12/16/2019 Council Work Session Meeting Minutes December 16, 2019
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
m
Meeting Minutes
Monday, December 16, 2019
9:00 AM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes December 16, 2019
Roll Call
Present 5 - Mayor George N. Cretekos, Councilmember Bob Cundiff,
Councilmember David Allbritton, Councilmember Hoyt Hamilton, and
Councilmember Jay Polglaze
Also Present: William B. Horne II — City Manager, Micah Maxwell — Deputy City
Manager, Michael Delk—Assistant City Manager, Pamela K. Akin City
Attorney, Rosemarie Call — City Clerk, and Nicole Sprague — Official
Records & 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. in Council Chambers at the
Main Library.
2. Presentations — Given.
2.1 December Service Awards
Two service awards were presented to city employees.
The November 2019 Employee of the Month Award was presented to Ricky
Ryals, Parks and Recreation.
The Council recessed from 9:07 a.m. to 9:14 a.m. to meet as the Pension
Trustees.
3. City Manager
3.1 Amend the Clearwater Code of Ordinances, Chapter 25 - Public Transportation Carriers,
Article I - Public Conveyances to define commercial megacycles and definitions to
establish standards for commercial megacycles, to require a license for commercial
mega cycles to be operated in the city and to add penalties and pass Ordinance 9356-20
on first reading.
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Council Work Session Meeting Minutes December 16, 2019
In August of 2019, staff was tasked with examining the feasibility of permitting
the operation of megacycles in the City of Clearwater. After conducting
research on a local and state level, staff developed a pilot program to determine
the viability of the program. It has been determined that an amendment to the
Clearwater Code of Ordinances, Chapter 25 - Public Transportation Carriers,
Article I - Public Conveyances would be needed to administer the pilot program.
In response to questions, Assistant to the City Manager Jim Halios
said restricting access on the south beach no further than 2nd Street
addresses staffs concerns with left turns into the roundabout. Allowing the
megacycles on Hamden Drive, which is mostly residential, alleviates
congestion in the restricted areas.
Comments were made that the sooner the operators are veered off of
Gulfview Boulevard, the less impact it will have on traffic. There was
consensus to eliminate the proposed south loop since construction on the
former Leverock's site is not expected during the 6-month pilot program. A
concern was expressed with traffic congestion and impact megacycles will
have on the family orientation at the beach.
Assistant City Attorney Matthew Smith said Florida Statutes states
that restrictions on open containers do not apply to pedal pubs. The
proposed ordinance includes language restricting alcohol on the
megacycles. He warned Council that they may get some pushback from
operators who claim that state law allows passengers. The City Attorney said
if Council decides to allow alcohol, the city ordinance must be amended.
4. Economic Development and Housing
4.1 Declare surplus, for the purpose of donation for development of affordable housing, two
parcels of real property located at 1002 LaSalle Street and 1011 LaSalle Street; approve
the Real Property Donation Agreement between the City and Habitat for Humanity of
Pinellas County, Inc., and authorize the appropriate officials to execute same, together
with all other instruments required to affect closing. (APH)
Properties located at 1002 LaSalle Street (Parcel A) and 1011 LaSalle Street
(Parcel B together, the Properties) are currently vacant, and are each identified
by Resolution #19-10 as city-owned property appropriate for use as affordable
housing (Pinellas County Property I.D. #10-29-15-65718-004-0150 and
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#10-29-15-33498-000-0070 respectively). The City acquired Parcel A in 2015
and Parcel B in 2009. Both properties were initially acquired by local affordable
housing developers with loans under the city's affordable housing program.
Failure to develop each property per loan terms resulted in loan default. The
city acquired both properties in lieu of collecting the debt.
The Properties are located within the North Greenwood Neighborhood
Revitalization Strategy Area which is identified in the city's Consolidated Plan.
Each parcel is suitable for construction of a single-family home. Habitat for
Humanity of Pinellas County is planning to construct a single-family home for
sale to an income-qualifying household on each parcel.
Parcel A is 7,500 square feet (0.17 acres) and is legally described as follows:
Lot 15, Block D, Palm Park, according to the map or plat thereof, recorded in
Plat Book 4, Page 86, of the Public Records of Hillsborough County, Florida of
which Pinellas County was formerly a part.
Parcel B is 12,055 square feet (0.28 acres) and is legally described as follows:
GREENWOOD MANOR, South 1/2 of Lot 6 and all of Lot 7, according to the
map or plat thereof as recorded in Plat Book 21, Page 65, of the Public Records
of Pinellas County, Florida.
A staff appraisal valued Parcel A at $15,366 and Parcel B at $30,741 on
November 22, 2019. According to Section 2.01(d)(5)(i) of the Clearwater City
Charter, the City Council may approve the donation or sale for less than fair
market value of city-owned property of not more than one-half acre in size for
workforce or affordable housing following a public hearing.
In response to questions, Economic Development and Housing Assistant
Director Chuck Lane said it would be difficult to build more than house on the
lot because of the narrow frontage. Habitat for Humanity is restricted to 80%
area median income and below. Emerge does not have the income
requirement.
4.2 Declare surplus, for the purpose of donation for development of affordable housing, real
property located at 912 Nicholson Street, approve the Real Property Donation
Agreement between the city and Emerge Community Economic Development
Corporation, and authorize the appropriate officials to execute same, together with all
other instruments required to affect closing. (APH)
This property is currently vacant, and it is identified by Resolution 19-10 as a
city-owned property appropriate for use as affordable housing (Pinellas County
Property I.D. #22-29-15-69138-002-0070). The property is suitable for
construction of a single-family home. The City acquired the property in 2006 in
a land exchange with Clearwater Neighborhood Housing Services. This
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property is located within the North Greenwood Revitalization Strategy Area
which is identified in the City's Consolidated Plan.
Emerge Community Economic Development Corporation (Emerge) is a
non-profit organization that aims to transform low-income neighborhoods into
self-sufficient, vibrant communities through development of affordable housing.
Emerge is planning to construct a single-family home for sale to a household
whose total household income does not exceed one hundred twenty percent
(120%) of Area Median Income.
The Property is 0.17 acres (7,600 square feet) and is legally described as
follows:
Lot 7, Block 2, PINE CREST, together with that 1/2 of the vacated alley adjacent
to the North, according to the map of plat thereof as recorded in Plat Book 1,
Page 66, Public Records of Pinellas County, Florida.
An independent appraisal was performed on the property on December 3, 2018
by Jim Millspaugh and Associates. The appraisal report determined that the fair
market value of the lot is $26,000.00. According to Section 2.01(d)(5)(i) of the
Clearwater City Charter, the City Council may approve the donation or sale for
less than fair market value of city-owned property of not more than one-half acre
in size for workforce or affordable housing following a public hearing.
4.3 Approve the City of Clearwater's Fiscal Year 2018-2019 Consolidated Annual
Performance and Evaluation Report (CAPER). (APH)
The Consolidated Annual Performance and Evaluation Report (CAPER) is the
principal administrative report documenting the City's expenditures for
Community Development Block Grant (CDBG) and HOME Investment
Partnership (HOME) programs to the U.S. Department of Housing and Urban
Development (HUD). For Fiscal Year (FY) 2018-2019, the City's entitlement
allocation was $740,943 in CDBG and $383,146 in HOME program funds,
$1,399,518 of Prior Year funds, $131,203 of Program Income and $1,152,452 in
CDBG Revolving Loan funding for a total budget of$3,807,262 from federal
funds.
Through the CDBG and HOME program activities, total expenditures were
$1,388,830 in FY 2018-2019, which included program income and funding from
the prior year reprogrammed funds. Those funds not expended from this year's
budget will be programmed in future years.
In addition to reporting activities carried out with federal money, a summary of
activities conducted with the Florida State Housing Initiatives Partnership (SHIP)
Program and Pinellas County Housing Trust Fund (PCHTF) Program is also
included in the narrative section. For FY 2018-2019, SHIP fund expenditures
totaled $692,617 and PCHTF fund expenditures totaled $241,663.
The report provides HUD with necessary information for the Department to
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Council Work Session Meeting Minutes December 16, 2019
meet its requirement to assess each grantee's ability to carry out relevant
Community Planning and Development programs in compliance with all
applicable rules and regulations. It also provides information necessary for
HUD's Annual Report to Congress and it provides grantees an opportunity to
describe to citizens their successes in revitalizing deteriorated neighborhoods
and in meeting objectives stipulated in their Consolidated Planning document.
The City of Clearwater's FY 2018-2019 CAPER contains information on the
City's assessment of the following activities:
- Assessment of Four-Year Goals and Outcomes
- Resources and Investments
- Affordable Housing
- Homeless and Other Special Needs
- Public Housing
- Other Actions to Address Barriers to Affordable Housing
- Monitoring
- CDBG
- HOME
A list of notable accomplishments utilizing federal, state and local funds for FY
2018-2019 include:
- Provided twelve down payment & closing cost assistance loans
totaling $239,725
- Provided $278,308 for the rehabilitation of eleven owner-occupied units
- Assisted Community Service Foundation with the lease-up of seven rental
units
- Provided $357,252 to Habitat for Humanity of Pinellas County for the
acquisition of land and construction of three single-family homes
- Completed construction and lease-up of Woodlawn Trail Apartments; an 80
-unit rental complex
- Completed construction and lease-up of Madison Point Apartments; an 80
-unit rental complex
- Provided $390,863 for five Public Facilities projects: Directions for Living, St.
Vincent DePaul Community Kitchen and Resource Center, R'Club Child
Care, Miracles Outreach Community Development Center and the Arc
of Tampa Bay.
- Provided Directions For Living $99,000 for the rehabilitation of their lobby
and waiting area
- Provided Homeless Empowerment Program $99,000 for the rehabilitation of
Baty Villas, a permanent supportive housing facility
- Provided $111,140 to assist 1,841 individuals through partnerships with
seven public service providers: Intercultural Advocacy Institute, Pinellas
Opportunity Council, Safety Harbor Neighborhood Family Center,
Gulfcoast Legal Services, WestCare GulfCoast of Florida, Homeless
Emergency Project and Religious Community Services.
- Provided $55,000 for technical assistance services provided by the Hispanic
Business Initiative Fund of Florida, Inc. and Tampa Bay Black Business
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Investment Corporation that assisted 219 entrepreneurs and businesses
- Provided $10,622 to three organizations to provide homebuyer education to
assist 153 Clearwater residents: Clearwater Neighborhood Housing
Services, Tampa Bay Community Development Corporation, and
Housing & Education Alliance
Overall federal, state and local funding assisted 7,411 persons and 192
households.
On December 10, 2019, the Neighborhood and Affordable Housing Advisory
Board (NAHAB) recommended the City Council approve the CAPER as written.
The CAPER is due to HUD no later than December 31, 2019.
Economic Development and Housing Assistant Director Chuck Lane
provided a PowerPoint presentation.
In response to questions, Mr. Lane said the City is able to fund organizations
not based within city limits if staff is able to confirm the organizations serve
Clearwater residents. The upgrades for Directions for Living were funded
with CDBG funds that allows the city to fund homeless services, chore
services and Gulf Coast Legal.
5. Finance
5.1 Authorize the negotiated sale of not to exceed $25,000,000 Water and Sewer Revenue
Refunding Bonds, Series 2020 and adopt Resolution 19-37.
Currently there is outstanding $25,310,000 par value of Water& Sewer
Revenue Bonds, Series 2014, with maturities in years 2020 -2032 with an
interest rate of 3.18% that are callable on December 9, 2019. Current
bond-market conditions present an opportunity to refund these bonds to achieve
a present value savings exceeding the level designated in the City's debt
management policy.
The City's debt management policy states, "As a general rule, the present value
savings of a particular refunding should exceed 5%."
This resolution authorizes the negotiated sale of not to exceed $25,000,000 par
value of Water and Sewer Revenue Refunding Bonds, Series 2020 and
authorizes awarding the sale to Raymond James & Associates, Inc., a member
of the underwriting team approved by Council in June 2017 per Resolution
17-20.
Only the amount of bonds needed to optimize the refunding of all of the
outstanding balance of the Water & Sewer Revenue Refunding Bonds, Series
2014, and associated issuance costs, will be issued.
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5.2 Award a contract for Gas Utility rate studies and other professional services for the
five-year period ending December 31, 2024, to Raftelis Financial Consultants, Inc.
(Raftelis) for a not-to-exceed amount of$184,000 and authorize the appropriate officials
to execute same. (consent)
Raftelis was selected to provide rate study services as the top-rated consultant
of three firms responding to RFP 58-19. Raftelis has valuable experience
performing rate studies for municipal gas utilities and has one of the country's
leading governmental utility rate and financial planning practices.
The five-year contract includes plans for up to three rate studies, as detailed on
the Exhibit A schedule and cost recap. The schedule for the rate studies is an
estimate and may vary with the issuance of utility revenue bonds and other
factors. The contract price is all-inclusive including travel costs. An additional
$27,500 for optional meetings and hourly consulting services, on an as-needed
basis, is included in the not-to-exceed amount.
Services include: prepare a five-year forecast of revenues and revenue
requirements to evaluate existing rates ability to meet operating costs, capital
costs, and debt services costs with an adequate level of working capital
reserves; prepare a class cost of service study to determine the cost
associated with providing service to each customer class and compare this
cost of service to the current revenues; and recommend rates sufficient to meet
the gas utility's forecasted revenue requirements and reflect cost of service and
other policy considerations.
The rate studies include one-on-one interactive presentations to Council
members and professional recommendations for rate adjustments as
necessary.
The last rate study for the Clearwater Gas System was completed in 2014 by
Black & Veatch.
APPROPRIATION CODE AND AMOUNT:
Funding of$50,000 is available in Gas Utility Fund object code 530100 for fiscal
year 2020. A fiscal year 2020 first quarter budget amendment will increase
object code 530100 (professional services) by $15,680, to be funded from
budgeted Gas Utility Fund revenues. Funding will be budgeted in the Gas Utility
Fund professional services expenditure line items for future years.
5.3 Approve settlement of automobile bodily injury liability claim 18-00162 for payment of
$95,000, inclusive of attorney fees and costs, for Zoe Applegate, with a general release
of all claims and authorize the appropriate officials to execute same. (consent)
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On May 29, 2018, a city police vehicle was traveling west on Rosery Road, with
lights and siren off, in a high-speed pursuit of a stolen car with two other
Clearwater Police Department vehicles. It entered the intersection with
Clearwater-Largo Rd. Ms. Applegate and her passenger were on
Clearwater-Largo Rd., traveling south. The police vehicle had cleared the
intersection except for the curb lane Ms. Applegate's vehicle was traveling in.
Her front driver's side struck the front corner passenger side of the police
vehicle. As a result of the collision Ms. Applegate was injured and incurred
significant medical expenses and will likely incur additional expenses in the
future.
Ms. Applegate retained legal representation. The City and her counsel agreed to
a pre-suit mediation to resolve this claim. On November 1, 2019, the claim was
settled for$95,000, pending approval by City Council.
APPROPRIATION CODE AND AMOUNT:
5907590-545900 $95,000.00
5.4 Authorize a sole source award for a renewal subscription to the ISO ClaimSearch for
Non-Insurers Database, effective January 1, 2020 through December 31, 2020, for a
not-to-exceed total of$15,000 for the annual membership fee and as-needed claim
search fees, pursuant to Clearwater Code of Ordinances Section 2.564(1)(b) and
authorize the appropriate officials to execute same. (consent)
The Risk Management Division of the Finance Department would like to renew
its current agreement approved by City Council in 2017 and continue its
participation as a member of the ISO ClaimSearch database for Casualty and
Claims Inquiry, which allows Risk Management Specialists to determine if
claimants who have filed claims against the City of Clearwater for bodily injury
or workers compensation claims have had previous and/or current accidents
nationwide.
This database is shared by most insurance companies, third party
administrators and municipalities in the industry who administer claims and is
considered part of best practices in claims management and severity control. It
is a single source provider of this service. Its reputation and quality of product
are well known in the industry. This web-based search and report tool is
particularly effective in identifying "professional claimants."
There is an increase from $7.90 to $8.50 for single field searches and $13.10 to
$13.90 for name/address searches, along with an annual membership fee of
$1,100. Claims reports received will be accessed through a web portal.
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Staff is requesting approval of a not-to-exceed amount of$15,000 to cover our
searches for the year, and the Annual Membership Fee of up to $1,100.
The agreement does include an auto-renewal provision with a 90-day
cancellation clause.
APPROPRIATION CODE AND AMOUNT:
Account# 5909830-557100 $ 1,100
Account# 5909830-530300 $13,900
6. Gas System
6.1 Approve a Facility Encroachment Agreement with CSX Transportation, Inc. for the
installation of an underground natural gas main in the CSX right-of-way and authorize the
appropriate officials to execute same. (consent)
Florida Department of Transportation (FDOT) is widening State Road 52,
located in Pasco County. To avoid conflict with FDOT, Clearwater Gas System
(CGS) is relocating an existing six-inch main to a new location. The proposed
relocation of the pipe requires a new crossing under the existing CSX
right-of-way, along State Road 52, located west of US Hwy 41 and east of the
Suncoast Parkway. CSX requires an Agreement to cover the costs of
encroaching, construction risk and to provide the terms and conditions
associated with placing a pipeline underneath their railway system.
This Agreement also contains a Contractor Acceptance Rider that requires any
contractor performing work within the CSX right-of-way, as part of this
agreement, to provide $1,000,000 Workers Compensation & Employers Liability
insurance; $5,000,000 Commercial General Liability coverage; Business
automobile liability insurance of$1,000,000; and Railroad Protective Liability
Insurance coverage of$5,000,000.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in capital improvement project
3237323-96378.
6.2 Accept a Natural Gas Easement over, under, across and through a portion of property
conveyed by NNP-BEXLEY, LLC, whose principal address is 777 South Harbour Island
Blvd, Tampa, FL, given in consideration of receipt of$1.00 and the benefits to be derived
therefrom, and adopt Resolution 19-41.
NNP-BEXLEY, LLC (Grantor) has granted a non-exclusive five-foot wide natural
gas easement, on three separate parcels (17-26-18-0000-00100-0012,
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16-26-18-0000-00100-0050 and 15-26-18-0000-00200-0040) located along
Tower Road (aka Bud Bexley Parkway), just east of Ballantrae Blvd and west of
Sunlake Blvd in Pasco County. These easements are for the installation of a
natural gas distribution line. This main line will run along the Tower Road
corridor and ultimately serve residential customers located within the Del Webb
subdivision, north of Tower Road.
The easement grant is sufficient for the City to maintain and replace its facilities
as necessary in perpetuity, or until such time as the City determines to abandon
its use.
6.3 Accept a Natural Gas Easement over, under, across and through a portion of property
conveyed by Bryan Craig Bexley, Successor Trustee of the Bexley Ranch Land Trust,
whose principal address is P.O. Box 10, Sumterville, FL, given in consideration of receipt
of$1.00 and the benefits to be derived therefrom, and adopt Resolution 19-19.
Bryan Craig Bexley (Grantor) has granted a non-exclusive five-foot wide natural
gas easement, on parcel #16-26-18-0000-00100-0000, located along Tower
Road (aka Bud Bexley Parkway), just east of Olde Lanark Dr and west of
Sunlake Blvd, in Pasco County. These easements are for the installation of a
natural gas distribution line. This main line will run along the Tower Road
corridor and ultimately serve residential customers located within the Del Webb
subdivision, north of Tower Road.
The easement grant is sufficient for the City to maintain and replace its facilities
as necessary in perpetuity, or until such time as the City determines to abandon
its use.
7. Parks and Recreation
7.1 Approve co-sponsorship and waiver of requested city fees and service charges for Fiscal
Year 2019/20 for a new event sponsored by Clearwater High School titled "Unity Walk" in
the amount of$3,330 and authorize the appropriate officials to execute same. (consent)
On April 18, 2019, the City Council approved the annual co-sponsorship list and
funding for Fiscal Year (FY) 2019/20 for budget purposes. In the event additional
money is required beyond what was approved in the FY 19/20 budget, City
Council approval will be required.
Clearwater High School has requested that the City partner with them to put on
a new special event, the "Unity Walk", to be held in downtown Clearwater on
Tuesday, January 28, 2020.
The Civil Rights Ambassadors of Clearwater High School in conjunction with
the Pinellas County School Board are developing a civil rights event that will
encourage students in Clearwater and Pinellas County to engage in civil rights
education. The intent of the event is to recognize key people that have stood for
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equality or human rights, celebrate their impact, and inspire others to continue
their work.
A civil rights lesson will be created and provided to all the public high schools
and 30 students from 19 Pinellas County Schools will be attending the event.
The event will begin in downtown Clearwater near Station Square Park and end
with a walk to Coachman Park.
Staff is requesting that this event be included in the FY 2019/20 budget as a city
co-sponsored event.
Cost associated with the event is $1,500 for police and $1,830 for parks and
recreation totaling $3,330.
APPROPRIATION CODE AND AMOUNT:
The in-kind cost associated with this event will be covered by each department
in their approved fiscal year 2019/20 budgets.
In response to questions, the City Manager said typically the request would
have been included as part of the Special Events budget process, the
students recently approached the school leadership about the event. The
event will involve 700 students from several area high schools. Staff does
not anticipate the event will be held annually.
7.2 Authorize a purchase order to Angelo's Recycled Materials of St. Petersburg, FL, for
debris disposal (yard trash, Class III, and construction and demolition debris), in the
not-to-exceed amount of$275,000 for the period of December 1, 2019 through
September 30, 2021, with one additional two-year renewal term at an annual
not-to-exceed amount of$150,000 at the City's discretion, pursuant to Clearwater Code
of Ordinances Section 2.564(1)(d) Cooperative Contracts and authorize the appropriate
officials to execute same. (consent)
The Parks and Recreation Department collects brush, yard waste, and
construction and demolition debris from parks, city-owned properties, and
projects. The trash and debris are transported by Parks and Recreation
vehicles to the contractor's State-permitted disposal facilities.
During May and June 2018, the City of Largo, FL advertised request for Bid
18-B-641, Yard Trash, Class III and Construction Demolition Debris Disposal.
The City of Clearwater and the City of Dunedin were cooperative bidders in this
solicitation. Angelo's Recycled Materials was the lowest bidder for the items to
be disposed and was awarded the contract.
APPROPRIATION CODE AND AMOUNT:
Funds are available as part of the FY 2019/20 Operating Budget in various
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Parks and Recreation Department Funds; however, the primary funds are
0101874 and 0101877.
In response to questions, Parks Senior Manager Brian DeWitt said the
county trek to the County is longer and the contract does not include storm
debris. Interim Procurement Manager Lori Vogel said the Cities of Largo and
Dunedin put this cooperative bid together, with Angelo's being the lowest
bidder.
7.3 Authorize award of Invitation to Bid 03-20, Landscaping Maintenance Services, to
Botanical Dimensions, Dean's Environmental, Earth Designs, Gamco Properties, MMM
Property Maintenance, and Valleycrest Landscape, for a nine month not-to-exceed
amount of$500,000 for the period of January 1, 2020 through September 30, 2020, with
the option for two one-year term extensions and authorize the appropriate officials to
execute same. (consent)
On September 27, 2019, Invitation to Bid (ITB) 03-20 for Landscaping
Maintenance Services was issued. The Scope of Services consists of eight
zones covering 645 properties throughout the City. Zones 1 - 7 will be managed
by the Parks and Recreation department and Zone 8 will be managed by the
Public Utilities department. Each property is an area such as a right-of-way,
median, city facility or park within the city.
Vendors were asked to provide landscape maintenance services to the various
properties which included one or all of the following services: turf maintenance,
palm and tree maintenance, shrub and groundcover maintenance, weed
control, mulch maintenance, and litter removal.
Council authorization is requested for a nine month not-to-exceed award of
$500,000 which includes a contingency for additional properties as they are
added to a zone, supplemental work that may be requested, annual CPI
contract increases, and other contractual management requirements.
The award recommendation are as follows:
Zone 1: Beach Dean's Environmental
Zone 2: Countryside Earth Designs
Zone 3: Downtown Valleycrest Landscaping
Zone 4: East Earth Designs
Zone 5: Northwest Gamco Properties
Zone 6: Southwest Botanical Dimensions
Zone 7: Ballfields Botanical Dimensions
Zone 8: Public Utilities MMM Property Maintenance
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The award methodology is summarized as follows:
Zone 5: Northwest: Earth Designs was low bid in Zones 2, 4 and 5. Due to
the workload involved, the City is recommending Gamco Properties for Zone
5, and Zone 2 and 4 to be awarded to Earth Designs.
Zone 6: Southwest: MMM Property Maintenance was low bid in Zones 6 and
8. Due to MMM Properties being a new vendor for the City and Zone 8 being an
added zone, the City is recommending Botanical Dimensions, our current
vendor, for Zone 6 and awarding Zone 8 to MMM Property Maintenance.
The initial award period is 9 months to stay on the fiscal year calendar.
Incumbent landscapers are providing continued services throughout the end of
2019. Subsequent terms for years two and three will be for Fiscal Year 2021
and Fiscal Year 2022.
APPROPRIATION CODE AND AMOUNT:
Parks and Recreation Zone 1 - Zone 7: 0101867-530300
Public Utilities Zone 8: 4212051-530400
In response to questions, Parks Senior Manager Brian DeWitt said staff tried
to ensure contracted landscapers provide the same quality of service as city
staff. There are four city employees who oversee the contracts. The City
Manager said staff notifies contractors who do not perform at the standard
level outlined in the agreement.
7.4 Authorize award of Request for Proposal 31-19, Special Events Production Services, to
American Mobile Staging of Schaumburg, IL and RCS Corporation of Clearwater, FL in
an annual not to exceed amount of$100,000 with three one-year renewal options at the
City's discretion and authorize the appropriate officials to execute same. (consent)
Request for Proposal (RFP) 31-19, Special Events Production Services was
issued on May 2, 2019 and responses were received from three vendors. A
committee of Parks Department city staff and an events' community
representative carefully reviewed each of the submittals received from three
companies and recommended both American Mobile Staging and RCS
Corporation to provide these services.
American Mobile Staging will provide a mobile stage for timelier set up and
breakdown for events while RCS Corporation has the more traditional stage
options which have been used at Coachman Park in previous years. RCS
Corporation's staging offers the additional functionality to host high profile
entertainers for the City's large-scale events.
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The Parks and Recreation Department will use RCS Corporation and American
Mobile Staging for a variety of events, both indoor and outdoor, ranging from
large music festivals to small community events and ceremonies.
Both companies have excellent records working with events across the Tampa
Bay Area and will provide the City with exceptional options for staging events.
Staff is requesting the flexibility to allocate the $100,000 not-to-exceed amount
between the two companies as needed.
APPROPRIATION CODE AND AMOUNT:
Funding for these purchase contracts will come from various cost centers,
primarily special events operating (0101804) and special events program
(PRSE190001).
In response to questions, Events and Athletics Manager Kris Koch said the
company has a fleet of stages in the Tampa Bay area. Staff will use the
recently purchased ShowMaster before contracting a stage. The City has not
used these companies, but other local municipalities have.
8. Engineering
8.1 Approve a professional services agreement and design work order with Wannemacher
Jenson Architects, Inc. (WJA) of St. Petersburg, FL for the design of Fire Station 46
(18-0028-FD) in the amount of$734,109 and authorize the appropriate officials to
execute same. (consent)
Fire Station 46, located at the north end of Mandalay Park on Clearwater Beach,
was built in 1964. In the early 1980s, a remodel project added a lounge with
kitchen and dining area. Due to the structure's age, the station no longer meets
current best practices and standards and needs replacement.
In February 2019, a Request for Qualifications (RFQ 18-19) was issued seeking
an architectural firm to design the replacement for Fire Station 46.
The RFQ selection committee, consisting of five representatives from the Fire,
Engineering and Building & Maintenance departments, conducted interviews
with four of the eight architectural firms that submitted qualifications. The
committee selected Wannemacher Jenson Architects to design the
replacement Fire Station 46.
WJA's initial work order includes design (architectural, structural, civil,
mechanical, electrical, plumbing, fire protection & alarm, interior design,
landscape), permitting, and architecture/engineering services during
construction for a new 2.5 bay fire station adjacent to the existing structure. The
existing Fire Station 46 site will become open park space after completion of the
new station and demolition of the existing building.
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The Fire Department is responsible for owning and operating Fire Station 46.
APPROPRIATION CODE AND AMOUNT:
FDO01 90001-DSGN-PROSVC $734,109
Funds are available in capital improvement project FDO0190001, Fire Station
46, to fund this work order.
In response to questions, Fire Chief Scott Ehlers said per county code, the
new one floor station will be built on pilings. Unlike any other fire station, this
station interacts with the North Beach residents, business community and
area visitors. He said that community engagement would be lost if the
firefighters were moved to an upper level. Chief Ehlers said staff is working
with Forward Pinellas to rezone the area. Staff anticipates construction will
take 12 to 18 months.
8.2 Approve the request from Edgewater Valor Capital LLC, (Applicant) to vacate a portion
of a 5 foot-wide platted utility easement as recorded in Plat Book 31, Page 12 of the
Public Records of Pinellas County, Florida, and a portion of a 10 foot-wide platted alley,
as recorded in Plat Book 4, Page 56 of the Public Records of Pinellas County, Florida,
and pass Ordinance 9352-20 on first reading. (VAC2020-01)
The property owner of 1020 Sunset Point Rd., Clearwater (Applicant) has
requested that the City vacate a portion of a 5-foot-wide platted Utility Easement
and a portion of a 10-foot-wide platted alley on Applicant's property. As a
condition of vacation, the Applicant will grant a 10-foot-wide Utility Easement to
the City.
City stakeholders have reviewed the vacation request and the proposed location
of the new Utility Easement being granted by the property owner and have no
objection. All public and private utilities shall be relocated without interrupting
service by the property owner at its own expense and to the approval and
acceptance of the utility owners and with all out of service utilities removed prior
to completion of the project.
This vacation ordinance shall be rendered null and void and the vacations not
effective if any of the preceding conditions are not met, or, if for any reason
whatsoever, the Project is abandoned, terminated, or otherwise not
constructed.
In response to a question, Real Estate Services Coordinator Robert Brzak
said the easement was approved for a previous development that did not
take place. The easement and alley go through the middle of the
development.
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Staff was directed to provide information on the size of the development that
was planned previously.
8.3 Approve a proposal from Precision Sidewalk Safety Corporation of Ocala, Florida for
Sidewalk Grinding (16-0016-EN) in the amount of$250,000.00 in accordance with
Clearwater Code of Ordinances, Section 2.564 (1)(d) Other Government Entities Bids
and authorize the appropriate officials to execute same. (consent)
The Engineering Department is assisting the Parks and Recreation
Department, Streets and Sidewalk Division, in maintaining city sidewalks in a
reasonable condition, free of significant deflections, to ensure safe conditions
for pedestrians.
Precision Sidewalk Safety Corporation performs specialty services, removing
vertical variations utilizing a horizontal cutting technology that produces a
uniform appearance and texture from one end of a sidewalk joint to the other,
leaving no gap between slabs, and a smooth pedestrian walkway.
Precision Sidewalk Safety Corporation is currently under contract with the
Panhandle Area Educational Consortium (PAEC). The City of Clearwater
proposes to piggy-back on the PAEC RFP 16-08 which began on September
12, 2019 and will expire September 12, 2020.
APPROPRIATION CODE AND AMOUNT:
ENRD180004-CONS-CNSTRC 250,000
Funding is available in Capital Improvement Project ENRD180004, Streets and
Sidewalks, to fund the construction contract.
In response to questions, Senior Engineering Manager Bennett Elbo said
citizens may report sidewalk trip hazards via the city website or they can call
Engineering. The City Manager said there is no staff dedicated to walking
sidewalks. Mr. Elbo said the removal and replacement of sidewalks is
complete in the Grovewood Subdivision. Engineering Director Tara Kivett
said the Department has a methodology for addressing sidewalk trip hazards
in neighborhoods. She said there is a 5-year resurfacing program, staff will
then look at grinding, removal and replacement. She said staff works with the
Parks and Recreation's Streets and Sidewalks Division and maintains a list
of complaints filed by residents.
8.4 Approve Request for Qualifications (RFQ) 52-19 agreement with Construction Manager
at Risk (CMAR) Skanska USA Building, Inc., of Tampa, FL and Preconstruction
Proposal, in the amount of$425,000, for Imagine Clearwater and authorize the
appropriate officials to execute same. (consent)
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Council Work Session Meeting Minutes December 16, 2019
The City issued RFQ# 52-19 in August 2019 for CMAR firms for the
Imagine Clearwater and Clearwater Main Library Renovation project in
Clearwater. Five firms responded to this solicitation.
A team of city staff, representing City Administration, Parks and Recreation, and
Engineering Departments, carefully reviewed each of the submittals received
and shortlisted Biltmore Construction, Moss &Associates and Skanska USA
Building for further consideration.
The shortlisted firms participated in formal presentations to the selection
committee. Skanska was recommended by the selection committee due to
their comprehensive experience building numerous waterfront parks and
amphitheaters throughout the United States and Florida.
Skanska will provide preconstruction phase services including design and
constructability reviews, construction cost estimating, and value
engineering. Once design approaches final construction documents, staff
will present a Guaranteed Maximum Price (GMP) proposal for construction
of the Main Library Renovation and Imagine Clearwater projects to Council
for approval.
Staff anticipates bringing GMP proposals to City Council for approval in May
and August 2020 to align with completion of design and permitting of the
two phases.
The new park and amphitheater will be owned and maintained by the Parks &
Recreation Department. The renovated library will be owned and maintained by
the Library Department.
APPROPRIATION CODE AND AMOUNT:
ENGF180013-DSGN-PROSVC $425,000
Funds are available in capital improvement project ENGF180013, Imagine
Clearwater, to fund this proposal.
9. Planning
9.1 Authorize award of Invitation to Bid 01-20, Code Inspection and Plan Review Services to
Quorum Services of Tampa, FL, Joe Payne Inc., of Tampa, FL and NOVA Engineering
and Environmental, LLC of Tampa, FL for an annual not-to-exceed amount of
$500,000.00, effective January 1, 2020 through December 31, 2020, with the option for
two one-year term extensions, and authorize the appropriate officials to execute same.
(consent)
In order to maintain the Planning and Development Department's customer
service standards for inspections and plans review, at times it is necessary to
supplement staffing levels with outside contractors who have state licensed
personnel. To that end, Invitation to Bid (ITB) #01-20 was issued in October
2019 for inspection and plan review services. Five bids were received and
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Council Work Session Meeting Minutes December 16, 2019
evaluated for the services provided and respective costs.
The Planning & Development Department proposes to utilize Quorum Services
as the primary contractor and Joe Payne and NOVA Engineering &
Environmental as secondary contractors. Each company provides unique
specialties which may be required for various projects throughout the city. The
Planning and Development Department requests the flexibility to allocate the
annual not-to-exceed amount between these contractors.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Development Services cost code 0101430-530300,
contractual services, to fund the current year of this contract. Funding for future
years will be included in the department's budget request.
9.2 Approve amendments to the Community Development Code to adopt the International
Property Maintenance Code with Certain Local Amendments in Section 3-1502 in place
of Chapter 47, Article VII, Unsafe Buildings and Systems and Chapter 49, Housing Code
and expanding the powers of the Building/Flood Board of Adjustment and Appeals to
hear violations and appeals related to the International Property Maintenance Code, and
pass Ordinance 9349-20 on first reading. (TA2019-10005)
The City enforces unsafe building and housing cases through two different
provisions: Article VII, Chapter 47, which adopts the 1985 Standard Unsafe
Building Abatement Code with certain amendments, and Chapter 49, which
adopts the 1991 Standard Housing Code with certain amendments. These
codes were published by an entity known as the Southern Building Code
Congress International, Inc. (SBCCI). In 1998 the SBCCI participated in the first
ever International Property Maintenance Code (IPMC) which compiled the
standard unsafe building code and the standard housing code into one uniform
code. Several editions of the IPMC have been published throughout the years,
and the 2018 edition is the latest one.
The City desires to amend its unsafe building and housing codes in three
respects. First, the City's proposed ordinance adopts the IPMC with several
local amendments. Second, the City's proposed ordinance expands the power
of the Building/Flood Board of Adjustment and Appeals (the Flood Board or the
Board). Under the new ordinance, the Flood Board now has the power to enter
orders requiring repair of unsafe structures and to allow the City to enter onto
the property to make the repairs on the owner's behalf. Finally, the remaining
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Council Work Session Meeting Minutes December 16, 2019
amendments are technical in nature and remove certain references to the
Standard Unsafe Building Abatement Code and the Standard Housing Code
found in the Code.
The Planning and Development Department has determined that the proposed
text amendments to the Code are consistent with and furthers the goals,
objectives and policies of the Comprehensive Plan and the Code as outlined in
the staff report. The Community Development Board also reviewed the
proposed amendment at its November 19, 2019 meeting and unanimously
recommended approval.
In response to questions, Assistant Building Official David Root said the
amendments apply to residential and unsafe buildings, which could be
applied to residential. Assistant City Attorney Michael Fuino said the City
currently has the power to bring cases before the Municipal Code
Enforcement Board, the amendments would allow the City to bring unsafe
building cases to the Flood Board. Planning and Development Director Gina
Clayton said the Community Development Code addresses abandoned
buildings.
10. Information Technology
10.1Authorize the piggyback of Florida State Contract 4323000-NASPO-16-ACS-SVAR,
Software Value Added Reseller (SVAR) Services, to CDW-G, of Vernon Hills, IL, in the
amount of$460,581, pursuant to Clearwater Code of Ordinances Section 2.564(1)(d)
Exceptions to Bid - Other Government Entities' Bids and authorize lease purchase under
the City's Master Lease Purchase Agreement or internal financing via an interfund loan
from the Capital Improvement Fund, whichever is deemed to be in the City's best
interests and authorize the appropriate officials to execute same. (consent)
Authorization is requested to piggyback NASPO Software contract number
4323000-NASPO-16-ACS-SVAR for Software Value Added Reseller CDW-G,
pursuant to Clearwater Code of Ordinances Section 2.564 (1)(d) Exceptions to
Bid - Other Government Entities' Bids, for the utilization of Commvault hardware
and software backup solutions in the amount of$369,081.
This authorization upgrades our current backup solution with Commvault. New
features include additional solid-state devices to diversify backup destinations,
dedicated storage solutions for public safety records, and hyper-converged
architecture for simplified administration.
The CDW-G pricing includes 5 discrete devices and hardware and software
support services, implementation and deployment.
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Council Work Session Meeting Minutes December 16, 2019
In addition to the software purchase, an additional $91,500 is being requested
for Fiscal Year (FY) 2021 and FY22 software and hardware maintenance
services as follows:
FY 20: $369,081 Appliance and software purchase, implementation and
maintenance
FY 21: $45,000 Software maintenance
FY 22: $46,500 Software maintenance
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement projects 355-L1908 and 355-M2007
fund this purchase in FY-20.
Future maintenance (FY21 and FY22) will be budgeted in the Information
Technology operating budget, code 5559864-530300, contractual service.
11. Public Utilities
11.1Approve the Interlocal Agreement between Pinellas County and the Cities of Clearwater,
Dunedin, Gulfport, Largo, Oldsmar, Pinellas Park, Safety Harbor, St. Petersburg, and
Tarpon Springs for funding the Tampa Bay Estuary Program match of a Florida
Department of Environmental Protection Grant to develop a social marketing campaign
focused on reducing sanitary sewer overflows and authorize the appropriate officials to
execute same. (consent)
Public Utilities is a member of the Pinellas County Wastewater/Stormwater
Task Force (Partnership). Together we are working to jointly develop methods,
techniques and actions that will help us all reduce the incidence of sanitary
sewer overflows. The grant will provide funds to allow TDE/Pinellas
County/Partnership member municipal governments to develop and implement
a public awareness and education program to assist us in combating SSOs.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY20 are available in Public Utilities' operating cost centers,
cost code 543200 Other Promotional Activity
• FY2020 $10,247
11.2Authorize the award of Invitation to Bid 12-20, Liquid Aluminum Sulfate, to Thatcher
Chemical of Florida, Inc., in an annual not-to-exceed amount of$235,000, with the option
for two one-year extensions at the City's discretion and authorize the appropriate officials
to execute same. (consent)
Invitation to Bid (ITB) #12-20, Liquid Aluminum Sulfate was issued on November
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Council Work Session Meeting Minutes December 16, 2019
1, 2019. Five bids were received on December 2, 2019. Thatcher Chemical of
Florida, Inc., represents the lowest responsive, responsible bidder for Liquid
Aluminum Sulfate.
Liquid Aluminum Sulfate (Alum) is used in the Northeast, East, and Marshall
Street Water Reclamation Facilities (WRF) to maintain regulatory compliance
with the City's Florida Department of Environmental Protection (FDEP)
operating permits.
The initial contract period will be December 20, 2019 through December 19,
2020, with the option for two, one-year term renewal terms available to the City.
Renewal Terms allow for cost increases based on the Producer Price Index
#06130209 Aluminum compounds; renewal prices shall be firm for the
respective annual term.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY20 are available in Public Utilities' cost centers, cost code
550100 Lab Chem Supplies.
Funding for future fiscal years (FY21 through FY23) will be requested within
contract calendar and spending limits
The Council recessed from 10:45 a.m. to 10:55 a.m.
12. Legal
12.1Adopt Ordinance 9343-19 on second reading, annexing certain real property whose post
office address is 1725 Owen Drive, Clearwater, Florida 33759, into the corporate limits
of the city and redefining the boundary lines of the city to include said addition.
12.2Adopt Ordinance 9344-19 on second reading, amending the future land use element of
the Comprehensive Plan to designate the land use for certain real property whose post
office address is 1725 Owen Drive, Clearwater, Florida 33759, upon annexation into the
City of Clearwater, as Residential Low (RL) and Water/Drainage Feature Overlay.
12.3Adopt Ordinance 9345-19 on second reading, amending the Zoning Atlas of the city by
zoning certain real property whose post office address 1725 Owen Drive, Clearwater,
Florida 33759, upon annexation into the City of Clearwater, as Low Medium Density
Residential (LMDR).
12.4Adopt Ordinance 9351-19 on second reading, vacating a 20 foot wide alley described as
all of the platted alley abutting Lots 6 and 7 of Block D, as described in the plat titled
"McVeigh Subdivision," as recorded in Plat Book 30 Page 83 of the Public Records of
Pinellas County, Florida.
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12.5Adopt Ordinance 9353-19 on second reading, submitting to the city electors proposed
amendments to the City Charter amending Section 2.01(d)(5) to increase the size of city
owned real property that can be donated or sold for less than fair market value to five
acres for the purpose of affordable housing and to allow for the donation of sale for less
than market value uneconomic remainders to adjacent property owners.
12.6Adopt Ordinance 9354-19 on second reading, submitting to the city electors
amendments to the City Charter making non-substantive organizational amendments;
deleting Section 2.01(d)(8) because it has expired; amending Section 2.06(c) to be
consistent with state law; amending section 3.03(f) to require the City Manager to submit
to the council a report on the state of the city every November.
12.7Adopt Ordinance 9355-19 on second reading, submitting to the city electors
amendments to the City Charter, amending Section 7.02 to require the City Council to
appoint a Charter Review Committee at least every eight years.
13. City Manager Verbal Reports
13.1 Imagine Clearwater - Michael Delk, Assistant City Manager
Assistant City Manager Michael Delk provided a PowerPoint presentation.
It was commented that the park should be open during event staging and
breakdowns. A concern was expressed regarding individuals on the
pedestrian bridge being able to see events even when admission tickets
were not purchased.
In response to questions, Mr. Delk said the park will be managed like other
city parks. Staff may anticipate broader times of use for a longer range of
time. He said the impact of event setups and breakdowns for the
amphitheater will be substantial due to the number of ticketed events. He
said the number of events will go up, with the assumption that the City
continue sponsoring certain events, such the Jazz Holiday. The City
Manager said staffs assumption is that there will be no exclusive user of
the amphitheater. Mr. Delk said staff is requesting Council accept, or not,
the premise to continue providing in-kind services for 23 established events,
establishing a common understanding regarding cost recovery for the
ticketed events. Assistant to the City Manager Jim Halios said co-
sponsored events include the MLK Parade and Rally, Clearwater Run
Festival, Cruisin'at the Capitol, ESPN Elite Invitational Welcome Event, Sea
Blues, Wild Splash, Relay for Life, Look Up Clearwater, Easter Egg Hunt,
97X Backyard Barbecue, Florida Orchestra in the Park, Clearwater
Celebrates America, Offshore Nationals, Hispanic Heritage Festival, Jazz
Holiday, and the Boat Parade. Events and Athletic Manager Kris Koch said
staff anticipates Blast Fridays will be a part of the new venue. Mr. Delk said
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Council Work Session Meeting Minutes December 16, 2019
staff will maintain the current number of co-sponsored events list.
It was stated that many of the events will directly impact Downtown. A
concern was expressed with the proposed 51-day closure of the Green to
set up events.
Mr. Delk said there will be 4,000 seats in the venue area that will need to be
taken down because the city charter does not allow permanent seating. The
seating breakdown is expected to take more than a day. If the financially
sustainable level of use for the venue is 60 to 100+ events per year, then
breakdown numbers change.
The City Manager said more discussion is needed regarding the venue's
financial sustainability to determine if Council is comfortable with the final
number of events. Staff will need to determine the park's operational needs.
Mr. Delk said staff is recommending acquiring an Executive Director to
manage the venue and facility support staff. He said approximately 7 FTEs
may be needed to manage the venue. Mr. Halios said the amount of staff
will be determined by the model used to manage the facility, if managed by
a use fee, staff costs will be lower because it would eliminate the need for
marketing. Under the current model, staff will be needed to manage
and operate a self-sustaining event venue. Staff is analyzing different
models to bring back to Council. Mr. Koch said the number of events the
City subsidizes or co-sponsors will depend on the total number of events
Council approves. Engineering Director Tara Kivett staff is working with
Skanska consultants to determine the costs and impact to the project if the
venue is constructed in phases.
In response to a suggestion that events should recoup venue costs, Mr.
Delk said the number of events and days required for setup/breakdown may
exceed the community's tolerance.
Staff was directed to schedule a special work session in January relating to
the event venue and the number of events to be held.
14. City Attorney Verbal Reports — None.
15. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2). — None.
16. Closing Comments by Mayor— None.
17. Adjourn
The meeting adjourned at 12:00 p.m.
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