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02/28/2022 Council Work Session Meeting Minutes February 28, 2022 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 m ap ® e Meeting Minutes Monday, February 28, 2022 9:00 AM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 Roll Call Present 5 - Mayor Frank Hibbard, Councilmember Hoyt Hamilton, Councilmember David Allbritton, Councilmember Kathleen Beckman, and Councilmember Mark Bunker 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 2. City Manager 2.1 Receive an update on the Strategic Planning Process. (WSO) On February 18, 2021, Council selected the Florida Institute of Government (FIOG) at USF to perform a Strategic Planning Process. "Phase I: Data Collection" has been completed. ROG staff will present an update that includes their findings as well as recommended and potential next steps. Florida Institute of Government Director Angela Crist provided a PowerPoint presentation. The City Manager thanked Ms. Crist and her team for their efforts in obtaining the data needed to move forward. He said he is recommending a facilitated goal setting process that will allow Council and staff to dive deep into the information provided. The strategic plan can be established once the goals have been defined. He anticipates beginning the process in April and then wrap-up shortly after. In response to questions, Ms. Crist said approximately 40 individuals participated in the SPC Collaborative Labs community SWOT analysis forum that was held via Zoom and recorded. The information received from the 25 stakeholder interviews were used to establish the questions for the citizens survey. Five questions related to the SWOT were added to the City's citizen survey. She said there were approximately 750 employees who participated in the employee survey. The Institute is finishing Cape Coral's strategic plan. Page 2 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 Cape Coral is a pre-platted community that does not have the infrastructure to build and has identified community education (i.e., difference between affordable housing and attainable housing and what the City is able to do) as a goal within their strategic plan. She said Cape Coral is also allowing residents to survey the different areas/sections of the community. In response to a comment, Ms. Crist said ROG started the process but was not able to hold community forums throughout the city as originally proposed. She said more citizen input and community forums are needed in order to make the goals and the strategic plan as robust as possible. It was suggested that further discussion regarding next steps is needed. 3. Public Communications 3.1 Accept the results of the 2021 National Community Survey. (WSO) Between the months of June and September 2021, the National Community Survey was conducted and a representative sample of 531 city residents responded. The survey results are compared to results from previous survey years and to national benchmark data. Public Communications Director Joelle Castelli provided a PowerPoint presentation. In response to questions, Ms. Castelli said the National Citizen Survey compares the City's survey with other similar municipal surveys and aims to get a 95% confidence rate in each of those communities. The City paid $30,000 for the survey. She said the same firm has been used in the past, as it provided additional cost savings since they already had the City's past survey results. The City is not required to conduct a citizens survey. Discussion ensued with comments made that the City began using the citizens survey as a way to establish goals, benchmarks, areas of improvement, and training opportunities. A concern was expressed that a small group of respondents represent a larger segment of the population. It was stated that the survey provides scientific data from residents who do not attend meetings or events. It was requested that staff provide the demographic information for the respondents. 4. Office of Management and Budget 4.1 Approve changes to the Penny for Pinellas IV project list, as approved for fiscal years Page 3 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 2021/22 - 2029/30. On February 14, 2022, staff presented a conceptual plan to relocate and construct a new City Hall on the city-owned lot adjacent to the Municipal Services Building. The City Hall replacement project was established in 2017 using cost estimates at that time and assuming replacement at comparable square footage. Current construction costs and a larger facility to better address future needs of the city result in the need to allocate additional funding to this project. In an effort to accelerate the process and begin formal planning, staff is seeking to revise the Penny for Pinellas project list to reallocate funding for City Hall replacement. 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 which meet this criterion: City Hall - This project provides for the relocation and construction of a new City Hall currently funded with $6,650,300 of Penny for Pinellas revenues. Current budget estimates show this funding to be insufficient requiring additional funding. A total of$16,000,000 is planned to be reallocated from the Utilities Infrastructure project to bring the total Penny for Pinellas funding to $22,650,300 for City Hall replacement. Utilities Infrastructure - This project was established to assist the Public Utilities fund in upgrading aging infrastructure. Current and planned future revenue sources are sufficient to fund the capital needs of the utilities department freeing up Penny funds for reallocation. This project will be eliminated and the $16,000,000 planned to be funded in fiscal year 2021/22 through 2028/29 will be allocated to the City Hall project. Assistant City Manager Micah Maxwell said the size for the proposed city hall was to relieve space issues in the MSB, while providing adequate spacing in city hall. The space assumptions were based on a 2009 study, which may change as discussions proceed with design professionals. The proposed square footage is based on the new Dunedin city hall, which was approved last year. He said the approximate cost for the new Dunedin city hall is $619 per square foot. The proposed cost for the new Clearwater city hall includes construction and time cost escalators that provided a 20% buffer. Staff intends to refine the proposed cost moving forward. Finance Director Jay Ravins said the $2 million Penny Utilities infrastructure funding for fiscal years 2022 through 2029, for a total of$16 million, was Page 4 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 intended to provide additional funding for water and sewer utility capital projects. The water and utility fund has approximately$120 million in cash reserves available for capital projects due to capital project spending in recent years that was less than forecasted and currently not in need of the Penny infrastructure sales tax subsidy. He said staff will continue to conduct annual rate studies for the utility fund, with the goal of maintaining the utility fund as an independent self-sustaining enterprise fund. Regarding the use of general fund reserves, the 3rd quarter budget amendments adopted in October indicated a $9.9 million budget surplus for fiscal year 2021, due to strong fiscal year 2021 revenues versus conservative budget estimates. Staff expects to realize an additional $9 million in surplus due to expenditure budget savings across all city departments, for a total of$19 million in general fund surplus for fiscal year 2021. Mr. Ravins said these savings provides $7.35 million needed for the city hall project, while maintaining a healthy general fund reserve balance in excess of city policy. 5. Parks and Recreation 5.1 Approve a Professional Services Agreement to The Superlative Group, Inc., of Cleveland, OH for asset valuation, naming rights and sponsorship sales services for the Imagine Clearwater Project in a not to exceed amount of$69,000, which includes a 15% contingency, pursuant to Request for Proposal (RFP) 50-21, and authorize the appropriate officials to execute same. (consent) On April 12, 2021, Council authorized the issuance of a Request for Proposal to seek a qualified firm to provide naming rights and sponsorship valuation services for the Imagine Clearwater Project. On August 23, 2021, the City issued RFP 50-21, Asset Inventory, Valuation and Naming Rights Services, and received four responses from qualified companies that could provide professional services related to asset inventorying, sponsorship valuation, and identify competitive solutions for the naming rights of Coachman Park, in consideration of feedback provided at the Council Work Session on August 2, 2021. A team of city staff representing the Engineering and Parks & Recreation Department reviewed each proposal and conducted presentations with the top two ranked firms. The Superlative Group was ranked highest in its ability to meet the City's technical requirements. The proposed contract includes a two-phased approach. Phase I will provide for an inventory and valuation of all assets that Coachman Park has available to generate revenue. The optional Phase II provides for the development of a strategic sales campaign to identify a preferred sponsoring party for the Imagine Clearwater Venue. Page 5 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 The Parks and Recreation Department is recommending approval for Phase I of the agreement, with an estimated project duration of four months. Staff will present the Phase I findings to Council at a future date and request further direction for an optional Phase 11 approach, which consists of Naming Rights and Sponsorship Sales Services. APPROPRIATION CODE AND AMOUNT: Funds are available in General Fund Non-Departmental cost code 0107010-530100, Professional Services, to fund the cost of this contract. In response to questions, Superlative Vice President Matthew Korte said the City would have the option to retain Superlative for the naming rights sale after the report is delivered. The contract analysis for naming rights includes identifying any contracts or agreements the City has that would affect who the City may contract with for naming rights. He said the contract analysis provides an understanding of the category of partners that may be off limits. He said Superlative also provides sponsorship policy development assistance, the company can assist staff to develop a policy catered to the City's needs. If Superlative is selected to conduct Phase 2, no outreach will be made until the City vets the list of identified prospective partners. He said the stakeholders meetings typically consist of Parks and Recreation staff(direct reports and operations), food and beverage directors, concessions directors, program directors, and amphitheater operators. Parks and Recreation Director Jim Halios said the contingency amount included in the contract is for travel in the event certain members of the Superlative team may need to conduct additional visits or additional work time on certain components of Phase 1. Mr. Korte said when Superlative provides values for naming rights, it includes a Florida ceiling range, there is always the chance that certain venues under or over perform. The valuations for corporate sponsorships and naming are good and typically are very close to the numbers provided in the proposed contract. Individual sponsorships and naming have a greater variance because of one's affinity for a project or city. Superlative does not recommend allowing naming rights deal in perpetuity as it will cap annuity revenue, if the naming rights are for a specific timeframe, the naming rights opportunity can go back to market when the facility requires renovations. He said pouring rights refers to non-alcoholic beverage exclusivity, Coca Cola and Pepsi are the two main players. Corporations have adopted environmental initiatives, Coca Cola and Pepsi have joined forces to spearhead a recycling initiative. Page 6 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 The City Manager said last Friday the City issued a Request for Qualifications for the venue management operator. A 30-day turnaround is expected. He anticipates the management team in place to assist with this process. 6. Police Department 6.1 Approve Amendment No. 1 to Letter of Agreement and Contract with University of North Florida Training and Services Institute, Inc., d/b/a Institute of Police Technology and Management (IPTM) High Visibility Enforcement (HVE) for a Pedestrian and Bicycle Safety Grant Award to accept an additional grant award of$25,000 for police overtime and authorize the appropriate officials to execute same. (consent) On August 19, 2021, City Council granted approval of an Agreement with University of North Florida Training and Service Institute (University) for phase 9 of the state HVE program to continue its grant-funded pedestrian and bicycle safety project with Clearwater Police Department (CPD). CPD has conducted eight grant-funded comprehensive enforcement/education projects since March 2014 aimed at changing the behavior of all who use Clearwater's roadways - pedestrians, bicyclists, and motorists. The 2021 Agreement provided funding for a ninth round of funding for this very successful project which is currently underway. The University extended an invitation to CPD to request an additional $25,000 in funding to expand the current project. The University requested and received approval from the Florida Department of Transportation to amend the agreement approved by Council on August 19, 2021, to reflect the additional allocation of$25,000, which increases the total contract amount from $21,455.01 to $46,455.01. The funds will be utilized by CPD to conduct additional HVE details at the intersections selected and approved by the University based on crash data. The project period will end on or before May 13, 2022. There will be no direct adverse impact to the Police Department annual operating budget nor is there a required match. APPROPRIATION CODE AND AMOUNT: A mid-year budget amendment will reflect a budget increase of$25,000 in grant Page 7 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 revenue in special program G2110, Pedestrian/Bicycle Safety Grant 2022, to account for the additional grant revenues and expenditures. The Council recessed from 10:52 a.m. to recess 10:59 a.m. 7. Engineering 7.1 Approve the request from the owner of property addressed 2427 Timbercrest Cir E, Clearwater to vacate a portion of the 10-foot wide Platted Drainage and Utility Easement and a portion of the 5-foot wide Platted Utility Easement, located on Lot 156, Woodgate of Countryside - Unit One, according to the map or plat thereof in Plat Book 70, Page(s) 13-14, Public Records of Pinellas County, Florida, and pass Ordinance 9552-22 on first reading. The property owner at 2427 Timbercrest Cir E., Clearwater, has requested that the City vacate a portion of the 10-foot wide Platted Drainage & Utility Easement along the SE property line and a portion of the 5-foot wide Utility Easement along the SW property line. The purpose of this vacation is to provide space for concrete pavers for a pool deck and pool equipment inside the easements. There are no city utilities present within the easements. All private utility companies have no objection to the vacation. The remaining easements will be sufficient for drainage and utility purposes and future city needs. City staff have reviewed this vacation and have no objection. 8. Public Utilities 8.1 Authorize a purchase order to Odyssey Manufacturing Co. of Tampa, FL for the continuous supply of Sodium Hydroxide and Sodium Bisulfite Aqueous Solution, in a cumulative annual amount not-to-exceed $400,000.00, for the period of March 21, 2022 through March 20, 2023, with the option of two, one-year renewals, pursuant to Invitation to Bid (ITB) 07-22, Sodium Hydroxide and Sodium Bisulfite Aqueous Solution, and authorize the appropriate officials to execute same. (consent) Sodium Hydroxide (Caustic Soda) is used at two of the City's Water Treatment Plants (Reverse Osmosis Water Treatment Plant (RO1) and Reverse Osmosis Water Treatment Plant (R02)) for final pH adjustment and corrosion control to meet the requirements of the Florida Department of Environmental Protection (FDEP) and Safe Drinking Water Act. Page 8 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 Sodium Bisulfite Aqueous Solution is used at the City's three Wastewater Reclamation Facilities (Marshall St., Northeast, East) to dechlorinate treated effluent prior to discharge to surface waters and at the City's R01 plant for the treatment of drinking water to meet the requirements of the FDEP. In response to the City's ITB #07-22, five submissions were received on January 27, 2022, with Odyssey Manufacturing Co. representing the lowest, most responsive bidder at $2.95/gal for Sodium Hydroxide (Caustic Soda) and $1.79/gal for Sodium Bisulfite. Harcros Chemicals, Inc. bid included an exception to the PPI clause for future pricing indicating Harcros could not limit the increase to this index for the future beyond the first year. APPROPRIATION CODE AND AMOUNT: Budgeted funds for FY22 are available in Public Utilities' cost centers, cost code 551700 Bulk Chemicals. Funding for future fiscal years (FY23 through FY25) will be requested within contract calendar and spending limits. 9. Official Records and Legislative Services 9.1 Reappoint Gregory Byrd, citizen representative, and Brianne Roberts, Clearwater Arts Alliance, Inc. representative, to the Public Art and Design Board with terms to expire March 31, 2026. (consent) APPOINTMENT WORKSHEET BOARD: Public Art and Design Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: City of Clearwater resident except for the Clearwater Arts Alliance, Inc., formerly, Clearwater Arts Foundation, and the Creative Pinellas representative MEMBERS: 7 Liaison: Christopher Hubbard, Cultural Affairs Coord. CHAIR: MEETING DATE: Quarterly - January, March, June, Sep. TIME/PLACE: 2:00 PM/Chambers APPOINTMENTS NEEDED: 2 THE FOLLOWING ADVISORY BOARD MEMBERS HAVE A TERM WHICH EXPIRES AND NOW REQUIRE REAPPOINTMENT: Page 9 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 1. Gregory L. Byrd - 1400 Pine Brook Drive, 33755 - Professor/St. Pete College Original Appointment: 5/6/21 (currently filling an unexpired term until 3/31/22) (1 Absence in 2021) Interest in Reappointment: Yes (Citizen) 2. Brianne Roberts - 6225 Baker Rd., New Port Richey, FL 34653 - Locksmith/Arts Admin. Original Appointment: 4/15/21 (currently filling an unexpired term until 3/31/22) (0 Absences) Interest in Reappointment: Yes (Clearwater Arts Alliance, Inc.) Zip codes of current members: 2 - 33755 1 - 33761 1 - 33764 2 - 33765 1 - 34653 Current Categories: 1 Artist/Art Business Owner 4 Citizens 1 Clearwater Arts Alliance, Inc. 1 Creative Pinellas 10. Legal 10.1Adopt Ordinance 9519-22 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 806 Turner Street, Clearwater, Florida 33756, from Office (0) to Medium Density Residential (MDR). 10.2Adopt Ordinance 9530-22 on second reading, vacating a portion of the 5 foot wide platted drainage and utility easement located on Lot 76, Westchester of Countryside, according to the map or plat thereof as recorded in Plat Book 70, Page 44 of the Public Records of Pinellas County, Florida. 10.3Adopt Ordinance 9553-22 on second reading, amending Section 2.036 of the Code of Ordinances relating to city administration. 11. City Manager Verbal Reports — None. Page 10 City of Clearwater Council Work Session Meeting Minutes February 28, 2022 12. City Attorney Verbal Reports — None. 13. Council Discussion Item — None. 14. 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 requested to schedule a future council discussion regarding adopting a Tenants Bill of Rights similar to the ones implemented by the cities of Tampa and St. Petersburg. 15. Closing Comments by Mayor— None. 16. Adjourn The meeting adjourned at 11:05 a.m. Page 11 City of Clearwater