10/03/2022 Council Work Session Meeting Minutes October 3, 2022
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Monday, October 3, 2022
9:00 AM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes October 3, 2022
Rollcall
Present 5 - Mayor Frank Hibbard, Councilmember Kathleen Beckman,
Councilmember Mark Bunker, Councilmember David Allbritton, and
Councilmember Lina Teixeira
Also Present: Jon Jennings — City Manager, Jennifer Poirrier—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 9:00 a.m.
A moment of silence was observed for the passing of Pinellas Deputy
Michael Hartwick.
2. Human Resources
2.1 Cultural Assessment Update (WSO) - Kaleidoscope
Kaleidoscope representative Chris Georgas provided a PowerPoint
presentation.
In response to questions, Assistant City Manager Jennifer Poirrier said
additional meetings were scheduled for the Fire Department employees, it is
not known why 75% of the employees chose not to participate. Although
Administration pushed the information and encouraged all to complete the
survey, lack of trust may be why participation was low, individuals may not
have felt the surveys were truly anonymous. Ms. Georgas said to understand
the lack of participation, communication and a specialized approach is
needed. The vision statement is meant to be internal, recommendations will
be a public facing webpage and with next steps to integrate residents in the
vision statement. Human Resources Division Manager Sherman Stroman
said ADA training is contemplated as a separate item and will continue as
planned.
It was requested that copies of the interview sessions be shared with
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Council Work Session Meeting Minutes October 3, 2022
Council.
3. Gas System
3.1 Accept a Gas Utility Easement from Center Connect Development II, LLC, for the
construction, installation, and maintenance of gas utility facilities on a parcel of real
property, described as Parcel ID: 30-26-18-0080-00000-001B, Official Records of
Pasco County, Florida, located on Focus Loop, Land O'Lakes, FL 34638, and lying
within Suncoast Commercial Center-East Partial Replat, Lot 1 B as recorded in Plat Book
83 Page 62 of the Public Records of Pasco County, Florida; and authorize the
appropriate officials to execute same. (consent)
Center Connect Development II, LLC (Grantor) has granted a non-exclusive
five-foot wide natural gas utility easement on property addressed as 16934,
16858, 16800, 16732, 16960, 16988, 16912, 16722, 16728, 16734, 16740,
16794, 16810, 16852, 16856, 16864, 16908, 16916, 16930, 16936, 16940,
16948, 16958, 16964, 16970, 16984, and 16992 Focus Loop, Land O Lakes, FL
34638, and identified as Parcel ID, 30-26-18-0080-00000-001 B, Public Records
of Pasco County, Florida, for the installation of a natural gas distribution line.
This line will serve commercial business. The easement grant is sufficient for
the City to maintain and replace its facilities as necessary in perpetuity, or until
such time as the City determines to abandon its use.
In response to a question, Clearwater Gas System Engineering Division
Manager Alex Leon said the easement is needed because several non-
contiguous businesses have committed to being served by Clearwater Gas.
3.2 Authorize purchase orders to Bert Lowe Supply Company of Lakeland, FL, Devtech
Sales Inc of Avon Park, FL and Tempaco Inc of Orlando, FL for the supply of galvanized
steel pipe and fittings in the cumulative annual not-to-exceed amount of$200,000.00 with
the option for two, one-year renewals, pursuant to Invitation to Bid No. 29-22 and
authorize the appropriate officials to execute same. (consent)
Invitation to Bid (ITB) No. 29-22 was released on July 11, 2022, for the supply of
galvanized steel pipe and fittings for the Clearwater Gas System (CGS) and three
responsive, responsible bids were received.
Product samples were requested from all responses and were reviewed and
evaluated for specification compliance and suitability for application.
CGS is recommending award of ITB No. 29-22, Galvanized Steel Pipe and
Fittings as follows:
Devtech Sales, Inc. of Avon Park, FL: All Fittings, Groups 1-8
and Group 10
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Council Work Session Meeting Minutes October 3, 2022
• Tempaco Inc. of Orlando, FL: Nipples, Group 9
• Bert Lowe Supply Company of Lakeland, FL: Galvanized Pipe,
Group 11
To ensure a continuity of supply, CGS is requesting flexibility to use the
secondary and tertiary source (if needed) for galvanized steel pipe and fittings.
All materials are code approved and will be used in CGS's distribution network to
include new customers as well as replacement pipe and fittings on meters that
have reached the end of their useful life.
APPROPRIATION CODE AND AMOUNT:
Capital project funds are budgeted and available in Gas New Mains and Service
Lines 323-96377 (Pinellas), 323-96378 (Pasco).
Funds are also budgeted and available in 4232068-531100 (Pinellas Installation)
and 4232174-531100 (Pasco Installation).
In response to a question, Clearwater Gas System Operations Division Head
Tony Manganas said the corporate offices are located outside of Pinellas
County but all providers are local.
3.3 Accept a Gas Utility Easement from Clearwater Tides, LLC, for the construction,
installation, and maintenance of gas utility facilities on a parcel of real property, located at
880 N Osceola Avenue, Clearwater 33755, and authorize the appropriate officials to
execute same. (consent)
Clearwater Tides, LLC (Grantor) has granted a non-exclusive five-foot wide
natural gas utility easement on property located at 880 N Osceola Avenue,
Clearwater, and identified as Parcel I D# 09-29-15-55249-000-0020 for the
installation of a natural gas distribution line.
This line will serve the Marina Bay Townhomes. The easement grant is
sufficient for the City to maintain and replace its facilities as necessary in
perpetuity, or until such time as the City determines to abandon its use.
3.4 Accept a Gas Utility Easement from Elevate Safepoint, LLC, for the construction,
installation, and maintenance of gas utility facilities on a parcel of real property, located at
1555 Union Street, Clearwater 33755, and authorize the appropriate officials to execute
same. (consent)
Elevate Safepoint, LLC (Grantor) has granted a non-exclusive five-foot wide
natural gas utility easement on property located at 1555 Union Street,
Clearwater, and identified as Parcel I D# 02-29-15-25580-000-0010 and
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02-29-15-25580-000-0020 for the installation of a natural gas distribution line.
This line will serve commercial business. The easement grant is sufficient for
the City to maintain and replace its facilities as necessary in perpetuity, or until
such time as the City determines to abandon its use.
4. Parks and Recreation
4.1 Authorize a Guaranteed Maximum Price proposal to Certus Builders, Inc., of Bristol, FL
for repairs and renovations to Beach Walk, in the amount of$1,333,147.73, which
includes a 10% contingency, pursuant to RFQ 40-20, Construction Manager at Risk
(CMAR) Services for Continuing Contracts, and authorize the appropriate officials to
execute same. (consent)
On September 17, 2020, Council approved the use of 13 firms to serve as
construction managers for the City under RFQ 40-20 and Certus Builders, Inc.,
was selected as one of the approved firms.
The Beach Walk Promenade is a pedestrian corridor directly parallel to the Gulf
of Mexico, which spans over 3,000 feet in length of colored concrete walkways,
stone sand walls and seat caps, amber-lighted bollards, wayfinding signage,
shower towers, water fountains and other park amenities for use by beachgoers
of Clearwater Beach. Beach Walk officially opened in July of 2008 and was
refurbished in 2016 to include re-staining of the colored concrete and minor
infrastructure repairs.
On June 1, 2020, Council held a Work Session discussion pertaining to the
existing condition and future upkeep requirements of Beach Walk. Staff
provided an overview of the current maintenance activities on Beach Walk, and
informed Council that renovations would be necessary in 2022 to preserve the
facilities for years to come. During 2021 the Parks and Recreation Department
developed a test project site to determine the best methods and products to
refurbish Beach Walk. The test site was very successful and was used in order
to develop the contract.
This proposal is for all work needed to refurbish the entire Beach Walk
promenade on both the east and west side of Gulf Boulevard from Opal Sands
Resort, north to Pier 60 Park. Refurbishment will include surface preparation,
removal of contaminants (gum), pressure washing, sealing of all concrete
walkways and structures, replace joint sealants, repair and replacement of
broken seat walls, grinding of concrete trip hazards and repair of cracked or
depressed sidewalks. Additionally, several amenities will be repaired or
replaced including shower towers, water fountains, wayfinding signage, shade
structures, lighthouse towers, I. D. signs etc.
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Access to the beach for pedestrians and users of beachwalk will be available
throughout the project. Pedestrians will be able to walk the length of beach walk
throughout the duration of the project by using a combination of walkways on
the east and west sides of beach walk. A maintenance of pedestrians (MOP)
like a maintenance of traffic (MOT) plan will be used throughout the project. At
times pedestrians will be routed to either the east or west side of beach walk
and in some cases a linear path adjacent to the work area from north to south
will be provided for traffic flow. Staff and the contractor will work closely with all
businesses and hotel owners to provide access to their properties. We will
provide weekly and monthly updates on the progress of the project via the city
web site as it relates to each phase, work area and MOP. Due to the length,
width, and breadth of the project it is difficult to give a definitive MOP for each
phase at this time as there are many variables which will need to be addressed
as the project progresses. Each of the five phases is broken down into separate
work areas which have their own MOP plan (total of eighteen (18) work areas).
This is a 9-month contract which will commence in October 2022 and will be
completed in five phases starting on the south end of Beachwalk. The project is
expected to be complete by June 2023.
In conjunction with the refurbishment of Beach Walk hardscapes, city staff will
use this time to refurbish the landscaping along Beach Walk.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2208, Beach Walk/Pier 60
Park R&R.
In response to questions, the City Attorney said the contingency issue he
mentioned at the last council meeting related to commodities. There are a lot
of unknowns when it comes to construction projects, the ordinance
contemplates a contingency. He said there are no contingencies for
commodities. City Engineer Tara Kivett said the construction manager does
not use the contingency without staff approval. Most of the projects are
completed under budget. The item before Council includes the contingency.
She said the agreement includes language requiring staff approval prior to
using the contingency. Ms. Kivett said the list of construction managers at
risk are approved every two years. Parks & Recreation Assistant Director Art
Kader said the contractor will be asked to move out during the Christmas
season and during special events held on the beach, to eliminate any
interference.
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It was requested a discussion regarding the use of contingencies be
scheduled.
4.2 Authorize a Guaranteed Maximum Price proposal to Keystone Excavators, Inc. of
Oldsmar, Florida, in the amount of$148,785.00, which includes a 5% contingency, for
pavement milling and resurfacing at the Clearwater Municipal Cemetery located at 1300
South Myrtle Avenue, pursuant to Request for Qualifications (RFQ) 40-20, Construction
Manager at Risk (CMAR) Services Continuing Contracts and authorize the appropriate
officials to execute same. (consent)
On September 17, 2020, Council approved the use of 13 firms to serve as
Construction Managers at Risk for Continuing Contracts under RFQ 40-20 and
Keystone Excavators, Inc. was selected as one of the approved firms.
This proposal is for the refurbishment of the existing asphalt paving throughout
the cemetery grounds, which includes the widening of a driveway apron, milling
and resurfacing of the asphalt pavement, and associated site work. The milling
of the existing surface and application of a new asphalt layer will provide
additional years of service for the facility, while repairing pavement sections
which have deteriorated.
The proposal is a unit price contract, utilizing pricing established from the
September 2022 index for asphalt and paving costs. The work will be completed
in two separate phases, at which time portions of the cemetery will be
temporarily closed for vehicular traffic. Pedestrian access for visitation and
processional services will remain unimpeded for the duration of the project.
This contract is for a period of 30 days, to begin upon issuance of a notice to
proceed.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2210, Clearwater Municipal
Cemetery Renovations
5. Police Department
5.1 Approve an Event License Agreement between Jones Lang LaSalle Americas, Inc, in its
capacity as agent for the owner of the premises known as Countryside Mall, located at
27001 US Highway 19 North, Clearwater, Florida, and the City of Clearwater Police
Department for the purpose of hosting a Shred-A-Thou and Operation Medicine Cabinet
event on October 29, 2022, located at the Countryside Mall and authorize the appropriate
officials to execute same. (consent)
Jones Lang LaSalle Americas, Inc and the Clearwater Police Department have
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entered into a cooperative agreement to allow the police department access to
use the property at Countryside Mall during the Shred-A-Thou and Operation
Medicine Cabinet event on October 29, 2022.
The property manager requests the Clearwater Police Department (CPD) agree
to the terms and conditions outlined in the Event License Agreement between
Jones Lang LaSalle Americas, Inc., and CPD. Additionally, the property
manager requests CPD hold harmless Jones Lang LaSalle Americas, Inc. from
and against any and all loss liability, damage, cost or expense arising out of or
related to CPD's use of the property.
Nothing in the agreement, however, shall be deemed a waiver of the limitations
on liability contained in Section 768.28, Florida Statutes, or the doctrine of
sovereign immunity.
There are no costs associated with this Event License Agreement.
6. Engineering
6.1 Approve the request from Peace Memorial Presbyterian Church of Clearwater, FL, Inc,
the owner of property addressed 110 S. Fort Harrison Avenue, Clearwater to vacate a
portion of a 28-foot-wide platted Alley Right-of-Way, lying west of lots 20, 19, 18, 17 and
16 of Block B, being described in the Plat titled John R. Davey, et. al. Resubdivision,
according to the map or plat thereof as recorded in Plat Book 1, Page 87, of the Public
Records of Hillsborough County, Florida, of which Pinellas County, Florida, was formerly
a part, subject to certain conditions, and pass Ordinance 9609-22 on first reading.
The property owner at 110 S. Fort Harrison Avenue, Clearwater, has requested
that the City vacate a portion of the 28-foot-wide platted Alley Right-of-Way
along the western lot line of 110 S. Fort Harrison Avenue. The northern portion
of said Alley Right-of-Way was previously vacated in Ordinance 8363-12.
The purpose of this vacation is to accommodate improvements to the handicap
ramp and covered entrance to the building and prevent dangerous through
traffic.
There are city and private utilities present within the subject property. Utility
easements will be reserved and retained by the City within the right-of-way for
the continued use, installation, maintenance, repair, and replacement of any and
all city utility infrastructure and related access. Utility easements will be
reserved and retained for private utility interests as they may appear at the
Effective Date of the ordinance. A Pedestrian Ingress and Egress Easement
will be reserved and retained over, across and through the entire vacated
right-of-way in favor of the general public. As a prerequisite to the
effectiveness of the vacation, all conditions precedent set forth therein must be
met. City staff have reviewed this vacation and have no objection subject to the
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conditions of the ordinance.
6.2 Approve the request from the City of Clearwater, owner of property addressed 300
Cleveland Street, to vacate the 18-foot-wide drainage and utility easement, as recorded
in Book 926, Page 157, Official Records of Pinellas County, Florida (Easement) being
further described as the South 18 feet of Lots 3, 4, and 5, Rompon's and Baskin's
Corrected Map of Causeway Business District, as recorded in Plat Book 57, Page 1 of
the Official Records of Pinellas County, FL, and pass Ordinance 9619-22 on first reading.
The City of Clearwater is the owner of 300 Cleveland St, the former Harborview
Center, and requests that the City vacate the 18-foot-wide Platted Drainage and
Utility Easement located on the South 18 feet of Lots 3, 4, and 5, "Rompon's &
Baskin's Corrected Map of Causeway Business District", as recorded in Plat
Book 57, Page 1 of the Official Records of Pinellas County, FL.
By operation of law, the easement interests provided for in the Easement
merged into the City's fee simple interest upon conveyance of the subject
parcel to the City in that certain Special Warranty Deed dated July 14, 1992,
recorded at Book 7998, Page 606, Official Records of Pinellas County, Florida.
This vacation is intended to clear any cloud on title remaining as to the
Easement interests, by the City formally vacating said interest and recording
evidence thereof on the Official Records of the Clerk of the Circuit Court,
Pinellas County, Florida. Clearing of title via this vacation is intended to allow for
subsequent conveyance and development of the parcel.
There are no city utilities present within this easement. City staff have no
objection to this vacation.
6.3 Approve the request from the owner of property addressed 3273 Beaver Drive,
Clearwater to vacate the South 5 feet of the 10-foot-wide platted Utility and Drainage
Easement, located on Lot 50, Countryside Tract 5, according to the map or plat thereof
as recorded in Plat Book 78, Pages 57-58, Public Records of Pinellas County, Florida,
less and except the east 5 feet thereof, and pass Ordinance 9633-22 on first reading.
The property owner at 3273 Beaver Dr, Clearwater, has requested that the City
vacate the South 5 feet of the 10-foot-wide platted Utility and Drainage
Easement near the northern property line, less and except the East 5 feet.
The purpose of this vacation is to allow for a swimming pool that was
constructed in the easement in 1979 and is preventing closing on the property
until it is vacated.
There are no city utilities present within this easement. Spectrum has no
objections provided the applicant bears the expense for relocation of any
Spectrum facilities to maintain service to customers affected by the vacation.
All other private utility companies have no objection to the vacation. City staff
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have reviewed this vacation and have no objection.
6.4 Accept a Sidewalk Easement from HLSSIII Clearwater, LLC for installation, repair,
maintenance, and replacement of a sidewalk on real property located at 2611 Seville
Boulevard and authorize the appropriate officials to execute same. (consent)
The Sidewalk Easement will allow the City rights for repair, maintenance, and
future replacement of a new sidewalk recently constructed by a commercial
development. There is not adequate right-of-way for the required sidewalk.
7. Library
7.1 Approve purchase orders to multiple vendors and provide funding for the acquisition of
library books and materials in the cumulative not-to-exceed amount of$485,000.00 for
the term October 1, 2022 through September 30, 2023, pursuant to Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback and cooperative purchases, and authorize
the appropriate officials to execute same. (consent)
Clearwater Public Library System is requesting authorization to purchase library
books and materials utilizing competitive awarded piggyback and cooperative
contracts.
Piggyback Contract #LVA-MAT-22-007: Commonwealth of Virginia through the
Library of Virginia on behalf of Mid-Atlantic Library Alliance (MALiA) valid July 1,
2022 through June 30, 2025.
• Baker and Taylor, LLC: $165,000.00
• Ingram Library Services, LLC: $150,000.00
The Clearwater Public Library System is part of the Pinellas County Library
Cooperative (term: October 1, 2018 through September 30, 2023). Pursuant to
that Library Interlocal Agreement, the Clearwater Public Library System
provides funding to the Pinellas Public Library Cooperative in order for the
Cooperative to purchase materials and services.
Pinellas Public Library Cooperative: $170,000.00
APPROPRIATION CODE AND AMOUNT:
Appropriation Code: 0101731-564400, Books and Publications
Amount: $485,000.00
8. Planning
8.1 Authorize an increase on purchase orders to Quorum Services, Joe Payne Inc., and
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NOVA Engineering and Environmental, LLC for building inspection and plan review
services in an amount of$300,000.00 for a cumulative total not-to-exceed amount of
$850,000.00 pursuant to ITB 01-20, Code Inspection and Plan Review Services, and
authorize the appropriate officials to execute same. (consent)
On December 19, 2019, City Council approved the award of ITB # 01-20, Code
Inspection and Plan Review Services to Quorum Services of Tampa, FL, Joe
Payne, Inc. of Tampa, FL, and NOVA Engineering and Environmental, LLC of
Tampa, FL, in the annual not-to-exceed amount of$500,000.00.
The number of permits issued in Fiscal Year (FY) 2022 will be over 11,000
which is 20% higher than when the bids were received in 2019. The number of
plan reviews for FY2022 will be approximately 35,000 compared to 29,000 in FY
2019 which is also 20% higher than when the bids were received in 2019. Due
to the volume of projects and lack of staff to maintain target building plan review
time and next-day inspections, the City Manager authorized a 10% increase on
September 8, 2022, bringing the total contract amount to $550,000.00.
Due to this ongoing increase in permit activity, the Planning and Development
Department is requesting authorization for an additional $300,000.00 to be able
to maintain these needed services through the contract term which ends on
December 31, 2022. While this request exceeds the 20% increase in permits,
it also accounts for needs due to staff vacancies. Flexibility is also requested
to allocate the additional funds between the three contractors based on work
needs and availability. Typically, the Department utilizes Quorum Services as
the primary contractor and Joe Payne and NOVA Engineering & Environmental
as secondary contractors.
The Planning and Development Department and Procurement are working on a
new bid for these services which will be presented to City Council in December
once an intent to award has been made.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the Planning and Development Department cost code
0101430-530300, contractual services, to fund the current year of this contract.
In response to questions, Building Official Kevin Garriott said the building
inspections and plan review services are needed due to staffing vacancies.
There has been an increase in permits and renovation work since the
pandemic. The item before Council will help staff maintain permit approval
timeline goals. As of today, the department is open to the public as it was
prior to the pandemic.
9. Information Technology
9.1 Authorize a purchase order to Frontier, Inc. for the installation and operation of wireless
internet services in an amount not to exceed $425,435.04 for the period October 1, 2022
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through September 30, 2025, pursuant to Clearwater Code of Ordinances Section
2.563(1)(d), Non-Competitive Purchase (Impractical), and authorize the appropriate
officials to execute same. (consent)
Frontier is the sole RBOC (Regional Bell Operating Company) in Pinellas
County and is a Certified Ethernet and Managed Solutions provider. Frontier
Communications will be providing internet and communication services for the
City's Imagine Park and Amphitheater. It is also being added as the 4th internet
services provider (ISP) to the City's wide-area network (other providers:
Spectrum, Crown Castle, CenturyLink/Lumen).
The Wi-Fi solution will be installed along the Cleveland Street corridor, between
the intersection of Osceola and Cleveland to the intersection of Myrtle and
Cleveland. This service will be joined with the service coverage provided by
Frontier throughout the Imagine Project. Using one provider (Frontier) will
create a seamless overage area for activities in the downtown district. Using
two providers would require users to disconnect/reconnect when traveling
between the Imagine Park and downtown district. In addition, using a different
provider would require the City to incur additional build out costs.
The services will be provided via wireless access points mounted on existing
light poles in the service area. Frontier will provide all system hardware support
and replacement for all equipment through the term of the service.
The solution will provide free internet access capabilities to all public users in
the service zone and will also provide a communications platform for text
messaging to network users within defined timeframes during and after user
logins (approximately 48 hours).
The Wi-Fi service and communications platform will also provide for branding
and sponsorship revenue opportunities that can be used to offset costs. The
potential revenue is estimated to be up to $150,000 annually (per Superlative
Group).
APPROPRIATION CODE AND AMOUNT:
Funds are available in the Information Technology operating budget, in cost
code 5559862-530300.
In response to questions, IT Director Dan Mayer said the City is not allowed
to resell bandwidth. The WiFi will be available to the public for free. The
construction of the downtown corridor is complete and wireless technology is
the best option. He said it would be very costly to remove and replace the
pavers in order to install fiber. The City Manager said the item provides an
opportunity for a private company to sponsor the Downtown WiFi, mitigating
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the cost to the City. Mr. Mayer said the department budgeted the funds in a
capital improvement project. Staff worked with the Superlative Group to
assess the feasibility of sponsorship opportunities.
10. Marine & Aviation
10.1 Update on beach marina dock and utilities replacement project and authorize project
expansion for the purpose of integrating a parking garage design with marina side
service infrastructure. (consent)
The Clearwater Beach Marina has been in existence since the 1950's. The last
significant renovations occurred in the late 1970's and early 80's. In 2005, the
city pursued a replacement of the docks only at an estimated cost of 8 million
dollars. That project was never initiated.
In October of 2021, due to advanced age and accelerating deterioration of
overwater structures and utilities, City Council authorized the Engineering
Consulting Firm Moffatt & Nichol to begin the design and permitting process to
replace all these components. At that time, the design team was provided the
direction to incorporate resiliency, a vision for a Marina Walk to integrate with
Beach Walk, and to solicit input from the commercial fleet to accommodate
their needs.
The design team held meetings with commercial fleet representatives and
presented the master plan to the Marine Advisory Board in March of 2022. It
must be noted that replication of existing "overwater" structures and equipment
maintained by the commercial fleet is not permittable and in some cases
subject to removal by permitting authorities. The unavoidable biproduct of
accommodating one of the commercial fleet's primary needs, sales kiosks, and
the creation of a marina walk is the projected loss of approximately 40 parking
spaces. Based in part on these discussions and additional staff review of the
overall infrastructure needs necessary to support the commercial operations, it
was determined that rebuilding of the marina without considering upland needs
for supporting services and storage would exacerbate existing deficiencies in
marina operations. A parking garage design developed concurrently or in
cooperation with the marina design would address upland support needs
currently unavailable to the marina project design team, such as storage and a
location for FEMA required elevated utilities.
Moffatt and Nichol will give a presentation on the design and planning exercise
to date, including efforts to incorporate resiliency and means/methods to
accommodate the commercial fleet's needs. Marine and Aviation will be
recommending an option that falls within the current marina replacement budget
for council discussion.
Additionally, Marine and Aviation is soliciting council input and direction on
conducting preliminary research and design for a marina parking garage. If
council authorizes this analysis, the Parking Division will research parking
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Council Work Session Meeting Minutes October 3, 2022
needs and Engineering would determine the best preliminary design option to
ensure coordination with final Marina Design. Staff would come back to council
with a pro-forma and design costs.
Moffat & Nichol consultant Nicole Pauly provided a PowerPoint presentation.
The City Manager said the existing marina is approximately 40+ years old
and has not been maintained. Certain uses, such as ticketing kiosks over
water, have been allowed over the years but would not be supported by
Pinellas County today. Staff can pursue a poorly developed renovation plan
that addresses some of the issues and come back within the next ten years
and disrupt operations to complete the renovations. He said the alternative
would be to consider the parking structure now and pursue a public-private
partnership. The utilities have been turned off at times because the vessels
and some equipment were impacted by rising tide. He believed the fees and
slip rates could be increased once the renovation was completed.
In response to questions, Marine and Aviation Director Eric Gandy said the
preliminary design accommodates the commercial fleet needs (i.e., sales
kiosks, drawing individuals to the other end of the marina) by eliminating 40
parking spaces. Parking Manager Jeremy Alleshouse said if the parking
garage is pursued, staff would conduct a study that would determine the
size, the number of parking spaces lost and a preliminary design. There are
approximately 350 spaces in the current parking lot. He said six months out
of the year, the City sells 300 employee permits. Mr. Gandy said the
construction manager at risk's proposal included a phased approach in order
to accommodate the commercial fleet. The parallel floating docks were
installed in order to accommodate the replacement of a sea wall at a later
date. He said seawall replacements no longer require the removal of the
existing seawall, they are now built seaward over the existing seawall.
Timber docks require elevation changes to accommodate rising water. Mr.
Gandy said the Penny for Pinellas project list no longer includes seawall
replacement. Ms. Pauly said the PBRC is the pre application meeting.
Permitting additional slips will be more challenging. She said the over-water
structures currently in place are not permitted by Pinellas County or any
other regulatory agency. Mr. Gandy said the City charges the commercial
fleet $13 per passenger, which is an antiquated model. Ms. Pauly said the
project does not include significant drainage improvements to the site,-
raising
ite,raising infrastructure by a substantial amount would trigger a site wide
drainage permit. Pursuing the garage may require a drainage permit. The
shade structures must be easily removed in case of a storm and are
intended to be made of canvas. She said the plan includes solar lighting and
ev charging stations.
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Council Work Session Meeting Minutes October 3, 2022
Discussion ensued with support expressed to integrate the parking structure
now. There was council consensus for staff to pursue the parking structure.
It was suggested that staff consider pursuing TDC funds.
The Council recessed from 11:05 a.m. to 11:14 a.m.
11. Public Utilities
11.1Authorize a purchase order to EnviroWaste Services Group, Inc. of Palmetto Bay, FL for
emergency and non-emergency pumping and Cankering services in the annual
not-to-exceed amount of$125,000.00, beginning October 1, 2022 through September
13, 2023, with the option of four, one-year renewals, pursuant to Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to
execute same. (consent)
Public Utilities is requesting a purchase order to utilize emergency and
non-emergency pumping and tankering services for preventative maintenance
at lift stations, Water Production Facilities and Water Reclamation Facilities
(WRF) located within the Public Utilities Department's service area.
Emergency and non-emergency pumping and tankering services are needed to
pump and transport domestic wastewater from lift stations and holding tanks at
Water Reclamation Facilities, wastewater collections systems and Water
Production Facilities.
Authorization is requested to piggyback off Pinellas County's contract Number
22-0073-B-BW Pumping and Tankering Services - Domestic Wastewater
(Emergency and Non-Emergency), which was awarded on June 7, 2022, for the
initial contract period of October 1, 2022, through September 13, 2025, with two,
one-year renewal options pursuant to Clearwater Code of Ordinances Section
2.563 (1)(c), Piggyback.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for FY23 are available in Public Utilities' operating cost centers,
cost code 530300 Other Contractual Service.
Funding for future years will be requested within contract calendar and spending
limits.
12. Solid Waste
12.1Authorize purchase orders to multiple vendors for the purchase of vehicle parts for heavy
and light duty city vehicles and equipment in the not-to-exceed amount of$1,700,000.00
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Council Work Session Meeting Minutes October 3, 2022
for term October 1, 2022 through September 30, 2023 pursuant to Clearwater Code of
Ordinances Section 2.563(1)(a), Single source, Section 2.563 (1)(b), Micro purchases,
and Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute
same. (consent)
The Fleet Division is requesting authorization to purchase vehicle parts from
various vendors for heavy and light duty city vehicles and equipment.
Purchases will be obtained through various methods to include single source,
micro purchases, and piggyback contracts.
In addition, the Fleet Division is requesting approval to engage additional
vendors as needed in accordance to Code Section 2.561(5) with the
Procurement Division providing oversite. Competitive quotes will be obtained
and no one vendor will exceed $50,000 in a fiscal year.
APPROPRIATION CODE AND AMOUNT:
5666611-550600, Vehicle Parts
These funds are available in the operating expense of fleet maintenance as
budgeted in fiscal year 22/23.
12.2Approve a one-year lease agreement with four, one-year renewal terms for certain alarm
equipment and associated maintenance and monitoring services with Maire Company,
Inc. (Maire), authorize the associated purchase order to Maire for the services provided
under the lease agreement as well as certain additional work outside of the lease in the
amount of$121,000.00, for the term October 1, 2022 through September 30, 2023,
pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Non-Competitive
Purchases, and authorize the appropriate officials to execute same. (consent)
Since 1987, Maire has provided the city devices, instruments, appliances,
cabinets, and wires/conduit throughout the city facilities with the addition of the
maintenance and monitoring alarm services in accordance with Florida Fire
Prevention Code 907, and NFPA 72 requirements. The City and Maire are
interested in entering into a new lease agreement so that Maire may continue to
provide these services to the City. The new agreement calls for a one-year
contract with four, one-year renewal terms that must be agreed to by both
parties before the agreement is extended. Work covered as part of the lease
agreement totals $90,840.00 of the $121,000. Work done by Maire outside of
the lease agreement is also being requested and this additional work includes
the patron counts at all libraries within the city, fire drills for childcare facilities
required by Pinellas County Licensing Board, Fire Alarm resets, and inspections
of all city-owned fire alarm systems among other items. This is estimated at
$30,160.
Seeking the services Maire provides from another potential vendor would be
impractical to bid as it would require the removal of all the equipment currently
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Council Work Session Meeting Minutes October 3, 2022
provided by Maire in numerous city facilities. The cost of contracting with a new
fire alarm contractor to purchase and install new systems city wide would
create significant budgetary increases as well. Furthermore, there would be
separate additional costs ongoing for monthly fire alarm monitoring fees.
APPROPRIATION CODES AND AMOUNTS:
Funds are available as part of the FY 2022- FY2023 Operating Budget of the
General Service Funds. The expenditure allocation is as follows:
56556531-530300 Contractual Services
In response to a question, Solid Waste & General Services Director Earl
Gloster said it would be cost prohibitive if another vendor was selected to
replace the alarm equipment. The City leases the equipment and Maire
includes upgrading and replacing equipment in the agreement.
It was requested that staff provide cost information for fire alarm equipment
from other municipalities.
12.3Approve a purchase order to Cliff Berry, Inc of Ft. Lauderdale, FL to pump, transport and
dispose of leachate from the Solid Waste Transfer Station in the annual not-to-exceed
amount of$100,000.00 with two, one-year renewal options at the City's discretion
pursuant to Invitation to Bid (ITB) No. 34-22 Pump, Transport and Dispose of Leachate,
and authorize the appropriate officials to execute same. (consent)
On July 18, 2022, Procurement issued ITB 34-22 Pump, Transport and Dispose
of Leachate and three responsive and responsible bids were received. Cliff
Berry, Inc. was the lowest responsive and responsible bidder in accordance
with the bid specifications.
The Florida Department of Environmental Protection (FDEP) requires all liquid
waste (Leachate) created at the City of Clearwater Transfer Station is collected
in a closed system. The leachate flows from the transfer station's tipping floor
and the transfer station's truck tunnel into a holding tank. The holding tank
requires regular pumping, and the leachate requires proper disposal at a FDEP
registered processing facility. The contract purchase order with Cliff Berry, Inc
enables the City of Clearwater to comply with the FDEP at the lowest qualified
price.
APPROPRIATION CODE AND AMOUNT:
Funds are available as part of the FY2022/2023 operating budget of the solid
waste fund.
Funds are available in cost code 4242084-530300.
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12.4Authorize a purchase order to Enforcement One, Inc. of Oldsmar, FL for police vehicle
upfitting services in the annual not-to-exceed amount of$250,000.00 with two, one-year
renewal options pursuant to Invitation to Bid (ITB) No. 46-22, Police Vehicle Upfitting, and
authorize the appropriate officials to execute same. (consent)
ITB 46-22 was issued in August 2022, and only one response was received.
The ITB pricing structure was based on specific equipment and installation
needs necessary for the Up-Fitting of police vehicles to be purchased in fiscal
year 2023:
• 9 Marked Police Ford
Interceptor Utility Vehicles with Road Ready Package
• 3 Marked Police Ford F150
Interceptor Trucks
• 1 Civilian Ford Explorer
• 1 Civilian Ford Maverick
The requested authorization for$250,000.00 annually includes contract pricing
for vehicles on the approved vehicle replacement list requiring upfitting as well
as the additional costs associated with damaged or totaled vehicles that require
upfitting during the fiscal year.
APPROPRIATION CODE AND AMOUNT:
Funds for FY23 are budgeted in 0101131-541500 (Garage Services Variable)
• FY23 $250,000.00
Future fiscal year budgets will include requests for funding.
12.5Approve an increase and extension on purchase order to Hose and Hydraulics, Inc. of
Clearwater, FL, for the purchase of replacement hydraulic parts, repairs and road service
for city vehicles and equipment in the amount of$180,000.00 for a new annual total of
$505,000.00 and extending through January 31, 2023, pursuant to Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to
execute same. (consent)
On September 18, 2017, Council approved a purchase order to Hose and
Hydraulics in the annual amount of$225,000.00 for purchase of replacement
hydraulic parts, repairs, and services for use on city vehicles and equipment,
piggybacking off of Pinellas County Contract 167-0444-Q(RF), which was to
expire on August 10, 2022.
On September 3, 2020, an increase of to the purchase order was approved
bringing the new annual amount to $325,000.00.
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Council Work Session Meeting Minutes October 3, 2022
The scope originally was for hydraulic service at the Fleet Division. Fleet
subsequently expanded use of Hose and Hydraulic to include road service. The
additional allocation of funds to the road services incurring more frequently are
due to current staffing issues which allows for mechanics to remain at fleet to
keep up with demand.
The services include hydraulic hoses, fittings, pumps, and motors for various
heavy equipment vehicles, including but not limited to refuse vehicles, dump
trucks, beach rakes and streetsweepers.
Pinellas County Contract 167-0444-Q(RF) has been extended until January 31,
2023. Authorization is requested to increase our current purchase order by
$180,000.00 bringing the new amount to $505,000 and extending term to end on
January 31, 2023.
APPROPRIATION CODE AND AMOUNT:
5666611-550600 $180,000 FY22/23
13. Legal
13.1Approve an Exchange Agreement between the City of Clearwater (City) and the Pinellas
Suncoast Transit Authority (PSTA) providing that certain city-owned real property located
at 704 Court Street, 710 Court Street, and 701 Franklin Street in Clearwater, Florida be
exchanged for a PSTA parcel located at the northwest corner of South Garden Avenue
and Pierce Street, Clearwater, Florida in order to allow for the construction of a new
Multimodal Transit Facility in the downtown, and authorize the appropriate officials to
execute same, together with all other instruments to affect closing. (consent)
On June 17, 2021, the Clearwater City Council declared the subject city-owned
parcels as surplus for the purpose of exchanging the three parcels for a parcel
owned by the PSTA to allow for the construction of a PSTA Multimodal facility in
the downtown.
The parcels are described as follows:
Parcel 1: 704 Court St. - Tax Assessor Parcel Number:
15/29/15/54450/011/0020.
Parcel 2: 710 Court St. - Tax Assessor Parcel Number:
15-29-15-54450-011-0030
Parcel 3: 701 Franklin St. - Tax Assessor Parcel
Num ber:15/29/15/54450/011/0010
(All as more particularly described in the deeds therefor.)
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Council Work Session Meeting Minutes October 3, 2022
Parcel 1, located at 704 Court Street is approximately 0.43 acres of vacant land,
acquired by the City on 10/27/2011 at the purchase price of$475,000.00 for the
long-range purpose of acquiring a strategically located parcel well suited for
transit and/or government purposes.
Parcel 2, located at 710 Court Street is approximately 0.94 acres of vacant land,
acquired by the City on 8/26/2011 at the purchase price of$1,950,000.00 for the
long-range purpose of acquiring a strategically located parcel well suited for
transit and/or government purposes.
Parcel 3, located at 701 Franklin Street is approximately 0.26 acres in size with
a 5,600 SF warehouse located thereon. The parcel was acquired by the CRA
on 08/05/2019 at the purchase price of$525,000.00 for the purpose of acquiring
a strategically located parcel to assemble with the adjacent City owned parcels
for future transit or governmental purposes. The CRA has since conveyed the
parcel to the City.
The appraised value of the combined three parcels as determined by James
Millspaugh & Associates, Inc., on March 2, 2021, is $3,600,000.00 and by
Tobias Realty Advisors, on March 12, 2021, is $3,300,000.00.
The above city parcels will be exchanged for the PSTA Parcel, which is an
unaddressed parcel at the northwest corner of S. Garden Avenue and Pierce
Street - Tax Assessor Parcel Number: 16-29-15-32292-005-0070. (As more
particularly described in the deed therefor.)
The appraised value of the PSTA Parcel as determined by James Millspaugh &
Associates, Inc. on February 24, 2021, is $1,800,000.00 and by Tobias Realty
Advisors, Inc. on March 12, 2021, is $1,730,000.00.
The following excerpts, taken from the City of Clearwater Planning
Department's Downtown Development Plan, support an intermodal transit
facility in downtown Clearwater.
• Objective 2J: Pursue a premium transit system between Downtown,
Clearwater Beach, Tampa International Airport, and St. Pete/Clearwater
International Airport.
• Objective 2D: Maintain and improve the Pinellas Trail as both a
recreational amenity and as a unique opportunity for economic
development. Enhance Trail connectivity from the Downtown to the
waterfront and Beach. Promote Downtown Clearwater as a destination
accessible by the Pinellas Trail.
• Policy 10: The CRA may evaluate participating with the private sector in
land assembly to facilitate projects consistent with this Plan.
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Council Work Session Meeting Minutes October 3, 2022
• Table 4.4: Coordinate with all transportation service providers on
infrastructure and program improvements including the water taxi,
trolley, bus system, rail, elevated transit, bike share and others.
• Table 4.5: Work with the County to create a comprehensive transit plan.
The Exchange Agreement contemplates that the PSTA parcel will be leased
back to the PSTA at closing for continued use as its current bus depot at no
rental cost, however, PSTA shall be responsible for all other costs associated
with its occupancy and operations.
The lease will terminate the earlier of: (1) termination as provided for in the
lease; (2) 30 days after PSTA receives a Certificate of Occupancy for its
Multimodal Facility; or (3) at such time as the Clearwater City Council exercises
its right to recapture the property for a public purpose upon at least 180 days'
prior written notice. If the recapture clause is exercised, the City will be required
to lease an alternative parcel to the PSTA in downtown Clearwater. Should the
lease term exceed five years, the lease will become subject to the City Council
declaring the PSTA Parcel as surplus in accordance with the City of Clearwater
Charter, Article 11, Section 2.01(d)(5)(vi).
In response to a question, the City Attorney said an estimate for the
demolition, at this point, has not been obtained. If residential properties were
built on the site, significant environmental remediation may be needed. The
City Manager said since there are no tanks on the site, an environmental
review is not needed.
13.2Adopt Ordinance 9594-22 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to change the land use designation for
certain real property whose post office address is 110 N. McMullen Booth Road,
Clearwater, Florida 33759, from Residential Urban (RU) to Institutional (1)., amending the
future land use plan element of the Comprehensive Plan of the city to change the land use
designation for certain real property whose post office address is 110 N. McMullen Booth
Road, Clearwater, Florida 33759, from Residential Urban (RU) to Institutional (1).
13.3Adopt Ordinance 9595-22 on second reading, amending the Zoning Atlas of the city by
zoning certain real property whose post office address is 110 N. McMullen Booth Road,
Clearwater, Florida 33759, from Low Medium Density Residential (LMDR) to Institutional
(1).
13.4Adopt Ordinance 9614-22 on second reading, declaring the millage rate to be levied for
the fiscal year beginning October 1, 2022 and ending September 30, 2023, for operating
purposes including the funding of pensions, debt service, and road maintenance for
capital improvement expenditures at 5.8850 mills, which is a 9.93% increase from the
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Council Work Session Meeting Minutes October 3, 2022
rolled back rate of 5.3535 mills.
13.5Adopt Ordinance 9615-22 on second reading, adopting an operating budget for the fiscal
year beginning October 1, 2022 and ending September 30, 2023; authorizing the City
Manager to issue such instructions that are necessary to achieve and accomplish the
service programs so authorized; authorizing the City Manager to transfer monies and
programs among the departments and activities within any fund as provided by Chapter 2
of the Clearwater Code of Ordinances.
13.6Adopt Ordinance 9616-22 on second reading, adopting the Capital Improvement Plan
budget for the fiscal year beginning October 1, 2022 and ending September 30, 2023;
approving the six-year Capital Improvement Program which shall be reevaluated at the
beginning of each fiscal year; authorizing the City Manager to issue such instructions that
are necessary to achieve and accomplish the capital improvements so authorized;
authorizing the City Manager to transfer money between projects in the Capital
Improvement Program; appropriating available and anticipate resources for the projects
identified., adopting the Capital Improvement Plan budget for the fiscal year beginning
October 1, 2022 and ending September 30, 2023; approving the six-year Capital
Improvement Program which shall be reevaluated at the beginning of each fiscal year;
authorizing the City Manager to issue such instructions that are necessary to achieve and
accomplish the capital improvements so authorized; authorizing the City Manager to
transfer money between projects in the Capital Improvement Program; appropriating
available and anticipate resources for the projects identified.
13.7Adopt Ordinance 9617-22 on second reading, amending the Operating Budget for the
fiscal year ending September 30, 2022 to reflect increases and decreases in revenues
and expenditures for the General Fund, Special Development Fund, Special Program
Find, Marine Fund and Parking Fund.
13.8Adopt Ordinance 9618-22 on second reading, amending the Capital Improvement
Budget for the fiscal year ending September 30, 2022, to reflect an increase of
$1470557937.
14. City Manager Verbal Reports
The City Manager thanked all staff at the EOC and those involved with
preparing the City for Hurricane Ian. He congratulated Kayleen Kastel for
being appointed as the Budget Director and Jennifer Poirrier as the Assistant
City Manager. He thanked Micah Maxwell for his years of service as the
Assistant City Manager and welcomed him as the new Chief Innovation
Officer.
15. City Attorney Verbal Reports
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The City Attorney said the resolution for the emergency proclamation will be
presented at the council meeting.
16. Council Discussion Item
16.3City Manager/ City Attorney Evaluations
Discussion ensued regarding pushing the evaluations to November.
There was council consensus to schedule the evaluations in November.
16.1 Proclamation Request Process - Vice Mayor Beckman
Vice Mayor Beckman questioned the approval process for proclamations
and if the proclamations could be published on the city website.
The Mayor said most of the proclamations are internal but he authorizes the
external proclamation requests if they are parallel to city policies.
Proclamations for out-of-state organizations are generally not approved.
Most of the proclamations highlight what the organization does in the
identified month or week.
In response to questions, the City Attorney said by statute, resolutions are an
expression of administration and involves some action by the City. The
resolution can acknowledge existing action or direction. Proclamations are
political/social statements. The City Clerk said the proclamations are listed
on the agenda, which is available on the city website. The resolutions are
available online via Laserfiche. Public Communications Director Joelle
Castelli said, if supported by Council, placing the proclamations on the
website is possible but they would receive minimum usage from the public. T
The City Manager said he would discuss the process with staff.
16.2Process and procedure for distribution of allocated ARPA funds and expectations for
reporting. - Vice Mayor Beckman
Vice Mayor Beckman said there are three discretionary buckets: art,
education, and general grants. She said she wants to be transparent on how
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Council Work Session Meeting Minutes October 3, 2022
and when the funds are being used and a process on how the funds will be
allocated. She suggested consideration be given to include a grant
application that is reviewed by a committee that would provide a
recommendation to council.
The City Manager said staff has been working on drafting criteria and a
distribution process that will be presented to Council.
16.4Airpark Contract Negotiations - Vice Mayor Beckman
Vice Mayor Beckman said Council should provide staff direction provide
direction regarding the concerns raised during the previous council meeting
as FlyUSA begins negotiating with the City.
The City Manager said staff has heard Council's concerns about the Airpark
and will take that into consideration. He expressed concern with negotiating
details upfront with Council. Staff will bring back a contract for council
approval. Marine and Aviation Director Eric Gandy said the draft contract
incorporates some of Council's concerns, while balancing the City's
operating needs and FlyUSA's ability to operate the facility effectively and
make it profitable. Mr. Gandy said there is no model that does not require
capital investment by the City.
It was suggested that staff discuss similar items with Council prior to
releasing an RFP.
17. 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 Allbritton requested scheduling a discussion regarding
approaching FDOT about curbing at the Causeway.
Vice Mayor Beckman requested scheduling a discussion item regarding the
NOFO for homeless services.
18. Closing Comments by Mayor— None.
19. Adjourn
The meeting adjourned at 12:12 p.m.
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City of Clearwater