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07/13/2020 Council Work Session Meeting Minutes July 13, 2020 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 Meeting Minutes Monday, July 13, 2020 9:00 AM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Roll Call Present 5 - Mayor Frank Hibbard, Vice Mayor David Allbritton, Councilmember Hoyt Hamilton, Councilmember Kathleen Beckman, and Councilmember Mark Bunker Also Present: William B. Horne II — City Manager, Micah Maxwell —Assistant City Manager, Michael Delk—Assistant City Manager, Pamela K. Akin City Attorney, and Rosemarie Call — City Clerk. To provide continuity for research, items are listed in agenda order although not necessarily discussed in that order. 1. Call to Order— Mayor Hibbard The meeting was called to order at 10:01 a.m. via communications media technology. 2. Presentations 2.1 July Service Awards Item Pulled. 3. Office of Management and Budget 3.1 Adopt a tentative millage rate of 5.9550 mills for fiscal year 2020/21; set public hearing dates on the budget for September 3, 2020 and September 17, 2020, to be held no earlier than 6:00 p.m., and schedule a special council meeting to fully discuss the proposed budget. In accordance with the Truth in Millage (TRIM) process, the City Council must adopt a tentative millage rate and set public hearing dates prior to finalizing and adopting a budget. This information must be provided to the Pinellas County Property Appraiser and Tax Collector by August 4, 2020. The City's proposed millage rate and public hearing dates will be included on the TRIM notices mailed to taxpayers in August. This tentative rate cannot be increased without first-class mailing notification to each taxpayer at the expense of the City of Clearwater, not less than 10 days and not more than 15 days before the public hearing. The City Manager's recommended millage rate is 5.9550 mills, the same as the current year. This rate is 5.12% more than the rolled back rate of 5.6649 mills. The rolled-back rate is the millage rate that will provide the City with the same property tax revenue as was levied in the prior year. If the proposed millage rate of 5.9550 mills is adopted, the City's ordinance adopting the millage rate will Page 2 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 reflect a 5.12% increase from the rolled-back rate of 5.6649 mills. The proposed millage rate as well as other TRIM millage rates will be noted on the 2020 compliance forms as follows: 5.9550 mills - Tentative millage rate 5.6649 mills - Rolled-back millage rate 6.4651 mills - Maximum majority vote rate 7.1116 mills - Maximum two-thirds vote rate Staff would also like to schedule a special council meeting to fully discuss the proposed budget. The following dates are dates available: Tuesday, July 28 at 9 a.m., and Tuesday, August 4 at 9 a.m. The City Manager and Budget Manager Kayleen Kastel provided a PowerPoint presentation. There was consensus to hold a special meeting on July 28, 2020 at 9:00 a.m. In response to questions, Ms. Kastel said staff is not anticipating any changes to the services provided to residents or any budgetary impacts that would impact the number of city employees. Staff has taken a conservative approach and built in some flexibility as the COVID-19 pandemic continues to unfold. The City Manager said staff will not be able to provide any insights on potential shortfalls until after the first quarter. 4. Economic Development and Housing 4.1 Approve the City of Clearwater's FY2020/21 through 2024/25 Five-Year Consolidated Plan (Con Plan) and the 2020-2021 Annual Action Plan to implement the goals and objectives set forth in the Con Plan, as required by HUD, and authorize the City to enter into agreements with organizations approved for funding. The U.S. Department of Housing and Urban Development (HUD) requires communities that receive entitlement Community Development Block Grant Program (CDBG) and HOME Investment Partnership Program (HOME) funds to prepare a comprehensive planning document that evaluates the needs of the community and sets forth strategies to address those needs. The FY 2020/21-2024/25 Con Plan consists of the following: • Executive Summary • Process Overview • Needs Assessment • Housing Market Analysis • Strategic Plan • Annual Action Plan Page 3 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 • Citizen Participation Plan • Appendix The Needs Assessment section of the Con Plan identifies Clearwater's communitywide housing and community development needs. Data from the Comprehensive Housing Affordability Strategy (CHAS) database and the U.S. Census Bureau's American Community Survey (ACS) database are referenced in this section. Additionally, this section is supported with feedback from several community meetings, data from the local Public Housing Authority and other documentation from Clearwater and its partners. The purpose of the Market Analysis is to provide a clear picture of the environment in which Clearwater must administer its programs over the course of the Con Plan. In conjunction with the Needs Assessment, the Market Analysis will provide the basis for the Strategic Plan and the programs and projects to be administered. Most of the data tables in this section are populated with a default data set based on the most recent data available. Additional data has been obtained from various sources, including more current ACS estimates and local data from Clearwater and Pinellas County. The Strategic Plan is structured around six (6) goals in administering the City's housing and community development programs. Each goal is accompanied by corresponding objectives toward meeting that goal. These goals and objectives are as follows: • Housing Goal: Provide availability and accessibility to decent housing to the low to moderate-income families within the city limits. • Homeless Goal: Help to prevent and reduce homelessness within the city limits. • Non-Homeless and Special Needs Goal: Expand the accessibility and coordination of social services to the city's special needs population. • Community Development and Public Services/Facilities Goal: Enhance the living environment for persons in low to moderate-income areas through public improvements activities, public service programs and elimination of blight. • Economic Development Goal: Support programs that create economic opportunities throughout the city with special emphasis given to areas and persons of low to moderate-income. • Disaster Response Goal: Provide assistance prior to, during and after a community emergency and/or disaster event to prepare for and/or mitigate loss, protect during an event, and aid with recovery. The Strategic Plan also identifies four (4) geographic priorities: 1) City-wide, Low- and Moderate-Income Local Target Area; 2) Lake Bellevue Neighborhood Revitalization Strategy Area (NRSA); 3) Downtown Gateway District NRSA; and 4) North Greenwood NRSA. The designation of a Local Target Area and NRSAs increases the potential for coordinated planning and investment. In addition, the City is required to create and implement a plan for each year of the Con Plan to identify the sources and uses of federal money for housing, Page 4 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 community programs, and economic development. This plan, referred to as an Annual Action Plan, provides HUD with the City's housing and community development budget and proposed expenditures based on the entitlement funds and estimated program income that the City will receive in the upcoming fiscal year to meet the goals established in the Con Plan. Funds are used to develop viable communities and sustain existing ones. In addition, the funds will be used to provide safe, decent and affordable housing to assist extremely low- to moderate-income households. This years' Annual Action Plan allocates federal funds to provide housing opportunities to extremely low- to moderate-income households for new and existing homes, construction and/or renovation of public facilities, and to fund public services and economic development programs. Clearwater anticipates a total allocation of$837,360 in CDBG funding and $431,436 in HOME funding forFY 2020-2021. CDBG program income is expected in the amount of$665,000 and CDBG carryover funds from its Revolving Loan Program is expected in the amount of$1,145,000. In addition, the City anticipates $2,292,492 of carryover funds and approximately $96,000 in program income from the HOME program. Funds provided through the CDBG Program may be used for housing, community and economic development, public services and facilities, acquisition, relocation, demolition, and administration. Funds provided through the HOME Program are limited to housing-related activities and administration. The City partners with several non-profit agencies to implement the goals and objectives the City has established in the Consolidated Plan. To obtain these partners, the City annually publishes a Notice of Funding Availability in the local newspaper and on its website in February. This notice informs the public of the resources the City will make available and the eligible uses of these resources. It also informs them of the application period for requesting funds. The applications were due on April 10 and the City received a total of 28 applications for funding. A Technical Review Committee (TRC), comprised of professionals in the social service and grants community and a member of the City's Neighborhood and Affordable Housing Advisory Board (NAHAB), reviewed and ranked the applications. Applicants are typically given an opportunity to present their proposed projects at a meeting of the Neighborhood and Affordable Housing Advisory Board; however, this meeting was cancelled due to COVID 19 restrictions. City staff also reviewed each application to ensure it met HUD's baseline requirements. One application was rejected due to an ineligible proposal and another was rejected due to lack of organizational and financial capacity. The NAHAB met on June 9, 2020 to approve the recommended allocations contained in the FY 2020-2021 Annual Action Plan. Each year the City may allocate up to 15% of its CDBG funds for Public Services activities. This year the City received requests for funding for public Page 5 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 services in the amount of$293,000, however based on HUD's formula, $125,604 was available to fund twelve (12) organizations. The NAHAB has endorsed a sliding scale funding system for Public Services applicants that dictates the funding ratios based the ranking. Utilizing a sliding scale ensures all approved and eligible applicants are funded. The Annual Action Plan also budgets $496,291 in Public Facility improvements. Public Service and Public Facility projects support a wide range of community focused non-profit organizations, each having a mission inline with goals identified in the Con Plan. The Consolidated Plan and Annual Action Plan are due to HUD on August 15, 2020. All organizations that will be receiving an allocation will have agreements prepared and executed by October 1, 2020. Staff will perform compliance monitoring with funded organizations on an annual basis. Mayor Hibbard said he would be recusing himself from the vote on Thursday because his wife is the Chief Development Officer for the Salvation Army. Economic Development and Housing Assistant Director Chuck Lane provided a PowerPoint presentation. In response to questions, Mr. Lane said the Safety Harbor Family Center receives funding to serve Clearwater residents, which is reported monthly. Federal funds incorporates everything under 80% area median income, while state funds capture up to 120%. In response to a suggestion, the City Manager said a council discussion would be scheduled prior to staff implementing any additional procedures addressing homelessness. For the past 20 years, staff has worked with local partnerships and non-profits to address the needs of the community. He said the City is restricted in how state and federal funds are used, there has always been greater needs than resources. The Council recessed from 10:55 a.m. to 11:05 a.m. 4.2 Staff update regarding the recent sale of Prospect Towers (WSO) Prospect Towers, located at 801 Chestnut Street, is a 208-unit apartment community that has historically been reserved for senior living at affordable rates. The property sold to a private investor on May 26, 2020. Staff will provide an update regarding the new owner's plans for the property and how existing tenants may be affected. Page 6 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Covenant Capital Group Representative Nicole Malloy said they are still accepting housing vouchers and accommodating new leases or renewals at or below the HUD market value rates. The current lease price point for a 1- bedroom unit is $900. She said they are working with tenants impacted by the October 31, 2020 lease expiration date. Ms. Malloy said options will be provided to individuals who are going to be displaced. In response to questions, the City Attorney said the City could enforce the Land Use Restriction Agreement (LURA) regarding the 20 units. Economic Development and Housing Assistant Director Chuck Lane said the housing vouchers can be transferred to other properties, both housing authorities are willing to accept the vouchers. He said there is not enough affordable housing units. Given the size of the units (330 sq.ft. to 530 sq. ft.), the households are not large, staff is not aware of the household makeup for each unit. Fifty-two leases will expire in October. He said there are currently 13 vacant units., Covenant Capital Group believes there are 13 prospective tenants willing to move into upgraded units. Ms. Malloy said consideration is being given to extend the leases at lower increased rates, to provide relocation assistance, and to certify the individuals for the LURA units. Twenty tenants have confirmed that they have acquired other accommodations or other assistance. 4.3 Approve changes to grant disbursement criteria for Clearwater's Back to Business Grant and Professional Services Program. On May 7, 2020, Council adopted Resolution 20-21 which established eligibility criteria for Clearwater's Back to Business Grant & Professional Services Program (Phase 1). Funding in the amount of$3,500,000 from General Fund Reserves was also appropriated. Additional funding from the federal CARES Act (CDBG-CV) in the amount of$492,592 was also allocated to this program. Program Results The Back to Business Program yielded approximately 275 approvals of"Brick & Mortar" applications and 0 approvals of"Home-Based" applications. Total funds encumbered is approximately $1.5 million which includes distribution of"Quick Pay Grants" in the amount of$3,000 each as well as set-aside funds for delivery of Professional Services (up to $1,000 per approved applicant), Post-Professional Services Grants ($2,000 each) and 10% administrative fees to our Partner Agencies (AMPLIFY Clearwater, Prospera and Tampa Bay Black Business Investment Corporation). Recommended Program Changes Page 7 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 With resurgence of COVID-19 cases in the community, there is additional financial stress. To mitigate these financial pressures, staff recommends the following: 1. Immediate issuance of$2000 grant to 275 +/- approved Brick & Mortar businesses. Formerly known as Post- Professional Services Grant, city would issue these immediately. 2. Professional Services (up to $1,000 per business) through our Partner Agencies would still be available to businesses seeking the additional support. Partner Agency would also receive 10% Administrative Fee. Other Recommendation At this time, staff recommends a pause in the Back to Business Program until such time as the city can fully evaluate funding which may be received by non-city sources. Economic Development and Housing Director Denise Sanderson provided a PowerPoint presentation. In response to questions, Ms. Sanderson said most of the home based businesses were not under the County's Safer at Home order as a non- essential business and were already doing business from home. Due to staff oversight, childcare facilities and similar businesses were not included in the initial phase, these businesses were considered an essential business. She said the County will be issuing grants soon to home based childcare facilities. She said these businesses would be included if a phase 2 were implemented by the City. The $12.9 million CARES funding that is to be distributed to local governments will not be used for the City's Back to Business grant program but rather to offset other COVID-19 related costs. The City Manager said Pinellas County sent surveys to all municipalities, how the City will participate will be evaluated when the survey results are provided after the July 17 response deadline. The funds will be to address COVID-19 related expenses already incurred and anticipated expenditures for the remainder of the year. Ms. Sanderson said the City's grant program required applicants to have a valid BTR by February 19, 2020. Staff will recommend that the City mirror the County's requirement to submit the BTR upon receipt for phase 2. She said staff is recommending pausing the grant program in order to fully understand how additional funding could be used. Staff may have some answers before the August 6 council meeting. Ms. Sanderson said 25% of the applications received did Page 8 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 not have a BTR There was consensus to pause the grant program. It was stated that the expenditure of grant funds will be discussed at the council meeting. 5. Finance 5.1 Award a contract for utility rate study and other professional services for the five-year period ending August 30, 2025 to Stantec Consulting Services, Inc. (Stantec), for the Water and Sewer, Stormwater, and Solid Waste and Recycling utilities, for a not-to-exceed amount of$370,000, and authorize the appropriate officials to execute same. (consent) Stantec was selected to provide rate study services as the top-rated consultant of four firms responding to RFP 14-20. The five-year contract includes plans for eight major and six interim rate studies, as detailed on the not-to-exceed budget. The schedule for the rate studies is an estimate and may vary with the planned issuance of utility revenue bonds and other factors. The contract price is all inclusive including travel costs. An additional $29,345 for hourly consulting services, on an as-needed basis, is included in the not-to-exceed amount. Major rate studies include one-on-one interactive presentations to Council members and recommendations for rate adjustments as necessary. Interim studies are primarily to compare actual operating results to the last major rate study and identify any significant changes that could impact future rates or debt issuances. Stantec (previously Burton &Associates) has been providing rate study services to the City from the late 1990's to present. Their knowledge of the utility industry and rate systems is extensive and they have provided prompt and professional services to the City. APPROPRIATION CODE AND AMOUNT: 4211345 530100 $159,436 4191365 530100 $101,475 4242082 530100 $ 18,545 4242083 530100 $ 18,545 4242089 530100 $ 17,454 4262041 530100 $ 54,545 Funding will be budgeted annually in the respective utility fund operating budgets, beginning in Fiscal Year 2021. Page 9 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 In response to questions, Finance Director Jay Ravins said Stantec acquired Burton &Associates approximately 4 years ago. Stantec is well regarded and represents several municipalities in the Tampa Bay area. Staff is comfortable that Stantec is doing a professional and objective rate study. The main offices for the rate study consultant services the City procures is located in Tampa. 6. Human Resources 6.1 Approve a two-year Legal Services Agreement, in an amount not to exceed $30,000, with Deborah C. Brown of Brown Law and Consulting, PLLC to review and revise several employment related documents and related Clearwater Code of Ordinance sections and authorize the appropriate officials to execute same. (consent) The Human Resources Department recently underwent a comprehensive Classification and Compensation study, which has resulted in the need to revise the current Pay Plan, SAMP Manual, Civil Service Rules, PBMP Manual, employment agreement letters and related human resources documents and policies. Deborah C. Brown, Esq. is an experienced Labor and Employment Law attorney and is already familiar with the current policies through her past representation of the City in many employment matters. In June 20, 2019, Council approved Thomas Gonzalez of Gray Robinson to conduct this project; however due to time constraints, Mr. Gonzalez was unable to do so. This proposed agreement with Ms. Brown replaces the one previously approved by Council. Staff would like to hire Ms. Brown to aid with updating tenured policies to be current and consistent with one another and to be updated to reflect the changes approved by the PSPC Classification and Compensation Study. APPROPRIATION CODE AND AMOUNT: Funds are available in Human Resources cost code, 0109901-530100, professional services to fund this agreement. In response to questions, Human Resources Director Jennifer Poirrier said the firm is not located in Clearwater. Mr. Gonzalez was paid approximately $2,500 for his initial work. The City Attorney said she spoke with Mr. Gonzalez and based on other work he conducted, this project was not a good fit, he provided his initial work and guidance. Ms. Poirrier said Mr. Gonzalez'contract was for a not to exceed amount of$15,000. Ms. Brown believes the project is quite extensive and will exceed the estimated hours Page 10 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 initially determined by Mr. Gonzalez. The City Attorney said the true scope of the project was not known initially, she said the City's needs were more comprehensive than initially believed. Mr. Gonzalez' work has not gone to waste, he has been working for the City for approximately 25 years doing primarily HR related litigation. She said Ms. Brown's rate is higher than Mr. Gonzalez. The City Attorney said Ms. Brown used to work for Mr. Gonzalez' firm and has completed work for the City in the past. 6.2 Approve agreement between the City of Clearwater and Tindale-Oliver & Associates, Inc. The consultant firm was selected in January 2020 through Request for Proposal (RFP) #02-20. The committee consisted of the Diversity and Equity Manager, Lead Assistant City Attorney, Building and Maintenance Superintendent, Parks Senior Manager, Geographic Technology Manager. The agreement is to have the consultant firm conduct a self evaluation and complete/update the City's transition plan from 1992. The evaluation is to assess and identify barriers for people with disabilities from having equal access to city facilities, parks, beaches, rights of way, programs and services. The plan will provide recommendations on barriers to remove within a phased approach over a specified period of time to comply with federal and/or state laws. The process will commence in August 2020 and is anticipated to be completed within two years. APPROPRIATION CODE AND AMOUNT: Funds for the current year portion are available in capital improvement project C2006, ADA Transition Plan, to fund this contract. Future year funding will be requested as part of the budget process. 7. Parks and Recreation 7.1 Approve co-sponsorship and waiver of requested city fees and service charges for special events including two annual city events produced by the Parks and Recreation Department, twenty-seven city co-sponsored events produced by others, and ten downtown events produced by Amplify, at an estimated General Fund cost of$624,710 ($104,750 cash contributions and $519,960 in-kind contributions) and Enterprise Fund cost of$64,970, for the purposes of Fiscal Year 2020/21 departmental budget submittals. (consent) Page 11 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 According to City Council Policy, Item M - Special Event Fees, there shall be an annual review of City sponsored/co-sponsored events during the budget process. An agenda item approving co-sponsorship and level of support for these events will be brought before the City Council at the beginning of the budget process each fiscal year. In the event additional money is required beyond what is approved in the Fiscal Year (FY) 2020/21 budget, City Council approval will be required. Staff recommends that cash and in-kind contributions be included in the various departmental budgets for FY 2020/21 for co-sponsored special events as detailed in Special Events Budget Estimates Chart for FY 2020/21. Cash contributions of$104,750 are for Jazz Holiday ($75,000), Tampa Bay Veterans Association, Memorial and Veterans Celebrations ($5,000), MLK Jr. Celebration ($4,750), and the Florida Orchestra ($20,000). This is a reduction of$3,000 in cash contributions from 2019/20. Overall, General Fund requests decreased by $4,430 and Enterprise Fund costs increased by $20,040 for a grand total increase for FY 2020/21 of$15,610. This increase is primarily due to the addition of two new events, Rock N Roll Marathon (approved by Council on February 6, 2020), and 10 new downtown events produced by Amplify (approved contract with Amplify on March 16, 2020). A new co-sponsorship selection process was developed this year to evaluate all applications for sponsorship. The committee received 38 applications for city co-sponsorship of which 30 are being recommended to Council for approval. Of the 30 applications, 20 are renewals and 10 events are new. Of the new events, staff is recommending that only two receive first year funding, Rock N Roll Half Marathon and downtown events produced by Amplify. The application fee of$200 for the remaining eight first time events will be waived. Five of the new events on this list are for various runs that impact the Memorial Causeway, resulting in partial closings. With the exception of Rock N Roll Marathon, the other runs have previously been approved and held in Clearwater as private events. Staff is recommending all runs and events that impact the Memorial Causeway be included as a co-sponsored event in order for Council to review and approve rather than the Special Events Committee. Ten previous events were removed from the list, most notably the Hispanic Heritage Festival was canceled by the radio station. Also, included on the Special Events Budget Estimates Chart for FY 2020/21 is a list of additional events requiring limited support from the Parks and Recreation Special Events Division. Special Events Division processed 635 special events applications during 2019, Page 12 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 including 161 general permits, 360 wedding permits,30 co-sponsored event permits, 39 department supported event permits, and 45 park usage permits. In response to questions, Parks and Recreation Supervisor Leila Peterson said the Downtown events (line items 30 through 33) are temporary placeholders, staff is working with Amplify Clearwater and DDB to determine the best fit. If the events are cancelled or postponed, the funds will go back to the general revenue fund, Council would have to reallocate the funds for other events. The radio station cancelled this year's Hispanic Heritage event due to COVID. 8. Police Department 8.1 Approve acceptance of United States Department of Justice, Office of Justice Programs, Coronavirus Emergency Supplemental Funding Program 2020 Grant award in the amount of$146,631 for police personal protective equipment (PPE), sanitizing supplies, officer overtime, and authorize the appropriate officials to execute same. (consent) The Coronavirus (COVID-19) Pandemic has had an immediate and likely lasting impact upon the United States of America, as well as the entire world. The COVID-19 pandemic has also created unique challenges to law enforcement particularly, ranging from obtaining necessary equipment to protect Police Department personnel to accepting increased responsibilities of ensuring public health and safety. In response to the pandemic, on March 30, 2020, the United States Department of Justice, Office of Justice Programs, announced a funding program solicitation for the Coronavirus Emergency Supplemental Funding (CESF) Program 2020. Subsequent to Resource Management Committee approval, the Police Department applied for this grant to offset incurred and anticipated expenses, which are directly related to the Police Department's Coronavirus response. The grant has been officially awarded in the amount of$146,631 and the Police Department now seeks approval to accept it. Of this amount, $16,407 is attributed to reimbursement of personal protective equipment (PPE) and sanitizing supplies obtained by the Police Department in response to the Coronavirus pandemic. The remainder of this amount ($130,204) will Page 13 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 reimburse police officer overtime which has already been expended, or is anticipated to be expended, to ensure public safety on Clearwater Beach, and other public spaces, as the State of Florida continues to authorize re-openings and increased capacity for businesses and within public spaces. The project period commenced on February 28, 2020 and will end on or before January 1, 2021. There will be no direct adverse impact to the Police Department annual operating budget nor is there a required match. APPROPRIATION CODE AND AMOUNT: Grant revenues received will be coded to General Fund revenue code 010-331215, US Dept. of Justice, to reimburse authorized Police Department expenditures. 8.2 Approve Construction Manager at Risk (CMAR) agreement with Ajax Building Company, LLC of Oldsmar, FL for the proposed Clearwater Police Department District 3 Substation (18-0004-PD.) (consent) The City issued RFQ 32-20 in April 2020 for CMAR firms for the Clearwater Police Department District Three Police Operations and Training Center project in Countryside. Eight firms responded. The review committee included representatives of the Police and Engineering Departments. Four of the eight firms were invited for interview. The selection committee ranked the firm's qualifications as follows: Ajax Building Company, Wharton-Smith, Biltmore Construction, and Walbridge Aldinger. The review committee recommends Ajax Building Company based on their comprehensive experience building many police stations throughout Florida. Ajax will provide preconstruction services under a purchase order including design review and construction cost estimating. Once design approaches final construction documents, staff will present a guaranteed maximum price for Ajax to construct the new District 3 Substation to Council for approval in early 2021. 8.3 Police Body Cameras (WSO) Page 14 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 At the June 4, 2020 council meeting, Council directed the Police Department to facilitate a discussion on the feasibility of a police body worn camera program. In 2015, the Clearwater Police Department conducted a feasibility study on a police body worn camera program. At that time, the study identified some obstacles, barriers and concerns with implementing a police body worn camera. In the past five years, many of the obstacles and barriers have been addressed and no longer are an issue. At the request of Council, the police department will provide an update on the feasibility of a police body worn camera program for discussion. APPROPRIATION CODE AND AMOUNT: Total Year One (estimated) Costs: $747,031 Recurring Annual (estimated) Cost: $569,855 Cost Center TBD Police Deputy Chief Eric Gandy provided a PowerPoint presentation. In response to questions, Deputy Chief Gandy said the Department is considering cameras that activate when the weapon is removed from the holster and when the camera is manually activated. Members of the union are split on the matter, 50% oppose body cameras and 50% are indifferent or support. He said cameras sometimes do not provide the full picture. The cameras will run all the time, the system includes a pre-event buffer that can be set up to 120 seconds to begin capturing the event video but not the audio. He said this is why the beginning of body camera footage is silent a few moments prior to the event. Officers will be given the discretion to manually turn off the cameras when not involved in an activity as they need to safely vent about their bosses, personal matters or use the restrooms. Deputy Chief Gandy said during the 2015 study, the litigation costs related to use of force complaints was approximately$30,000 over a 5-year period. The body cameras add an additional layer of transparency and an additional perspective to support the officers when the Department knows they are doing their job correctly. Staff has identified reserve funds or CPD restricted funds to cover the initial cost to purchase the cameras. Deputy Chief Gandy said the $500,000-purchase cost equates to six police officers, going forward the Department will have to increase the budget by that amount or not fill six positions. Discussion ensued with comments made that although the Clearwater Police Page 15 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Department has a good relationship with the community, but given today's social environment, body cameras must be considered. There was consensus to continue the discussion at the council meeting. The Council recessed from 1:10 p.m. to 1:16 p.m. 8.4 Police Civilian Oversight (WSO) At the council meeting held June 4, 2020, Council directed the Police Department to facilitate a discussion on police civilian oversight. The Police Department will present an overview of the department's current complaint process, an overview on use of force data, and various forms of civilian oversight. Discussion deferred to July 16, 2020. 9. Engineering 9.1 Authorize a five-month extension to Central Florida Contractors, Inc. of Seminole, Florida, for the 2017 Sidewalk Construction (16-0016-EN) through November 30, 2020 and authorize the appropriate officials to execute same. (consent) The original contract was approved by City Council on February 16, 2017, in the amount of$527,468.98. Central Florida was the lowest responsible bidder. The contract included two one-year renewals. Council approved adding $527.468 in 2018 and $1,400,000 in 2019, with the final extension expiring June 30, 2020. No additional funds are needed for this proposed extension. Due to the COVID-19 stay at home mandate, the contractor was not able to acquire necessary materials to complete citywide projects and city staff were also delayed in advertising the new annual contract. This time extension will allow the current contractor to continue work, utilizing the remaining contract funds and provide time to advertise a new annual sidewalk contract. This project scope includes significant amounts of American Disabilities Act (ADA) related upgrades as well as repair and replacement work to existing sidewalks, curbing and driveway aprons throughout Clearwater. Page 16 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 The contractor has performed well and agrees to honor the unit prices established in the original 2017 bid. 9.2 Approve a purchase order to Duke Energy in the amount of$167,912.96 for Imagine Clearwater underground utility relocation pursuant to Clearwater Code of Ordinances Section 2.564 (1)(b), Sole Source and authorize the appropriate officials to execute same. (consent) In preparation of start of construction for Imagine Clearwater, Duke Energy must relocate their existing underground utilities in the vicinity of the park to eliminate conflicts with other work required to provide new park amenities. Duke Energy is the owner of the infrastructure and is the only power company in the area that provides services to the City of Clearwater. Duke Energy requires payment prior to performing work. The invoices are for work to commence after Council approves the issuance of the purchase order. Two invoices are included in this item. The first, in the amount of$145,936.41, covers the re-routing of an existing network feeder and installing a new network feeder on Osceola Avenue. The second, in the amount of$21,976.55, covers the cost for removal of network feeders on Osceola Avenue. APPROPRIATION CODE AND AMOUNT: ENGF180013-CONS-CNSTRC $167,912.96 Funds are available in capital improvement project ENGF180013, Imagine Clearwater, to fund this purchase order. 10. Fire Department 10.1 Declare 2006 Pierce Dash Aerial (G3404) surplus in accordance with Clearwater Code of Ordinances Section 2.622 and authorize trade-in to Ten-8 Equipment, Inc. of, Bradenton, FL for the offered amount of$35,000.00, in accordance with Section 2.624, Code of Ordinances - Exceptions to auction sale bidding procedures, and authorize the appropriate officials to execute same. (consent) On October 3, 2019, Item # 19-6813 Council authorized the purchase of a Pierce Velocity 100-ft. Platform from Ten-8 Fire Equipment per the fiscal year 2019/2020 budget. Ten-8 has offered $35,000.000 for the trade-in of G3404 a 2006 Pierce Dash Aerial Device, VI N# 4P1 CD01 H36A006598. Going back to 2013, the City has averaged $9,300.00 a vehicle when fire equipment has been sold at auction. Staff believes it is in the best interest of the city to accept the trade-in offer. Furthermore, G3404 does not have a pump which diminishes its value even more. Page 17 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Council authorization to trade-in G3404 is requested. Pursuant to Clearwater Code of Ordinances Section 2.624(6), exceptions to auction sale bidding procedures, Council approval is required for trade-in of any item with a current market value of more than five thousand dollars ($5,000). The proceeds from the trade-in will be credited to the invoice for the purchase of G5014, which is the new truck authorized in the agenda item mentioned above. APPROPRIATION CODE AND AMOUNT: This trade in revenue will be credited to surplus vehicles in capital project 91244, Aerial Truck. A third quarter budget amendment will recognize this additional revenue. 10.2Approve the Second Amendment to the Emergency Medical Services ALS First Responder Growth Management Agreement (extension) between Pinellas County Fire Protection Authority and City of Clearwater for one additional one-year term extending through September 30, 2021 and authorize the appropriate officials to execute same. (consent) The current agreement expires September 30, 2020, but also contains an option to extend for three additional one-year terms. Pinellas County Emergency Medical Services Authority and the City of Clearwater wish to extend the agreement for one year with a new expiration of September 30, 2021. The Pinellas County Emergency Medical Services Authority (EMS Authority) is a special district created for the purpose of providing Emergency Medical Services (EMS) throughout Pinellas County, pursuant to Chapter 80-585, Laws of Florida, and Chapter 54, Article III, Pinellas County Code, as amended. Pinellas County has contracted with various municipalities and independent special fire districts in the County to provide first responder services and has also contracted with an ambulance contractor to provide emergency and non-emergency transport services. Due to the continued increase in EMS demands within Pinellas County, a "Data Driven Focus Group," comprised of all City and Fire District Fire Chiefs as well as County Safety & Emergency Services staff, evaluated the response time performance and workload of ALS First Responder Units. One of the outcomes from this group was right-sizing ALS First Responder responses to low acuity calls. Through this contract, Clearwater Fire & Rescue in conjunction with Pinellas County, Priority Dispatch Protocols will actively implement growth management strategies to reduce the EMS workload of ALS First Responder responses to certain non-life-threatening EMS incidents and partner on other growth management initiatives. Page 18 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 The EMS Authority will not eliminate funding for existing funded ALS First Responder Units due to the implementation of growth management strategies. 11. Planning 11.1Approve the annexation, initial Future Land Use Map designation of Residential Low (RL) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR) District for 1704 Lucas Drive, and pass Ordinances 9391-20, 9392-20, and 9393-20 on first reading. (ANX2020-04004) This voluntary annexation petition involves a 0.191-acre property consisting of one parcel of land occupied by a single-family dwelling. The property is located on the west side of Lucas Drive, approximately 130 feet north of SR590. The applicants are requesting annexation in order to receive sanitary sewer and solid waste service from the City. The property is located within an enclave and is contiguous to existing city boundaries to the east, west and south. It is proposed that the property be assigned a Future Land Use Map designation of Residential Low (RL) and a Zoning Atlas designation of Low Medium Density Residential (LMDR). The Planning and Development Department determined that the proposed annexation is consistent with the provisions of Community Development Code Section 4-604.E as follows: • The property currently receives water service from Pinellas County. The applicants have paid the City's sewer impact and assessment fees and have already connected to the sewer system. Collection of solid waste will be provided by the City of Clearwater. The property is located within Police District III and service will be administered through the district headquarters located at 2851 McMullen Booth Road. Fire and emergency medical services will be provided to this property by Station #48 located at 1700 N. Belcher Road. The City has adequate capacity to serve this property with solid waste, police, fire and EMS service. The property will continue to receive water service from Pinellas County. The proposed annexation will not have an adverse effect on public facilities and their levels of service; and • The proposed annexation is consistent with and promotes the following objectives and policy of the Clearwater Comprehensive Plan: Objective A.6.4 Due to the built-out character of the City of Clearwater, compact urban development within the urban service area shall be promoted through application of the Clearwater Community Development Code. Page 19 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Objective A.7.2 Diversify and expand the City's tax base through the annexation of a variety of land uses located within the Clearwater Planning Area. Policy A.7.2.3 Continue to process voluntary annexations for single-family residential properties upon request. • The proposed Residential Low (RL) Future Land Use Map category is consistent with the current Countywide Plan designation of the property. This designation primarily permits residential uses at a density of 5 units per acre. The proposed zoning district to be assigned to the property is the Low Medium Density Residential (LMDR) District. The use of the subject property is consistent with the uses allowed in the District and the property exceeds the District's minimum dimensional requirements. The proposed annexation is therefore consistent with the Countywide Plan and the City's Comprehensive Plan and Community Development Code; and • The property proposed for annexation is contiguous to existing city boundaries to the east, west and south; therefore, the annexation is consistent with Florida Statutes Section 171.044. 11.2Approve amendments to the Clearwater Community Development Code revising Appendix B US 19 Zoning District and Development Standards general provisions, regulating plan, and flexibility divisions, and modifying the comprehensive landscaping program, parking demand study, and temporary uses sections, and pass Ordinance No. 9387-20 on first reading. (TA2020-03003) The proposed text amendment is the first substantive city-initiated update to the US 19 Zoning District and Development Standards (Appendix B of the Community Development Code) since it was adopted in February 2017. The City has processed permits for renovations of existing buildings, changes of use, and redevelopment projects of various scales under the new US 19 District requirements, which has allowed staff to assess the standards. Proposed Ordinance 9387-20 is primarily focused on sections of the US 19 District and Development Standards addressing development exemptions and flexibility, but also includes other limited amendments which are summarized below. • Updated terminology within and the organization of Section B-103, Organization of Standards, to make consistent with the Downtown (D) District which was adopted after the US 19 District • Clarified certain exemptions by modifying provisions for improvement, remodel or reconstruction projects and developments setback more than 200 feet to state that new floor area must meet the US 19 District setbacks "to the maximum extent practicable," and by incorporating Page 20 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 additional descriptions (Section B-104) • Amended the US 19 District Regulating Plan by changing the designated Street Frontage Type from B to D for the eastern side of the Campus Walk retail plaza located at 2551 and 2571 Drew Street and the western side of the FDOT stormwater pond on US 19, and by depicting "key corners" on the maps (Division 2, Figure 1. Regulating Plan) • Expanded options for flexibility in Appendix B, Division 7 under certain circumstances by: o allowing additional reductions to required parking beyond those possible through the parking reduction factors outlined in Table 3 based on the provision of a parking demand study (new flexibility provision) o allowing front setbacks less than the minimum required for lots that have various constraints such as irregular shapes or natural features which make it difficult to meet the required setbacks (modified existing flexibility provision) o reducing the acreage threshold from 10 acres to 5 acres for Special Project Types with "employment intensive land uses" (modified existing flexibility provision) • Established a criterion for the use of the comprehensive landscape program in the US 19 District, where currently it is not permitted (Section 3-1202.G) • Added the City Engineer as an approver for parking demand study methodology (Section 3-1401.C) • Added the US 19 District to the list of Districts in which certain temporary uses can occur (Section 3-2103) The Planning and Development Department has determined that the proposed text amendment to the Community Development Code is consistent with and furthers the goals, objectives and policies of the Comprehensive Plan and the Community Development Code as outlined in the staff report. The CDB reviewed the proposed text amendment at its meeting of June 16, 2020, and unanimously recommended approval of the amendment. 11.3Approve the annexation of 300 feet of Elizabeth Avenue right-of-way located approximately 970 feet north of Gulf to Bay Boulevard, abutting a parcel with the post office address of 327 David Avenue, and pass Ordinance 9405-20 on first reading. (ANX2020-05005) This voluntary annexation petition involves 0.08 acres of the Elizabeth Avenue right-of-way located north of Gulf to Bay Boulevard. The City of Clearwater is Page 21 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 requesting this annexation to ensure that the entire Elizabeth Avenue right-of-way is within the city's jurisdiction. The property is contiguous to existing city boundaries to the west and south. This segment is located adjacent to a city-owned parcel 327 David Avenue, which is located between and connected to both David Avenue to the west and Elizabeth Avenue to the east (PIN 17-29-16-00000-130-0900). That property is subject to a contract for exchange of real property between the City of Clearwater and Creative Contractors, Inc., pending approval of a development application for a new office building (FLD2020-04010). The proposed development application includes the improvement of the abutting Elizabeth Avenue right-of-way located in a 12.5-foot city easement that will provide solid waste and emergency services access to the site. The Planning and Development Department determined that the proposed annexation is consistent with the provisions of Community Development Code Section 4-604.E as follows: • The proposed annexation will not have an adverse effect on public facilities and their levels of service; and • The proposed annexation is consistent with and promotes the following objective of the Clearwater Comprehensive Plan: Objective A.6.4 Due to the built-out character of the City of Clearwater, compact urban development within the urban service area shall be promoted through application of the Clearwater Community Development Code. • The proposed annexation is consistent with the Countywide Plan and the City's Comprehensive Plan and Community Development Code; and • The property proposed for annexation is contiguous to existing city boundaries to the west and south; therefore, the annexation is consistent with Florida Statutes Chapter 171.044. 11.4Approve an amendment to the Interlocal Agreement between the City of Clearwater and Pinellas County pertaining to the Clearwater Planning Area, extending the term of said agreement from September 30, 2020 to September 30, 2030 and authorize the appropriate officials to execute same. (consent) The Clearwater Planning Area is a geographic boundary which includes properties that are incorporated into the city and those properties which are unincorporated Pinellas County, but which are eligible for annexation into the City of Clearwater. The Interlocal Agreement establishes the Planning Area and clarifies jurisdictional authority remains with Pinellas County until a property Page 22 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 annexes into the City. Inclusion of the Planning Area within the City's Comprehensive Plan advises all property owners, regardless of current jurisdiction, of the long-range planning goals for the City. The term of the original agreement was January 14, 1992, to September 30, 2000. The subsequent agreement included a modified Clearwater Planning Area boundary and legal description and extended the term from September 30, 2000, to September 30, 2010. A second amendment to the agreement extended the term from September 30, 2010 to September 30, 2020, and with the pending expiration of the current agreement, a third amendment to the agreement extending the term from September 30, 2020 to September 30, 2030 is proposed to City Council for consideration at a required public hearing. 12. Marine & Aviation 12.1Accept CARES Act Grant Offer No. 3-12-0011-001-2020 for the Clearwater Airpark, between the U.S. Department of Transportation Federal Aviation Administration and the City of Clearwater in the amount of$30,000.00 and authorize the appropriate officials to execute same. (consent) The City of Clearwater being the eligible Sponsor will seek reimbursement for operational and maintenance expenses at the Clearwater Airpark, allowable under the terms of the CARES ACT grant. There are no matching funds associated with this grant offer. In response to a question, Marine and Aviation Director Ed Chesney said the City is responsible for maintaining the runway, runway lights and other security items. Some revenue loss was experienced due to decrease in gas sales and flights. 13. Solid Waste 13.1 Declare surplus and authorize disposition of G4985 via auction to the highest bidder, pursuant to City Code Section 2.622, Surplus Personal Property, and authorize the appropriate officials to execute same. (consent) G4985 (Ford Interceptor Sedan) was wrecked on June 12th, 2020; and deemed a total loss by the Risk Management Division. The amount to be reimbursed by Risk is $22,508.62. The Resource Management Committee has approved replacement of G4985 and its prospective replacement Page 23 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 G5017 has already been ordered. City Council authorization for surplus is required in accordance with Code Section 2.622, when the sale of common bulk items is estimated to exceed $5,000. APPROPRIATION CODE AND AMOUNT: 3667366-564100-L1911- Off Cycle Replacements 0101131-541500- Garage Services Variable In response to questions, Fleet Manager Perry Conzen said the new vehicle was only in service for two weeks when it was hit by two vehicles when the officer pulled someone over. The vehicle had 135 miles. He said the City received $22,500 from the insurance fund and approximately$4,000 from salvage. The purchase price for the vehicle was $27,864. 13.2Approve an increase to an existing purchase order with WM Recycle America, LLC (WM/RA) in the amount of$150,000 for the processing of the City's single stream recycling commodity at the contractor's facility in Tampa, FL from July 2020 through December 2020 bringing the total amount to $200,000 and authorize the appropriate officials to execute same. (consent) In December 2013, the Solid Waste/Recycling Department entered into a Recycling Services Agreement with WM/RA with automatic annual renewals. That agreement was amended in January 2017 to end on December 15, 2017 and then automatically renew for monthly or successive terms of thirty days. That amended agreement provided the City with the ability to terminate the agreement for convenience on sixty days' notice, which would allow the City flexibility to pursue other processing opportunities. Considering the small volume of tons sent to WM/RA for processing in the previous 12-month period (approximately 350 tons costing $21,600 for 2019) a $50,000 purchase order was put in place for 2020. While the Department has endured some very contaminated routes for certain time periods during the first six months of this year, our recent experience has been cleaner tons that are appropriate to send to the processor. Based on this recent trend and optimism that it will continue, staff is requesting to increase the existing purchase order by $150,000 for a new, not to exceed total of$200,000. APPROPRIATION CODE AND AMOUNT: Funds are available as part of the FY 2019/2020 Operating Budget of the Recycling Fund and have also been anticipated and included in the proposed FY 2020/2021 Operating Budget of the Recycling Fund: Page 24 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 4262043-530300 (Recycling Fund - Commercial Recycling) In response to questions, Public Communications Director Joelle Castelli said one of the issues with communicating the recycling program is that the process has changed over time and the City is constantly sending information on what is being recycled and how. Solid Waste General Services Controller David Powers said the City continues to recycle through Waste Management (WM)' WM charges a processing cost per ton and provides a rebate on the sellable commodity they receive for the City's recyclables. The rebate is small compared to the $105 per ton processing fee; the current rebate is $30. He said the tip rate at the county is $39.75. The purchase order is to process the City's single stream recycling. 14. Official Records and Legislative Services 14.1 Reappoint Maria (Gaby) Camacho to the Neighborhood and Affordable Housing Advisory Board with term to expire June 30, 2024. (consent) APPOINTMENT WORKSHEET BOARD: Neighborhood and Affordable Housing Advisory Board (NAHAB) TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: N/A (See Special Qualifications) MEMBERS: 7 CHAIRPERSON: Peter Scalia MEETING DATE: 2nd Tues. most months PLACE: Main Library STAFF LIAISON: Chuck Lane APPTS. NEEDED: 1 SPECIAL QUALIFICATIONS: Board to have 1 member in each: Real Estate Professional in Connection with Affordable Housing; Clearwater Resident; Residential Home Building Industry; Advocate for Low Income Housing; Not-For-Profit Provider of Affordable Housing; Banking/Mortgage Industry; Employer's Representative. THE FOLLOWING ADVISORY BOARD MEMBER HAS A TERM WHICH WILL BE EXPIRING AND NOW REQUIRES REAPPOINTMENT FOR A NEW TERM. Page 25 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 SHE WISHES TO SERVE ANOTHER TERM. 1. Maria (Gaby) Camacho - 1300 52nd Ave. N., St. Petersburg, FL 33703 - Affordable Housing Builder Original Appointment: 6/07/18 Interest in reappointment: Yes - (was filling an unexpired term until 6/30/20) (Citizen who is actively engaged in the residential home building industry in connection with affordable housing) Zip codes of current members: 1 - 33703 1 - 33711 1 - 33755 2 - 33756 1 - 33765 1 - 34222 Current Special Qualifications: 1 citizen actively engaged in the banking or mortgage Industry in connection with affordable housing 1 citizen actively engaged in the residential home building industry in connection with affordable housing 1 citizen who resides within the City of Clearwater 1 citizen actively engaged as a real estate professional in connection with affordable housing 1 citizen actively engaged as an advocate for low-income persons in connection with affordable housing 1 citizen actively engaged as a not-for-profit provider of affordable housing 1 citizen who represents employers within the City of Clearwater There was consensus to reappoint Ms. Camacho. 14.2Reappoint Joseph DeCicco to the Brownfields Advisory Board with term to expire June 30, 2024. (consent) Body: SUMMARY: APPOINTMENT WORKSHEET BOARD: Brownfields Advisory Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: ** MEMBERS: 9 Page 26 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 CHAIRPERSON: Joseph DeCicco MEETING DATE: As Called PLACE: Determined when called STAFF LIAISON: Chuck Lane APPTS. NEEDED: 1 SPECIAL QUALIFICATIONS: ** Three members will be Clearwater residents who live within or adjacent to the Brownfields Area; Three members will be owners or representatives of businesses operating in the Brownfields area and need not be residents of Clearwater; Three members will be representatives of federal or state agencies or local governments involved with the Brownfields remediation process within Pinellas County and need not be Clearwater residents THE FOLLOWING ADVISORY BOARD MEMBER HAD A TERM WHICH EXPIRED AND NOW REQUIRES REAPPOINTMENT. AT THIS TIME THERE ARE NO OTHER APPLICATIONS ON FILE. 1. Joseph DeCicco - 6889 124th Ave., Largo, FL 33773 - Environmental Specialist Original Appointment: 10/05/10 (2nd term expired 05/31/20) Interest in reappointment: Yes (Agency or gov rep) Zip codes of current members: 4 at 33755 1 at 33756 1 at 33759 1 at 33770 Current Categories: 2 Agency or Government rep. 2 Business Owner or rep. 3 Residents There was consensus to reappoint Mr. DeCicco. 14.3Appoint two members to the Parks and Recreation Board, one member with term to expire July 31, 2024 and another member to fill the remainder of an unexpired term until May 31, 2022. APPOINTMENT WORKSHEET Page 27 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 BOARD: Parks and Recreation Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: City of Clearwater SPECIAL QUALIFICATIONS: None MEMBERS: 7 Chairperson: Mark Rodriguez MEETING DATES: Quarterly (4th Tues.) - Jan., April, July, Oct. PLACE: Main Library - 6:30 p.m. APPTS. NEEDED: 2 THE FOLLOWING ADVISORY BOARD MEMBER(S) TERM EXPIRED/RESIGNED AND NOW REQUIRE REPLACEMENT BY NEW APPOINTEES: 1. Norene M. Marlow - 1315 Ranchwood Dr., 33764 - B.S. Finance Original Appointment: 02/02/12 (2nd term expired 01/31/20) 2. Michelle Thomann-Ramirez - 10 S. Keystone Dr., 33755 -Art Educator/Artist Original Appointment: 04/06/17 Resigned 10/07/19 - (was serving 1st term to expire 05/31/22) THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE VACANCIES: 1. Bryan Beckman - 127 Marina Del Rey Ct., 33767 - Global Info. Systems 2. John Devoti - 151 Marina Del Rey Ct., 33767 - Retired 3. David Farrar - 224 Skiff Pt., 33767 - Real Estate Investor 4. Bruce Rector - 800 S. Gulfview Blvd., Apt. 901, 33767 -Attorney 5. Scott Thomas - 1102 South Missouri Ave., Apt. 203, 33756 - Sr. H.R. Director Zip codes of current members on board: 1 at 33755 1 at 33761 2 at 33765 1 at 33767 Discussion deferred to July 16, 2020. Page 28 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 15. Legal 15.1 Request for authority to settle a civil action styled Brandes Design-Build, Inc. v. City of Clearwater, Case No. 15-003724-CI, Pinellas County Circuit Court, for the amount of $350,000.00, in exchange for a full release and dismissal of the case with prejudice. (consent) In 2012, the City entered into a construction contract with Brandes Design-Build, Inc., to reconstruct the City's Reverse Osmosis Plant No. 1, in order to increase the plant's capacity. Construction commenced on or about November 10, 2013. Over the course of construction, disagreements arose between the City and its project engineers and Brandes over various aspects of the design and construction of the facility. Changes in the project resulted in 23 work change directives. Brandes claims it is entitled to compensation over and above the original contract price for additional work done not contemplated by the contract, for extended general conditions and overhead, and interest. These additional charges are, in large part, disputed by the City. The original contract price was $8,121,739.69. Authority is sought to settle all outstanding claims made by Brandes for $350,000.00, for which we will receive a full release of all claims and the case will be dismissed with prejudice. APPROPRIATION CODE AND AMOUNT: 3217321-563800-96764 15.2Confirm COVID-19 Emergency Proclamation and adopt Resolution 20-32. 15.3Call for a special election to be held in conjunction with the presidential election on November 3, 2020, submitting to the electors a referendum question authorizing the lease of real property currently identified as recreation/open space on the Comprehensive Land Use map for the purpose of developing it for light industrial, research, technology and office use, authorize the appropriate officials to execute same and adopt Resolution 20-31. Clearwater Code of Ordinances Section 2.01(d)5(v) states in relevant part, "No municipally owned real property identified as recreation/open space on the city's comprehensive land use plan map on November 16, 1989 (or as may be amended thereafter), may be sold, donated, leased for a new use, or otherwise transferred without prior approval at referendum,..." The City is the owner of a 78.52 acre (MOL) real property identified as Page 29 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 recreation/open space on the City's comprehensive land use plan, known as The Landings Golf Course and located on the east side of Keene Road, north of Airport Drive (City Property), whose property address is 1875 Airport Drive, Clearwater, Florida 33765. The City Council has determined that it is in the best interest of the citizens of Clearwater to lease a 57.92-acre portion of said City Property (Lease Property) for the purpose of development as a 710,000sq. ft. light industrial, research, technology, office and accessory park. On June 18, 2020, at its regularly scheduled City Council meeting, Council held a noticed public hearing for the purpose of declaring a 66-acre portion of the 78.5-acre Landings Golf Course surplus for the purpose of development of the site as light industrial. At that hearing, Council determined that an additional 8.31 acres would be retained as a parkland buffer area by the city and reduced the property to be declared surplus to 57.92 acres MOL. At the City Council meeting of June 18, 2020, the City Council approved a Lease Proposal for the Lease Property, submitted by Harrod Properties, Inc., conditioned on voter approval of the proposed use, subsequent Land Use Plan amendment, and rezoning of the Lease Property. 15.4Adopt Ordinance 9394-20 on second reading, amending the Operating Budget for the Fiscal Year ending September 30, 2020 to reflect increases and decreases in revenues and expenditures for the General Fund, Special Program Fund, Water and Sewer Fund, Stormwater Fund, Gas Fund, Airpark Fund and Parking Fund. 15.5Adopt Ordinance 9395-20 on second reading, amending the Capital Improvement Budget for the Fiscal Year ending September 30, 2020, to reflect a net increase of $226,683. 16. City Manager Verbal Reports 16.1 City Hall Site Selection Update In January 2019, the City of Clearwater vacated its City Hall building and temporarily relocated its administrative offices to One Clearwater Tower (600 Cleveland Street) under a five-year lease. During that five years the intent was to complete an already ongoing joint use facility discussion with Pinellas County, and based on that study determine the best path forward for future construction of a new City Hall. The joint use study was completed in August 2019, and while its results showed potential capital and operational savings for the City, it did not provide those same efficiencies for Pinellas County. As a result, the City focused its efforts on a building that would operate solely as a City Hall for the City of Clearwater. Page 30 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 In October 2019, the directors of the CRA, Engineering, and Planning and Development Services departments were tasked with conducting a site selection study for the new building. The study commenced with the development of review criteria deemed pertinent so that staff had the clarity it needed to ensure an objective, well thought out result that was focused on those areas deemed most important. Staff approached the generation of those criteria with the understanding that it had to be guided by Objective 1 B of the Clearwater Downtown Redevelopment Plan, which states that "the location, placement and design of a new City Hall needs to reflect the building's civic importance as a community-gathering space," while balancing cost factors (real estate, construction and operation), and the building's ability to act as an economic development catalyst for Downtown. To that end, the following four criteria were developed to recognize the above considerations and points were assigned to each based on their relative importance in the decision-making process. • Implementation of Downtown Plan -4 points o Visibility and civic prominence o Location o Compatibility with surrounding uses/scale and fit with Character District Vision o Economic development catalyst potential (anchor to attract future development) o Transportation access (vehicular, pedestrian, transit, trail connection) o Proximity to other City services/facilities (Considerations such high/low visibility, compatible/not compatible with surrounding uses, likely to/ not likely to spur redevelopment of surrounding sites; frees up other institutional land for redevelopment; good transportation access for pedestrian, bikes, transit and vehicles/limited access; close to other city facilities) • Real Estate -3 points o Ownership o Available for acquisition if not city owned o Potential for partnership/joint tenancy and/or public/private partnership o Eligible for CRA incentives/opportunity zone o Construction ready/requires demolition (Considerations - City/CRA owned; willing/unwilling sellers; high potential/low potential for public/private partnership; in/out of Opportunity Zone; construction ready/requires demolition) Page 31 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 • Site Characteristics -2 points o Parcel size and configuration o Parking for facility (on-site or off-site or combination) o Site conditions - topography, views, environmental contamination, existing trees, etc. o Infrastructure -adequate utilities availability, stormwater, traffic impacts on surrounding roadways o Sustainability (opportunities for sustainable infrastructure, etc.) (Considerations - large/small site; good/awkward parcel configuration; good/poor site conditions; adequate infrastructure; negative impact on surrounding roadways; opportunity for sustainable infrastructure) • Cost - 1 point o Land acquisition o Construction costs (renovation/new construction) o Site preparation o Operational Efficiency o Operating costs/ongoing costs (Considerations - City/CRA owned/not owned - low costs vs. high costs for acquisition; can/cannot accommodate City Hall and MSB operations; requires renovation/new construction; In an effort to narrow down the properties that would be reviewed in downtown, staff also used data generated by the now completed joint use facility review to determine a minimum lot size necessary to house a facility. The result was focus on sites approximately two acres in area. At the November 18, 2019 city council meeting, staff then presented the evaluation criteria and nine potential sites for discussion. Council agreed with the criteria and expressed support for staff to consider the possibility of a Government Center option in addition to a City Hall only option. Additionally, Council asked the team to include the Main Library site in the site selection process bringing the total to ten properties to be evaluated. Below are the results of the evaluation and subsequent ranking of the sites in order based on the total assigned points. The location of each site is highlighted in the Potential City Hall Sites Aerial Photograph document and the points assigned for each site and criteria are captured in the City Hall Site Selection Rankings Table document. 1. 9.25 points - Myrtle Avenue West - Court & Pierce Streets, south of MSB 2. 7.25 points - Myrtle Avenue East - Park and Pierce Streets, east of Page 32 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 MSB 3. 5.25 points - Walgreens - NE corner Myrtle Ave. & Cleveland St. 4. 5.0 points - PSTA/County Lot - Ft. Harrison, B/W Park and Pierce Streets 5. 4.75 points - CRA Owned - Cleveland Street, B/W Betty Ln. & Lincoln Ave. 6. 4.25 points - Frank Crum Property - Missouri Ave. b/w Pierce Ave. & Gould St. 7. 3.00 points - Main Library - Osceola Ave. and Drew St. 8. 3.00 points - iDatix - Court St. & Gulf to Bay Ave. 9. 2.50 points - Court/Chestnut Triangle -Apex of Court & Chestnut Streets 10.2.00 points - Drew and Laura St. - South side of Drew St. (Nall Lumber) The selection team issued RFQ 10-20 for a new City Hall feasibility study that would include a series of concept studies and sketches for a new City Hall building. Additionally, the consultant was asked to evaluate the practicality of combining the functions of MSB with the proposed new City Hall and evaluating the sites for a new Clearwater Government Center. Five firms submitted qualifications and Harvard Jolly, Inc. was selected. Colliers International was also part of the team and was tasked with evaluating the feasibility of potential redevelopment options as part of the exercise. Because there was a significant point spread between the top two sites and the other sites, staff engaged Harvard Jolly to provide concept studies only for the top two sites - Myrtle Avenue West - between Court and Pierce and south of MSB and Myrtle Avenue East (Sites B and A respectively on the Potential City Hall Sites aerial photograph). Harvard Jolly developed three main options for each site. Option 1 focuses on the construction of a new City Hall and associated parking. Option 2 includes the construction of a new Government Center with surface parking and use of the MSB garage and Option 3 includes a new Government Center and parking garage for the Center. Because the top ranked site is large and includes two properties, two additional concepts were studied that illustrated partnership opportunities with either PSTA or a private developer. As part of the feasibility analysis for the City Hall/Government Center, Colliers International also provided an overview of the Clearwater real estate market to provide an opinion on what types of developments would be likely to be constructed if the City sold certain properties. Depending on the final location for a new City Hall/ Government Center, the City could potentially have up to three parcels available to sell/lease for private redevelopment. The type of use (multi-family, retail, office etc.) will drive the sales price for the property which in turn could offset the construction costs for the new facility. City redevelopment projects also offer the opportunity to attract projects that meet land use goals identified in the Downtown Redevelopment Plan. Collier's market research Page 33 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 indicated that the most likely types of commercial development in downtown Clearwater were retail uses that front Myrtle Avenue, mid-rise apartment development or a limited service hotel. Based on the findings of the feasibility study, staff is recommending the City/CRA owned property located on the northwest of Court Street and Myrtle Avenue (Site B) be selected as the site for the new City Hall or Government Center. The site provides excellent visibility at the intersection of two state roadways and provides a site of civic prominence. The site has good transportation access, is located along the Pinellas Trail and is in close proximity to other city facilities and is large enough to support a stand-alone City Hall or a larger Government Center with on-site. Because either option can be built on the corner parcel, it offers the most options for public-private partnerships and redevelopment opportunities for other city-owned property. Staff also did a cursory review of potential cost savings and operational efficiencies to determine if a more detailed study into the Government Center concept was warranted. That review determined that there is a high potential for both long-term capital savings and operational savings by merging departments into a single building. At the March 2, 2020 Council meeting, direction was provided that consistent with the below recommendation, with staff working towards the generation of an RFP for design services within 60 days. That time period was intended to allow time for the previous council to consider what location they wish to have the new building designed for and to allow time for the council to be sworn in and receive the same information provided to the previous council. COVID-19 shifted priorities of staff, which has caused staff to delay the follow up presentation to the new Council and with that, the decision timeline for the building location. If the council agrees, staff would anticipate that the RFP would be ready for advertising by July 16th council meeting, and staff would ask Council to provide direction on the site for the new building at that meeting. Recommendation Based on the feasibility study and the cost savings and operational efficiency review, staff is recommending that an RFP be issued for design services using a two phased approach. Phase one would include a work order that would provide design services to the 15% level, provide a more in-depth review of space needs both City Hall and MSB, and complete a more robust review of cost savings, operational efficiencies, and the environmental impacts of both the City Hall and Government Center concepts. Staff anticipates that such analysis would include a review of enhanced customer service opportunities such as the creation of development service center, opportunities for energy savings, the future capital impact of replacing the MSB separate from City Hall, the effect of maintaining the buildings separately rather than together, and the impact to the net present value of funds already allocated to various repair and replacement projects associated with MSB as it relates to their planned timeframe for expenditure. Page 34 City of Clearwater Council Work Session Meeting Minutes July 13, 2020 Following phase one, the City Council would be provided the data needed to make a decision to construct a City Hall or a Government Center. Phase two of the design would include a second work order which would be focused on bringing the design to 100%. An RFP for design services has been generated, however, staff will need formal direction on a site prior to advertising it. Discussion deferred to July 16, 2020. 16.2Rosemere and Maple Drainage Project Discussion deferred to July 16, 2020. 17. City Attorney Verbal Reports - None 18. Council Discussion Item 18.1 Island Estates turn lane extended further East - Mayor Hibbard 18.2Call-ins for Public Comment - Councilmember Beckman At the June 1, 2020 work session, staff was directed to research what other municipalities did prior to COVID-19 and infrastructure needed to allow citizens to call-in during council meetings post COVID-19. Staff will provide an update on their findings. Discussion deferred to July 16, 2020. 18.3PSTA Update - Vice Mayor Allbritton Discussion deferred to July 16, 2020. 19. 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. 20. Closing Comments by Mayor 21. Adjourn The meeting adjourned at 1:49 p.m. Page 35 City of Clearwater