02/18/2020 Council Work Session Meeting Minutes February 18, 2020
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
m
Meeting Minutes
Tuesday, February 18, 2020
9:00 AM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes February 18, 2020
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, 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 9:0 a.m. in Council Chambers at the Main
Library.
2. Presentations — Given.
2. 1 February Service Awards
Four services awards were presented to city employees.
2. 2 Police Oaths
The City Clerk administered the Oath of Office to Police Officers Jakob
Blass, Marvin Garcia, and Matthew High.
3. City Manager
3.1 Name the city-owned property generally located west of Osceola Avenue to the water
between Drew Street to the north and Pierce Street to the south, including the city-owned
property on the south side of Pierce Street, known as Coachman Commons; retain the
name Coachman Park for the property currently known as such and as described in
Resolution 00-30; repeal Resolution 62-70; authorize the appropriate officials to execute
same and adopt Resolution 20-09.
The City of Clearwater is developing a waterfront destination area as envisioned
by Imagine Clearwater that will include the current Coachman Park along with
other city-owned properties along Cleveland Street, South Osceola Avenue and
Pierce Street.
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The City Council wishes to create a destination identity for the entire area
encompassed by the Imagine Clearwater plan and maintain the historic identity
of the current Coachman Park.
Resolution 62-70 includes a portion of land that is currently and has historically
been a part of the parking lot between Coachman Park and the former
Harborview Center, and not part of the green space of Coachman Park. Further,
Resolution 00-30 expanded the area of the Coachman Park and superseded
Resolution 62-70.
The Council recessed from 9:08 a.m. to 10:36 a.m. to meet as the Pension
Trustees and the Community Redevelopment Agency.
In response to questions, Assistant City Manager Michael Delk said Parks
and Recreation Board did not recommend changing the name to Coachman
Commons. The Board advocated to name the entire site "Coachman Park."
Discussion ensued with comments made that not one resident has
supported changing the name to Coachman Commons, that most residents
refer to the entire area as Coachman Park, and that the Coachman Family
do not support the name change. It was stated that staff recommended
changing the name in an effort to rebrand the park. It was suggested that the
matter not be addressed now since there is no public support.
There was consensus to pull Item 3.1 from the agenda.
Item withdrawn.
4. Human Resources
4.1 Amend Clearwater Code of Ordinances Section 2.421 to re-establish a cost of living
benefit for police officers and pass Ordinance 9380-20 on first reading.
In 2012, Pension Fund changes were collectively bargained between the City
and the labor unions. The agreed upon changes were ratified by the Fraternal
Order of Police and subsequently approved by City Council and were presented
to the citizens of Clearwater through a public referendum. The applicable
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changes to the Pension Fund applied to the police officers who were not eligible
to retire as of the effective date of the ordinance (January 1, 2013). Those
changes included:
1. The employees' pension contribution was increased from 8% to 10%
of covered salary.
2. The annual 1.5% COLA was eliminated on all pensionable earnings
for years of service after the effective date of the restated ordinance
(January 1, 2013).
In 2019, at the request of the Fraternal Order of Police, staff began collectively
bargaining changes to the Pension Fund for police officers. In January 2020,
the City and Fraternal Order of Police reached a tentative agreement that
provides for the following changes to the Pension Fund:
1. The annual 1.5% COLA would be resumed for all police officers who
are actively employed on or after January 1, 2020.
2. The resumption would include cost-of-living benefits on service
earned from January 1, 2013 through January 1, 2020.
3. The COLA would only be paid after a five-year delay.
These proposed pension benefit changes have been estimated by the City's
actuary to cost the City approximately $1.36 million in the first year after
implementation and approximately $40 million over the next 30 years, equivalent
to a discounted present value cost of$18.1 million.
The Fund's actuary has provided the estimated cost for the proposed changes,
but the City will also be required to have the actuary complete an actuarial
impact statement for the State Division of Retirement, this requirement is
underway.
On February 5, 2020, the Fraternal Order of Police ratified the proposed
changes as stated herein.
Since the proposed changes have been mutually agreed upon, a referendum is
not required to implement.
APPROPRIATION CODE AND AMOUNT:
The cost associated with the City contribution will be based on the annual
actuarial analysis and will be included in subsequent budgets.
In response to questions, Human Resources Director Jennifer Poirrier said
$1.36 million will be needed for the first year. Finance Director Jay Ravins
said the funds will need to be budgeted for the coming fiscal year. The
proposed changes will impact the required employer's contribution from the
general fund and enterprise funds. Ms. Poirrier said the COLA benefit
ceased in 2012 but it was mutually agreed upon and approved by
referendum. The pension fund was actuarially sound then as it is now, the
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COLA was ceased then to control future costs. Assistant City Attorney Owen
Kohler said since the referendum, there has been a change in state law that
does not require a referendum.
5. Parks and Recreation
5.1 Approve request for qualifications (RFQ) 39-19 agreement with Construction Manager at
Risk, Wharton Smith, Inc. of Tampa, Florida, in the amount of$5,788,473 for construction
and renovations of Crest Lake Park located at 201 South Glenwood Avenue as designed
by Dix.Hite and Partners, Inc. of Longwood, Florida and authorize the appropriate officials
to execute same. (consent)
On May 2, 2019, Council approved a contract to Dix.Hite + Partners, Inc. to
complete the architectural and engineering services for the design of Crest
Lake Park renovations.
RFQ #39-19 was issued to secure Construction Management at Risk (CMAR)
services for the construction and renovations of Crest Lake Park. The
evaluation committee recommended Wharton Smith, Inc., of Tampa, Florida,
for this project.
Wharton Smith joined the Project team immediately after selection and has
been consulting on this project and keeping the cost of the project in budget
from 30% design until completion. The final cost reflects a project contingency
of 5% or $275,642.
Some of the elements in this contract include installation of wider sidewalks
around the lake and through the park, new lighting in the park, irrigation,
landscaping and grassing throughout the park, four new play areas including a
spray pad, restrooms, two picnic shelters, improvement to the shoreline of the
lake, lighted fountain in the lake, rain gardens to filter storm water, boardwalks
and decks in portions of the lake, two volleyball courts and improved parking.
A separate art piece will be placed in the park once a call to artist has been
completed and commissioned for the park.
This is a 270-day contract and will begin once a permit for the project is
secured. Completion of the project is scheduled for December 31, 2020. The
entire park will be closed during construction including the dog park and
veteran's memorial. Construction will be in two phases so that the southern
half of the park can be opened to the public earlier than the final completion
date. The Doggie Days parking lot will be closed throughout the project.
APPROPRIATION CODE AND AMOUNT:
Council approved using BP funds of$6.4 million for this project in FY 2018/19
CIP budget, thus funds are available for this project in Capital Improvement
Project 315-93650.
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In response to questions, Interim Parks and Recreation Director Art Kader
said the berms will remain in the current plan because it would be too
expensive to remove them. He said additional landscaping will be installed.
The dog park will not be accessible during construction, landscaping and
fencing issues need to be addressed. The dog park will be reopened as soon
as the work is completed. Staff anticipates reopening the dog park in
approximately four months.
The Council recessed from 11:09 a.m. to 11:20 a.m.
6. Police Department
6.1 Approve Amendment No. 1 to Letter of Agreement and Contract with University of North
Florida Training and Services Institute, Inc., d/b/a Institute of Police Technology and
Management (IPTM) High Visibility Enforcement (HVE) for Pedestrian and Bicycle Safety
Grant Award to accept an additional grant award of$40,000 for police overtime, and
authorize the appropriate officials to execute same. (consent)
On October 3, 2019, City Council granted approval of an Agreement with
University of North Florida Training and Service Institute (University) for phase 7
of the state HVE program to continue its grant-funded pedestrian and bicycle
safety project with Clearwater Police Department (CPD).
CPD has conducted six grant-funded comprehensive enforcement/education
projects since March 2014 aimed at changing the behavior of all who use
Clearwater's roadways - pedestrians, bicyclists, and motorists. The 2019
Agreement provided funding for a seventh round of funding for this very
successful project which is currently underway.
On January 14, 2020, the University extended an invitation to CPD to request an
additional $40,000 in funding in order to expand the current project. The
University requested and received approval from the Florida Department of
Transportation to amend the agreement approved by Council on October 3,
2019, to reflect the additional allocation of$40,000, which increases the total
contract amount from $40,000 to $80,000.
The funds will be utilized by CPD to conduct additional HVE details at the
intersections selected and approved by the University based on crash data.
The project period will end on or before May 15, 2020.
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There will be no direct adverse impact to the Police Department annual
operating budget nor is there a required match.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment in special program G2003,
Pedestrian/Bicycle Safety Grant 2020, will reflect a budget increase of grant
revenue in the amount of$40,000 to account for the additional grant revenues
and expenditures.
6.2 Authorize a purchase order to Millenium Products Inc. of Saint Petersburg, FL for a Real
Time Crime Center (RTCC) package in an amount not to exceed $349,000, pursuant to
City Code of Ordinances Section 2.564(1)(d) Other Government Entities Bids, and
authorize the appropriate officials to execute same. (consent)
The Police Department seeks approval to purchase technology and equipment
to implement a Real Time Crime Center (RTCC). A RTCC furthers the City
Council's strategic direction initiatives to optimize use of employees, assets,
and resources; provides access to public-private organizations and resources;
and reinforces standing as a safe community.
A RTCC provides an advanced command center for the police department to
centralize a wide and expanding range of technologies and data sources for
efficient and effective policing. The technology and data the department seeks
to leverage includes traffic cameras, security cameras (public and private),
license plate reader technologies, records management systems, video
analytics, and other instruments that analyze open source data.
The RTCC will allow for the department to identify and intervene in public safety
matters earlier and with a greater level of situational awareness, increase safety
at public spaces with a higher utilization and occupancy, areas that have a
higher potential risk for mass casualty incidents, and places where crime data
and call data revealed a reoccurring quality of life concerns.
Representatives of the police department visited over six operational Florida
RTCCs and studied many others, to identify the tools and technologies that
provide the most value to Clearwater. The department will staff the RTCC with
existing personnel. There are no new FTE(s) associated with this project.
Millenium Products Incorporated RTCC package includes only those products
the police department deems necessary to create a successful RTCC. The
pricing of the products and equipment in the package are all covered under GSA
Contract GS-07F-0031 Wand are listed in the quote included with this agenda
item. The total cost of the Millenium Products Inc. RTCC package is
$326,201.27. This agenda item includes a project contingency of$22,798.73,
for a total request not to exceed $349,000.
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APPROPRIATION CODE AND AMOUNT:
The Department anticipated this purchase and established capital improvement
project P1902 - Police Information Systems in fiscal year 2018/2019 to fund this
project. In subsequent years, the impact to the Police Department's operating
budget will include an increase for maintenance agreements estimated at
around $60,000.
In response to questions, Police Chief Daniel Slaughter said the Department
currently is unable to leverage traffic cameras, the Communications Center
has access to all the cameras throughout the city on major thoroughfares but
unable to look at them because the dispatchers and call-takers are busy
taking incoming calls. He said the Department does not have dedicated staff
to analyze that information. The item before Council provides a platform that
allows the dispatchers and call-takes to view the incoming calls on a map as
they are received for real-time awareness. A small core group of employees
will have access to the tools. The technology package will allow the
Department to be more efficient.
6.3 Approve a professional service agreement and design work order with Harvard Jolly
Architecture, Incorporated, of St. Petersburg, Florida, for design of the Countryside Police
Operations Center (18-0004-PD) in the amount of$966,230 and authorize the
appropriate officials to execute same. (consent)
The Countryside Police Operations Center located at 2851 McMullen-Booth
Road, Clearwater, was built in 1983. The operational features and functional
systems are obsolete by current police standards. The main building was
designed prior to the implementation of the Accessibility Code and access to
amenities is not in compliance with current requirements. Due to the structure's
age and obsolete functional systems, the station merits replacement.
October 2019, a Request for Qualifications (RFQ 09-20) was issued seeking an
architectural firm to design the replacement for the Countryside Police
Operations Center.
The RFQ selection committee, consisting of four representatives from the
Police and Engineering departments, conducted interviews with three of the six
architectural firms that submitted qualifications. The committee selected
Harvard Jolly Architecture to design the replacement Countryside Police
Operations Center based on the broad amount of relevant experience designing
similar projects.
The primary goal in the redevelopment of this facility is to provide the Clearwater
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Police Department with a hardened command center and personnel shelter for
use during a Category 5 hurricane.
Anticipated services include, but are not limited to design development, cost
estimating, construction drawings, specifications, bid documents, as-needed
permit(s) acquisition and post-design construction services through the duration
of the project. The design and construction shall include environmentally
sustainable high-performance systems, materials and landscaping.
Design is anticipated to be complete by November 2020. The City plans to
procure a Construction Manager at Risk firm to construct the substation and
estimates bringing that selection to Council in June 2020.
APPROPRIATION CODE AND AMOUNT:
PD00180001-DSGN-PROSVC $966,230
Funds are available in capital improvement project PD00190001, Police District
3 Substation, to fund this work order.
In response to questions, Police Chief Daniel Slaughter said a fully enclosed
range will not be financially feasible. Sound mitigation strategies that will
make a difference will be considered. He said recommendations from the
acoustical study will be presented to Council, which may include a request
for additional funding. The City Manager said the goal is to get the
maximum sound mitigation benefit from the structure's design. If noise issues
are still experienced after construction, staff will come back with additional
measures for council consideration. The noise challenge is generated by the
rifle ammunition which exceed sound barriers.
7. Fire Department
7.1 Approve the Memorandum of Agreement between Tampa Bay Health and Medical
Preparedness Coalition and Clearwater Fire and Rescue to provide disaster support
services and resources to the Coalition and its partners as outlined in the agreement and
authorize the Fire Chief or designee of Clearwater Fire and Rescue to execute same.
(consent)
The Tampa Bay Health & Medical Preparedness Coalition (TBHMPC) is a
collaborative network of healthcare organizations, and their respective public
and private sector response partners, that serve as a multi-agency coordinating
group to enhance healthcare system preparedness, response, recovery and
mitigation activities for responding to local large events and disasters. TBHMPC
strives to meet the emergency preparedness needs of more than 5,000
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healthcare organizations and 10,000 healthcare workers. TBHMPC
encompasses the following counties: Citrus, Hardee, Hernando, Hillsborough,
Manatee, Pasco, Pinellas, Polk and Sumter Counties.
The development and sustainment of TBHMPC is a federal initiative and a
requirement of the Healthcare Preparedness Program Cooperative Agreement
funded by the Health & Human Services, Assistant Secretary for Preparedness
and Response. Membership in the Coalition is open to all Greater Tampa Bay
health care providers and partner organizations who agree to work
collaboratively and coordinate emergency prevention, mitigation, preparedness,
response and recover activities.
Clearwater Fire & Rescue wishes to join this coalition to enhance the
operations and resources to mitigate large scale events and disasters for our
community and adjacent communities.
Fire Chief Scott Ehlers will be the point of contact for the attendance to the
required meetings; review any requests; and coordinate any applicable
resources for a disaster response or large-scale event.
There are no charges to the City for participating in the Agreement. Any labor or
resources provided by the City during a disaster response or large-scale
planned event will be reimbursed according to the guidelines within the
agreement and the by-laws.
The term of the agreement shall be from the date it is signed through the life of
the Coalition; and either party may terminate as outlined in the agreement.
8. Marine & Aviation
8.1 Approve Joint Participation Agreement (JPA) G1 H65 between the City of Clearwater and
the State of Florida Department of Transportation (FDOT), adopt Resolution 20-01,
authorize a transfer from Airpark Fund reserves of$3,893.00 and authorize the
appropriate officials to execute same.
FDOT JPA Agreement G1 H65 provides for 80% grant funding for the Clearwater
Airpark Ground Support Equipment Replacement, with Airpark Reserves
providing a 20% match. This agreement provides for the purchase of lawn
maintenance equipment and associated accessories. The project cost is
$19,467.00 with FDOT contributing $15,574.00, Airpark Fund providing a
$3,893.00 match and 10% of our 20% will come back to us from the FBO per
our shared maintenance agreement.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish Capital Improvement project
G2009, Ground Support Equipment Replacement, recognizing a budget
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increase of$15,574.00 in FDOT grant revenues and a transfer of Airpark Fund
reserves of$3,893.00 to provide required matching funds.
USE OF RESERVE FUNDS:
Funding for this agreement will be provided by first quarter budget amendment
allocating Airpark Fund reserves in the amount of$3,893.00 to capital
improvement project G2009, Ground Support Equipment Replacement. The
remaining balance of Airpark Fund reserves after 25% working capital reserves
is approximately $562,000 or 200% of the current Airpark Fund operating
budget.
8.2 Approve a proposal from Construction Manager at Risk J.O. DeLotto and Sons, Inc., of
Tampa, Florida, in the amount of$1,186,111.00 for the complete replacement of
T-Hangar C at the Clearwater Airpark (18-0030-AP) and authorize the appropriate
officials to execute same. (consent)
On August 4, 2016 the Council approved the use of Construction Manager at
Risk Services (CMAR) for Continuing Contracts Biltmore Construction Co., Inc.;
Cathey Construction and Development, LLC; Certus Builders, Inc.; J. Kokolakis
Contracting, Inc.; J.O. DeLotto & Sons, Inc.; Keystone Excavators, Inc.; Khors
Construction, Inc.; and Wharton-Smith, Inc. 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.
Council approved FDOT Joint Participation Agreement (JPA) GOY92 and
adopted Resolution 18-15 in September 2018 for the replacement of Hangar C.
Hangar C is the oldest of the T Hangars and the last one to be replaced
following the recommendations of the Airpark Master Plan and the Capital
Improvement Project schedule for the airpark. This project will demolish the
aging hangar and rebuild it within the existing footprint. The design of Hangar C
will be consistent with that of Hangar D, which was replaced in 2015 under a
similar JPA.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project G1901, Replace Hangar C,
to fund is contract.
In response to questions, Marine &Aviation Director Ed Chesney said the
City will pay 20% of the cost.
Mr. Chesney said two neighborhood residents attended this month's Airpark
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Advisory Board and expressed concerns with noise levels associated with
the flight school. Since the meeting, one of the flight school representatives
has met with the FBO regarding possible solutions. The Airpark has
purchased a decibel meter to take readings and plan to address the noise
issues. He said wind is a major factor, wind impacts sound levels. The
current takeoff/landing patterns may need to be adjusted in order to alleviate
the noise for residents. He said the flight school operates while the Airpark is
open. Council could limit the flight school's hours of operation in the lease.
Staff anticipates residents will speak at the council meeting.
8.3 Approve Clearwater Ferry Services Inc. (CFS) 2020 Spring Break Water Taxi Agreement
and authorize the appropriate officials to execute same. (consent)
In the ongoing effort to relieve traffic congestion on the Memorial Causeway
during Spring Break, this agreement will provide a one-time subsidy in the
amount of$16,150 to support a temporary increase in the ridership capacity of
CFS. This will be accomplished by CFS adding two additional leased vessels to
their fleet. The additional vessels will operate during specific Spring Break peak
times, providing increased service routes between downtown and the beach.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will increase cost code 0107010-582000, aid
to private organizations, by $16,150 to fund this agreement. Budgeted General
Fund revenues are sufficient to cover this expenditure increase
In response to questions, Finance Director Jay Ravins said there is an
excess of$30 million in in general fund reserves; some funds have been set
aside for housing related guarantees but they have not been used.
9. Legal
9.1 Request for authority to settle the case of Patricia Vlha v. City of Clearwater, Case No.
19-003290-CI for $75,000.00. (consent)
Patricia Vlha alleges that on December 21, 2017, while returning to a car in the
City Hall parking lot after attending a performance at the Capitol Theater, she
tripped over a misplaced parking stop and fell, sustaining serious injuries. She
alleges injuries to her arm, shoulder, face and knee. She has incurred
substantial costs for treatment of her injuries.
Authority is being sought to settle this case for$75,000.00, in exchange for
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which the City will receive a full release and the pending civil action will be
dismissed with prejudice.
APPROPRIATION CODE AND AMOUNT:
059007590-545900 (Insurance Claims- Liability) $75,000.00
9.2 Request for authority to settle case of City of Clearwater v. DePriest, Case No.
19-797-CI. (consent)
On July 19, 2018, the City retained Weidner Law, P.A. (outside counsel) for
representation in municipal lien foreclosure matters. The outside counsel then
filed a foreclosure action against Patricia DePriest owner of the property located
at 1631 Tuscola Road.
The owner has offered to pay $15,000.00 and bring the property into full
compliance with the City's codes within 150 days to settle this case. If the
owner does not pay this amount or bring the property into compliance, the
owner has agreed that the City is entitled to an immediate foreclosure judgment.
Authority is being sought to settle this case for$15,000.00 along with the
property owner's promise to bring the property into compliance as detailed
above, in exchange for which the City will release the lien and dismiss the
lawsuit.
10. City Manager Verbal Reports
10.1 Marquee Discussion
Planning Director Gina Clayton said staff recommends amending city code
to limit the marquee for performance venues with flashing lights in the
Downtown District. Staff believes there is a narrow focus in downtown that is
more pedestrian oriented and whichever speeds are lower, from a safety
standpoint, the flashing lights will not have the same impact in high traffic
areas. Amendments to the code include establishing new definitions, adding
language that deals with the prohibition of flashing lights, and updating the
purpose section and electronic changeable message portion. She said the
existing code allows electronic changeable signs for venues with 2,000
seats; the Francis Wilson Playhouse has 190 seats and the Capitol Theatre
has 750 seats. Staff anticipates presenting the code changes to the
Community Development Board in May, with the public hearing before
Council in June.
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In response to a question, Ms. Clayton said the Francis Wilson Playhouse
has a marquee structure but no changing sign.
11. City Attorney Verbal Reports - None.
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 11:50 a.m.
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