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12/13/2021 Council Work Session Meeting Minutes December 13, 2021 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 Meeting Minutes Monday, December 13, 2021 9:00 AM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Roll Call Present: 5 - Mayor Frank Hibbard, Vice Mayor Hoyt Hamilton, Councilmember David Allbritton, Councilmember Mark Bunker and Councilmember Kathleen Beckman Also Present: Jon Jennings — City Manager, Micah Maxwell —Assistant City Manager, Michael Delk—Assistant City Manager, David Margolis - 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 9:05 a.m. 2. City Manager 2.1 Adopt the 2022 Clearwater Cultural Arts Strategic Plan, providing recommendations for arts and cultural actions and programs for Fiscal Year 2022/23 through Fiscal Year 2028/29. (consent) In 2020, the City commissioned cultural planning consultants Designing Local to assist in the creation of a strategic plan to respond to Clearwater's contemporary social and cultural makeup. In order to accurately reflect the city's composition and current cultural offerings, Designing Local conducted a comprehensive survey of artists, stakeholders, arts agencies, and arts-adjacent citizens to establish key strategies that will guide the city over the next 5-7 years. Each strategy is supported by a series of action steps for implementing these recommendations. Each strategy further supports the city's desire to transform communities and lives through the power of creative expression. The strategies developed for the 2022 -2028 Cultural Arts Strategic Plan are as follows: 1. Strengthen the identity of neighborhoods through an investment in public art at the neighborhood level 2. Expand funding for public art through reinstating the Public Art in Private Development ordinance 3. Invest in iconic public art in strategic locations to bolster the overall public art experience 4. Strengthen existing programs and city departments through an expansion of offerings and injection of creativity 5. Implement programs that build the capacities of the arts and culture sector to be more unified in their vision toward the same goal Page 2 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 6. Define spaces within Clearwater that an investment in the arts can be concentrated for maximum impact 7. Support neighborhoods through broadening and diversifying arts experiences The Cultural Arts Strategic Plan is intended to be used as a roadmap for the future development of the Cultural Affairs Division. The Plan is meant to serve as the city's guide for cultural development and investment. The arts and culture community has been heavily involved in producing the strategies outlined in the plan and should be involved as strong collaborators in the implementation of the Plan pursuant to the vision for the future. Private businesses and philanthropists should support the vision of the community as they consider new initiatives. Local school will be important partners in the facilitation of the Plan as they seek new ways to connect their students with creative resources. By connecting students with the vibrancy of cultural arts programming will build deeper relationships between students and the city, ensuring a future that continues the cultural traditions established through the city's programs and initiatives. Cultural Affairs Coordinator Christopher Hubbard provided a PowerPoint presentation. In response to questions, Mr. Hubbard said interactive micro projects, such as murals on walls, small sculptures and storm drain painting projects, are envisioned for Strategy 1 as a way to strengthen neighborhood identity. The City Attorney said the City's current public art in the private development program is voluntary but there may be ways to reinstate a mandatory program. He said he would like to discuss the associated legal risks with councilmembers during one-on-one meetings. Mr. Hubbard said Strategy 4 envisions an artist speaking with staff regarding department operations or interfacing with the public in order to inject creativity, create new avenues of employee expression or problem solving. The Public Art advisory board met with the consultants and assisted in the strategy development. 2.2 Approve a contract (purchase order) to Cenergistic LLC of Dallas, TX for the creation and implementation of a municipal energy savings program to include a third-party software in the amount of$16,900, pursuant to RFP 15-20, Energy Savings Program, and authorize the appropriate officials to execute same. (consent) In order to reduce its greenhouse gas emissions and meet the goals laid out in Greenprint 2.0, the City has committed to increase energy efficiency within its facilities. RFP 15-20 was issued to receive proposals from companies that could achieve energy savings through data informed behavior-based changes to maximize building efficiency while maintaining fiscal responsibility. A staff committee reviewed proposals received from three interested companies and Page 3 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Cenergistic was ranked highest in its ability to meet the City's requirements. Cenergistic has worked for over 34 years to help more than 1,450 organization across the nation reduce greenhouse gases and save money in electricity, natural gas, and water costs. The company achieves such reductions by applying advanced technology and behavior-based conservation programs within buildings, as well as embed full-time onsite Energy Specialists to ensure all equipment and operation are working at peak efficiency and optimization. Based on information provided by the City, Cenergistic projects to conserve roughly 25% of energy currently used in city facilities. An initial purchase of $16,900.00 for a third-party software, EnergyCAP, is required to objectively report any experienced savings in energy and energy costs. For each month of the program, the City shall pay Cenergistic a performance fee in an amount equal to 50% of the total savings achieved during the prior month. Termination fees apply as described on pages 8-10 of the contract. APPROPRIATION CODE AND AMOUNT: Funds are available in cost code 0109211-530300, Contractual Services, to fund this contract. Cenergistic representative Steven Jones provided a PowerPoint presentation. In response to questions, Mr. Jones said the contract is for a 5-year term, allowing the company to build an in-depth energy assessment or all city- owned facilities that are 1,500 sq. ft. or more. Savings will not be realized for a while. The company will not assess city facilities that are leased to outside organizations, as they may be allowed to run air conditioning at different levels. Cenergistic will not conduct monthly public education but will provide staff with the information needed for public outreach programs. He said the individual hired for Clearwater's program will be hired locally and work closely with the City's Sustainability Coordinator. Sustainability Coordinator Sheridan Boyle said there were two other respondents who scored below Cenergistic. The RFP asked for behavior based program in which the city would not pay upfront for any equipment that would be more energy efficient. She said the two other respondents proposed an exact replica of the program the City conducted via Honeywell. Mr. Jones said of the 50% energy savings Cenergistic retains, approximately 26% will be used to fund the program. He said Cenergistic employees will be tracking and monitoring city facilities to ensure the facilities are running within the acceptable parameters. The proposal before Council assumes no equipment will be replaced. Solid Waste and General Services Director Earl Gloster said the Page 4 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Honeywell Performance Management contract changed how the City purchased and replaced its HVAC equipment, lighting, and thermostats. Technology has changed over the last decade and the Cenergistic contract is the next logical step. Discussion ensued with a concern expressed with the proposed 50% savings split. Staff was directed to take the item off the Consent Agenda. 3. Economic Development and Housing 3.1 Accept the 2021 Local Housing Incentive Strategy (LHIS) Report developed by the Affordable Housing Advisory Committee (AHAC). (APH) Florida Statute Section 420.9076 states that counties and cities receiving State Housing Initiatives Partnership (SHIP) program funds are required to appoint an Affordable Housing Advisory Committee (AHAC) comprised of eight to eleven members. The statute further provides that the committee be made up of members from a specific industry or a specific group as identified in the statute. The requirement was largely met through the use of the City's existing seven-member Neighborhood and Affordable Housing Advisory Board (NAHAB). City staff recommended Council appoint four additional committee members. The City Council adopted Resolution No. 21-30 that created and appointed the 2021 AHAC. The duties of the AHAC include reviewing policies and procedures, ordinances, land development regulations and the City's adopted comprehensive plan, and recommending specific actions or initiatives to encourage or facilitate affordable housing. Per state statute, at a minimum, the AHAC reviewed and made recommendations on the following: (a) The processing of approvals of development orders or permits, as defined in F.S.163.3164 (7) and (8), for affordable housing projects is expedited to a greater degree than other projects. (b) The modification of impact-fee requirements, including reduction or waiver of fees and alternative methods of fee payment for affordable housing. (c) The allowance of flexibility in densities for affordable housing. (d) The reservation of infrastructure capacity or housing for very low-income persons, low-income persons, and moderate-income persons. (e) The allowance of affordable accessory residential units in residential Page 5 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 zoning districts. (f) The reduction of parking and setback requirements for affordable housing. (g) The allowance of flexible lot configurations, including zero-lot-line configurations for affordable housing. (h) The modification of street requirements for affordable housing. (i) The establishment of a process by which a local government considers, before adoption, policies, procedures, ordinances, regulations, or plan provisions that increase the cost of housing. Q) The preparation of a printed inventory of locally owned public lands suitable for affordable housing. (k) The support of development near transportation hubs and major employment centers and mixed-use developments. Throughout the fall of 2021, Economic Development and Housing Department staff, through coordination with Planning and Development Department staff, facilitated discussion at three meetings of the AHAC. The meetings centered around reviewing the 2020 LHIS to discuss any changes that should be made as well as to consider new strategies to incentivize development of affordable housing. The LHIS encompasses the definition, vision, strategic focus areas and incentive recommendations in order to facilitate the development and preservation of affordable housing in the City of Clearwater. The AHAC convened on three separate occasions to develop and identify the value of affordable housing, identify the principles for Clearwater's affordable housing, and develop/confirm a vision statement to be included as part of the LHIS. The AHAC members focused on the values that affordable housing brings to the City of Clearwater and recommended the continuation, with slight modifications in some cases, of recommendations made by prior AHAC committees. The committee focused particularly on two areas of revised strategies and two new strategies. Revised Strategies: • The processing of approvals of development orders or permits, as defined in F.S.163.3164 (7) and (8), for affordable housing projects is expedited to a greater degree than other projects. o Continue to use the "Request for Expedited Permit Processing for Affordable Housing Activity" form to fast-track affordable housing projects. Projects submitted with this form will receive first priority during the permit review process. Continue to strive to complete reviews of single-family permit reviews within four days of the initial submittal and within three days of all subsequent submittals. o Encourage affordable housing developers of single-family homes to submit frequently used template plans for pre-screening by the Building Official to further expedite the staff permit review process. • The modification of impact-fee requirements, including reduction or waiver of fees and alternative methods of fee payment for affordable Page 6 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 housing o Continue to assess the financial, legal, and administrative feasibility of reducing, refunding, or redefining (by unit size) the costs of impact fees and/or permitting fees related to the development of affordable housing. o The Planning & Development Department will recommend amending the Schedule of Fees Rates and Charges ordinance to provide for a reduction in the Plan Review and Permit Fees for single-family homes. o Coordinate with the Parks and Recreation Department in the development of a new Parks & Recreation impact fee structure to identify opportunities to reduce or waive impact fees for affordable housing. o The Economic Development & Housing Department will develop a policy to assist with the payment of Plan Review and Permit Fees and impact fees utilizing state and federal funds designated for affordable housing. New Strategies: • Develop a new policy/procedure for disposition of city owned lots. Consider including energy efficient items into the scoring matrix to support environmentally friendly development in partnership with the Greenprint 2.0 timeline. • Evaluate the feasibility of reducing/paying code violation liens on lots suitable for affordable housing development. The LHIS report has been due every three years on December 31 st of the year preceding the submission of the Local Housing Assistance Plan (LHAP). Changes to Florida Statute now require the AHAC to convene, and the LHIS report to be updated, annually. The report must be submitted to the Florida Housing Finance Corporation by December 31, 2021. This year's LHIS update includes recommendations that were approved by the AHAC on December 14, 2021. In response to questions, Economic Development and Housing Assistant Director Chuck Lane said accessory dwelling units (ADU) are not the same as tiny homes. City code allows ADUs under certain guidelines. He said city code does allow residential development in non-residential areas. The locations for ADUs can be expanded once the comprehensive plan update is completed. 3.2 Approve the City of Clearwater's Fiscal Year 2020-2021 Consolidated Annual Performance and Evaluation Report. (APH) Page 7 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 The Consolidated Annual Performance and Evaluation Report (CAPER) is the principal administrative report documenting the City's expenditures for Community Development Block Grant (CDBG) and HOME Investment Partnership (HOME) programs to the U.S. Department of Housing and Urban Development (HUD). For Fiscal Year (FY) 2020-2021, the City's entitlement allocation was $837,233 in CDBG and $431,344 in HOME program funds, $870,887 of Prior Year funds, $622,783 of Program Income and $1,145,000 in CDBG Revolving Loan funding for a total budget of$3,907,247 from federal funds. Through the CDBG and HOME program activities, total expenditures were $1,081,313 in FY 2020-2021. Funds not expended from this year's budget will be programmed in future years. In addition to reporting activities carried out with federal money, a summary of activities conducted with the Florida State Housing Initiatives Partnership (SHIP) Program and Pinellas County Housing Trust Fund (PCHTF) Program is also included in the narrative section. For FY 2020-2021, SHIP fund expenditures totaled $457,083 and PCHTF fund expenditures totaled $50,183. The report provides HUD with necessary information for the Department to meet its requirement to assess each grantee's ability to carry out relevant Community Planning and Development programs in compliance with all applicable rules and regulations. It also provides information necessary for HUD's Annual Report to Congress and it provides grantees an opportunity to describe to citizens their successes in revitalizing deteriorated neighborhoods and in meeting objectives stipulated in their Consolidated Planning document. The City of Clearwater's FY 2020-2021 CAPER contains information on the City's assessment of the following activities: - Assessment of Four-Year Goals and Outcomes - Resources and Investments - Affordable Housing - Homeless and Other Special Needs - Public Housing - Other Actions to Address Barriers to Affordable Housing - Monitoring - CDBG - HOME A list of notable accomplishments utilizing federal, state and local funds for FY 2020-2021 include: - Provided four down payment & closing cost assistance loans totaling $160,000. This included a deferred loan for a very low-income household (below 50% of Area Median Income). Page 8 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 - Assisted Community Service Foundation with the rehabilitation of two multi-family rental units with a total cost of$120,621. - Assisted Lexington Club at Renaissance Square with the rehabilitation of seven multi-family rental units with a total cost of$300,000. - Provided a total of$514,674 to three organizations for construction of four single-family homes. - Expended $288,161 for four Public Facilities projects. Facility improvements were made to the following: Homeless Emergency Project's (HEP)Adult homeless shelter (Phases 3 & 4); RCS Pinellas' Domestic Violence Shelter; Salvation Army's Mallory Powell Social Services Campus and Directions for Living's headquarters facility. - Expended $80,332 for operational support for 9 Public Service providers. Funds were used for case management for HEP's Emergency Shelter Program; salary support for Kimberly Home's Transitional Housing Program, Fresh Start Ministries & Mentoring, St. Vincent dePaul's Community Kitchen & Resource Center, RCS Pinellas' Grace House, GulfCoast Legal Services, Intercultural Advocacy Institute, and Pinellas Ex-offender Re-entry Coalition; and Case Management for WestCare-Florida's A Turning Point facility. - Provided $57,675 for technical assistance services to Hispanic Business Initiative Fund of Florida, Inc. dba Prospera and Tampa Bay Black Business Investment Corporation that assisted 59 entrepreneurs and businesses. - Provided $5,110 to three organizations to deliver homebuyer education to assist 70 Clearwater residents: Clearwater Neighborhood Housing Services, Tampa Bay Community Development Corporation, and Bright Community Trust. - Contributed $100,000 through the city's General Fund to Pinellas Safe Harbor; $50,000 to Homeless Emergency Project, Inc.; $25,000 to the Homeless Leadership Alliance; $40,000 to Pinellas Hope; $25,000 to Hope Villages of America (formerly RCS Pinellas); and $10,000 to The Salvation Army of Upper Pinellas. Overall federal, state and local funding assisted 5,800 persons and 84 Households. On December 14, 2021, the Neighborhood and Affordable Housing Advisory Board recommended City Council approval of the CAPER as written. The CAPER is due annually to HUD no later than December 31. Economic Development and Housing Assistant Director Chuck Lane provided a PowerPoint presentation. A suggestion was made that the City should increase its funding to social service providers. 4. Finance Page 9 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 4.1 Award a contract for Other Post-Employment Benefits (OPEB) actuarial services for the five-year period ending December 31, 2026 to Gabriel, Roeder, Smith and Company for a not-to-exceed total of$72,730 and authorize the appropriate officials to execute same. (consent) At least biennially, the City needs a full actuarial calculation of the City's OPEB liability. A less expensive "roll-forward" calculation is allowed every other year if there have been no significant changes in OPEB benefits, assumptions, or experience. Request for Proposals (RFP) 47-21 was issued in August 2021, with proposals received in September. The RFP selection committee consisting of the HR Director, HR Assistant Director, Finance Director, Finance Assistant Director, and Senior Pension Payroll Analyst, unanimously chose Gabriel, Roeder, Smith & Company (GRS) from the eight respondents for OPEB actuarial services. GRS has been the actuary for the OPEB plan since January 2010. The full OPEB actuarial valuation will be done on a biennial basis with an abbreviated roll-forward prepared for the off-year when appropriate. The first-year fee for the full OPEB valuation will be $15,500 and the first-year roll-forward fee will be $3,750. Subsequent fees will be adjusted annually for inflation, not to exceed 3% in any year. As needed, additional services will be provided per various hourly rates provided in the agreement schedule, to be adjusted annually. APPROPRIATION CODE AND AMOUNT: Funds are available and will be budgeted annually in cost code 0109821-530100, Professional Services, to fund this contract. 4.2 Approve a three-year renewal to the current CorVel Healthcare Corporation's Agreement for the review of Workers Compensation Medical bills and Pharmacy Benefit Management services in the not-to-exceed amount of$200,000 for term January 1, 2022 through December 31, 2024, pursuant to Clearwater Code of Ordinances Section 2.563(1)(h), Workers Compensation, and authorize the appropriate officials to execute same. (consent) In November 2019, Council approved the current pricing agreement with CorVel, for the term beginning January 1, 2020 through December 31, 2021.- CorVel has proposed a three-year amendment to the agreement, beginning January 1, 2022, which will increase the Bill Review Service Fee from $7.32/bill to $7.54/bill; Field, Telephonic Case Management and Nurse File Reviews will Page 10 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 increase from $85 to $96/hour; Bill reduction will remain at 28% of savings; the minimum transaction fee will be $6.03; and the check writing fee will go from $4.00 to $4.12. The pharmacy benefit savings will change from 7% to 8% on Brand, and 12% to 25% on Generic, 12% for Brand Mail Order, and 35% for Generic Mail Order. Staff is requesting a not-to-exceed amount of$200,000 for the three-year term January 1, 2022 through December 31, 2024. APPROPRIATION CODE AND AMOUNT: Account# 5907590-545800 $200,000.00 In response to questions, Risk Manager Rick Osorio said the City paid $770,000 in medical bills during the last fiscal year. The City typically processes 30-50 individual claims annually. 5. Parks and Recreation 5.1 Approve a Locally Funded Agreement between the State of Florida, Department of Transportation (FDOT), and the City of Clearwater to fund $250,000.00 of design fees for the State Road 60 (SR 60) Pedestrian Overpass from the Courtney Campbell Trail to Bayshore Trail and authorize the appropriate officials to execute same. (consent) Trails are an essential part of the City of Clearwater's multi-modal transportation and recreation network. In 2004, the City identified both the Courtney Campbell Causeway Trail and the Ream Wilson Clearwater Trail, Bayshore segment, as trails needed in the bicycle and pedestrian master plan. Subsequently, both trails have been included in the Pinellas County long range transportation plan and have been funded and completed. The Courtney Campbell Causeway Trail currently terminates on the south side of SR 60 connecting to the Ream Wilson Clearwater Trail, Bayshore segment, on the north side utilizing a signalized pedestrian crosswalk. The current configuration slows down motor vehicle traffic on SR 60. The proposed overpass project will provide a safer alternative to the current at grade crossing for the trail users as well as enhance the traffic flow of motor vehicles on SR 60. On June 16, 2016, the Council approved supporting the SUN Trail funding to construct the Courtney Campbell Causeway Trail Overpass, authorized the City Manager to commit to the transfer of necessary city right-of-way/property for the project, and authorized the City Manager to execute a Memorandum of Understanding for maintenance of the overpass upon completion. Page 11 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 The City desired to be a part of the design team and to assist in funding of the bridge aesthetics and has verbally committed to funding $1,000,000.00 to the project for both design and construction costs. The total costs for design work are $2,049,875.00, of which the City will commit $250,000.00 as part of this funding agreement. The remaining commitment of up to $750,000.00 to fund construction costs will be requested of the Council in a separate funding agreement once the plans are completed and the project is awarded. The design phase will take approximately one year. APPROPRIATION CODE AND AMOUNT: Funds are available in CIP 315-93272 "Bicycle Paths & Bridges." In response to questions, Parks and Recreation Director Jim Halios said DOT designed the structure. Staff provided DOT with design input, the original design called for a cement wall instead of the columns. The ramp was designed to meet the ADA requirements. Engineering Director Tara Kivett said the City is not funding the Ham Boulevard pedestrian overpass but will be responsible for maintaining it. Mr. Halios said in order to provide input on the aesthetic features of the overpass, the City funded a portion of the project. The City of Safety Harbor is not contributing to the project. Staff was directed to take the item off the Consent Agenda. 5.2 Approve a template for a Facility Use Agreement between the City of Clearwater and the Clearwater Horseshoe Club, Clearwater Lawn Bowls Club and Clearwater Shuffleboard Club, for the use and supervision of certain city-owned buildings and facilities from January 1, 2022 through December 31, 2022, with a one-year renewal option, and authorize the appropriate officials to execute same. (consent) On August 20, 2015, the City Council approved entering into a Facility Use Agreement with the Clearwater Horseshoe Club, Clearwater Lawn Bowls Club and the Clearwater Shuffleboard Club for the use and supervision of certain city-owned facilities used for their various recreational activities. The current agreement with the corresponding groups expired on September 30, 2021. The clubs have expressed their desire to extend their relationship with the City by entering into a new agreement. By approving the Facility Use Agreement template, the Parks and Recreation Department may utilize a single agreement format with each adult group. The City, as allowed by available funding of the Parks and Recreation Page 12 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Department, shall provide financial support in the form of reimbursement of stormwater fees where applicable, and up to $2,500 towards operating expenses for the maintenance of courts and equipment as part of these agreements. The City will provide landscape and maintenance services, as well as capital improvements to the properties. Each group is required to provide an annual report of activities consisting of the number of clients served, costs of such service, commentary on the viability, effectiveness, and trends affecting the program and success of same. The Clearwater Lawn Bowls and Shuffleboard Clubs have been active in Clearwater for over 55 years, while the Horseshoe Club has offered programs at Ed Wright Park for over 35 years. All three of these adult groups continue to provide recreational opportunities to the citizens of Clearwater in their specific specialty. APPROPRIATION CODE AND AMOUNT: Funds are available in various Parks and Recreation Programming operating budgets and will be budgeted accordingly in future budget cycles. Staff was directed to provide a copy of the annual reports submitted by each club. 5.3 Authorize Guaranteed Maximum Price proposals to Keystone Excavators, Inc. of Oldsmar, FL, in the amount of$2,151,361.10 and Certus Builders of Bristol, FL, in the amount of$431,991.00, each of which includes a 10% contingency, for renovations and improvements of Del Oro Park and new trail head located at 401 N. McMullen Booth Road, pursuant to Request for Qualifications (RFQ) 40-20, Construction Manager at Risk Services Continuing Contracts; capital improvement project transfers of$786,000.00 from ENST180005, Coastal Basin; $400,000.00 from C2209, Neighborhood Parks; and $1,050,000.00 from 93272, Bicycle Trails/Bridges to project 93667, Del Oro Park Renovations, and authorize the appropriate officials to execute same. (consent) On September 17, 2020, Council approved the use of thirteen firms to serve as Construction Managers at Risk (CMAR) for Continuing Contracts under RFQ 40-20 and Keystone Excavators, Inc., and Certus Builders were selected as two of the approved firms. Del Oro Park is a neighborhood park (24.16 ac) that has served the recreational needs of the residents in the eastern portion of Clearwater and surrounding communities for over 50 years. One of the most beautiful parts of the Ream Wilson Trail runs through Del Oro Park to Tampa Bay and the connection to either Safety Harbor or the Courtney Campbell Causeway. Due to this ideal location on the trail, the City purchased two parcels adjacent to and north of Del Oro Park to be developed into a trail head for the Ream Wilson Page 13 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Trail and other trails in the community. Part of this project will be to construct the new trail head which will consist of restrooms, parking, covered shelter, water fountain, air pumping station, bike racks and other park amenities. The park has seen heavy use by the neighborhood as well as persons from outside the Del Oro Park area, therefore a project was established to make needed renovations to the park and to address flooding issues for several homes on the south side of the park on Bordeaux Lane. This project will relieve flooding for approximately 9 homes south of the park as well as address overflow into neighborhood streets. This is an excellent example of where the Engineering and Parks and Recreation Departments have collaborated to address needs of both departments. Staff has worked closely with the Del Oro Homeowners Association, residents south of the park, the Engineering Department and the City's Neighborhood Coordinator to develop a plan to renovate the park and address the drainage issues. Keystone Excavators Inc. will be responsible for the majority of the work which includes all sitework needed for the project, construction of stormwater improvements, basketball court, tennis courts, parking lot, sidewalks etc. Certus Builders will construct the restroom shelter building and install shade structures in the park. The remaining items needed to complete the park renovation project include cost of sodding, fencing and park furniture which will be procured in the future using existing vendors/contracts. To establish total project funding staff is recommending project budget transfers identified in this agenda item. The funds being transferred were planned for this purpose, budgeted in other "umbrella" projects while the details and timeline of the Del Oro Park renovations were developed. This is a 270-day contract which is anticipated to begin in January and be completed by late October 2022. APPROPRIATION CODE AND AMOUNT: A first quarter budget amendments will transfer$786,000.00 of stormwater revenue from ENST180005, Coastal Basins; $400,000.00 of sales tax infrastructure revenue (Penny for Pinellas) from C2209, Neighborhood Parks; and $1,050,000.00 of sales tax infrastructure revenue (Penny for Pinellas) from 93272, Bicycle Trails/Bridges to project 93667, Del Oro Park Renovations to provide total project funding. Page 14 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 The Council recessed from 11:07 a.m. to 11:14 a.m. 6. Police Department 6.1 Approve an ancillary agreement with Axon Enterprise, Inc. of Scottsdale, AZ, in the amount of$375,074.99, for the purchase of additional body camera equipment, digital evidence storage and management, licensing, and training, in accordance with City Code of Ordinances Section 2.563(1)(c), Piggyback; and authorize the appropriate officials to execute same. (consent) In 2018, Request for Proposal (RFP) 29-18, Digital Evidence Management System was issued to create operational efficiencies regarding evidence location/retention, address public records requests, and aggregate and control property disposals relating to electronic evidence or items which could be digitized. The RFP Committee, comprised of members from Clearwater Police Department's (CPD) Property/Evidence unit, Records unit, CPD management, and the City's Information Technology Department evaluated proposals received from six vendors and shortlisted two for further review. Following presentations, the selection committee made an intent to award to Axon Enterprise, Inc. (Axon) which was approved by Council on February 7, 2019. The agreement provides for a Digital Evidence Management System which supplies a common platform for all department employees and allows CPD to share records with the State Attorney's Office, private attorneys, and citizens. This program was also anticipated to be the foundational system to develop and implement a Police Body Worn Camera (BWC) program. On April 18, 2019, Council approved CPD's request to incorporate five interview room cameras and one Driving Under the Influence (DUI) room camera into the Digital Evidence Management System. Subsequent to this, CPD has added several in-cruiser video systems which are directly compatible with this system. In July 2020, the City Council directed the Police Department to incorporate a BWC program. The proposed BWC program was also a product of the Axon and works in integration with the Digital Evidence Management System. In August 2020, the City Council approved an agreement, to provide 200 Axon "Body 3" cameras, docking bays, storage, licensing, and training to fulfill the July 2020 directive. The BWC program was launched in January 2021 primarily to our uniformed personnel. CPD now seeks to expand the BWC program to all sworn personnel. As a Page 15 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 result, CPD is now seeking approval for 45 additional Axon "Body 3" cameras, docking bays, storage, and applicable licensing. This will provide a body worn camera to each detective, as well as managerial and command ranks of CPD. The pricing included in this agreement was competitively solicited and obtained through the National Purchasing Partners (NPP), contract number VH11629, Law Enforcement Equipment, a national resource for public entities for similar public solicitations; the City of Clearwater is a participating member in this partnership. This ancillary 44-month agreement will align the additional cameras with the existing five-year BWC agreement with Axon Enterprise, Inc. Costs for the initial year, specific to this ancillary agreement, are $93,768.75; annual recurring costs for years 2 through 4, specific to the BWC are $281,306.25 in total. CPD has funding available for the first year of this agreement. Future fiscal year funding will be required through the annual Operating Budget Process. APPROPRIATION CODE AND AMOUNT: A first quarter budget amendment will transfer$40,455 from special program 181-99387, Federal Forfeiture Sharing, and $53,314 from the Police Department operating budget to special program P2002, Police Body Worn Camera Program to fund the first year of this agreement. Future years of this agreement will be an annual increase of$93,768.75 to the Police Department operating budget. chief 7. Engineering 7.1 Award a construction contract to TLC Diversified, of Palmetto, FL, for the 2021 Annual Water and Reclaimed Water Repair and Improvements (21-0025-UT) in the amount of $6,000,000 for an initial one-year term with an option for three one-year renewals on a unit price basis for a total contract value of$24,000,000, per Invitation to Bid (ITB) 21-0025-UT, and authorize the appropriate officials to execute same. (consent) ITB 21-0025-UT obtained competitive prices to establish multi-year contracts for as-needed repairs for potable water and reclaimed water infrastructure improvements. TLC Diversified will be contracted to perform Group A - Water and Reclaimed Water Infrastructure Repairs and Improvements for an amount not to exceed $6,000,000.00 per one-year term. Page 16 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 The City of Clearwater will direct contractors to high priority areas as established in the Public Utilities Department Capital Improvement Plan, the Potable Water System Master Plan, and the future Reclaimed Water Master Plan. Construction is anticipated to be a one-year term with an option for three one-year renewals on a unit price basis (total of up to four years). The City of Clearwater Public Utilities Department is responsible for owning, operating, and maintaining potable water and reclaimed water systems. APPROPRIATION CODE AND AMOUNT: 3217321-546900-96721 $4,200,000 3277327-546900-96784 $1,400,000 3277327-546900-96665 $ 400,000 First quarter budget amendments will transfer amounts from Capital Improvement Project of$3,600,000 from 3217321-96722, Line Relocation, to 3217321-96721, System R&R, and $1,000,000 from Utility Renewal and Replacement project 3277327-96722, Line Relocation-Maint, to 3277327-96784, Reclaimed Distribution System. Additional funds are available in amounts of$600,000 from Capital Improvement Project 3217321-96721, System R&R, and from Utility Renewal and Replacement Projects in amounts of$400,000 in 3277327-96784, Reclaimed Distribution System and $400,000 in 3277327-96665, Sanitary Sewer R&R, to fund the initial one-year contract and will be included in FY2023 through FY2025 Capital Improvement Program for future renewals in the amount of$6,000,000 per year. 7.2 Approve the conveyance of a Utility Easement to Spectrum Sunshine State, LLC for the installation, operation, and maintenance of electric facilities at the City's State Street Park, whose address is 1971 North Betty Lane, and authorize the appropriate officials to execute same. (consent) As a condition to the City passing Ordinance 9517-21, vacating a portion of State Street that abuts the City's State Street Park, the City is required to grant easements to the private utility companies in order to support existing and future utility needs. This easement provides Spectrum with the necessary property rights to maintain and support their needs over the vacated portion. City staff supports the conveyance of this easement. 7.3 Approve the conveyance of a Utility Easement to Frontier Florida LLC for the installation, Page 17 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 operation, and maintenance of communication facilities at the City's State Street Park, whose address is 1971 North Betty Lane, and authorize the appropriate officials to execute same. (consent) As a condition to the City passing Ordinance 9517-21, vacating a portion of State Street that abuts the City's State Street Park, the City is required to grant easements to the private utility companies in order to support existing and future utility needs. This easement provides Frontier with the necessary property rights to maintain and support their needs over the vacated portion. 8. Information Technology 8.1 Approve a Renewal of License and Maintenance Services Agreement with Environmental Systems Research Institute (ESRI) of Redwood, CA, for mapping and land management software licensing and maintenance in an amount not to exceed $285,000.00, which includes a contingency, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(d), Non-competitive purchases (impractical), and authorize the appropriate officials to execute same. (consent) ESRI software is the City's mapping software and is used by all departments for mapping, land records management, infrastructure tracking, spatial tracking, dispatching and spatial analysis. This agreement is for a three-year term beginning January 1, 2022 through December 31, 2024. Software licensing includes all webservices and development tools for the customization and creation of applications and display of data. APPROPRIATION CODE AND AMOUNT: Funds are budgeted and available in the Information Technology operating budget, cost codes 5559864-530300 (contractual services) for planned expenditures in the current fiscal year. Expenditures for future fiscal years will be budgeted in the same line item of the IT Admin Services budget. 8.2 Approve an Agreement with Invoice Cloud, Inc., Braintree, MA to provide electronic bill presentment and payment services for the City of Clearwater Utility Customer Service Department, from January 1, 2022 through December 31, 2024, in accordance with Clearwater Code of Ordinances Section 2.563 (1)(a), Single Source, and authorize the appropriate officials to execute same. (consent) Page 18 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 The City of Clearwater has used Kubra Systems for the past four years for its bill presentment and payment solution provider for the Utility Customer Service (UCS) Department. Kubra was selected in August 2016 in response to a Request for Proposal (43-16). Over the past four years, Kubra, while functional, has not fulfilled all contractual expectations and has provided unsatisfactory response to several requests for reports and support from UCS. Invoice Cloud was the second ranked respondent during the original RFP process and has since formed a partnership with Cayenta (current Utility Billing System vendor) for online billing and payment processing. The agreement will commence on January 1, 2022. The initial term of the Agreement will be for a three-year term, unless otherwise terminated pursuant to the Agreement. Thereafter, the Agreement may be renewed for two one-year renewal terms upon mutual written consent of both parties. Customers paying with Check or Credit/Debit Card will be charged a $2.95 convenience fee (both online and via phone-IVR). Customers will still have access to `no-cost' payment options, including walkup/in person payments, check via mail, and auto-debit. Invoice Cloud offers: • Real-time payment option to reduce unnecessary service shutoffs due to last-minute payments • Pay-by-Text: Allows customers to complete payment transactions from the convenience of their mobile device • Secure a-Mail Delivery & Payment: securely receive, review, and send payment through their email • Automatic alerts to customers, reminding them to make payment • Real-time balance updates when online and IVR payments are made In response to questions, IT Director Dan Mayer said the City will continue to offer free payment options. Customers paying via direct debit or in person will not pay a convenience fee. Those paying via credit card or debit card will be charged a $2.95 convenience fee. 9. Solid Waste 9.1 Authorize a partial amendment and assignment of site license agreement between the City of Clearwater and the L3Harris Technologies, Inc, a Delaware corporation, as successor in interest to M/A-COM Private Radio Systems, Inc., on behalf of its affiliates Page 19 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 and subsidiaries and the State of Florida, Department of Management Services, an agency of the State of Florida, where this partial assignment and amendment is agreed to by the City of Clearwater, a municipal corporation of the state of Florida, and authorize the appropriate officials to execute same. (consent) In 2002, a Tower Agreement was signed and gave M/A-COM, now 1-31-larris, the right to use the city property for a communications tower that has been used as part of the Statewide Law Enforcement Radio System (SLERS). SLERS is the digital radio network that was built and maintained by 1-31-larris and its predecessors for the past 20 years and provides radio voice communications for state law enforcement officers as well as first responders from participating state and local agencies throughout the state. The original 2002 SLERS agreement between the State and 1-31-larris to own and operate SLERS for the benefit of the State ended in June 2021 and a new 15-year SLERS agreement was entered into in June between the State and 1-31-larris. Pursuant to the new SLERS agreement, 1-31-larris will continue to operate and maintain SLERS for the State. As part of the new agreement, 1-31-larris is also required to assign and transfer all tower leases (where 1-31-larris is a tenant) from 1-31-larris to the State which includes the Tower Agreement between the City and 1-31-larris. In addition to the Assignment of Tower Agreement, the City is being asked to join in and sign the Assignment of Lease document to amend the Tower Agreement to include provisions that must be in every State of Florida lease as required by Florida law to include: (1) creating the ability for the State to pay the leases in advance each month; (2) adding the contingency that funds must be appropriated each year by the State Legislature for the State to pay the Tower Agreement rent; (3) using Florida law as the governing law for the Tower Agreement; (4) noting that the State of Florida is self-insured for some insurance requirements; (5) adding the requirement for every State of Florida vendor contract that the vendor must cooperate with an Inspector General audit (if one is ever started); and (6) adding the new DMS contract manager information for notice purposes. 10. Official Records and Legislative Services 10.1Approve an agreement with Pinellas County Supervisor of Elections to conduct the City's March 15, 2022 General Election, in the amount of$141, 532.88, and authorize the appropriate officials to execute same. (consent) The City of Clearwater contracts the Pinellas County Supervisor of Elections (SOE) to conduct its elections. The SOE is responsible for the hiring and training of poll workers, voting equipment, ballots, and publishing the Canvassing Board Meeting/Testing Schedule. Page 20 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 APPROPRIATION CODE AND AMOUNT: Funds are available in cost code 0109700 530100, Supervisor of Elections 2022 General Election, to fund this contract. In response to a question, the City Clerk said requesting the City's state lobbying team to host a town hall on the upcoming legislative session would be outside of their scope of services. She said she is coordinating with the lobbyists to provide Council with a pre-session report. 11. Legal 11.1Adopt Ordinance 9516-21 on second reading, vacating public right-of-way described as that certain portion of North Osceola Avenue lying west of the west boundary of Block 2, Jones' Subdivision of Nicholson's Addition to Clearwater Harbor as recorded in Plat Book 1, Page 19 of the Public Records of Hillsborough County, of which Pinellas County was formerly a part, and lying east of the e3ast boundary of Block 1 of said Jones' Subdivision of Nicholson's Addition to Clearwater Harbor, and lying east of the east boundary of a portion of Lot B, Clovis C. Lutz Subdivision as recorded in Plat Book 35, Page 76 of the Public Records of Pinellas County, Florida. 11.2Adopt Ordinance 9517-21 on second reading, vacating public right-of-way described as that certain portion of State Street abutting Lot 11 and Lot 18 of E.A. Marshall Subdivision as recorded in Plat Book 3, Page 44 of the Public Records of Pinellas County, Florida. 12. City Manager Verbal Reports The City Manager said staff has identified 211 sidewalk issues throughout the city. Eighty-three of them will be fixed by January. He said 97 sidewalks are impacted by trees, Parks and Recreation staff will notify residents that the City may need to remove and replace trees impacting the sidewalk. He said staff is working on a policy that will limit new trees adjacent to a public right-of-way to species with a non-invasive root structure. Staff anticipates addressing all identified sidewalk issues within the next 4 to 6 months. He, said he, the City Attorney and Mayor Hibbard met with David Miscavige a few weeks ago about working more collaboratively on the Cleveland Street corridor. He said the conversations have been honest and productive. In order for the City to move forward, it must develop a partnership with the Church of Scientology, as stated in the 2014 ULI study, to improve Downtown. He said he hopes to bring a proposal for council consideration that will enable the City to work collaboratively with the Church on their real estate holdings soon. He said staff will present a proposal for a new city hall on the vacant land adjacent to the Municipal Page 21 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Services Building and financing package in the next couple of months. The proposal will allow staff to streamline services for residents and be more efficient. The City Manager said a strategic planning process community forum will be held tonight via Zoom from 7:00 p.m. to 8:30 p.m. He wished Denise Sanderson a happy birthday and offered best wishes to Joelle Castelli for celebrating a milestone birthday. 13. City Attorney Verbal Reports The City Attorney said Council will need to appoint a representative to the Pinellas County Opioid Task Force. The committee will discuss recommendations regarding the disposition of settlement funds. He said the appointed individuals may be a council member or staff. He said future council discussion regarding amending Council Rules to allow remote attendance will be scheduled. The Council's current practice does not permit remote attendance at a council meeting. 14. Council Discussion Item 14.1 PSTA/Forward Pinellas Update - Councilmember Allbritton Councilmember Allbritton said PSTA will purchase 60 electric buses over the next five years. PSTA received government funding 12 years ago to purchase sixty buses which were purchased all at the same time, creating a replacement issue now. PSTA currently has 6 electric buses and is determined to meet the promise of a zero emissions fleet by 2050. In January 2021, PSTA adopted a sustainable strategic plan that provides a road map to the agency's sustainability goals to increase the agency's use of renewable resources, they are exploring an opportunity to partner with Duke Energy to consider solar panels at PS TA's headquarters. 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). Councilmember Beckman said in January she would like to discuss the legislative priorities updates on the City's website and asked if resident engagement could be tracked. The City Clerk said she would provide Public Communications legislative updates from our lobbyist during the session and said social media can be used whenever there is a request for action. In response to a question, the City Clerk said any official position on a legislative item or issue needs to come from Council. 16. Closing Comments by Mayor Page 22 City of Clearwater Council Work Session Meeting Minutes December 13, 2021 Mayor Hibbard requested a discussion on the policy recognizing sports achievements as it does not address public vs private schools. He said Clearwater resident Bobby Fink won a gold medal at the 2020 Olympics and the Calvary High School Girls Volleyball Team won the state championship. Public Communications Director Joelle Castelli said there is a recognition sign for Bobby Fink on the Courtney Campbell Causeway. 17. Adjourn The meeting adjourned at 11:48 a.m. Page 23 City of Clearwater