02/14/2022 Council Work Session Meeting Minutes February 14, 2022
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
m
ap
® e
Meeting Minutes
Monday, February 14, 2022
9:00 AM
Main Library - Council Chambers
Council Work Session
Page 1
City of Clearwater
Council Work Session Meeting Minutes February 14, 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
The meeting was called to order at 9:02 a.m.
2. City Manager
2.1 Approve a contract (purchase order) to Cenergistic, Inc. of Dallas, TX for the creation and
implementation of a municipal energy savings program for an average monthly fee of
$50,441 and an annual fee for a third-party software 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
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. The City shall pay
Cenergistic a fee of$41,758.33 for each month during the first year, $46,100.00
Page 2
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
for each month during the second year, $50,441.67 for each month during the
third year, $54,783.33 for each month during the fourth year, and $59,125.00 for
each month during the fifth year for a total of 60 consecutive months. The
average monthly fee is $50,441.67. An annual purchase of$16,900.00 for a
third-party software, EnergyCAP, is also required to objectively report any
experienced savings in energy and energy costs.
The contract includes a savings guarantee in which Cenergistic will reimburse
the City for the difference if the City's program costs exceed its total savings,
calculated from the starting date to the end of any performance year during the
term.
Termination fees apply as described on pages 9-11 of the contract.
APPROPRIATION CODE AND AMOUNT:
Funds of$16,900 are available in cost code 0109211-530300, Contractual
Services, to fund the third-party software, EnergyCAP.
A first quarter budget amendment will transfer an allocation of$300,000 of
General Fund Reserves to capital project, C2106, Greenprint Implementation, to
fund the first six months of the Cenergistic contract.
Beginning in Fiscal Year 2022/23, future year expenditures will be requested as
part of the Building and Maintenance operating budget in 5656531-530300,
contractual services.
USE OF RESERVE FUNDS:
Funding for this agreement will be provided by a first quarter budget amendment
allocating General Fund reserves in the amount of$300,000 to capital
improvement project C2106, Greenprint Implementation. Inclusive of this item if
approved, a net total of$3,816,980 of General Fund reserves has been
appropriated by Council to fund expenditures in the 2021/22 operating budget.
The remaining balance in General Fund reserves after the 8.5% reserve is
approximately $49.9 million, or 30.3% of the current General Fund operating
budget.
In response to questions, Cenergistic representative Steve Jones said the
company has been around for 35 years, the better the City does the better
the company looks. The proposal includes doing multiple presentations to
staff, and growing the culture within the organization to achieve a higher
standard. He said essential services, such as natural gas, traffic lights and
water plants, will not be included in order to maintain the system.
Sustainability Coordinator Sheridan Boyle said the company will look at ways
to conserve electricity, natural gas, and water consumption within city
facilities. The total expected savings is $8 million, the fixed rate the City
Page 3
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
would receive is $5 million. She said any time the City invests in solar or
energy efficiencies, Cenergisitic will adjust the baseline for the building to
identify future savings.
3. Economic Development and Housing
3.1 Authorize staff to initiate a foreclosure action against the mortgagor pursuant to a
mortgage on property located at 408 Vine Street, Clearwater. (consent)
The City of Clearwater's Housing Division utilizes federal, state, and local funds
to create and preserve quality affordable housing for the citizens of Clearwater.
Much of the funding provided through these programs is in the form of loans.
The City, as a lender, currently services 397 active loans with a total loan
balance of approximately $15.8 million.
From time to time, loans fall into default status. Such occurrences are
infrequent due to strong staff oversight and the requirement for borrowers to
complete homebuyer education courses for certain programs.
The Economic Development and Housing Department Affordable Housing Loan
Foreclosure and Loan Forgiveness Policy (Policy) lays out the steps that staff
must follow prior to seeking City Council's approval to initiate a foreclosure
action. While the Policy prescribes activities to reach reasonable solutions not
involving foreclosure, this action of last resort is necessary to protect the City's
lien position and investment in the property. Under the Policy, the City is
obligated to explore the following:
• Staff will work with borrowers that experience hardships in an effort to
agree to an alternative to foreclosure.
• Alternatives that are explored may include loan modifications, deferment
of loan, a deed in lieu of foreclosure or other alternatives.
• Staff must seek alternative options to foreclosure under circumstances
whereby the ownership of the home has changed. Alternative options
may include loan assignment, converting the loan from interest-free to
interest-bearing, or a deed in lieu of foreclosure.
• Any acceptable foreclosure alternative must be allowable under the rules
and regulations of the funding source(s) used to create the initial loan.
Attempted Resolutions to Prevent Foreclosure:
In September 2003, Ms. Isla E. Wilburn (Borrower) came to the city with a
request for a home rehabilitation loan. Upon inspection by the city, it was
determined that the house was in extremely poor condition and demolition was
recommended. The city approved utilization of HOME Investment Partnership
program funds to demolish the existing structure and build a new
four-bedroom/three-bathroom home to accommodate the Borrower's large
family, consistent with the city housing strategy that existed at that time.
Page 4
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
The $130,000.00 loan was due for payments beginning in March of 2004. The
Borrower immediately fell behind on payments and has remained in default for
the life of the loan. The Economic Development and Housing Department
restructured the loan in February 2012 by placing the past due payments on the
back end of a new modified loan at 2% interest over 22 years. The Borrower
committed to keep up the required payments but failed to do so. City staff
modified the loan again in August 2015. The balance at modification was
$107,771.31. Required payments were $747.06. By November 2015 she was in
default again and has remained in default status since.
Since August 2015, ten payments totaling $6,302.25 have been received and
applied to escrow however available escrow funds have most recently been
insufficient to pay for homeowner's insurance and property taxes. The property
taxes are delinquent and to the best of staff's knowledge, the home is currently
uninsured. The borrower is currently 76 payments behind for a total
delinquency of$46,352.55, including interest and late fees. The amount due to
pay off this loan is currently $119,591.43. The Borrower has received more than
65 past due letters from Housing Division staff requesting payment of the
delinquent loan. Staff has had numerous discussions with the Borrower and
accepted several promises to pay, both verbal and in writing, few of which have
been honored.
History of the Policy
The Economic Development and Housing Department Affordable Housing Loan
Foreclosure and Loan Forgiveness Policy was approved by City Council on
June 1, 2017. This is the first request to initiate foreclosure action under the
Policy.
Housing Division loans that become candidates for foreclosure are triggered by
one of two default circumstances:
• A borrower stops making payments and refuses to engage in
discussions regarding alternatives to foreclosure.
• Change in ownership - a common condition in all Housing Division loan
documents requires the loan balance to be paid in full if the borrower no
longer resides in the home as his/her primary residence.
In response to questions, Economic Development and Housing Director
Denise Sanderson said the balance on the note is $117,000. Once the City
initiates foreclosure, the borrower can sell the home for market value and
repay what is owed. Assistant City Attorney Mike Fuino said the note on the
mortgage will allow the City to recoup taxes and attorney fees.
Page 5
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
4. Engineering
4.1 Approve the request from the owner of property addressed 2772 Westchester Drive N,
Clearwater, to vacate a portion of the 5-feet 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, Public Records of Pinellas County, Florida, and pass
Ordinance 9530-22 on first reading.
The property owner at 2772 Westchester Dr., Clearwater, has requested that
the City vacate a portion of the 5-feet wide platted Drainage and Utility
Easement along the NW property line. The 5 feet side setback will still apply.
The purpose of this vacation is to provide space for an A/C equipment pad,
garage door stoop, water filtration system and tankless water heater inside of
the easement along the side a new addition being built onto the existing
structure.
There are no city utilities present within this easement. All private utility
companies have no objection to the vacation provided the property owner grants
easement or bears expense of facility relocation, if required. The remaining
easement will be sufficient for drainage and utility purposes and future city
needs. City staff have reviewed this vacation and have no objection.
4.2 Approve Supplemental Work Order One to Atkins North America, of Tampa, FL, for
Lower Spring Branch Stormwater Improvements (14-0048-EN), an increase of$140,250
for a new work order value of$449,294 per Request for Qualifications (RFQ) 18-18; and
authorize the appropriate officials to execute same. (consent)
The Lower Spring Branch Stormwater Improvements is identified as Project 1 B
in the Stevenson Creek Watershed Management Plan (WMP), which was
prepared by the City of Clearwater with SWFWMD's cooperative funding and
participation.
This project will provide flood relief for approximately 11 homes adjacent to
the Creek, removing them from the 100-year floodplain.
The construction of this project includes the replacement of bridges at
Springtime Avenue, Overlook Avenue, and the addition of larger box culverts
under Douglas Avenue.
August 14, 2018, City Council approved the initial $309,044 design work
order and the Cooperative Funding Agreement between the City of
Clearwater, SWFWMD and Pinellas County. The Agreement includes
SWFWMD reimbursements to the City and Pinellas County up to 50% of
Page 6
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
the cost of design and construction with a $1,160,000 maximum to the City
and a $500,000 maximum to Pinellas County. Pinellas County will
reimburse the City 25% or not to exceed $270,000 of the construction of the
Douglas Avenue Crossing.
Supplemental work order one includes additional permitting associated with U.
S. Army Corps of Engineers requirements and adjustment of the 90%
construction plans due to field conditions to save existing trees, preserve
access to private property and to correct drainage issues not included in the
original scope of work.
APPROPRIATION CODE AND AMOUNT:
ENST180010-DSGN-PROSVC $140,250
Funding is available in Capital Improvement project ENST180010, Lower
Spring Branch Improvements, for the work order.
4.3 Approve a purchase order to Duke Energy for lighting within Imagine Clearwater
(17-0031-EN) in the amount of$299,650.25 pursuant to Clearwater Code of Ordinances
Section 2.563 (1)(a), Single Source, and authorize the appropriate officials to execute
same. (consent)
July 15, 2021, City Council approved GMP #3 for$55,370,250 from Skanska to
perform the primary park construction including hardscaping, building
construction, and landscaping. Previous council approvals included GMPs 1
and 2 for the relocation of Duke infrastructure, demolition and sitework for a total
$69,923,152 construction contract.
Duke Energy will be providing much of the site lighting within the park and has
designed the lighting program in close coordination with the Imagine Clearwater
project engineer, Stantec Inc. and city staff. This purchase order covers the
cost of the installation of this lighting program. Duke will maintain their new
lighting. This Duke cost was included in the overall Imagine Clearwater budget
previously shared with Council. Lighting provided by another vendor would result
in higher costs, including maintenance and a higher billing rate for actual
electrical usage. Duke is the sole electrical utility provider in this area.
Completion of the overall project is scheduled for summer of 2023.
APPROPRIATION CODE AND AMOUNT:
ENGF180013-CONS-CNSTRC $299,650.25
Funds are available in capital improvement project ENGF180013, Imagine
Clearwater, to fund the purchase order.
In response to questions, Engineering Construction Manager Tim Kurtz said
the lighting installed will be LED. The City pays for the lighting.
4.4 Approve the conveyance of a Distribution Easement to Duke Energy Florida, LLC, d/b/a
Page 7
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
Duke Energy, for the installation, operation, and maintenance of electric facilities over a
portion of the Seminole Boat Ramp at 302 Seminole Street and authorize the appropriate
officials to execute same. (consent)
The proposed Distribution Easement will provide Duke Energy with the
property rights necessary to construct and maintain its electric equipment
within the easement. The Engineering Department supports conveyance of
the Distribution Easement.
4.5 Approve a proposal to Construction Manager at Risk Biltmore Construction Co., Inc of
Belleair, Florida, in the amount of$105,485.43 for 400 and 500 blocks of the Cleveland
Street closure to provide and install removable traffic control devices to protect the
commercial seating areas while still providing access when necessary, pursuant to RFQ
40-20 Construction Manager at Risk Services for Continuing Contracts, and authorize the
appropriate officials to execute same. (consent)
August 19, 2021, City Council approved the indefinite closure of certain portions
of Cleveland Street, to public motorized vehicles; specifically, approving the
closure of Cleveland Street from the East boundary of S. Osceola Avenue to the
West Boundary of S. Ft. Harrison Avenue, and from the East bound of S. Ft
Harrison Avenue to the West boundary of S. Garden Avenue; retaining an open
roadway for one-way vehicular access from Watterson Avenue onto and along
Westbound Cleveland Street.
Scope of work for this proposal includes installation of 24 stainless steel
removable bollards, 24 flexible delineator posts and 13 square planters at
entrance and exist locations at intersections on the 400 and 500 blocks of
Cleveland St.
On September 17, 2020, Council approved the use of Construction Manager at
Risk (CMAR) Services for Continuing Contracts per RFQ 40-20, to thirteen
firms with Biltmore Construction Co., Inc., being one of the thirteen firms
selected.
These costs are planned to be reimbursed by the CRA, either partial or in full. A
future agenda item will be brought to the CRA Trustees for discussion/approval.
APPROPRIATION CODE AND AMOUNT:
ENGF180003-CONS-CNSTRC $105,485.43
Funds are available in Capital Improvement project ENGF180003,
Miscellaneous Engineering, to fund this proposal.
In response to a question, Traffic Engineering Manager Omar Atallah said
the removable bollards will be installed within four to six weeks. The bollards
are approximately 3 feet tall. Fire apparatus would access the area via the
south side of Cleveland Street.
Page 8
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
4.6 Request FDOT to limit safety concerns on Drew Street by lowering the speed limit on
Drew Street from Saturn to Myrtle Avenues and adopt Resolution 22-07.
City council expressed safety concerns, conveyed from residents, along the
Drew Street corridor at the January 18, 2022, council meeting and expressed
interest in adopting a resolution urging FDOT to lower the speed limit on Drew
Street, Myrtle to Saturn Avenues (segment of Drew St with four narrow lanes).
There was council consensus to approve the resolution.
In response to a question, Police Chief Daniel Slaughter said some drivers
adhere to the posted speed limit. Speed limits tend to have a 5 to 10 mph
creep. The level of compliance is higher than originally thought,
approximately 90%.
5. Fire Department
5.1 Approve a proposal from Biltmore Construction Company, Inc., of Belleair, FL, at the
Guaranteed Maximum Price (GMP) of$8,346,771 for the construction of the Fire Station
46 (18-0028-FD), pursuant to Request for Qualifications (RFQ) 18-20, and authorize the
appropriate officials to execute same. (consent)
Fire Station 46, located at the north end of Mandalay Park on Clearwater Beach,
was built in 1964 and no longer meets the operational needs of the Clearwater
Fire Department.
January 2020 the City issued RFQ 18-20 for CMAR firms for Fire Station 46.
The RFQ committee selected Biltmore Construction. November 5, 2020, City
Council approved the selection of Biltmore followed by the City Manager's
approval of preconstruction phase services with Biltmore for $88,990.
June 3, 2021, City Council authorized Biltmore to construct a temporary fire
station on the south end of McKay Park in the amount of$338,914 and
approved the CMAR Agreement. Construction of the new Fire Station 46 will
require demolition of the existing fire station and the City's Parks & Recreation
maintenance garage.
This CMAR proposal is for the construction of a new fire station that will also
house a 1,500 sq. ft. maintenance bay for the City's Parks & Recreation
Department. The new station will include a wide variety of sustainability
features, including, solar PV array, rain garden, reflective roof, bird safe glass,
and natural gas appliances and emergency generator. Architectural details
allow the building to meet the criteria for Beach by Design and provide a facility
that is in harmony with the beach community while being fully Florida Building
Page 9
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
Code, ADA and FEMA compliant.
Clearwater Fire contracts with Pinellas County to provide Fire and Emergency
Services within the Clearwater Fire and Rescue District. As part of this
agreement, approximately 11.36% of project costs for this new station will be
reimbursed by Pinellas County.
At the request of Engineering Storm Maintenance, stormwater improvements
will be made at the southwest corner of Mandalay and Bay Esplanade
intersection to resolve a reoccurring drainage problem.
Construction of the new fire station is expected to begin in April 2022 and is
scheduled to be completed the summer of 2023. Upon completion and
commissioning of the new fire station, the temporary station will be dismantled,
and the site returned to park space.
APPROPRIATION CODE AND AMOUNT:
FDO01 90001-CONS-CNSTRC $8,346,771
Funds are available in the amount of$4,992,077.53 in Capital Improvement
project FD00190001, Fire Station 46-Beach, to fund the proposal.
A first quarter budget amendment will provide a transfer of$44,000 in
Stormwater revenue from capital project ENST180005, Coastal Basins; a
budget increase of$1,134,000 to recognize County Reimbursement Revenues;
and an allocation of$2,800,000 of General Fund reserves transferred to capital
project FD00190001, Fire Station 46 - Beach, to fund the project.
USE OF RESERVE FUNDS:
Additional funding for this contract will be provided by a first quarter budget
amendment allocating General Fund reserves in the amount of$2,800,000 to
capital improvement project FD00190001, Fire Station 46 - Beach. Inclusive of
this item if approved, a net total of$3,516,980 of General Fund reserves has
been appropriated by Council to fund expenditures in the 2021/22 operating
budget. The remaining balance in General Fund reserves after the 8.5% reserve
is approximately $50.2 million, or 30.5% of the current General Fund operating
budget.
In response to questions, Fire Chief Scott Ehlers said the parking spaces on
Mandalay Avenue have been eliminated. The larger fire vehicles will park on
the side street. He said there will be manual gates on both sides of the
station. He said the Department currently uses McKay Park. Amending the
design to include a helipad would require a total redesign of the roof. Senior
Engineer Jeffrey Walker said city policy requires all appliances in city
buildings be Energy Star natural gas. The project team considers natural gas
a green energy source. Since the roof is a butterfly, a peel and stick solar
array will be installed instead of a solar panel rack system. He said the roof
will have 77 solar panels and expected to produce 43 kw, which is
Page 10
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
approximately 25% of the building's load.
6. Planning
6.1 Approve a Zoning Atlas Amendment from the Office (0) District to the Medium Density
Residential (MDR) District for property located at 806 Turner Street and pass Ordinance
9515-22 on first reading. (REZ2021-11001)
This Zoning Atlas amendment involves a 0.272-acre property located on the
north side of Turner Street approximately 180 feet east of South Myrtle Avenue
that is owned by Ivonne Pineda Kelley. The property is currently vacant, but it
was previously occupied by two detached dwelling units and a carport. The
applicant is requesting to rezone the property from the Office (0) District to the
Medium Density Residential (MDR) District. There is no companion Future Land
Use Map Amendment (LUP) case as the underlying Future Land Use Map
category of Residential/Office General (R/OG) is consistent with the existing
and proposed zoning districts.
The proposed Medium Density Residential (MDR) District is compatible with the
surrounding zoning districts and multi-family, single family residential, office and
daycare uses that exist in the vicinity of the subject property. The requested
amendment would provide a transition from the higher density and intensity
Downtown (D) District to the north along Chestnut Street and further east along
Prospect Avenue to the residential uses to the east and southeast. The
applicant has indicated the desire to construct a detached dwelling on the
property; however, no site plan application has been submitted at this time.
The Planning and Development Department determined that the proposed
Zoning Atlas amendment is consistent with the Clearwater Community
Development Code as specified below:
• The proposed amendment is consistent with the Comprehensive Plan
and the Community Development Code.
• The proposed amendment is compatible with the surrounding property
and character of the neighborhood.
• The available uses in the Medium Density Residential (MDR) District are
compatible with the surrounding area.
• The proposed amendment will not adversely or unreasonably affect the
use of other property in the area.
• The proposed amendment will not adversely burden public facilities,
including the traffic-carrying capacities of streets, in an unreasonably or
disproportionate manner; and
Page 11
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
• The proposed Medium Density Residential (MDR) District boundaries
are appropriately drawn in regard to location and classification of streets,
ownership lines, existing improvements, and the natural environment.
The Community Development Board reviewed this application at its January 18,
2022 public hearing and made a unanimous recommendation of approval to the
Council.
7. Information Technology
7.1 Amend the existing agreement with Granicus, LLC of Washington, DC for software
subscription maintenance and professional services in an amount not-to-exceed
$667,546.38 for a term effective February 22, 2022 through May 31, 2025, pursuant to
Code of Ordinances 2.563(1)(d), non-competitive purchase — impractical, and authorize
the appropriate officials to execute same. (consent)
The City currently uses Granicus' software solutions for agenda management,
meeting management, minutes development, online meeting streaming, public
engagement, website content management, website hosting, and transparency
applications. This authorization is for annual maintenance of all Granicus
software modules.
The original agreement was approved by Council on June 3, 2021. This
modified agreement is incorporating a redesign of the City's website,
implementation of new and enhanced communications tools, advanced data
analytics on site use and communications tools, automated forms, full site edit
and administration control, and workflows for in-site service enhancements; and
is combining separate service agreements for web-hosting and the Government
Delivery applications (i.e., agenda, meetings, and video management). An
additional year of service (June 1, 2024-May 31, 2025) is also being added to
the agreement.
The implementation of the new website and tools will incur a one-time
professional services fee of$38,812.24. Complete site implementation will take
6-12 months, with front page improvements rolling out in the summer of 2022.
The annual maintenance for all Granicus products is $190,488.71 for the period
June 1, 2022, through May 31, 2023. Annual maintenance costs in the
subsequent years will be $199,370.80 (June 1, 2023 - May 31, 2024), and
$208,874.63 (June 1, 2024 - May 31, 2025).
Page 12
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
An additional 5% contingency in the amount of$30,000 is included for
professional services support within the Granicus software suite.
Software Subscription Maintenance and Professional Services from June 1,
2022-May 31, 2025
Year 1: $190,488.71
Year 2: $199,370.80
Year 3: $208,874.63
One-Time Professional Services: $38,812.24
5% Contingency: $30,000.00
Total: $667,546.38
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology Admin
Services budget for support for this fiscal year. Funds for the out years will be
included in the respective Information Technology Admin Services budgets.
8. Marine & Aviation
8.1 Approve the Water Taxi Amendment to Second Renewal with Clearwater Ferry Services,
Inc. and authorize the appropriate officials to execute same. (consent)
Clearwater Ferry Services Inc. (CFS) was the winning bidder of RFP 35-16 and
was awarded a two-year initial contract on November 18, 2016. The City
provided funding for the purchase of a vessel (Monica's Crossing) to be used by
CFS exclusively for service within the City of Clearwater. The City issued a lien
on Monica's Crossing. The original agreement has been renewed and extended
for two additional two-year terms; the second renewal will expire on December
1, 2022. The City has no intention of purchasing or acquiring Monica's Crossing.
CFS has requested the ability to expand the use of Monica's Crossing by
connecting city residents and visitors to surrounding communities.
Upon approval of this amendment, Monica's Crossing may be operated within
or outside the city, however, any connections outside the city shall have a direct
connection back to one of the areas within the Water Taxi Operating Agreement
Second Renewal. The City releases and forever discharges its lien and any
claims to Monica's Crossing.
9. Parks and Recreation
9.1 Approve a purchase order to Sentry Event Services, Inc., of Tampa, FL for security
services in an annual not-to-exceed amount of$200,000.00, which includes a 10%
contingency, and three, one-year renewal options, pursuant to Request for Proposal
Page 13
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
(RFP) 06-22, Security Services and authorize the appropriate officials to execute same.
(consent)
Security Services was rebid under RFP 06-22 to obtain licensed security
service companies to perform services for various departments and locations
within the City of Clearwater, with trained, uniformed, unarmed security
guards/officers on an as-needed basis. The City received eight responsive
proposals, which were evaluated by a committee comprised of staff from
General Services and Parks and Recreation departments, and the Parking
Division of the Engineering department. The proposals were evaluated on three
key areas: responsiveness, responsibility, and technical capabilities. The
committee selected Sentry Event Services, Inc., to provide these services.
The original award from RFP 26-21, approved by Council on August 19, 2021,
was canceled as the awarded vendor was unable to secure staff to provide
adequate security support.
The amount requested includes a contingency of approximately 10% in the
event additional services are requested and to cover any applicable Consumer
Price Index increases.
APPROPRIATION CODE AND AMOUNT:
Funds have been budgeted in Building and Maintenance contractual services
cost code for the Municipal Services Building and Main Library which includes
Work Sessions, Council Meetings, and designated advisory board meetings.
Security services for special events will be charged to Parks & Recreation
Special Events Programs which are funded by special events revenues.
Security services for parking will be charged to Engineering's Parking Fund
which is funded by parking revenues.
10. Solid Waste
10.1Approve a Purchase Order to Underground Refuse Systems of Kissimmee, FL for the
purchase of 14 Underground Refuse Vaults and 14 containers for the Imagine Clearwater
Project in a not to exceed amount of$203,000.00 pursuant to Clearwater Code of
Ordinances Section 2.563 (1)(d), non-competitive purchases, and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater Solid Waste Department is requesting approval to
purchase the Underground Refuse containers and vaults for installation in
Coachman Park to provide safe, efficient, innovative, waste and recycling
collection services for the Imagine Clearwater Project. The Underground
Refuse system provides an increased capacity for the collection of waste and
recycling while providing a safe, efficient, and environmentally friendly and
Page 14
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
sustainable collection system.
On October 16, 2019, Council approved the new capital improvement project
C2005, Underground Refuse, which included a CMAR to design and construct
seven sets of below grade containment housing and a 2020 Autocar ACX
truck with specialized NORD Refuse System Body. The NORD Underground
Refuse System has proven to be successful and features an above ground,
secure kiosk appropriate for accepting large amounts of solid waste while
keeping the trash in a large underground container which prevents over-flowing
above ground containers, wind-blown litter, and nuisance animals.
This additional purchase is an expansion of the Underground Refuse System
already in place. Underground Refuse Systems retains the sole rights to
provide Nord Engineering's patented laser guided, crane operated solid waste
containment and collection technology used throughout the City. This would be
impractical to bid.
The Clearwater Solid Waste Department will own and maintain the
Underground Refuse System and provide collection services.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project C2005, Underground
Refuse, to fund the underground refuse vaults for the Imagine Clearwater
Project.
11. Official Records and Legislative Services
11.1Appoint three members to the Community Development Board with terms to expire
February 28, 2026.
APPOINTMENT WORKSHEET
BOARD: Community Development Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Yes
RESIDENCY REQUIREMENT: City of Clearwater
MEMBERS: 7 & 1 alternate
CHAIRPERSON: Mary Lau
MEETING DATES: 3rd Tues., 1:00 p.m.
PLACE: Main Library
APPTS. NEEDED: 3
Page 15
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
SPECIAL QUALIFICATIONS: Per the Community Development Code, Section
5-202, "the city commission shall seek a membership with diverse economic,
social and professional representation and shall include members qualified and
experienced in the fields of architecture, planning, landscape architecture,
engineering, construction, planning and land use law and real estate."
THE FOLLOWING ADVISORY BOARD MEMBERS HAVE A TERM WHICH
EXPIRES AND NOW REQUIRE REPLACEMENT BY A NEW APPOINTEE:
1. Brian A. Barker - 1430 Rosetree Court, 33764 - Civil Engineer
Original Appointment: 4/4/18
(currently serving 1st term to expire 2/28/22)
Interested in Reappointment: No
2. Jordan Behar - 990 Bay Esplanade, 33767 -Architecture
Original Appointment: 4/4/18
(currently serving 1st term to expire 2/28/22)
Interested in Reappointment: No
3. Michael Boutzoukas -2433 Bond Ave., 33759 -Attorney
Original Appointment: 2/20/14
(currently serving 2nd term to expire 2/28/22 - Ending 2nd term)
THE FOLLOWING NAMES ARE BEING SUBMITTED FOR CONSIDERATION
TO FILL THE ABOVE VACANCIES:
1. Andrew Jeffrey Caudell - 420 Druid Road West, 33756 - General
Contractor
2. Brenda L. Dallas Griffith - 2055 Wilson Blvd., 33755 - Real Estate
3. David Jaye - 2856 Shady Oak Court, 33761 - Real Estate
4. William C. Jonson - 2694 Redford Court W., 33761 - Former
Councilmember/Project Mgr.
5. Travis Norton - 310 Kerry Dr., 33765 - Community Relations
6. Nicholas West - 111 N. Nimbus Ave., 33765 - Political Analyst
7. Andrew Winkler -2921 Meadow Wood Dr., 33761 - Financial Advisor
8. Bruce Rector - 800 S. Gulfview Blvd., #303, 33767 - Corporate General
Counsel
(Currently serving 1st term on the Parks and Recreation Board
through 7/31/24)
9. Michael Engelmann - 2958 Deer Run S., 33761 - Engineer
10. Andrew J. Hupp - 745 Bay Esplanade, 33767 - Real Estate
Page 16
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
Developer/Construction Firm Owner
11. Paul Bouffard -421 Palm Island SE, 33767 - EPA Special Agent/Criminal
Investigator(Retired)
Zip codes of current members: 2 at 33755, 1 at 33761, 1 at 33764 and 1 at
33767
2 - 33755
1 - 33761
1 - 33764
1 - 33767
Current Categories:
1 Attorney (Retired Mediator/Arbitrator)
1 Construction and Real Estate
1 Professional Engineer (Civil/Environmental Engineer)
1 Real Estate Broker/Developer
1 Retired/Public Service (Former City Employee/Stormwater)
At the February 3, 2022 council meeting, staff requested Council to continue the
appointments in order to obtain applications from professionals in the following
fields: engineering, architecture, planning, landscape architecture, and real
estate law. A call for applicants was posted on Linkedln and shared with the
local chapters of the following organizations: Florida Engineering Society,
American Society of Landscape Architects, International Right of Way
Association, American Planning Association, and Congress for New Urbanism.
In addition, staff provided the board vacancy information to the City's Engineer
of Record/Architect of Record/Construction Manager at Risk list, former CDB
members, and professionals at Pinellas County, asking them to share with
colleagues. This outreach effort provided three additional applicants with
engineering, real estate/construction, and federal environmental enforcement
backgrounds.
The City Clerk requested to defer discussion to the council meeting as
additional applications were received during the meeting.
There was council consensus to continue the item to February 17, 2022.
12. Legal
12.1Amend Section 2.036, Clearwater Code of Ordinances, to add subsections relating to
the duties of the city attorney and pass Ordinance 9553-22 on first reading.
Section 4.01 of the Clearwater City Charter creates a legal department
supervised by the city attorney and Section 4.02(b) requires the city
attorney to serve as legal advisor to council and to other city officials.
Page 17
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
Allowing the city attorney to review council agenda items prior to
publication of each agenda will assist the legal department in fulfilling its
role as legal advisor to Council. An existing but informal practice already
entails a legal review prior to publication of most agenda items.
In addition, Section 4.01 of the City Charter states that all members of the
legal department operate under the authority of, and are responsible to, the
City Council. At the same time, the City of Clearwater uses a civil service
system for the appointment of tenured public service employees. The city
manager is responsible for hiring employees within the civil service system.
This ordinance clarifies that employees assigned to the City Attorney's
Office operate under Section 4.01 of the City Charter, rather than the civil
service ordinance.
12.2Adopt Ordinance 9527-22 on second reading, vacating 12 feet of a platted drainage and
utility easement located on Lot 52, Cypress Bend of Countryside Unit One, according to
the plat thereof as recorded in Plat Book 76, Page 10, of the public records of Pinellas
County, Florida.
13. City Manager Verbal Reports
13.1 Discuss new City Hall.
The purpose of this agenda item is to request approval to establish a location
and project budget for construction of a new City Hall. In 2018, the City Council
authorized the relocation of the functions in the historic City Hall to free up the
112 S Osceola Avenue site for redevelopment as a part of the Imagine
Clearwater plan. This decision cemented Council's commitment to supporting
redevelopment of the city-owned waterfront properties and to constructing a
new civic building that would better showcase the City's long-standing
commitments to public accessibility, quality urban design and transparency.
In the past three years, the community has felt the absence of a center for civic
life. While staff has remained accessible in the office tower at 600 Cleveland
Street and public meetings have been accommodated at the main library, there
has been no central place to gather during times of celebration, mourning and
other community milestones. There is no singular building that serves as the
city's front door and official place of administrative operations. The current office
lease will expire in 3 years and staff is recommending constructing a new City
Hall by the time the lease expires.
After a detailed study of over 10 sites in the downtown plan area, staff is
recommending constructing a new, stand-alone City Hall on a vacant,
city-owned parcel adjacent to the Municipal Services building (MSB) and Police
department. This location will create a municipal campus that takes advantage
Page 18
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
of the existing MSB parking deck, will increase inter-departmental coordination,
and save customers time through enhanced department co-location. It is
utilizing a parcel that is unlikely to be redeveloped with a higher intensity private
use. However, it is still a highly visible parcel and has easy access to two major
thoroughfares, Alternate US 19 and State Road 60.
Based on similarly size projects, staff is recommending a budget allocation of
$30,000,000. The City currently has $6,650,000 budgeted for construction of a
new City Hall, and staff is recommending that $16,000,000 of Penny for Pinellas
funds currently slated for transfer to the Public Utilities department be
reallocated to City Hall. Shifting the $16,000,000 away from Public Utilities
would have no impact on project timing in Public Utilities, nor would it have any
substantive impact on utility rates. Staff recommends that the remaining
$7,350,000 be allocated from unrestricted general fund reserves, as the city
would retain a reserve over and above required city reserves and above the
GFOA recommended reserve levels.
As part of the building design, staff will request a focus on high quality, iconic
architecture. The kind of architecture that is fitting for a city with the number one
beach in America and an $88 million dollar waterfront redevelopment. Staff will
require conformance with Greenprint 2.0 and seek opportunities for the building
to showcase green building techniques and technology. Finally, staff will seek a
design that illustrates the city's values of being welcoming and accessible to the
public.
City Halls are visible manifestations of a democracy. They communicate who
the city is and who it aspires to be. Staff is excited to begin designing and
building a new civic space for the residents and businesses of Clearwater to
interact with their elected officials, staff, and each other. Council approval is
recommended.
Other Reference Information:
Objective 1 A and 1 B in the 2018 Downtown Redevelopment plan call for a new
City Hall to be constructed in the downtown.
Objective 1A: Maintain downtown as the City of Clearwater government center
and encourage Pinellas County government to remain in downtown.
Objective 1 B: Support the relocation of Clearwater City Hall to another location
within the Downtown Area Plan. The location placement and design of a new
City Hall should reflect the building's civic importance as a community-gathering
place.
Assistant City Manager Micah Maxwell provided a PowerPoint presentation.
In response to questions, Mr. Maxwell said employee compensation is not an
allowable expenditure for Penny funds. The recommended square footage
was based on the assumption that Human Resources and Public
Page 19
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
Communications would move into City Hall. The City Manager said he is
looking at all city departments and considering reorganizing the organization.
He said in an effort to minimize cost overruns, he and the assistant city
managers will be more involved in construction projects.
14. City Attorney Verbal Reports — None.
15. Council Discussion Item
15.1 Discuss Advisory Boards - Councilmember Beckman
Councilmember Beckman reviewed the information included in the agenda
item and stated that the City could do better.
In response to questions, the City Clerk said, up to now, the recruitment for
prospective advisory board members has depended on the City Council, as
the advisory boards serve Council. She said staff posts calls for applications
on the City's social media sites when there is no pool of applicants. Council
is provided a monthly memo regarding upcoming vacancies. She said
newspapers advertisements is not the most effective form of public notice,-
the
otice,the City provides public hearing notices via mail and newspaper
advertisements and there is no groundswell of individuals attending public
hearings.
Discussion ensued with consensus to revamp the advisory board application,
requesting social/economic diversity be provided voluntarily and for Council
to bring up items requiring board action.
15.2Draft letter opposing CS/SB 1024 - Councilmember Beckman
CS/SB 1024 was heard by the Senate Community Affairs Committee on
February 8, 2022.
Link to meeting:
<https://thefloridachannel.org/videos/2-8-22-senate-committee-on-community-a
ffairs/> .
There was council consensus to draft the letter.
Page 20
City of Clearwater
Council Work Session Meeting Minutes February 14, 2022
16. 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 future discussions regarding
implementing a uniform evaluation forms for the city attorney and city
manager positions and reviewing the policy requiring natural gas in city
facilities.
17. Closing Comments by Mayor— None.
18. Adjourn
The meeting adjourned at 11:28 a.m.
Page 21
City of Clearwater