09/13/2021 Council Work Session Meeting Minutes September 13, 2021
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
e
Meeting Minutes
Monday, September 13, 2021
9:00 AM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes September 13, 2021
Roll Call
Present 5 - Mayor Frank Hibbard, Councilmember Hoyt Hamilton, Councilmember
David Allbritton, Councilmember Kathleen Beckman, and
Councilmember Mark Bunker
Also Present: Micah Maxwell — Interim 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 9:00 a.m.
2. Office of Management and Budget
2.1 Set final millage rate of 5.9550 mills for fiscal year 2021/2022 against non-exempt real
and personal property within the City of Clearwater and pass Ordinance 9497-21 on first
reading.
In accordance with Chapter 200 of the Florida Statutes, which defines
requirements for the Determination of Millage and the rules governing Truth in
Millage (TRIM) compliance, the City Council must hold two public hearings to
adopt a final millage rate for the new fiscal year. The adoption of this ordinance
to establish the millage rate and the two related budget ordinances are an
integral part of fulfilling these requirements.
The City Council set a tentative millage rate of 5.9550 mills on July 15, 2021,
which is the rate that appeared on the TRIM notices mailed to taxpayers in
August. The millage rate of 5.9550 mills represents a 4.60% increase from the
rolled back rate of 5.6932 mills.
Ordinance 9497-21 is presented in order to adopt the millage rate of 5.9550
mills to support the operating and capital improvement budgets for the
2021/2022 fiscal year.
2.2 Approve the fiscal year 2021/2022 Annual Capital Improvement Budget, establish a
six-year plan for the Capital Improvement Program (CIP), and pass Ordinance 9499-21
on first reading.
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In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearing to adopt the final budget. The adoption of this ordinance and the related
ordinances adopting the 2021/22 millage rate and operating budget are an
integral part of fulfilling these requirements.
On June 30, 2021, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2021/22 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 15, 2021,
for Council discussion and citizen input. In addition, a Special Budget Work
Session was held on August 3, 2021 for Council discussion of the proposed
budget.
No changes have been made to the Preliminary Capital Improvement Budget.
2.3 Approve the recommended Penny for Pinellas project list, as revised for Fiscal Years
2021/22 through 2029/2030.
On March 6, 1997, the City Council adopted Ordinance 6137-97. The ordinance
established the requirement for a special hearing prior to adoption of the capital
improvement budget to discuss the use of Penny for Pinellas tax, and at any
time in which there is any proposed change to the Penny for Pinellas project
funding of$500,000 or more.
Changes to Penny for Pinellas projects that meet this criterion in the proposed
2021/22 capital improvement budget and six-year plan include the following:
• Fire Engines/Ladder Truck Replacement - The funding for this
project is being reduced by a total of$350,300 due to recognizing the
allocation of Fire Tax revenues from the county for fire services provided
in unincorporated areas of the Clearwater Fire District. This funding is
being reallocated to the City Hall project in fiscal year 2021/22 to provide
funding to respond to location studies, site surveys and/or property
valuations if opportunities are presented in advance of construction
funding which is available in fiscal year 2024/25.
• Public Safety Vehicle/Equipment Facility - This project with total
funding of$1,500,000 is being separated into two separate projects,
Fire Vehicle/Equipment Facility and Police Vehicle/Equipment
Facility, budgeted at $750,000 each. These new projects, funded in
fiscal year 2021/22, are created to provide for location specific storage
of the Fire and Police department's oversized vehicles.
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• Aviation Operations Center -The funding for this project, which
provides for construction of a new operation center at the Clearwater
Airpark facility, is being postponed to fiscal year 2026/27.
• Sand Key Bridge Replacement Fund - This project, with total funding
of$22,000,000 planned for fiscal years 2026/27 through 2029/30, is
being eliminated from the project list due to an updated replacement
timeline now estimated for 2070.
• Waterfront/Bluff Masterplan (Imagine Clearwater) - This project is
being increased by $22,000,000 to provide additional funding needed for
construction of the Imagine Clearwater waterfront/bluff redevelopment
plan. This funding will be available in fiscal years 2026/27 through
2029/30.
2.4 Approve the City of Clearwater Annual Operating Budget for the 2021/22 fiscal year and
pass Ordinance 9498-21 on first reading.
In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearings to adopt the budget. The adoption of this ordinance and the related
ordinances adopting the 2021/22 millage rate and the Capital Improvement
Budget are an integral part of fulfilling these requirements.
On June 30, 2021, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2021/2022 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 15, 2021,
for Council discussion and citizen input. In addition, a Special Budget Work
Session was held on August 3, 2021, for Council discussion of the proposed
budget.
The following changes have been made to the preliminary operating budget and
are included in the ordinances for adoption of the fiscal year 2021/2022
operating budget:
• Updates made in Miscellaneous and Transfer In revenues (net zero) to
account for revenues in the correct categories.
• The Non-Departmental budget is being reduced by $1,300,835,
transferring this amount to the Police Department to account for the
FOP and FOP Supervisors contracts which were approved on
September 2, 2021.
• In the Parking Fund, a correction is made to account for vehicle
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purchases originally budgeted in the wrong cost center.
2.5 Amend the City's fiscal year 2020/2021 operating and capital improvement budgets at
third quarter and pass Ordinances 9500-21 and 9501-21 on first reading.
The fiscal year 2020/21 operating and capital improvement budgets were
adopted in September 2020 by ordinances 9408-20 and 9409-20. Section
2.521 of the City's Code of Ordinances requires the City Manager to prepare a
quarterly report detailing income, expenditure estimates, collections, the
explanation of significant variances, as well as the financial status of all capital
improvement projects.
3. Economic Development and Housing
3.1 Approve a local government contribution of$75,000 in General Fund Reserves to be set
aside as a commitment for the Minimum Local Government Contribution that is required
for Archway Partners, LLC (Archway) to receive a basis boost in the State of Florida's
Low Income Housing Tax Credit Program (LIHTC) for an 80-unit affordable housing
development project at 1250 Cleveland Street; approve Section 15.18 and 15.21 of the
Development Agreement between the Community Redevelopment Agency of the City of
Clearwater and Archway and authorize the appropriate officials to execute same.
(consent)
On May 26, 2021, the City's Procurement Division released Request for
Proposals and Qualifications (RFPQ) 43-21 for the development of 1250
Cleveland Street, a 2.35-acre site owned by the Community Redevelopment
Agency (CRA). This solicitation closed on June 25, 2021 and five responses
were received. A team of City staff representing the CRA, Economic
Development and Housing, Legal and Planning and Development departments
carefully reviewed each response and shortlisted three firms. Presentations
were conducted with the shortlisted firms and Archway was the selected firm.
Once Archway gains site control of the property, they will apply to the Florida
Housing Finance Corporation (FHFC) under Request for Application (RFA)
2021-205, one of several RFAs FHFC issues throughout the year. The local
government contribution of$75,000 is necessary for Archway to attain
maximum scoring criteria among applicants. Applications for RFA 2021-205
are due on October 19 and FHFC's selection is expected by December 31.
Approval of Sections 15.18 and 15.21 of the Development Agreement between
the CRA and Archway commits the City to the contribution of$75,000 noted
above.
As background, the Low-Income Housing Tax Credit Program is governed by
the U.S. Department of Treasury under Section 252 of the Tax Reform Act of
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1986 and Section 42 of the Internal Revenue Code, as amended. The program
was established to provide for-profit and non-profit organizations with a
dollar-for-dollar reduction in federal tax liability in exchange for the acquisition
and substantial rehabilitation or new construction of low- and very low-income
rental housing units.
The $75,000 contribution from the City will be in the form of an interest-free
loan. While staff is recommending setting aside General fund reserves for this
purpose, the loan will be funded with State Housing Initiatives Partnership
Program funds from the FHFC. Additional funding will be provided by the CRA.
APPROPRIATION CODE AND AMOUNT:
N/A
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a commitment of General Fund
reserves in the amount of$75,000.
Inclusive of this item if approved, a net total of$2,338,540 of General Fund
reserves has been appropriated by Council to fund expenditures during fiscal
year 2021/2022. The remaining unappropriated balance of General Fund
reserves, after the 8.5% reserve, is approximately$33.7 million, or 22.1% of the
current General Fund operating budget.
4. Finance
4.1 Approve the purchase of excess liability, excess workers compensation, and numerous
specialty insurance policies from October 1, 2021 through September 30, 2022 at an
amount not to exceed $1,300,000 pursuant to City Code of Ordinances Section 2.563(1)
(i), Insurance, and authorize the appropriate officials to execute same. (consent)
The Risk Management Division of the Finance Department purchases certain
excess and specialty insurance policies through the efforts of the City's
insurance broker, Arthur J. Gallagher and Company.
These policies include an excess liability package through Lloyds's of London
for coverages including General Liability, Automobile Liability, Employee
Benefits Liability, Errors and Omissions Liability, Personal Injury Law
Enforcement Liability, Marine Operator's Liability, EMS Liability, and
Compressed Natural Gas Liability; an excess workers compensation package
through Safety National for coverages including Workers Compensation and
Employer Liability; and additional excess policies for Third Party Storage Tank
Liability, Hull Protection and Indemnity, Cyber Liability and numerous flood
policies.
This year's excess liability renewal will be with the current carrier, Brit
Insurance. Brit was unable to provide a multi-year rate guarantee for this
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renewal due to market conditions. They are willing to renew our coverage for
2021 -2022 for$338,281, which is a 16.06% increase in premium over last
year's renewal.
For the workers compensation excess policy, the City was unable to obtain a
multi-year agreement with the current carrier, Safety National; but staff was able
to renew the policy for a premium of$418,971, which is an 11.62% increase
over Fiscal Year 2021.
Risk Management is also estimating an increase of 15% for renewals of the
additional excess and flood policies, with the exception of Cyber Liability
coverage, which could increase substantially due to market conditions and
availability. Staff estimates a 150% potential increase during the renewal for this
policy.
This request includes a contingency of$32,178 to accommodate any other
unforeseen increases.
The total requested not-to-exceed amount of$1,300,000 is a 23.52% increase
over fiscal year 2021 not-to-exceed of$1,052,431.
APPROPRIATION CODE AND AMOUNT: 5907590-545100 $1,300,000
In response to questions, Risk Manager Rick Osorio said the actual payout
for last year was $ 1,037,398. Since Fire Station 46 is owned by the City, the
City must insure the property for liability in the event something happens on
the property that would cause any injuries or claims. He said the liability
insurance is carried on city-owned property, even those that are in transition
of being demolished. Mr. Osorio said liability insurance is not carried
on vacant land. Fire Chief Scott Ehlers said the current temporary fire station
is almost complete. The cost for the new Fire Station 46 has increased
significantly, final construction costs will not be available until the GMP is
provided. Staff anticipates the old fire station will be demolished by
November. Mr. Osorio said the City obtains builders risk insurance and
liability coverage once the contractor has control of the property.
4.2 Approve an extension of the Claims Service Contract with Sedgwick Claims
Management Services, Inc. of Nashville, TN, in the not-to-exceed amount of$300,000 for
a three-year term, pursuant to City Code of Ordinances Section 2.563, (1)(i), Insurance,
and authorize the appropriate officials to execute same.
The Risk Management Division of the Finance Department is seeking a renewal
and extension for three years of the current contract with Sedgwick Claims
Management Services, Inc. (October 2021 through September 2024) to provide
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supplementary claims services. These services for adjustment and
administration of city liability and property claims will be beneficial to have in
place if excessive claims are received due to a disaster or a storm, or other
extenuating circumstances. This renewal contract has no changes in terms
and/or pricing.
Risk Management has retained Sedgwick Claims Management Services, Inc. in
the past to fill in for staff shortages and they have provided professional and
excellent claims services. This contract will provide Risk Management and the
City greater effectiveness and flexibility in the investigative and fiscal
management of our Liability and Property claims.
APPROPRIATION CODE AND AMOUNT:
Account # 5909830-530300 $300,000
4.3 Approve a two-year extension of Master Banking Services Agreement with Wells Fargo
Bank, N.A. for the period October 1, 2021 through September 30, 2023, for a
not-to-exceed total of$240,000, for banking and custodial safekeeping services, and
authorize the appropriate officials to execute same. (consent)
The City originally entered into a banking services agreement with Wells Fargo
effective October 1, 2016, for a three-year term, with the option for two two-year
renewals. Staff is requesting approval of the 2nd and final two-year extension.
The requested renewal reflects the following two changes in terms, which are
both changes to the earnings rates the bank pays the City on the account
balances. All other terms of the original agreement remain unchanged.
First, Wells Fargo is lowering the Earnings Credit Rate (ECR) from the current
"floor" rate of 40 basis points to a current rate of 25 basis points with no floor.
The ECR is the rate paid on balances sufficient to offset current month bank
fees.
The other requested change is a lowering of the rate paid on balances in
excess of the above ECR balance from the current rate of 20 basis points, with
a floor of 15 basis points, to a current rate of 17 basis points with no floor.
With regards to the absence of a floor on these rates, the agreement extension
states "In its sole and absolute discretion, Bank may adjust these rates after
evaluating a combination of factors, including the 91-Day Treasury Bill rate, the
Fed Funds rate, sweep rates, and other market indicators."
Per Wells Fargo, due to drastic volatility in the T-bill and Fed Funds rates, they
are unable to offer a floor, or minimum rate, on deposits currently. The bank
states they need to retain flexibility to adjust rates per market conditions and the
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cost of collateral for public funds. However, Wells Fargo assures us that "as
rates normalize in the future the bank will make equitable adjustments to rates
for their depositors".
Staff feels that these changes in earnings rates are reasonable given the
current interest-rate environment, and the indicated rates (25 basis points and
17 basis points) provide a competitive return at the current time.
APPROPRIATION CODE AND AMOUNT:
Funds are available in 8019821-530100, Professional Services, to fund this
contract.
In response to questions, Finance Director Jay Ravins said the City
maintains a $28 million-balance to take advantage of the 40-basis point
floor. He said there are only two years left on the agreement, staff does not
want to go out for a bid. The City is happy with the service and Wells Fargo
wants to maintain the City's business.
5. Gas System
5.1 Review Clearwater Gas System (CGS) Fiscal Year 20/21 Dividend transfer to the
General Fund and discuss in concept the CGS Vision 2035 proposal.
By City Council policy, CGS commits to pay an Annual Dividend of at minimum
$1,700,000 to the City's General Fund. After the City books close for the year,
the Gas System calculates the Annual Adjusted Dividend payment to return '/2
of its annual Net Income less debt service interest as a dividend to the City in
the following year. CGS' financial performance for Fiscal Year 19/20 resulted in
an annual adjusted dividend payment of$3,184,867, an increase of$1,484,867
above the minimum annual dividend payment to the City, which is an increase
of$1,184,867 above the original Fiscal Year 20/21 budget of$2,000,000.
In past years, Council has considered the reinvestment of a portion of the CGS
excess dividend payments, when available, back into the system. For FY 20/21,
we are requesting a CIP Program in the amount of$500,000 be established
entitled CGS Vision 2035. A "CGS Vision 2035" Concept Paper is attached,
which outlines the proposed use of the funds, to include business plan
development and the potential rebranding of CGS as "CGS Energy", with a
focus on expansion of services into the Solar PV, Electric Charging Station, and
other Alternative Energy sources which are complementary with the natural and
propane gas energy businesses. Staff does not anticipate that the study will cost
the full $500,000 that we have requested, however we included funding to help
kickstart implementation, should CGS 2035 be found to be viable. Staff believes
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this proposal is consistent with the sustainability goals of the City and would
support Greenprint's Green Energy & Building goal (Local Power Generation,
Renewable Energy Challenge, Resilient Infrastructure), as well as the Green
Economy goal, by creating more capacity for installation and maintenance of
green infrastructure.
Staff is recommending that the City Council provide consensus approval for the
allocation of$500,000 of the dividend payment to the capital fund at first quarter
to support this program, prior to utilizing staff time to generate and advertise an RFP
for consulting services.
This will still provide $684,867 in additional dividend funds for the FY 20/21 City
General Fund budget.
APPROPRIATION CODE AND AMOUNT:
Third quarter budget amendments will transfer $1,184,867 of Gas Fund
revenues to the General
Fund representing the increased CGS dividend payment for FY 20/21.
A first quarter budget amendment in FY 21/22 will establish capital improvement
project M2104, CGS Vision 2035, recognizing a budget transfer of General Fund
reserves in the amount of$500,000 back to the Gas Fund to establish this new
program.
Clearwater Gas System Executive Director Chuck Warrington provided a
PowerPoint presentation.
In response to a concern, Mr. Warrington said non-gas appliances that are
more efficient cost more, requiring customers to decide if they can afford
those appliances. The Morningside Recreation Center is equipped with a
natural gas air conditioning unit, which has reduced the City's costs. Interim
City Manager Micah Maxwell said the recent expenditure was for the 10-
year warranty. Staff will provide reports on the Department's progress on the
goals outlined in Greenprint. Mr. Maxwell said staff will come back with an
agenda item for the budget amendment if Council authorizes the study.
Council approval will be required for the study since it is greater than
$100,000.
Discussion ensued with support expressed for diversifying Clearwater Gas
System business model. A concern was expressed with the proposed
$500,000 for a diversification study.
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There was council consensus to establish a CIP fund for "CGS Vision 2035."
5.2 Accept Ordinance 536, an Interlocal Agreement/Franchise with the Town of Belleair, in
order for Clearwater Gas System to continue to provide natural gas service to the citizens
of Belleair and adopt Resolution 21-33.
On August 17, 2021, the Town of Belleair Commission approved an Interlocal
Agreement, on second reading, with the City of Clearwater, which provides a
franchise for Clearwater Gas System to provide natural gas service in Belleair.
The previous franchise with Town of Belleair was approved on June 14, 1990.
The thirty-year term ended on June 13, 2020, and the Franchise is currently in
effect on a month-to-month basis under the provisions of the franchise
agreement (as the renewal was delayed due to the COVID-19 pandemic).
The effective date of the new franchise shall be the 1 st day of the following
month after the Interlocal Agreement is approved by the City of Clearwater. The
Agreement provides the City of Clearwater a 15-year non-exclusive right to
continue to construct, operate and maintain all facilities necessary to supply
natural gas to the Town of Belleair. The agreement also provides for renewal
options, which may be extended for an additional 15 years.
The Interlocal Agreement provides for a 5.5% franchise fee to be paid by the
consumers of natural gas within the Town of Belleair and continues to exempt
industrial customer revenues. The prior franchise fee was 5.5%.
In response to questions, Gas Marketing and Business Development
Manager Kristi Petit said the 5.5% franchise fee is given back to Belleair,
which has 576 active CGS customers. Belleair is the largest city with the
most gas generators. Assistant City Attorney Laura Mahony said all
franchise agreements include a clause that states if the franchise fee rises
for one municipality, the other municipalities can request the same. The
maximum fee currently is 6%. CGS Managing Director Chuck Warrington
said half of the municipal customers have industrial exemptions.
6. Human Resources
6.1 Approve a one-year renewal term for the professional services agreement between the
City of Clearwater and Evernorth Direct Health, LLC (formerly Cigna Onsite Health, LLC)
to provide onsite health clinic services to employees, family members, and retirees who
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are covered by the City of Clearwater health insurance for a not to exceed amount of
$1,721,400 and authorize the appropriate officials to execute same. (consent)
Evernorth Direct Health will continue to operate the Employee Health Center
and provide onsite medical and prescription drug services to include primary
care, health risk assessments, acute and urgent care, immunizations,
examinations and screenings, pharmaceutical dispensing, disease
management, and primary care management, pre-employment physical and
COVID-19 testing and vaccinations.
The Employee Health Center also provides Telemed visits both telephonically
and virtually. The Employee Health Center also promotes wellness
management by assisting patients gain incentive dollars through screenings
and claims management.
The one-year renewal term will begin on October 1, 2021 and end on
September 30, 2022.
APPROPRIATION CODE AND AMOUNT: $1,721,400 has been budgeted
in the Employee Health Center budget (5909835) to fund fiscal year 2021-2022.
6.2 Authorize the funding of city medical insurance for the Administrative Services Agreement
between the City and Cigna Healthcare under a self-insured funding arrangement for the
period January 1, 2022 through December 31, 2022, at a total not-to-exceed $22.5
million, to be funded by city budgeted funds, payroll deductions of employees, retiree
premiums, and an estimated $1.7 million of Central Insurance Fund reserves. (consent)
Historically, the City's health care costs have escalated due to increased
inflation in health care costs (8% to 10% annually) which is reflected in the
City's claims experience.This resulted in increased costs annually for the City,
the employees, family members, and retirees who participated in the city plan.
The City implemented a multi-faceted effort to control costs which included
opening the Employee Health Center and adding enhanced wellness and
educational offerings. As a result, the City has seen cost increases trending in
the 2% to 4% range over the last few plans, which can be attributed to savings
from the use of the Employee Health Center and the greater focus on wellness
by the City and employees. These savings resulted in health plan design
changes that lowered the office visit co-pays, hospital admission fee, and
prescription drug co-pays in prior years. Additionally, these cost savings
resulted in the accumulation of approximately $2.8 million in Central Insurance
reserves as of 9/30/2020, directly attributable to the self-insured medical plan.
Renewal projections for calendar 2022 indicate a 5.3% increase in costs is
expected. This cost increase is related to increased costs around diabetes and
cancer claims and treatments, as well as expenses that were a result of
delayed care in 2020 during the beginning of the Covid-19 pandemic. Due to
the accumulated plan savings from prior years, the City's Benefits Committee is
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recommending the use of reserves to decrease the required employee and
employer contributions to a 2.6% increase over calendar 2021. City
contributions for dependent coverage remain at 75% of Employee+1 coverage
and 68% of Employee+Family coverage.
The recommended use of reserves is estimated at $1.7 million, which would
decrease the 9/30/2020 balance of accumulated plan savings from $2.8 million
to $1.1 million.
Included in the premiums for the 2022 plan year is the continuation of the
Motivate Me incentive through CIGNA. Under this program employees can
receive incentives (up to $200 per year) when participating in various
preventative healthcare activities such as general health screenings at the
Employee Health Center, and more advanced screenings such as
colonoscopies and mammograms, and chronic health condition coaching.
These rewards are directly tied to cost drivers on the City's medical plan and
are an essential part of controlling increases over the long term. Also included
in the medical plan for 2022 is a diabetes prevention program that is being
implemented to prevent individuals from getting to a diabetic state. All incentive
costs are included in the medical plan funding. To date 15% of employees have
earned some incentive. Total payouts are approximately $29,000.
The City's fiscal 2022 budget for the employer share of health insurance costs
is $20,056,136 which includes $18,334,736 across all operations for health plan
costs and $1,721,400 budgeted for the Employee Health Center.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost codes 5907590-530300 (contractual services) and
5907590-545602 (major medical claims) to fund the City's portion; payroll
deductions, retiree premiums, and the use of an estimated $1.7 million in
Central Insurance reserves will provide remaining funds necessary to fund this
contract.
Human Resources Manager Jill provided a PowerPoint presentation.
6.3 Approve the amendment to the collective bargaining agreement as negotiated between
the City of Clearwater and Communications Workers of America, Local 3179 (CWA) for
Fiscal year 2021/2022 and authorize the appropriate officials to execute same. (consent)
The current collective bargaining agreement between the City of Clearwater and
Communication Workers of America expires on September 30, 2023. The
parties have reached a tentative agreement for an amendment to this contract,
effective October 1, 2021, which was ratified by their membership on
September 2, 2021.
The amendment is to implement the proposal regarding implementing the
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state's new minimum wage requirements of$15 per hour effective early, on
October 1 st. This item was presented and approved by Council at the May 25,
2021 strategic planning session. The update includes updates to the job
classifications, job descriptions, adjustments to the pay range tables and
provides for a one-time compression adjustment for employees making less
than $20 per hour. Any employee who is below the minimum rate of pay in the
new pay plan will be increased to the minimum prior to the application of
longevity and merit increases. Increases to the minimum and merit increase will
not exceed a total of 3% for Fiscal Year 2022, unless required in order to bring
the employee to minimum.
The amendment also includes adding the Juneteenth holiday to the contract, as
previously approved by Council on August 5, 2021.
APPROPRIATION CODE AND AMOUNT:
The total estimated costs of implementation of the minimum wage proposal
were included in the proposed fiscal year 2021/2022 budget.
In response to a question, Human Resources Director Jennifer Poirrier said
the one-time compression adjustment was approved by Council. Employees
making less than $20 per hour will maintain their current range penetration
and will be effective October 1 automatically.
7. Parks and Recreation
7.1 Approve a one-year Agreement with Juvenile Welfare Board (JWB) and the City of
Clearwater for funding youth programs and approve a first quarter budget amendment of
$394,095 in special program G2107, JWB Youth Programming and authorize the
appropriate officials to execute same. (consent)
Since 2000, the City has received annual funding from the JWB Children's
Services Council to provide after school and summer programming for youth in
Clearwater. Once again, the City has been awarded funding for youth
programming for Fiscal Year 2021/2022 from JWB.
The funding provides the "Charting a Course for Youth" program for 193
children at the North Greenwood and Ross Norton recreation facilities
throughout the year.
"Charting a Course for Youth" is a program designed to incorporate exercise
and nutrition-based activities in an after school and summer camp setting, to
improve academic success, encourage healthy lifestyle choices, improve social
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skills, increase athletic abilities, and develop leadership skills of the participants.
The program serves school aged children at the Ross Norton and North
Greenwood Recreation Complexes.
In June 2015, the City Resource Committee approved the original grant
application that covered 2015 and additional years. This year, JWB did not
require a request for proposal, thus providing a continuation of program
services.
There is no requirement to continue the program when the grant ends.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish the new special program and
provide an increase of$394,095 in other governmental revenue in G2107, JWB
Youth Programming, to account for both revenues and expenditures for this
agreement.
7.2 Approve the Agreement between the Martin Luther King Jr. Neighborhood Family Center,
Inc. (MLKNFC) and the City of Clearwater for the recreational, educational, and social
programming at the North Greenwood Recreation and Aquatics Complex and North
Greenwood Library from October 1, 2021 through September 30, 2026 with one five-year
extension and authorize the appropriate officials to execute same. (consent)
On November 11, 2011 the City Council approved a five-year agreement with
the MLKNFC and the City which was renewed on October 1, 2016 through
September 30, 2021.
The MLKNFC provides a valuable service to the community through their
recreational, educational, and social programming at the North Greenwood
Recreation and Aquatics Complex and North Greenwood Library. Families visit
the Center seeking and receiving assistance with basic needs, after school and
summer care for their children, assistance with food, rent, utilities, and a
chance to participate in programs such as healthy cooking,
parenting/budgeting/Spanish/well baby classes, quarterly community lunch &
learns, and annual educational conferences, in addition to an array of other
service needs.
The agreement provides facility space at the North Greenwood Recreation and
Aquatics Complex to provide their programs and services and in addition 530
square feet of office space.
The License fee for the five-year term is twenty thousand dollars ($20,000) per
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Council Work Session Meeting Minutes September 13, 2021
year payable in quarterly payments of$5,000 on Oct. 1, Jan. 1, April 1, and July
1 for each year.
This agreement reflects an addition to the current agreement which would allow
MLKNFC to provide a 60-day notice to the City to terminate the contract due to
an operational need or a change in funding.
The MLKNFC desires to enter into a new five-year agreement from October 1,
2021 through September 30, 2026 with 1 additional five-year renewal at the
discretion of the City.
7.3 Approve Third Amendment to Lease Agreement between Clearwater Golf Associates,
Inc. and City of Clearwater to provide assistance of$58,100.00 to partially offset the cost
of installing reclaimed water at the Landings Golf Course and authorize the appropriate
officials to execute same. (consent)
On December 19, 2001, the Council approved a 20-year Agreement between
Clearwater Golf Associates, Inc. (Club) and the City for the operation of the
property known as Clearwater Executive Golf Course, including an annual lease
payment and improvements to the course.
On February 4, 2010, the Council approved a First Amendment to the Lease
Agreement to increase the length of the Agreement by seven years from 20
years to 27 years; and extend rent relief for seven years to complete a number
of additional improvements needed at the Club.
On July 20, 2017, the Council approved a Second Amendment to the lease to
extend rent relief for the remaining 12 years of the lease and set a schedule to
complete $400,000.00 of additional improvements to the course by the Club.
Over the past twenty years, the Club has invested over one million dollars in
upgrades and improvements to the golf course including renovations to the club
house/pro shop, driving range, storage and cart facilities, parking lot, irrigation
system, greens, and tee boxes.
Included in the Second Amendment was a requirement that the Club connect to
reclaimed water when available. Reclaimed water is now available, and the
Club is currently in the process of connecting from well water to reclaimed
water. The cost of this project is $116,200.00. The Club is requesting partial
relief from these obligations by requesting that the City pay for 50% of the cost
to convert to reclaimed water. Staff is recommending that the City participate in
the cost of this project by contributing 50% or $58,100.00.
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In the future, the City may be required to dispose of all reclaimed water on
upland properties rather than disposing excess water into Tampa Bay. This
improvement will help in meeting this requirement regardless of how the
property is used.
APPROPRIATION CODE AND AMOUNT:
Funding is available in the Parks and Recreation operating code
0 10 1867-530300 Contract Team.
Staff was directed to take the item off the consent agenda.
8. Police Department
8.1 Approve a purchase order to TriTech Software Systems of San Diego, CA for the
renewal of TriTech Software Support in the amount of$198,451.06 from October 1, 2021
through September 30, 2022, pursuant to City Code of Ordinances Section 2.563(1)(a),
Single Source, and authorize the appropriate officials to execute same. (consent)
The TriTech System provides an integrated computer aided dispatch (CAD),
mobile, automatic vehicle location (AVL) environment, and downloading of data
to the report management system (ACISS). Prior to the TriTech System, each
of these functions required separate software support and hardware
agreements.
The TriTech system has been operational since October 2007; the final sign-off
and payment closing out the project was disbursed in March 2009.
The Council previously approved a twelve-month TriTech Software Support
Agreement, which will expire on September 30, 2021. This renewal reflects an
approximate 5.0% increase over the fiscal 2021 amount, which totaled
$189,096.22.
APPROPRIATION CODE AND AMOUNT:
Funding for renewal of the 12-month Software Support Agreement, in the
amount of$198,451.06, is budgeted in Fiscal Year 2021/2022 Police
Department operating budget 0101162-530300 (contractual services).
9. Engineering
9.1 Approve the final plat for Angelfish, whose physical address is 25400 US Highway 19
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North, located on the west side of US Highway 19 North, approximately one-half mile
south of Enterprise Road. (consent)
This plat will create one new lot on the property located at 25400 US Highway
19 N. The property currently contains four office buildings. The project will
create one new lot for future commercial business use.
The new lot will contain 4.5 acres MOL and the remainder of the property is left
un-platted.
This development was approved through the Development Review Committee
on May 6, 2021.
9.2 Award Invitation to Bid 46-21 to Covenant Property Investors, LLC, approve the Contract
for Purchase of Real Property by the City of Clearwater, Florida (City) by and between the
City and Covenant Property Investors, LLC (Covenant) for the City to sell to Covenant a
Parking Condominium containing 450 public parking spaces, more particularly described
as Condominium Unit PUB of NORTH BEACH PLAZA CONDOMINIUM, a
Condominium, according to the Declaration of Condominium thereof, recorded in Official
Records Book 19444, Page 145, and any amendments thereto, and the plat thereof
recorded in Condominium Plat Book 159, Page 91, of the Public Records of Pinellas
County, Florida, together with its undivided share in the common elements appurtenant
thereto (Parking Unit), located at 490 Poinsettia Street, Clearwater, and authorize the
appropriate officials to execute same, together with all other instruments required to affect
closing. (consent)
On June 17, 2021, the City Council declared the Parking Unit surplus for the
purpose of sale, through Invitation to Bid #46-21, whereby the successful bid
was required to meet the terms set by Council. Per City Charter 2.01 (d)(5)(ii),
real property declared surplus shall be sold to the party submitting the highest
competitive bid above the appraised value whose bid meets the terms set by
the Council and whose proposed use of the property is in accordance with the
Council's stated purpose for declaring the property surplus. Accordingly, all
qualifying bids were required to meet the following terms:
• Bid price shall exceed $12,000,000.00
The appraised value of the Parking Unit/450 parking spaces was determined by
James Millspaugh &Associates, Inc., to be $11,160,000.00 and Tobias Realty
Advisors to be $13,245,000.00.
The city received two bids; both meet the required term listed above.
Covenant submitted the successful qualifying bid with a proposed purchase
price of$12,500,000.00.
Consistent with City Charter 2.01 (d)(5)(ii) referenced above, staff recommends
approval of the Contract.
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Proceeds from the sale will be credited to the Parking Fund, revenue code
435-364220, Surplus Land Sales.
In response to a question, the City Attorney said staff expects one of the
bidders to pull the item from the consent agenda.
Staff was directed to take the item off the consent agenda.
9.3 Approve the request from city staff to vacate two Drainage and Utility Easements that
were retained as a part of Ordinance 6879-01 of the City of Clearwater, Florida as
recorded in Official Records Book 11701, Page 1155, of the Public Records of Pinellas
County, Florida, and pass Ordinance 9496-21 on first reading.
In 2001, the City of Clearwater passed Ordinance No. 6879-01, vacating
portions of Park Street, Ewing Avenue, and Pierce Street Rights-of-Way in
support of development that would later become the Nolen Apartments.
A Drainage and Utility Easement was retained over the entire extent of the
vacated Rights-of-Way (ROW). Portions of this vacated ROW and
accompanying easements are on City-owned property and portions on The
Nolan parcel.
No utilities are present in these easements. City staff has reviewed and
determined the easements are no longer needed and in the best interest of the
City to be vacated.
9.4 Approve the request from the owner of property addressed 1496 Rosetree Court,
Clearwater to vacate the east 6 feet of a platted 10-foot Drainage and Utility Easement,
located along the west 10 feet of lot 1, of Rosetree Court, according to the plat thereof as
recorded in Plat Book 79, Page 20, of the Public Records of Pinellas County, Florida,
and pass Ordinance 9506-21 on first reading.
The property owner at 1496 Rosetree Court, Clearwater, has requested that the
City vacate the east 6 feet of the 10-foot platted Drainage and Utility Easement
along the rear of their property.
The purpose of this vacation will be to eliminate an encroachment of the existing
pool and pool deck.
There are no utilities present within this easement. The remaining 4 feet of this
easement will be sufficient for drainage purposes and future city needs. City
staff have reviewed this vacation and have no objection.
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10. Planning
10.1Approve 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 certain residential real property with the legal description attached hereto as Exhibit A
and pass Ordinances 9481-21, 9482-21, and 9483-21 on first reading.
(ANX2021-06010)
This voluntary annexation petition involves a property with a protected address
consisting of one parcel of land occupied by a single-family dwelling. The
applicant is requesting annexation in order to receive sanitary sewer and solid
waste service from the City. The Development Review Committee is proposing
that the 0.94-acres of certain road right-of-way depicted in Exhibit "B" not
currently within the city limits also be annexed. The property is contiguous to
existing city boundaries to the east. 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
closest sanitary sewer line is located within the abutting road
right-of-way. The applicant has paid the required sewer impact and
assessment fees in full and is aware of the additional costs to extend
City sewer service to this property. 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 N 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 sanitary sewer, 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.
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.
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Council Work Session Meeting Minutes September 13, 2021
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; therefore, the annexation is consistent with
Florida Statutes Chapter 171.044.
10.2Approve 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 1729 Brentwood Drive, and pass Ordinances 9493-21, 9494-21, and 9495-21 on first
reading. (ANX2021-07013)
This voluntary annexation petition involves a 0.288-acre property consisting of
one parcel of land occupied by a single-family dwelling. The property is located
on the south side of Brentwood Drive approximately 340 feet west of Woodcrest
Avenue. The applicant is requesting annexation in order to receive sanitary
sewer and solid waste service from the City. The property is contiguous to
existing city boundaries to the north and west. 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 the City of
Clearwater. The closest sanitary sewer line is located in an easement to
the southwest of the subject property, at the northwest corner of 1726
Lakeview Road. The applicant has paid the City's sewer impact and
assessment fees and is aware of the additional costs to extend city
sewer service to this property. Collection of solid waste will be provided
by the City of Clearwater. The property is located within Police District II
and service will be administered through the district headquarters
located at 645 Pierce Street. Fire and emergency medical services will
be provided to this property by Station #47 located at 1460 Lakeview
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Council Work Session Meeting Minutes September 13, 2021
Road. The City has adequate capacity to serve this property with
sanitary sewer, solid waste, police, fire and EMS service. 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.
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 north and west; therefore, the annexation is consistent
with Florida Statutes Chapter 171.044
10.3Approve the annexation, initial Future Land Use Map designations of US 19-Regional
Center (US 19-RC) and Water, and initial Zoning Atlas designations of US 19 and
Preservation (P) Districts for two unaddressed parcels located between 2975 Gulf to Bay
Boulevard and Old Tampa Bay; and pass ordinances 9490-21, 9491-21, and 9492-21 on
first reading. (ANX2021-07012)
This voluntary annexation petition involves a 2.49-acre property including 0.616
acres of uplands and 2.114 acres of submerged lands, more or less. The
property is comprised of two parcels, and records show that a portion of the
western parcel was previously annexed into the city of Clearwater. Both parcels
are located approximately 835 feet south of Gulf to Bay Boulevard between
2975 Gulf to Bay Boulevard and Old Tampa Bay. The applicant owns 2975 Gulf
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Council Work Session Meeting Minutes September 13, 2021
to Bay Boulevard, abutting to the north, and is requesting this annexation so that
these additional parcels are also fully in the City's jurisdiction for future
redevelopment of the entire site. The site is vacant and being used as a
construction staging area for the property to the east that is currently under
construction. The property is located within an enclave and is contiguous to
existing city limits to the north, west and east. It is proposed that the property be
assigned the Future Land Use Map designations of US 19-Regional Center (US
19-RC) and Water and Zoning Atlas designations of US 19 and Preservation
(P).
The Planning and Development Department determined that the proposed
annexation is consistent with the provisions of Clearwater Community
Development Code Section 4-604.E as follows:
• The property currently does not have water or sewer service as the
majority of the parcels are submerged land. The applicant is requesting
annexation in order to develop attached dwellings primarily on the
abutting parcel to the north and would include this parcel within any
development application. Therefore, connection to urban infrastructure
(i.e., city sewer and water) is not being requested at this time, but is
anticipated in the future. The applicant is aware that the required sanitary
sewer and water impact and assessment fees must be paid in full prior
to connection and of any additional costs to extend to the City's sanitary
sewer and water lines. The property is located within Police District III
and service will be administered through the district headquarters
located at 2851 N. McMullen Booth Road. Fire and emergency medical
services will be provided to this property by Station #49 located at 565
Sky Harbor Drive. The City has adequate capacity to serve this property
with solid waste, police, fire and EMS service, as well as water and
sanitary sewer when requested in the future. 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 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.
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.7.2.5 Unincorporated property within the Clearwater
Planning Area located within the US 19 Corridor redevelopment
area shall be designated through an amendment to the Future
Land Use Map with the appropriate future land use category upon
annexation, consistent with the US 19 Regional Center, US 19
Neighborhood Center and US 19 Corridor future boundaries
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City of Clearwater
Council Work Session Meeting Minutes September 13, 2021
depicted on Map A-17.
• The proposed US 19-Regional Center (US 19-RC) and Water Future
Land Use Map categories to be assigned to the property are consistent
with the Countywide Plan designations. The US 19-Regional Center (US
19-RC) category primarily permits a mix of uses at a floor area ratio
(FAR) of 2.5. The Water category is proposed to be applied to the
submerged lands, utilizing the mean high water line to delineate the two
categories. The proposed zoning districts to be assigned to the property
are US 19 and Preservation (P). The proposed use of the subject
property as part of a larger multi-family residential development is
consistent with the uses allowed in the US 19 District. The proposed
annexation is therefore consistent with the City's Comprehensive Plan,
the Countywide Plan Map and Community Development Code; and
• The property proposed for annexation is contiguous to existing city limits
to the north, west and east; therefore, the annexation is consistent with
Florida Statutes Chapter 171.044.
In response to questions, Senior Planner Kyle Brotherton said the applicant
owns the submerged lands, which have no development rights. The
applicant's request is for the uplands portion of the property. Pinellas County
regulates the dock permits.
10.4Approve amendments to the Community Development Code revising Section 3-909,
Outdoor cafes located within public right(s)-of-way and Appendix A Schedule of Fees,
Rate and Charges and pass Ordinance 9487-21 on first reading. (TA2021-07002)
The Community Development Code currently allows outdoor cafes located
within public right(s)-of-way in the Downtown and Clearwater Beach. The
closure of Cleveland Street to support outdoor cafes beyond the timeframe of
the COVID emergency has generated the need for some minor amendments to
the outdoor cafe provisions. Upon review of the existing code, it was
determined some additional clarity was needed in the permit process, location,
design, and operational requirements, as well as the fee schedule.
Proposed Ordinance No. 9487-21 includes the following amendments:
• Specifies outdoor cafe permits shall be issued to a person who has a
business tax permit and who wishes to place tables and chairs in the
right-of-way.
• Allows outdoor cafes to extend beyond the sidewalk into the Cleveland
Street right-of-way if closed to traffic, authorized by the city and in
compliance with ADA requirements.
• Requires the outdoor cafe operator to be responsible for keeping the cafe
area clean, orderly, and free of debris.
• Prohibits the use of city owned waste receptacles for cafe food and waste
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City of Clearwater
Council Work Session Meeting Minutes September 13, 2021
disposal.
• Provides that outdoor cafe permits expire on September 30th of each year.
• Provides for a reduced outdoor cafe permit renewal fee of$25.
The Planning and Development Department has determined that the proposed
text amendments 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 August 17, 2021, and
unanimously recommended approval of the amendment.
In response to questions, Planning and Development Director Gina Clayton
said the ordinance applies to the Tourist district and Downtown because that
is the only place where it is allowed in the public right-of-way. During COVID,
outdoor cafe accommodations were allowed, since the Governor has stated
that the emergency is over, staff has asked businesses to comply with city
code.
The Council recessed from 10:43 a.m. to 10:52 a.m.
11. Information Technology
11.1Authorize an increase to Contract 900566 and approve the service agreement
addendum to Convergint Technologies, LTD of Schaumburg, IL in an amount of
$375,000.00 for a new not to exceed amount of$881,392.22 for the period January 5,
2019 through January 3, 2024, pursuant to Request for Proposal (RFP) 32-18, Building
Security Hardware and Software and authorize the appropriate officials to execute same.
(consent)
On February 7, 2019, Council approved the award of RFP 32-18, Building
Security Hardware and Software and service agreement with Convergint
Technologies, LTD in an amount of$506,392.22.
Convergint Technologies supplies, installs and maintains door security and
access control solutions for City.
Several new facilities have come online over the past 2.5 years, including the
new Clearwater Gas Administration Building, Solid Waste Transfer Station and
City Emergency Operations Center. Additionally, upgrades at the Clearwater
Marina and Public Utilities Administration Building have used most of the
contingency dollars within this contract.
New projects expected to be in production within the next 24-30 months include
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Council Work Session Meeting Minutes September 13, 2021
Fire Station 46, Fire Station 47 and Clearwater Police District 3 Substation, as
well as upgrades at the Public Utilities Facilities. Solid Waste will require most
of the additional purchase authorization through 2023.
Approximately $100,000 of the additional authorization will be used to begin the
conversion of existing Schlage locks within city facilities to the new IP based
standard of the Lenel card swipe system.
APPROPRIATION CODE AND AMOUNT:
Funds are available various department operating budgets and project codes for
these projects.
11.2Approve a contract with GeoNexus Technologies, LLC (GeoNexus) of Ann Arbor, MI for
software licensing and maintenance of field mobility software and integration services in
the amount of$286,831.20 for the period October 1, 2021 through September 30, 2024
pursuant to City Code of Ordinances Section 2.563(1)(a) Single Source and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater has used GeoNexus since 2015 to support field utility
operations.
GeoNexus provides field mobility software solutions for integration of the City's
GIS (geographic information systems) and Asset Management software
systems. The City's use of GIS and Asset Management software by field
operations across multiple departments has increased significantly over the
past six years. This software solution simplifies and streamlines the field
experience by providing a single application from which field personnel can
access and reference data from multiple existing systems.
City infrastructure maintenance operations (including Gas, Water, Reclaimed
Water, Urban Forestry, Stormwater and Water Pollution Control) perform
thousands of tasks, both service order requests and maintenance work orders,
over the course of a year. Improved efficiency of data access and data entry
from the field will improve the quality of decisions and data entry.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 5559864-530300, contractual services, to fund
this contract. Future years will be included in the department's budget request.
11.3Authorize a purchase order with Verizon Wireless for basic cellular/smart phones and
mobile data services in an amount of$225,000.00 for the period of October 1, 2021
through January 19, 2022, pursuant to Clearwater Code of Ordinances Section 2.563 (1)
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Council Work Session Meeting Minutes September 13, 2021
(c), Piggyback, and authorize the appropriate officials to execute same. (consent)
City operating departments facilitate mobile services and field data collection
with the use of mobile computing devices (phones, tablets, laptops, etc.) and
wireless data connections (air cards) and cellular phones.
All mobile/wireless services are aggregated and billed through the Information
Technology Department. Verizon is being selected off of State contract for its
quality of coverage and reliability within our service area.
This award in the amount of$225,000.00 will be broken down as follows:
$125,000.00: Cellular/ smart phones
$100,000.00: data cards for departments including Police Department's patrol
vehicles.
The City currently has 698 cellular/smart phones in use and approximately 637
cellular data cards (280 for police patrol units).
This is a piggyback off the State of Florida Department of Management Services
Contract DMS-10/11-008C which is set to expire on 1/19/2022.
APPROPRIATION CODE AND AMOUNT:
5559865-542100 - $125,000
5559862-530300 - $100,000
11.4Approve a purchase order (contract) to Oracle America, Inc. of Redwood Shores, CA for
software maintenance in a not-to-exceed amount of$303,229.47 for term October 1,
2021 through September 30, 2022 pursuant to City Code of Ordinances 2.563 (1)(a)
single source and authorize the appropriate officials to execute same. (consent)
This is an annual contract for PeopleSoft (payroll system) at $142,398.44;
Oracle (database licensing) at $41,897.44; Oracle OWAM maintenance (asset
management system) at $97,596.81; and Oracle Mobile Device at $21,336.78.
This Purchase Order represents an approximate $4,000 decrease in real
maintenance costs from a year ago.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 5559864-530500, maintenance contracts, to
fund this contract.
12. Public Utilities
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12.1Authorize a Purchase Order to Tencarva Machinery CO LLC, dba Hudson Pump and
Equipment Associates, Inc. Of Greensboro NC for additional SmartCover Systems
associated with wastewater system manhole sewage level monitoring equipment in a
not-to-exceed amount of$49,912.00, pursuant to Clearwater Code of Ordinances
2.563(1)(a) Single Source and authorize the appropriate officials to execute same.
(consent)
On May 7, 2020, City Council approved an In-Kind Project with the Florida
Department of Environmental Protection (FDEP) to satisfy a Settlement
Agreement, Executed Consent Order OGC File 20-0100 for an amount of
$80,388.96. This request for an additional amount of$49,912.00 is being
undertaken as part of a separate Settlement Agreement, Executed Consent
Order OGC File No 21-0522 with FDEP bringing the cumulative total spent on
SmartCover Systems to $130,300.96. These purchases represent an
expansion of and continued upgrade to the current wastewater collection
system manholes which will assist in preventing, and/or reducing the severity of
overflows and customer backups in the monitored portions of our wastewater
collection system rather than only clean-up after the fact.
Tencarva Machinery CO LLC, dba Hudson Pump & Equipment Associates, Inc.
is the sole Municipal Distributor for SmartCover Systems for the State of Florida
for the purchase of new manhole level monitoring systems complete with
associated telemetry equipment plus data communications service which will
be utilized to monitor wastewater collection system manhole sewage level
heights and issue an alert that sanitary sewer levels may be increasing,
allowing them to be cleaned proactively and prevent overflows and customer
backups.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Capital Improvement Project 96665, Sanitary Sewer
Repair and Replacement, to fund the professional services agreement and
work order.
3217321-546900-96665$80,388.96 (5/7/21 Council approved)
3217321-546900-96665$49,912.00 (Additional Amount)
Total $130,300.96
In response to questions, Public Utilities Director Rich Gardner said the
purchase is for 10 smart cover systems. The smart cover systems are
working and have prevented 17 sanitary sewer overflows thus far. There are
approximately 5,000 sewer covers in the city. The covers allow staff to
monitor the water level and proactively clean the pipe. Mr. Gardner said staff
will monitor how the covers are working, potentially moving the cover to
another location if pipe cleaning is not needed in a year. Areas that have a
lot of grease tend to need cleaning more often. Pipe cleanings are scheduled
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City of Clearwater
Council Work Session Meeting Minutes September 13, 2021
on a 5-year cycle.
12.2Authorize a purchase order to Rexel USA, Inc of Dallas, TX for Allen-Bradley equipment,
parts, and maintenance in an annual not-to-exceed amount of$150,000.00 for the term of
October 17, 2021 through October 16, 2022 with the option for two, one-year renewals at
the City's discretion pursuant to Clearwater Code of Ordinances 2.563(1)(a) Single
Source and authorize the appropriate officials to execute same. (consent)
Public Utilities has standardized on Allen-Bradley factory programmable logic
controllers (PLC) throughout the water reclamation facilities, water treatment
facilities and lift stations. Standardization creates uniformity throughout the
plants, reduces parts inventory, eliminates the need for training on multiple
systems and helps to reduce downtime when repairs are needed. Rexel USA,
Inc. is the only distributor authorized to sell Allen-Bradley products and related
services in our geographical location.
As aging units break down or become obsolete, the City has been working on
replacing, maintaining, and installing replacement parts on an as-needed basis.
This single source contract will be used to purchase equipment, parts and
supplies that support all the PLCs that operate and control the processes for
the water reclamation facilities, water treatment facilities, lift stations, reclaim
booster stations and raw water wells, as well as communications with our
Supervisory Control and Data Acquisition (SCADA) systems.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY21 are available in Public Utilities' cost centers, cost code
550400
Operating Supplies.
Funding for future fiscal years (FY22 through FY24) will be requested within
contract calendar and spending limits.
13. City Manager
13.1Approve an Interlocal Agreement between the City of Clearwater and the Community
Redevelopment Agency (CRA) to provide staffing and administrative services for the
CRA, provided for the reimbursement of certain expense by the CRA to the City, and
authorize the appropriate officials to execute same. (consent)
The Clearwater Downtown Redevelopment Plan establishes that Tax Increment
Funding (TIF) funds received by the CRA may be used for certain
redevelopment activities. As per Section 163.387, Florida Statues allow that
money in the redevelopment trust fund may be expended to support the
activities of the Community Redevelopment Agency, including providing for
staff. The CRA partners with the City to provide staffing and other administrative
services (IT, Legal etc.) to implement the Downtown Redevelopment Plan.
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Council Work Session Meeting Minutes September 13, 2021
The CRA agrees to provide TIF funding in a total amount not to exceed
$622,544 for this contract year. This amount includes $475,324 for existing
staffing and $147,220 for other administrative services and potential temporary,
part-time, and full-time staff. These amounts are subject to adjustment and
approval in the CRA budget each year. The CRA will only pay the City for actual
funds spent. Any unspent funds carry over to the next fiscal year and are
reallocated as part of an amended budget request.
14. Legal
14.1Amend Clearwater Community Development Code Article 3, Development Standards,
Section 3-204., which relates to accessory uses and structures standards, to add
subsection I, which will allow for the keeping of chickens as an accessory use in certain
residential zoning districts and provide standards for associated accessory structures,
and pass Ordinance 9488-21 on first reading.
At the City Council meeting on May 6, 2021, the Council engaged in a
discussion with city staff, residents, and chicken advocates regarding the
possibility of allowing chickens in certain residential zoning districts within the
City. At that meeting, the Council directed staff to prepare an ordinance that
would allow such chickens.
The proposed amendments to the Community Development Code would allow
for the keeping of up to four backyard chickens as an accessory use to
detached dwellings located in the LDR, LMDR, MDR, MHDR, and HDR zoning
districts. The keeping of other fowl or roosters is prohibited, as is the sale of
eggs and manure in addition to the breeding of chickens for commercial
purposes. However, the sale of eggs that are a part of a lawful home-based
business that has obtained the necessary permits and approvals is allowed.
The ordinance establishes location, size and other standards for chicken coops
and associated chicken runs, obligates owners to maintain coops and runs in
clean and sanitary manner to ensure proper health and sanitation, and
establishes situations that would be constitute nuisance conditions. The
ordinance also defines chicken, chicken coop and chicken run.
In response to questions, Assistant City Attorney Matthew Mytych said
the Home Owners Association's rules would prevail over city code. The
setbacks are outlined in the Community Development Code. Planning and
Development Director Gina Clayton said staff has contacted other local code
enforcement officers regarding their experience with backyard chickens, the
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Council Work Session Meeting Minutes September 13, 2021
City of Bradenton had 15 violations and the City of Largo stated they receive
a lot of complaints but did not state how many are elevated to the code
enforcement. Deputy Police Chief Eric Gandysaid police departments in
communities where backyard chickens are allowed experienced a low
demand in noise complaints. Ms. Clayton said Pinellas County allows 4
chickens, other communities in the area allow more chickens. The City
Attorney said given the setback required by city code, the chicken runs and
coops will not fit on smaller properties. Mr. Mytych said the proposed
ordinance does not require permits for the chicken coops. Ms. Clayton said
code enforcement will handle the coops in the same manner as sheds. Staff
did not want to on take another item to permit and hoped that it would be on
the honor system.
14.2Amend Clearwater Code of Ordinances Chapter 8, Animals, Section 8.04, Exceptions to
Section 8.03, to add subsection 11 allowing for the keeping of chickens pursuant to
Section 3-204.1 of the Clearwater Community Development Code; amend Section 8.33 to
include chickens in the list of animals owners are prohibited from allowing to roam at
large; and pass Ordinance 8489-21 on first reading.
At the City Council meeting on May 6, 2021, the Council engaged in a
discussion with city staff, residents, and chicken advocates regarding the
possibility of allowing chickens in certain residential zoning districts within the
City. At that meeting, the Council directed staff to prepare an ordinance that
would allow such chickens.
In order to implement the necessary revisions to the Community Development
Code as proposed in Ordinance 8488-21, certain revisions to the Clearwater
Code of Ordinances are required. Currently, Section 8.03 does not allow for the
keeping of backyard chickens. This ordinance creates an exception to that
prohibition. In addition, it amends Chapter 8.33 to add chickens to the animals
that owners are prohibited from allowing to roam at large.
APPROPRIATION CODE AND AMOUNT: N/A
14.3Request for authority to initiate a quiet title action against the real property located at 407
Vine Avenue, Clearwater, FL. (consent)
On April 10, 2018, the City obtained title to real property commonly referred to
as 407 Vine Avenue, Clearwater, FL 33755 (Property) through a county deed
from Pinellas County (County). The County had previously obtained title to the
Property through an escheatment tax deed on August 23, 2017.
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Council Work Session Meeting Minutes September 13, 2021
While the escheatment statute provides that the County obtained the Property
free and clear of tax certificates, tax liens, and other liens of record, the City
currently does not have clear title to the Property and the Property is not
insurable. A quiet title action is therefore necessary to clear title so the City may
orderly transfer the Property.
APPROPRIATION CODE AND AMOUNT:
0109600-548000
14.4Request for authority to initiate foreclosure actions on behalf of the City to recover of
amounts owed on municipal liens imposed against certain real property. (consent)
On July 19, 2018, the City retained Weidner Law, P.A. (outside counsel) for
representation in municipal lien foreclosure matters. The outside counsel
subsequently filed several foreclosure lawsuits against blighted properties.
Based on the program's initial success and the outside counsel's capacity to
handle more cases, city staff has identified several additional properties as
viable candidates for foreclosure based on such variables as: 1) the amount of
the City's lien; 2) whether the property is currently in compliance with city
codes; and 3) whether there are any superior liens on the property.
The properties that have been identified as viable foreclosure candidates are:
1. 1806 N FT HARRISON AVE
2. 1361 MARY L RD
3. 1407 N BETTY LN
4. 1400 GULF TO BAY BLVD
5. 1393 GULF TO BAY BLVD
6. 1000 GRANTWOOD AVE
7. 1233 LAKEVI EW RD
8. 1384 SEABREEZE ST
9. 1510 BARRY RD
10. 1546 TI LLEY AVE
11. 1401 GULF TO BAY BLVD
12. 1565 GENTRY STREET
13. 10 N. AURORA AVE
The liens that the City seeks to foreclose also attach to any other non-exempt
real property that the violator owns. As a result, additional properties may be
included in the foreclosure action.
Therefore, the City seeks authority to initiate foreclosure actions to recover the
amounts owed on the municipal liens that attach to the properties listed above.
APPROPRIATION CODE AND AMOUNT:
0109600-548000
14.5Appoint Jon Jennings as City Manager effective November 8, 2021 and approve the
Employment Agreement. (consent)
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Council Work Session Meeting Minutes September 13, 2021
On September 2, 2021, City Council unanimously agreed to offer Jon Jennings
the position of City Manager and directed the City Attorney to negotiate an
Employment Agreement with Mr. Jennings.
Mr. Jennings has agreed to the following provisions:
His salary will be $ 230,000.00 annually, he will be covered by Federal Social
Security, and the City will contribute an amount equal to 15% of his salary to the
Money Purchase Pension Plan [401(A)].
He will receive a car allowance in the amount of$600 per month, will
accumulate General Leave in lieu of sick, vacation and floating holidays at the
amount of 35 days per year, with a cap of 120 days' accrual. He will be entitled
to the same paid holidays, travel expenses and insurance coverages as other
management employees, including life and disability insurance.
He will move into the city within one year of appointment and the city will
reimburse up to $35,000 as follows: a) up to $25,000 for the actual and
reasonable cost of moving, packing and storing expenses for the complete
move of household goods, vehicles, and personal effects to the City of
Clearwater. This shall include the cost of travel for up to three trips to
Clearwater, including air fare, vehicle rental and hotel stays. Reimbursement of
such actual and reasonable costs shall be made upon presentation of
supporting documents. b) The amounts reimbursed shall be grossed up to
provide for reimbursement of income tax and social security tax not to exceed
$10,000.
He agrees to attend the Clearwater City Council's 2021 trip to Philadelphia,
September 10th through the 12th. City agrees to reimburse or directly pay the
cost of travel.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 010-09211-510100, Full Time Salaries, to fund
this contract.
15. City Manager Verbal Reports — None.
16. City Attorney Verbal Reports
16.1 Discuss draft ordinance relating to Ranked Choice Voting.
The City Attorney reviewed the proposed ordinance and said the item is only
for discussion, no decision will be taken now. The City's current voting
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Council Work Session Meeting Minutes September 13, 2021
system will remain in place until ranked choice voting is implemented by the
State. She said she does not know how long State's approval or
implementation would take.
In response to questions, the City Attorney said the voting method change
will be implemented 1 year after the State approves the voting equipment
and software. The ordinance would only impact city council elections.
Discussion ensued with staff direction provided to present an agenda item
for the next council meeting.
17. Council Discussion Item
17.1 PSTA/Forward Pinellas Update - Councilmember Allbritton
Councilmember Allbritton said that PSTA are encouraging users to purchase
a Flamingo Card, a rechargeable card that allows touchless fare payments.
PSTA will hold a press event at the intermodal center on Court Street and
Myrtle Avenue Thursday at 10:00 a.m.; he encouraged all to attend. The
Forward Pinellas Waterborne Transportation Subcommittee is developing
recommendations for waterborne transportation, that includes dedicated
funding strategy, that PSTA administers local waterborne transportation, and
a phased approach for the beach and mainland intermodal connectivity.
Assistant City Manager Michael Delk said the recent rendering of the
intermodal center does not conform to city code, such as curbcuts and
access to Court Street and Chestnut Street traffic flow. Staff will continue to
work with PSTA to ensure the objectives for a multimodal center are met. He
said the site is constrained for the proposed facility. He said PSTA was
contemplating purchasing the last remaining parcel on the site.
18. 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.
19. Closing Comments by Mayor— None.
20. Adjourn
The meeting adjourned at 11:53 a.m.
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City of Clearwater