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04/28/2025 Council Work Session Meeting Minutes April 28, 2025 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 Meeting Minutes Monday, April 28, 2025 1 :30 PM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 Roll Call Present 5 - Mayor Bruce Rector, Vice Mayor Lina Teixeira, Councilmember David Allbritton, Councilmember Ryan Cotton and Councilmember Michael Mannino Also Present: Jennifer Poirrier— 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 1:38 p.m. 2. Finance 2.1 Annual Comprehensive Financial Report for Fiscal Year 2024. (WSO) Presentation of fiscal year 2024 Annual Comprehensive Financial Report by external auditors. STRATEGIC PRIORITY: 1.1 - Provide evidence-based measurement tools to continually guide municipal performance and promote accountable governance. Auditor John Brielmaier provided a PowerPoint presentation. In response to a question, Mr. Brielmaier said the awarded grant funds related to Coachman Park previously reported were never received. Staff has been notified by HUD that the funds will not be distributed. 3. Parks and Recreation 3.1 Approve a Contract for the Purchase of 1.2 acres of real property located at 2998 Lake Vista Drive Clearwater, FL 33759 as recorded in County O.R. Book 22911 Page 2161 therein the Public Records of Pinellas County, FL (Parcel Identification Number 08-29-16-00000-410-0100) by the City of Clearwater Parks and Recreation Department Page 2 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 from Rachael Anne Brinson at the purchase price of$450,000.00 plus anticipated closing costs of up to $3,500 yielding a total expenditure not to exceed $453,500.00 and authorize the appropriate officials to execute same. (consent) Said parcel as noted above is adjacent to Kapok Park consisting of approximately 1.2 acres (52,272 square feet) is surrounded on three sides by Kapok Park with over 706 feet of abutting property line along the north, south and west sides of the subject parcel. This lot is vegetated and constitutes an appropriate and complementary expansion of the surrounding park. There are no existing plans to develop the property as the main purpose for purchasing the property is to preserve the property as an addition to Kapok Park. The purchase of this property will also increase access to Alligator creek for stormwater maintenance purposes. An initial appraisal of the lot was completed on January 16, 2025, yielding a market value of$450,000.00 dollars. Operating costs to maintain this property will be minimal ($3465 annually) as existing staff assigned to Kapok Park will provide any needed maintenance. Funding for this purchase is coming from the Open Space/Recreation Facility Special Development Fund. It's important to note that these funds may only be used for park land purchases. The purchase of this property will allow the city to utilize funds in a timely manner to purchase park property according to the Open Space Recreation Facility Land Ordinance under which these funds were collected and to which the use of such funds are still bound. The purchase of this land is supported by numerous provisions of the City's Comprehensive Plan found in the "Conservation & Coastal Management" and "Parks and Public Places" elements as well as the Community Development Code. APPROPRIATION CODE AND AMOUNT: Funds are available in Special Development Fund for this purchase. A second quarter budget amendment will transfer$275,000 of Open Space Impact Fees and $178,500 of Recreation Land Impact 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. Page 3 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 • 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. Staff was directed to confirm if the property owner intended selling the site for development or for city purpose. 3.2 Authorize Parks and Recreation Department staff to request an amendment to the approved Florida Recreation Development Assistance Program (FRDAP) project grant agreement removing the dock from the project and requesting that the funds be used to widen the sidewalk along the west side of Edgewater Drive as part of the renovations and improvements of Edgewater Drive Park, 1923 Edgewater Drive and authorize the appropriate officials to execute same. (consent) On August 31, 2023, the City's Parks & Recreation Department submitted Florida Recreation Development Assistance Program Grant Application Package to the Florida Department of Environmental Protection for the purposes of securing funding for the renovations and improvements of Edgewater Drive Park. Edgewater Drive Park is currently a passive park with limited functionality and use. The grant application included the construction of a dock, reconfigured and expanded parking lot, improved stormwater management, new sidewalks, new bike racks, trash receptacles, benches, environmental educational signage, and an ADA accessible drinking fountain. Prior to submitting the application package to the State, staff met with the Edgewater Drive Homeowners Association to get their input and support for the project. On July 3, 2024, the City received formal notice of the granting of the award by the State. On October 3, 2024, the State sent a Standard Grant Agreement for the Edgewater Drive Renovation Project (FDEP Agreement Number P5077) which awards $200,000 dollars and requires matching funds from the City of $200,000. Additionally, on October 3rd the City Council authorized a purchase Page 4 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 order to Pennoni Associates, Inc. for professional services to complete design work for renovations of Edgewater Drive Park. On November 21, 2024, Council approved the noted Florida Recreation Development Assistance Program (FRDAP) project grant agreement. At a recent meeting attended by city staff an overwhelming majority of residents informed the City that rather than including the dock, they would prefer funds be allocated to a widened sidewalk. Due to a change in neighborhood support for the construction of the dock, staff is now seeking approval to submit an amendment proposal to modify the scope of FDEP Grant Agreement Number P5077 for the removal of the dock from the project to be substituted with the increase in the overall length of widening the sidewalk to 10 feet along the west side of Edgewater Drive for approximately 2,400 feet. Upon council approval staff will submit an amendment proposal request to FDEP. The primary expected responses include either an approval or denial of the request by FDEP. A denial of the request does not void the agreement. A denial of the request would mean that the City could decide to continue with the provisions of the agreement including the construction of the dock or, conversely, the City could opt to decline the grant award effectively nullifying the agreement and proceed with the project with the proposed noted amendments without any grant funding. 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. 4.3: Protect the conservation of urban forests and public green spaces to promote biodiversity and reduce our carbon footprint. In response to questions, Parks and Recreation Director Art Kader said 8 parking spaces and one handicap parking space will be added to the site. The revised plan eliminated the docks, all other project components will Page 5 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 remain. He said the project includes bike racks and a water fountain, their locations will be identified once the design has been finalized. 4. Public Works 4.1 Approve a proposal from Construction Manager at Risk (CMAR) J. Kokolakis of Tarpon Springs, FI., for Harbor Marina - North and South Basins - Temporary Chaining (23-0030-MA) in the amount of$133,253, pursuant to Request for Qualifications (RFQ) 51-24, and authorize the appropriate officials to execute same. (consent). The Harbor Marina's dock infrastructure was significantly impacted by Hurricanes Helene and Milton, which caused damage to the cable system that holds together 41 main dock segments. While the current condition of the cables is still safe for use, the assessment report indicates that they will not be able to withstand the forces of the next large storm, creating a significant risk to the stability of the docks and the Marina's commercial operations. To mitigate damage before the permanent cable replacement is implemented, a temporary chain attachment system is recommended. This will provide an immediate means of securing the docks, ensuring they remain stable and safe for use until a more permanent solution is completed in spring of 2026. The installation of the temporary chain system will safeguard the Marina's infrastructure, which is essential for ongoing commercial operations and revenue generation. While the current dock conditions are safe, it is imperative that the temporary chaining system is installed prior to the 2025 hurricane season to minimize further risk. Council support is requested for this temporary solution, which will provide the necessary stability until the City proceeds with a more permanent cable replacement project. Kokolakis Contracting, Inc. was selected as the Construction Manager at Risk (CMAR) because they are already mobilized for the Clearwater Beach Marina renovation project and have extensive knowledge of the project's scope and the needs of the City and its commercial tenants. APPROPRIATION CODE AND AMOUNT: 3337333-546700-D2402 $133,253 This purchase order will be coded to project D2405, Hurricane Helene, funded by revenues from the Clearwater Harbor Marina Enterprise Fund. FEMA reimbursement will be pursued. 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. Page 6 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 4.2 Approve FDOT Construction Agreement (2024-C-799-00018) for construction of sidewalk and Right-of-Way (ROW) improvements in FDOT ROW for the New City Hall project (22-0019-EN) and authorize the appropriate officials to execute same. (consent) The Construction Agreement is an FDOT required form requiring Council approval due to the indemnification. FDOT requires this standard agreement for work performed in their ROW. The proposed FDOT ROW improvements are in the approved site plan for the new City Hall project, along Myrtle Avenue, from Park to Pierce Steets. The work will be completed by Ajax Building and is included in the GMPs council approved on February 15 and October 3, 2024, therefore, no funding request needed for approval of this construction agreement. Related to this agreement, the City plans to grant an easement to FDOT to support construction of a wide (varies between 8.35 to 30 feet wide) contiguous sidewalk, constructed on both FDOT ROW and City property, along Myrtle Avenue. This work is expected to take place spring 2026 with substantial completion in July 2026 and move-in in August/early September 2026. STRATEGIC PRIORITY: The city hall project supports the five strategic priorities below. The new City Hall facility, a 2-story 40,303 square foot building on a 1.68-acre site, creates a streamlined government service center, adjacent to Clearwater Police headquarters, Municipal Services Building (MSB) and city parking garage, to provide improved customer service and efficient use of existing facility space with the pending MSB renovations. The City Hall project is expected to achieve LEED Silver certification with the US Green Building Council, the first built by the City of Clearwater. Relocating City Hall to this site sparked development of the bluff waterfront with proposed apartments, commercial space and hotel expected to break ground in 2025. The project includes enhanced indoor air quality strategies, energy reduction and metering, daylighting, photovoltaics, EV charging stations, rainwater gardens, reduced heat island effect, outdoor water use reductions, Florida native plants, walkability, and access to public transit. In response to a question, City Engineer Tara Kivett said sidewalk width will vary from eight feet to 30 feet, in combination to the entrance of the new building. 4.3 Authorize Purchase Orders to BOS Tampa to provide furniture for the New City Hall (22-0019-EN) and MSB Renovations (23-0035-EN) projects in the not to exceed amount of$2,300,000.00 pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c), Piggyback. and 2.563(1)(d), Non-competitive purchase (impractical), and authorize the appropriate officials to execute same. (consent) Page 7 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 The City received four furniture package quotes from American Interiors, BOS, Empire, and Workscapes. After shortlisting Workscapes and BOS, BOS was selected based on lower pricing and superior quality. The proposed furniture line, Haworth, is recognized as "Forever" furniture, offering long-term flexibility with ability to expand and replace components for years to come. Comparable to building blocks, the Haworth line is both versatile and durable, ideal for long-term use and easy reconfiguration by the City as needed. BOS agreed to hold their pricing for over two years, well beyond typical industry standards, to support both the Fall 2025 MSB move-in and the August 2026 New City Hall staff move-in. City staff gained significant knowledge working in lower cubical configurations over the past few months and identified opportunities to improve productivity through minor adjustments to the original furniture. Based on this feedback, the City is refining the quotes to include additional allowances for these modifications. Staff is actively reassessing opportunities to incorporate additional reusable furniture items, which may result in quantity adjustments. Cost saving efforts include reuse of many existing desk chairs, Customer Service lobby seating, and select office furniture at the MSB, as well as the city purchasing furniture directly to avoid CMAR fees and benefit from tax savings. The BOS proposal currently estimates $756,149.48 for City Hall and $1,444,841.50 for the Municipal Services Building (MSB). While both proposals include a "Finish Allowances and Adjustments for City Refinements" line item, staff is requesting an additional 4.5% ($99,009.02) to cover any unforeseen adjustments prior to staff occupancy. This brings the total proposed amount to $2,300,000.00. The BOS proposal is based on Florida State Contract#56120000-24-NY-ACS, Furniture, All Types, valid through December 1, 2028. Additional discounts have been provided by BOS on several line items. BOS is an authorized dealer for Haworth, VIA Inc., JSI Inc., Affordable Interior Systems, OFS Brands, and Humanscale Corp. While a small portion of the requested furniture (approximately 11% for open market items, freight and installation) is not covered under the State Contract, competitively bidding those items separately is considered impractical due to their relatively low value, combined freight and installation costs, volume pricing discounts, and the benefits of working with a single supplier and project manager to ensure streamlined installation and warranty support. Furniture installation is anticipated to take approximately two months for each location, with a phased move-in for MSB staff, prioritizing staff currently working Page 8 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 in leased spaces. An administrative change order with Ajax Builders will be processed to deduct the furniture allowance from the City Hall GMP. The City Hall GMP included an allowance of$750,000. Furniture was not included in the MSB GMP. APPROPRIATION CODE AND AMOUNT: ENGF220001-CONS-CNSTRC $790,161.08 ENGF230001-CONS-CNSTRC $1,509,838.92 Funding is available in Capital Improvement Projects, ENGF220001, New City Hall and ENGF230001, MSB Renovations, to fund the purchase orders. These are funded by General Fund Revenues. STRATEGIC PRIORITY: The City Hall and MSB Renovations project supports the five strategic priorities below. The new City Hall facility, a 2-story 40,303 square foot building on a 1.68-acre site, creates a streamlined government service center, adjacent to Clearwater Police headquarters, Municipal Services Building (MSB) and city parking garage, to provide improved customer service and efficient use of existing facility space with the pending MSB renovations. The City Hall project is expected to achieve LEED Silver certification with the US Green Building Council, the first built by the City of Clearwater. Relocating City Hall to this site sparked development of the bluff waterfront with proposed apartments, commercial space and hotel expected to break ground in 2025. The project includes enhanced indoor air quality strategies, energy reduction and metering, daylighting, photovoltaics, EV charging stations, rainwater gardens, reduced heat island effect, outdoor water use reductions, Florida native plants, walkability, and access to public transit. 4.4 Approve the Department of the Army Consent to Easement to Use Corps of Engineers Right-Of-Way for the Beach Marina Replacement and authorize the appropriate officials to execute same. (consent) The Army Corps granted the City a similar easement in December of 2024 to allow installation of the new floating docks as part of the Beach Marina Replacement Project. This revised consent to easement includes a new condition #1 that clarifies the effective date of the consent to easement will correspond to the execution of the new consent and shall supersede the previous consent dated December 17, 2024. Page 9 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 5. General Services 5.1 Declare list of vehicles and equipment surplus and authorize disposal through auction pursuant to Clearwater Code of Ordinances Section 2.623(6) and (8) and authorize the appropriate officials to execute same. (consent) On August 17, 2023, Council approved the Vehicle Replacement List for fiscal year 2024. Additionally on June 20,2024 Council approved the Vehicle Replacement List for fiscal year 2025 authorizing purchase of replacement vehicles and equipment. This agenda item is requesting Council to declare surplus the vehicles and equipment detailed to be replaced per the list and authorize disposal via auction through Tampa Machinery Auction of Tampa, FL and Royal Auction Group of Zephyrhills, FL pursuant to Section 2.623(6). Tampa Machinery Auction was competitively solicited by Pinellas County under Contract NO. 190-0534-R(JJ) valid through November 17, 2027. Royal Auction Group was competitively solicited by Pinellas County under Contract NO. 190-537-R valid through November 16, 2027.These vehicles and equipment have reached the end of their useful and economic life. Factors used to determine the end of useful and economic life include, but are not limited to; age, life to date, mileage/hours of operations, historical maintenance cost as compared to like vehicles, operating cost per mile/hour, anticipated and ongoing repairs, and physical condition. Additionally, Fleet will continue to bring forward agenda items for vehicles and equipment from the 2023/24 and 2024/2025 Vehicle Replacement Lists as their replacements are deemed road ready. STRATEGIC PRIORITY: Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts. 5.2 Ratify and confirm an increase of$100,000 and an additional $225,000 to purchase order with WEX Bank of Portland, ME for fleet fuel card services in a cumulative not-to-exceed amount of$325,000.00 bringing the total amount to $1,059,800.00 for initial term ending December 31, 2025, pursuant to Clearwater Code of Ordinance Section 2.563(1)(c) Piggyback purchasing. (consent) On August 5, 2021, Council approved a purchase order to Wex Bank in an amount of$320,000.00 for fleet fuel card services through December 31, 2025, with a two-year optional extension in the annual amount of$150,000.00, piggyback from the State of Florida Contract#78181701-21-NASPO-ACS, Fuel Card Services, valid through December 31, 2025, with renewals available. Additionally, on June 6,2024, Council approved an increase of$348,000.00 Page 10 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 bringing the total for the initial term to $668,000.00. This increase was necessary to cover the projected increase in fuel consumption while the City's fuel site underwent renovations, originally estimated to take four to six weeks. However, due to the extended delays in the fuel site repairs, General Services is requesting additional funding under this contract. Completion of the fuel site is currently anticipated by April 30, 2025. To maintain continuous fueling services during the ongoing renovations, a 10% increase (66,800.00) was approved by the City Manager on April 10, 2025, bringing the total amount for the initial term to $734,800.00. Staff has been informed that one of the fuel pumps has failed, rendering the fuel site inoperable. To ensure continued fueling of city vehicles during this period, the City Manager authorized an additional $100,000.00 as a ratification to cover fuel expenses until the item can be brought forward for approval and the site is restored to full operation. General Services is now requesting authorization to further increase the current purchase order by $325,000.00, bringing the total to $1,059,800.00 through December 31, 2025. Since the shutdown of the fuel site on January 21, 2025, the City has not utilized its existing contract with Jet Age, the awarded vendor for fuel site deliveries, leaving sufficient funds available to support this increase. The City receives a 1.7% quarterly rebate on fuel purchases which is applied directly to our invoices. APPROPRIATION CODE AND AMOUNT: Funding for this purchase order will be coded to General Services-Fleet Operations code 5666611-550500, Fuel. Fleet Operations is funded by the Garage Fund, an internal service fund of the City which supports city-wide fleet operations. 6. City Clerk 6.1 Schedule a special work session on Wednesday, August 6, 2025 at 10:00 a.m. and special council meetings on Wednesday, September 3, 2025 at 6:00 p.m. and Wednesday, September 17, 2025 at 6:00 p.m. Staff is requesting a budget workshop be scheduled on Wednesday, August 6, 2025 to discuss the proposed budget. Since both council meetings in September conflict with the County's budget hearings, staff is requesting to hold the City's budget hearing on Wednesday, September 3, 2025 and Wednesday, September 17, 2025. Page 11 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 There was council consensus to schedule the meetings as listed. Staff was directed to place the item on the Consent Agenda. 6.2 Reappoint Kevin Laughlin to the Marine Advisory Board with a term expiring March 31, 2029 and appoint an individual with a term expiring April 28, 2029. APPOINTMENT WORKSHEET BOARD: Marine Advisory Board TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: City of Clearwater SPECIAL QUALIFICATIONS: None MEMBERS: 7 + 1 Ex Officio MEETING DATES: 2nd Wed., 8 am (Quarterly) PLACE: Main Library APPTS. NEEDED: 2 THE FOLLOWING ADVISORY BOARD MEMBERS' TERMS HAVE EXPIRED AND WISH TO BE REAPPOINTED: 1. Philip Rugari - 4444 Boyer Terrace, Sarasota - Fishing Charter Owner Appointed 4/18/23, completed unexpired term; wishes to be reappointed Absences: 3/13/24, 6/12/24, 9/11/24 Note - Mr. Rugari moved outside of city limits since being appointed. Per code, he could serve on the Board as an ex-officio member if board membership lacks expertise. Currently, a Merchant Mariner serves on the board. 2. Kevin Laughlin - 1237 Rose Road, 33759 - Retired Marine Advisor Completed 2nd term; wishes to be reappointed THE FOLLOWING INDIVIDUALS HAVE SUBMITTED AN APPLICATION: 1. John Renton -2958 Eagle Estates Circle W, 33761 - Retired Civil Engineer 2. Eric Van Cleef-2262 Spring Lake Ct., 33773 - Sales Director Zip codes of current members on board: 1 at 33755 1 at 33756 1 at 33759 3 at 33767 There was council consensus to appoint John Renton. Staff was directed to place the item on the Consent Agenda. 7. City Manager Verbal Reports Page 12 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 The City Manager thanked employees who assisted with planning and executing all of the wonderful events held over the weekend and those who responded to last night's tragic accident. 8. City Attorney Verbal Reports — None. 9. New Business (items not on the agenda may be brought up asking they be scheduled for subsequent meetings or work sessions in accordance with Rule 1, Paragraph 2). Vice Mayor Teixeira requested an update on the citizen recognition program. The City Manager said staff is working with Council on how to implement the Citizen of the Month recognition program. She said the Mayor has expressed a desire to do the first one. Discussion ensued with comments made that the opportunity to recognize a citizen can be rotated among each councilmember by seat number, that each councilmember can provide information on the individual chosen to the rest of council, and that the program can recognize a citizen every other month and increase if desired. It was stated that the selected individual would not be subject to review. There was council consensus to begin the program at this council meeting during the Councilmember's closing comments. Councilmember Allbritton said he believes the City can do a better job with deliveries to businesses along Mandalay Avenue and requested consideration adopt an ordinance mandating deliveries before 10:00 a.m. Assistant City Manager Dan Slaughter said there is a code provision that allows deliveries to park on-street if there is no designated area for loading and unloading for a short amount of time. The delivery trucks may block one lane for up to 30 minutes. Per the City Manager's direction, staff is working with Forward Pinellas regarding addressing traffic concerns holistically, many of which have come from Council. He said deliveries on Mandalay Avenue can be included in the scope of work being discussed with Forward Pinellas. Discussion ensued with consensus to allow staff to discuss potential options to address the matter with Forward Pinellas and Amplify Clearwater and have the City Manager circle back with Council. Page 13 City of Clearwater Council Work Session Meeting Minutes April 28, 2025 10. Closing Comments by Mayor Mayor Rector reviewed recent events and offered prayers to those affected by last night's tragic accident on behalf of Council and the community. 11. Adjourn The meeting adjourned at 2:32 p.m. Page 14 City of Clearwater