09/05/2017 Council Work Session Meeting Minutes September 5, 2017
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
9 '
e
Meeting Minutes
Tuesday, September 5, 2017
9:00 AM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
Roll Call
Present 5 - Mayor George N. Cretekos, Vice Mayor Hoyt Hamilton,
Councilmember Doreen Caudell, Councilmember Bob Cundiff, and
Councilmember Bill Jonson
Also Present: William B. Horne II — City Manager, Jill Silverboard — Deputy City
Manager, Micah Maxwell —Assistant City Manager, Pamela K.
Akin - City Attorney, Rosemarie Call - City Clerk and Nicole Sprague —
Official Records and Legislative Services Coordinator
To provide continuity for research, items are listed in agenda order although not necessarily
discussed in that order.
1. Call to Order— Mayor Cretekos
The meeting was called to order at 9:00 a.m. at City Hall.
2. Presentations — Given.
2.1 September Service Awards
Four service awards were presented to city employees. The September
2017 employee of the month award was presented to Officer James
Frederick, Police.
The Council recessed from 9:07 a.m. to 10:03 a.m. to meet as the Community
Redevelopment Agency.
3. City Manager
3.1 Approve a Capital Funding Agreement with Clearwater Marine Aquarium for a sum not to
exceed $5 million (one payment for $3 million and a one-time matching grant for $2
million) and authorize the appropriate officials to execute same. (consent)
In September of 2016 the Clearwater Marine Aquarium (CMA) made a request
to the City for grant funding in the amount of$3.0 million in immediate funding
plus an additional $2.0 million in matching funding to be paid when CMA obtains
private donations of an equal amount. After the request was made, the CMA
made a change in architects and placed their request on hold, until the new
design was developed and final costs had been estimated. That work has been
completed and the CMA has asked that their grant request and its
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accompanying agreement be brought forward for consideration by the
Clearwater City Council.
Staff recommends approval.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment in FY 2018 will provide a transfer of
$5,000,000 from General Fund Reserves, to a capital improvement project
number to be determined to fund this agreement
USE OF RESERVE FUNDS:
Funding for this agreement will be provided by a fiscal 2018 first quarter budget
amendment allocating General Fund reserves in the amount of$5,000,000. A
net total of$8,543,663 of General Fund reserves has been appropriated by
Council to fund expenditures in the 2016/17 operating budget, and if approved,
this total of$5 million of General Fund reserves from the 2017/18 operating
budget. If this item is approved, the remaining balance in General Fund
expenditures, after the 8.5% minimum reserve requirement, is approximately
$8.2 million, including the BP legal settlement monies. Exclusive of the BP
monies, the remaining balance is $1.75 million, or 1.3% of the fiscal 2018
General Fund operating budget.
The City Attorney said the CMA has requested to continue the item.
4. Office of Management and Budget
4.1 Set final millage rate of 5.1550 mills for fiscal year 2017/18 against non-exempt real and
personal property within the City of Clearwater and pass Ordinance 9075-17 on first
reading.
In accordance with Chapter 200 of the Florida Statutes, which defines
requirements for the Determination of Millage and the rules governing Truth in
Millage (TRIM) compliance, the City Council must hold two public hearings to
adopt a final millage rate for the new fiscal year. The adoption of this ordinance
to establish the millage rate and the two related budget ordinances are an
integral part of fulfilling these requirements.
The City Council set a tentative millage rate of 5.1550 mills on July 20, 2017,
which is the rate that appeared on the TRIM bill notices mailed to taxpayers in
August. The millage rate of 5.1550 mills represents a 6.86% increase from the
rolled back rate of 4.8241 mills.
Ordinance 9075-17 is presented in order to adopt the millage rate of 5.1550
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mills to support the operating and capital improvement budgets for the 2017/18
fiscal year.
4.2 Approve the City of Clearwater Annual Operating Budget for the 2017/18 fiscal year and
pass Ordinance 9076-17 on first reading.
In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearings to adopt the budget. The adoption of this ordinance and the related
ordinances adopting the 2017/18 millage rate and the Capital Improvement
Budget are an integral part of fulfilling these requirements.
On June 30, 2017, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2017/18 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 20, 2017,
and at the August 2, 2017 Special Budget Council meeting for Council
discussion and citizen input.
The following changes have been made to the Preliminary Operating Budget
and are included in the ordinances for adoption of the operating budget:
• The expenditure budget for the Parks and Recreation Department is
increased by $1,265,420 to include the operating budgets of the Pier 60
and Sailing Center programs which were previously a part of the Marine
and Aviation Department. This is due to a management change which
was made after release of the preliminary budget and has a net zero
effect on the total General Fund operating budget.
• The expenditure budget for the Water and Sewer Fund is increased by
$145,850 to reflect transfers to the Capital Improvement Fund which
weren't included in preliminary figures. This represents impact fee
funding in capital projects that are planned in the Capital Improvement
budget for fiscal year 2017/2018.
• The expenditure budget for the Central Insurance Fund is decreased by
$215,680 to reflect a reduction in workers compensation costs based
upon updated estimates. This change reduces the use of Central
Insurance Fund reserves which were budgeted to offset the increased
cost of workers compensation insurance.
• In the Special Revenue funds, both revenues and expenditures are
reduced by a total of$236,780 to reflect the adjusted total of CDBG,
HOME and SHIP funds in the 2017/18 Annual Action Plan approved by
the City Council on August 3, 2017.
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In response to questions, Budget Manager Kayleen Kastel said Pier 60 and
the Sailing Center were always general fund operations. Council will have the
ability to amend the budget all year long, it may be difficult to identify specific
budget codes now if project funds are reshuffled to address a new need.
Deputy City Manager Jill Silverboard said it would be easier for staff if Council
advised of specific budget amendments today, if specific budget amounts are
not known, or there is no consensus to pursue the amendment, staff
recommends to wait until a quarterly amendment. Ms. Kastel said the budget
presented to Council is balanced, there are is not projected general fund
reserve dollar amount being put in or used. Council policy requires a minimum
of 8.5% of the expenditure budget to be set aside for the general fund reserve.
Finance Director Jay Ravins said there is currently$26 million in general fund
reserves,policy requires $11 million. The reserves includes $6 million of BP
settlement monies. Mr. Ravins said there is approximately$8.5 million in
reserves that have not been designated. Assistant City Manager Micah
Maxwell said the reserve funding does not include CMA's $5 million request.
4.3 Adopt the Fiscal Year 2017/18 Annual Capital Improvement Budget and establish a
six-year plan for the Capital Improvement Program (CIP) and pass Ordinance 9077-17 on
first reading.
In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearing to adopt the final budget. The adoption of this ordinance and the related
ordinances adopting the 2017/18 millage rate and operating budget are an
integral part of fulfilling these requirements.
On June 30, 2017, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2017/18 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 20, 2017,
and at the August 2, 2017 Special Budget Council meeting for Council
discussion and citizen input.
No changes have been made to the preliminary 2017/18 Capital Improvement
Fund budget.
In the preliminary Six Year Capital Improvement Plan, funding budgeted for
fiscal year 2019 in the amount of$483,000 for "Sports Turf Installation" at the
Jack Russell Stadium practice field has been eliminated. This project has been
accelerated to fiscal year 2016/2017 as a third quarter budget amendment,
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approved by the Council on August 16, 2017.
4.4 Approve the recommended Penny for Pinellas project list, as revised for Fiscal Years
2017/18 through 2019/20.
On March 6, 1997, the City Council adopted Ordinance 6137-97. The ordinance
established the requirement for a special hearing prior to adoption of the capital
improvement budget to discuss the use of Penny for Pinellas tax, and at any
time in which there is any proposed change to the Penny for Pinellas project
funding of$500,000 or more.
Changes to Penny for Pinellas project list that meet this criteria in the proposed
2017/18 capital improvement budget and six-year plan include the following:
• Seminole Boat Launch Improvements - This project has been
established in the amount of$5 million to be funded in fiscal year
2017/2018. The funding will provide for the improvements to the
parking lot and launch area, dock expansion, lighting updates,
and enhanced gateways from Seminole Street to Osceola
Avenue.
• Aviation Operations Center - This project has been established in
the amount of$760,000 to be funded in fiscal year 2019/2020.
The total project budget is estimated at$3.8 million to construct
a new operations center at the City's Airpark. Staff will seek an
FDOT grant to provide the remaining funding needed.
• Bicycle Paths-Bridges - This project funding has been increased
by $500,000 in Penny for Pinellas funding planned in fiscal year
2017/2018. The increase will provide additional funding for the
City's portion of the pedestrian overpass at State Road 60.
• McMullen Tennis Complex - This project has been increased by
$300,000 in Penny for Pinellas funding planned in fiscal year
2017/2018. This will provide additional funds needed for the
construction of four lighted soft courts at the McMullen Tennis
Complex.
• Fire Ladder Truck - The project funding has been increased by
$144,180 to a new total of$1,300,000 to provide for the purchase
and equipping of a replacement aerial unit for one of the three
existing Pierce Aerial vehicles which has reached the end of its
useful life as a front-line unit.
In response to questions, Deputy City Manager Jill Silverboard said the
Seminole Boat Launch Improvements includes intersection improvements at
Seminole Street and Osceola Avenue.
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Staff was directed to provide the replacement timelines for Fire vehicles.
It was stated that if Penny is not renewed, the items on the list would be
pursued with general fund dollars.
5. Economic Development and Housing
5.1 Approve the Amended and Restated Clearwater Business SPARK Memorandum of
Understanding (MOU), and delegate to the City Manager or his designee, authority to
administer, evaluate, market, seek funding for the program, and adapt objectives,
services, partners and facilities by amendment to the MOU, as may be identified for
success of the program from time to time, and authorize the appropriate officials to
execute same. (consent)
In May of 2015, the City Council and the Community Redevelopment Agency
approved a non-binding MOU detailing the spirit and intent of the Clearwater
Business SPARK Consortium to collaborate to provide a variety of programs,
services, education and networking opportunities to support entrepreneurs and
small business throughout Clearwater, as well as to define the roles and
responsibilities of the Partners.
The Consortium seeks to amend the MOU to add additional Partner
performance metrics, roles and responsibilities, add/remove Partners, and
going forward, allow amendments to the MOU without seeking Council/CRA
approval. In addition, the MOU extends the date to achieve sustainability from
three to five years from the original executed MOU (May 7, 2015).
The amendment to the MOU will be presented at both the September 5th
Community Redevelopment Agency meeting, as well as the September 7th City
Council meeting.
Funding requests shall be considered as part of the City's annual budget
process.
APPROPRIATION CODE AND AMOUNT:
Requests for City and/or CRA financial support of Clearwater Business SPARK
will continue to be considered as a part of the annual budget process. Requests
for funds will be submitted annually according to the budget schedule, and is
subject to City Council and/or CRA approval.
5.2 Approve State Housing Initiatives Partnership (SHIP) Program Annual Report and Local
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Housing Incentive Certification for the closeout year 2014-2015 and interim years
2015-2016 and 2016-2017 and authorize the appropriate officials to execute same.
(consent)
The Florida Legislature enacted the William E. Sadowski Affordable Housing Act
(Act) in 1992. The Act created a dedicated revenue source for state and local
housing trust funds including the State Housing Initiatives Partnership (SHIP)
Program.
Through the SHIP Program, Economic Development and Housing has provided
funding for the following housing activities: Downpayment and closing costs
assistance of existing structures; the construction of new dwellings; the
rehabilitation of owner-occupied single-family dwellings; and the construction,
acquisition, and rehabilitation of rental properties.
All local governments receiving SHIP funds must submit their annual report to
the Florida Housing Finance Corporation by September 15 of each year. The
annual report provides details of expended, encumbered, and unencumbered
funds and a proposal for use of any unused funds. The report also provide
information on the strategies funded, the number of households served, and
income category, age, family size, race and other data regarding special needs
populations such as homeless persons, persons with disabilities and the
elderly. The report is submitted electronically to the State of Florida.
For closeout year 2014-2015, the City received $760,187.50 from the state
annual distribution, receipt of program income, interest and carryover funds
from previous year. The department assisted forty-one families utilizing its
approved strategies. The department also used these SHIP funds and SHIP
program income to match federal program funds to support other existing
housing programs.
For interim year 2015-2016, the expended, encumbered, and unencumbered
amounts are $149,643.14, $535,763.81, and $0.00 respectively. Total Revenue
(Actual and/or Anticipated), including +/- carryover funds is $660.151.34.
For interim year 2016-2017, the expended, encumbered, and unencumbered
amounts are $53,198.08, $87,762.00, and $777,457.54, respectively. Total
Revenue (Actual and/or Anticipated), including +/- carryover funds is
$918,417.62
SHIP funding has a positive impact on the City's economy, as evidenced by
activities in closeout year 2014-2015, where the City expended $760,765 in
SHIP dollars to leverage over$3.8 million in other funds.
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Staff was directed to draft a letter supporting continued SHIP funding for the
City's State Legislative Delegation.
6. Finance
6.1 Approve the purchase of excess liability, excess workers compensation, and numerous
specialty insurance policies from October 1, 2017 through September 30, 2018 at an
amount not to exceed $760,000, and authorize the appropriate officials to execute same.
(consent)
The Risk Management Division of the Finance Department purchases certain
excess and specialty insurance policies through the efforts of the City's
insurance broker, Arthur J. Gallagher and Company.
These policies include an excess liability package through Lloyds's of London
for coverages including General Liability, Automobile Liability, Employee
Benefits Liability, Public Officials Liability, Law Enforcement Liability, Marine
Operator's Liability, EMS Liability, and Compressed Natural Gas Liability; an
excess workers compensation package through Safety National for coverages
including Workers Compensation and Employer Liability; and additional excess
policies for Third Party Storage Tank Liability, Hull Protection and Indemnity,
Cyber Liability and numerous flood policies.
Due to the City's favorable loss history, the premium increased only 0.16% to
$271,500 on excess package policies.
The premium for excess Workers Compensation coverage increased by 2.32%
to $299,840 for fiscal 2018. The premium rate for this year was locked in, since
the insurer for this policy offered a two-year program last year. The premium for
fiscal 2018 was actually driven by an increase in salaries. Risk Management is
also estimating an increase of 10% for the additional excess policies, and a
20% increase for the various flood policies.
This year's total not-to-exceed renewal amount of$760,000 is the same as the
fiscal 2017 approved not-to-exceed amount. This request allows us to factor in
the estimated increases while maintaining a contingency of$13,773.
APPROPRIATION CODE AND AMOUNT:
0590-0790-545100-519-000-0000 $760,000
6.2 Authorize the negotiated sale of not to exceed $30,000,000 Water and Sewer Revenue
Refunding Bond, Series 2017B and adopt Resolution 17-28.
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Currently there is outstanding $30,465,000 par value of Water and Sewer
Revenue Bonds, Series 2011, with maturities in years 2022 -2032 and interest
rates ranging from 4.25% to 5.00% that are callable on December 1, 2021.
Current bond-market conditions present an opportunity to advance refund these
bonds to achieve a present value savings of approximately $2,565,730 (8.42%).
The City's debt management policy states, "As a general rule, the present value
savings of a particular refunding should exceed 5%".
In anticipation of a possible refunding, the City issued RFP 33-17 soliciting
proposals from qualified investment companies who would be interested in
providing a "bank loan" as an alternative financing source.
The City received eight proposals in response to the RFP.
This resolution authorizes the negotiated sale of not to exceed $30,000,000 par
value at a fixed interest rate of 2.40% of Revenue Refunding Bonds, Series
2017B, to Raymond James Capital Funding, Inc., the firm submitting the most
favorable response to the RFP.
In response to a question, Controller Clem Vericker said the proceeds from the
bond sale will go into an escrow account and remain in the account through
December 2021, when the outstanding bonds will be called.
7. Gas System
7.1 Accept Ordinance 2017-03, an Interlocal Agreement/Franchise with the City of Belleair
Bluffs, in order for Clearwater Gas System to continue to provide natural gas service to
the citizens of Belleair Bluffs and adopt Resolution 17-29
On August 21, 2017, the City of Belleair Bluffs Commission approved an
Interlocal Agreement with the City of Clearwater, which provides a franchise for
Clearwater Gas System to provide natural gas service in Belleair Bluffs.
The Clearwater Gas System has provided service within the City of Belleair
Bluffs for the past 35 years under prior franchise agreements.
The effective date shall be the 1 st day of the following month after the Interlocal
Agreement is approved by the City of Clearwater. The Agreement provides the
City of Clearwater a 15-year non-exclusive right to continue to construct,
operate and maintain all facilities necessary to supply natural gas to the City of
Belleair Bluffs. The agreement also provides for renewal options, which may be
extended for an additional 15 years.
The Interlocal Agreement provides for a 6% franchise fee to be paid by the
consumers of natural gas within the City of Belleair Bluffs. The prior franchise
fee was 6%.
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8. Human Resources
8.1 Authorize the funding of city medical insurance and a contract between the City and
Cigna Healthcare for administrative services under a self-insured funding arrangement for
the period January 1, 2018 through December 31, 2018, at a total not-to-exceed $21.6
million, to be funded by city budgeted funds, payroll deductions of employee and retiree
premiums, and Central Insurance Fund reserves; approve the use of not-to-exceed
$660,000 of Central Insurance Fund reserves for fiscal 2018. (consent)
Historically, the City's health care costs have escalated due to increased
inflation in health care cost (8% to 10% annually) and less than favorable claims
experience. The result was increased costs for the City, and the employees
and retirees who participate in the City plan.
In calendar year 2016, staff saw this trend change with actual costs being
approximately $1.8 million less than budgeted. For fiscal year 2017, the City
budgeted for an increase of$621,000 ($285,000 or 1.7% due to claims and
$336,000 or 2.7% due to an increase in employees). As of June 2017, the
actual costs for the plan calendar year-to-date are $1.3 million less than
budgeted and projected to be $2 million less for entire year. This is the second
consecutive year the City has seen cost trending downward which can be
attributed to savings from the use of the Employee Health Center, the increased
emphasis on wellness, and a greater focus on wellness by employees.
As the City is self insured, there is a reserve requirement of two months of
claims, estimated at 2.7 million. This recommendation will permit the city to
attain that requirement.
For plan year 2018, an actuarially supported renewal based on the City's claims
trend projects a 2.09% ($378,148) increase in funding in order to maintain the
current plan design and participation in Cigna's Open Access Plus Network.
This renewal will include mental health, substance abuse, and EAP.
When considering the mitigation of costs over the past 2 years, the City
Benefits Committee and the City discussed several options that included
providing funds to be placed in a health savings account or lowering out of
pocket expenses in the health plan design. The Committee and City have
agreed that lowering costs was the best option available. This recommendation
would result in no additional premium costs for covered members with
employee plus one or employee plus family coverage. It will also permit the City
to modify the current health plan design by lowering the office visit co-pays,
hospital admission fee, and prescription drug co-pays. The recommendation
also includes the current funding strategy of paying 100% of employee
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coverage, 78% of Employee plus one coverage, and 68% of employee plus
family coverage.
The budgeted increase would include the renewal of$378,148 and an additional
$516,262 to account for the plan changes, for a total of$894, 410 for the
calendar year. The increase for the Fiscal Year would be approximately
$660,OOO.The budget already includes health costs for 39 new FTE's of
$315,900. If the current trend continues, staff anticipates costs to stay within
budget estimates.
APPROPRIATION CODE AND AMOUNT:
The City's fiscal 2018 budget includes $17.3 million across all operations for
health plan costs. This proposal, plus estimated health clinic costs, is
estimated to cost $17.9 million, an increase of approximately $660,000. The
total calendar year 2018 cost to the City is estimated at$18.2 million.
The City's fiscal 2018 budget includes $17.3 million across all operations for
health plan costs. This proposal, plus estimated health clinic costs, is
estimated to cost $17.9 million, an increase of approximately $660,000. The
total calendar year 2018 cost to the City is estimated at$18.2 million.
Human Resources Manager Michelle Kutch provided a PowerPoint
presentation.
9. Parks and Recreation
9.1 Approve a one-year Agreement with Juvenile Welfare Board (JWB) and the City of
Clearwater for funding of youth programs, approve a first quarter budget amendment of
$372,645 in special program 181-99872, Coordinated Child Care Ross Norton, and
authorize the appropriate officials to execute same. (consent)
Since 2000, the City has received annual funding from JWB Children's Services
Council to provide after school and summer programming for youth in
Clearwater. Once again, the City has been awarded funding for youth
programming for Fiscal Year 2017/18 from JWB.
The budget is based on serving 233 children in the program over the course of
the year. In Fiscal Year 2016/17, the City was awarded $361,791 for this
program.
In June 2015, the City Resource Committee approved the original grant
application that covered not only 2015 but additional years. This year, JWB did
not require a request for proposal, thus providing a continuation of program
services and gave a three percent increase for staff costs.
"Charting a Course for Youth" is a program designed to incorporate exercise
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and nutrition based activities in an after school and summer camp setting, to
improve academic success, encourage healthy lifestyle choices, improve social
skills, increase athletic abilities, and develop leadership skills of the participants.
The program serves community youth ages 6-17 at the Ross Norton and North
Greenwood Recreation Complexes.
There is no requirement to continue the program when the grant ends.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will provide an increase of$372,645 in other
governmental revenue in special program 181-99872, Coordinated Child Care
Ross Norton, to account for both revenues and expenditures for this agreement.
9.2 Approve a proposal by Construction Manager at Risk, Keystone Excavators, Inc. of
Oldsmar, Florida, in the amount of$1,585,500 for the renovation of the West
Multipurpose fields and lighting at Joe DiMaggio Sports Complex and authorize the
appropriate officials to execute same. (consent)
A master development and improvement plan was designed for the Joe
DiMaggio Sports Complex in 2007. The first phase of this plan was the
removal of the field house and construction of a new field to support local teams
(2008-09). The second phase was the addition of a multipurpose building
including restrooms, concessions and office/meeting room (2011-12). A third
phase included the addition of a press box and storage area to service the
numerous programs and activities held at the Complex (2014-15).
This contract is for the fourth phase of this plan which includes the construction
of one full sized multipurpose field and one medium sized area for practices.
The contract will include sitework, grading, additional soil, irrigation, drainage
systems, retaining walls, sod and lighting. This contract also includes upgraded
lighting of the existing two multipurpose fields which are being designed to be
relocated in the future phases (5 and 6).
This renovation is needed in order to upgrade and improve the existing subpar
multipurpose field areas on the western portion of the property for the benefit of
our local cosponsor groups as well as to provide fields that will be able to host
top level soccer and lacrosse events.
A fifth and sixth phase is planned for the future of the complex which will include
the construction of parking, two renovated full sized multipurpose fields and
restroom/pressbox to service the two major league baseball fields on the
property. Funding for these phases are included in Penny for Pinellas IV and
will be requested from the TDC Capital Funding Program.
This item supports the City Strategic Vision by providing quality facilities that
meet the needs of the citizens of Clearwater and provides for more
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opportunities to promote sports tourism.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project 315-93655, Joe DiMaggio
Sports Complex.
10. Police Department
10.1Approve Equestrian Patrol Equine User Agreement among the City of Clearwater (City),
Nancy Miller and Deborah Storey (owners) for the use of the two horses for a period of
three years and authorize the appropriate officials to execute same. (consent)
City and owners previously entered into Agreements for the use of horses
owned by Nancy Miller and Deborah Storey for the purpose of forming a
Clearwater Police Department (CPD) Equestrian Patrol.
Examples of the Nancy Miller's costs in providing transportation of both horses
to law-enforcement related activities connected with the CPD Equestrian Patrol
are as follows:
• Heavy Duty Truck for towing a horse trailer -Approximate cost$25,000.
• Truck Maintenance -Approximately $1010 yearly (washing, vacuuming,
oil changes, regular maintenance, tires, etc.).
• Horse Trailer -Approximate cost$12,000.
• Trailer Maintenance -Approximately $350 yearly (Replace mats, jack,
wiring & light replacements, cleaning, shavings, etc.).
• Storage - Location where it will be accessible, safe and not in the way;
and
Both horses will be boarded on real property owned by Nancy Miller.
Examples of the owners' yearly costs to maintain two horses are as follows:
• Vaccinations annually - ($100 per horse X 2 times per horse X 2 horses)
$400.
• Ferrier annually - (About 9 times a year at$35 a visit per horse) $630.
• Feed, hay, supplements annually - $4512.
• Grooming supplies, fly spray, hoof meds annually - $720.
• De-worming annually - $80
During the period that the CPD Equestrian Patrol has been in operation, the City
has derived the following benefits from the below listed deployments:
• Uniformed patrol of areas that are not accessible by traditional methods
due to inaccessibility to cruisers or officers on foot- narrow bridges, tall
weeds, insects, snakes, etc.
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• Public Relations/Outreach - The officers on horses are literally chased
down by people to see the horses and touch them, take photos of/with
them, etc. Many people that would not otherwise talk to a uniformed
officer will approach the mounted riders to talk to them. This aids in
public relations and to open communication with the residents in
patrolled neighborhoods.
• Special Events - National Night Out, Christmas time patrols of mall,
children's events, etc.
• Field Search Capabilities - Missing Person/Child in wooded settings.
• Mutual Aid - Other agencies needing mounted units.
This User Agreement will be for three years, beginning on August 18, 2017,
and ending on August 18, 2020.
APPROPRIATION CODE AND AMOUNT:
Investigative Cost Recovery, 181-99329, $3600.00
10.2Approve an Interlocal Agreement between the Clearwater Community Redevelopment
Agency (CRA) and the City of Clearwater to provide CRA funding in Fiscal Year
2017-2018 in the amount of$174,928.74.34 to underwrite the cost of additional
Community Policing services by the Clearwater Police Department in the East Gateway
District, Town Lake District, and Downtown Core District, encompassed by the CRA
(Community Redevelopment Area) to address quality of life issues, drug dealing,
prostitution, and homelessness, and authorize the appropriate officials to execute same.
Quality of life issues, drug dealing, prostitution, and homelessness, all
negatively impact re-development plans. Additional community policing
resources are needed to effectively address these issues above and beyond
the level provided by routine road patrol functions.
An allowable funding source of this action item is the use of CRA Tax Increment
Financing (TIF) funds. Florida Statutes allows for the use of TIF funds for
community policing innovations in Community Redevelopment Areas.
The CRA and Clearwater Police Department have reached an agreement on a
proposed scope of services and terms as delineated in the Interlocal
Agreement. Included in the scope is the delineation of specific, measurable
crime reduction targets by which to monitor the success of the initiative as well
as providing clear language required by statute assuring that the resources are
applied to the CRA/East Gateway area.
The term of this Interlocal Agreement will be October 1, 2017 through
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Council Work Session Meeting Minutes September 5, 2017
September 30, 2018.
APPROPRIATION CODE AND AMOUNT:
Appropriation Code: 388-94849, $174,928.74
In response to questions, Major Eric Gandy said the synthetic drugs include
spice and synthetic stimulants, opioids have not been an issue in the CRA.
Police Chief Daniel Slaughter said although opioids have not played a chronic
problem in the city, opioid related deaths have doubled this year(13 to 26).
Since Manatee County has a chronic opioid problem, the Department has
been tracking the issue and preparing officers if the issue arises in Clearwater.
Staff was directed to place the item on the Consent Agenda.
11. Engineering
11.1Award a construction contract to Steve's Excavating and Paving of Dunedin, FL, in the
amount of$551,170.00 for Corona Avenue Sanitary Sewer Improvements project
(15-0034-UT), which is the lowest responsible bid received; approve Supplemental Work
Order 2 from Engineer of Record (EOR) AECOM, in the amount of$23,550.00 and
authorize the appropriate officials to execute same. (consent)
Corona Avenue Sanitary Sewer Improvements includes procurement and
installation of approximately 700 linear feet of 12 inch-polyvinyl chloride (PVC)
pipe and associated manholes; jack and bore 110 linear feet of 12 inch-ductile
iron pipe under SR-60; and replacement of 40 linear feet of existing vitrified clay
pipe with 10-inch PVC pipe. These improvements will expand the existing
sanitary system to reduce the potential for overflows in this area.
Six bids were received and Steve's Excavating and Paving was the lowest in the
amount of$555,170.00. After comparing and evaluating bids, the EOR Aecom
has recommended awarding construction to Steve's Excavating and Paving.
April 19, 2016, Engineering Director approved an initial Work Order to AECOM
in the amount of$24,973.00 for an evaluation of the existing sanitary sewer
collection system in Corona and Arcturas Avenue areas. The purpose of the
evaluation was to identify potential improvements to the collection system in this
area.
October 24, 2016, City Manager approved Supplemental Work Order 1 to
AECOM in the amount of$64,600.00 for the preparation of design plans &
specifications, bidding documents, and assistance during bidding.
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Supplemental Work Order 2 provides for limited engineering services during
construction including: shop drawing reviews, responses to contractor
Requests for Information, final inspection and Florida Department of
Environmental Protection permit close-out for total work order value of$113,123
(initial, Supplemental 1 and Supplemental 2).
It is anticipated that construction will be completed within 150 days from
issuance of Notice to Proceed.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating, and maintaining the sanitary sewer system.
APPROPRIATION CODE AND AMOUNT:
382-96212-563800-533-000-0000 $555,170.00
315-96212-561300-535-000-0000 $ 23,550.00
Resolution 17-10 was passed on March 16, 2017, establishing the City's intent
to reimburse certain project costs incurred with future tax-exempt financing.
The projects identified with 2018 revenue bonds as a funding source were
included in the project list associated with Resolution 17-10.
Sufficient budget for interim financing or funding with 2018 Water and Sewer
Revenue bond proceeds when issued is available in bond project 0382-96212,
Sanitary Sewer Upgrades or Improvements in the amount of$555,170 and
$23,550 is available in Capital Improvement Project 0315-96212, Sanitary
Sewer Upgrades or Improvements to fund the project.
In response to questions, Engineering Manager Jeremy Brown said the
existing 10-inch pipeline runs along the center of the western lane on Arcturas
Avenue. A new 12-inch pipeline will be installed along the center of the eastern
lane; the connection will take place north of State Road 60, where a new
manhole will be installed.
11.2Approve Amendment 1 to Clearwater Beach Route Funding Agreement between Pinellas
Suncoast Transit Authority (PSTA) and the City in the amount of$217,263 and authorize
the appropriate officials to execute same. (consent)
August 17, 2016, City Council approved a Clearwater Beach Route Funding
Agreement with PSTA to contribute towards PSTA's financial obligations under
the Jolley Trolley Agreement for Clearwater Beach Routes as of October 1,
2016 through September 30, 2017.
Amendment 1 is to renew the Clearwater Beach Route Funding Agreement
from October 1, 2017 through September 30, 2018 allowing the City to
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
contribute towards PSTA's financial obligation to Jolley Trolley in an amount not
to exceed $217,263 for the Clearwater Beach Route that Jolley Trolley provides
service under Jolley Trolley Agreement with PSTA.
City Staff has reviewed and recommends approval of the renewal of the
agreement with the amendment.
APPROPRIATION CODE AND AMOUNT:
0435-01333-582000-545-000-0000 $217,263
Funds are included in the proposed FY2018 Parking System Operating Budget
for the contribution.
In response to a question, Traffic Operations Manager Paul Bertels said the
increase cost to the City is approximately$40,000.
11.3Approve the second amendment to Florida Department of Environmental Protection
(DEP) Agreement LP52090 for the Kapok Terrace Sanitary Sewer Expansion Project
increasing funding by $250,000 and extending the expiration date through June 30, 2019
and authorize the appropriate officials to execute same. (consent)
September 2014, City Council approved DEP agreement LP52090 for
Clearwater Sanitary Sewer Expansion Projects up to $250,000 which was used
for CR193, Grove Circle Expansion during Fiscal Year 2014/15.
March 3, 2016, City Council approved Amendment 1 of DEP agreement
LP52090 increasing funding by $250,000 to be used for Kapok Terrace Sanitary
Sewer Expansion during Fiscal Year 2015/16 and extended the agreement
through October 31, 2018.
Amendment 2 of DEP Agreement LP52090 allocates an additional $250,000 to
Kapok Terrace Sanitary Sewer Expansion Project during Fiscal Year 2016/17
and extends the agreement through June 30, 2019
The goal of the Kapok Terrace Sanitary Sewer Improvements project is to
expand the sanitary sewer system in the Kapok Terrace neighborhood.
Expansion of the sanitary sewer system will remove up to approximately 135
dwellings from their septic system in the Alligator Creek Watershed which
drains to Old Tampa Bay. The expanded sewer system will direct wastewater
to East Water Reclamation Facility.
Kapok Terrace Sanitary Sewer System Improvements is out to bid with the
anticipated bid opening date of September 6, 2017 and an anticipated award
date of October 5, 2017.
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APPROPRIATION CODE AND AMOUNT:
0315-96630-331550 $250,000
A first quarter budget amendment in Fiscal Year 2018 will increase budget, only,
by $250,000 of DEP grant funding in Capital Improvement Project 0315-96630,
Sanitary Sewer Extension.
The Council recessed from 10:54 a.m. to 11:00 a.m.
12. Fire Department
12.1Award a contract (Purchase Order) in the amount of$ 1,284,909.00 to Pierce
Manufacturing Inc. of Appleton, WI for one 2017 Heavy Duty Pierce Velocity Ascendant
Tiller, per spec 626, in accordance with Sec. 2.564(1)(b), Code of Ordinances - Sole
Source; and authorize the appropriate officials to execute same. (consent)
The Department has one Tiller which has exceeded its recommended service
life.
A Tiller type of aerial apparatus provides exceptional turning radius capability,
enhanced storage capability, lower vehicle profile, and will up-grade the abilities
of the unit it replaces.
The aerial apparatus will meet the current NFPA 1901 recommendations and
will maintain design and operational features consistent with the department's
needs.
CFR currently operates eleven front line vehicles (8 engines, 2 trucks, a heavy
duty rescue squad), and five reserve vehicles (3 engines and 2 trucks)
manufactured by Pierce Manufacturing.
For standardization of equipment, repair parts, and ease of maintenance along
with the complexity of the specialty unit, the department desires to purchase a
new front-line tiller from the same manufacturer under the sole source
exemption to purchasing requirements.
Estimated annual operating costs of$ 40,000.00 in the department's operating
budget include debt costs and garage charges for operating and maintaining the
vehicle. Garage charges on the new vehicle are expected to be less than the
vehicle being retired.
APPROPRIATION CODE AND AMOUNT:
The FY 2017/2018 Capital Improvement Project (CIP) project 315-91274
provides $1,300,000.00 in Penny III funding for the replacement of the tiller
apparatus. The department desires to approve this purchase in order to receive
placement on the Pierce Manufacturing production schedule before other fire
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
departments receiving funding in the new fiscal year.
The Department has determined to purchase a Pierce Tiller Apparatus for the
amount of$1,299,909.00 and take advantage of a partial pre-payment discount.
By making a $387,914.00 prepayment the department can realize a $15,000.00
prepayment discount. The net cost of the apparatus is $1,284,909.00 after
realizing a $15,000.00 partial prepayment discount.
12.2Approve the Cloud Hosting Addendum and the Kronos Addendum to the licensing
agreement for software applications, equipment and related services between Kronos Inc
in Chelmsford, MA and the City of Clearwater and the Fire and Rescue Department to
utilize additional services as outlined in the agreements, and authorize the Fire Chief to
execute same. (consent)
Clearwater Fire & Rescue has a current agreement with Kronos, a software
company providing staffing and scheduling software services. The Fire and
Rescue Department uses this software daily and has been using it for more
than 10 years.
Under the Cloud Hosting Addendum, Clearwater Fire & Rescue desires to use
those Kronos software applications in Kronos' managed cloud environment
(Kronos Private Cloud) in accordance with the License Agreement. The
addendum shall run for two renewal terms upon execution of new agreements.
The Kronos Addendum Workforce Telestaff IVR Service is an addendum that
provides supplemental terms and agreements to the software application that
allows Clearwater Fire & Rescue to initiate phone calls to staff members to fill
vacancies or receive notifications of work opportunities for employees who are
licensed to use the product. Kronos will provide phone support and software
updates and shall commence upon the execution of the Order Form and shall
run for 12 months; and will renew upon execution of new agreements.
A purchase order has been issued for this year's renewal of user licenses,
computer software maintenance and a one-time software upgrade due to the
migration of software to Office 365 Enterprise Suites. The annual user license
and software maintenance cost is $17,725.00 and the onetime cost for the
software upgrade is $ 10,875.00.
Because Kronos Inc. has included an Indemnification clause in the Cloud
Hosting Addendum, the Fire Chief cannot sign the addendum without the City
Council's approval for him to sign. However, the City's liability in the
Indemnification clause has been limited as follows: "Nothing herein is intended
to nor shall it be construed as a waiver of any immunity from or limitation from
liability to which Customer is entitled under the doctrine of sovereign immunity
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
(Section 768.28, Florida Statutes)."
12.3Approve an agreement between Pinellas County and City of Clearwater to provide
Emergency Medical Services ALS First Responder services to the Clearwater Fire
District, 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 the agreement, the EMS Authority reimburses Clearwater Fire & Rescue
for operating six rescue units and two advanced life support engines (ALS).
Clearwater Fire & Rescue operated an additional two ALS engines to provide
upgraded service to the fire district.
The initial term of this Agreement shall be for two years, commencing October
1, 2017 and ending at midnight September 30, 2019, unless this Agreement is
earlier terminated as provided for herein in this Agreement. This Agreement
may be extended for three additional one year periods following the initial term,
provided that the Parties mutually agree in writing to such extension which is
subject to Authority and Contractor approval prior to July 1 st of each extension
year.
In response to questions, Fire Chief Scott Ehlers said the agreement includes
additional funding for the Peak Medic Unit. Next year there will be potential
funding for the second unit.
Staff was directed to agenda an Irma Storm Update for the council meeting.
13. Library
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13.1Approve an Interlocal Agreement between the Clearwater Community Redevelopment
Agency (CRA) and the City of Clearwater to provide CRA funding in Fiscal Year
2017-2018 in the amount of$97,890 to underwrite activities in the Clearwater Main
Library that support community learning in the areas of Science, Technology, Engineering
and Math, Entrepreneurship and small business growth and development pursuant to the
recommendations of the Urban Land Institute report on economic enhancement of the
downtown Clearwater area and authorize the appropriate officials to execute same.
The Clearwater Main Library is a partner in the Clearwater Business SPARK
ecosystem of organizations working to support the development of
entrepreneurship and small businesses throughout Clearwater. This
partnership was prompted by the ULI report recommending public/private
partnerships to encourage business growth in this area. The Main Library has a
prominent position in the CRA area, and will provide education and training in
the Business and STEM areas through research opportunities, STEM maker
space areas, classes and tutorials and meeting accommodation. The CRA
funding will pay one staff member to oversee these functions, assist with
additional library hours to make the facility available when needed by the
business community and provide educational and training opportunities.
APPROPRIATION CODE AND AMOUNT:
Funding will be from 388-94887 Library Activation budget.
14. Public Utilities
14.1Approve a Purchase Order (contract) with John Mader Enterprises, Inc. of North Fort
Myers, FL, in the annual amount of$300,000.00 with the option for two, one-year term
extensions for services to repair, replace or supply utility plant equipment intended for
normal operating activities, and authorize the appropriate officials to execute same.
(consent)
John Mader Enterprises, Inc. provides services to repair, replace or supply
equipment for the Public Utilities plants to include pumps, compressors,
blowers, motors and gear boxes. John Mader Enterprises, Inc. is currently
under contract with Lee County Southwest Florida, #B-160144KC. The contract
is in its second year and will expire June 06, 2020. The City of Clearwater is
eligible to piggyback on this contract per section 14 of the Formal Bid No.
B-160144 and in accordance with City Code 2.564 (1)(d), other government
entities' contracts.
Public Utilities Department is responsible for facilities throughout the city,
including water reclamation facilities, water plants, lift stations, wells, and
reclaim booster pump stations. Timely maintenance of the equipment in these
facilities is required by Florida Department of Environmental Protection permits
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Council Work Session Meeting Minutes September 5, 2017
to maintain compliance to prevent the release of wastewater into the
environment and maintain quality drinking water.
APPROPRIATION CODE AND AMOUNT:
0421-01347-550400-535-000-0000 $ 75,000.00 FY2016/2017
0421-01347-550400-535-000-0000 $ 225,000.00 FY2017/2018
Sufficient funding are available in the Water& Sewer Utility Fund operating cost
center 0421-01347, Maintenance Operations, in the amount of$75,000.00 for
FY2016/2017. The funding for the remaining will be included in the Maintenance
operating budget in FY2017/2018 from the Director.
USE OF RESERVE FUNDS: N/A
In response to questions, Public Utilities Director David Porter said the
services are paid for as they are used. The company is used by other
jurisdictions. Mr. Porter said city staff would take the equipment out and ship it
to the contractor.
14.2Approve a Purchase Order (contract) with United Rentals of Tampa, FL, in the annual
amount of$150,000.00 with the option for two, one-year term extensions for rental
equipment intended for normal operating activities and authorize the appropriate officials
to execute same. (consent)
United Rentals (North America) Inc. provides equipment rentals under contract
with National Joint Powers Alliance (NJPA). Rental equipment acquired through
United Rentals is in compliance with the NJPA Contract#091615, which expires
October 20, 2019. The City of Clearwater is a member of NJPA and is eligible to
piggyback on this contract in accordance with City Code 2.564 (1)(d), other
government entities' contracts.
Public Utilities undertakes maintenance activities and responds to emergency
conditions that periodically require bypass pumping of flows so repairs can be
made. In addition, temporary generators, pumps and other maintenance
equipments larger than the units owned by the Utility or in numbers greater than
owned by the Utility are required. Timely maintenance of the facilities is required
to properly maintain the equipment, meet FDEP Permit conditions and to
prevent the release of wastewater into the environment.
In addition to the annual purchase order authorization, an increase in the
amount of$40,000.00 to BR511916 is requested in order for United Rentals to
continue to provide temporary generators, pumps and other maintenance
equipment through October 30, 2017.
APPROPRIATION CODE AND AMOUNT:
0421-01351-544100-535-000-0000 $ 40,000.00 2016/2017
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Council Work Session Meeting Minutes September 5, 2017
0421-01351-544100-535-000-0000 $ 150,000.00 FY2017/2018
Sufficient funding are available in the Water& Sewer Utility Fund operating cost
center 0421-01351, Wastewater Operations, in the amount of$40,000.00 for
the period 2016/2017.
The funding for the $150,000.00 will be included in the Wastewater operating
budget in FY2017/2018 from the Director.
USE OF RESERVE FUNDS: N/A
14.3Approve an increase in funding level of Purchase Order BR512116 with United Rentals of
Tampa, FL, in the amount of$400,000, increasing the total to $2,500,000 for the rental of
equipment and related services utilized for bypass pumping of influent flow at the Marshall
Street WRF and authorize the appropriate officials to execute same. (consent)
United Rentals (North America) Inc. provides equipment rentals under contract
with National Joint Powers Alliance (NJPA). Rental equipment acquired through
United Rentals is in compliance with the NJPA Contract#091615, which expires
October 20, 2019. The City of Clearwater is a member of NJPA and is eligible to
piggyback on this contract in accordance with City Code 2.564 (1)(d), other
government entities' contracts.
During Hurricane Hermine the Marshall Street WRF influent pump station
experienced a mechanical pump failure that resulted in the flooding of the dry pit
side of the station, destroying the electrical and mechanical systems and
rendering the pump station unusable. Emergency pumping systems were
installed to allow bypass pump influent flow to the treatment units at the plant
until repairs to the station could be designed and constructed. In January of
2017, it was estimated that this design and construction work would require six
months to one year to complete. Funding was put in place with BPO BR512116
at that time to fund the first ten months cost of the rental equipment.
On January 19, 2017, Council approved BPO #BR512116 in the amount of
$2,100,000.00 under agenda item ID#16-3112.
The repair work is currently being constructed and is scheduled to be
completed by the end of December 2017, which is twelve months after the
issuance of the initial BPO. Therefore, two additional months of operation of the
United Rentals' pumps, piping and appurtenant equipment and services is
required. The average cost for these rentals and services are estimated at
approximately $200,000 a month. Therefore, this BPO must be increased by
$400,000 to pay for that additional rental period.
APPROPRIATION CODE AND AMOUNT:
0315-96664-565500-535-000-0000 $400,000.00
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
Public Utilities Director David Porter said the main power pumps are electrical
and the back-up pumps are diesel. If the storm dumps a lot of rain, the
temporary pumping system can do what the original pumping station can; staff
is inspecting the pumps this week to ensure the system remains robust.
14.4Approve a Purchase Order (Contract) with Rexel of Pinellas Park, FL, in the amount of
$184,400.10 for Programmable Logic Controller (PLC) Upgrades at the Northeast Water
Reclamation Facility and authorize the appropriate officials to execute same. (consent)
The Northeast Water Reclamation Facility (WRF) currently utilizes
programmable logic controllers (PLCs) that are obsolete. These devices assist
operational staff to monitor and control critical treatment systems throughout
the plant.
In order to be efficiently operational, Public Utilities is purchasing a
Programmable Logic Controller (PLC) manufactured by Allen Bradley/ Rockwell
Automation. This was recommended by McKim & Creed, Inc. the City's
Engineers-of-record (EOR), project#16-0022-UT. Allen Bradley/Rockwell
Automation is the city standard PLC installed within all Public Utilities facilities.
The majority of Public Utility's process control facilities utilize Allen Bradley/
Rockwell Automation PLC's. The City is upgrading the existing PLC's at the last
wastewater plant, which are obsolete and no longer supported by the
manufacturer. Keeping with the SCADA master plan put together by Tetra Tech,
an EOR, it was recommended as a phase II upgrading to the newest Allen
Bradley/ Rockwell Automation PLC's. Two of the three wastewater plants have
already been completed. By continuing to standardize with Allen Bradley
products to operate the plants, the Department becomes more cost effective,
minimizes spare parts inventory and enhances communication abilities as
facilities upgrade in the future
Rexel is the only distributor authorized by Rockwell Automation to sell
Allen-Bradley and Rockwell Software products and related services. Using
Allen-Bradley products ensures the use of compatible parts in the equipment
currently in place as well as maintaining the manufacturer warranty. The
Allen-Bradley equipment installed at all Public Utilities facilities are hardwired
and cannot be interchanged
APPROPRIATION CODE AND AMOUNT:
0315-96219-564000-535-000-0000 $ 106,596.45
0315-96739-564000-533-000-0000 $ 77,803.65
Sufficient funding is available in the Capital Improvement Project (CIP)
0315-96219, Devices/Equipments Sewer Division, in the amount of
$106,596.45 and in 0315-96739, Reclaimed Water Distribution System, in the
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
amount of$77,803.65.
USE OF RESERVE FUNDS: N/A
15. Public Communications
15.1 Customer Service Survey Results - Joelle Castelli, Public Communications Director
Public Communications Director Joelle Castelli provided a PowerPoint
presentation.
In response to questions, Ms. Castelli said it is clear from the survey results
that the City needs to communicate the Imagine Clearwater Plan and the
referendum question to residents, which staff considers to be an immediate
goal. When comparing regulatory functions with other comparable cities, one
must keep in mind that individuals being cited for violations will not be happy
with the City. Ms. Castelli said the survey compared Clearwater code
enforcement to other comparable cities with code enforcement. The City
Manager said the departments must first absorb the information and get a
sense of what the results mean to them before identifying areas for
improvement. Council will be advised if additional funding is needed to pursue
any improvements. At this point, staff will focus on the items identified on the
key take away slide. Ms. Castelli said the next survey should be conducted in
two to three years.
Staff was directed to provide an abbreviated presentation at the council
meeting.
16. Solid Waste
16.1Approve an annual contract (blanket purchase order) with Wastequip, LLC, Statesville,
NC, in the amount of$175,000 for the purchase of compactors and compactor parts and
authorize the appropriate officials to execute same. (consent)
The City of Clearwater's Solid Waste Department provides collection service for
putrescible garbage and recyclable cardboard from commercial customers.
Large amounts of this debris may be transported in self-contained compactor
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
units and charge box containers by City collection vehicles to State-permitted
disposal facilities.
The Department has approximately 100 compactor customers in the city and
adds new customers on a regular basis, establishing the need for new
compactors. Solid Waste has a container maintenance section that performs
repairs and refurbishing of compactors as needed, but occasionally
replacement is necessary. This contract will provide for the purchase of new
account equipment, replacement equipment, and repair parts.
The standardization of Wastequip compactors expedites contract repairs and
maintenance, eliminates excessive equipment downtime, as well as reduces
the inventory volume of parts and supplies to be maintained (pursuant to
Section 21: Standardization, of the City's Purchasing Manual).
Competitive Wastequip pricing is available on NJPA (National Joint Powers
Association) contract 041217-WQI. City Code 2.564 Exceptions to bid and
quotation procedure, Item (d) provides for the utilization of cooperative
purchasing contracts previously awarded by other governmental entities.
The Solid Waste Department requests Council authorization to piggyback the
designated NJPA purchasing contract, awarded to Wastequip, LLC, Statesville,
NC.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract is available in capital project 315-96444, Commercial
Container Acquisition.
16.2Approve a Contract (Purchase Order) renewal to Communications International of Vero
Beach, FL, in the amount of$104,066.00 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, labor, and testing on all of
the City's two-way radios and terminals.
The term of this contract renewal is one year, October 1, 2017 through
September 30, 2018, and includes demand services, emergency services, and
preventive maintenance.
APPROPRIATION CODE AND AMOUNT:
566-09920-530300-519 $104,066.00
These funds are available in the operating expense of the Radio Shop in as
budgeted in Fiscal Year 2017/18.
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
The City Manager said staff has been working with Pinellas County regarding
post storm debris removal service. Solid Waste and General Services Director
Earl Gloster said the City would have its own debris removal contract, in
addition to the interlocal agreement with Pinellas County. The interlocal
agreement and debris management contract will be presented to Council at
Thursday's council meeting. Mr. Gloster said Pinellas County has approved
the interlocal agreement.
17. Official Records and Legislative Services
17.1Appoint two members to the Environmental Advisory Board with terms to expire
September 30, 2021.
APPOINTMENT WORKSHEET
BOARD: Environmental Advisory Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: None
MEMBERS: 5
MEETING DATES: Quarterly Meetings - 3rd Wed., 4 pm (Jan., April, July, Oct.)
PLACE: Council Chambers
APPTS. NEEDED: 2
STAFF LIAISON: Sarah Kessler/Eng.
THE FOLLOWING ADVISORY BOARD MEMBERS HAVE TERMS WHICH
EXPIRE AND NOW REQUIRE EITHER REAPPOINTMENT FOR A NEW
TERM OR REPLACEMENT BY A NEW APPOINTEE:
1. Leann J. DuPont - 11 San Marco Street, Unit#605, 33767 - Retired/Special
Education
Original Appointment: 10/2/14
(1 Absence in the last year)
Interest in reappointment: Yes
(currently filling an unexpired term through 9/30/17)
2. Jared Leone - 1266 Palm St., 33755 -Journalist/Writer
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
Original Appointment: 3/17/16
(0 Absences in the last year)
Interest in reappointment: Yes
(currently filling an unexpired term through 9/30/17)
THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO
FILL THE ABOVE VACANCIES:
1. Candace Gardner - 736 Island Way, Apt. 305, 33767 -
Retired/Guidance Counselor
2. John E. Thomas, Sr. - 1200 Gulf Blvd., Unit 904, 33767 -
Retired/Environmental Consultant
Zip codes of current members:
1 at 33755
1 at 33761
1 at 33765
2 at 33767
The was council consensus to reappoint Ms. DuPont and Mr. Leone. Staff was
directed to place the item on the Consent Agenda.
17.2Reappoint Jeffery W. Smith and Sahar Daher to the Clearwater Housing Authority Board
with terms to expire September 30, 2021. (consent)
APPOINTMENT WORKSHEET
BOARD: Clearwater Housing Authority
TERM: 4 years
APPOINTED BY: Mayor, Approved by City Council
FINANCIAL DISCLOSURE: Required
RESIDENCY REQUIREMENT: City of Clearwater, except for the Public
Housing Resident
SPECIAL QUALIFICATIONS: One member must
be a Public Housing Resident (effective 10/1/84)
MEMBERS: 5
LIAISON CONTACT: Jacqueline Rivera, Executive Dir./CHA
MEETING DATES: 4th Friday, 9:00 a.m. (Every other month)
PLACE: The Vincent Building, 908 Cleveland Street, Clearwater, FL 33755
APPTS. NEEDED: 2
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
THE FOLLOWING ADVISORY BOARD MEMBERS HAVE TERMS WHICH
WILL BE EXPIRING AND NOW REQUIRE REAPPOINTMENT:
1. Jeffery W. Smith - 3300 Masters Dr., 33761 - Original Appointment 9/5/13
(0 Absences in the last year)
Interest in Reappointment: Yes
(currently serving 1 st term to expire 9/30/17)
2. Sahar Daher - 1799 N. Highland Ave., #118, 33755 - Original Appointment
1/19/17
(1 Absence this year)
Interest in Reappointment: Yes
(currently filling an unexpired term through 9/30/17)
CHA supports the reappointment of Mr. Jeffery Smith and Ms. Sahar Daher.
Zip codes current members on board:
1 at 33755
1 at 33759
2 at 33761
1 at 33767
18. Legal
18.1Approve an Interlocal Agreement with the Community Redevelopment Agency (CRA) to
provide staffing, Information Technology services and telephone services for the CRA,
provide for the reimbursement of certain expenses by the CRA to the City, and authorize
the appropriate officials to execute same. (consent)
Section 163.387, Florida Statutes, allows that moneys in the redevelopment
trust fund may be expended from time to time for undertakings of a community
redevelopment agency, including providing for staff, as described in the
community redevelopment plan. The Clearwater Downtown Redevelopment
Plan establishes that funds received by the CRA through the use of Tax
Increment Funding (TIF) may be for certain redevelopment activities. The CRA
agrees to provide TIF funding in a total amount not to exceed $421,340.00 for
this contract year to provide staffing for the CRA.
This total amount includes $22,080 for Information Technology Services and
$1,370 for telephone services. These amounts are subject to adjustment and
approval in the CRA budget each year.
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Council Work Session Meeting Minutes September 5, 2017
18.2Adopt Ordinance 9054-17 on second reading, amending the rates for domestic water,
lawn water, reclaimed water and wastewater collection.
18.3Continue to November 16, 2017 second reading of Ordinance 9055-17, annexing certain
real property whose post office address is 1715 Lakeview Road, Clearwater, Florida
33756, together with all abutting right-of-way of Lakeview Road and South Duncan
Avenue into the corporate limits of the city and redefining the boundary lines of the city to
include said addition.
18.4Continue to November 16, 2017, second reading of Ordinance 9056-17, amending the
future land use element of the Comprehensive Plan of the city to designate the land use
for certain real property whose post office address is 1715 Lakeview Road, Clearwater,
Florida 33756, upon annexation into the City of Clearwater, as Residential Low (RL).
18.5Continue to November 16, 2017, second reading of Ordinance 9057-17, amending the
Zoning Atlas of the city by zoning certain real property whose post office address is 1715
Lakeview Road, Clearwater, Florida 33756, upon annexation into the City of Clearwater,
as Low Medium Density Residential (LMDR).
18.6Continue to November 16, 2017 second reading of Ordinance 9058-17, annexing certain
real properties whose post office addresses are 809, 907 and 915 Glen Oak Avenue
East, 3053 Grand View Avenue, 3058 Hoyt Avenue, 3040 and 3077 Merrill Avenue, 3136
San Jose Street, 3080 Terrace View Lane and 3127 Wolfe Road, all within Clearwater,
Florida 33759, into the corporate limits of the city and redefining the boundary lines of the
city to include said addition.
18.7Continue to November 16, 2017, second reading of Ordinance 9059-17, amending the
future land use element of the Comprehensive Plan of the city to designate the land use
for certain real properties whose post office addresses are 809, 907 and 915 Glen Oak
Avenue East, 3053 Grand View Avenue, 3058 Hoyt Avenue, 3040 and 3077 Merrill
Avenue, 3136 San Jose Street, 3080 Terrace View Lane and 3127 Wolfe Road, all within
Clearwater, Florida 33759, upon annexation into the City of Clearwater, as Residential
Low (RL) and Residential Urban (RU).
18.8Continue to November 16, 2017, second reading of Ordinance 9060-17, amending the
Zoning Atlas of the city by zoning certain real properties whose post office addresses are
809, 907 and 915 Glen Oak Avenue East, 3053 Grand View Avenue, 3058 Hoyt Avenue,
3040 and 3077 Merrill Avenue, 3136 San Jose Street, 3080 Terrace View Lane and
3127 Wolfe Road, all within Clearwater, Florida 33759, upon annexation into the City of
Clearwater, as Low Medium Density Residential (LMDR).
19. City Manager Verbal Reports
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
19ACode Enforcement Information on the Internet
The City Manager said information regarding code violations identified with a
particular property is not available on the City's website. Individuals may
call Code Enforcement to receive that information. Councilmember
Jonson desires the information be accessible online.
Councilmember Jonson said the information is available in Accela via
Planning and Development. Much of the information in Accela is accessible by
the public. Currently, the code enforcement information is not available but the
setting in Accela can be switched for public access. The change would
increase transparency and eliminate additional staff work.
Discussion ensued with concerns expressed that with providing code violation
information to the public when Council has been asked to not provide the
address information under Citizens to be Heard.
The City Attorney expressed a concern with allowing direct access to
information for certain individuals who have the right for their name and
address to be redacted from the public record,the individuals must specifically
request the exemption. For example, police officers, the judiciary and others
would not know to ask the City to have their information redacted from public
record.
20. City Attorney Verbal Reports — None.
21. Council Discussion Item
21.1 Citizen Speaking Cards - Councilmember Jonson
Councilmember Jonson provided Council with copies of various speaker
cards currently used by Pinellas Suncoast Transit Authority, Pinellas County
and the City of Largo. He collected the cards after the suggestion to implement
speaker cards was given at a previous council meeting. He expressed a
preference for Largo's speaker cards as they clearly identify individual and
group speakers.
21.2FIorida League of Cities Conference Report - Councilmember Jonson
Councilmember Jonson thanked the Mayor for his attendance at the Florida
League of Cities Conference. He said he thinks more council involvement in
the League will increase their effectiveness. Much of the conference was
spent addressing issues and expected issues at the state legislative
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City of Clearwater
Council Work Session Meeting Minutes September 5, 2017
level. The theme for the coming year is #letcitieswork. There was talk of
changing the term "Home Rule"to "Local Self Government"as it would
resonate with the general public better. He attended several interesting
sessions including one about evaluating the City Manager, he provided the
PowerPoint presentation to Council's assistant for distribution.
21.3Moving Forward with Foreclosures - Councilmember Jonson
Councilmember Jonson said he wanted to confirm Council's support for
moving forward with foreclosure's and to get consensus to direct staff to take
foreclosure recommendations to the Municipal Code Enforcement Board,
where appropriate, and bring authorization to file suit to Council when
recommended by the Municipal Code Enforcement Board. The City currently
has 145 code enforcement liens totaling over$19 million. Blighted conditions
from some of these properties have continued for years with negative impact
on surrounding properties and neighborhood. Foreclosure may be
appropriate as a last means to achieve compliance in those difficult problem
properties.
The City Attorney said there is not a council policy on code enforcement
foreclosures and staff has not initiated foreclosure on any code enforcement
liens. It was suggested that staff look at the list of code enforcement liens and
analyze it for foreclosure action. There is a cost associated with the
foreclosure process. There are certain properties that cannot be foreclosed
on, homesteaded properties for example, there could be other reasons council
would choose not to pursue foreclosure, like if a superior mortgage is in
excess of the value of the property. Staff has already done some preliminary
analysis on some of the top dollar lien properties. The City Attorney noted
that if the city does foreclose on a properties, the city will then own the
properties that are in poor condition and would need to be maintained. She
noted that there are charter restrictions on how the city can sell property.
The City Manager said staff will come back to Council with an example of what
it would cost and the resources involved in the foreclosure process.
22. 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.
23. Closing Comments by Mayor — None.
24. Adjourn
The meeting adjourned at 12:31 p.m.
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City of Clearwater