08/17/2020 Council Work Session Meeting Minutes August 17, 2020
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Monday, August 17, 2020
9:00 AM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
To ensure public safety and comply with the Governor's Safer at Home order in response to the
COVID-19 virus, the Clearwater City Council will hold a public meeting on Monday, August 17, 2020 at
9:00 a.m. using communications media technology.
Pursuant to Executive Order No. 20-69, issued by the Office of Governor Ron DeSantis on March 20,
2020, municipalities may conduct meetings of their governing boards without having a quorum of its
members present physically or at any specific location, and utilizing communications media technology
such as telephonic or video conferencing, as provided by Section 120.54(5)(b)2, Florida Statutes.
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, Rosemarie Call — City Clerk, and Nicole Sprague — Deputy
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 9:32 a.m. via communications media
technology.
2. City Manager
2.1 Approve the proposed sculptures and alternate for Sculpture360: Season X for a total
cost of$9,000.00. (consent)
The following sculptures, as listed in Attachment A, are recommended for
temporary exhibition as part of the Public Art & Design Program's
"Sculpture360: Season X."
An open Call for Florida Artists was issued detailing the scope of the exhibition
in accordance with the Public Art & Design Program Guidelines. This resulted in
17 responses from qualified artists proposing sculptures for temporary loan.
A selection panel was appointed by the Public Art& Design Advisory Board and
consisted of:
Jonathan Barnes, Representative of the Public Art & Design Advisory Board
Amanda Thompson, Director of the CRA
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Council Work Session Meeting Minutes August 17, 2020
Rosemary D'Amour, CRA representative
Lina Texiera, Downtown Clearwater Merchants Association President
Linda Rothstein, Assistant Director of the Clearwater Public Library System
The selection panel identified three finalists (Robert Cordisco, Lucy Keshavarz,
Clayton Swartz) and one alternate (Gus & Lina Ocamposilva).
The Public Art & Design Advisory Board approved the finalists and alternate,
and an allocation of$9,000 to cover artist honoraria. The sculptures will be
installed starting September 20, 2020 and will remain on display through
February 2022.
APPROPRIATION CODE AND AMOUNT:
Funds are available project Al 901, Public Art Fund, to fund the temporary loan
of sculptures.
In response to questions, Cultural Affairs Coordinator Cristopher Hubbard
said the Review Committee wanted to offer diversity in this round as the local
artist has been awarded a commission three times previously. There will be
an opportunity to display the local artist's sculpture in downtown. He said he
will be presenting an honorarium for the local artist under a different project.
It was suggested that the Committee membership be broadened to include
more members of the Public Art Advisory Board.
2.2 Authorize staff to enroll in Duke Energy Florida's Clean Energy Connection Program.
(WSO)
Duke Energy Florida's proposed CEC Program will enable qualified customers
to participate in a solar program and directly fund the development of several
utility-owned solar plants interconnected to the Duke power grid in Florida. The
program supports the construction and operation of 750MW of solar power.
Program participants subscribe to blocks of power, where one block is equal to
one kilowatt (kW) of capacity, for a fixed $8.35/kW monthly subscription fee. In
exchange, program subscribers will receive monthly bill credits based on the
amount of solar energy produced by the blocks of power that have been
subscribed to. The initial credit rate for the first three years of the program will
be $0.04037/kWh, and then the rate will increase by 1.5% every year. The
monthly credit will vary seasonally and annually, as solar energy production is
greater during the months with more direct sunlight and other events, such as
tropical storms or periods with reduced cloud cover, may occur. It is expected
that there will be a payback date of around 7 years of participation in the
program and the life of the program is 30 years.
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Participation in the program will be spread between four groups, with 65% of the
blocks of power allocated for large businesses, 22.5% for small/medium
business and residential, 10% for municipal governments, and 2.5% carved out
for low-income residential usage. Customers are eligible to subscribe to
enough solar generation to match their annual energy usage, though it is likely
that the portion being allocated to municipal government will be maxed out
before that is possible.
Between now and the time the program completes the regulatory approval
process, the subscription fee, generation bill credit rate and the yearly
escalation value may change slightly, but the overall payback will remain
consistent. Subscribers will be notified of changes and can reduce their
subscription if net costs increase.
Program Timeline:
July 1, 2020: Initial Florida Public Service Commission regulatory approval
hearing
August 31, 2020: Deadline to submit notice of intent to participate as a
municipal government
2021: Site identification and installation
Early 2022: Program Launch
CEC Program Analysis
In 2019, the City of Clearwater used 69,277,271 kWh of energy, which equates
to 28,245 KW. The City plans to request 100% participation in the program
however it is expected that the program will be subscribed to an amount far
exceeding available capacity. After the subscription deadline, Duke Energy will
analyze all municipal requests and reduce all requests by an equal percentage
to match the available capacity. The final amount of Clearwater's energy usage
that will be offset by participating in this program is unclear.
Regardless of the number of blocks allocated to Clearwater, it is expected that
annual credits will exceed the subscription fee in year five, with full payback by
year 7.
The CEC Program will help the City of Clearwater optimize/maximize the
amount of energy supplied by renewable solar energy, as outlined in the
Clearwater Greenprint plan.
This is a low risk program and signing up now only commits the City to one
month of the program (-$556) that is projected to begin in 2022. The City can
cancel its subscription at any time expect for the one-month commitment from
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Council Work Session Meeting Minutes August 17, 2020
signing up. There are no cancellation fees and no agreement or contract of any
kind will be signed until the program is implementable.
Recommendation
Staff recommends that the City Council authorize staff to subscribe to the
planned Duke Energy Florida's Clean Energy Connection (CEC) Solar Program
at 100% of eligible electricity demand.
Sustainability Coordinator Sheridan Boyle provided a PowerPoint
presentation.
In response to questions, Ms. Boyle said there will be 10 different solar sites
but the locations have not been identified. Duke Energy Representative Jeff
Baker said the ten 75 MW sites will not likely be built in Pinellas County due
to land costs. The 75 MW sites require at least 375 - 400 acres, Duke is
considering northern rural territory of the State. He said Duke will come back
next year to offer the program to residential and small business customers.
The solar panel's expected life span is 30 years, which is the length of the
program. Assistant City Manager Micah Maxwell said the City would budget
annually to participate in the program.
3. Gas System
3.1 Accept a Gas Utility Easement from VMR Development, LLC, for the construction,
installation, and maintenance of gas utility facilities on real property located at 3139 Little
Road, FL and adopt Resolution 20-34.
VMR DEVELOPMENT, LLC (Grantor) has granted a non-exclusive five-foot
wide natural gas easement, on property located on the southwest corner Little
Road and State Road 54, in Pasco County for the installation of a natural gas
distribution line. This main line will serve commercial customers in the Village at
Mitchell Ranch shopping plaza, located at 3139 Little Road, contained within the
following parcels:
Parcel ID#: 23-26-16-0010-P10B0-0000, 23-26-16-0010-00000-0110,
23-26-16-0010-00000-0020, 23-26-16-0010-00000-0030,
23-26-16-0010-00000-0040, 23-26-16-0010-00000-0050,
23-26-16-0010-00000-0060, 23-26-16-0010-00000-0070,
23-26-16-0010-00000-0080, 23-26-16-0010-00000-0090 &
23-26-16-0010-P 1 OAO-0000
The easement grant is sufficient for the City to maintain and replace its facilities
as necessary in perpetuity, or until such time as the City determines to abandon
its use.
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4. Parks and Recreation
4.1 Authorize a purchase order to Southeastern Surfaces and Equipment of New Smyrna
Beach, Florida in an amount not to exceed $189,750.55, which includes a 10%
contingency, to provide and install gymnasium equipment and replace and repair flooring
at the Long Center and Countryside Recreation Center gymnasiums, pursuant to
Clearwater Code of Ordinances Section 2.564 (1)(d) Cooperative Contracts and
authorize the appropriate officials to execute same. (consent)
Parks and Recreation Department is responsible for major capital repair and
renovation projects required at the various recreation centers, which are beyond
the responsibility of the Building and Maintenance Division.
Gymnasium equipment and flooring at both the Long Center and Countryside
Recreation Center are in need of repair and/or replacement.
This purchase order will allow for the replacement of wall pads, backboards,
curtain walls, miscellaneous backboard motors, and additional items needed at
both recreation centers. In addition, it will include the removal and replacement
of Taraflex Flooring at the Countryside Recreation Center as well as the
screening and recoating of flooring at the Long Center.
Southeastern Surfaces & Equipment is currently under contract with The
School Board of Sarasota County, Florida as a result of bid #19-0103.
Piggyback Contract #19-0103 expires on October 1, 2021.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the following Capital Improvement Projects:
The Long Center Infrastructure- 315-93278- $62,957.40 (includes a 10%
contingency)
Recreation Center Infrastructure-315-93654- $126,793.15 (includes a 10%
contingency)
4.2 Approve a proposal by Construction Manager at Risk Certus Builders of Bristol, Florida,
in the amount of$223,812.93 for the renovation and construction of Phase 11 restroom
expansion at Barefoot Beach House located on south beach at 332 S. Gulfview
Boulevard and authorize the appropriate officials to execute same. (consent)
On June 28, 2016, 2016, the Council approved the use of Construction Manager
at Risk Services (CMR) for Continuing Contracts Biltmore Construction Co.,
Inc. of Belleair, FL; Cathey Construction and Development, LLC of Mexico
Beach, FL; Certus Builders, Inc. of Tampa, FL; J. Kokolakis Contracting, Inc. of
Tarpons Springs, FL; J.O. Delotto & Sons, Inc. of Tampa, FL; Keystone
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Excavators, Inc. of Oldsmar, FL; Khors Construction, Inc. of Thonotosassa, FL;
and Wharton-Smith, Inc. of Sanford, FL for a period of four years.
These firms were selected in accordance with Florida Statutes 255.103 and
287.055 under Request for Qualifications #24-16 based upon construction
experience, financial capability, availability of qualified staff, local knowledge and
involvement in the community.
The Construction Manager at Risk Contract with Certus Builders was set to
expire on August 4, 2020. Per Clearwater Code of Ordinances Section 2.561(8)
and Article 12 (Section III, General Conditions), the City Manager approved an
amendment extending the Contract until October 1, 2020. This Proposal further
extends the Contract until completion and acceptance of this Project and upon
final payment.
On December 3, 2015, Council awarded a contract to Certus Builders of
Tampa, Florida in the amount of$124,908.02 for the renovations and
construction of Phase I to the restrooms at Barefoot Beach House, 332 S.
Gulfview Blvd. Phase I consisted of expanding and improving the women's
public restroom facilities at Barefoot Beach House and increasing the amount of
water closets in the women's room from five to thirteen. This phase was
completed in June of 2016.
Phase 11 in the amount of$223,812.93 is for the renovation of the men's
restrooms, expanding the number of toilet fixtures and providing a separate
companion restroom for family use. Delays in construction of Phase II were
caused due to FEMA building requirements.
During construction, the current men's restrooms will be closed with portable
facilities being provided and made available to the public.
Construction will be completed prior to Spring Break 2021.
APPROPRIATION CODE AND AMOUNT:
315-93646, Restroom Expansion-Barefoot Beach House
A third quarter budget amendment will provide a transfer of$40,370 from capital
improvement project 315-93672, Clearwater Beach Infrastructure R&I, to capital
improvement project 315-93646, Restroom Expansion-Barefoot Beach House,
to provide additional funds needed for this contract.
5. Police Department
5.1 Approve a lease agreement between the InterCultural Advocacy Institute, Inc. and the City
of Clearwater for the premises located at 612 Franklin Street, Clearwater, Florida, for a
period commencing November 1, 2020 and terminating on October 31, 2023, and
authorize the appropriate officials to execute same. (consent)
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Since 2001, the City has been leasing their facility at 612 Franklin Street,
Clearwater which has been used to create and operate a central facility that
houses many relevant services needed by Clearwater's Hispanic Community.
The current lease agreement with InterCultural Advocacy Institute, Inc., will
expire on October 31, 2020 for the operation of the Hispanic Outreach Center
(HOC).
To date, all partnerships involving the premises known as the HOC and the
attendant community programs have been very successful and have received
public acclaim.
A current listing of some of the services/programs offered through the HOC
include:
• Referring both victims and witnesses to the Clearwater Police
Department (CPD).
• Referring individuals to civil court or other non-profits for assistance.
• Handling domestic injunctions and referrals.
• Training & Consultation. Topics include human trafficking, wage theft,
refugee resettlement outreach, police-minority relations, and cultural
integration.
• Collaborating with Community Organizations such as the Mexican
Council of Tampa Bay, Suncoast Center, Girl Scouts of West Central
Florida, Gulfcoast Legal Services, and others, to provide on-site
services for the Hispanic community.
• Managing the Hispanic Leadership Council, of which the City of
Clearwater and the Clearwater Police Department are members, to
enhance services and access for the Hispanic community.
• Providing both interpreter and victim advocacy services. These
services respond to the needs of the Hispanic community and may
include health matters, legal issues, and other concerns identified by the
Hispanic community, the Lessee, or CPD.
• Providing English for Speakers of Other Languages (ESOL) classes
coordinated by the HOC.
• Administering youth services. HOC administers various youth programs
targeted toward at-risk youth from Hispanic and other ethnic or language
groups. These programs focus on risk reduction and the development
of individual and leadership skills needed in adulthood.
ICAI will be responsible for all maintenance of the inside of the premises and for
all utility costs. The City will be responsible for all maintenance of the exterior of
the premises, including the building and grounds. Either party may terminate
the agreement on thirty days written notice if any single item of maintenance or
repair exceeds $5,000.
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5.2 Approve a purchase agreement with Inventech Marine Solution, of Bremerton, WA, in the
amount of$181,526 for a 27-foot police patrol vessel, engines, and trailer, in accordance
with Clearwater Code of Ordinances Section 2.564(1)(d) Other Government Entities
Bids; declare surplus and authorize for disposal at auction G3782 and G3783, being
replaced in accordance with Clearwater Code of Ordinances Section 2.622; and
authorize the appropriate officials to execute same. (consent)
The Clearwater Police Department Marine Patrol Unit was established in 2010
after the City Council approved the purchase of a 23-foot Contender, equipped
with a Yamaha F250 outboard engine and an aluminum trailer. The purpose of
the Marine Patrol Unit is to increase boating safety within the waterways of the
city of Clearwater.
The current vessel (G3782) and trailer (G3783) were placed in service in
February 2011. The hull of the vessel has experienced cracking from
environmental conditions and the engine has exceeded the industry standard
life expectancy of 1,500 hours, by an additional 1,000 operating hours. 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.
The Police Department evaluated a variety of patrol vessels consisting of both
fiberglass and aluminum hulls for replacement of the current vessel. Aluminum
hull vessels are extremely reliable and are becoming the industry standard for
public safety agencies. During this process, the Police Department evaluated
several aluminum vessel manufacturers; the evaluation was based on
functionality, warranty, cost, and customer service.
Based upon this evaluation, staff recommends the purchase of a Life Proof
27HT102-PRO vessel (open cockpit, center console) that is powered by dual
Mercury 225 outboard engines. The vessel is coupled with an aluminum
tandem-axle trailer and made available as a package through Inventech Marine
Solutions, in the amount of$181,526.
The pricing included in this purchase agreement was competitively solicited and
obtained through a contract established by the U.S. Federal General Services
Administration (GSA) Schedule 84, Contract#47QSWA18DO015. Schedule 84
serves as a national resource for local government entities to procure Total
Solutions for Law Enforcement and Marine Crafts through the Government's
Cooperative Purchasing Program.
The Police Department anticipated this purchase and has funding available to
complete the purchase of this replacement vessel. On-going maintenance
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costs, fuel, and upkeep funds are available within 181-99329 (Investigative Cost
Recovery), consistent with costs associated with these purposes for the
department's current vessel.
Vessel/Trailer Information for Surplus:
G3782 - 2011 Contender Open Fishermen 23-foot boat -VIN# JDJ23757A111
G3783 - 2011 Ameri-Trail Boat Trailer - VIN#4DJAB2225BA004324
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will establish project P2001, Police Boat
Replacement, transferring $181,526 in fine revenue from special program
99329, Investigative Cost Recovery to fund this purchase.
Revenues from the surplus sale will be credited to special program 99329,
Investigative Cost Recovery, to offset a portion of this expense.
In response to questions, Deputy Chief Eric Gandy said staff relied on
FWC's feedback, FWC is purchasing welded aluminum vessels. He said
fiberglass is unforgiving when there is contact between vessels and
when boarding. The urethane foam ring acts a buffer and does not provide
any flotation.
5.3 Amend the Clearwater Code of Ordinances, Section 33.055, relating to the regulation of
derelict vessels and pass Ordinance 9383-20 on first reading.
The police department works in conjunction with local and state agencies to
address `at risk' vessels and `derelict' vessels.
Per Florida Statute § 327.4107 a vessel is `at risk' if any of the following
conditions exist: (a) the vessel is taking on or has taken on water without an
effective means to dewater; (b) Spaces on the vessel that are designed to be
enclosed are incapable of being sealed off or remain open to the elements for
extended periods of time; (c) The vessel has broken loose or is in danger of
breaking loose from its anchor; (d) The vessel is left or stored aground
unattended in such a state that would prevent the vessel from getting underway,
is listing due to water intrusion, or is sunk or partially sunk; or (e) The vessel
does not have an effective means of propulsion for safe navigation within 72
hours after the vessel owner or operator receives telephonic or written notice.
Per Florida Statute § 823.11 a vessel is `derelict' if it is left, stored, or
abandoned in a wrecked, junked, or substantially dismantled condition.
The police department is currently addressing four vessels deemed `at risk' and
two vessels that are deemed `derelict.'
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The changes to Section 33.055 will give the City of Clearwater an additional
option for addressing derelict vessels: issuance of a civil citation to be heard by
the City's special magistrate. Compared with prosecution through the county
court system, the magistrate route will provide the police department a quicker
option to legally declare vessels `derelict' or `at risk.'
In response to questions, Police Chief Daniel Slaughter said the proposed
change would allow the Department to be more aggressive. Derelict vessels
includes those vessels that are mostly dismantled. Assistant City Attorney
Matthew Smith said the City is preempted by the State. If the City had their
own mooring field, Clearwater could regulate within the mooring field.
Discussion ensued with a suggestion made that the City hire a diver to video
record the human waste surrounding the derelict vessels, which can be
shared with legislators. There was consensus for staff to obtain information
regarding cost to video record the bottom of the channel.
6. Engineering
6.1 Approve Engineer of Record (EOR) Work Order to McKim and Creed, Inc., in the amount
of$201,910.50 for the Northeast (NE) Water Reclamation Facility (WRF) Motor Control
Center-1 (MCC-1) and Distribution Centers 1 and 2 (DC-1 and DC-2) Replacement
(17-0028-UT) and authorize the appropriate officials to execute same. (consent)
The City of Clearwater owns and operates the Northeast Water Reclamation
Facility (NE WRF). This project will replace and upgrade Motor Control Center 1
(MCC-1), which controls the motors that operate the 2nd Anoxic Tank, in
addition to the two switchgear distribution centers, DC-1 and DC-2, that
transition power to a generator upon loss of utility power.
MCC-1 is housed in an outdoor fiberglass enclosure that is showing signs of
age and is exposed to heating from the sun. DC-1 and DC-2 are more than 40
years old and have reached the end of their useful life. In addition to replacing
the equipment, this project will evaluate technological advances that may be
implemented to improve operation and maintenance efficiencies.
This project includes geotechnical and environmental assessments. The
geotechnical investigation will evaluate localized subsidence in the area the
equipment is currently housed to determine if structure stabilization is required
or if a new location is recommended. The environmental investigation includes
an asbestos and lead survey.
APPROPRIATION CODE AND AMOUNT:
3277327-561300-M 1906 $201,910.50
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Funding is available in Water and Sewer Renewal and Replacement Project
M1906, Northeast Plant R&R, to fund the work order.
6.2 Approve Engineer of Record (EOR) Work Order to Hazen and Sawyer, in the amount of
$189,024.00, for the Chemical Storage and Handling project (19-0034-UT) and authorize
the appropriate officials to execute same. (consent)
This project will evaluate chemical containment structures and handling
procedures at infrastructure owned and maintained by the Public Utilities
Department. The purpose is to assess all areas and equipment that store/utilize
chemical agents and recommend improvements, if any, necessary to comply
with regulatory requirements and best industry practices.
It is anticipated the assessment will be completed within 166 calendar days
from issuance of Notice to Proceed.
APPROPRIATION CODE AND AMOUNT:
3217321-530100-96721 $94,512
3217321-530100-96664 $94,512
Funds are available in Capital Improvement Projects in amounts of$94,512
from 96721, System Renewal and Replacement, and $94,512 from 96664,
WPC Renewal and Replacement, to fund the work order.
6.3 Approve the final plat for Union Place Replat, 1625 Union Street, located east of Highland
Avenue and west of Keene Road. (consent)
This plat will create 30 single family residential lots, adding 3 lots to the currently
plated subdivision. The project site consists of 5.34 acres M.O.L.
The Replat was approved through the Development Review Committee on
January 2nd, 2020.
In response to a question, Geographic Technology Manager Tom Mahony
said single-family residential homes, consisting of 3 and 4 bedrooms with 2-
car garages will be built. The starting price is $300,000.
7. Fire Department
7.1 Approve the Pinellas County Technical Rescue Team Agreement (extension) with
Pinellas County and the City of Clearwater for one additional one-year term extending
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until September 30, 2021 and authorize the appropriate officials to execute same.
(consent)
Pinellas County has produced an interlocal agreement between the Cities of
Clearwater, Largo, Pinellas Park, St. Petersburg, and the Pinellas County Board
of County Commissioners to provide specialized rescue services to the
residents of Pinellas County. The original agreement defines the obligations and
responsibilities of the Cities for these services in exchange for funding from
Pinellas County for a five-year period effective October 1, 2015 expiring
midnight on September 30, 2020.
In order to provide specialized rescue services (technical rescues) to include
but not be limited to, confined space, high angle/advanced rope, trench and
excavation, water, wilderness, structural collapse, complex vehicles and
machinery extrication, to the residents of Pinellas County it is essential to
continue to develop the capability, expertise and resources to handle situations
where such rescues could occur.
To improve responsiveness and to increase efficiency, the aforementioned fire
agencies and the Pinellas County Regional 9-1-1 Center will continue to work in
conjunction to respond to situations where there is a unique and/or complex
rescue situation within Pinellas County in a uniform training, educational, and
fiduciary manner. The end result is a higher level of technical service provided
to the highly populated peninsula that is exposed to adverse weather,
man-made disasters, and natural populace actions that create emergencies
involving specialized rescues.
Each participating agency will be reimbursed by Pinellas County for up to
$56,400 in overtime and backfill staffing costs for personnel to attend training,
and up to $10,000 for the travel and training related expenses each year.
The initial Technical Rescue Team Contract duration is five years with the
option to renew for an additional five year period upon mutual agreement;
whereby, it is the desire of the parties to modify the terms of the TRT
Agreement to allow for a one year extension and waive the provision of the TRT
Agreement which provides for a five year renewal term. Upon approval of this
Extension, all terms of the TRT Agreement will remain in force.
7.2 Approve the Federally-Funded Subaward and Grant Agreement for public assistance
support for COVID-19 expenditures and authorize the City Manager or designee to enter
into, approve, and execute same and any future modifications for COVID-19
expenditures. (consent)
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Federal Emergency Management Agency's (FEMA) Public Assistance program
is a Federal grant to aid State and Local governments.
FEMA recognizes that noncompetitive procurements may be necessary to save
lives, to protect property and public health, and to ensure public safety, as well
as to lessen or avert the threat of catastrophe. The President's unprecedented
Nationwide Emergency Declaration and the Secretary of Health and Human
Services (HHS) declaration of a Public Health Emergency for COVID-19
establish that exigent and emergency circumstances currently exist.
For the duration of the Public Health Emergency, which began January 27,
2020, as determined by HHS, entities may proceed with new and existing
noncompetitively procured contracts in order to protect property and public
health and safety, or to lessen or avert the threats created by emergency
situations for 1) Emergency protective measures under FEMA's Public
Assistance Program and 2) Use of FEMA non-disaster grant funds by non-state
recipients and sub-recipients to respond to or address COVID-19.
A Request for Public Assistance (RPA) was submitted and approved. FEMA
and the State share the responsibility for making Public Assistance funds
available to the Subgrantee/Subrecipient. It is now necessary for the City of
Clearwater, as the Subgrantee/Subrecipient, to enter into the Agreement with
the Florida Division of Emergency Management (the Grantee/Recipient) in order
to participate in this grant program.
8. Public Utilities
8.1 Authorize the award of Invitation to Bid 38-20 Antiscalant to American Water Chemicals,
Inc. of Plant City, FL in an annual not-to-exceed amount of$65,000, with the option for
two, one-year extensions at the City's discretion, and authorize the appropriate officials to
execute same. (consent)
Invitation to Bid (ITB) #38-20, Antiscalant was issued on June 9, 2020. Two
bids were received on July 8, 2020. American Water Chemicals Inc represents
the lowest responsive, responsible bidder for Antiscalant.
Antiscalant is a water treatment chemical used to inhibit the formation of scale
for water being purified by the Reverse Osmosis (RO) treatment process.
Antiscalant is utilized at the two Water Treatment Plants for treating drinking
water. Antiscalant blend and dosages are based on each individual plant's water
quality and membrane configuration. RO1 and RO2 use different antiscalant
blends and dosages.
The initial contract period will be August 21, 2020 through August 20, 2021, with
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the option for two, one-year term renewal terms available to the City. Renewal
Terms allow for cost increases based on the Producer Price Index#0613 Basic
Inorganic Chemicals; renewal prices shall be firm for the respective annual
term.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY20 are available in Public Utilities' cost centers, cost code
550100 Lab Chem Supplies.
Funding for future fiscal years (FY21 through FY23) will be requested within
contract calendar and spending limits.
9. Planning
9.1 Provide Direction on Planning and Development Department Program Priorities (WSO)
Several significant projects are scheduled to start over the next few months. At
the September 3, 2020 city council meeting the Department will be seeking
approval of a consulting contract to assist in a major update of the
Comprehensive Plan. The Department was also planning to issue an RFP the
week of August 17 for a business process study to evaluate current
development review, permitting and inspections processes and provide
recommendations for improvements. The goal is to have these two projects
proceeding concurrently so upon their completion there will be policy direction
and recommended process improvements to provide the basis for a major
re-write or new Community Development Code. Both projects are significant in
terms of staff and management resources, scope and importance to the
community.
The Department also has quite a few other projects/studies/reports currently
underway or programed to start within the next months which are listed below.
Two projects that are not included in the list but could impact the Department's
resources are the development of a redevelopment plan for N. Greenwood if a
CRA is established and a major land use plan amendment and rezoning
application if The Landings referendum passes. Also not included in this list is
the customer-driven daily work of processing planning applications, building
permits and conducting daily inspections and code compliance work. All are
depicted on the information provided by staff, including the potential planning
efforts.
• Ft. Harrison Ave. Complete Streets
• Community Dashboard
• City Hall
• Food Truck Code Amendments to Address HB 1193
• Lien Amnesty Program
• One-Stop Guide to Development Review
• Development of Standardized Reporting of Departmental Metrics
• Private Plan Review Fee Evaluation and Potential Code Amendment
• State Required Building Permit and Inspection Fee Report
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Council Work Session Meeting Minutes August 17, 2020
• IVR Enhancement - Text Service
• Citizens Guide to Quasi-Judicial Hearings
• Evaluation of Private Provider Fee Reduction
• Placemaking Initiatives
• Code Enforcement Sweeps
At a previous work session several Council members expressed their interest in
studies/projects not included in the Department's current work program. They
included an amendment to the Downtown Plan and an evaluation of issues that
arise when abutting zoning districts with different levels of development potential
or uses cause compatibility issues. There may also be interest in other use
related issues that could result in amendments to the Community Development
Code.
To determine how to best support any new Council priorities, a more detailed
review of projects and project timings has been completed. Time to absorb new
projects could be carved out by delaying the planned start of the Business
Process Study for six months and rescheduling the work needed to address a
recent State preemption for mobile food dispensing vehicles (food trucks).
The scale of the Comprehensive Plan update work is significant, which impacts
what additional work could be absorbed even with the potential shifting of the
two items suggested above. An amendment to the Downtown Plan would
require approximately one year to complete and would also require Downtown
zoning district amendments which could be developed and processed
concurrently. Due to the extent of this work and time involved, if this project is
added to the work program and the North Greenwood CRA is approved, the
Department could not absorb both of these projects. It is less clear what work
might be generated out of a discussion relating to zoning district compatibility
concerns so providing any definitive project timeline is difficult. Staff would be
stretched beyond its capacity to undertake both the Downtown Plan
amendments and any zoning district study at the same time.
Staff is seeking Council direction on any changes to the Planning and
Development Department work program priorities.
Planning and Development Director Gina Clayton reviewed the Department's
work program for the upcoming fiscal year.
In response to questions, Ms. Clayton said staff has not seen a reduction in
building permits cases during the COVID pandemic. It will take staff up to a
year to prepare an amendment to adopt the County's plan for the downtown,
as it will require a traffic analysis to support the density increase for the
downtown core area. If the amendment addresses areas outside of the
downtown core area, staff will need additional time to prepare the
amendment. She said the amendment can be limited to the downtown core
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
with allowable density which will be easier for staff. The amendment to the
Downtown Plan will require approval from the Community Development
Board, City Council, Forward Pinellas and the Board of County
Commissioners in order to be adopted. The Business Process Study is the
project needed to address some of the concerns related to the permitting
and inspection processes and will involve extensive engagement with
contractors and the development community. The study will provide
recommendations for potential code changes, to include any organizational
and staffing changes. Assistant City Manager Michael Delk said he has
reached out to some of the developers who did not respond to the Imagine
Clearwater Requests for Expressions of Interest (RFEI), some of the
developers indicated they may respond to the full RFP, which is the next
step. He said staffs intent was to create interest and confidence in the
market.
The City Manager said he will work with staff to figure out the sequence. He
said there are limitations to the number of FTEs that can be hired.
The Council recessed from 11:11 a.m. to 11:21 a.m.
10. Official Records and Legislative Services
10.1Amend City Council Policies 2-21, 3-2, 3-4, 3-5, 5-7, 5-12, 6-4, and 8-2.
Staff is recommending the following amendments:
Special Events Fee (2-21) - staff recommends updating event name and
timeline.
The Special Events Committee will review applications for use of City beaches,
sidewalks, outdoor recreation open space and rights-of-way. Sponsoring
organizations will be responsible for the costs of all City services needed in
conjunction with the events unless they are City sponsored or co-sponsored
events.
The City Council may waive all or a portion of fees and related charges for City
sponsored or co-sponsored events, including, but not limited to Jazz Holiday,
July 4th, Turkey Trot, and Martin Luther King, Jr. Celebration Parade. There shall
be an annual review of City sponsored/co-sponsored events during the budget
process. An agenda item confirming co-sponsorship and waiver of fees for
those to be submitted in the budget will be brought for City Council
consideration and acceptance On "n, Ma;�Tby June of each calendar year. All
items accepted by the Council are then to be included in the appropriate
department's budget. Only after the item is passed as part of the approved
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
budget is the item considered to be funded.
In the event additional monies are requested beyond what is included in the
approved budget, City Council approval will be needed before said additional
funds are appropriated.
Citizen Inquiries- Responses (3-2) - staff recommends adding language to
create a process when a member of Council is requested to support a grant
application that the City may be considering.
A. Generally responses should be in the same form as received, i.e. letter
with letter. However, when deemed to be more appropriate a different
form may be used.
B. Inquiries addressed to a specific Councilmember will be responded to
by that Councilmember.
C. Inquiries addressed to the whole Council, whether in one letter or
duplicate letters to all Councilmembers, will be answered factually by
the Mayor using language that indicates that he or she is responding
for the Clearwater City Council. When needed, responses will be
brought to Council for direction, prior to being sent. Mail will be routed
to the appropriate staff to draft a response. Individual Councilmembers
are not precluded from responding individually to express their opinion.
D. Inquiries received which are not specifically addressed to the Council or
its members will be answered by the City Manager or designated staff
member.
E. Inquiries and responses will be distributed, via e-mail, to all
Councilmembers.
F. Form letters or emails may be acknowledged but will not require a
customized response.
G. Requests to support grant applications will be directed to the Council
Assistant who will confirm with staff if a city application is being submitted
for the grant application.
Departing Councilmembers' Gifts (3-4) - staff recommends updating
language to coincide with current practice:
Departing gifts shall be chosen in consultation with the outgoing members. The
value of the gifts shall be a maximum of$300 for one full term, $500 for two full
terms and $600 for more than two full terms.
One full term. Plaque, nameplate, letter, pewter tray with seal Council
pictures.
Two full terms. Plaque, nameplate, letter, City watch, Council pictures.
Three or more full terms. Plaque, nameplate, ring ^^IIage er alburn, tra.
with seal, letter gag gift, �inariGatre
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
Distribution of Council Correspondence (3-5) - staff recommends updating
language with current practice.
All correspondence to the Mayor and the Councilmembers arriving at City Hall
received pursuant to the law or in connection with the transaction of official
business by the City of Clearwater shall be distributed as follows:
When needed, e-mails will be forwarded to all Councilmembers by the
Council Assistant. Councilmembers will receive the original ef- hard copy
items individually addressed to them, whether anonymous or not. Council
e-mails and other correspondence will be available on the City's website
through the electronic document management system. Mail will be
delivered to the Council enGe per week er as neede daily
Courtney Campbell Causeway (State Road 60)Welcome Signage Program
(5-7) - staff recommends adding language clarifying process to replace
welcome signs.
4.Installation of a welcome sign will be processed in accordance with the
following:
A. Requests for a welcome sign shall be submitted in writing to the Parks
and Recreation Department by filling out a Courtney Campbell Parkway
(State Road 60) Welcome Signage Program Application. The form is
available online at www.myclearwater.com
<http://www.myclearwater.com>, or by calling the Parks and Recreation
Department.
B. The award to be recognized by the welcome sign must be of national or
international significance.
1. Accomplishment of national or international significance is an
achievement or completion of an award granted to an organization or
to the City in recognition of being the best in the entire nation or the
best involving two or more countries that promote and enhance the
image of Clearwater.
2. Significant Clearwater historical events are defined as events that
are unique to Clearwater and add to the overall understanding of the
City and its history.
C. If approved, a welcome sign may be allowed for a period not to exceed
two years. If no other request for signage has been submitted, the
current sign may continue for an unspecified time until another
application is accepted.
D. Requests for a welcome sign may be made by a group or an individual,
however written approval to use the event or award to be recognized
must be secured from the governing body being represented. In cases
where the request is for a group or organization no longer in existence
but historically significant to the City, no approval is necessary.
Special Event Street Closure Limitation (5-12) - staff recommends updating
language with current practice.
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
Street closures for special events shall be limited to two (2) per calendar year
requested by any one non-profit or for-profit organization. The City of Clearwater
and council approved Co-Sponsored events shall be exempt from this limitation.
The City shall comply with any Florida Department of Transportation policies
regarding street closures of state roads.
Landscaping of City Roads (6-4) - staff recommends adding language that
cites recommended resources.
When landscaping is a necessary and integral part of a City road or street
improvement/construction project the landscape material shall be selected and
located based on ease and frequency of required maintenance. c lll SuGh
material shall be drought resistPer Clearwater Community Development
Code Sec. 3-1202, all such material shall be native, or a non-invasive plant
naturalized to Central Florida. Plants recommended in the Guide of Southeast
Florida Water Management District, Florida Native Plant Society,
FloridaYards.org, University of Florida or other entity as approved by the
Community Development Coordinator shall be used.
Brick Streets (6-2) - staff is not recommending any changes to the policy;
format changes are implemented to keep sections together.
Amplification of Sound at City Venues (8-2) - staff recommends deleting
paren 3; due to technology changes, the current language was restrictive on
how sound should be measured.
2.Amplification of sound including music will not exceed an average of 95
decibel or dB level measured at the house mix over a period of 30 seconds.
4 4mnlifination of sound during the event will be measured by a pity employee or
rit y nontra Gtor by using a sound level motor whish is an instrument th�t
mGlurl a Mi n� h�plifier�dete r integrator or time a�ipr�
output it splay peter and the weighting networks`used to measure average,
va �-ar,a-crr�vY'�,y,, ccvvvrn�ari �v-nT �urc�var-rcr
pressure level
3. The city employee or city contractor will measure the sound levels for
every group performing at the event.
Staff was directed to add the following statements for Council Policy 3-2,
Citizen Inquiries - Responses:
H. Media interview requests that are not addressed to a specific council
member, will be assigned in the following order(per availability): Mayor, Vice
Mayor, remaining council members based on seniority.
I. Council members scheduling individual meetings with the same
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
citizen/group shall coordinate background information through the city
manager prior to the scheduled meetinq to ensure council members have
consistent information.
11. Legal
11 A Confirm COVID-19 Emergency Proclamation and adopt Resolution 20-44.
12. City Manager Verbal Reports
12.1 Imagine Clearwater Update
Assistant City Manager Michael Delk said the complexity of a Conservancy,
how to proceed to an RFP from the RFEI and the associated referendum
require a special work session on the topics.
The was council consensus to schedule a special work session on
September 15, 2020.
13. City Attorney Verbal Reports — None.
14. Council Discussion Item
14.1 Environmentally Friendly/Educational Design of Coachman Park - Councilmember
Beckman
Councilmember Beckman provided a PowerPoint presentation.
Discussion ensued with council consensus for staff to work with Stantec to
identify components that could be implemented into the park with cost
information.
In response to questions, the City Attorney said sponsorships may be an
issue for the Conservancy to consider. Assistant City Manager Michael Delk
said Stantec has a broad range. Staff will pursue the recommendation of
solar panels on the amphitheater roof with Stantec. He said staff did
not discuss partnership opportunity with the Pinellas Botanical Garden.
15. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2).
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City of Clearwater
Council Work Session Meeting Minutes August 17, 2020
Councilmember Beckman requested a staff presentation at the council
meeting regarding the upcoming Imagine Clearwater bond validation hearing
process. She requested future discussions be scheduled regarding the
advisory board selections process and council discussion philosophical
approaches.
16. Closing Comments by Mayor — None.
17. Adjourn
The meeting adjourned at 12:13 p.m.
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City of Clearwater