09/03/2024 Council Work Session Meeting Minutes September 3, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
e
Meeting Minutes
Tuesday, September 3, 2024
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes September 3, 2024
Roll Call
Present 5 - Mayor Bruce Rector, Vice Mayor David Allbritton, Councilmember
Ryan Cotton, Councilmember Michael Mannino, and Councilmember
Lina Teixeira
Also Present: Jennifer Poirrier— City Manager, Michael Delk—Assistant City
Manager, Daniel Slaughter—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 Rector
The meeting was called to order at 1:30 p.m.
2. Solid Waste
2.1 Amend Appendix A, Clearwater Code of Ordinances, Schedule of Fees, Rates and
Charges, Article XXIV, Public Works Fees, Rates and Charges, Section (3)(c) Solid
Waste Collection Rates, Section (3)(d) Recycling Rates, and Section (5) Other
Miscellaneous Charges; Increase specific collection fees for Solid Waste and Recycling
annually by 3.75% effective October 1, 2024, October 1, 2025, October 1, 2026, October
1, 2027, and October 1, 2028; and pass Ordinance 9788-24 on first reading.
Earlier this year Stantec Consulting Services Inc. of Tampa, FL performed a
rate sufficiency analysis (RSA) on the City's Solid Waste and Recycling Utility
Enterprise Fund. Stantec conducted similar studies during 2019 and 2021.
The objectives for this study included evaluation of the utility's current rates and
identifying a new multi-year plan of increases that provides sufficient revenues
to fund operations and maintenance costs, capital improvement costs,
adjustments to scenarios evaluated in prior studies related to timing and costs,
and to ensure adequate operating reserves over the entire five year planning
period (Fiscal Year 2025 - Fiscal Year 2029) and ten year projection period
(Fiscal Year 2030 - Fiscal Year 2034). Staff provided historical and budgeted
financial information for the utility, assumptions regarding growth, interest
earning rates, and policies affecting the utility to Stantec for the study.
Based on Stantec's study and analysis of rate increase scenarios discussed
with staff, it is recommended that fees for Solid Waste and Recycling be
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increased by 3.75% for the fiscal years 2025 through 2029.
Residential solid waste and recycling rates will increase as follows:
Monthly Current 10/1/2024 10/1/2025 10/1/2026 10/1/2027 10/1/2028
Solid Waste $34.62 $35.92 $37.27 $38.67 $40.12 $41.62
Recycling $ 3.51 $ 3.64 $ 3.78 $ 3.92 $ 4.07 $ 4.22
Total $38.13 $39.56 $41.05 $42.59 $44.19 $45.84
Appendix A of the Code of Ordinances currently contains a listing of various
residential, commercial and roll-off collection fees for Solid Waste and
Recycling. Therefore, staff is recommending that the Appendix A of the Code of
Ordinances be amended to increase rates in accordance with the attached rate
study prepared by Stantec.
STRATEGIC PRIORITY:
This item falls under the following objectives: 1.1 (evidence-based
measurement tools) and 1.3 (adopt responsive levels of service for public
facilities and amenities) within High Performing Government, and 4.2 (waste
reduction practices) within Environmental Stewardship.
Stantec Consultant Leticia Doohaluk provided a PowerPoint presentation.
In response to questions, Solid Waste Director Kervin St. Aimie said Clearwater's
solid waste services differs among the local municipalities, such as responding to a
customer's call to pick up a missed barrel or yard waste at no charge. He said most
municipalities charge an additional service fee for those items. Ms. Doohaluk said
the county tipping fee is based on Pinellas County's cost structure. She said the
municipal monthly bill comparisons are not all encompassing; they do not consider
the level of service, staffing, or cost structures.
2.2 Approve a purchase order to Pinellas County Solid Waste for the disposal of solid waste
at the Pinellas County waste-to-energy plant/landfill in the not-to-exceed amount of
$5,100,000.00, for the period October 1, 2024 through September 30, 2025, pursuant to
Clearwater Code of Ordinances, Section 2.563 (1)(a), Single Source, and authorize the
appropriate officials to execute same. (consent)
Pinellas County Solid Waste (PCSW) operates the only waste-to-energy plant
and landfill in the county. All putrescible solid waste collected by the city is
taken to this facility. During the most recently completed fiscal year (FY23) the
City took approximately 92,000 tons of solid waste to PCSW. Effective October
1, 2024, the tipping fee for PCSW will be raised to $54.50 per ton up from
$51.00 per ton in FY24. This represents a rate increase of 6.75%. Staff
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anticipates further usage of the recycling program lessening the full impact of
the PCSW rate increase on our budget.
APPROPRIATION CODE AND AMOUNT:
Funds are included in the requested FY 2024/25 Operating Budget of the Solid
Waste Department in the following cost codes to fund this contract:
4242082-543500, Dump Fees
4242083-543500, Dump Fees
4242089-543500, Dump Fees
Operating and capital expenses of the Solid Waste Department are funded by
revenues from the Solid Waste and Recycling Utility Enterprise Fund.
STRATEGIC PRIORITY:
This item falls under objective 4.2 (Adopt renewable resource usage and waste
reduction practices to ensure a vibrant City for current and future generations.)
under Environmental Stewardship.
3. Office of Management and Budget
3.1 Set final millage rate of 5.8850 mills for fiscal year 2024/25 against non-exempt real and
personal property within the City of Clearwater and pass Ordinance 9792-24 on first
reading.
In accordance with Chapter 200 of the Florida Statutes, which defines
requirements for the determination of millage and the rules governing Truth in
Millage (TRIM) compliance, the City Council must hold two public hearings to
adopt a final millage rate for the new fiscal year. The adoption of this ordinance
to establish the millage rate and the two related budget ordinances are an
integral part of fulfilling these requirements.
The City Council set a tentative millage rate of 5.8850 mills on July 15, 2024,
which is the rate that appeared on the TRIM notices mailed to taxpayers in
August. The millage rate of 5.8850 mills represents a 6.81% increase from the
rolled back rate of 5.5099 mills.
Ordinance 9792-24 is presented in order to adopt the millage rate of 5.8850
mills to support the operating and capital improvement budgets for the 2024/25
fiscal year.
STRATEGIC PRIORITY:
The budgeting process aligns resource allocation to the advancement of our
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community in all five strategic priorities: high performing government, economic
and housing opportunity, community well-being, environmental stewardship,
and superior public service.
3.2 Approve the City of Clearwater Annual Operating Budget for the 2024/25 fiscal year and
pass Ordinance 9793-24 on first reading.
In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearings to adopt the budget. The adoption of this ordinance and the related
ordinances adopting the 2024/25 millage rate and the Capital Improvement
Budget is an integral part of fulfilling these requirements.
On June 28, 2024, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2024/25 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 15, 2024,
for Council discussion and citizen input. In addition, a Special Budget Work
Session was held on August 14, 2024, for Council discussion of the proposed
budget.
The following changes have been made to the preliminary operating budget and
are included in the ordinance for adoption of the fiscal year 2024/25 operating
budget.
In the General Fund:
• Revenues are adjusted, netting to zero, to account for revenues in the
correct categories.
• Expenditures are adjusted, netting to zero, decreasing the City
Manager's Office budget by $361,047 to transfer the Neighborhoods
Division to Public Communications.
In the Water & Sewer Fund:
• Revenues are adjusted to recognize the use of fund reserves/equity of
$3,053,470 necessary to balance the budget.
• Expenditures are adjusted, increasing the Wastewater Collection
program by $7,811,880 to account for transfers to the capital
improvement fund for the Ft. Harrison Improvements and Public Works
Complex projects.
STRATEGIC PRIORITY:
The budgeting process aligns resource allocation to the advancement of our
community in all five strategic priorities: high performing government, economic
and housing opportunity, community well-being, environmental stewardship,
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and superior public service.
3.3 Approve the fiscal year 2024/25 Annual Capital Improvement Budget, establish a six-year
plan for the Capital Improvement Program (CIP), and pass Ordinance 9794-24 on first
reading.
In accordance with Chapter 200 of the Florida Statutes and the rules governing
Truth in Millage (TRIM) compliance, the City Council must hold two public
hearing to adopt the final budget. The adoption of this ordinance and the related
ordinances adopting the 2024/25 millage rate and operating budget are an
integral part of fulfilling these requirements.
On June 28, 2024, the City Manager provided the City Council with a Preliminary
Annual Operating and Capital Improvement Budget that outlined estimates of
revenues and expenditures for the 2024/25 fiscal year. The City Manager
presented the preliminary budget at the City Council meeting on July 15, 2024,
for Council discussion and citizen input. In addition, a Special Budget Work
Session was held on August 14, 2024, for Council discussion of the proposed
budget.
No changes have been made to the Preliminary Capital Improvement Budget.
STRATEGIC PRIORITY:
The budgeting process aligns resource allocation to the advancement of our
community in all five strategic priorities: high performing government, economic
and housing opportunity, community well-being, environmental stewardship,
and superior public service.
3.4 Approve the recommended Penny for Pinellas project list, as revised for fiscal years
2024/25 through 2029/30.
On March 6, 1997, the City Council adopted Ordinance 6137-97. The ordinance
established the requirement for a special hearing prior to adoption of the capital
improvement budget to discuss the use of Penny for Pinellas tax, and at any
time in which there is any proposed change to the Penny for Pinellas project
funding of$500,000 or more.
There are no changes proposed to Penny for Pinellas project funding in the
fiscal year 2024/2025 budget.
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STRATEGIC PRIORITY:
The budgeting process aligns resource allocation to the advancement of our
community in all five strategic priorities: high performing government, economic
and housing opportunity, community well-being, environmental stewardship,
and superior public service.
4. Economic Development and Housing
4.1 Approve funding in the form of a deferred loan in an amount not to exceed $1,000,000 to
be provided by the City of Clearwater to Sunrise Affordable Housing Group for the land
acquisition and a portion of the rehabilitation of real property located at 801 Chestnut St.,
contingent upon the satisfactory outcome of a staff evaluation plan and approval of a
tenant relocation plan, and authorize the appropriate officials to execute documents
required to affect closing of the loan. (consent)
Indigo Apartments is comprised of 208 units and was originally developed for
low-income senior housing. In 2015, the property was purchased and converted
to market rate, excluding 20 units that are legally restricted by funding that was
previously provided to the property by the City of Clearwater.
Sunrise Affordable Housing Group (Sunrise) is currently under contract to
acquire Indigo Apartments and is planning to convert it to legally restricted
affordable housing under a 50-year affordability commitment through the
Low-Income Housing Tax Credit (LIHTC) program, implementing income and
rent restrictions on 100% of units with thresholds set at 30%, 60% and 80% of
area median income. The restrictions will result in significant rent reductions,
resulting in an average +/- 51% discount when compared to today's market-rate
rents. The property will be placed in the Pinellas County Land Trust, which will
provide a 99-year lease to Sunrise Affordable Housing Group, placing 208
housing under the county's land use restrictions.
As a result of the conversion to affordable housing, an estimation of 59 current
residents will be considered over-qualified /over-income (above 80% AMI
threshold). The estimated number of affected residents was derived from a
demographic report provided by the current owner. Sunrise retained
CompassPoint Community Partners, LLC, a relocation specialist, who has
developed a relocation plan for the aforementioned tenants, ensuring
compliance with the Federal Uniform Relocation Act, which protects the existing
tenants from additional costs beyond their current rent and utility expenses. The
plan includes advisory services, commitment of funds by the developer to
providing financial assistance to tenants who do not meet the new income
requirement, a strategy for relocating tenants and an appeal and grievance
process. Sunrise has included a budget of$150,000 to be reserved for
relocation efforts. Should the cost of relocation exceed the budget for relocation,
the developer has agreed to debit any excess cost from the developer fee. A
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third-party consultant will be retained by the CRA to review and evaluate the
relocation plan.
The developer has also included a $9.5 million capital improvement plan that will
include renovation of mechanicals including boiler, chiller, cooling tower, roofing,
and life and safety upgrades that include elevators. Temporary relocation due to
rehab will not be required, as majority of the rehabilitation will not affect the
interior of the units.
To support the project, the developer is requesting a deferred, 0% interest loan
in the amount of$1,000,000 from the City of Clearwater in addition to a
$2,000,000 loan from the CRA. The purchase of the property by the Pinellas
County Land Trust will inject an additional $5,000,000 in funding and the County
will also contribute $2,000,000 for renovations. Sunrise's representation has
confirmed that they do not qualify for and will not apply for any tax exemptions.
The final approval of the loan will be contingent upon the outcome of a subsidy
analysis, the receipt of a structural evaluation of the subject property that
justifies the rehabilitation component of the project, the approval of all funding
sources and a satisfactory tenant relocation plan as determined by city and
CRA staff.
APPROPRIATION CODE AND AMOUNT:
Funding is to be provided by State Housing Initiatives Partnership (SHIP)
Program, Community Development Block Grant (CDBG), and CDBG Revolving
Loan Funds. No General Fund monies will be appropriated.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Objective 2.4 - Supports equitable housing programs that promote household
stability and reduces the incidence of homelessness within Clearwater.
Discussion ensued with support expressed that the property will boost the
affordable housing inventory in the area.
In response to a question, Interim Housing Manager Dylan Mayeux said the
Pinellas County Land Trust will provide $5 million for the property, a 99-year land
lease, and$2 million in Penny funds.
5. Parks and Recreation
5.1 Approve a one-year Agreement with Juvenile Welfare Board (JWB) and the City of
Clearwater for funding youth programs, approve a first quarter budget amendment of
$553,129 in special program G2107, JWB Youth Programming, and authorize the
appropriate officials to execute same. (consent)
Since 2000, the City has received annual funding from the JWB Children's
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Services Council to provide after school and summer programming for youth in
Clearwater. Once again, the City has been awarded funding for youth
programming for Fiscal Year 2024/2025 from JWB.
The funding provides the "Charting the Course for Youth" program for 213
children at the North Greenwood and Ross Norton recreation facilities
throughout the year.
"Charting the Course for Youth" is a program designed to incorporate exercise
and nutrition-based activities in an after school and summer camp setting, to
improve academic success, encourage healthy lifestyle choices, improve social
skills, increase athletic abilities, and develop leadership skills of the participants.
The program serves school aged children at the Ross Norton and North
Greenwood Recreation Complexes.
This grant also provides funding for swim instructors for the city's Water Safety
Program which provides free swim lessons during P.E. time at McMullen Booth,
Eisenhower, Skycrest, and Belleair Elementary Schools.
There is no requirement to continue the program when the grant ends.
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will provide an increase of$553,129 in other
governmental revenue in G2107, JWB Youth Programming. This special
program is fully funded by revenues from JWB and accounts for both revenues
and expenditures related to this agreement.
STRATEGIC PRIORITIES:
Approval of the Agreement supports multiple Strategic Plan Objectives,
including:
• 1.5: Embrace a culture of innovation that drives continuous improvement
and successfully serves all our customers.
• 2.1: Strengthen public-private initiatives that attract, develop, and retain
diversified business sectors.
• 2.5: Facilitate partnerships with educational and research institutions to
strengthen workforce development opportunities.
• 3.1: Support neighborhood identity through services and programs that
empower community pride and belonging.
• 3.4: Inspire citizen participation through civic engagement and
volunteerism to build strong, inclusive, and engaged communities.
6. Police Department
6.1 Approve an agreement with the Pinellas County Sheriff's Office, Largo, Florida, in the
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amount not to exceed $528,522.50 for forensic crime scene processing, latent prints,
property and evidence storage, and Pinellas Juvenile Assessment Center security
services, during the one-year period commencing on October 1, 2024 through
September 30, 2025, and authorize the appropriate officials to execute same. (consent)
The Pinellas County Sheriff's Office (PCSO) and the Clearwater Police
Department (CPD) began an annual contractual agreement for ancillary
services in 1994 that have included forensic crime scene processing, latent
fingerprint examination, property and evidence storage, and shared security
costs for the Pinellas Juvenile Assessment Center. The total cost for the
proposed agreement for Fiscal Year 2025 is $528,522.50, which reflects a 5.7%
increase. Any funds remaining from unused services will be refunded to the city.
After evaluation of the current year's data, the projected numbers for each
service for next year will remain the same.
The agreement is based on the following projections and associated costs:
-Forensic Crime Scene Processing - 900 cases at$303.26 each
($272,934.00).
-Fingerprint Services - 450 cases at $111.48 each ($50,166.00).
-Property and Evidence Storage - 11,650 items at $15.65 each ($182,322.50).
-Juvenile Assessment Center -275 juveniles booked at $84.00 each
($23,100.00).
APPROPRIATION CODE AND AMOUNT:
Funding for this contractual agreement, in the amount of$528,522.50, is
included in the Police Department's fiscal year 2025 operating budget request
for cost code, 0101155-530300, contractual services.
STRATEGIC PRIORITY:
This project is relevant towards accomplishing the strategic goal of a High
Performing Government, specifically strategic objective 1.4 to foster safe and
healthy communities in Clearwater through first-class public safety and
emergency response services.
6.2 Approve a purchase order and renewal agreement to TriTech Software Systems, a
CentralSquare Company, for the renewal of TriTech Software Support and Maintenance
in the amount of$236,153.25 from October 1, 2024 through September 30, 2025,
pursuant to Clearwater Code of Ordinances Section 2.563(1)(d), Impractical, and
authorize the appropriate officials to execute same. (consent)
TriTech Software Systems and the Clearwater Police Department (CPD) began
an annual contractual agreement in 2007 for an integrated computer aided
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dispatch (CAD) system.
In May 2022, the police department and other county law enforcement agencies
entered an interlocal agreement to create the Pinellas Regional Information
Management Enterprise (PRIME) for the purpose of implementing Hexagon, a
new countywide CAD and records management system (RMS). This
monumental task is ongoing but has resulted in several delays and is currently
not projected to be live until May 2025. As a result, it is necessary for the police
department to renew the agreement with our current CAD system provider,
Tri-Tech Software Systems.
APPROPRIATION CODE AND AMOUNT:
The total cost for the proposed renewal agreement for Fiscal Year 2025 is
$236,153.25, which reflects a 5% increase. Funding for this contractual
agreement is included in the Police Department's fiscal year 2025 operating
budget request for cost code 0101162-530300, contractual services. However,
due to the delays in implementing the CAD and RMS system, PRIME has
agreed to reimburse the city those maintenance costs in full.
STRATEGIC PRIORITY:
This project is relevant towards accomplishing the strategic goal of a High
Performing Government, specifically strategic objective 1.4 to foster safe and
healthy communities in Clearwater through first-class public safety and
emergency response services.
6.3 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 26, 2024, 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
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 26, 2024.
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
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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.
STRATEGIC PRIORITY:
4.2 Adopt renewable resource usage and waste reduction practices to ensure a
vibrant City for current and future generations.
6.4 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 the National Night Out Event on October 1, 2024,
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
entered into a cooperative agreement to allow the police department access to
use the property at Countryside Mall during the National Night Out Event on
October 1, 2024.
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.
STRATEGIC PRIORITY:
3.3 Promote marketing and outreach strategies that encourage stakeholder
engagement, enhance community education, and build public trust.
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6.5 Approve acceptance of University of North Florida Training and Services Institute, Inc.,
d/b/a Institute of Police Technology and Management (IPTM), High Visibility Education
(HVE) and Support Program for Pedestrian and Bicycle Safety Grant Award in the
amount of$27,214.83 for police overtime and authorize the appropriate officials to
execute same. (consent)
The Clearwater Police Department (CPD) submitted an application under the
state HVE program to continue its grant-funded pedestrian and bicycle safety
project. The grant has been officially awarded in the amount of$27,214.83 and
CPD now seeks approval to accept it.
CPD has conducted grant-funded comprehensive enforcement/education
projects since March 2014 aimed at changing the behavior of all who use
Clearwater's roadways - pedestrians, bicyclists, and motorists. Due to the
success of the previous projects, IPTM would like to see Clearwater continue to
build upon what it has already accomplished.
CPD will again carefully select a pool of patrol officers/sergeants for this project
who have demonstrated a sincere interest and affinity for traffic, bicycle, and
pedestrian enforcement. Enforcement will focus on areas with a high volume of
pedestrian traffic and/or crashes as compared to other parts of the city.
The project period for Tier 1 will commence upon execution of the contract and
will end on or before May 9, 2025. Tier 2 locations commence February 1, 2025,
through May 9, 2025.
As with the previous grants, selected officers will receive specific training as
required on traffic enforcement and educational opportunities with the public
prior to implementation of the project. CPD will also work closely with the
University during the project period to ensure accurate data collection and to
advise of any problems or successes that are accomplished.
CPD will continue to get the word out about the project through a variety of
means. CPD's Public Safety Information Officer will distribute a minimum of
two releases, as outlined in the agreement.
There will be no direct adverse impact to the Police Department annual
operating budget nor is there a required match.
APPROPRIATION CODE AND AMOUNT:
Special project number G2414 - Pedestrian/Bicycle Safety Grant 2025, will be
established to account for the grant revenues and expenditures.
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STRATEGIC PRIORITY:
This project is relevant towards accomplishing the strategic goal of a High
Performing Government, specifically strategic objective 1.4 to foster safe and
healthy communities in Clearwater through first-class public safety and
emergency response services.
6.6 Amend the Clearwater Code of Ordinances, Section 3-1508, relating to the regulation of
noise and pass Ordinance 9790-24 on first reading.
The police department is the primary city department that is tasked with
addressing complaints of excessive noise. Section 3-1508- Noise was last
amended on August 7, 2014. Since the last amendment, growth and
development within the city has caused a need to amend the ordinance to
adhere with the current public needs regarding noise regulations.
Certain items are recommended to be changed in the ordinance such as the
operation of any blower fan or power fan will now only be allowed between 7
a.m. and 6 p.m. The revision to the ordinance also creates clarity that a person
or entity can be issued a violation.
STRATEGIC PRIORITY:
1.4 Foster safe and healthy communities in Clearwater through first-class
public safety and emergency response services
In response to questions, Police Chief Eric Gandy said some ordinances around the
state constitute raucous as hearing an ordinary conversation within 100 feet, which
does not meet the raucous threshold in Clearwater. He said, in Clearwater, if the
individuals were screaming, that would be considered raucous in nature. The
original intent was to address loud booming bass and screeching treble character.
7. Public Works
7.1 Approve the form of Standard Interconnection Agreements with Duke Energy Florida for
city-owned renewable energy systems and authorize the appropriate officials to execute
same. (consent)
The Standard Interconnection Agreement (SIA) outlines the terms and
conditions for connecting a distributed renewable energy generation system to
the Duke Energy Florida electrical grid. Investor-owned utilities are required by
Florida Administrative Code 25-6.065 to adopt a Standard Interconnection
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Agreement with minimum terms as required by the rule, and to submit said
agreements to the Florida Public Service Commission for approval. All solar
energy systems or other renewable energy systems that are added to
city-owned facilities or buildings and connected to the investor-owned utility's
electric grid will need to go through this standard agreement process.
Completing this agreement is essential in ensuring that the City receives credits
from the utility company for the corresponding amount of renewable energy
produced on our own sites. Since the agreement requires the City to indemnify
Duke Energy, the City Council must approve.
The interconnection agreement may differ in three tiers based on the renewable
energy system sizing: Tier 1 (10kW and less), Tier 2 (11 kW to 100kW), and
Tier 3 (more than 100kW). Please refer to the attachments for agreement
samples. Also attached are the agreements for the three city-owned solar
energy systems in Coachman Park that comprise of(2) Tier 1 SIA and (1) Tier
2 SIA which need to be executed:
• Bandshell Rooftop Solar System: 225 Drew St, Clearwater, FL - Tier
2 SIA
• Dockmaster Rooftop Solar System: 206 Pierce St, Clearwater, FL -
Tier 1 SIA
• Event Restroom Rooftop Solar System: 303 Drew St, Clearwater, FL
- Tier 1 SIA
Renewable energy systems that are planned by city departments would usually
be brought to Council for approval prior to construction and installation as part of
the procurement of designers and contractors. It is the intent of this item, that
going forward, if Council approves the construction of a renewable energy
project, the city staff would then be authorized to execute the required
interconnection agreement at project completion based on the terms and
conditions of the Standard Agreement forms that are attached, notwithstanding
the indemnification requirement. This will allow the City to quickly realize the
return on investment into renewable energy projects by eliminating the need to
return to Council for approval of the standard form agreement.
STRATEGIC PRIORITY:
Objectives 1.1 Provide evidence-based measurement tools to continually guide
municipal performance and promote accountable governance; 1.5 Embrace a
culture of innovation that drives continuous improvement and successfully
serves all our customers; 4.1, Providing proactive climate resiliency strategies
based on science; 4.2, Adopting renewable resource usage
In response to questions, Sustainability Manager Cassie Cordova said staff will
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present future installments for council approval. Once the solar panel installation
has been completed, the interconnection agreement is needed in order to connect
to the grid. The City Attorney said the item before Council has no relation to the
feasibility study.
8. General Services
8.1 Authorize a Guaranteed Maximum Price (GMP) to Bandes Construction, for the
installation of roof top solar panels at the Clearwater Gas System Complex and Solid
Waste Transfer Station in the cumulative amount of$1,066,284.00 pursuant to RFQ
40-20, Construction Manager at Risk (CMAR) Continuing Contracts, and authorize the
appropriate officials to execute same. (consent)
The City's sustainability plan, Greenprint 2.0, includes reduction goals on
greenhouse gas emissions. In 2022 McKim & Creed was hired by the city to
provide a comprehensive solar feasibility study and cost benefit analysis of 41
city facilities. The three key assessment factors used in prioritizing city solar
projects were: Levelized Cost of Energy, Internal Rate of Return, and
Construction Costs, based on projected energy production rates and system
size.
Two of the facilities identified that closely align which each assessment factor
are the Clearwater Gas System Complex and Solid Waste Transfer Station.
The target values and projected facility values are as followed:
Assessment Factor Target Range Gas Complex Solid Waste Transfer
Station
Levelized Cost of Energy (LCOE) <$0.060/kWh $0.034/kWh $0.039/kWh
Unit Construction Cost (blended)<$2.00/W(DC) $1.54 $1.54
Internal Rate of Return >5% (discount rate) 12.1% 14.8%
The financial performance of each proposed location assumes a 5% annual
escalation of electric utility costs, as well as a solar panel degradation rate of
0.50% annually as recommended by McKim & Creed in the solar feasibility
study.
The installation of 343 solar panels on the roof top of Clearwater Gas System
complex is projected to provide an initial annual electrical savings of
$34,453.00 with an 8.3-year payback period. The panels will be producing an
estimated 327,013-kilowatt hours of power annually which equates to 68.26% of
the total power required to operate the facility. The cost to install solar at this
facility will be $520,103.00, with a projected 12.1% Internal Rate of Return.
The installation of 360 solar panels on the roof top of Solid Waste Transfer
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Council Work Session Meeting Minutes September 3, 2024
Station is projected to provide an initial annual electrical savings of$45,262.00
with a 6.7-year payback period. The panels will be producing an estimated
305,037-kilowatt hours of power annually which equates to 100% of the total
power required to operate the facility. The cost to install solar at this facility will
be $546,181.00, with a projected 14.8% Internal Rate of Return.
On September 17, 2020, Council approved 13 Construction Manager at Risk
(CMAR) contracts pursuant to RFQ 40-20, and Bandes Construction was one
of the approved firms. Bandes Construction has a great understanding of the
needs and required end results for this project. Also, Bandes Construction has
completed numerous commercial solar projects in the Tampa Bay area.
Bandes delivered a quality product, met designated timelines, and did so in a
professional manner.
APPROPRIATION CODE AND AMOUNT:
315-G2214, ARPA Solar Panels
Funding is available in capital project G2214, ARPA Solar Panels, to fund this
purchase order. This project was funded by an allocation of General Fund
revenues made available due to receipt of ARPA revenue recovery funds.
STRATEGIC PRIORITY:
The installation of solar panels on the Clearwater Gas Complex and Solid
Waste Transfer Station is supported by Strategic Plan Objectives 1.1,
maintaining municipal performance, and promoting accountable governance;
1.2, maintaining public infrastructure; 4.1, providing proactive climate resiliency;
and 4.2, adopting renewable resource usage.
In response to a question, Bandes Construction Project Manager Jeremy Brown
said the payback period is estimated to be 6.7 years for the Solida Waste facility
and 8.3 years for the Clearwater Gas facility.
8.2 Authorize purchase orders to Shaw Industries Inc of Dalton, GA and Complete Floor Care
Solutions, Inc of Tampa, FL for various floor repairs and replacements, in the cumulative
not-to-exceed amount of$1,500,000.00 through August 9, 2027, with three one-year
renewal options in the cumulative annual not-to-exceed amount of$500,000.00, pursuant
to Clearwater Code of Ordinances Sections 2.563(1)(c), Piggyback, and 2.563(1)(a),
Single Source, and authorize the appropriate officials to execute same. (consent)
Historically, Building & Maintenance's (B&M) flooring repairs and replacements
have been procured by obtaining quotes or piggybacking other government
entities' contracts. Staff is requesting the ability to piggyback an existing
contract with Shaw Industries Inc. and a single source procurement with
Complete Floor Care Solutions Inc., for various flooring projects throughout the
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Council Work Session Meeting Minutes September 3, 2024
City. This will allow B&M to benefit from pre-negotiated prices for various items
required.
Piggyback Contracts:
Shaw Industries, Inc, Dalton Ga - Sourcewell Contract #061323-SII Flooring
Materials, with Related Supplies and Services valid through August 9, 2027, with
three one-year renewal options.
Single Source:
Complete Floor Care Solutions, Inc. of Tampa, FL (SaniGLAZE) - Complete
Floor Care Solutions (CFCS) is the exclusive SaniGLAZE provider for the
Greater Tampa area. SaniGLAZE's restorative bonding processes are the only
tile and grout restoration system that utilize a specially formulated, proprietary
SaniGLAZE coating which can be applied to ceramic tile, VCT or concrete. This
product provides a sealed hard surface that is low maintenance, holds up to
daily hard foot traffic and provides a long-term solution. While there are other
floor coverings and seals, CFCS coatings are proprietary with a five-year
warranty, and there is no other product as good as SaniGLAZE. There is
significant cost and time savings with restoring the floors versus complete
replacement and disruption that would be created. In addition, SaniGLAZE has
been used by the City since 2019, and the continued use creates consistency in
maintaining the existing flooring throughout the City.
Flexibility is requested to allow for expenditure of budgeted funds as needed
throughout the year, in accordance with the intent of this general authorization.
APPROPRIATION CODE AND AMOUNT:
5656531-530300
GSBM 180002
Funds are available in General Services operating cost code 5656531-530300,
Contractual Services, for city-wide maintenance/repair costs; capital project
GSBM180002, Flooring of Facilities, for flooring replacement at "General
Government" facilities; and in various capital improvement projects based upon
location.
The General Services Fund is an internal service fund of the City which
supports city-wide building maintenance. Capital project GSBM180002 is
funded by General Fund revenues and other capital projects to be used are
funded with their respective Utility and Enterprise Fund revenues based on
facility ownership.
STRATEGIC PRIORITY:
The use of Shaw Industries Inc. and Complete Floor Care Solutions, Inc. is
supported by Strategic Plan Objectives 1.1, maintaining municipal performance,
and promoting accountable governance; 1.2, maintaining public infrastructure;
1.3, identify resources required to sustain level of service 3.2, proactive code
compliance, and targeted revitalization.
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8.3 Approve a purchase order with Maire Company (Maire) for services provided under the
lease agreement as well as certain additional work outside of the lease in the amount of
$180,800.00, for the third term, beginning October 1, 2024 through September 30, 2025,
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.
On October 6, 2022, Council approved a new 5-year lease agreement with
Maire for continued services for one-year, with four, one-year renewal options.
This item will be a renewal of the agreement with two, one-year renewals
remaining.
The work included as part of the lease agreement amounts to $142,800.00 of
the total $180,800.00. Additionally, Maire is being asked to perform work outside
the lease agreement. This extra work, estimated at $38,000, includes providing
full cell service for generators, tracking patron counts at all city libraries,
conducting fire drills for childcare facilities as required by the Pinellas County
Licensing Board, and handling fire alarm resets and inspections of all
city-owned fire alarm systems, among other tasks.
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
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 CODE AND AMOUNT:
Funds are requested as part of the FY2024- FY2025 operating budget of the
General Service Department. The General Services Fund is an internal service
fund of the City which provides building and maintenance support to all
departments.
The expenditure allocation is as follows:
• 5656531-530300 Contractual Services
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining
municipal performance, and promoting accountable governance; 1.2,
maintaining public infrastructure; 1.3, identify resources required to sustain level
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Council Work Session Meeting Minutes September 3, 2024
of service 3.2, proactive code compliance, and targeted revitalization.
8.4 Authorize purchase orders to multiple vendors as listed, for the purchase of Heating,
Ventilation and Air Conditioning (HVAC) replacement and repair parts, in the cumulative
annual not-to-exceed amount of$1,500,000 for Fiscal Year 2025, pursuant to Clearwater
Code of Ordinances Sections 2.561(5)(a), Small purchases, 2.563 (1)(b), Micro
purchases, and 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute
same. (consent)
Building & Maintenance Division's HVAC purchases for equipment replacement
and repair parts have been procured through piggyback contracts, obtaining
quotes for small purchases and micro purchases from authorized local
distributors in the Tampa Bay area. While Trane US Inc is the majority of the
expenditures for HVAC replacement and repair parts, local distributors will be
used depending on the type of part needed. Quotes will be obtained for small
purchases (exceeding $10,000.00) that are not available on contract and will be
monitored by the department and Procurement. This request consolidates the
authorization to utilize a properly sourced piggyback contract and to obtain
quotes for small purchases and micro purchases from authorized local
distributors as listed:
*Trane US Inc: Piggyback off Omnia Partners, Racine County, Wisconsin (Bid
No.RC2022-1001, Contract #3341, through August 31, 2027)
* Florida Cooling & Supply: Micro/small purchases from local authorized
distributor located in
Clearwater, FL (Heil, Copeland, Honeywell, Larkin, Tempstar, Grandaire,
Arcoaire, Manitowoc, Mistubishi, Fijitsu, Bohn, Airtemp, Nordyne and associated
parts, controls, motors, and tools)
* Johnstone Supply: Micro/small purchases from local authorized distributor
located in Tampa, FL
(Westinghouse, Daiken, Coleman, CDI, and Goodman and associated parts,
controls, motors, and tools)
* RE Michel Company: Micro/small purchases from local authorized distributor
located in Largo, FL
(Heil, Arocaire, Tempstar, Tecumseh, Copeland, and associated parts,
controls, motors, and tools)
Flexibility is requested to allow for expenditure of budgeted funds as needed
throughout the year, in accordance with the intent of this general authorization.
Additional vendors may be engaged as needed following the approved
procurement guidelines.
APPROPRIATION CODE AND AMOUNT:
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Council Work Session Meeting Minutes September 3, 2024
5656531-546200
GSB180001
Funds are available in General Services operating cost code 5656531-546200,
Repairs & Service Equipment for city-wide maintenance/repair; capital project
GSBM180001, Air Condition Replacement for A/C replacement at "General
Government" facilities; and in various capital improvement projects based upon
location.
The General Services Fund is an internal service fund of the City which
supports city-wide building maintenance. Capital project GSBM180001 is
funded by General Fund revenues and other capital projects to be used are
funded with their respective Utility and Enterprise Fund revenues based on
facility ownership.
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining
municipal performance, and promoting accountable governance; 1.2,
maintaining public infrastructure; 1.3, identify resources required to sustain level
of service 3.2, proactive code compliance, and targeted revitalization.
8.5 Authorize a purchase order increase to multiple vendors for the purchase of vehicle parts
for heavy and light duty city vehicle and equipment in a cumulative not-to-exceed amount
of$250,000.00 bringing the total amount to $1,950,000.00 pursuant to Clearwater Code
of Ordinances Sections 2.563 (1)(c), Piggyback, 2.563(1)(a), Single source, and
2.563(1)(b), Micro purchases, and authorize the appropriate officials to execute same.
(consent)
On November 2, 2023, the Council approved a purchase order for multiple
vendors to supply vehicle parts for the city's heavy and light-duty vehicles and
equipment, totaling $1,700,000.00, with a contract period extending through
September 30, 2024. The pricing was based on piggyback contracts with the
City of St. Petersburg, FL (contract number RFQ 7522, valid through
September 30, 2025) and Hillsborough County (contract 20204-DST-KJ, valid
through March 4, 2025).
The single-source vendors include Atmax (MowerMax), Broyhill, Cummins,
Environmental Products Group INC, H Barber, Ten-8, and Wesco. A
single-source request is necessary because parts for the city's heavy and
light-duty vehicles and equipment can only be obtained directly from the
manufacturer or an authorized representative. For example, Cummins parts
are available only from Cummins Inc., and MowerMax parts solely from the
manufacturer Atmax.
General Services is requesting authorization to increase our current purchase
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Council Work Session Meeting Minutes September 3, 2024
order by $250,000.00 for a new total of$1,950,000.00 to cover vehicle and
equipment parts through the remainder of this fiscal year. Fleet has incurred
higher than normal costs in FY24 due to supply chain strain, limited vendor
offerings for OEM parts, and unscheduled additional repairs to city vehicles and
equipment.
APPROPRIATION CODE AND AMOUNT:
Funding is available in the Fleet Maintenance operating cost code
5666611-550600 (Vehicle Parts) for this purchase order. Fleet Maintenance is
an operating cost center of the Garage Fund, an internal service fund of the
City.
STRATEGIC PRIORITY:
These purchases help accomplish strategic objective 1.2. Fleet division
operators maintain public infrastructure to deliver effective and efficient services
by optimizing City assets and resources.
8.6 Authorize a purchase order to multiple vendors as listed, for various roof repairs and
replacements, in the cumulative annual not-to-exceed amount of$1,000,000.00 for term
October 1, 2024 through September 30, 2025, with the option for four, one-year renewals
through the duration of the respective piggyback contract or through the end of
September 2029, pursuant to Clearwater Code of Ordinances Section 2.563(1)(c),
Piggyback, and authorize the appropriate officials to execute same. (consent)
Building & Maintenance's (B&M) roofing repairs and replacements have been
procured by piggybacking other government entities' contracts. Staff is
requesting the ability to piggyback existing contracts for Advance Roofing Inc.,
Garland/DBS Inc. and Quality Roofing Inc. for various roofing projects
throughout the city for the duration of their respective term of contract or through
the end of FY2029. This will allow B&M to benefit from pre-negotiated prices for
various items required.
Piggyback Contracts:
Advanced Roofing, Inc. of Ft. Lauderdale FL - City of Sunrise Contract
#19-17-12-HR Roofing Maintenance & Repairs valid through May 31, 2025.
Garland/DBS, Inc. of Cleveland, OH - Omnia Contract PW1925 (Racine County
Wisconsin) for Roofing Supplies and Services, Waterproofing, and Related
Products and Services valid through October 14, 2029.
Quality Roofing Inc. of Tampa FL - City of Tampa Contract#23-P-00386,
Roofing Services valid through June 29, 2025.
Authorization is requested to add additional piggyback contracts as needed
throughout the year(s) which will be vetted through the Procurement Division.
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Council Work Session Meeting Minutes September 3, 2024
Flexibility is requested to allow for expenditure of budgeted funds as needed
throughout the year(s), in accordance with the intent of this general
authorization.
APPROPRIATION CODE AND AMOUNT:
Funds are available in General Services operating cost code 5656531-530300,
Contractual Services, for city-wide maintenance/repair; capital project
GSBM180003, Roofing Repair& Replacement, for roof replacements at
"General Government" facilities; and in various capital improvement projects
based upon location.
The General Services Fund is an internal service fund of the City which
supports city-wide building maintenance. Capital project GSBM180003 is
funded by General Fund revenues and other capital projects to be used are
funded with their respective Utility and Enterprise Fund revenues based on
facility ownership.
STRATEGIC PRIORITY:
These services help accomplish Strategic Plan Objectives 1.1, maintaining
municipal performance, and promoting accountable governance; 1.2,
maintaining public infrastructure; 1.3, identify resources required to sustain level
of service 3.2, proactive code compliance, and targeted revitalization.
9. Fire Department
9.1 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 for the
purpose of hosting the Emergency Vehicle Operations Refresher Course (EVORC) as
part of Clearwater Fire and Rescue's vehicle operations training program September 6,
2024 through September 24, 2024, located at the Countryside Mall, and authorize the
appropriate officials to execute same. (consent)
Jones Lang LaSalle Americas, Inc. and the Clearwater Fire & Rescue have
entered into a license agreement to allow the fire department access to use the
property at Countryside Mall during the Emergency Vehicle Operations
Refresher Course (EVORC) as part of Clearwater Fire & Rescue's vehicle
operations training program September 6, 2024 through September 24, 2024.
The property manager requests Clearwater Fire & Rescue (CFR) agree to the
terms and conditions outlined in the Event License Agreement between Jones
Lang LaSalle Americas, Inc., and CFR. Additionally, the property manager
requests CFR 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 CFR'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.
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Council Work Session Meeting Minutes September 3, 2024
There are no costs associated with this Event License Agreement.
STRATEGIC PRIORITY:
Foster safe and healthy communities in Clearwater through first-class public
safety and emergency response services.
10. Marine & Aviation
10.1Approve the Joint Participation Agreement (JPA) G3137 between the City of Clearwater
and the State of Florida Department of Transportation (FDOT), Construction of Terminal
and FBO Building at the Clearwater Airpark, authorize the appropriate officials to execute
same, and adopt Resolution 24-12.
On January 12, 2023, City Council approved the Lease and Property Operating
Agreement (Operating Agreement) with FIyUSA to manage the Clearwater
Airpark, and subsequently approved the First Amendment to the Lease and
Property Operating Agreement on March 7, 2024.
As part of the public-private partnership, the City and FIyUSA seek to redevelop
the Terminal and FBO building. In accordance with the Operating Agreement,
specifically article 12, the City and FIyUSA agreed to seek FDOT funding to
support capital improvements such as the Terminal and FBO building.
Additionally, the City committed in the agreement to pay a maximum of
$750,000 towards the Airpark terminal and cover, subject to reimbursement by
FIyUSA, the cash match associated with any FDOT grant funding.
FDOT JPA Agreement G3137 provides for a $1,500,000 grant for the
construction of a new terminal and FBO building, with a $1,500,000 cash
match. The $1,500,000 cash match associated with FDOT JPA Agreement
G3137 will be covered by Penny for Pinellas funding providing $760,000, and
Airpark Reserves providing $740,000. As stated, FIyUSA will reimburse the City
for $750,000 of the cash match portion in accordance with the Operating
Agreement.
The estimated cost to redevelop the terminal and FBO building is $6,000,000.
The City intends to seek additional grant dollars from FDOT in the next grant
cycle. FIyUSA is responsible to reimburse the City for any additional cash
match for grants or cover 100% of the remaining costs to redevelop the terminal
and FBO building if no additional FDOT grants are awarded.
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will increase capital improvement project
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Council Work Session Meeting Minutes September 3, 2024
302-G2307, Aviation Operation Center, by $2,250,000 recognizing $1,500,000 in
grant funding and $750,000 in reimbursement revenues.
USE OF RESERVE FUNDS:
Airpark reserves of$740,000 will be allocated to capital improvement project
G2307 and will be replenished with reimbursement from FIyUSA.
STRATEGIC PRIORITY:
High Performing Government
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
Economic & Housing Opportunity
2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local
investment, supports eco-friendly enterprises, and encourages high-quality job
growth.
2.3 Promote Clearwater as a premier destination for entertainment, cultural
experiences, tourism, and national sporting events.
10.2Accept Florida Department of Transportation (FDOT) Grant Agreement Amendment (No.
452861-1-94-01) in the amount of$200,000 for the Design of a Terminal Building at
Clearwater Airpark and authorize the appropriate officials to execute same. (consent)
On January 12, 2023, City Council approved the Lease and Property Operating
Agreement (Operating Agreement) with FIyUSA to manage the Clearwater
Airpark, and subsequently approved the First Amendment to the Lease and
Property Operating Agreement on March 7, 2024.
On May 18, 2023, Council Approved Resolution 23-07 and a Public
Transportation Grant Agreement with the Florida Department of Transportation
in the amount of$300,000 for the design of a new terminal building at
Clearwater Airpark. FDOT is to pay 80% ($240,000) with the Airpark Reserves
to match 20% ($60,000) which will be reimbursed by the Airpark Operator,
FIyUSA, through terms of their operating agreement.
The cost of the design portion of the terminal building exceeded the $300,000 in
the PTCA. Through our operating agreement with FIyUSA we have approached
FDOT and requested an amendment to add $200,000 more funding to the
original agreement. FDOT will provide $160,000 (80%) with Airpark Reserves to
match $40,000 (20%). FIyUSA is obligated to reimburse the City for their cash
match portion of$40,000.
This will bring the total PTGA grant amount to $500,000 with FDOT contributing
$400,000 (80%) and Airpark Reserves to match $100,000 (20%) with FIyUSA to
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City of Clearwater
Council Work Session Meeting Minutes September 3, 2024
reimburse cash match amount of$100,000 to the City.
APPROPRIATION CODE AND AMOUNT:
A third quarter budget amendment will increase capital project 302-G2307,
Aviation Operations Center, by $200,000 recognizing grant funding of$160,000
and reimbursement revenues of$40,000 to provide project funding for this
agreement.
USE OF RESERVE FUNDS:
Airpark reserves of$40,000 will be allocated to capital improvement project
G2307 and will be replenished with reimbursement from FIyUSA.
STRATEGIC PRIORITY:
High Performing Government
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
Economic & Housing Opportunity
2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local
investment, supports eco-friendly enterprises, and encourages high-quality job
growth.
2.3 Promote Clearwater as a premier destination for entertainment, cultural
experiences, tourism, and national sporting events.
10.3Approve Work Order to American Infrastructure Development, Inc., of Tampa, FL, for
Airpark Terminal and Parking Lot Improvements (23-0015-AP) design in the amount of
$432,400.50 pursuant to Request for Qualification (RFQ) 17-24 and authorize the
appropriate officials to execute same. (consent)
On January 12, 2023, City Council approved the Lease and Property Operating
Agreement (Operating Agreement) with FIyUSA to manage the Clearwater
Airpark, and subsequently approved the First Amendment to the Lease and
Property Operating Agreement on March 7, 2024.
On May 18, 2023, Council Approved a Resolution 23-07 and a Public
Transportation Grant Agreement with the Florida Department of Transportation
in the amount of$300,000.00 for the design of a new terminal building at
Clearwater Airpark (Grant 1). FDOT is to pay 80% ($240,000.00) with the
Airpark Reserves to match 20% ($60,000.00) which will be reimbursed by the
Airpark Operator, FIyUSA, through terms of their operating agreement.
On February 15, 2024, Council Approved a Resolution 24-01 and a Public
Transportation Grant Agreement with the Florida Department of Transportation
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Council Work Session Meeting Minutes September 3, 2024
in the amount of$800,000.00 for the design and expansion of the Clearwater
Airpark parking lot (Grant 2). The State is to pay 80% ($640,000.00) and the
Airpark Reserves to pay 20% ($160,000.00) which will be reimbursed by
FIyUSA.
On January 22, 2024, A Request for Qualifications (RFQ 17-24) solicitation was
released for Design Services for Airpark Renovations. The selection committee
consisting of representatives from Public Works, Marine and Aviation, and
FIyUSA carefully reviewed each of the submittals received. Each submittal was
ranked on the RFQ criteria and overall responsiveness to the RFQ
requirements. American Infrastructure Development, Inc. was selected to
provide the requested Design Services due to their demonstrated experience in
design work, working within the assurances of Public Transportation Grant
Agreements, and designing terminal buildings and other airport facilities
specifically working within all regulations set forth by FAA and FDOT.
American Infrastructure Development, Inc. will provide discovery, conceptual
design services including programming, conceptual design rendered elevations,
development of permit and construction documents and full A/E services for the
terminal building and parking lot sitework. They will also be providing
architectural, civil, building, structural, mechanical, electrical, plumbing and fire
protection service and will serve as the prime consultant for the project.
The design cost for the parking lot is $71,773.00. The design cost for the
terminal and FBO building are $360,627.50, which exceeds the FDOT match of
$240,000.00 under Grant 1. The City plans to seek additional grant funding
through an amendment to Grant 1, the application of which is pending.
Regardless of whether or not additional funding is awarded, FIyUSA is
responsible for reimbursing the City for any additional cash match required for
grants or covering 100% of the remaining costs for redeveloping the terminal
and FBO building, as indicated in Article 12 of the Lease and Property Operation
Agreement between the City of Clearwater and FIyUSA.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project 302-G2307, Airpark
Operations Center, to fund this work order. This project is funded by grant
revenues from FDOT and reimbursement revenues from the airpark operator,
FIyUSA.
STRATEGIC PRIORITY:
High Performing Government
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
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Council Work Session Meeting Minutes September 3, 2024
Economic & Housing Opportunity
2.2 Cultivate a business climate that welcomes entrepreneurship, inspires local
investment, supports eco-friendly enterprises, and encourages high-quality job
growth.
2.3 Promote Clearwater as a premier destination for entertainment, cultural
experiences, tourism, and national sporting events.
11. Public Utilities
11.1Approve Supplemental Work Order 1 to CHA Consulting, Inc. (CHA), for the Reclaimed
Water Master Plan project (21-0018-UT) in the amount of$42,998.00, increasing from
$433,583.00 to $476,581.00 and authorize the appropriate officials to execute same.
(consent)
This project involves updating and calibrating the existing Reclaimed Water (RCW)
model and developing a master plan to evaluate both the existing system and
potential upgrades. This master plan also involves evaluating expansion and other
areas where RCW may be used to comply with state law that requires utility
owners to eliminate surface water discharge. The resulting master plan will
summarize the work performed and identify and prioritize capital improvement
projects that facilitate expansion of the city RCW system.
On May 5, 2022, City Council approved an initial work order to Engineer of Record
(EOR) CHA in the amount of$433,583.00 to update the previous version of the
RCW model and develop a master plan to evaluate the existing system and
potential upgrades.
CHA has updated the hydraulic model and completed initial evaluations. In the
beginning of May 2024, City has requested additional services from CHA. Due to
legislative changes requiring future reductions of surface water effluent discharge,
updated hydraulic modeling is needed to assess the impacts of new development
and the practicality of replacing aging and deteriorating pipes. This supplemental 1
will focus on the additional requested services including additional hydraulic
modeling scenarios and evaluations, existing irrigation water well review, industrial
parcel review and incorporation of this additional services into the Master Plan
report.
It is anticipated the additional services will be completed in three months from
issuance of Notice-to-Proceed.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating, and maintaining the sanitary sewer collection system.
APPROPRIATION CODE AND AMOUNT:
3217321-530100-96739 $42,998.
Funds are available in capital improvement project 321-96739, Reclaimed Water
Distribution System to fund this work order. This project is funded by Water and
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Council Work Session Meeting Minutes September 3, 2024
Sewer Utility Enterprise fund revenues.
STRATEGIC PRIORITY:
In furtherance of the Council's Strategic Plan to achieve High Performing
Government by maintaining public infrastructure through systematic management
efforts, approval of Supplemental Work Order to CHA is requested.
11.2Award a construction contract to TLC Diversified, Inc. of Palmetto, FL, for the East Water
Reclamation Facility (WRF) Screw Pump Replacement Project in the amount of
$3,184,500.00 pursuant to Invitation to Bid (ITB) No.22-0028-UT, approve the Consultant
Supplemental Work Order to Jones Edmunds and Associates, Inc. (JEA) of Tampa, FL
for construction engineering services in the amount of$213,239.00 bringing the total
consulting services to $429,824.00, and authorize the appropriate officials to execute
same. (consent)
On April 8, 2024, Public Utilities issued ITB No. 22-0028-UT which closed on
May 8, 2024. TLC Diversified, Inc. of Palmetto, FL, submitted the lowest
responsible bid that met the plans and specifications. After reviewing the
contractor's bid, the Engineer of Record (EOR) and the City recommend
awarding the contract to TLC Diversified, Inc. in the amount of$3,184,500.00.
On July 20, 2023, City Council awarded RFQ 34-23 Engineer of Record
Consulting Services and Jones Edmunds &Associates, Inc. was one of the
awarded firms.
January 12, 2023, City Council approved the initial work order to EOR Jones
Edmunds &Associates, Inc. to provide a preliminary design for the rehabilitation
of the East Water Reclamation Facility (WRF) Screw Pump Station in the
amount of$216,585.00.
Consultant Supplemental Work Order for Jones Edmunds & Associates, Inc. in
the amount of$213,239.00 includes construction contract management and
limited field representative services for the construction of the East WRF Screw
Pump Replacement Project. With this increase, the total amount for consulting
services on this project will be $429,824.00,
Substantial Completion is expected within 12 months and Final Completion is
expected within 13 months.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating, and maintaining the East Water Reclamation Facility.
APPROPRIATION CODE AND AMOUNT:
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Council Work Session Meeting Minutes September 3, 2024
Funds are available in capital improvement project 327-M1907, East Plant R&R,
to fund these purchase orders. This project is funded with Water and Sewer
Utility Enterprise Fund revenues.
STRATEGIC PRIORITY:
In furtherance of the Council's Strategic Plan to achieve High Performing
Government by maintaining public infrastructure through systematic
management efforts, award of a Construction Contract to TLC Diversified, Inc.
and approval of Consultant Supplemental Work Order to Jones Edmunds &
Associates, Inc. is requested. The project also aligns with the City's Strategic
goals of Community Well-Being and Environmental Stewardship.
11.3Approve Supplemental Work Order 2 (SWO 2) to Jones Edmunds and Associates, Inc.,
for the East Plant Water Reclamation Facility (WRF) Filter Feed Pump Station and Force
Main Improvements project (17-0048-UT), in the amount of$281,342.88, increasing the
work order from $248,914.00 to $530,256.88, and authorize the appropriate officials to
execute same. (consent)
The East Water WRF has a Filter Feed Pump Station that pumps clarifier
effluent to the sand filters. The Filter Feed Pump Station is the only means to
convey clarifier effluent to the filters, and therefore is a critical pump station for
plant reliability. Due to age, condition, and risk/consequence of failure, the Filter
Feed Pump Station discharge piping, valves, ancillary and equipment need to
be rehabilitated and/or replaced. The sand filter process is a critical near last
step in the treatment process to ensure quality effluent discharge to the bay.
February 27, 2018, the City Manager approved the initial work order to Jones
Edmunds &Associates, Inc., to provide a basis of design report for the
rehabilitation of the East WRF Filter Feed Pump Station and force main in the
amount of$93,550.00.
February 2, 2022, City Council approved a Supplemental Work Order for
design, permitting, and bid phase services (construction management services
were not included) to improve the Filter Feed Pump Station and force main in
the amount of$155,364.00, increasing the work order to 248,914.00. Scope
included potential resiliency improvements such as raising electrical
components and the top elevation of the wet well.
June 8, 2022, the project was put on hold at 60% design, pending a decision on
the City's desire to consolidate all three WRFs. However, the conditions have
deteriorated to the point that it can no longer wait for consolidation. The project
needs to be resumed to address the problem and keep the filters in operation
while waiting for consolidation.
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Council Work Session Meeting Minutes September 3, 2024
Since the project was paused, engineering costs have increased pursuant to
Request for Qualifications (RFQ) 26-22, Engineer of Record Continuing
Services (EOR), requiring additional funds to complete the preconstruction
work (design, permitting, and bidding).
SWO 2 for Jones Edmunds &Associates, Inc., in the amount of$281,342.88,
includes design, permitting, bidding, and construction management of the East
Plant WRF Filter Feed Pump Station & Force Main Improvements project.
Jones Edmunds &Associates, Inc. was selected due to the ability of their
professional personnel and past performance on similar projects. Jones
Edmunds &Associates is known for delivering a quality project and product.
They have experience and understand types of utilities as well as specific
experience with Clearwater facilities.
Project benefits are improved process efficiencies, ongoing rehabilitation, and
restoration strategy of treatment infrastructure.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating, and maintaining the sanitary sewer collection system and East WRF.
APPROPRIATION CODE AND AMOUNT:
3217321-530100-96214 - $281,342.88
Sufficient funds are available in capital improvement project 96214, East Plant
Upgrades & Improvements, to fund this work order. This project is funded by
Water and Sewer Utility Enterprise Fund revenues.
STRATEGIC PRIORITY:
In furtherance of the Council's Strategic Plan to achieve High Performing
Government by maintaining public infrastructure through systematic
management efforts, approval of Supplemental Work Order 1 to Jones
Edmunds &Associates, Inc. is requested.
12. City Clerk
12.1Appoint Diane Achinelli to the Community Development Board to a term expiring
February 29, 2028. (consent)
APPOINTMENT WORKSHEET
BOARD: Community Development Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Yes
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RESIDENCY REQUIREMENT: City of Clearwater
MEMBERS: 7 & 1 alternate
CHAIRPERSON: TBD
MEETING DATES: 3rd Tues., 1:00 p.m.
PLACE: Main Library
APPTS. NEEDED: 1
SPECIAL QUALIFICATIONS: Board shall include members qualified and
experienced in the fields of architecture, planning, landscape architecture,
engineering, construction, planning & land use law and real estate.
THE FOLLOWING ADVISORY BOARD MEMBER COMPLETED A PARTIAL
TERM AND IS ELIGIBLE TO BE APPOINTED FOR A FULL TERM:
1. Diane T. Achinelli - 904 Brigadoon Drive, 33759, Senior Project
Administrator
Original Appointment: 03/02/2023, partial term
Zip Codes of current members:
3 at 33759
1 at 33761
1 at 33764
1 at 33756
2 at 33767
Current categories:
Real Estate Developer
Sr. Project Administrator
Engineer
Construction/Real Estate
Real Estate Broker/Developer
Real Estate Law
Civil Engineer
12.2Appoint Cynthia Ramos-Gonzalez to the Sister Cities Advisory Board, as the Pinellas
County School Board's World Language Coordinator, with an unexpired term through
February 1, 2028. (consent)
APPOINTMENT WORKSHEET
Sister Cities Advisory Board
TERM: 4 years
APPOINTED BY: Sister Cities Advisory Board
FINANCIAL DISCLOSURE: Not Required
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Council Work Session Meeting Minutes September 3, 2024
RESIDENCY REQUIREMENT: One member of the City Council
MEMBERS: 6 + 1 At-large member
CHAIRPERSON: Michael Ballard
MEETING DATES: Quarterly
PLACE: Council Chambers
APPOINTMENTS NEEDED: 1
SPECIAL QUALIFICATIONS: Representatives of Clearwater Sister Cities, Inc.,
the local business community, the School Board's World Language Coordinator
or designee, and the Clearwater Arts Alliance shall not be required to reside
within the City of Clearwater.
THE FOLLOWING ADVISORY BOARD MEMBER TERM HAS RESIGNED:
1. Pamela Gene Benton - 6984 12th Terrace North, St. Petersburg, FL
33710 - Pinellas County School Board's World Language Coordinator
Retired; was serving first term.
APPLICANT TO BE CONSIDERED:
1. Cynthia Ramos-Gonzalez - 301 Fourth Street SW, Largo, FL 33770 -
Pinellas County School Board World Language Coordinator
12.3Appoint Heather Rippert to the Sister Cities Advisory Board, as the Clearwater Arts
Alliance Representative, with an unexpired term through October 31, 2027. (consent)
APPOINTMENT WORKSHEET
BOARD: Sister Cities Advisory Board
TERM: 4 years
APPOINTED BY: Sister Cities Advisory Board
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: One member of the City Council
MEMBERS: 6 + 1 At-large member
CHAIRPERSON: Michael Ballard
MEETING DATES: Quarterly
PLACE: Council Chambers
APPOINTMENTS NEEDED: 1
SPECIAL QUALIFICATIONS: Representatives of Clearwater Sister Cities, Inc.,
the local business community, the School Board's World Language Coordinator
or designee, and the Clearwater Arts Alliance shall not be required to reside
within the City of Clearwater.
THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED:
1. Melinda Bacon - 3198 Eagles Landing Circle West, Clearwater, FL
33761 - Clearwater Arts Alliance Representative
Resigned; was serving 1 st term.
THE NAME BELOW IS BEING SUBMITTED FOR CONSIDERATION TO FILL
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Council Work Session Meeting Minutes September 3, 2024
THE ABOVE VACANCY:
1. Heather Rippert - 2052 Kings Hwy, Apt 5, Clearwater, FL 33755 -Art
Consultant/Clearwater Arts Alliance Representative
12.4Appoint an individual to the Parks and Recreation Advisory Board with a term expiring
July 31, 2028.
APPOINTMENT WORKSHEET
BOARD: Parks and Recreation Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: None
MEMBERS: 7
Chair: Patric Raftery
MEETING DATES: Quarterly (4th Tues.) - Jan., April, July, Oct.
PLACE: Main Library - 6:30 p.m.
APPTS. NEEDED: 1
THE FOLLOWING ADVISORY BOARD MEMBER NO LONGER SERVES ON
THE BOARD AND REQUIRES A REPLACEMENT:
1. Angela Tisdale
Original Appointment: 5/05/2022
Completed partial term; not interested in reappointment.
THE FOLLOWING NAMES ARE BEING CONSIDERED TO FILL THE
VACANCY:
1. Gina Kugler - 920 N. Osceola Avenue, Unit 705, 33755 - Retired
Executive
2. Loretta Mitchell - 1219 Eldridge Street, 33755 - Simply Sweet L's
President/CEO
3. Stephanie Sisti - 2479 Moore Haven Dr. W., 33763 - Forensic
Technician.
Zip codes of current members on board:
2 at 33755
2 at 33761
1 at 33764
1 at 33767
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Council Work Session Meeting Minutes September 3, 2024
There was council consensus to appoint Ms. Sisti. Staff was directed to place the
item on the Consent Agenda.
12.5Appoint a councilmember to serve as the second city representative on Forward Pinellas.
On August 14, 2024, the City was informed that the Forward Pinellas
Apportionment Plan was approved by Governor Ron DeSantis. The Plan
provides the City of Clearwater with an additional seat, due to increased
population.
The City must appoint a councilmember to serve in this capacity prior to
October 7, 2024.
Note -Vice Mayor Allbritton is the City's current representative.
There was council consensus to appoint Councilmember Mannino as the second city
representative. Staff was directed to place the item on the Consent Agenda.
13. City Attorney
13.1Amend Council Rules and adopt Resolution 24-15.
As directed by City Council at the August 12 work session, the City Attorney has
prepared a draft resolution relating to the annual performance reviews of the
City Manager and City Attorney. Council may accept, reject, or modify the draft
resolution.
14. City Manager Verbal Reports
Marshall Street Update
Public Utilities Director Richard Gardner said the Marshall Street Plant is located at 1650 Harbor Drive and
borders Stevenson Creek. Due to high sludge level increases, the solids from the sludge blanket went over
the weirs, blinded the sand filters, and automatically bypassed the flow into the chlorine content chamber.
He said one of the clarifiers was out of service and one was not functioning at 100%. The system operated
correctly at normal flows but failed when operating at higher-than-normal flows. The plant cannot keep up
with the high rainstorms after Tropical Storm Debby. He said staff has implemented procedures to reduce
the solids in the short term. Staff has contacted the manufacturer about coordinating a visit to the Marshall
Street plant to recommend any changes needed to the current filter control system. He said the facility was
back online this morning.
In response to questions, Mr. Gardner said, during a high flow event, the sludge cannot settle as quickly.
Staff knows in real time that there is an overflow; the operators begin buffering the flow with the remaining
clarifiers soon as the issue is identified. He said staff made a decision to direct everything to the plant so
that manholes would not overflow in the community and avoiding sewage backups in homes. He said the
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Council Work Session Meeting Minutes September 3, 2024
disposable wipes or plastic bags caught in the system are creating issues.
The City Manager said Public Utilities staff is working with Public Communications to provide the public
information regarding what has happened and what is being done to mitigate any issues.
In response to a question, Mr. Gardner said the flow that has been going to Marshall Street since the
1950s needs to be redirected to the Northeast Plant and staff is trying to figure that out. Some of the lift
stations that pump to Marshall Street are next to the basin for Northeast. Staff is trying to figure out how to
direct the flows from the beach and southwest Clearwater, which currently go to Marshall Street, across the
city to Northeast. He said staff is trying to keep the solids level low to avoid the sludge from washing out
and to contain the flow when possible.
15. City Attorney Verbal Reports — None.
16. Council Discussion Item
16.1 Parking trailers in driveways - Councilmember Cotton
Councilmember Cotton said he received an email from a resident regarding parking
restrictions for boat trailers and requested consideration to allow trailers up to 25 ft.
to be parked at a residential property. He said code allows 20 ft. boat trailers.
Planning and Development Director Gina Clayton said the City has several different
regulations that address parking of vehicles located between the front of the house
and the street and the street right-of-way, as well as additional allowances for
certain vehicles parked in the side or in the rear yard. One cannot park a boat in
excess of 20 ft. in the front yard; a boat trailer that is 25 ft. or shorter is allowed. She
said a hauling trailer, an RV, or camper cannot be parked in the front yard. The only
commercial vehicle that may be parked in the front yard is one that is less than 20
ft., with a total body and chassis length of 7 ft. and total width and height of 7ft. (to
include the equipment on commercial trailers). Larger boats, RVs, hauling trailers,
campers, or boat trailers may be parked on the rear or side yard as long as they are
behind the house and behind a screen (fence or row of hedges).
Discussion ensued with no council consensus to pursue a code change that would
allow increasing the length of trailers that could be parked at the front of a
residential property.
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 Teixeira requested a council discussion item regarding the Tampa
Bay Regional Planning Council.
18. Closing Comments by Mayor
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Mayor Rector reviewed recent and upcoming events.
19. Adjourn
The meeting adjourned at 3:33 p.m.
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