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12/12/2022 Council Work Session Meeting Minutes December 12, 2022 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 m ap ® e Meeting Minutes Monday, December 12, 2022 9:00 AM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Roll Call 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 9:01 a.m. 2. Presentations — None. 3. City Manager 3.1 Establish a Ready for 100-goal in which the City aims to transition 100% of electricity consumed in city operations to clean energy by 2040 and 100% of electricity consumed citywide to clean energy by 2050 and adopt Resolution 22-22. City staff and the Environmental Advisory Board recommend that a "Ready for 100" resolution be adopted by City Council. This resolution includes targets in which the City would convert its electricity consumption to come from clean, renewable energy sources both in its municipal operations and citywide. Energy efficiency, on-site renewable energy, and utility-provided solar programs are essential to the success of these "Ready for 100" goals. Sustainability Coordinator Sheridan Gemuendt provided a PowerPoint presentation. Office of Innovation Director Micah Maxwell said the resolution proposed by the Environmental Advisory Board includes language that directs staff to complete certain things. Staff is amending the resolution to direct the city manager complete the tasks, in order to remain consistent with the City's form of government. In response to a question, the City Attorney said there is no meaningful distinction between a policy or goal. If a goal or policy is not met, it is Page 2 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Council's prerogative on how it is enforced. 4. Economic Development and Housing 4.1 Approve the contract with Pinellas Community Foundation (PCF) in an amount of $1,000,000 of ARPA funds for distribution to organizations to provide services for housing and social service needs and authorize the appropriate officials to execute same. (consent) A total of$22,483,893 of ARPA Local Fiscal Recovery Funds has been received in two equal tranches on May 19, 2021, and June 6, 2022. On August 4, 2022, Council authorized staff to allocate the full (100%) amount to fiscal 2022 General Fund government operations as "revenue recovery" per the Department of Treasury final rule. Council also approved an offsetting dollar amount of allocations to general budget categories to fund a range of projects, programs, and activities including $1,000,000 to be distributed by the Pinellas Community Foundation. On August 4, 2022, City Council authorized $1,000,000 to be transferred to the Pinellas Community Foundation (PCF) for distribution to organizations that provide emergency support for individuals and families that live in Clearwater who have housing and social service needs. PCF will begin by putting out a call for letters of interest (LOIs) from qualifying organizations. PCF will provide feedback to organizations having submitted LOls and will proceed with a call for applications. Successful applicants will be selected based on the level of potential positive impact to Clearwater residents. PCF will receive an administrative fee of ten percent of funds expended. PCF will be required to submit monthly reports to the city's Housing Division. Reports shall include all financial transactions during the report period, beneficiary data for all programs funded with Clearwater ARPA funds and metrics measuring the success of each funded program. APPROPRIATION CODE AND AMOUNT: Funding for grants associated with affordable housing are available in special program G2212, ARPA Affordable Housing. Funding for the Pinellas Community Foundation is available in special program G2215, ARPA Pinellas Community Foundation. Economic Development and Housing Assistant Director Chuck Lane said the contract will be amended to include language that will limit the administrative fees to 10 % of funds expended. In response to questions, Mr. Lane said it is a good practice to bill the administrative costs, representing the costs being incurred. Up to $250,000 Page 3 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 will be allocated to the Capri Mobile Home Park. Staff was directed to schedule a council discussion regarding how the interest earned on ARPA funds will be used. In response to a request, Pinellas Community Foundation CEO Duggan Cooley said he would provide information regarding how the organization will evaluate the proposals at the January 9, 2023 work session. Staff was directed to place the presentation on the January 9, 2023 work session. 4.2 Approve of the City of Clearwater's Fiscal Year 2021-2022 Consolidated Annual Performance and Evaluation Report (CAPER). (APH) The Consolidated Annual Performance and Evaluation Report (CAPER) is the principal administrative report documenting the City's expenditures for Community Development Block Grant (CDBG) and HOME Investment Partnerships (HOME) programs to the U.S. Department of Housing and Urban Development (HUD). For Fiscal Year (FY) 2021-2022, the City's entitlement allocation was $922,626 in CDBG and $452,259 in HOME program funds, $963,862 of Prior Year funds, $1,695,850 of Program Income and $1,777,795 in CDBG Revolving Loan funding for a total budget of$5,812,392 from federal funds. Through the CDBG and HOME program activities, total expenditures were $1,375,885 in FY 2021-2022. Funds not expended from this year's budget will be programmed in future years. In addition to reporting activities carried out with federal money, a summary of activities conducted with the Florida State Housing Initiatives Partnership (SHIP) Program and Pinellas County Housing Trust Fund (PCHTF) Program is also included in the narrative section. For FY 2021-2022, SHIP fund expenditures totaled $940,350 and PCHTF fund expenditures totaled $48,400. The report provides HUD with necessary information for the Department to meet its requirement to assess each grantee's ability to carry out relevant Community Planning and Development programs in compliance with all applicable rules and regulations. It also provides information necessary for HUD's Annual Report to Congress, and it provides grantees an opportunity to describe to citizens their successes in revitalizing deteriorated neighborhoods and in meeting objectives stipulated in their Consolidated Planning document. The City of Clearwater's FY 2021-2022 CAPER contains information on the City's assessment of the following activities: - Assessment of Five-Year Goals and Outcomes - Resources and Investments Page 4 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 - Affordable Housing - Homeless and Other Special Needs - Public Housing - Other Actions to Address Barriers to Affordable Housing - Monitoring - CDBG - HOME A list of notable accomplishments utilizing federal, state, and local funds for FY 2021-2022 include: - Provided seven down payment & closing cost assistance loans totaling $296,300. - Completed the rehabilitation of seven multi-family rental units at Lexington Club at Renaissance Square with a total cost of$300,000. - Expended $595,172 for 14 Public Facilities projects. Facility improvements were made to the following: St. Vincent de Paul Community Kitchen and Resource Center rehabilitation, Clearwater Martin Luther King, Jr. Neighborhood Center Coalition's MLK Jr. Community Center rehabilitation, R'Club Child Care's Gateway and Breeden Early Learning Academy renovations, Clearwater Neighborhood Housing Services business center roof rehabilitation, Directions for Living's exterior safety and security improvements, Homeless Emergency Project's (HEP) affordable supportive housing improvements, City of Clearwater's Belmont Park improvements, Miracles Outreach Community Development Center's youth group home rehabilitation, The Arc Tampa Bay's facility rehabilitation, Homeless Emergency Project's (HEP)Adult homeless shelter (Phase 4); RCS Pinellas' Food Bank; Salvation Army's Mallory Powell Social Services Campus, and Directions for Living's headquarters facility. - Expended $166,500 for operational support for 8 Public Service providers. Funds were used for salary support for The Kimberly Home's Transitional Housing Program, case management for St. Vincent de Paul's Community Kitchen & Resource Center, Gulfcoast Legal Services, Intercultural Advocacy Institute, Pinellas Ex-offender Re-entry Coalition, WestCare-Florida's Turning Point facility, Hope Villages of America, and Pinellas Opportunity Council's senior services. In addition, the City expended $100,119 in CDBG-CV funds for COVID-19 public services for Tampa Bay Community Development Corporation's rent/utility assistance, Directions for Living's case management for seniors at Prospect Towers, and Homeless Leadership Alliance of Pinellas' housing navigation. - Provided $107,063 for technical assistance services to Hispanic Business Initiative Fund of Florida, Inc. dba Prospera and Tampa Bay Black Business Investment Corporation that assisted 18 entrepreneurs and businesses. - Provided $26,325 to two organizations to deliver homeownership education and counseling to assist 151 Clearwater residents: Clearwater Neighborhood Housing Services and Tampa Bay Page 5 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Community Development Corporation. - Contributed $100,000 through the city's General Fund to Pinellas Safe Harbor; $50,000 to Homeless Emergency Project, Inc.; $25,000 to the Homeless Leadership Alliance; $40,000 to Pinellas Hope; $25,000 to Hope Villages of America (formerly RCS Pinellas); and $10,000 to The Salvation Army of Upper Pinellas. Overall federal, state, and local funding assisted 21,787 persons, 175 households, and 18 businesses. On December 13, 2022, the Neighborhood and Affordable Housing Advisory Board recommended City Council approve the CAPER as written. The CAPER is due annually to HUD no later than December 31. In response to questions, Economic Development and Housing Assistant Director Chuck Lane said social service providers are always requesting additional funds. The City can only a certain amount of CDBG funds may be allocated for social services. Under the public facilities program, the providers report the number of individuals they assist, noting the Clearwater individuals who walk through their doors. The City is required to report the number of individuals being served. It was suggested that staff provide a breakdown of the state and federal funds being used. 5. Parks and Recreation 5.1 Approve a contract (purchase order) with Toole Design Group, LLC, in the amount of $268,735 to develop a new parks and recreation master plan, pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback (Forward Pinellas Planning Consultants 20-01), and authorize the appropriate officials to execute same. (consent) The Parks and Recreation Department maintains an extensive system of Parks and Recreation facilities, programs, and special events for Clearwater's residents and visitors. The mission of the department is to create a uniquely beautiful and vibrant community by providing places and recreation opportunities for all people to gather, celebrate, and engage in activities that promote health, well-being, culture, and environmental stewardship. In 2002, the Parks and Recreation Department completed a Master Plan that proposed projects and programs for a twenty-year time frame. In 2013, the Parks and Recreation Master Plan was updated due to many changes not predicted in the original Master Plan, including unforeseen economic challenges and new funding from Penny for Pinellas. The twenty-year plan has been completed and staff is recommending a new Page 6 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Master Plan be developed to guide and assist the City in the decision-making efforts needed to continue to provide a robust and vibrant Parks and Recreation delivery system. The City seeks to engage Toole Design, LLC, to develop a Master Plan to advance future strategic initiatives and projects undertaken by the Parks and Recreation Department. The resulting Master Plan will recommend comprehensive strategies aimed at enhancing current and future park facilities, recreation amenities and program offerings of the city, desired and utilized by the community. The City will piggyback off of Forward Pinellas contract (Forward Pinellas Planning Consultants #20-01). Toole Design, LLC was selected as a consultant under the Forward Pinellas contract and the same rate schedule will apply. To create a systematic framework for the 2023 Master Plan the following tasks will be completed: Project Organization; Existing Conditions Analysis; Needs and Priorities Assessment; Long Range Vision and Planning Recommendations; and Implementation Framework. The Consultant will conduct a series of community workshops (3 in-person, 1 virtual), focus group meetings (1-day, multiple groups), stakeholder interviews (1-day, multiple interviews) and on-line survey to gather qualitative information about residents' needs and priorities. The Consultant will create a dedicated website/page to serve as the project's digital home. The Master Plan process is estimated to be completed in 12 months and is scheduled to begin in early 2023. Staff is recommending approval of the contract between Toole Design Group, LLC, and the City to develop the 2023 Parks and Recreation Master Plan. APPROPRIATION CODE AND AMOUNT: Funds are available in 315-93618, "Parks and Recreation Contract Services" In response to questions, Parks and Recreation Program Senior Division Manager Kerry Marsalek said the review team reviewed twenty master plans completed in the state and Sarasota's master plan rose to the top. Staff spoke with a planner in Sarasota County who spoke supportively of Toole Design Group, LLC. She said one of the components of the master plan process is to look at service trends. The goal is to look at user trends in the region and nationwide, as well as looking at requests from the Clearwater community. Staff anticipates hearing more programmatic requests from the community and not new facilities. The City Manager said Parks and Recreation will maintain landscaping. 5.2 Approve a Venue License Agreement between the City of Clearwater and Ruth Eckerd Hall to provide quality venue management services, ticketing services, and food and Page 7 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 beverage services at the waterfront amphitheater venue and authorize the appropriate officials to execute same. The City Manager said staff and Ruth Eckerd Hall have been working over the last few months to develop a venue agreement that will allow the City to recoup the funding needed to cover the bond payment and provide Ruth Eckerd Hall the support and opportunity to make it a successful venue. To ensure the amphitheater is successful, he did not recommend a monthly retaining fee at the beginning of this venture. He said the venue is not currently in place, making it difficult to negotiate some of the parameters. In terms of sponsorships, the City retains all rights to sell the naming rights to the venue and any fixed assets inside the venue. Ruth Eckerd will be responsible for the concerts and events sponsorships. The City has requested a minimum of 35 events. He said staff believes the community groups should negotiate directly with Ruth Eckerd Hall to reserve the venue for community events. The City reserves the right to negotiate ten specific events that will be determined by Council. In response to questions, Parks and Recreation Director Jim Halios said, per Section 3.3 of the agreement, the fencing will be located around the venue footprint, leaving the remainder of the park open to the public during concerts. Assistant City Manager Michael Delk said there will be sections of decorative permanent fencing installed around the amphitheater area. The permanent fencing would be augmented with non-permanent fencing in order to secure the venue area during paid events. The remainder of the park will be open to the public. Mr. Halios said the city events refers to the ten events the City Council approves. The community events are held by non-profits, such as the Martin Luther King, Jr. Parade. He said there is only one egress and ingress to the Sandcastle off of Osceola Avenue, the agreement includes language that would not allow that portion of Osceola to be closed off. The truck loading and unloading zone for talent will be located behind the amphitheater. Ruth Eckerd Hall CEO Susan Crockett said REH has engaged a professional branding company to help launch the venue, to include stylizing the name, the delivery of the logo, the teaser campaign, and institutional marketing. The city events are the 12 dates the City has access to the venue and REH community events, such as Shakespeare in the Park, Miracle on Cleveland Street, and school-time performances are produced by REH. She said many of the local organizations'mission align with REH's mission and the organization does not want to see those community events go away, REH believes there are opportunities to establish partnerships to ensure the events continue. The agreement is open and flexible for the community to determine the desired number of events. Typically, a municipality hires an operating company to run the city-owned venue and the city is responsible for all of the expenses. Any profits from leasing the building will go to the City. She said REH is not charging a management fee and will program the day-to-day (that's what she said), the city is guaranteed Page 8 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 a product coming in, and a provided revenue stream to help the city's debt service and future reserve. REH is responsible for the day-to-day maintenance, costs to run the facility, and carry the liability for the facility. She said REH is bringing in $2.5 million worth of assets. Ms. Crockett said REH is looking at eliminating single-use products and a waste management company that will convert the trash to energy. REH will work with the City's sustainability coordinator to identify initiatives or products best suited for the venue. Finance Director Jay Ravins said Webb Consulting conducted a detailed pro forma on the operations of the venue that indicated a $1.5 million loss if the City was responsible for operating the venue. The City is being guaranteed a per ticket surcharge that will be used for capital maintenance and offset the debt service. Mr. Ravins said staff will have access to REH's financial statements once published. He said no other segment of the park is generating revenue. Discussion ensued with comments made that Council received a copy of the agreement this past Friday. Concerns were expressed that the agreement singles out the Sandcastle. The City Attorney said the Sandcastle language is an enforceable commitment being made to them. For the most part, only those partied to the contract can enforce the agreement. He believed the Church could enforce that provision. In response to a question, he said the City Manager requested adding the language to the agreement Wednesday evening. Ms. Crockett said Ruth Eckerd Hall requested the language, similar verbiage is included in contracts for the events held at Cleveland Street (close streets to local traffic only). The City Manager said at similar venues there are always traffic mitigation issues. A venue of this nature will require that the operator have space for tour buses. REH requested closing the south side of Drew Street be closed- off so it can be used for parking. He said the north side of Drew Street will remain open. It was suggested the language be stricken. Staff was directed to provide a copy of the plan detailing the fencing. 6. Police Department 6.1 Approve purchase orders to ErgoFlex Systems, Inc. dba Xybix Systems, Inc. of Littleton, CO and Concept Seating Government, LLC of Brookfield, WI for the purchase and installation of dispatch consoles and workstations, specialty chairs, and new carpet at the Clearwater Police Department Communication Center in the amount of$430,583.35, pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback, and Section 2.563 (1)(d), Non-competitive purchases, and authorize the appropriate officials to execute same. (consent) Page 9 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 The existing consoles, workstations, and carpet that exist within the Police Communications Center are original from when the police department building was constructed over 25 years ago. The current chairs being utilized are standard office chairs that quickly get worn down given the continuous use. The Communications Center is a 24/7 operation, so the items that are requested to be replaced are in constant use and subsequently have far exceeded their lifespan. Therefore, the Clearwater Police Department (CPD) is requesting authorization for the purchase and installation of 14 new dispatch consoles and ergonomic workstations, five training workstations, 14 specialty ergonomic chairs for 24/7 intensive use, new StaticSmart carpet, and miscellaneous other furniture items (i.e., task tables, conference table) at the Clearwater Police Department Communication Center in the amount of$336,888.41 with Xybix Systems Inc., piggybacking off the State of Florida contract 43190000-22-NASPO-ACS and $22,652.19 with Concept Seating Government LLC., piggybacking off the Houston-Galveston Area Council (H-GAC) contract EC07-20. In addition, authorization is requested to procure $50,070.50 with Xybix Systems, Inc as impractical which includes freight for the furniture ($13,238.00), installation of all furniture in this proposal ($29,947.50) and the removal and disposal of the old consoles ($6,885.00). Xybix is an authorized distributor for StaticSmart carpeting which protects personnel and equipment from uncontrolled static electricity. The specialized carpeting will be installed at the same time as the new furniture is installed to save time, money, and ensure it is done correctly. Authorization is requested to procure an additional $20,972.25 with Xybix Systems as impractical which includes the removal of the old carpet ($4,650.00), the disposal of the old carpet ($1,200.00) and the installation of the new specialized carpet ($15,122.25). APPROPRIATION CODE AND AMOUNT: Funding of$60,071.25 is available in capital improvement project GSBM180002, Flooring for Facilities, and $370,512.10 in capital improvement project GSBM180012, General Facility Bldg. Renovation, to fund these purchase orders. In response to a question, Police Chief Daniel Slaughter said the workstations allow for standing desks and climate control. Page 10 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 7. Public Works 7.1 Approve the final plat for Airport Drive Villages located at 514 Brandon Avenue. (consent) This plat will create a 6-lot subdivision for the development of six detached dwellings. The residential development project was approved through DRC on December 3, 2021. The property is approximately 1.4 acres. 8. Planning 8.1 Authorize purchase orders to Bureau Veritas North America of St. Cloud, FL, C.A.P. Government, Inc. of Coral Gables, FL, Joe Payne Inc. of Tampa, FL and Quorum Services of Tampa, FL for code inspection and plan review services in the cumulative not-to-exceed amount of$500,000.00, from January 1, 2023 through September 30, 2023, and a cumulative annual not-to-exceed amount of$850,000.00 for the three one-year term extension renewals pursuant to Invitation to Bid No. 02-23, Code Inspection and Plan Review Services, and authorize the appropriate officials to execute same. (consent) In order to maintain the Planning and Development Department's customer service standards for inspections and plans review, at times it is necessary to supplement staffing levels with outside contractors who have state-licensed personnel. To that end, Invitation to Bid (ITB) #02-23 was issued in October 2022 for inspection and plan review services. Seven (7) bids were received and evaluated for the services provided and respective costs with four companies representing the lowest most responsive bids. The Planning & Development Department is recommending award of ITB No. 02-23, Code Inspection and Plan Review Services as follows: • Inspection Services: Joe Payne, Inc., Quorum Services, LLC and Bureau Veritas North America, Inc. • Plan Review Services: Joe Payne, Inc., Quorum Services, LLC, and C.A.P Government, Inc. Each company provides unique specialties which may be required for various projects throughout the city. The Planning and Development Department requests the flexibility to allocate the annual not-to-exceed amount between these contractors. APPROPRIATION CODE AND AMOUNT: Funds are available in Development Services cost code 0101430-530300, contractual services, to fund the current year of this contract. Funding for future years will be included in the department's budget request. Page 11 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Staff was directed to provide the cost differential for hiring the vacant positions versus the contract services. 9. Public Utilities 9.1 Approve the acceptance of federal grant funds from Federal Emergency Management Agency (FEMA), Florida Division of Emergency Management (FDEM) Hazard Mitigation Grant Program (HMGP) in the amount of$462,000.00 in federal funds and approve a required local match of$154,000.00 by the City to provide protection to eight lift stations in Clearwater, FL. and authorize the appropriate officials to execute same. (consent) The proposed scope of work proposes to elevate the telemetry, control panels, and power connections of the lift stations to at least two feet above the Base Flood Elevation (BFE). The proposed scope of work will reduce the risk of storm surge damage to the lift stations, thereby protecting their efficacy and reducing the risk of sanitary sewer overflows due to loss of function. The generator and the electrical components shall be protected against a 500-year flood event by implementing specific activities or by locating the generator outside the Special Flood Hazard Area (SFHA) and shall be protected against wind with a rated enclosure based on its location requirements. Activities shall be completed in strict compliance with Federal, State and Local Rules and Regulations. Project Locations: I D#Station Location 1) LS 9 995 Bruce Ave @ Narcissis Ave 2) LS 10 830 Lantana Ave @ Verbana St 3) LS 11 530 Mandalay Ave 4) LS 28 499 Island Way @ Palm Island 5) LS 35 355 Harbor Passage (Island Estates 6) LS 39 713 Island Way (@ N end of Street) 7) LS 80 1621 Gulf Blvd (Moorings of Sand Key 8) LS 81 71 Causeway Blvd (East end of Marina Parking Lot) APPROPRIATION CODE AND AMOUNT: Funds for this grant are available in the Capital Improvement Project 96686 Pump Station Replacement. In response to questions, Public Utilities Director Rich Gardner said the electrical for the lift stations will be installed two feet above the maximum Page 12 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 storm surge. Staff will be required to check them once a week. 9.2 Authorize purchase orders to Ferguson US Holdings, Inc. dba Ferguson Enterprises LLC of Newbury, FL, Badger Meter Inc. of Milwaukee, WI and Consolidated Pipe and Supply Company, Inc. of Birmingham, AL, for the supply of potable and reclaimed water meters, in an annual not-to-exceed amount of$428,685.00 with the option for two, one-year extensions pursuant to Invitation to Bid 50-22, Potable and Reclaimed Water Meters, and authorize the appropriate officials to execute same. (consent) Invitation to Bid # 50-22, Potable and Reclaimed Water Meters was released on September 7, 2022, for the supply of potable and reclaimed water meters. Six submissions were received on October 7, 2022. Public Utilities has completed their evaluation and determined that Ferguson US Holdings, Inc. dba Ferguson Enterprises LLC of Newbury, FL, Badger Meter Inc of Milwaukee, WI and Consolidated Pipe & Supply Company, Inc. of Birmingham, AL, are the lowest, most responsible bidders that met the requirements of the bid specifications. For placing orders, the primary award is as follows: • Item 1 to Ferguson US Holdings, Inc. dba Ferguson Enterprises LLC • Items 2 -4 and 6 to Badger Meter Inc. • Items 5 and 7 to Consolidated Pipe & Supply Company, Inc. Potable and Reclaimed Water Meters are used throughout the city, to measure consumption for billing. Public Utilities maintains a 10-year replacement cycle for potable and reclaimed water meters. This contract will ensure that we have enough new meters to complete the required replacements and provide new meters as needed for new construction. The contract will be effective on December 16, 2022, for an initial one-year period with two one-year renewal terms available to the City. Renewal Terms allow for cost increases based on the Producer Price Index#1184 Fluid Meters and Counting Devices. Renewal prices shall be firm for the respective annual term. APPROPRIATION CODE AND AMOUNT: Budgeted funds are available in Public Utilities operating cost centers 550400 Operating Supplies & Materials to cover the cost of the contract for FY23. Funding for future fiscal years (FY24 through FY26) will be requested within contract calendar and spending limits. 9.3 Authorize a purchase order to Chemtrade Chemicals US LLC of Parsippany, NJ, for Liquid Aluminum Sulfate in an annual not-to-exceed amount of$175,000.00 for the period of December 20, 2022 through December 19, 2023, with the option for two, one-year renewals at the City's discretion, pursuant to Invitation to Bid 03-23, Liquid Aluminum Page 13 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 Sulfate, and authorize the appropriate officials to execute same. (consent) Invitation to Bid (ITB) 03-23, Liquid Aluminum Sulfate was issued on October 7, 2022. Five bids were received on November 7, 2022. Chemtrade Chemicals US LLC of Parsippany, NJ, represents the lowest responsive, responsible bidder for Liquid Aluminum Sulfate. Liquid Aluminum Sulfate (Alum) is used in the Northeast, East, and Marshall Street Water Reclamation Facilities (WRF) to maintain regulatory compliance with the City's Florida Department of Environmental Protection (FDEP) operating permits. The initial contract period will be December 20, 2022, through December 19, 2023, with the option for two, one-year renewal terms available to the City. Renewal Terms allow for cost increases based on the Producer Price Index #06130209 Aluminum compounds; renewal prices shall be firm for the respective annual term. APPROPRIATION CODE AND AMOUNT: Budgeted funds for FY23 are available in Public Utilities' cost centers, cost code 551700 Bulk Chemicals. Funding for future fiscal years (FY24, FY25) will be requested within contract calendar and spending limits. 10. Solid Waste 10.1Approve an amendment to that certain Service and Access Agreement and Schedule D therein (now known as the Site License Agreement and formerly known as the Tower Lease) dated June 2, 2002 (Agreement), between L3Harris Corporation of Lynchburg, VA, (successor in interest to MA/COM) and the City of Clearwater, providing for an additional three-month extension through March 31, 2023, authorize the associated purchase order in a not-to-exceed amount of$83,000.00, and authorize the appropriate officials to execute same. (consent) On June 20, 2002, the City of Clearwater City Council approved a 20-year Service and Access Agreement with MA/COM for the maintenance of the Clearwater Radio System, including two communication towers and associated facilities. L3Harris is the successor in interest to MA/COM. L3Harris supports and maintains the City of Clearwater's radio system and associated communication towers under the Agreement. The Agreement provides for quarterly payments, adjusted annually based on current use and performance as well as changes in the Consumer Price Index (CPI) through the contract Page 14 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 term, now ending December 31, 2022. Pursuant to the Agreement, L3Harris manages licensed space on the two city-owned communication towers. Revenue generated from third-party tower tenants on the towers, which is due to the City, is deducted from the City's quarterly payments to L3Harris for maintenance services. Revenues have averaged approximately $5,000.00 per quarter. On July 1, 2021, L3Harris entered into an agreement with the State of Florida (State) for the management of the State's Statewide Law Enforcement Radio System pursuant to terms specified by the Florida Legislature. Pursuant thereto, L3Harris was required to assign its license rights in one of the City towers, the Waste Pollution Control Plant Site Tower (also referred to in the Agreement as the Dunedin Tower), to the State via a Partial Assignment and Amendment of Site License Agreement (Assignment) which was entered into on January 24, 2022. The Missouri Road Tower remains licensed to L3Harris and L3Harris continues to be responsible for the maintenance and upkeep of both towers. The Assignment provided that at the end of the initial license term, on September 30, 2022, new site license agreements would be entered into for both towers separately, one to L3Harris for the Missouri Road Tower, and one to the State for the Dunedin Tower. The Service and Access Agreement provides for one additional term of five years upon mutual agreement of the parties. A three-month extension was agreed to by the Parties and authorized by the council in September 2022 so that the existing terms and conditions of the Service and Access Agreement could be thoroughly reviewed to determine if there were any mutually beneficial updates that could be implemented to ensure that the Parties have the most equitable partnership in place. However, the State of Florida has communicated that they will need additional time to finalize their review of the new site license agreement for the Waste Pollution Control Plant Site Tower and has indicated an additional three-month extension is necessary to complete their review and obtain approval. Further, this extension will also give the City and L3Harris additional time to finalize the review of the terms and conditions of the Service and Access Agreement. Therefore, a three-month extension is requested to run from December 31, 2022, through March 31, 2023. APPROPRIATION CODE AND AMOUNT: These funds are available in the operating expense of the Garage Services Fund as budgeted each Fiscal Year. Page 15 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 11. City Manager Verbal Reports — None. 12. City Attorney Verbal Reports The City Attorney said the City is ready to close on the property with Peace Memorial this week. Staff will coordinate with the Mayor and staff for signatures. 13. Council Discussion Item 13.1 Discuss City Manager Salary. The performance evaluation discussion for the City Manager was conducted by City Council at the November 16, 2022 council meeting. The council discussion concerning salary is conducted at the subsequent meeting. At the December 1, 2022 meeting, Council continued the discussion to the council meeting. APPROPRIATION CODE AND AMOUNT: For Fiscal Year 2022, a 4% increase has been budgeted, consistent with all SAMP employees. Any increase above 3.5% would require a budget amendment using an appropriation from general fund reserves. USE OF RESERVE FUNDS: N/A Discussion deferred to Thursday, December 15. 14. New Business (items not on the agenda may be brought up asking they be scheduled for subsequent meetings or work sessions in accordance with Rule 1, Paragraph 2). Vice Mayor Beckman requested the following council discussion items be scheduled at a future meeting: the Downtown Land Swap, a presentation from Pinellas County regarding the use of ad valorem taxes for social services, a presentation from 2-1-1 in order to better understand what they are up against, and discuss annual goals for the City Manager and City Attorney and uniform evaluation forms. Councilmember Teixeira requested a presentation by Scott Dudley on the implications of the mid-term elections on local governments that was given to the BIG-C recently. 15. Closing Comments by Mayor— None. Page 16 City of Clearwater Council Work Session Meeting Minutes December 12, 2022 16. Adjourn The meeting adjourned at 10:47 a.m. Page 17 City of Clearwater