02/26/2018 Council Work Session Meeting Minutes February 26, 2018
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
m
Meeting Minutes
Monday, February 26, 2018
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
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 1:00 p.m. at City Hall.
2. Human Resources
2.1 Approve a purchase order (contract) in the amount of$378,000 to Unum Life Insurance
Company of America for the period January 2018 through December 2018 for city paid
life insurance and Long-Term Disability benefit and authorize the appropriate officials to
execute same. (consent)
The City currently provides life insurance to all full-time employees and
provides Long-Term Disability to those employees who do not participate
in the City Pension Plan. The coverage will stay with the current carrier
(Unum) with 6.8% ($17,300) increase to our current City paid premiums.
This increase is within the amount budgeted for 2018.
The coverage is as follows:
• CWA Life in an amount equivalent to 1 '/2 times the employee's annual
base salary not to exceed $50,000.
• SAMP Life in an amount equivalent to 1 times the employee's annual
base salary.
• Voluntary SAMP Supplemental Life in incremental amounts of$50,000,
not
to exceed $500,000 with premium payroll- deducted from the employee's
salary.
• Basic Life insurance in the amount of$2,500 for all employees except
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Council Work Session Meeting Minutes February 26, 2018
CWA.
• Basic Life insurance in the amount of$1,000 for grandfathered retirees.
• Long Term Disability Insurance for those employees who do not
participate
in the City Pension Plan.
APPROPRIATION CODE AND AMOUNT:
Funding for $378,000 is available through appropriation code-
0590-07590-545500-519-000-00000 for life insurance and
0590-07590-545700-519-000-00000 for Long Term Disability.
3. Parks and Recreation
3.1 Approve a Mutual License and Use Agreement between the City of Clearwater (City) and
BW CW Hospitality LLC (BWCW) of Houston Texas to allow for the construction of a
pedestrian overpass by BWCW from the BWCW property over city Right-of-Way to city
property known as Beach Walk and authorize the appropriate officials to execute same.
(consent)
BWCW desires to install a pedestrian overpass from their multistory hotel
development currently know as the Hyatt on Clearwater Beach over S. Gulfview
Blvd. ROW to Beach Walk. This overpass will allow pedestrians to access
Clearwater Beach directly from the parking garage and BWCW property without
having to cross S. Gulfview Blvd.
As part of the Development Agreement between the City and BWCW, they
were responsible to provide a minimum of 400 publicly accessible parking
spaces. Persons parking in these spaces must cross S. Gulfview Blvd. to
access Beach Walk and Clearwater Beach.
BWCW will be responsible for all costs of and construction of the new overpass
structure and amenities; as well as all future maintenance and upkeep of the
structure. Construction of the overpass must begin within two years and
completed within eight months of the commencement date of the construction.
BWCW agrees to maintain 400 public parking spaces, to not exclude the public
from the access and use of the overpass and public parking spaces and to
continue to maintain the overpass according to Overpass Standards, set forth
in the agreement.
The City may terminate the agreement for a greater public purpose or in the
event BWCW does not comply with the conditions set forth in the agreement.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the final design includes installation of video surveillance and railings that
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exceed the minimum height requirements. The City Attorney said BINC W will
assume all liability to the structure. Mr. Dunbar said they are the only facility
on Clearwater Beach with public parking. The walkover was approved as
part of the original development agreement, BINC W chose not build the
walkover and are now asking Council to reconsider the walkover. The City
Attorney said BWCW are required to maintain the 400 public parking spaces
as long as there is a walkover. Mr. Dunbar said the railing to be installed is
not high enough or enclosed to prevent individuals from throwing items over
the walkover. Signage will direct individuals using the public parking spaces
to get off on Level 2 to access the walkover. He said individuals will still have
access to the elevator on Floor 1. Staff has not polled the Clearwater Beach
Chamber of Commerce or beach businesses about the walkover.
Staff was directed to take the item off the Consent Agenda.
3.2 Approve reimbursement payment to be made from the City to Beasley Media Group, Inc.
(Beasley) for ticket sales for the March 3, 2018 Wild Splash event. (consent)
Beasley Media (formerly CBS Radio) has partnered with the City on several
successful concerts over the past several years including the Hispanic Heritage
Festival and Wild Splash.
Wild Splash is a Class 3A event produced by the Parks and Recreation
Department with all costs being covered by revenues derived from the event,
primarily the ticket revenue.
The City is responsible for the ticket revenue through the City's ticketing agency
(ETIX). Once the City pays for all expenses from ticketing revenue, the balance
is paid to Beasley Media through a post-event settlement. This settlement could
result in a payment over$100,000 which would need Council approval.
Last year's event had ticket sales of$373,403.20; expenses of$299,360.52,
resulting in a post event settlement of$74,042.68. This year's event revenue
and expenses could be similar to last year's, but in the event it is over$100,000,
staff is requesting approval to pay Beasley. Staff estimates that under no
circumstance would the payment be greater than $150,000 to Beasley.
In response to questions, Parks and Recreation Planning and Project
Manager Kris Koch said staff is working with Public Communications to
inform the public about the individual who printed 900 counterfeit tickets for
Wild Splash, part of the public outreach efforts include an on-air public
service announcement on 98.7. Parks and Recreation Director Kevin Dunbar
said for those who print admission tickets at home and make copies, the first
individual who gets in will be admitted and all other copies will be
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deactivated. Mr. Koch said the show sold out a few weeks ago and there are
no other tickets available.
3.3 Approve a Purchase Order increase in the amount of$150,000 to Smith Fence
Company, Clearwater, FL, for a revised total of$400,000 for the purchase of labor,
materials, and equipment, to install and remove fencing for events and projects and
authorize the appropriate officials to execute same. (consent)
Staff is requesting that the Purchase Order to Smith Fence Company in the
amount of$250,000 be increased by $150,000, for a revised authorization
amount of$400,000. As allowed by Section 2.564(1)(d), Code of Ordinances,
the City is a co-op participant in the Pinellas County Co-op Contract
#123-0148-B, with City requirements represented in the solicitation and
resulting bid award.
A purchase order to Smith Fence Company was issued on May 21, 2016 for
$98,000 and Council approved an increase to $250,000 on February 2, 2017.
Due to the many fence repairs and replacements caused by Hurricane Irma,
coupled with increased security fence needs for capital improvement projects,
there is a need to increase this purchase order. This contract is utilized for
temporary and permanent fencing at special events; recreation facilities
including tennis courts, ballfields, basketball courts; and perimeter fencing at
construction projects.
Smith Fence Company has been very responsive to the City's needs. The
current contract expires May 2018 and new bids will be solicited through the
Pinellas County Cooperative Procurement Group.
APPROPRIATION CODE AND AMOUNT:
Funding for this BPO will come from a variety of operating and capital
improvement codes in the Parks and Recreation Department, one of which is a
CIP project specifically designated as "Fencing Replacement Program" CIP
315-93638.
3.4 Approve a proposal by Construction Manager at Risk Keystone Evacuators Inc. of
Oldsmar, Florida, in the amount of$181,588 for site improvements at Moccasin Lake
Park located at 2750 Park Trail Lane and authorize the appropriate officials to execute
same. (consent)
On August 4, 2016, the Council approved the use of Construction Manager at
Risk Services (CMR) for Continuing Contracts Biltmore Construction Co., Inc.
of Belleair, FL; Cathey Construction and Development, LLC of Mexico Beach,
FL; Certus Builders, Inc. of Tampa, FL; J. Kokolakis Contracting, Inc. of
Tarpons Springs, FL; J.O. Delotto & Sons, Inc. of Tampa, FL; Keystone
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Excavators, Inc. of Oldsmar, FL; Khors Construction, Inc. of Thonotosassa, FL;
and Wharton-Smith, Inc. of Sanford, FL for a period of four years.
These firms were selected in accordance with Florida Statutes 255.103 and
287.055 under Request for Qualifications #24-16 based upon construction
experience, financial capability, availability of qualified staff, local knowledge and
involvement in the community.
On April 16, 2015, the City Council approved a grant agreement with the Florida
Department of Environmental Protection, Land and Water Conservation Fund
(LWCF) for a matching grant in the amount of$200,000 for design and
renovations to Moccasin Lake Nature Park.
Project elements of the grant included the renovation of the Interpretive Center,
restrooms, picnic facilities, parking, pier, natural playground area and
interpretive trail elements.
Several elements of the grant have been completed including the construction
of a new pier, improvements to the trail, ordering playground equipment, and
design of the interpretive center and restrooms.
This contract consists of site work needed to complete the parking lot
improvements, lift station and sanitary sewer line.
Renovations of the interpretive center and new restrooms will be done by
others.
During construction of the parking lot and sanitary sewer system the park will be
closed to the public.
This is a 120-day contract therefore the work should be completed prior to
August 1, 2018.
APPROPRIATION CODE AND AMOUNT:
Funds are available for this project in Capital Improvement Project 315-93648
"Moccasin Lake Park Renovations" and "Parking Lot Resurfacing" (315-93286).
In response to a question, Parks and Recreation Program Coordinator
Natalie Lamb said improvements include renovations to the interpretative
center, improvements to the trail, new playground equipment and
installation of the new bridge. The bridge will replace the one that collapsed
along the trail. Parks and Recreation Director Kevin Dunbar said the item
before Council is for the site work that will make the trail more accessible.
3.5 Approve a proposal by Construction Manager at Risk J.O. Delotto & Sons, Inc. of
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Tampa, Florida, in the amount of$522,985 for the renovation of the Moccasin Lake
Interpretive Center located at 2750 Park Trail Lane; transfer $235,000 from Recreation
Facility impact fees (142-343963) at mid-year to Moccasin Lake Park Renovations
(CIP315-93648) to fund improvements at the park and authorize the appropriate officials
to execute same. (consent)
On August 4, 2016, the Council approved the use of Construction Manager at
Risk Services (CMR) for Continuing Contracts Biltmore Construction Co., Inc.
of Belleair, FL; Cathey Construction and Development, LLC of Mexico Beach,
FL; Certus Builders, Inc. of Tampa, FL; J. Kokolakis Contracting, Inc. of
Tarpons Springs, FL; J.O. Delotto & Sons, Inc. of Tampa, FL; Keystone
Excavators, Inc. of Oldsmar, FL; Khors Construction, Inc. of Thonotosassa, FL;
and Wharton-Smith, Inc. of Sanford, FL for a period of four years.
These firms were selected in accordance with Florida Statutes 255.103 and
287.055 under Request for Qualifications #24-16 based upon construction
experience, financial capability, availability of qualified staff, local knowledge and
involvement in the community.
On April 16, 2015, the City Council approved a grant agreement with the Florida
Department of Environmental Protection, Land and Water Conservation Fund
(LWCF) for a matching grant in the amount of$200,000 for design and
renovations to Moccasin Lake Nature Park.
Project elements of the grant included the renovation of the Interpretive Center,
restrooms, picnic facilities, parking, pier, natural playground area and
interpretive trail elements.
Several elements of the grant have been completed including the construction
of a new pier, improvements to the trail, ordering playground equipment, and
design of the interpretive center and restrooms.
This contract consists of a complete remodel of the interior spaces of the
interpretive center including air conditioning for the entire building, upgraded
space for the birds of prey volunteers, and public restrooms. New static
displays and limited live animals will be on display once completed.
Site work, installation of playground, picnic improvements and parking lot
improvements will be completed under additional contracts.
During construction the interpretive center will be closed to the public with
limited access to the remaining areas of the park depending on construction
activities.
This is a 120-day contract therefore the work should be completed prior to
August 1, 2018.
APPROPRIATION CODE AND AMOUNT:
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Staff is requesting the transfer of$235,000 from "Recreation Facility impact
fees" (142-343963) to "Moccasin Lake Park Renovations" (CIP315-93648) at
first quarter to fund this contract and other improvements in the park.
In response to questions, Parks and Recreation Program Coordinator
Natalie Lamb said the project includes traditional restroom facilities, which
will replace the current composting system. The new restrooms facilities will
have a new sanitary sewer line and lift station. Staff has met with the
Friends of Moccasin Lake group regarding the renovation project and
anticipated closure. Public Communications will roll out a public education
campaign regarding the park's closure (mid-March through construction).
3.6 Approve contract (purchase order) to Dix.Hite and Partners Inc. of Longwood, FL, in the
amount of$100,000 for phase one architectural and engineering services for the design
of Crest Lake Park according to the master plan developed by Wannemacher Jenson
Architects Inc. (WJA) of St. Petersburg, FL., provide direction on project scope and
funding source and authorize the appropriate officials to execute same. (consent)
On June 12, 2017, the City Council directed staff to proceed with securing
architectural and engineering services for the final construction designs and
engineering for Crest Lake Park according to the Crest Lake Park Master Plan.
In September 2017, the city purchasing office issued RFQ #32-17 for
architectural and engineering design services for Crest Lake Park. The City
received six proposals and ranked the top three accordingly: 1. Dix.Hite &
Partners, Inc. 2. Wantman Group Inc. 3. Rowe Architects Inc.
This contract is for the first phase which will present the final schematic plans,
cost statement and schedule in support of the City moving forward with phase
two, detailed design development, construction documents, bid support and
contract management. Phase two is estimated to cost between $300,000 -
$400,000 depending on scope and budget approved.
Funding is available in CIP 315-93650, Crest Lake Park Improvements, for
phase one and phase two design as well as funds to complete the match for
the Veteran's Memorial, however additional funding is required to complete the
construction portion of the project. Current estimate is $6,920,000.
At the June 12, 2017 council work session meeting, discussion ensued with
support expressed to use BP funds to complete the construction of this project.
The final scope and budget for the project will determine the additional funds
needed for the operating budget, including additional staff. Anywhere from 1.5
to 3 new FTE's (Full Time Equivalent) may be required to maintain the park with
an operating budget of between $150,000 - $200,000.
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This will be a legacy type project celebrating the gateway into downtown
Clearwater as well as the beaches while preserving the integrity of the
neighborhood.
If this contract is approved, phase one will be completed within 6 months,
August 2018.
This item supports the City Strategic Direction and priorities for quality by
providing new and improved infrastructure for the citizens of Clearwater.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Capital Improvement Project 315-93650, Crest Lake Park
Improvements, to fund this contract.
In response to questions, Parks and Recreation Director Kevin Dunbar
said Phase 1, which includes schematic plans and schedule, will cost
$100,000 and will be completed by August. Phase 11 includes the
construction drawings, staff anticipates Council will approve the contract in
September. He said staff asked Council to accept the Master Plan, as staff
will come back with defined elements. The costs before Council today
include the contribution towards the Veterans Plaza and increased
construction costs. The City had a 2-year agreement with the Tampa Bay
Veterans Alliance, who agreed to raise $500,000 for Phase 11; the City
would match up to $500,000. The Alliance is trying to raise $350,000, they
have requested$150,000 from Pinellas County. The City Manager said
there are $6.4 million in BP funds.
Discussion ensued with comments made that Council has discussed that
BP funds be used for a legacy project.
Staff was directed to provide cost of all options and to take the item off the
Consent Agenda.
Finance Director Jay Ravins said there are $650,000 for the project in
Penny and $750,000 in Penny funds next year.
3.7 Authorize the award of Invitation to Bid 02-18 to Pinellas Umpire Association, for umpire
scheduling services, in the annual amount of$200,000 for a one-year term, with two
annual renewal terms at the City's option and authorize the appropriate officials to
execute same. (consent)
The City solicited responses (RFP 20-18) for the umpiring scheduling services
and received one qualified bid from Pinellas Umpire Association.
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Pinellas Umpire Association has successfully worked with the City in the past in
providing similar services.
This contract includes the scheduling and payment of umpires for city leagues
and tournaments at a rate of:
Slow Pitch City Program - $17 each per game for two-person umpire crew;
$22.50 per game for one-person umpire crew
Division I NCAA Tournaments - $95 each per game for three-person umpire
crew
Division I Umpire in Chief Fees for all NCAA Games - $175 per day.
Last year Pinellas Umpires Association provided umpires and officials for over
2500 games for an approximate cost of$160,000.
The costs for these services are paid for by user fees that are charged to the
teams. Revenues therefore offset the costs associated with this BPO.
3.8 Provide direction regarding Parks & Recreation Board's recommendation to install lights
at the Morningside Recreation Center Tennis Courts.
In 2010 the Morningside tennis courts were renovated, and the lights were
removed. The removal of the tennis courts light was consistent with the policy
at the time of only having five strategically located tennis facilities with lights for
nighttime play.
It is the feeling of the Parks & Recreation Board that since the lights have been
reactivated at all tennis courts, the Morningside tennis courts should have lights.
This matter was discussed at the January 16, 2018 Parks & Recreation Board
meeting and the motion to provide this recommendation to Council received a
unanimous vote.
The Parks & Recreation Department projects a capital outlay cost of
approximately $100,000 for the installation of the lights and a recurring monthly
cost of$175 for electricity. The installation of the lights and the monthly
electrical fee have not been budgeted in the current fiscal year.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the lights in the basketball courts remained lit. Parks and Recreation
Administrative Manager Jim Halios said the department has restored the
lighting at all tennis courts facilities within the last 12 months. Bay Park and
Country Hollow Park have tennis courts that are not lighted. He said the
tennis courts at Lake Belleview are lighted. The on-demand lights are
programmed to work during certain hours. Deputy City Manager Jill
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Silverboard said general fund reserves may be a potential funding source.
Mr. Halios said the tennis courts at Morningside are approximately 1/2 miles
away from the McMullen Tennis Complex, which requires individuals to pay
in order to play.
It was suggested that any funds remaining in the Morningside project be
used.
Staff was directed to wait until the construction of the Morningside
Recreation Center is complete before proceeding.
3.9 Provide direction on recommendations from the Sister Cities Advisory Board regarding
presenting a Proclamation for the Young Ambassadors Program, increasing the advisory
board's membership to seven members and establishing a hardship fund for students
traveling to Japan.
The City of Clearwater and City of Nagano, Japan have participated in a cultural
exchange program known as Sister Cities since 1959. This exchange is
supported by Clearwater Sister Cities Incorporated (CSCI), a not-for-profit
organization that operates a Young Ambassadors exchange program. This
program sends a group of American middle school-aged youth to Japan for
several weeks every summer.
In recognition of CSCI's ongoing commitment, the Sister Cities Advisory Board
recommends that Council designate the Young Ambassadors program of CSCI
as an officially sanctioned program of the City of Clearwater. This designation
would be in the form of a Proclamation and shall not imply any additional
support or funding from the City.
The Sister Cities Advisory Board is currently comprised of six members: one
member of the City Council, a representative of the local business community,
the School Board's World Language Coordinator or designee, a Clearwater
Sister Cities Inc. representative, a Clearwater Arts Foundation representative,
and a youth member who shall be nineteen years old or younger.
The Sister Cities Advisory Board recommends to the Council to add one
additional at-large member to the Board. This action would require a change to
the Code of Ordinances, Chapter 2 (Administration), Article III, Division 12
(Sister Cities Advisory Board), Section 2.251.
The Sister Cities Advisory Board unanimously approved a motion to encourage
the City Council to provide two Hardship Grants of up to $3,700 each to cover
the cost of the Young Ambassadors program for up to two students from
economically distressed Clearwater families. The total amount requested is
$7,400.
The Sister Cities Advisory Board further recommends that the Council
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designate city staff to determine the eligibility of each family requesting funding.
Upon qualifying, these funds would be disbursed to CSCI to be used solely for
the qualifying family or families.
In response to questions, Parks and Recreation Planning Specialist Michael
Lavery said the proposed scholarship program would fund two middle
school students. The high school program is funded and operated by the
City. The middle school program has been operated by Sister Cities Inc.
since 2001. Parks and Recreation Director Kevin Dunbar said the city
budgets $10,000 for the program (4 students, 1 teacher), Council budgets
for the high school students and councilmember travel. Mr. Lavery said high
schools students receiving city funds must live within city limits.
It was stated that the high school program was recently reinstated last year.
In response to a concern, Mr. Dunbar said city staff hosted five exchange
students. Mr. Lavery said there is an opportunity to expand community
support for the student exchange program as Natalie Lamb will be heading
the program. Mr. Dunbar said hardship will need to be defined.
In response to a question, the City Clerk said the Board did not express a
preference for a proclamation or resolution, the Board wants the public
recognition for the Sister City Program. Chair Candace Hays said the
organization started their own scholarship fund last year, the scholarship
was for$500 per student. She said only one student applied. This year's
fundraising event raised$2,000 for two $1,000 scholarships.
There was consensus to expand the board membership to seven
and present a proclamation. Staff was directed to bring back a draft
scholarship policy that provides up to a $3,700 match the first year.
3.10Ratify and confirm the City Manager's approval to increase a contract with Construction
Manager at Risk, Khors Construction, Inc. from $375,267.19 to $404,942.28 to construct
a new access control gate at Pier 60 and authorize the appropriate officials to execute
same.
On December 7, 2017, the Council approved a proposal from Construction
Manager at Risk, Khors Construction, Inc. of Thonotosassa, FL, in the amount
of$375,267.19 for improvements to Pier 60 - Project KC-1801 and authorize
the appropriate officials to execute same.
Construction began on the project in late December and it was determined in
January that the current turnstile which regulates persons coming onto the pier
needed replacement.
The original scope of the Pier 60 project did not include this item however, the
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Parks and Recreation staff requested that this work be added to the current
project so as not to close Pier 60 down at another time to make this repair.
Furthermore, without the turnstile it would be virtually impossible to control
access to the pier.
The replacement turnstile is a long lead item which is custom made and will
take 8 weeks to deliver. To begin the process of ordering the turnstile, the City
Manager approved the additional amount to the contract with Khors.
APPROPRIATION CODE AND AMOUNT:
Funds are available in CIP 315-93499 "Pier 60/Sailing Center Maintenance" for
this increase.
3.11Approve the Second Amendment to the Lease Agreement for Ruth Eckerd Hall, approve
termination of the Facility Use Agreement, approve an easement agreement between the
Clearwater Housing Authority, the City of Clearwater and Ruth Eckerd Hall, Inc, and
authorize the appropriate officials to execute same. (consent)
The City of Clearwater and PACT, Inc. entered into a Lease Agreement (Lease)
dated March 7, 2001 whereby the City leased to PACT, Inc. the property known
as Ruth Eckerd Hall. Ruth Eckerd Hall, Inc. is the successor in interest to
PACT, Inc. The Lease was amended on November 25, 2003 to release a
portion of the Entire Parcel to the City to construct a Habitat Restoration and
Mitigation Project as permitted by the Florida Department of Environmental
Protection.
Ruth Eckerd Hall, Inc. intends to improve the Ruth Eckerd Hall Facility to update
the facility and create the "Ruth Eckerd Hall Experience," and to further provide
for the continuing operation thereof as a City owned performing arts venue
providing quality performing arts experiences and educational opportunities; and
the City finds that the renovation and redevelopment of the Ruth Eckerd Hall
Facility will preserve, enhance and improve the city-owned facility and enhance
the performing arts experience for the community and advance the City's
economic development efforts, enhance tourism and arts education and provide
a clear sense of regional and national destination for the City.
Ruth Eckerd Hall, Inc. desires to construct, renovate, repair and continue to
operate the Ruth Eckerd Hall Facility, and is actively soliciting funds to provide
for the long-term operation and maintenance of the said premises and
improvements thereon as a performing arts venue; and has requested that the
City provide Funding for certain capital improvements and enhancements for
the Ruth Eckerd Hall Experience.
The City has determined that it is in the public interest and serves a public
purpose to enter into this Second Amendment to the Lease Agreement to
provide funding in the amount of Three Million Dollars ($3,000,000.00) for
specific capital Improvements and enhancements necessary for the renovation,
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repair and operation of the Ruth Eckerd Hall Facility under and pursuant to the
terms and provisions of the Lease Amendment. The funding will be paid in three
payments, the first in the amount of$1,500,000, the second in the amount of
$1,000,000 and the third in the amount of$500,000.
In order to construct the improvements and expansion to Ruth Eckerd Drive
which are part of the Ruth Eckerd Hall Experience, REH, the City, and
Clearwater Housing Authority must also enter into an Easement Agreement
which contains certain minimum insurance requirements to be carried by REH,
and the City and REH desire to amend the lease to provide for such insurances.
Additionally, the City and REH entered in to a Facility Use Agreement dated
March 7, 2001 for the purpose of providing a subsidy to REH to secure public
availability of the Facility for the use of and performances by various community
groups and by the City which provided for an annual payment to REH. The
Facilities Use Agreement also provided that the City would enter into a
guarantee agreement with REH and a lender for certain refinancing in an
amount limited to $1,000,000 (One Million Dollars). Concurrent with the Lease
Amendment, the City and REH wish to terminate that Facilities Use Agreement
since the City has not needed to use the Facility pursuant to the Agreement.
The City wishes to provide for an ongoing annual contribution of$420,000 for
the purpose of maintenance and improvements to Premises to include repairs,
general maintenance, and asset and fixture replacement for the Premises, for
the purpose of assuring the continued high-quality maintenance of the
city-owned facility.
REH has and will continue to operate and maintain the Facility and Premises for
the benefit of the citizens of Clearwater, in consideration of which the City and
REH wish to amend the Lease to allow the City to enter into a Guarantee
Agreement if requested, with REH and a lender for the purposes of financing,
refinancing, renovation, modernization and expansion of the Premises subject
to the City's reasonable approval of the plans and proposals for any renovation,
modernization, and expansion; such guarantee to be unconditional but limited to
an amount not to exceed $1,000,000 (One Million Dollars) principal and interest
inclusive.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will increase cost code 07000-582000-519
(aid to private organizations) with offsetting revenues from General Fund
reserves. This will fund the fiscal year 2018 portion of the agreement, with the
intention of reimbursement from Penny for Pinellas upon approval.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment
allocating General Fund reserves in the amount of$1,500,000 to
Non-Departmental cost code 07000-582000 (aid to private organizations).
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Inclusive of this item if approved, a net total of$7,491,630 of General Fund
reserves has been appropriated by Council to fund expenditures in the 2017/18
operating budget. The remaining balance in General Fund reserves after the
8.5% reserve requirement is approximately $9.2 million, including the BP
settlement funds. Exclusive of the BP funds, the remaining balance is $2.7
million, or 2.1% of the current General Fund operating budget.
In response to questions, Parks and Recreation Director Kevin Dunbar said the
Murray and Margarete Heye projects are part of the Ruth Eckerd Hall Experience
Plan have been completed. The City reimburses REH for funds expended on
eligible work or items after supporting documentation has been provided. Staff is
recommending that the initial amount (**for what**) come out of retained earnings
form the general fund and hold a public hearing at a later date to re-appropriate a
current Penny for Pinellas project to use those Penny funds to reimburse the
general fund. The City Attorney said a public hearing would have to be held if the
penny 3 funds are reallocated for this purpose, which would be a new penny 3
project. Deputy City Manager Jill Silverboard said almost all penny 3 and penny 4
funds have been designated through 2030. Some of the penny projects with TBD
funding timeline will get resolved with the passage of the Penny 4 referendum. For
instance, the Public Works Complex is called for to be a Penny 7 project in a future
levy; the TBD will go away when staff updated the budget. Ms. Silverboard said the
budget was approved in September and the referendum was held in November.
The City Manager said Council always receives a request from organizations for a
contribution; staff reports to Council how it can be funded in order to minimize any
injury to ongoing responsibilities. This is no different. There is never enough money
to fund all capital needs. Council always reprioritizes how they will meet the funding
requests from the community.
4. Engineering
4.1 Approve a work order to Tetra Tech, Inc., of Orlando, Florida, in the amount of$638,973
for the Wastewater Collection System Master Plan (17-0006-UT) and authorize the
appropriate officials to execute same. (consent)
March 30, 2017, a Request for Qualifications (RFQ 19-17) was issued seeking
an engineering firm to update the City's Wastewater Collection System
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Council Work Session Meeting Minutes February 26, 2018
(WWCS) Master Plan.
May 26, 2017, the RFQ Selection Committee consisting of five representatives
from several city departments conducted interviews with four short listed
engineering firms.
May 31, 2017, the RFQ Selection Committee selected Tetra Tech, Inc. to
prepare the WWCS Master Plan.
The WWCS Master Plan will be used as an aid in determining current sanitary
sewer rehabilitation and replacement needs as well as a road map for
implementing future capital improvement upgrades, operational and
maintenance improvements, compliance with future regulations, and to provide
facilities that are efficient and economically feasible for the City and its
residents.
A significant component of master planning efforts will be updating and
calibrating the City WWCS hydraulic model to accurately reflect the behavior of
the collection system during both wet weather and dry weather events. This
model will be used to define capital improvement projects in the WWCS Master
Plan, and as a continuing resource to confirm adequate infrastructure is
available for future growth within the city.
APPROPRIATION CODE AND AMOUNT:
0327-96218-561300-535-000-0000 $638,973
Funds are available in Utility Renewal and Replacement project 0327-96218,
Feasibility Study/Evaluation - Sewer, to fund this work order.
4.2 Award a construction contract to Kloote Contracting, Inc., of Palm Harbor, Florida, for the
Reclaimed Water Booster Pump Station Chlorine Feed System Improvements Project
(16-0001-UT) in the amount of$1,071,642.00; approve Supplemental Two Work Order to
Engineer of Record (EOR) Tetra Tech, Inc., of Tampa, FL, in the amount of$143,565 and
authorize the appropriate officials to execute same. (consent)
The City's three reclaimed water booster pumping facilities (identified as Drew
Street, Union Street and Skycrest) experience ongoing issues with the sodium
hypochlorite feed systems and maintaining steady chlorine residual at the
desired set point concentration. This project is intended to improve each
facilities' chlorine feed and control system by installing a new static inline mixer
and flow meter, in addition to other miscellaneous related piping modifications.
April 21, 2016, City Council approved the initial design work order to EOR Tetra
Tech, Inc. in the amount of$99,980.
February 1, 2018, City Manager approved Supplemental One work order for
additional design modifications in the amount of$9,763.
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
Supplemental Two work order is for inspection and engineering services during
construction for a total work order value of$253,308.
Two bids were received, Kloote Contracting Inc. was the lowest responsible
bidder in the amount of$1,071,642. After comparing and evaluating the bids,
EOR Tetra Tech, Inc. recommends awarding the contract to Kloote Contracting
Inc.
It is anticipated construction will be completed within 300 consecutive calendar
days from Notice to Proceed.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating and maintaining the City's reclaimed water booster pump stations.
APPROPRIATION CODE AND AMOUNT:
0382-96654-561300-535-000-0000 $ 143,565
0382-96654-563800-535-000-0000 $1,071,642
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.
A first quarter budget amendment will transfer$700,000 of budget, only, from
bond project 0382-96212, Sanitary Sewer Upgrades Improvements, to
0382-96654, Facilities Upgrade and Improvements.
Interim financing or funding with 2018 Water and Sewer Revenue bond
proceeds when issued is available in bond project 0382-96654, Facilities
Upgrade and Improvements, in the amount of$515,207 to fund the project.
4.3 Accept a Sidewalk Easement over portions of Lot 31 (609 North Garden Avenue) and Lot
42 (611 Spruce Avenue), of G.L. Bidwells Oakwood Addition to Clearwater, Florida,
conveyed to the City by the Property Owner and authorize the appropriate officials to
execute same. (consent)
The City partnered with Habitat for Humanity of Pinellas County for the
acquisition of land and construction of twelve single family homes, to be sold to
income-qualifying families. These twelve lots are bound by North Garden
Avenue to the west, Eldridge Street to the north, Blanche B Littlejohn Trail to the
east and Maple Street to the south.
This Sidewalk Easement will support the construction of sidewalks as part of
this Habitat for Humanity project.
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
5. Planning
5.1 Establish a foreclosure policy to be included in City Council Policies, 32H, and adopt
Resolution 18-07.
Based on direction received at the December 21, 2017 City Council meeting,
staff has developed a foreclosure policy for Council's consideration that
provides flexibility to address a variety of situations. The policy is broad and
stipulates that residential, commercial and vacant properties with significant
code enforcement or other city liens may be considered for foreclosure. It
would also allow the foreclosure of occupied properties and those with
mortgages but would not allow those with homestead exemptions to be
considered.
6. Solid Waste
6.1 Approve the award of Invitation to Bid 13-18 to Equipco Manufacturing, Inc., of Miami, FL,
in the annual amount of$100,000 for the purchase of front load containers, effective for a
one-year term with two, one-year renewal terms at the City's option, in accordance with
Code of Ordinances, Section 2.561, Purchases over $50,000; and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater's Solid Waste Department collects waste from
commercial customers in front load containers. Although repairs are performed
on the containers, occasional replacement may be necessary. This contract is
for the purchase of new and replacement front load containers.
In January 2018, the Purchasing Department issued Invitation to Bid 13-18 for
front load containers. Four bids were received, with one deemed
non-responsive to the bid. Equipco Manufacturing Inc. was the lowest bidder
offering all types and sizes of the front load containers we require. One other
bidder offered lower prices for several items but did not bid the entire list of ten
containers. Due to full truckload shipment requirements it would be problematic
to manage multiple vendors and meet order minimums for these items that are
ordered as needed.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract is available in capital improvement project 315-96444,
Commercial Container Acquisition.
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
7. Official Records and Legislative Services
7.1 Reappoint Jennifer Barbaro to the Public Art and Design Board as the Clearwater Arts
Alliance, Inc. representative with a term to expire March 31, 2022 and appoint two
members to the Public Art and Design Board, one with a term to expire February 28,
2022 and one with a term to expire March 31, 2022.
APPOINTMENT WORKSHEET
BOARD: Public Art and Design Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater resident except for the
Clearwater Arts Alliance, Inc., formerly, Clearwater Arts Foundation, and the
Pinellas County Arts Council representatives
MEMBERS: 7
Liaison: Parks & Recreation
CHAIRPERSON: Alex Plisko, Jr.
MEETING DATE: Quarterly - January, March, June, Sep.
TIME/PLACE: Chambers
APPOINTMENTS NEEDED: 3
THE FOLLOWING BOARD MEMBER(S) HAVE TERMS WHICH EXPIRE ON
FEBRUARY 28, 2018 AND MARCH 31, 2018 AND NOW REQUIRE EITHER
REAPPOINTMENT FOR A NEW TERM OR REPLACEMENT BY A NEW
APPOINTEE.
1. Neale A. Stralow -2257 Bascom Way - Urban Planner/Landscape Architect
Original Appointment: 4/18/13
(2 Absences in the last year)
Interest in reappointment: Yes
(currently serving 1 st term to expire 2/28/18)
(Citizen)
2. Jennifer Barbaro - 2180 Louisa Drive, Belleair Beach, FL 33786 - BFA Art&
Fashion
Original Appointment: 2/2/17
(2 Absences in the last year)
Interest in reappointment: Yes
(currently filling unexpired term until 3/31/18)
(Clearwater Arts Alliance, Inc.)
3. Alex Plisko, Jr. - 2358 Barkwood Pass, 33763 -Architect
Original Appointment: 4/6/06
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
(1 Absence in the last year)
Interest in reappointment: Yes
(currently serving 3rd term to expire 3/31/18)
(Architect)
THE FOLLOWING NAMES ARE BEING SUBMITTED FOR CONSIDERATION
TO FILL ONE OF THE ABOVE VACANCIES, EXCEPT FOR THE
CLEARWATER ARTS ALLIANCE, INC. REP.
1. Jonathan Barnes - 1613 Maple St., 33765 - Humanities and Fine Arts
2. Bruce Dennis - 1851 Glenville, 33765 - Housing Mgt./BS Business Adm.
3. Laurie Meggesin - 1600 Walnut St, 33755 - Former Atty/Consulting
4. Michael Potts - 1155 Jackson Rd., 33755 - General Contractor/Inspector
Zip codes of current members:
1 - 33713
1 - 33761
1 - 33763
1 - 33764
2 - 33765
1 - 33786
Current Categories:
1 Architect; 1 Artist -Art Business Owner; 3 Citizens; 1 Pinellas County Arts
Council; 1 Clearwater Arts Alliance, Inc.
There was consensus to reappoint Jennifer Barbaro and Neale Stralow and
appoint Michael Potts. Staff was directed to place the item on the Consent
Agenda.
8. Legal
8.1 Adopt Ordinance 9103-18 on second reading making amendments to the Clearwater
Downtown Redevelopment Plan repealing and replacing Chapters 1-3 which update
goals, objectives and policies; increasing density and intensity and revise height;
modifying Character District boundaries; and expanding the Old Bay Character District
boundaries northward.
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
Planner Ella Crandall provided Council with a motion to amend. The majority
of the changes relate to the revised expansion of the Old Bay Character
District. Originally this district was proposed to be expanded by 9.671 acres
(41 parcels), to include the N. Marina Area Master Plan Study Area. At first
reading, Council directed staff to amend the proposed Old Bay expansion
area to include an additional six parcels to the north, which are contiguous
and under common ownership. Ms. Crandall said this change required
changes to a majority of the maps.
The Council recessed from 2:55 p.m. to 3:06 p.m.
9. City Manager Verbal Reports
9.1 Farmers Market
Parks and Recreation Planning Projects and Events Manager Kris Koch said
the new location for the Farmers Market was launched this past weekend
which coincided with the Sea Blues Festival. There were 70 vendors and an
estimated 2,500 people who visited the market this weekend. He said with the
new location, he expects the vendor participation to increase. There were 9
downtown merchants who participated in the market, including the art gallery
on Cleveland, who is not typically open on weekends, and sold 5 significant
pieces. Several Station Square residents purchased their produce at the
market. The market is open weekly and with the big events in Coachman, it
is difficult to hold the market as scheduled. The change in location will help
the market maintain its weekly schedule.
9.2 Fence Landscaping Ordinance
Planning and Development Director Michael Delk said the current code
requires fences that are located between a principal structure and a right-of-
way line to be set back 3 feet from the property line and have landscape
provided. Landscape defined by the Community Development Code can be
described as shrubs, grass, and mulch. One property owner has grass along
the fence but based on council policy directives and other direction in the past,
landscaping of a hedge is what desired. The hedge is incorporated into the
draft provision to strengthen the requirement for landscaping. He commented
that existing situations around the city are varied and staff has run into practical
obstacles regarding landscaping. An example he gave was an existing fence
was being replaced, but to put it per code, 3 feet back from the property line,
would have impeded some already mature landscaping, so staff decided it was
best for the replacement fence to go back where the existing fence stood.
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City of Clearwater
Council Work Session Meeting Minutes February 26, 2018
There are two versions of the ordinance for Council consideration. One is more
detailed in terms of the provisions and specifies that the Community
Development Coordinator can grant flexibility. The other version is more brief
and requires the property owner to plant a hedge or shrub or ground cover or
any combination of the approved landscape.
There was consensus to bring the first version of the provision back to
Council. Mr. Delk said he wanted his staff to vet the information provided and
he will bring the item back to Council.
10. City Attorney Verbal Reports — None.
11. Council Discussion Item
11.1 Gateway Signage - Councilmember Jonson
Discussion deferred to the next work session.
12. 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.
13. Closing Comments by Mayor— None.
14. Adjourn
The meeting adjourned at 3:29 p.m.
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City of Clearwater