12/16/2024 Council Work Session Meeting Minutes December 16, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Monday, December 16, 2024
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes December 16, 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
The meeting was called to order at 1:00 p.m.
2. Economic Development and Housing
2.1 Accept the 2024 Local Housing Incentive Strategy (LHIS) Report developed by the
Affordable Housing Advisory Committee (AHAC). (APH)
Florida Statute Section 420.9076 states that counties and cities receiving State
Housing Initiatives Partnership (SHIP) program funds are required to appoint
an Affordable Housing Advisory Committee (AHAC). The statute further
provides that the committee be made up of members from specific industries
or groups as identified in the statute. The requirement was largely met through
the use of the City's existing seven-member Neighborhood and Affordable
Housing Advisory Board (NAHAB). City staff recommended council
appointment of four additional committee members. The City Council adopted
Resolution No. 24-11 that created and appointed the 2024 AHAC.
The duties of the AHAC included reviewing policies and procedures,
ordinances, land development regulations and the City's adopted
comprehensive plan and recommending specific actions or initiatives to
encourage or facilitate affordable housing.
Per state statute, at a minimum, the AHAC is required to review and consider
recommendations on the following:
1) The processing of approvals of development orders or permits, as
defined in F.S.163.3164 (7) and (8), for affordable housing projects
is expedited to a greater degree than other projects.
2) The modification of impact-fee requirements, including reduction or
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Council Work Session Meeting Minutes December 16, 2024
waiver of fees and alternative methods of fee payment for
affordable housing.
3) The allowance of flexibility in densities for affordable housing.
4) The reservation of infrastructure capacity or housing for very
low-income persons, low-income persons, and moderate-income
persons.
5) The allowance of affordable accessory residential units in residential
zoning districts.
6) The reduction of parking and setback requirements for affordable
housing.
7) The allowance of flexible lot configurations, including zero-lot-line
configurations for affordable housing.
8) The modification of street requirements for affordable housing.
9) The establishment of a process by which a local government considers,
before adoption, policies, procedures, ordinances, regulations, or
plan provisions that increase the cost of housing.
10)The preparation of a printed inventory of locally owned public lands
suitable for affordable housing.
11)The support of development near transportation hubs and major
employment centers and mixed-use developments.
In addition to these eleven required criteria, the 2023 AHAC continued five
additional types of incentives in the following areas:
12) Adaptive reuse
13)Land Development Code
14)Communication and Marketing of Affordable Housing
15)Financing
16)Partnerships
Throughout the fall of 2024, consultant Wade Trim, along with Economic
Development and Housing Department staff and Planning and Development
Department staff, facilitated discussion at four meetings of the AHAC. The
meetings centered around reviewing the 2023 LHIS to discuss whether any
changes should be made as well as to consider new strategies to incentivize
development of affordable housing. The LHIS encompasses the definition,
vision, strategic focus areas and incentive recommendations in order to
facilitate the development and preservation of affordable housing in the City of
Clearwater. The AHAC convened on four separate occasions to develop and
identify the value of affordable housing, identify the principles for Clearwater's
affordable housing and develop/confirm a vision statement to be included as
part of the LHIS.
The AHAC members focused on the values that affordable housing brings to
the City of Clearwater. The AHAC recommended the continuation, with slight
modifications in some cases, of recommendations made by prior AHAC
committees. This year's committee recommended several language changes
to incorporate more affirmative language in the document. The committee also
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made several recommendations that will require additional staff resources.
The following list contains excerpts incorporating substantive changes from the
previous report to produce the 2024 LHIS Report:
1.2 Create a process and definitive project requirement checklist for affordable
housing projects for each level of review and stage of permitting, starting
with an "affordable housing project" checkbox on application form(s) as
applicable.
5.4 Consider educational and financial incentives that reduce barriers to the
rehabilitation and construction of accessory dwelling units, such as
information about the permitting process specific to accessory dwelling
units, rebates, or other fee reductions.
14.1 Conduct an educational campaign, in conjunction with regular City
communications, to rebrand affordable housing as workforce or attainable
housing that supports the diverse needs of residents through a variety of
unit/product types compatible with the City's neighborhoods. (Expand
terminology to include "attainable housing")
16.1 Partner with lenders, realtors, title companies, inspectors, and contractors
through regular outreach to increase knowledge of the City's housing
assistance programs, provide guidelines and training to improve
compliance, and facilitate opportunities for qualified contractors to bid
projects.
The LHIS report is due annually. The staff recommendation is for City Council
to accept the 2024 LHIS Report. Staff will submit the report to the Florida
Housing Finance Corporation no later than December 31, 2024. Per State
Statute, the city shall update its Local Housing Assistance Plan to incorporate
the recommended incentives it desires to implement. This year's LHIS update
includes recommendations that were approved by the AHAC on December 3rd,
2024.
STRATEGIC PRIORITY:
2.4 - Supports equitable housing programs that promote household stability
and reduce the incidence of homelessness within Clearwater.
3. Finance
3.1 Ratify and confirm a not-to-exceed amount of$561,163.00 for restoration and
mitigation work for Fire Station 46, Beach Police Substation, Lifeguard Tower 0,
Beach Marina Building, and variety of other structures to SERVPRO of Largo as the
general contractor for the remediation and recovery services performed. (consent)
In the aftermath of Hurricane Helene on September 26-27, SERVPRO of Largo
was activated by the city to address several buildings that were flooded and
damaged during the storm. The buildings damaged included Fire Station 46,
Beach Police Substation, Lifeguard Tower 0, Beach Marina Building, and
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various other structures. SERVPRO is on our response contractor
recommendation list from the city's insurance carriers/broker.
Work performed by SERVPRO varied depending on the damage to each
building but included cleaning, removal of debris/water, removal of carpet,
flooring and drywall up to 24 in. above water line, dehumidification to mitigate
mold growth as well as sanitization, environmental testing, and non-substantial
reconstruction. Once the EOR inspected city buildings, SERVPRO was called
in to demo any non-cementitious walls that received flooding and to begin the
cleaning and dehumidification process.
Insurance recovery is anticipated for costs in excess of the deductibles.
APPROPRIATION CODE AND AMOUNT:
This work order will be funded in the Central Insurance Fund cost code
5907590-545900-D2402, insurance claims liability - Hurricane Helene.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3: Adopt responsive levels of service for public facilities and amenities and
identify resources required to sustain that level of service.
3.2 Ratify and confirm a not-to-exceed amount of$1,958,684.86 for the mitigation work
for BayCare Ballpark (Phillies Stadium), consisting of an estimated amount of
$1,500,000.00 to SERVPRO of Montgomery as the general contractor for mitigation
work, $175,000.00 to Garland Solution Options for roofing repairs, $33,784.86 to
Bates Electric for electric repairs, and $249,900.00 to Turbo Link International, inc. for
equipment and padding replacement for the stadium. (consent)
In the aftermath of Hurricane Milton on October 9-10, SERVPRO of
Montgomery and various city contractors were activated by the city to mitigate
and recover BayCare Ballpark (Phillies Stadium) due to the flooding and
damage caused by the storm. SERVPRO is on our response contractor
recommendation list from the city's insurance carriers/broker.
Work performed by each contractor varied depending on the damage to the
building but included cleaning, removal of debris/water, removal of carpet,
flooring and drywall up to 24 in. above water line, dehumidification to mitigate
mold growth as well as sanitization, equipment replacement, and selected
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building maintenance contractors for roofing and electric repairs. Once the
EOR inspected city buildings, SERVPRO was called in to demo any
non-cementitious walls that received flooding, remove contents, remove
flooring, and to begin the cleaning and dehumidification process.
Insurance recovery is anticipated for costs in excess of the deductibles.
APPROPRIATION CODE AND AMOUNT:
This work order will be funded in the Central Insurance Fund cost code
5907590-545900-D2501, insurance claims liability - Hurricane Milton.
STRATEGIC PRIORITY:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3: Adopt responsive levels of service for public facilities and amenities and
identify resources required to sustain that level of service.
In response to a question, Todd Morrone said staff will meet tomorrow to
discuss the Phillies piece, which is on schedule.
4. Parks and Recreation
4.1 Approve staff recommendations regarding policies for the use of ten event days at
The BayCare Sound and authorize the appropriate officials to execute same.
(consent)
Section 3.11 of the Venue Agreement as amended between the City and Ruth
Eckerd Hall, Inc. provides for the city to use BayCare Sound for July 4 and July
5, and ten additional dates per calendar year without having to pay rental or
usage fees. The City must provide 180 days' notice to reserve the date for
city events. Any unused event days expire at the end of the calendar year.
To date the city has used the venue or reserved the dates nine times for
events like Coachman Park Grand opening, Publix Rock'n Roll running series,
MLK rally, Clearwater High School graduation etc.
The Parks and Recreation Department is responsible for providing programs
and special events at Coachman Park and The BayCare Sound. One of the
goals of the Special Events Division is to provide 50 events in Coachman Park
during FY 2024/25. Some of these events could be held in BayCare Sound
rather than in the Green in Coachman Park at an increased cost of between
$255,000 and $270,00.
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Due to the additional cost associated with using the Venue, staff is
recommending that these events be held in Coachman Park on the Green
rather than in The BayCare Sound. This will allow staff to produce a variety
of events that will be self-sufficient and more profitable than staging events in
The BayCare Sound.
In addition, staff is recommending the following policies relative to the use of
the ten days at The BayCare Sound.
1. Event organizers (other than the city) seeking venue usage and one of
the 10 days at the venue will follow the city co-sponsorship process and
meet all criteria relating to use of the venue.
2. Events held in the venue and sponsored by the city must have a
minimum estimated attendance of 2,000 participants.
3. Events held in Coachman Park by the city may choose to use a portion
of the venue and be counted as one event day.
4. For large community events the city can request to reserve the park as
a hold date to avoid conflicting events being held at the venue and in
the park. The reservation of dates will be counted as one event day.
5. Event organizers may go directly to REH to use the venue but will not
be counted as one of the city event days.
By adopting these policies all ten days allocated to the City through the
agreement between the City and REH will be used.
STRATEGIC PRIORITIES:
Approval of this amendment supports several 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.
• 2.2: Cultivate a business climate that welcomes entrepreneurship,
inspires local investment, supports Eco-friendly enterprises, and
encourages high-quality job growth. and
• 2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
4.2 Authorize a Guaranteed Maximum Price proposal with Bandes Construction
Company, Inc. of Dunedin, FL for professional services in connection with the
temporary repairs needed for Pier 60 in the amount of$270,312.00.00 pursuant to
Request for Qualifications (RFQ) 51-24 and authorize the appropriate officials to
execute same. (consent)
On October 03, 2024, Council approved the use of eighteen firms to serve as
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Construction Managers at Risk (CMAR) for Continuing Contracts under RFQ
51-24 and Bandes Construction Company, Inc. was selected as one of the
approved firms.
Pier 60 and the Pier 60 bait shop are approximately 29 years old. Between
September 26 -27 and again between October 9 - 10 the structure sustained
damage from Hurricanes Helene and Milton, respectively. The City hired
Pennoni Associates, Inc. to perform a structural assessment, to identify and
document the damage, and provide repair recommendations.
The temporary repairs recommended by Pennoni include damaged joints, pile
caps, access decking and timber piles, building siding, temporary power and
temporary OSHA safety railing. These repairs are needed in order to make the
structure safe for construction of permanent repairs to occur as well as limiting
any potential new damage. In addition, when repairs are completed, it will
allow staff safe access to the bait house to perform inventory and remove all
merchandise that is currently in the building. The total cost for the temporary
repairs is $270,312.00.
The work by the contractor includes mobilizing on site with barges, scaffolding,
forklift and manpower; clean up and demobilize from the site.
Bandes Construction Company, Inc. was selected to perform these services
based on the recommendation of the city EOR, Pennoni Associates, and their
immediate availability to do the project. They have performed quality services
for other projects managed by Pennoni and were very responsive, and staff is
confident that they can handle the complexities of performing the proposed
temporary repairs.
APPROPRIATION CODE AND AMOUNT:
This purchase will be coded to special program code 1817525-546300-D2402,
disaster response - Hurricane Helene. Reimbursement will be requested from
FEMA, with funding currently planned from reserves of the Special Program
Fund and/or General Fund.
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives,
including:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
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4.3 Authorize a Guaranteed Maximum Price proposal to Khors Construction, Inc. of
Pinellas Park, Florida, for the construction of a 1,700-square foot maintenance, office
and restroom building at Joe DiMaggio Sports Complex located at 2450 Drew Street in
the amount of$562,433.29 pursuant to Request for Qualifications (RFQ) 51-24 and
authorize the appropriate officials to execute same. (consent)
On October 03, 2024, Council approved the use of 18 firms to serve as
Construction Managers at Risk for Continuing Contracts under RFQ 51-24 and
Khors Construction, Inc. was selected as one of the approved firms.
Khors Construction, Inc. was selected from the approved CMAR Continuing
Contracts list based on past reliability, professionalism, capability of offering
design build services, as well as their past performances with many other
similar projects in various City parks. In fact, Khors Construction, Inc. has been
engaged with the engineer of record in the construction design of this building
for the last few years, but due to budget constraints this project was put on
hold until now which makes them the CMAR to be considered for this project.
This proposal involves the removal and demolition of a small, outdated
maintenance shed and the construction of a new 1,700-square foot facility.
The new building will feature a maintenance area, office space and
ADA-compliant public restrooms. The existing maintenance shed is insufficient
and lacks the storage capacity required by the Joe DiMaggio Sports Complex
maintenance team. This project will provide adequate storage for the Sports
Complex while consolidating items currently stored at the Carpenter Complex,
resulting in improved efficiency, better-organized storage, safer and more
functional workspaces, and an extended lifespan of equipment.
Additionally, the project will enhance the programming capabilities at the Joe
DiMaggio Sports Complex by adding two restrooms and a water fountain,
offering convenient amenities for staff and participants while eliminating the
need for portable restroom rentals during events. Annual operating costs are
anticipated to increase by approximately $2,400.00 to cover additional utility
expenses.
The contract duration is 180 days, commencing upon issuance of a notice to
proceed.
This item aligns with the Community Development Code, as well as the
Comprehensive and Strategic Plans.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2207 Athletic Fields R &
R, funded with General Fund revenues.
USE OF RESERVE FUNDS:
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N/A
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives,
including:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3: Adopt responsive levels of service for public facilities and
amenities, and identify resources required to sustain that level of
service.
2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
In response to a question, Matt Anderson said the new building will be
erected behind the storage shed, which is located between two ballfields,
towards Sharkey Road.
4.4 Approve a Contract for the Purchase of Real Property located at First St, East Lot's 1
and 2 by the City of Clearwater Parks Department from A Investments Development
Corp. for the purchase price of$1,240,000.00 and $15,000 closing expenditures, not
to exceed $1,255,000.00, as recorded in O.R. Book(s) 21923, Page 910, Book 14426,
Page 14 and 17, Book 17947, Page 1794, Book 12632, Page 1261, and Book 21989,
Page 2463 all part thereof the Public Records Plat Book 9, Page 52 of Pinellas
County, FL, and authorize the appropriate officials to execute same. (consent)
Said parcels 1 and 2 are adjacent to Lake Chautauqua consisting of 3.97 acres
or 173,234 sq. feet with over 160 feet of unobstructed lake waterfront.
These lake water lots are semi-cleared to offer much foliage, tree canopy, and
a natural water inlet for many possible uses. The purchase of this property will
compliment other park parcels surrounding the lake including Lake
Chautauqua Park and Lake Chautauqua Park South. Future development of
the property is unknown at this time; however, it does provide unobstructed
access to the lake and lake activities like fishing, kayaking, canoe launch etc.
Appraisals of Lots 1 and 2 were completed on November 6, 2024, to the
market value of$1,240,000.00 dollars.
The acquisition of these parcels will result in a reoccurring operational
cost of$2,640 a year for mowing and landscape maintenance.
City environmental staff have completed their review of all environmental test
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results relating to this site and see no reason not to purchase the site. City
staff have reviewed and approved this purchase.
Funding for this purchase is coming from the Open Space/Recreation Facility
Special Development Fund. These funds must be used for park land
purchases only. Purchase of this property will allow the city to utilize funds in a
timely manner to purchase park property according to the past Open Space
Recreation Facility Land Ordinance.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Special Development Fund for this purchase. A first
quarter budget amendment will transfer$275,000.00 of Open Space impact
fees and $980,000.00 of Recreation Facility Land fees from the Special
Development Fund into project 315-93133 Park Land Acquisition.
STRATEGIC PRIORITY:
Approval of this parkland purchase supports several Strategic Plan Objectives,
including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
• 1.3: Adopt responsive levels of service for public facilities and amenities,
and identify resources required to sustain that level of service.
• 1.5: Embrace a culture of innovation that drives continuous improvement
and successfully serves all our customers.
• 2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
• 3.1: Support neighborhood identity through services and programs that
empower community pride and belonging.
• 4.1: Support proactive climate resiliency strategies based in science to
protect natural and built environments from impacts associated with sea
level rise.
• 4.3: Protect the conservation of urban forests and public green spaces to
promote biodiversity and reduce our carbon footprint.
5. Public Works
5.1 Authorize a purchase order increase and extension to David Nelson Construction
Company of Palm Harbor, Florida for 2021 Stormwater Repairs on a unit price basis in
the not-to-exceed amount of$3,000,000.00 through December 31, 2025, pursuant to
ITB 20-0029-EN, and authorize the appropriate officials to execute same. (consent)
The intent of this project is to establish an annual contract for as-needed
stormwater infrastructure improvements and repairs, including but not limited to
repair and replacement of existing stormwater pipe networks, erosion
mitigation with use of gabions or appropriate slope stability procedures, and
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addition of new stormwater infrastructure to help alleviate localized flooding
and emergency repairs.
Projects covered by this contract will be of size and scale not feasible for city
forces to complete.
September 3, 2020, City Council approved the 2021 Annual Stormwater Repair
contract to David Nelson pursuant to Invitation to bid 20-0029-EN for one year
with an option for three additional one-year renewal terms on a unit price basis.
August 21, 2024, the City Manager approved Administrative Change Order 1,
extending the project date by 90 days.
The Public Works Department (PWD) is requesting a one-year extension of
this contract to complete ongoing repairs and address damage caused by
Hurricanes Helene and Milton, as well as any additional repairs that may arise,
until a new Stormwater Maintenance contract is established. Since this contract
was awarded through a competitive bidding process and extension of the
contract by council is permitted by our purchasing rules, staff believes it will be
a more favorable method of procurement than using a CMAR from a
continuing contract when seeking FEMA reimbursement for storm related
repairs. PWD remains focused on maximizing opportunities for FEMA
reimbursement for damages.
This is a unit price contract not to exceed $3,000,000.00. The Engineering
Division was able to negotiate with the contractor who agreed to a unit price
increase based on the Consumer Price Index of 3.3% increase from 2020 bid
prices.
APPROPRIATION CODE AND AMOUNT:
ENST1 80001-CONS-CNSTRC
Funds are available in capital improvement project ENST180001, Storm
System Improvements, to fund this contract. This project is funded by
Stormwater Revenues.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts. 1.4 Foster safe and healthy communities in Clearwater
through first-class public safety and emergency response services. 1.5
Embrace a culture of innovation that drives continuous improvement and
successfully serves all our customers. 4.1 Support proactive climate resiliency
strategies based in science to protect natural and built environments from
impacts associated with sea level rise
In response to questions, Stormwater Division Manager Angel Rivera said
Nelson accepted the 3.3% increase, which is in line with the consumer price
index increase. He said the contractor is not required to adhere to the
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consumer price index. Staff is already working on the new RFP.
5.2 Authorize a professional service agreement and purchase order with CPH Consulting,
LLC of Tampa, FL as a Public Works Department Program Consultant (24-0049-EN)
in the not-to-exceed amount of$350,000.00 for a five-year term pursuant to
Request for Qualification (RFQ) 37-24 and authorize the appropriate officials to
execute same. (consent)
In April 2024, RFQ 37-24, Public Works Program Consulting Services, was
issued seeking qualified program managers, engineers and joint venture teams
to provide comprehensive assessment, design, procurement, cost estimating
and construction support services to its Public Works Department (PWD) on a
program-level scale. The intent is to improve efficiency of completing work
assignments, while being closely monitored by a Public Works Project
Manager.
In June 2024, the RFQ selection committee, consisting of representatives from
the City Manager's Office, Finance Department and Public Works Department
carefully reviewed each of the submittals received from five qualified firms.
Each submittal was ranked on the RFQ criteria and overall responsiveness to
the RFQ requirements. The committee selected three firms to return for
presentations/interviews.
In July 2024, after formal presentations of the short-listed firms, the RFQ
Selection Committee selected Broaddus & Associated (B&A) and CPH
Consulting, LLC (CPH) for PWD Program services, both to leverage each's
expertise but also to incorporate competition.
The initial work order for CPH, Tasks 1 (Storm Recovery Support to General
Services) & 2 (Design-Build Contract Documentation Support) in the total
amount of$50,000.00 (Exhibit A).
APPROPRIATION CODE AND AMOUNT:
Funding for this contract will be provided by various Public Works Capital
Improvement Projects and operating budgets. The Public Works operating
budget and associated projects are funded by General Fund, Stormwater Fund
Utility Enterprise Fund, Parking Enterprise Fund, and Penny for Pinellas
revenue dependent upon project.
STRATEGIC PRIORITY:
Objective 1.2 Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts. Objective 1.5 Embrace a culture of innovation that drives
continuous improvement and successfully serves all our customers.
Deputy City Engineer Jeremy Brown said staff is requesting only
$350,000 for the contract duration. If staff confirms a good return on the
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investment, a request to increase the budget will be presented to Council.
5.3 Authorize a professional service agreement and increase to purchase order with
Broaddus and Associates, of Tampa, FL for the Public Works Department (PWD)
Program Consultant (24-0048-EN) in the amount of$350,000.00 bringing the
not-to-exceed amount to $445,000.00 for a five-year term pursuant to Request for
Qualification (RFQ) 37-24 and authorize the appropriate officials to execute same.
(consent)
In April 2024, RFQ 37-24, Public Works Program Consulting Services, was
issued seeking qualified program managers, engineers and joint venture teams
to provide comprehensive assessment, design, procurement, cost estimating
and construction support services to its Public Works Department (PWD) on a
program-level scale. The intent is to improve efficiency of completing work
assignments, while being closely monitored by a Public Works Project
Manager.
In June 2024, the RFQ selection committee, consisting of representatives from
the City Manager's Office, Finance Department and Public Works Department
carefully reviewed each of the submittals received from five qualified firms.
Each submittal was ranked on the RFQ criteria and overall responsiveness to
the RFQ requirements. The committee selected three firms to return for
presentations/interviews.
In July 2024, after formal presentations of the short-listed firms, the RFQ
Selection Committee selected Broaddus & Associated (B&A) and CPH
Consulting, LLC (CPH) for PWD Program services, both to leverage each's
expertise but also to incorporate competition.
In October 2024, Procurement Manager approved an initial Task Order 1 to
B&A to perform operational assessments and process optimization in support
of Hurricane Milton response and recovery in the amount of$50,000.00.
In November 2024, City Manager approved Task Orders 2 & 3 to B&A in the
amount of$45,000.00, increasing the total contract value to $95,000.00. Task
Order 2 included developing improved work induction processes to improve
scope development and budgeting associated with city Capital Improvement
Programs (CIP). Task Order 3 included a review of existing CIP budgets,
including interviews with stakeholders to determine if the budgeted scope of
work is appropriate for each project. PWD believes this will help align
expectations with scopes of work and improve the accuracy of CIP budgets.
The development of a standard Work Induction form that provides sufficient
scope and budget details is a vital effort to improving transparency of scope
and cost to Council and City Leadership. This effort will include design,
construction, soft costs and life cycle costs along with any personnel
increase/decrease to allow more informed decision making. Conceptual
estimating at these early stages is highly specialized and is best associated
with an entity that is regularly pricing work to ensure they have the latest cost
models. The estimators producing these estimates will be leveraged during
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contract negotiations to help ensure the City is getting the best value on
projects.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract will be provided by various Public Works Capital
Improvement Projects and operating budgets. The Public Works operating
budget and associated projects are funded by General Fund, Stormwater Fund
Utility Enterprise Fund, Parking Enterprise Fund, and Penny for Pinellas
revenue dependent upon project.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.1.5 Embrace a culture of innovation that drives continuous
improvement and successfully serves all our customers.
Mr. Brown requested to strike the annual appropriation and approve
$405,000 at this time.
5.4 Authorize a Purchase Order to Keystone Excavators, Inc. of Oldsmar, FL, for the
reconstruction of Parking Lot 36 located at 4 Rockaway Street in the amount of
$765,424.75 pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c),
Piggyback, and 2.563 (1)(d), Impractical, and authorize the appropriate officials to
execute same. (consent)
During Hurricane Helene, Parking Lot 36 (Rockaway Lot) incurred severe
damage due to historic level storm surge. The strong currents created two
large craters and undermined existing sidewalk and wall foundation.
Additionally, the storm surge severely damaged the pavement, sidewalk, sand
wall, and other miscellaneous structures within Parking Lot 36.
Immediately after Helene, the lot was used for sand sifting operations and
staging. Currently, the western portion of the lot remains closed due to
damage, while the eastern portion is open for public parking. This is not an
ideal situation, as it limits Clearwater Beach visitors available parking,
decreases parking revenue, and impacts local businesses in the subject lot's
vicinity. Immediate repairs are needed to re-open the lot to the public.
Due to the limited time constraint to repair Parking Lot 36 prior to the busy
season, it is impractical to formally bid the full scope of the project, and/or have
multiple contractors present on site concurrently.
The City is losing around $25,000.00 per month in parking revenue by not
having the lot open as well as the optics of having the damaged area next to
the beach. Adjacent business owners are very interested in getting the
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additional parking restored as quickly as possible. This approach allows the
City to restore the lot quickest.
Keystone currently has an active contact with the City of Largo, Contract
No.24-B-784, Valid through February 25, 2025. Authorization is requested to
piggyback on this contract for the immediate repairs of Parking Lot 36, totaling
$709,399.75, along with $56,025.00 for additional expenses considered
impractical ($33,465.00 demolition of the existing wall, $7,260.00 for pavement
striping and $15,300.00 bonding). Given the limited space, having two
contractors simultaneously on the site and incurring additional mobilization
costs would not be practical.
Immediate repairs of Parking Lot 36 consist of demolition of damaged
structures such as walls, sidewalk, de-commissioning of solid waste vaults,
backfilling and compaction of soils within large depressions, pavement
reconstruction, and parking lot re-striping. To limit the use of non-competitive
bid items for the subject reconstruction/repairs, structural fill, necessary to
backfill the depressions, will be provided by David Nelson Construction
Company, under the active Annual Maintenance Stormwater Repair Contract.
Nelson will be providing the fill material only and will not be performing any
reconstruction work, nor will be present at the site simultaneously with
Keystone. Structural fill is necessary to backfill the depressions present at the
site, as well as for regrading of the site to re-establish adequate stormwater
drainage. This fill cost is estimated at $35,000.00, or approximately
$800,424.75 for phase one of the project (the Keystone and Nelson scopes).
Repairs exclude re-building of the sand wall and its foundation. As well as the
adjoining sidewalk panels, miscellaneous items such as showers, lighting
structures, and its associated infrastructure. These items will be procured
under a formal hard bid.
APPROPRIATION CODE AND AMOUNT:
3357335-546300-D2402 $765,424.75
This purchase order will be coded to Parking Fund capital project D2402,
Hurricane Helene, and FEMA reimbursement will be attempted. This project
will be funded by revenues from the Parking Enterprise Fund.
STRATEGIC PRIORITY:
[1.2] Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts. [1.3] Adopt responsive levels of service for public facilities
and amenities, and identify resources required to sustain that level of service
In response to questions, Public Works Transportation Engineer Division
Manager Annabella Hullen said if FEMA reimbursement is sought, the
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Council Work Session Meeting Minutes December 16, 2024
City will need to issue a bid. She said immediate repairs are needed
prior to Spring Break. Assistant City Manager Dan Slaughter said one of
the issues associated with a piggyback is that the scope is not the
same. The City will lose revenue if the parking lot is not repaired. Public
Works Director Marcus Williamson said staff is looking at including more
language in the agreement related to unit rates to provide more
flexibility in the future.
6. Planning
6.1 Approve the annexation, initial Future Land Use Map designation of Residential Urban
(RU) and initial Zoning Atlas designation of Low Medium Density Residential (LMDR)
District for 1755 St. Anthony Drive and pass Ordinances 9802-25, 9803-25, and
9804-25 on first reading. (ANX2024-10008)
This voluntary annexation petition involves a 0.150-acre property consisting of
one parcel of land occupied by a detached dwelling. The property is located on
the east side of St. Anthony Drive, approximately 340 feet south of St. Croix
Drive. The applicant is requesting annexation in order to receive sanitary sewer
and solid waste service from the city. The property is located within an enclave
and is contiguous to existing city boundaries on all sides. It is proposed that the
property be assigned a Future Land Use Map designation of Residential Urban
(RU) and a Zoning Atlas designation of Low Medium Density Residential
(LMDR).
The Planning and Development Department determined that the proposed
annexation is consistent with the provisions of Community Development Code
Section 4-604.E as follows:
• The property currently receives water service from Pinellas County. The
closest sanitary sewer line is located behind the subject property to the
east in a utility easement. The applicant has paid the city's sewer
impact and assessment fees and is aware of the additional costs to
extend city sewer service to this property. Collection of solid waste will
be provided by the city of Clearwater. The property is located within
Police District III and service will be administered through the district
headquarters located at 2851 McMullen Booth Road. Fire and
emergency medical services will be provided to this property by Station
#48 located at 1700 North Belcher Road. The city has adequate
capacity to serve this property with sanitary sewer, solid waste, police,
fire and EMS service. The property will continue to receive water
service from Pinellas County. The proposed annexation will not have an
adverse effect on public services and their levels of service; and
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Council Work Session Meeting Minutes December 16, 2024
• The proposed annexation is consistent with and promotes the following
objective and policy of Clearwater 2045, the city's Comprehensive Plan:
Objective PI 9.1 Continue to work with Pinellas County in the
orderly annexation of the city's existing enclaves.
Policy PI 9.1.2 Continue to process voluntary annexations for
single-family residential properties upon request.
• The proposed Residential Urban (RU) Future Land Use Map category
is consistent with the current Countywide Plan designation of the
property. This designation primarily permits residential uses at a density
of 7.5 units per acre. The proposed zoning district to be assigned to the
property is the Low Medium Density Residential (LMDR) District. The
use of the subject property is consistent with the uses allowed in the
district and the property exceeds the district's minimum dimensional
requirements. The proposed annexation is therefore consistent with the
Countywide Plan and the city's Comprehensive Plan and Community
Development Code; and
• The property proposed for annexation is contiguous to existing city
boundaries on all sides; therefore, the annexation is consistent with
Florida Statutes Chapter 171.044.
STRATEGIC PRIORITY:
This annexation petition supports the Deliver Effective and Efficient Services
by Optimizing City Assets and Resources goal of the city's Strategic Plan by
reducing enclaves and delivering city services to properties within the city's
service boundary. This petition also supports Ensure Exceptional Communities
and Neighborhoods Where Everyone Can Thrive goal by better unifying
neighborhoods and reducing issues with multiple jurisdictions.
6.2 Continue to a date uncertain: Approve amendment to the Community Development
Code to establish standards for artificial turf, require landscaped areas in front yards
for residentially zoned properties, clarify the use of nonliving landscape materials, and
make other associated updates, and pass Ordinance 9805-25 on first reading.
(TA2024-07002)
The Community Development Board met on November 19, 2024, and voted to
continue TA2024-07002 to their January 21, 2025 meeting with a workshop to
discuss the ordinance at the December 17, 2024 meeting.
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7. Public Utilities
7.1 Approve agreements with Black and Veatch (B and V) of Tampa, FL, CHA Consulting,
Inc. (CHA) of Tampa, FL, and Freese and Nichols of Tampa, FL, for Project
Management Services in a cumulative not-to-exceed amount of$5,022,732.00 for a
three-year term, with one, three-year renewal option in a cumulative not-to-exceed
amount of$5,022,732.00, for a total not-to-exceed of$10,045,464.00, pursuant to
RFP 22-24, and authorize the appropriate officials to execute the same. (consent)
On April 12, 2024, RFP 22-24 for Project Management Services was issued to
identify qualified firms capable of supporting the City's project management
needs. The City received responses from eight qualified firms. A selection
committee comprised of Public Utilities and Public Works staff thoroughly
evaluated the submissions based on the RFP criteria and responsiveness.
Following the review, the committee recommended awarding agreements to
B&V, CHA, and Freese & Nichols. These firms were chosen for their highly
skilled professional personnel, ability to deliver quality results on time, and
familiarity with Clearwater's facilities and operational needs.
The City's Public Utilities oversee numerous Capital Improvement Plan (CIP)
projects. Due to the volume of projects and limited staffing resources,
additional project management support is essential. Public Utilities anticipates
approximately $2 billion in projects over the next decade, which exceeds its
current capacity to manage. This agreement provides the additional project
management resources needed to support these critical initiatives.
The requested funding will be (anticipated 3-year cost) $5,022,732.00 funded
by the Public Utilities enterprise fund.
The project term is for three years, with one, three-year renewal option.
APPROPRIATION CODE AND AMOUNT:
Sufficient funds are available for the current year's portion of the contract in
Public Utilities operating code 4211345-530100, professional services.. The
operations of the Public Utilities Department are 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 the cumulative funding to Black & Veatch,
CHA and Freese & Nichols is requested
In response to a concern, Public Utilities Director Rich Gardner said the
department does not use CMARs (construction manager at risk) and try to
manage projects with internal project managers. He said the department has
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Council Work Session Meeting Minutes December 16, 2024
been struggling to fill position vacancies for the last five years and are trying
different ways to manage projects with existing staff.
7.2 Authorize purchase orders to H and H Liquid Sludge Disposal, Inc of Branford, FL as
the primary awardee, and T Wayne Hill of Mulberry, FL as a secondary awardee for
the hauling and disposal of biosolids in the cumulative not-to-exceed amount of
$7,500,000.00, beginning January 17, 2025 through January 16, 2028, with two,
one-year renewal options in the annual not-to-exceed amount of$2,500,000.00
pursuant to Invitation to Bid (ITB) 02-25 and authorize the appropriate officials to
execute same. (consent)
Invitation to Bid 02-25 for Biosolids Management Services was issued on
October 18, 2024. In response to the solicitation, the City received three
responsive bid submittals meeting the requirements outlined in the bid
specifications. H&H Liquid Sludge Disposal, Inc. has been identified as the
lowest responsive and most responsible bidder.
The City of Clearwater's three Water Reclamation Facilities (WRFs) produce
biosolids, a residual product that requires proper hauling and disposal.
Contractors are tasked with providing two primary services:
1. Transporting Biosolids (Dewatered Cake) to a Residuals Management
Facility (RMF).
2. Hauling Liquid Biosolids (Approximately 5% Total Solids) from the East
WRF to the Northeast WRF and/or the Marshall Street WRF.
The disposal of biosolids is governed by state and federal regulations,
making strict compliance with the regulations essential. To meet the
requirements of the Florida Department of Environmental Protection
(FDEP) and address the recent need for an emergency procurement
contract-due to one of our contracted vendors being unable to renew
their agreement because of capacity constraints-approval is requested
for both a primary and a secondary award. This approach aims to
prevent future reliance on emergency measures and ensure continuity if
the primary vendor is unable to fulfill their obligations.
• H&H Liquid Sludge Disposal, Inc. (Branford, FL)
o Primary for Base Bid Items 1, 2, 3, and 4
o Primary for Alternate Bid Items 1, 2, 3, and 4
• T. Wayne Hill (Mulberry, FL)
o Secondary for Base Bid Items 1, 2, 3, and 4
APPROPRIATION CODE AND AMOUNT:
Funding for the current year's portion of this purchase order is available in
Public Utilities cost code 530300, contractual services. Future year funding will
be requested as part of the annual budget process. The Public Utilities
Department is funded by Water and Sewer Utility Enterprise Fund revenues.
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Council Work Session Meeting Minutes December 16, 2024
STRATEGIC PRIORITY:
Biosolids disposal is required by law and is part of environmental stewardship,
superior public service, and community wellbeing.
8. City Clerk
8.1 Appoint Indira Yengera to the Sister Cities Advisory Board, as the Youth Member, to a
term expiring October 31, 2028. (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: Stephanie Chill
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 COMPLETED THEIR
UNEXPIRED AND IS ELIGIBLE FOR REAPPOINTMENT:
1. Indira Yengera - 2638 Westview Court, Clearwater, 33761 -Youth
Member
Appointed - 11/3/2022; completed an unexpired term
Zip codes of current members:
1 - 33761
1 - 33767
1 - 33763
3 - 33755
1 - 33770
8.2 Appoint an individual to the Library Board with an unexpired term through February
28, 2025.
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Council Work Session Meeting Minutes December 16, 2024
APPOINTMENT WORKSHEET
BOARD: Library Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
STAFF LIAISON: Jennifer Obermair - Library Director
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: None
MEMBERS: 7
CHAIRPERSON: Donna Dennis
MEETING DATES: Quarterly
PLACE: Main Library
APPTS. NEEDED: 1
THE FOLLOWING ADVISORY BOARD MEMBER HAS RESIGNED WHICH
NOW REQUIRES A NEWAPPOINTMENT:
1. Timothy Promen - 309 S Mars Ave., Clearwater 33755 - Landscape
Architect
Original Appointment: 3/4/2021, Resigned 4/17/2024
THE NAMES BELOW ARE BEING SUBMITTED FOR CONSIDERATION TO
FILL THE VACANCY:
1. Jorge-Luis Godinez - 1567 Drew Street, Clearwater 33755 - Professional
Buyer
2. Richard Landry - 854 Harbor Is, Clearwater 33767 - Retired
3. Tanya Landr - 854 Harbor Is, Clearwater 33767 - Retired
Zip codes of current members on board:
2 at 33755
1 at 33759
1 at 33756
1 at 33765
1 at 33767
There was council consensus to appoint Ms. Landry. Staff was directed
to place the item on the Consent Agenda.
8.3 Approve the 2025 State Legislative Agenda.
Staff was directed to include an appropriation for a transportation project
and, under Issues to Support, to support legislation that combines
MPOs for a regional approach.
9. City Attorney
9.1 Reaffirm that portions of the former Harborview Property are unnecessary for public
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Council Work Session Meeting Minutes December 16, 2024
purposes; that disposal of said land is in the best interest of the Public; authorizing
conveyance of the land by warranty deed pursuant to the terms of the purchase and
sale agreement; authorizing the appropriate officials to execute said deed; releasing
any automatic reservation and right of entry in accordance with F. S. 270.11, authorize
the appropriate officials to execute same, and adopt Resolution 24-20.
On August 4, 2022, the City Council approved a Purchase and Sale
Agreement for the former Harborview site, previously addressed as 320
Cleveland Street, and being re-addressed as 50 N. Osceola Ave. The PSA
contemplates a Closing Date by December 31, 2024, barring unusual
circumstances. The PSA requires the buyer to obtain all pre-development
approvals, such as an approved site plan and building permit, and to provide
the City with satisfactory evidence of adequate financing and construction
agreements in place prior to closing.
The proposed resolution complies with the current title commitment's
requirements and authorizes the appropriate officials to execute a warranty
deed and other conveyance documents as necessary in order to convey
marketable title in accordance with the terms of the Purchase and Sale
Agreement, which will occur upon the satisfaction of all closing conditions.
In response to questions, the City Attorney said staff is waiting for the Buyer
to provide some information and expects closing to take place on New Year's
Eve. If the Buyer is not able to close as scheduled, they will need to
purchase an extension for$200,000 every 90 days.
9.2 Adopt ordinance 9806-24 on second reading, amending Clearwater Code of
Ordinances Chapter 22, Article II, Section 22.24, to correct the name of McKay
Playfield to McKay Park; change the operating hours of McKay Park from closed
between sunset to sunrise to closed between 9:00 p.m. and 7:00 a.m.; add six parks
(Mercado, Bayshore Trail, North Betty Lane Neighborhood Park, Lake Chataqua
Equestrian Park and Nature Preserve, McLennan Circle Park and Rainbow Drive
Park); remove one park (Holt Avenue).
Proposed Ordinance No. 9806-24 will correct the name of McKay Playfield to
McKay Park as consistent with existing nomenclature which typically calls other
similar Department facilities "Parks" and change the operating hours of same
from closed between sunset to sunrise to closed between 9:00 p.m. and 7:00
a.m. The City is in the process of updating and renovating McKay Park with a
new playground and six pickleball courts. These upgrades are the result of
public input. That same public input also suggested that the current hours
were too limiting with which the Department agrees. It should be noted that the
immediate area is generally within the Old Florida character district of the
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Council Work Session Meeting Minutes December 16, 2024
Beach by Design planning area, Tourist (T) zoning district and the Resort
Facilities High (RFH) future land use classification. The Old Florida District
envisions the redevelopment of this area primarily with overnight
accommodation and attached dwelling uses with some limited
retail/commercial and mixed-use developments along Mandalay Avenue. The
immediate vicinity is characterized by a variety of overnight accommodation,
retails sales and service, restaurants, bars, and attached dwelling uses. The
properties to the north are predominantly developed with attached dwellings,
overnight accommodations, restaurants, retail sales and service and bars. The
proposed hours of operation are anticipated to the compatible with the
character of the surrounding area.
The Department has determined that the proposed change in the hours of
operation are consistent with Goals PPP 1 and 2 and Policies PPP 1.1.1 and
2.2.5 of the Parks & Public Places Element of the City's Comprehensive Plan
as well as the intent and purpose of the Open Space/Recreation zoning district
of the City's Community Development Section 2-1401 which provides that is to
establish areas where public and private organizations can establish and
operate passive and active open space and recreation facilities which are
important to the quality of life and economic vitality of the City of Clearwater
without adversely impacting the integrity of adjacent residential neighborhoods,
diminishing the scenic quality of the City of Clearwater or negatively impacting
the safe and efficient movement of people and things within the City of
Clearwater.
In addition, the proposed Ordinance will be updated to reflect five existing
parks including Bayshore trail, North Betty Lane Neighborhood Park, Lake
Chataqua Equestrian Park & Nature Preserve, McLennan Circle Park and
Rainbow Drive Park and one new park, the Mercado. All five of the existing
parks will be closed Sunset to Sunrise (open Sunrise to Sunset) while the
Mercado will be closed between 9:00 p.m. and 6:00 a.m. Finally, the proposed
Ordinance will remove the Holt Avenue Property as that land area has been
incorporated into the Phillip Jones Park.
STRATEGIC PRIORITY:
Approval of the name and operating hours modifications support several
Strategic Plan Objectives, including:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3: Adopt responsive levels of service for public facilities and
amenities, and identify resources required to sustain that level of
service.
2.3: Promote Clearwater as a premier destination for entertainment,
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Council Work Session Meeting Minutes December 16, 2024
cultural experiences, tourism, and national sporting events.
3.1: Support neighborhood identity through services and programs that
empower community pride and belonging.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
10. City Manager Verbal Reports — None,
11. City Attorney Verbal Reports — None.
12. Council Discussion Item
12.1Temporary Suspension of Council Rules
The City Attorney said Council is coming up on the 90 days when action
was taken to temporarily suspend Citizens to be Heard regarding Items
not on the Agenda from the Order of Business, focusing the agenda
entirely on items on the agenda. He said there is a statutory right in
Florida for the public to comment on agenda items, which has been
preserved as required by law. Council must decide what to do next: 1)
direct staff to amend council rules at the next work session and delete
that portion of the agenda related to members of the public providing
comments to items unrelated to the agenda, 2) allow the temporary
suspension to expire and default to the existing rules beginning January,
or 3) continue the temporary suspension this Thursday.
Discussion ensued with comments made that residents have not
requested that portion of the meeting agenda come back and that
meeting attendees feel safer. It was suggested that consideration be
given to hold quarterly town halls for those who want an open forum.
In response to questions, the City Attorney said if Council decides to hold
town hall meetings, the meetings will need to be noticed and minutes
taken. The City Clerk said Florida Statutes does not require the City to
televise the forums.
There was consensus to permanently delete that portion of the agenda
that allows public comments on items not on the agenda. A concern was
expressed that eliminating that portion of the agenda impacts the public's
ability to address their concerns to the collegial body has a whole.
Support was expressed to consider holding monthly town hall meetings
that are separate from the council meetings and are not attended by
staff.
The City Attorney said Council may discuss on Thursday whether or not
to extend the pause for another 30 days and any additional thoughts on
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Council Work Session Meeting Minutes December 16, 2024
potential changes.
Staff was directed to place the item on the council agenda.
13. 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). — None.
14. Closing Comments by Mayor — None.
15. Adjourn
The meeting adjourned at 3:25 p.m.
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