brand AWP-7%
+$4.00.
• Field Case Management: $87.00 per hour
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• FROI/SROI reporting $25/$20, resubmit charge $20
• Checks to be issued at $4,00/check
This agreement automatically renews with 3% increases unless the City
provides 30 days written notice of its intent to terminate. Annual renewals will
be brought forward to Council prior to the 30-day notice period, so proper
notice can be provided if Council does not approve.
The new proposed structure will generate approximately 1% increase over
previous bill review and fee rates. The City will pay a lower fee on savings
made (35% to 28%) and the bill review process will change from a cost per line
fee to a flat charge per bill. These rates are administrative and subject to a 3%
increase per year. The Pharmacy Rates and Cost will remain unchanged and
are actually charged per claim and paid from the Central Insurance Fund.
Claims staff will save approximately 10 hours a week with CorVel issuing
checks after approval instead of processing them manually as currently done.
APPROPRIATION CODE AND AMOUNT:
Account# 590-07590-545800-519-000-0000 $150,000
4.3 Award a contract for Other Post-Employment Benefits (OPEB) actuarial services for
the five-year period ending December 31, 2021 to Gabriel, Roeder, Smith and
Company for a not-to-exceed amount of$51,950 and authorize the appropriate
officials to execute same. (consent)
At least biennially, the City needs a full actuarial calculation of the City's OPEB
liability. A less expensive "roll-forward" calculation is allowed every other year if
there have been no significant changes in OPEB benefits, assumptions, or
experience.
Request for Proposals (RFP) 50-16 was issued in September 2016, with
proposals received in October. The RFP selection committee consisting of the
HR Director, HR Manager, Finance Director, Finance Assistant Director, and
the Senior Pension Payroll Analyst, unanimously chose Gabriel, Roeder, Smith
& Company (GRS) from the six respondents for OPEB actuarial services. GRS
has been the actuary for the OPEB plan since January 2010.
The full actuarial OPEB calculation will be done on a biennial basis with an
abbreviated roll-forward prepared for the off-year when appropriate. First year
fee for the full OPEB calculation will be $14,500 and the first year roll-forward
fee will be $3,500. Subsequent fees will be adjusted annually for inflation, not
to exceed 3% annually. If needed, additional services will be provided per
various hourly rates provided in the agreement fee schedule, to be adjusted
annually.
The full study and roll-forward study fees are inclusive of required reporting per
the implementation of Governmental Accounting Standards Board (GASB)
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Statement#75, to be effective with fiscal year 2017/2018.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 010-09821-530100, Professional Services, to
fund this contract.
In response to a question, Finance Director Jay Ravins said the item before
Council is a new RFP and agreement period. The scope of work includes the
anticipated additional requirement expected with the new GASB statements.
5. Parks and Recreation
5.1 Approve a proposal by Construction Manager at Risk, Khors Construction, Inc. of
Thonotosassa, Florida in the amount of$879,139.80, including a 5% contingency, for
the renovation of the Long Center Pool located at 1501 N. Belcher Road and
authorize the appropriate officials to execute same. (consent)
This contract includes the complete overhaul of the pump room and pumping
systems, including new pumps, motors, filtration, UV filter, chemical feeders,
tank refurbishment as well as hydro blasting and installing a new surface and
tiles for the main pool and therapeutic pool and a new gutter and drainage
system for the therapeutic pool.
Khors Construction, Inc. was selected to do this work under the Construction
Manager at Risk contract as they have experience in large pool renovations.
The Pinellas County Health Department in 2014 noted pitting of the pool and
wear of the pool, as well as staining of the pool and recommended that the
pool be resurfaced no later than the end of 2017.
Construction will take 20 weeks to complete and the pool will be closed from
June 12 to November 30. All existing swim programs and teams will use
other outdoor pools during this time, primarily Morningside Aquatics Center.
During the pool closure the lighting systems in the natatorium will be replaced
under a separate contract.
APPROPRIATION CODE AND AMOUNT:
Funds are available in CIP 315-93278 "Long Center Infrastructure Repairs" for
this contract.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the renovation will undergo a specialized process since some of the meets
hosted at the Long Center requires the facility to be certified. The existing pool
is at the end of its useful life since the pool was last resurfaced, some of the
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piping in the mechanical system is beginning to fail and rust. Mr. Dunbar said
the pool will be redesigned for a twenty year maximum. The public's use of the
facility will not be impacted since the outdoor pools at other facilities will be
open and the renovation is scheduled outside of the traditional meet season.
The use of the outdoor pools have been extended to the end of September.
5.2 Approve an additional 0.5 FTE for the Juvenile Welfare Board (JWB) funded
programs held at Ross Norton and North Greenwood Recreation and Aquatics
Complex for youth ranging in ages from 7-14. (consent)
On September 15, 2016, the City Council approved a one-year agreement with
Juvenile Welfare Board (JWB) and the City of Clearwater for funding of youth
programs, including an increase of 0.8 FTE needed to expand the program,
and approve a first quarter budget amendment of$361,791 in special program
181-99872, Coordinated Child Care Ross Norton.
After the item was approved, staff was notified in October by JWB that in
addition to funding the 5.1 FTE's for the program that the City could also use a
portion of the funding to hire an additional 0.5 FTE for clerical assistance to
help with administration of the program.
In order to adjust and correct the FTE count used for this program, staff is
bringing this recommendation forward at this time. The Resource Committee
approved the request for an additional 0.5 FTE at their December 7, 2016
meeting.
The "Charting a Course for Youth" is a program developed to nurture
youngsters at the Clearwater neighborhoods in which youth need the most
direction. The program leaders have developed a safe haven for community
youth ages 7- 14 at Ross Norton and North Greenwood Recreation
Complexes.
The program is designed to incorporate exercise and nutrition based activities
in an after school and summer camp setting, to encourage healthy lifestyle
choices, improve social skills, increase athletic abilities, and develop leadership
skills of the participants. Academic enrichment curriculum is also included in
the program.
5.3 Approve the seventh amendment to the Capitol Theatre Operating Agreement (CTOA)
between the City of Clearwater (City) and Ruth Eckerd Hall, Inc. (REH) transferring
the Reserve Fund and eliminating future annual payments and authorize the
appropriate officials to execute same. (consent)
On September 20, 2012, the City entered into the CTOA with REH to renovate
and operate the Capitol Theatre facility located at 401, 403 and 409 Cleveland
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Street for a period of 30 years.
The CTOA stipulated the creation of a Reserve Fund in the amount of
$3,000,000 to fund the costs of operation and maintenance of, and capital
improvements to the Theatre to the extent there are insufficient gross revenue
generated by the activities conducted by REH at the Capitol Theatre.
On October 17, 2016, in accordance with the CTOA, city representatives (Jay
Ravins, Finance Director; Kevin Dunbar, Parks and Recreation Director and
Felicia Donnelly, Parks and Recreations Administrative Support Manager) met
with REH staff to review the status of the Reserve Fund. The purpose of this
review was to determine if the balance in the Reserve Fund was sufficient or did
it need to be increased or decreased.
The following documents were reviewed:
1. Actual historical operating statements
2. Future projections estimating the realistic and practical reserve level
needed taking into account historical and anticipated increases in the
Cost of Operation and Maintenance and Capital Improvement Needs
3. The 2016 Building and Maintenance Annual Maintenance Inspection
After review of the documentation, city representatives decided the current
Reserve Fund balance of$1,500,000 was sufficient at this time and proposed
the following components of a Seventh Amendment:
1. The elimination of future annual payments into the Reserve Fund
2. The existing reserve fund balance of$1,500,000 will be
transferred to a third party account at Raymond James Trust
Company. The account amount will have a floor of$1,250,000
and ceiling of$1,500,000.If the account falls below $1,250,000,
REH will have 3 months to replenish.
3. REH will maintain and fund a specific Capitol Theatre Capital
Improvement Projects Fund. Contributions to this fund will be
made in annual amount of$99,665 until 2036.
All other terms and conditions of the original agreement will remain in full force
and effect.
5.4 Award a contract (purchase order) to Smith Landscape Services, Inc. of Brooksville,
Florida, to provide landscape improvements for Missouri Avenue medians from
Bayview Drive to Kingsley Street for a cost of$152,454.50 and authorize the
appropriate officials to execute same. (consent)
On April 7, 2016, the City Council approved a District Seven Highway
Landscape Reimbursement and Maintenance Memorandum of Agreement with
the Florida Department of Transportation for the installation and maintenance
of landscaped medians within the Missouri Avenue corridor (southern section);
and approved Resolution 16-09 allowing for the City Manager to execute all
documents relating to the agreement.
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The City has partnered with FDOT on numerous landscape projects in the past
to enhance the beauty of the transportation corridors in Clearwater most
notably the Courtney Campbell Causeway, Memorial Causeway, Gulf to Bay
and Court Street.
Unlike other State Road medians in Clearwater, the Missouri Avenue Corridor
has never been landscaped and therefore additional work to install water and
power to each median will be required.
This contract is for the completion of five medians from Bayview Drive to
Kingsley Street. The contract will provide for the labor, equipment, materials
and maintenance of transportation (MOT) for the demolition and
re-landscaping and installation of irrigation system for these medians.
The remaining seven medians from Kingsley to Court Street will be completed
by Smith Landscape Services, Inc. under a separate contract.
Total cost to maintain the new medians (the total of 12 medians) when
completed will be approximately $16,750 per year which will be requested as
an increase to the budget in Fiscal Year 2017/18.
APPROPRIATION CODE AND AMOUNT:
The City's match was provided by a FY14-15 third quarter budget amendment
allocating General Fund reserves in the amount of$190,000 to Capital
Improvement Project 315-93322, Missouri Avenue Median Beautification.
In response to a question, Parks and Recreation Director Kevin Dunbar said
the annual maintenance cost will be approximately$16,000 for twelve
medians.
5.5 Award a contract (purchase order) to Smith Landscape Services, Inc. of Brooksville,
Florida, to provide landscape improvements for Missouri Avenue medians, from
Kingsley Street north to Court Street, for a cost of$177,309.00 and authorize the
appropriate officials to execute same. (consent)
On April 7, 2016, the City Council approved a District Seven Florida Highway
Beautification Council Grant Landscape, Construction and Maintenance
Memorandum of Agreement with the Florida Department of Transportation
(FDOT) for the installation and maintenance of landscaped medians within the
Missouri Avenue corridor (northern section).
The City has partnered with FDOT on numerous landscape projects in the past
to enhance the beauty of the transportation corridors in Clearwater, most
notably the Courtney Campbell Causeway, Memorial Causeway, Gulf to Bay
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Council Work Session Meeting Minutes December 12, 2016
and Court Street.
Unlike other State Road medians in Clearwater, the Missouri Avenue Corridor
has never been landscaped and therefore additional work to install water and
power to each median will be required.
This contract is for the completion of seven medians, from Kingsley Street to
Court Street. The contract will provide for the labor, equipment, materials and
maintenance of transportation (MOT) for the demolition and re-landscaping
and installation of irrigation system for these medians.
The remaining five medians, from Kingsley south to Bayview Drive, will be
completed by Smith Landscape Services, Inc. under a separate contract.
Total cost to maintain the new medians (a total of 12 medians) when
completed will be approximately $16,750 per year, which will be requested as
an increase to the budget in Fiscal Year 2017/18.
APPROPRIATION CODE AND AMOUNT:
The City's match was provided by a FY14-15 third quarter budget amendment
allocating General Fund reserves in the amount of$190,000 to Capital
Improvement Project 315-93322, Missouri Avenue Median Beautification.
5.6 Approve a Joint Use Agreement between the School Board of Pinellas County and the
City of Clearwater providing for the joint use of facilities, from January 1, 2017 through
December 31, 2021, and authorize the appropriate officials to execute same.
(consent)
For over 50 years, the City of Clearwater and the School Board of Pinellas
County have partnered to share one another's facilities for the good of the
community as a whole. The City has used various school facilities such as
gymnasiums and outdoor tracks to offer recreation programs while the School
Board of Pinellas County has used various city recreational facilities, including
athletic fields and swimming pools.
Cooperation between the City and the School Board has been excellent. The
agreement allows the City and the School Board the flexibility needed to offer
citizens quality educational and recreational opportunities without the need to
duplicate facilities already in existence.
The current Joint Use Agreement will expire on December 31, 2016. The
term of the new agreement is from January 1, 2017 through December 31,
2021. The School Board approved the agreement on December 6, 2016.
The use of facilities is at no charge, providing the use conforms to regular
working hours of each organization. If outside of normal hours, each agency
will be responsible to reimburse the other agency for the direct cost that is
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
incurred as part of the facility use.
The agreement is similar to the agreement approved by the City Council in
November 15, 2006, which expires December 31, 2016.
6. Police Department
6.1 Approve renewal of the agreement with Religious Community Services, Inc. (RCS) for
provision of contractual victim advocacy services in an amount not to exceed $15,000
for the period January 1, 2017 through December 31, 2017 and authorize the
appropriate officials to execute same. (consent)
The Clearwater Police Department (CPD) seeks City Council approval to
renew a contractual agreement with RCS, a registered non-profit organization
with four distinct yet interwoven programs that includes The Haven of RCS, to
provide a part-time bilingual victim advocate position from The Haven to be
physically located at CPD headquarters. The victim advocate will work 20
hours per week and perform the duties associated with the implementation of a
domestic violence victim advocacy program with an emphasis on
Spanish-speaking, Hispanic victims for a one-year period.
This is a seventh year request for the services of a part-time bilingual victim
advocate, which has proven to be a very successful program. The victim
advocate provided safety plans for 360 domestic violence victims, 84 of whom
were Hispanic, for the period January 1, 2016 through October 31, 2016.
Additionally, there were 467 initial calls made to the victims of domestic
violence and a total of 227 follow up calls. The victim advocate also assisted
the victims at court hearings and State Attorney Investigations.
The Haven of RCS is a state-certified provider of domestic violence victim
advocacy services, has a number of Spanish-speaking victim advocates on
staff, and has a long history of partnering with CPD and its victim advocate on
domestic violence issues. Pursuant to the contractual agreement, The Haven
of RCS will provide comprehensive domestic violence services on-site at CPD
for an approximate total of 400 victims, with an emphasis on Spanish-speaking
Hispanics but to include all domestic violence victims.
A contractual agreement between the City of Clearwater and RCS has been
prepared and is submitted for Council approval.
APPROPRIATION CODE AND AMOUNT:
All expenses will be funded with Special Law Enforcement Trust Fund revenue
and charged to Special Project No. 181-99356.
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6.2 Approve the revised Electronic Surveillance Support Team Multi-Agency Voluntary
Cooperation Mutual Aid Agreement for law enforcement services between The Florida
Department of Law Enforcement and the City of Clearwater, effective upon execution
through February 28, 2019, and authorize the appropriate officials to execute same.
(consent)
Council previously approved the Electronic Surveillance Support Team
Multi-Agency Voluntary Cooperation Mutual Aid Agreement with an expiration
date of February 28, 2019 in June 2015.
Mutual aid agreements among law enforcement agencies are authorized by
Chapter 23, Florida Statutes, for rendering voluntary assistance of a routine
law enforcement nature to one another across jurisdictional lines by and
between such agencies to such lawful activities and to enter into an operational
assistance agreement whereby each agency may request and render law
enforcement assistance to the other law enforcement agencies during
emergencies under Section 252.34, Florida Statutes.
The Florida Department of Law Enforcement (FDLE) and each agency party to
this agreement has custody and control of technical equipment used for the
analysis of electronic devices and video and audio enhancement, all of which is
used to investigate and locate violent criminals or missing endangered
persons.
Technical assistance is necessary for the deployment and effective use and
operation of these technical assets; and certain requests for electronic
surveillance support may require more resources, specially trained personnel
or advanced technical equipment than a single agency can provide.
The parties have determined that they can make efficient use of their powers
and resources, in certain criminal cases that may require specialized expertise
and have the potential to cross jurisdictional lines, through coordination and
sharing of specialized technical resources and personnel.
When engaged in Electronic Surveillance Support Team (ESST) operations
that have been approved by and involve FDLE, as contemplated by the Mutual
Aid Agreement, ESST members who do not otherwise have jurisdictional
authority shall have full jurisdictional authority anywhere in the State of Florida
with full power to enforce Florida laws and to avail themselves of the provisions
of this Agreement.
Due to revisions in the terms and conditions of the previously approved
agreement, as outlined below, it is necessary to come before Council for
approval of the proposed revised agreement:
• The Florida Department of Law Enforcement (FDLE) will discontinue
reimbursement to the participating agency for vehicle fuel costs at the
rate of 44.5 cents per mile for fuel used by personnel employed by the
participating agency and operating a participating agency vehicle, while
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
conducting investigative operations or training.
• Additionally, FDLE will discontinue reimbursement for registration,
training costs, travel and per diem costs incurred in conjunction with
investigations.
• The revised agreement increases the FDLE reimbursement from
$5,000 up to but not exceeding $17,500 per individual task force
personnel to work overtime while participating in investigative
operations.
• If the monetary amount of state financial assistance provided to a
participating agency is equal to or exceeds $750,000 in any fiscal year,
the participant must have a state single audit for such fiscal year in
accordance with Section 215.97, Florida State Statutes.
There is no budgetary impact associated with the ESST Mutual Aid
Agreement.
APPROPRIATION CODE AND AMOUNT:
There is no budgetary impact associated with the ESST Mutual Aid
Agreement.
The Council recessed from 2:27 p.m. to 2:34 p.m.
7. Engineering
7.1 Approve a purchase order (contract) to Econolite Group Inc. of Jacksonville, Fl, in the
amount of$183,750 for Advanced Traffic Management System (ATMS) Cobalt 2100
Signal Controllers and authorize the appropriate officials to execute same. (consent)
ATMS Controllers are software driven for adaptive traffic control and provide
control to the City's legacy system.
Cobalt 2100 Controllers retrofit into existing signal cabinets in use and will
upgrade controllers to current standards set by Florida Department of
Transportation (FDOT).
Econolite is currently a State vendor and the City will piggy back on FDOT
contract ITB-DOT-15/16-9005-GH which began September 28, 2015 and
expires September 27, 2018.
A quantity discount is being offered in the amount of$350 on each of the 75
units purchased under the terms of the FDOT contract.
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Council Work Session Meeting Minutes December 12, 2016
APPROPRIATION CODE AND AMOUNT:
0315-92560-562700-541-000-0000 $$183,750
Funds are available in capital improvement project 315-92560, Signal
Renovations, to fund this purchase order.
In response to questions, Traffic Operations Manager Paul Bertels said the
controllers will communicate with each other through Wi-Fi telemetry (air)
instead of cable. The system could ultimately be tied in with autonomous
vehicles.
7.2 Provide direction on the creation of a City-Wide Residential Parking Permit Program.
(WSO)
Staff has received a specific request from the Clearwater Beach Association to
restrict non-resident beach visitors from parking on residential streets in north
beach.
Within certain residential areas, vehicles parked on the streets cause vehicular
congestion impeding traffic and preventing residents from having reasonable
access to their homes.
To address these issues it is proposed to create a city-wide ordinance allowing
for establishment of residential parking areas when requested by a
neighborhood and determined to be in the best interest of the City. The
ordinance would provide requirements for resident and visitor permits, provide
for the administration of permits and establish the cost of permits to provide a
funding mechanism for enforcement.
Specific items that require Council direction include:
1. Shall staff proceed with preparation of this ordinance?
2. Shall the requesting neighborhood be required to provide petitions
requesting establishment of a residential parking permit area and, if so,
what percentage of property owners would be required?
In response to questions, Engineering Assistant Director Scott Rice said
Brightwater Drive was left out because it is a mostly condominium/multi-family
area. The proposed ordinances addresses single family neighborhoods. Mr.
Rice said the neighborhood association supported not including Brightwater
Dr. Staff has tried contacting the Carlouel Yacht Club at the northern end of
Clearwater Beach to no avail, Carlouel has not responded. The City Manager
said Deputy City Manager Jill Silverboard spoke with the Clearwater Beach
Neighborhood Association today who suggested that Carlouel has indicated a
willingness to participate. Staff has not received a formal response from
Carlouel. Deputy City Manager Jill Silverboard said it was not anticipated that
this project be assigned to the new transportation planner. The project
originated in the Parking Division and has been continued by the Engineering
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
Director and Assistant Director. Ms. Silverboard expressed concerns with
impacting the priorities established for the new transportation planner if this
program is added to his work plan. Engineering Director Mike Quillen said the
required approval percentage for traffic calming is 65%.
In response to a question, Ms. Silverboard said staff proposes to sell the
parking permits at the beach marina. The ordinance before Council is an initial
draft, a final draft of the ordinance will be presented to Council at a future date.
Discussion ensued with concerns expressed that the proposed program on
the north end of the beach denies public access to public roads that provide
public access to a public beach or requiring residents to buy parking permits
for guests. There was consensus to pursue an ordinance requiring 65%
approval of the property owners.
In response to a suggestion, Mr. Quillen said when staff had their one-on-ones
with Council, staff reviewed similar programs in Tampa, St. Petersburg and St.
Pete Beach; these programs are similar to the one being proposed to Council.
Staff has called all three municipalities regarding incidences involving
residential parties, property improvements or real estate listings, no calls have
been returned. Ms. Silverboard said staff is proposing to handle the program
through the Parking System as the Police Department currently must handle
any parking violations by complaints and they must observe the violations.
The parking permits must provide enough revenue to pay for the
administration of the program.
Staff was directed to provide information on the management of drop-by
visitors and residential parties, fee schedules and restrictions on certain times
of the day.
In response to a question, Mr. Quillen said the ordinance would be applicable
citywide. Interested neighborhoods would submit a petition, if approved, the
neighborhood would be added to the ordinance.
7.3 Award a construction contract to Poole and Kent Company of Florida, of Tampa,
Florida in the amount of$473,000 for Northeast Water Reclamation Facility (WRF)
Effluent Pump Station Valves and Slide Gate Replacement Project (16-0005-UT),
which is the lowest responsible bid received in accordance with plans and
specifications of the project, and authorize the appropriate officials to execute same.
(consent)
This Agenda Item is for the construction of Northeast WRF Effluent Pump
Station Valves and Slide Gate Replacement Project consisting of
replacement of a slide gate and two 36-inch butterfly valves, including
electric actuator at the effluent pump station of the Northeast WRF, and
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
associated electrical and instrumentation work.
The goal of this project is to connect the valves to a SCADA control system
to be able to open and close the valves automatically in order to control the
effluent flow effectively.
Four bids were received and Poole and Kent Company of Florida is the
lowest in the amount of$473,000. AECOM is the Design Engineer for the
project. After comparing and evaluating bids, the Engineer of Record
recommended awarding construction to Poole and Kent Company of
Florida.
It is anticipated that construction will be accomplished in 180 days.
The City of Clearwater's Public Utilities Department is responsible for
owning, operating and maintaining the Northeast WRF.
APPROPRIATION CODE AND AMOUNT:
0327-96664-563800-535-000-0000 $473,000
Funding is available in Utility Renewal and Replacement project 0327-96664,
WPC R&R to fund the contract.
8. Planning
8.1 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 3071 Grand View Avenue; and pass Ordinances 8982-17, 8983-17 and
8984-17 on first reading. (ANX2016-10035)
This voluntary annexation petition involves a 0.198-acre property consisting of
one parcel of land occupied by a single family home. The parcel is located on
the south side of Grand View Avenue approximately 80 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 contiguous to existing city limits to the west. 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 available, and
is aware of the fee that must be paid in order to connect and the
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
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 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 this
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 contiguous to existing city
limits to the west. Therefore, the annexation is consistent with Florida
Statutes Chapter 171.044.
8.2 Approve the second amendment to an existing professional services agreement with
Foundation Design LLC (d.b.a MERJE), for the U.S. 19 Master Wayfinding and
Signage Plan, to fund Project 2, Citywide Wayfinding in the amount of$89,850 as
described in the Additional Scope of Services, and authorize the appropriate officials
to execute same. (consent)
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 U.S. 19 Corridor. In January 2016,
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Council Work Session Meeting Minutes December 12, 2016
MERJE was awarded a contract to develop such plan (Phase 1) and in August
that contract was extended for the detailed design work (Phase 2). The
analysis conducted in Phase 1 highlighted the need for the U.S. 19 wayfinding
system to talk to other ones in the City (Downtown and Beach) to create a
seamless transition between areas. It became apparent that the creation of a
deliberate citywide wayfinding system would result in a system that speaks with
one voice. It could communicate a consistent identity, while allowing for
unique elements for different areas of the City.
The Planning and Development Department is seeking Council approval for a
citywide wayfinding project (Project 2 of the MERJE contract) in the amount of
$89,850. The U.S. 19 wayfinding project will provide the basis for design for
the citywide project. Project 2 will focus on city gateways, the Downtown and
Clearwater Beach. It will include a wayfinding assessment, design
development, programming and documentation and public input. Orientation
maps and a brochure design will be developed for the City as a whole, as well
as for Downtown and for Clearwater Beach.
Funding for this contract is available in cost code 010-01420-530100,
professional services, to fund this contract.
In response to questions, Planning and Development Assistant Director Gina
Clayton said staff expects the consultants to complete the work in May. This
project will entail the efforts undertaken in Phase 1 and 2 of the US 19
Wayfinding Project, which includes some schematic design work for
Clearwater Beach and Downtown districts and citywide gateways. The project
will have all the documents necessary to move forward with a signage
program citywide or targeted areas as funding is available. The project will
concentrate on secondary city gateways, as well as Downtown and
Clearwater Beach. Ms. Clayton said MERJE, as part of their work plan, looked
at how well the US 19 system connected with other systems to direct
individuals to the beach or downtown and determined that there was no
coordinated approach. The design work they proposed will enforce the city
brand and will seamlessly sequence signage from one district to another.
Each district will have its unique logo. The existing Downtown wayfinding
signs, as well as those in the gateway, will be replaced with the new proposed
signage programming.
8.3 Support the submission of a grant application for the Forward Pinellas Complete
Streets Grant Program to develop a complete streets concept for the Drew Street
corridor, from N. Ft. Harrison Avenue to U.S. Highway 19, and adopt Resolution
16-27.
In October, Forward Pinellas issued a call for complete streets projects, asking
local governments to submit applications requesting funding for concept design
or construction of local complete streets projects, funded through a new
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
competitive grant program. Complete Streets are designed, operated, and
maintained for all users, regardless of age or ability, based on the context of
the street and the surrounding area, and can serve as catalysts for
transformative redevelopment and economic development.
In advance of the formal call for projects, the Skycrest Neighborhood
Association voted at its August 30, 2016 meeting to support the development
of a complete street conceptual design plan for the segment of Drew Street
(S.R. 590) from NE Coachman Road to North Duncan Avenue. At the request
of neighborhood representatives the City Council authorized staff to prepare an
application requesting funding to develop a complete street concept plan for
Drew Street.
Staff has coordinated with Vrana Consulting, Inc. to prepare a grant application
for the Drew Street corridor from N. Ft. Harrison Avenue to U.S. Highway 19.
This expanded scope connects the Downtown Community Redevelopment
Area to the U.S. 19/Drew Street Activity Center and encompasses the original
segment which Skycrest Neighborhood Association requested.
The City is requesting $50,000.00 of funding, and in consideration of the
competitive selection process for determining allocation of available funds, the
City is committing to matching $50,000.00 with $25,000 in-kind and $25,000
direct funding. Resolution 16-27 formalizes City Council's support for the grant
application (Exhibit A).
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 010-01420-530100, professional services, to
fund the cash match committed for this grant application request.
In response to questions, Land Resource Specialist Ellen Crandell said
originally, the request was to submit an application from Duncan Avenue to NE
Coachman Rd. As it relates to Complete Streets, it is more effective to look at
the larger corridor, particularly connecting two major areas: US 19 and
Downtown. Ms. Crandell said the grant application is requesting $50,000, with
a $50,000-match from the City. The concept design should be completed
within the $100,000 estimated total. Consultant Tammy Vrana said the original
neighborhood request was from Duncan Avenue to NE Coachman Rd., which
was .85 miles in length. The grant application reinforces the applicability of a
Complete Streets project to transform this area and evidence that an activity
center would be effected by the project. Ms. Vrana said the application would
be strengthened if it included at least one activity center,in this case, there are
two on either end- US 19 and Downtown. Staff approached the neighborhood
group that originally brought the idea forward regarding the expanded area
who were pleased with the change.
In response to a concern, the City Manager said Council agreed to pursue the
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
neighborhood's request, Council will have to make the decision how the
project is done, if the grant is awarded.
9. Solid Waste
9.1 Approve a Contract (Purchase Order) renewal to Communications International of
Vero Beach, FL in the amount of$ 73,081.00 for the maintenance and repair of the
city-wide two-way radio communication system and equipment in accordance with
Sec. 2.564(1)(b), Code of Ordinances - Sole Source, and authorize the appropriate
officials to execute same. (consent)
This contract renewal authorizes Communications International to provide
preventive maintenance, repair, and or replacement on all of the City's two-way
radios and terminals.
The term of this contract renewal is one year, October 1, 2016 through
September 30, 2017, and includes demand services, emergency services, and
preventive maintenance. The original contract approved by Council on
December 18, 2014, was effective October 1, 2014 through September 30,
2015.
APPROPRIATION CODE AND AMOUNT:
566-06620-530300-519 $73,081.00
These funds are available in the operating expense of the Radio Shop as
budgeted in Fiscal Year 2016/17.
9.2 Award a contract (purchase order) to Garland/DBS, Inc., in the amount of$151,885
for Marshall St. Control Building roof replacement, and storage roof recoating, and
Belt Press Building roof repairs, per proposal 25-FL-160879, in accordance with Sec.
2.564(1)(d), Code of Ordinances - Other governmental contracts, and authorize the
appropriate officials to execute same. (consent)
The Marshall St. Control Building roof is forty years old and has had several
maintenance issues over the past few years. The core samples of the roof
indicated that complete removal and replacement of the roof system is
necessary. However, the EPDM roof over the equipment storage room is in
good condition and only requires minor repairs and re-coating of the roof.
Also, further investigation of the Belt Press Building roof determined that only
minor repairs are required at this time.
In choosing a contractor, staff evaluated the U.S. Communities and Master
Intergovernmental Cooperative Purchasing Agreement (MICPA). Garland/DBS,
Inc. is a contractor that has been awarded a bid for roofing services through
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
this agreement specifically with Cobb County, Georgia, and available to all
members of the U.S. Communities cooperative, of which the City of Clearwater
is a member since 2002. Garland took the scope of work and managed a
construction bid process, resulting in four local bids for this work. The lowest
responsive bid was Springer-Peterson Roofing & Sheet Metal, Inc, which will
serve as a subcontractor to Garland. The bid date was October 27, 2016.
Funding for this project will be provided through approved Fiscal Year 2016
CIP for $165,000.
APPROPRIATION CODE AND AMOUNT:
327-96664-563600-535-000-0000
9.3 Approve a contract (purchase order) with UniFirst Corporation of Tampa, FL, for
General Services/Fleet Division uniforms in the annual amount of$25,000 with
renewal terms, and authorize the appropriate officials to execute same. (consent)
In March 2016, contracts were awarded to DesignLab and Cintas for the
purchase and rental of uniforms for city employees due to rebranding of the
city logo. It has been determined that these two vendors are not able to provide
specific cotton uniform items which are required by the Fleet Division
employees for safety reasons. Fleet is requesting a contract be awarded to
Unifirst Corporation as they are able to provide the required cotton uniform
items.
This contract shall be issued, in accordance with the National Joint Powers
Alliance Contract 062415-UFC with a maturity date of August 18, 2019, per
City Code 2.2564 Exceptions to Bid and Quotation Procedures, Item (d)
provides for the utilization of cooperative purchasing contracts previously
awarded by other governmental entities.
The Fleet Division has Fiscal Year 16/17 funds for routine uniform rentals.
This authorization request for routine uniform rentals is for annual total amount
not to exceed $25,000; with a three-year rental commitment, subject to
appropriation of funds.
APPROPRIATION CODE AND AMOUNT:
Funding for$25,000 of this contract (Purchase Order) has been included in
Fleet Department's fiscal year 2017 budget.
566-06611-544600-519-000-0000
9.4 Approve a Contract (Purchase Order) to Communications International of Vero Beach,
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
FL in the amount of$999,978.65 for the Project 25 (P-25) Phase III upgrade of the
city-wide two-way radio EDACS communication system infrastructure in accordance
with Sec. 2.564(1)(b), Code of Ordinances - Sole Source; authorize lease purchase
under the City's Master Lease Purchase Agreement, or internal financing via an
interfund loan from the Capital Improvement Fund, whichever is deemed to be in the
City's best interest; and authorize the appropriate officials to execute same. (consent)
Currently the City of Clearwater is in the process of upgrading its city wide
communications system to a national P25 standard. This upgrade was laid out
in 3 phases, with a multi-year implementation schedule. The initial phase was
comprised of upgrades required by the Clearwater Police Department. The
second phase was upgrading the remaining city user equipment. The third and
final phase will complete the migration with the final build-out of the City's
system infrastructure.
The first part of Phase I, which was the initial Project 25 upgrade of the
city-wide two-way radio EDACS communication system Infrastructure, was
approved by Council on December 18, 2014. Part 2 of Phase I, which was
approved in the six-year Capital Improvement Program, was approved by
Council on April 16, 2015 and Part 1 of Phase II, partial terminal upgrades, was
approved by Council on February 18, 2016.
This is Part 2 of Phase II and Phase III, which will be the completion of the
3-year migration for the City of Clearwater. This includes the purchase of the
remaining terminals for Solid Waste, Gas, Public Utilities, Engineering and the
final RF (Radio Frequency) build-out of the remaining 5 legacy EDACS
channels.
Communications International has been designated a sole source based on
the standardization and compatibility with existing equipment that will be
retained.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the lease purchase capital improvement project
316-94243-530300-519; Radio P25 Upgrade.
10. Official Records and Legislative Services
10.1Appoint one member to the Nuisance Abatement Board to fill the remainder of an
unexpired term through February 28, 2020.
APPOINTMENT WORKSHEET
BOARD: Nuisance Abatement Board
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
TERM: 4 years
FINANCIAL DISCLOSURE: Yes
APPOINTED BY: City Council
RESIDENCY REQUIREMENT: City of Clearwater
MEMBERS: 7
APPTS. NEEDED: 1
Purpose: The Nuisance Abatement Board will be composed of seven city
residents who will conduct hearings on public nuisance cases associated with
prostitution and drug-related activities on known properties throughout the City.
THE FOLLOWING BOARD MEMBER HAS RESIGNED AND NOW
REQUIRES REPLACEMENT BY A NEW APPOINTEE:
Kevin R. T. Laughlin - 1237 Rose Road, 33759 - Industrial Safety Training
Original appointment: 3/3/16
(was serving 1 st term until 2/28/20)
Resigned: 10/21/16
THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO
FILL THE ABOVE VACANCY:
1. Greg A. Brown - 1279 Bermuda St., 33755 - Production Asst.
2. Jennie Devoe - 111 N. Lady Mary Dr. #8, 33755 - Bookkeeper
3. Jeffrey E. Feeley - 3301 San Domingo St., 33759 - Real Estate Investor
4. Mary Ann Lane - 3030 Homestead Ct., 33759 - Clinical Social Worker
5. Michelle Thomann-Ramirez - 10 S. Keystone Dr. - Art Educator/Artist
Zip codes of current members:
3 at 33755
3 at 33756
Current Categories:
Attorney
English Teacher/Librarian
HR Analyst
Restaurant Owner
Retired Business Management
Retired/Management
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
There was consensus to appoint Mary Ann Lane. Staff was directed to place
the item on the Consent Agenda.
10.2Reappoint Desaray Dilday to the Sister Cities Advisory Board as the youth member
representative with term to expire December 31, 2020. (consent)
APPOINTMENT WORKSHEET
BOARD: Sister Cities Advisory Board
TERM: 4 years
APPOINTED BY: Sister Cities Advisory Board
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: One member of the City Council
MEMBERS: 6
CHAIRPERSON: Sallie Parks
MEETING DATES: Quarterly
PLACE: Council Chambers
APPOINTMENTS NEEDED: 1
SPECIAL QUALIFICATIONS: Representatives of Clearwater Sister Cities,
Inc., the local business community, the School Board's World Language
Coordinator or designee, and the Clearwater Arts Alliance shall not be required
to reside within the City of Clearwater.
THE FOLLOWING ADVISORY BOARD MEMBER HAS A SEAT THAT WILL
BE EXPIRING. SHE'S CURRENTLY SERVING ON THIS BOARD AS THE
YOUTH MEMBER REPRESENTATIVE AND SHE WISHES
REAPPOINTMENT:
1. Desaray Dilday - 20 S. Meteor Ave., 33765 - Student
Original Appointment: 9/3/15
(currently filling the remainder of an unexpired term until 12/31/16)
(Youth member)
Zip codes of current members:
1 - 33761
1 - 33764
1 - 33765
1 - 33770
1 —34683
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City of Clearwater
Council Work Session Meeting Minutes December 12, 2016
11. Legal
11.1Approve Second Amendment to Purchase Agreement with Paradise Group, LLC for
parking spaces in the Pelican Walk parking garage and authorize the appropriate
officials to execute same. (consent)
The City and the Developer entered into a Purchase Agreement dated
June 10, 2014, which was amended on September 1, 2015.
The City and the Developer now wish to amend the agreement to
provide for a closing date of December 31, 2016.
APPROPRIATION CODE AND AMOUNT: N/A
In response to questions, the City Attorney said the developer will be able to
use the garage if closing does not occur on December 31. One of the items
needed for closing is the issuance of the CO, staff anticipates proceeding with
closing within 3-4 days of notice. Staff believes they are prepared to open by
the end of the year. If the conditions are satisfactorily completed, the City will
not pursue with closing.
11.2Adopt Ordinance 8923-16 on second reading, approving amendments to the
Clearwater Comprehensive Plan to support the implementation of the US 19 Corridor
Redevelopment Plan and new US 19 future land use categories, establish criteria for
plan amendments in the Coastal Storm Area, and update various terms and
references. (CPA2016-04001)
On September 15, 2016, the Clearwater City Council approved on first reading
amendments to the Clearwater Comprehensive Plan to support the
implementation of the US 19 Corridor Redevelopment Plan and the
establishment of the new US 19 future land use categories. As required by
Florida Statutes, the proposed text amendments were submitted to the Florida
Department of Economic Opportunity (DEO) and other required State agencies
and Pinellas County for review and comment.
The Planning and Development Department received a response from DEO,
as well as comments from the Florida Department of Transportation (FDOT).
One proposed policy relating to amendments increasing residential density in
the coastal high hazard area must be revised to include a reference to the
applicable state statutes requiring adequate mitigation. Staff is proposing an
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Council Work Session Meeting Minutes December 12, 2016
amendment to Ordinance 8923-16 to address this comment, as well as others
in the agencies' technical assistance comments which are provided for
Council's review. The Florida Department of Environmental Protection and the
Tampa Bay Regional Planning Council both identified no adverse issues on
regional resources or facilities, and the Southwest Florida Water Management
District had no comments for the proposed comprehensive plan amendments.
Staff has prepared a response to the state agencies' comments, as well as a
motion to amend Ordinance 8923-16 on second reading that incorporates the
required revisions to the amendments.
11.3Adopt Ordinance 8932-16 on second reading, approving a Future Land Use Map
Amendment from 17 different future land use categories corridor-wide to the US 19
Regional Center (US 19-RC), US 19 Neighborhood Center (US 19-NC), US 19
Corridor (US 19-C), Preservation (P) and Water/Drainage Feature categories for
property generally located along US Highway 19 between Belleair Road and Curlew
Road, including properties east and west of US 19 along cross streets.
(LUP2016-06004, LUP2016-06005, LUP2016-06006)
On September 15, 2016, the Clearwater City Council approved on first reading
amendments to the City's Future Land Use Map designating 4,036 parcels of
land (±1,641.35 acres in area) as US 19 Regional Center (US 19-RC), US 19
Neighborhood Center (US 19-NC), and US 19 Corridor (US 19-C). These
properties are generally located along US Highway 19 between Belleair Road
and Curlew Road, including properties east and west of US 19 along cross
streets.
As required by Florida Statutes, the proposed large-scale map amendments
were submitted to the Florida Department of Economic Opportunity (DEO) and
other required State agencies and Pinellas County for review and comment.
These amendments were transmitted concurrently with Ordinance 8923-16
(CPA2016-04001) making amendments to the Clearwater Comprehensive
Plan, also on same City Council agenda.
The Planning and Development Department has received responses from the
Florida Department of Transportation (FDOT) and the Southwest Florida Water
Management District (SWFWMD) regarding the proposed future land use
amendments. None of the state agencies identified any adverse issues on
regional resources or facilities as a result of the proposed amendments. The
SWFWMD requested additional analysis indicating the City's ability to serve
future development with potable water, which is provided within the City's
response to agency comments. The FDOT's letter included several editorial
comments for consideration by the City; however, no further action is required
at this time.
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Council Work Session Meeting Minutes December 12, 2016
While reviewing the ordinance and exhibits, Planning and Development
Department staff identified several properties where the existing
Water/Drainage Feature and Preservation (P) future land use categories had
been deleted, but should remain in place. Exhibit A requires additional updates
to state the full category name of Water/Drainage Feature, where previously
the Exhibit only referenced Water, and to correct certain addresses for which
the unit number should have been placed at the end of the address. Therefore,
staff has prepared a motion to amend the ordinance and its exhibits to also
include these corrections.
11.4Authorize hiring David Levin with the law firm Icard, Merrill, Cullis, Timm, Furen and
Ginsburg, P.A., at the rate of$225.00 per hour not to exceed $30,000, for
representation in the case of Bayesplanade.com, LLC v. City of Clearwater, Case No.
16-000697-CI, a Quiet Title action relating to certain submerged lands where William
Blackwood is disputing the City's ownership; approve a Legal Services Agreement;
and authorize the appropriate officials to execute same. (consent)
In 1926, (TIFF Deed 17451), the Clearwater Island Bridge Company (CIBC)
took title to submerged lands from the State. In 1934, (Deed Book 706, Page
387) the CIBC quitclaimed property, including the submerged lands in
question, to the City.
In 1957, (Official Record Book 228, Page 513) the CIBC quitclaimed
submerged lands to North Bay Company (predecessor in title to
Bayesplanade.com, LLC). The lands described in this deed include lands that
had already been conveyed from CIBC to the City by the 1934 deed.
In 2005, (OR Book 14614, Page 2319) North Bay Company quitclaimed its
submerged lands to Bayesplanade.com, LLC. Once again the legal
description included lands that were conveyed to the City in 1934, prior to
North Bay's ownership.
Clearwater's title to the Disputed Property is first in time and superior to any
claim of title Mr. Blackwood might assert. Mr. Blackwood's
predecessor-in-interest claims title via a 1957 Quit Claim Deed. The Disputed
Property had been conveyed to Clearwater roughly 23 years prior to the 1957
deed which could not have contained the 5.888 acres because it had already
been divested and conveyed to Clearwater.
The Plaintiff has filed a Motion for Summary Judgment which is scheduled to
be heard on March 2, 2017.
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Council Work Session Meeting Minutes December 12, 2016
Plaintiff's Motion is based upon its interpretation of the 1934 deed. Its
contention is that the 1934 deed conveyed only "upland" that extended
eastwardly into the Channel of Clearwater Harbor, and that the failure of the
deed to specifically include "submerged lands" is fatal to the city's claim of prior
title to submerged lands in dispute. Defendant's position is that the 1934
deed's conveyance of"all lands extending eastwardly to the Channel of
Clearwater Harbor; together with all riparian rights" was meant to convey
certain spoil islands that formed part of the old causeway and bridge from the
mainland to Clearwater Beach. These islands no longer exist.
Defense of this action will require discovery. The depositions of William
Blackwood, George Shimp and Bill Wallace (Clearwater Historical Society) will
be need to be taken. Production of documents from the Pinellas County
Appraisers Office has been received via a public records request. No doubt
the need for further discovery will become evident as time passes.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 010-09600-530100-514-000-0000, to fund
this contract.
12. City Manager Verbal Reports
12.1 Florida Orchestra Funding Request
The City Manager said several months ago the Florida Orchestra and Ruth
Eckerd Hall agreed to cost share the replacement cost for a new orchestra
shell. The Florida Orchestra wrote a letter to the City requesting a contribution
for their part of the cost share, which was $300,000. After speaking with both
organizations regarding an appropriate contribution to the Florida Orchestra, a
$50,000-contribution is being recommended. The City Manager requested
direction regarding the contribution amount, to be made from General Fund
Reserves.
Discussion ensued with consensus made to provide $37,500 to each
organization. Staff was directed to provide a status of Ruth Eckerd Hall's
fundraising efforts for the new orchestra shell.
12.2Ruth Eckerd Hall Legislative Request
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Parks and Recreation Administrative Support Manager Felicia Donnelly
said Ruth Eckerd Hall has requested the City to amend its legislative agenda
to include a $2 million appropriation request in the upcoming legislative
session for the Ruth Eckerd Hall Experience.
There was consensus to amend the 2017 State Legislative Priorities to include
Ruth Eckerd Hall's appropriation request. Staff was directed to place the item
on the Consent Agenda.
13. City Attorney Verbal Reports
The City Attorney said staff is processing a potential ordinance for
council consideration regarding a moratorium on marijuana dispensaries.
The Community Development Board will hear the ordinance at their next
meeting. The matter will come before the Council in January.
14. Council Discussion Item
14.1Adding new business (items not on the agenda) to the CRA standard agenda -Vice
Mayor Jonson
Vice Mayor Jonson requested to add the agenda category New Business—
items not on the agenda, which appears on the worksession agenda. The
City Attorney said adding an agenda category to the CRA agenda is a
discussion for the CRA, not Council.
14.2Procedure for response to Citizen comments during Citizens to be Heard - Vice Mayor
Jonson
Vice Mayor Jonson said citizens have appeared recently before Council under
Citizens to be Heard with questions of city policy. He said if someone is
petitioning council, it seems like there should be a response process like if
someone writes a letter. Comment was made that there is a policy in place
where the City Clerk gets contact information from the citizen so that staff can
respond and if needed, the City Manager provides an update at the next
meeting. The City Clerk said there is an existing Council policy, 24H, which is
followed. Vice Mayor Jonson requested Council be copied on future
responses.
14.3Council Policy M Fiscal Year 2017 Annual Objectives - Vice Mayor Jonson
Vice Mayor Jonson said he had requested this item be placed on the agenda
prior to Council's discussion on November 8, 2016 when Council majority
made a decision to modify Policy M. The Vice Mayor said there are no
specific policies in place to address how the City Manager is evaluated
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Council Work Session Meeting Minutes December 12, 2016
annually. He said he would like to discuss 2017 annual objectives as that is
what he uses for the City Manager's evaluation, including selective strategic
initiatives. He met with the City Manager in August and developed a list of
objectives, which he distributed to Council in October. He proposed creating
a unified set of objectives among Council in which to evaluate the City
Manager. He said creating a list of prioritized objectives in common in other
municipalities.
Discussion ensued with comments made that there are areas in government
that cannot be defined with business protocol and that objectives listed are
already things in process and Council is aware of the action plans.
15. 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).
Councilmember Caudell requested a presentation to Council by TBARTA
regarding a van pool service and by Forward Pinellas regarding the Complete
Streets program. There was consensus to schedule both presentations.
16. Closing Comments by Mayor — None.
17. Adjourn
The meeting adjourned at 4:30 p.m.
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City of Clearwater