08/14/2024 - SpecialWednesday, August 14, 2024
1:30 PM
City of Clearwater
Main Library - Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
Main Library - Council Chambers
Council Work Session
Special Work Session
Special Preliminary Budget Review Work Session
August 14, 2024Council Work Session Special Work Session
1. Call to Order
2. City Manager
Fiscal Year 2025 Proposed Budget Recap and Staffing Update.2.1
Discuss Median Landscaping.2.2
Discuss agreements with Ruth Eckerd Hall.2.3
Review Coachman Park Pro Forma Report.2.4
3. City Manager Verbal Reports
4. City Attorney Verbal Reports
5. Adjourn
Page 2 City of Clearwater Printed on 8/8/2024
Cover Memo
City of Clearwater Main Library - Council
Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
File Number: ID#24-0954
Agenda Date: 8/14/2024 Status: Agenda ReadyVersion: 1
File Type: Action ItemIn Control: Council Work Session
Agenda Number: 2.1
SUBJECT/RECOMMENDATION:
Fiscal Year 2025 Proposed Budget Recap and Staffing Update.
SUMMARY:
·FY 25 Proposed Budget Recap - Budget Director Kayleen Kastel
·Staffing Update for FY2024-25 Budget - HR Director Tiffany Makras
·Non-profit/Charitable sponsorships - City Clerk Rosemarie Call
Page 1 City of Clearwater Printed on 8/8/2024
|1CITY OF CLEARWATER
Special Budget Work Session
August 14, 2024
myclearwater.com
|2CITY OF CLEARWATER
Fiscal Year 2024/25 Proposed - All Funds
Fund
Amended
FY 2023/24
Proposed
FY 2024/25
Increase/
(Decrease)
General Fund 203,208,415 226,606,480 12%
Utility Funds 224,302,937 214,623,190 (4%)
Enterprise Funds 31,089,511 48,774,190 57%
Internal Service Funds 83,319,622 87,294,240 5%
Special Revenue Funds 42,596,317 23,384,897 (45%)
Capital Fund 160,836,802 152,838,700 5%
|3CITY OF CLEARWATER
|4CITY OF CLEARWATER
Staffing Discussion2024
myclearwater.com
|5CITY OF CLEARWATER
Vacancy Rate
2024 includes data as of Aug 1.
6.1
7.8
10.3 10.3
7.7
2020 2021 2022 2023 2024
VACANCY RATE
Vacancy Rate
|6CITY OF CLEARWATER
Turnover Rate
2024 includes data through June 30, with estimated data through Dec 31.
0.0%
2.0%
4.0%
6.0%
8.0%
10.0%
12.0%
14.0%
16.0%
18.0%
2020 2021 2022 2023 2024
City of Clearwater Annual Turnover Rates
Turnover - All Other Voluntary Turnover - Retirement Portion
|7CITY OF CLEARWATER
Resignations, Retirements, and Terminations
2024 includes data through June 30, with estimated data through Dec 31.
Quit includes resignations, Quit - Other includes retirement and death, and Quit - Discharge includes all involuntary terminations.
0
50
100
150
200
250
300
2020 2021 2022 2023 2024
Quit Quit - Other Quit - Discharge
|8CITY OF CLEARWATER
Vacancy Reasons in the Last Two Years
•57% Resignation
•23% Involuntary or Pending Discipline
•18% Retirement
•2% Health
|9CITY OF CLEARWATER
Resignation Reasons in the Last Two Years
26%
34%
13%
11%
9%5%
2%
New Job Not Indicated Personal Relocation
Pay Dissatisfaction Schedule or School
|10CITY OF CLEARWATER
Permanent Hires and Promotions
2024 includes actual data through June 30, with estimated data through Dec 31.
Promotions do not include apprenticeship programs.
0
50
100
150
200
250
300
350
2020 2021 2022 2023 2024
Promotions Hire
|11CITY OF CLEARWATER
What Have We Done to Attract and Retain Employees?
•12/30/23 formal classification and compensation study adjustments
for CWA & SAMP
•Remote Work/Telecommuting offered to FLSA exempt employees
•Increased usage of alternate schedules (i.e. four 10-hour days)
•Developed Executive Leadership Academy
•Revamped Supervisory Bootcamp training series to mandatory
Leading Effectively through Accountability & Development (LEAD)
Supervisory Trainings
•Implemented a new learning management system called
MyClearwater Learn
|12CITY OF CLEARWATER
Classification and Compensation Study
•Adjusted market position to the 75th percentile
•Pay Grades were placed at 5% apart and 60% wide
•Implemented a Hybrid approach, meaning that both time in
position and total tenure are valued when aligning employees
within new pay ranges
•Placed a $20,000 cap for salary adjustments
•Permanent employees received at least a 1.5% pay increase
•Study did not include FOP or IAFF hazardous duty employees
|13CITY OF CLEARWATER
Questions?
Non-Profit/Charitable Sponsorships
Clearwater Gas System (CGS) has historically sponsored community events and activities that
provided value to CGS or supported marketing and advertising efforts to reach potential
customers.
In 2022, in response to council concern regarding the use of ratepayer revenue to pay for
sponsorships, staff removed the below list from CGS to a line item in Council’s budget.
Vendor Name Amount BETH DILLINGER FOUNDATION INC - Annual "VALUE ME" Luncheon $ 5,000 BIG BROTHERS BIG SISTERS OF PINELLAS COUNTY - SILVER Sponsor $ 4,000 CHARITY WORKS INC - Monopoly Night Fundraiser $ 500
CHARITY WORKS INC - Annual Charity Works Clip $ 2,200
CHI CHI RODRIGUEZ YOUTH FOUNDATION INC - CHI CHI Charity Classic Sponsor $ 2,750
CHILDREN'S DREAM FUND - Sponsor Dream Maker luncheon $ 2,500
CLEARWATER MARINE AQUARIUM - Formerly known as "Winter on The Beach" Event Dinner Sponsorship $ 3,100
CLEARWATER MARTIN LUTHER KING JR NEIGHBORHOOD - City Council Table Sponsorship $ 1,000
HOPE VILLAGES OF AMERICA INC - Partnership Commitment $ 2,500
INTERCULTURAL ADVOCACY INSTITUTE - Annual Diversity Luncheon Sponsorship $ 3,300
MT CARMEL COMMUNITY DEVELOPMENT CORPORATION - North Greenwood Back to School Sponsorship $ 2,500
NAACP - Annual MLK Day Celebration Sponsorship $ 500
PINELLAS COUNTY SHERIFF POLICE ATHLETIC LEAGUE INC - Annual Benefit Breakfast Sponsorship $ 2,500
PINELLAS EDUCATION FOUNDATION - Sponsorship of 4 Events $ 24,000
READY FOR LIFE INC - CHANGING LIVES LUNCHEON $ 2,500
WILLA CARSON HEALTH RESOURCE CENTER INC - Platinum Sponsorship $ 2,500 YMCA OF THE SUNCOAST INC - ANNUAL PRAYER BREAKFAST $ 5,000 TOTAL $ 66,350
In 2024, Council directed staff to issue a Request for Letters of Interest (LOI) for non-profit and
charitable organizations needing donations to provide services or events that benefit Clearwater
residents. Funds will be awarded to organizations whose work or proposed activity align with
one of these strategic priorities:
• Economic & Housing Opportunity – foster a prosperous and enduring economy that
promotes opportunity for all.
• Community Well-Being – ensure exceptional communities and neighborhoods where
everyone can thrive.
• Environmental Stewardship – implement proactive solutions and emerging
technologies for a sustainable and resilient community.
The call for the LOIs was posted on the City’s website, social media platforms, email newsletter,
and press release and resulted in 47 submittals. Neighborhood Services shared the grant
opportunity with local non-profit and charitable organizations. Staff is seeking council direction
regarding the following funding requests, which meet the program’s criteria:
Name Strategic Priority Requested
Amount
Grant
Award
Charity Works
MONOPOLY Night Fundraiser sponsorship
Community Well
Being
$1,000.00 $1,000.00
Clearwater Community Gardens
Assist with operational expenses for city
water and liability insurance
Environmental
Stewardship
$5,000.00 $5,000.00
Clearwater Marine Aquarium
Provide Title 1 School Field Trips to CMA
Community Well
Being
$5,000.00 $5,000.00
Friends of Moccasin Lake
Purchase Wentzscope with LED stem
lamp, power supply and video output for
the Nature Center - for park attendees to
view the water habitat of our park wetland
community
Environmental
Stewardship
$5,790.00 $5,790.00
Help Us Gather
Create meaningful social opportunities
and promoting a community of inclusion
for individuals with disabilities.
Community Well
Being
$4,000.00 $4,000.00
Lotz of Blessings
Purchase items needed for the one-day
2024 Merry Market (affordable holiday
gifts for parents to purchase).
Community Well
Being
$5,000.00 $5,000.00
General Foundation of Women’s Club N.
Pinellas
Assist with operational expenses to
support volunteer activities: greeting
honor flights, sailing program for people
with disabilities, sewing wheelchair bags
for veterans, blankets for children in foster
care, restocking Little Libraries, yarn wigs
for children suffering hair loss, and provide
small community grants.
Community Well
Being
$6,000.00 $5,000.00
Neighborly Care Network
Help maintain and enhance our daily
nutrition, adult day care and
transportation services for over 500
Clearwater senior residents.
Community Well
Being
$10,000.00 $5,000.00
Clearwater Composite Squadron of Civil
Air Patrol
Support Youth Programs: Cyber Patriot
program, Color-Guard and Honor Guard
teams, Model Rocketry program, and
Cadet Leadership program for ages 12 to
21.
Economic & Housing
Opportunity,
Community Well
Being, Environmental
Stewardship
$20,000.00 $5,000.00
West Coast Players Economic & Housing
Opportunity
$50,000.00 $5,000.00
Infrastructure (AC units); website redesign
and refresh; lighting control board; sound
equipment; new computer and printer;
new video system; piano; procurement of
paid rights to produce script (and music).
TOTAL $45,790.00
Staff is seeking council direction on the following long-standing requests:
Vendor Name Amount Beth Dillinger Foundation Inc - Annual "VALUE ME" Luncheon $ 5,000.00
Big Brothers Big Sisters of Pinellas County - Silver Sponsor $ 4,000.00
Chi Chi Rodriguez Youth Foundation Inc - Chi Chi Charity Classic Sponsor $ 2,750.00
Children's Dream Fund - Sponsor Dream Maker Luncheon $ 2,500.00
Clearwater Marine Aquarium - Formerly known as "Winter on The Beach" Event Dinner Sponsorship $ 3,100.00
Hope Villages Of America Inc - Partnership Commitment $ 2,500.00
Intercultural Advocacy Institute - Annual Diversity Luncheon Sponsorship $ 3,300.00
Mt Carmel Community Development Corporation - North Greenwood Back to School Sponsorship $ 2,500.00
Pinellas County Sheriff Police Athletic League Inc - Annual Benefit
Breakfast Sponsorship
$ 2,500.00
Pinellas Education Foundation – Sponsorship of four events $ 24.000.00
Ready For Life Inc - Changing Lives Luncheon $ 2,500.00
Willa Carson Health Resource Center Inc - Platinum Sponsorship $ 2,500.00 YMCA of the Suncoast Inc - Annual Prayer Breakfast $ 5,000.00 TOTAL $ 62,150.00
In addition to this local grant funding, the fiscal year 2024/25 proposed budget includes
$30,000.00 in the City Manager’s budget for City Council, city management, and staff to attend
local community and charitable events as requested and approved by city management.
Cover Memo
City of Clearwater Main Library - Council
Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
File Number: ID#24-0948
Agenda Date: 8/14/2024 Status: Agenda ReadyVersion: 1
File Type: Action ItemIn Control: Parks & Recreation
Agenda Number: 2.2
SUBJECT/RECOMMENDATION:
Discuss Median Landscaping.
SUMMARY:
Page 1 City of Clearwater Printed on 8/8/2024
Median Landscape and Projects Team Schedule 2024-2025
Median Location
SkyCrest Medians 5-Mar 11-Apr
Harbor Oaks Medians 15-Apr 9-Jul
Drew street median 9-Jul 10-Jul
US 19/Drew St 15-Jul 15-Sep
Otten/Greenlea Medians 3-Sep 8-Oct
Brooke Hill/Hillcrest 9-Oct 1-Nov
Turner St Docks Hillside 5-Nov 10-Dec
Countryside North of 580 17-Dec 3-Jan
Wildwood Medians 14-Jan 11-Feb
N. Greenwood Medians/Traffic Calming 18-Feb TBD
Missouri Medians (TBD) FDOT Grant
Median Location
SkyCrest Medians
Harbor Oaks Medians (TBD)COMPLETE STRIP DOWN OF ALL (4) MEDIANS, REPLACE SOD AND PLANT MATERIAL, REPLACE SOME EXISTING TREES
Drew street median
US 19/Drew St.INSTALL NEW PLANT MATERIAL
Otten/Greenlea Medians
Brooke Hill/Hillcrest
Turner St Docks Hillside
Countryside North of 580 REPLACE MISSING AND DAMAGED SOD, INSTALL NEW FLOWERING TREES AS SPACE ALLOWS
Wildwood Medians (TBD)REPLACE MISSING AND DAMAGED SOD, INSTALL NEW FLOWERING TREES AS SPACE ALLOWS
Neighborhood Agreements
Windsor Gate Median (TBD)
Harbor Oaks Medians (TBD)
Island Way Medians (TBD)
Northwood Neighborhood (TBD)
Coachman Ridge Entryways (TBD)
Harn/Stewart Morningside (TBD)
Work Schedule for Median Work Days Start time End time
Inside neighborhoods Tues-Thurs 8:00am 2:00pm
Main arterial roadways including FDOT Tues-Thurs 9:00am 2:00pm
Completed Medians
Gulf to Bay
Morningside Traffic Calming
Countryside Landscape (2)
Baycare Ballpark
US 19/Drew St
Proposed Start Date
Proposed Completion Date
WORK DISCRIPTION
1/22/2024
STRIP DOWN TRAFFIC CALMING OF EXSISTING PLANT MATERIAL AS NEEDED, REPLACE WITH DWARF IXORA, 450 (3 )GAL
STRIP DOWN MEDIANS, TAKE OUT ALL DEAD CRAPE MYRTLES, GO THROUGH IRRIGATION, REPLACE WITH 3 INCH CAL NATCHEZ CRAP
BAYCARE BALLPARK WESTSIDE PLANTER RENOVATION, PERIMETER RENOVATIONS
PHASE ONE REMOVAL OF DEAD AND OVERGROWN PLANT MATERIAL.
10/13/2023
11/20/2023
Description
12/29/2023
STRIP DOWN MEDIANS REMOVE DEAD PALMS AND STUMPS, REPLACE WITH ST AUGUSTINE SOD / 2000 (3) GALLON INDIAN HAWTH
Completed
8/31/2023
Additions to existing landscape responsibility of agreement holder
STRIP DOWN MEDIANS, GO THROUGH IRRIGATION, ADD INDIAN HAWTHORN, AND ST AUGUSTINE SOD TO ROUNDABOUTS
GO THROUGH AND REPLACE MISSING AND DEAD PLANT MATEIRIAL
WORK DISCRIPTION
PULL ALL SHRUBS OUT OF MEDIAN FOR SIGHIT VISIBILITY, TO BE REPLACED WITH SOD AT A LATER DATE.
GO THROUGH AND REPLACE MISSING AND DEAD PLANT MATEIRIAL
PULL EXSISTING PLANT MATERIAL ON HILLSIDE, AND REPLACE WITH ST AUGUSTINE SOD, ADDRESS EROSION ALONG STAIRS
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Status
In Process
Complete
Complete
In Process
PBI Median Landscape and Projects Team Schedule 2025-2026
Median Location
Countryside North of 580 17-Dec 3-Jan
Wildwood Medians 14-Jan 11-Feb
N. Greenwood Medians/Traffic Calming 18-Feb 9-May
MSB 13-May 27-Jun
MSB parking garage 8-Jul 12-Aug
Grandview Neighborhood/traffic calming 19-Aug 19-Sep
Gulf to Bay medians (Sod & plant replenish)23-Sep 13-Oct
Skycrest medians (Plant replenish)21-Oct 4-Nov
Otten/Greenlea Medians 11-Nov 25-Nov
Brooke Hill/Hillcrest 2-Dec 16-Dec
Missouri Medians (TBD) FDOT Grant
Median Location
Countryside North of 580
Wildwood Medians
N. Greenwood Medians/Traffic Calming
MSB
MSB parking garage
Grandview Neighborhood/traffic calming
Gulf to Bay medians (Sod & plant replenish)
Skycrest medians (Plant replenish)
Otten/Greenlea Medians
Brooke Hill/Hillcrest
Missouri Medians (TBD) FDOT Grant
Neighborhood Agreements
Windsor Gate Median (TBD)
Harbor Oaks Medians (TBD)
Island Way Medians (TBD)
Northwood Neighborhood (TBD)
Coachman Ridge Entryways (TBD)
Harn/Stewart Morningside (TBD)
Work Schedule for Median Work Days Start time End time
Inside neighborhoods Tues-Thurs 8:00am 2:00pm
Main arterial roadways including FDOT Tues-Thurs 9:00am 2:00pm
Completed Medians Completed Description
Work Description
Replace missing and damaged sod, install new flowering tree as space allows.
Replace missing and damaged sod, install new flowering tree as space allows.
Revamp roundabouts with sod, and plant replenishment throughout small medians.
Identify dead plant material and replace, replenish mulch.
Identify dead plant material and replace, replenish mulch.
Work Description
TBD
Identify bad areas in sod and replace as needed, also plant material.
Identify bad areas in sod and replace as needed, also plant material.
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Status
CONTINUENCE OF PHASE ONE/ FINISH ENTIRE NEIGHOBORHOOD, STRIP EXISTING MEDIANS AND TRAFFIC CALMING, RENOVATE IRRIGATION, ADD ST
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Hedge and sod removal around building, identify irrigation problems, add new trees, remulch.
Proposed Start Date
Proposed Completion Date
Hedge and sod removal around building, identify irrigation problems, add new trees, remulch.
PBI Median Landscape and Projects Team Schedule 2026-2027
Median Location
Wood Valley traffic calming 6-Jan 22-Jan
Countryside blvd landscape medians (2)27-Jan 10-Feb
Morningside traffic calming 17-Feb 3-Mar
North Greenwood Medians 10-Mar 27-Mar
Median Location
Wood Valley traffic calming
Countryside blvd landscape medians (2)
Morningside traffic calming
North Greenwood Medians
Neighborhood Agreements
Windsor Gate Median (TBD)
Harbor Oaks Medians (TBD)
Island Way Medians (TBD)
Northwood Neighborhood (TBD)
Coachman Ridge Entryways (TBD)
Harn/Stewart Morningside (TBD)
Proposed Start Date
Proposed Completion Date
WORK DISCRIPTION
Sod big roundabout at railroad track, replace tree in roundabout, address median north of big roundabout, plant replenishment, mulch
Identify areas of bad sod, prune Crape Myrtle trees.
Plant replenishment, median tree pruning, mulch replenishment.
Plant replenishment, mulch replenishment, address bad areas of sod.
Additions to existing landscape responsibility of agreement holder
WORK DISCRIPTION
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Additions to existing landscape responsibility of agreement holder
Status
Cover Memo
City of Clearwater Main Library - Council
Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
File Number: ID#24-0955
Agenda Date: 8/14/2024 Status: Agenda ReadyVersion: 1
File Type: Action ItemIn Control: Council Work Session
Agenda Number: 2.3
SUBJECT/RECOMMENDATION:
Discuss agreements with Ruth Eckerd Hall.
SUMMARY:
Page 1 City of Clearwater Printed on 8/8/2024
Outline for presentation to City Council at the August 14, 2024, Special Budget Workshop
regarding the Agreements between the City and Ruth Eckerd Hall (REH)
1. AGREEMENTS BETWEEN CITY AND RUTH ECKERD HALL (REH)
Ruth Eckerd Hall
Nancy and David Bilheimer Capitol Theater
The BayCare Sound
2. KEY PARTS OF THE AGREEMENTS
Operating & Capital Costs
City Use of the facilities
Revenue from agreements to the city
Cash Funding of facilities by the city
3. KEY AGREEMENT DATES
November 1977 – June Baumgardner donated land to the city for construction of the
Richard B. Baumgardner Center for the Performing Arts.
June 1, 1981 – First facility use agreement between City and PACT Inc.
October 15, 1983 – Ruth Eckerd Hall was dedicated
March 7, 2001 - Lease Agreement and Facility Use Agreement between City and
PACT, Inc.
November 8, 2005 - First Amendment to Facility Use Agreement
March 8, 2018 - Second Amendment to Facility Use Agreement -
4. OPTIONS
1. Approve $420,000 for FY 2024/25 per current agreement since July 1 deadline
notification to reduce funding has passed.
2. Negotiate with REH to reduce funding for FY 2024/25 to an amount less than
$420,000.
3. Approve funding for FY 2024/25 and provide written notification to REH prior to
July 1, 2025, regarding future allocations.
4. Amend the current agreement to give REH additional funds, less funds,
decreasing funds or no funds.
Cover Memo
City of Clearwater Main Library - Council
Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
File Number: ID#24-0949
Agenda Date: 8/14/2024 Status: Agenda ReadyVersion: 1
File Type: Action ItemIn Control: Parks & Recreation
Agenda Number: 2.4
SUBJECT/RECOMMENDATION:
Review Coachman Park Pro Forma Report.
SUMMARY:
Page 1 City of Clearwater Printed on 8/8/2024
Coachman Park/Downtown & The Sound
Pro Forma Financial
Reporting Period - Per-10 FY2023 thru Per-09 FY2024
1865 D/Town
Landscaping
1831 D/Town
Programming Bay Care The Sound
REVENUE
Current Revenue
Parks & Rec Rental Fees 0 16,620 0
Rental Fees Exempt 0 1,450 0
Registrations/Applications 0 950 0
Reimbursements - Taxed 0 20,579 0
Reimbursements - Non Tax 0 3,876 0
Ticket Rebate 0 0 488,020
Naming Rights 0 0 475,000
Parking Revenue 0 120,000 0
Total Current Revenue 0 163,475 963,020
EXPENSE
Operating Expense:
Salary 1,131,622 290,073 0
Operating 696,765 66,812 0
Naming Rights Fees (15%)0 0 71,250
Internal Service Charges 130,102 0 0
Capital Expense/Transfers 350,000 0 806,000
Total Operating Expenses 2,308,489 356,885 877,250
Net Income (2,308,489)(193,410)85,770
Net Total Annual Surplus (Deficit)(2,416,129)
Opening Week Events - one time expense 644,714
Debt Service on Bonds 0 0 1,821,925
Net Total - all first year cost (4,882,768)
City of Clearwater
Imagine Clearwater Amphitheater Venue - Ticket Sales/Naming Rights Comparison
Year 1 Year 1 actuals Year 2 Year 3 Year 4 Year 5
Ticketing Fees 752,895 488,020 1,072,305 1,361,295 1,490,580 1,619,865
Estimated profit sharing - 178,945 226,205 284,290
Estimated naming rights 350,000 350,000 350,000 350,000 350,000
The BayCare Sound (naming rights less admin fee)403,750
Total Revenues 1,102,895 891,770 1,422,305 1,890,240 2,066,785 2,254,155
Per Current Proposed REH Operating Agreement