MODIFICATION TO SUBGRANT AGREEMENT CN H0487 PN 4337-398-R 0
STATE OF FLORIDA
DIVISION OF EMERGENCY MANAGEMENT
Ron DeSantis Kevin Guthrie
Governor Director
May 1, 2025
Ms. Sara Delorenzo
Grants Coordinator
600 Cleveland Street
Clearwater, Florida 33755
Re: Project #4337-398-R, City of Clearwater, 20 LS, 7 Portable Generators
Dear Ms. Sara Delorenzo:
Enclosed is the executed Hazard Mitigation Grant Program (HMGP) contract modification
number one (#1) (Contract # H0487) between City of Clearwater and the Division of
Emergency Management.
Please email all Requests for Reimbursement (Attachment D) to the project manager at
iin .I-6 eneker eri.ri fioriori. The Project Manager for this contract is:
Alaina Hagenseker, Project Manager
Florida Division of Emergency Management
2555 Shumard Oak Blvd,
Tallahassee, Florida 32399
If you have any specific questions regarding the contract or the Request for
Reimbursement form, please contact Alaina Hagenseker at (859) 335-6133.
Respectfully,
A Digitally signed by Laura Dhuwe
Laura D u V V e Date:2025.05.22 16:15:32-04'00'
Laura Dhuwe
Bureau Chief, Mitigation
State Hazard Mitigation Officer
Enclosure
DIVISIO N H EA DQUARTERS Telephone: 850-815-4000 STATE LOGISTICS RESPONSE CENTER
2555 Shumard Oak Boulevard www.FloridaDisaster.org 2702 Directors Row
Tallahassee, FL 32399-2100 Orlando, FL 32809-5631
Contract Number: H0487
Project Number: 4337-398-R
MODIFICATION TO ICBG 1T AGREEMENT BETWEEN
THE DIVISION OF EMERGENCY MANAGEMENT AND
CITY OF CLEARWATER
This Modification Number One made and entered Into by and between the State of Florida,
Division of Emergency Management("the Division"), and City of Clearwater("the SUb-Recipient")to
modify Contract Number H0487, dated, June 18, 2021 (''the Agreement").
WHEREAS, the Division and the Sub-Recipient have entered into the Agreement, pursuant to
which the Division has provided a subgrant to the Stab-Recipient under the Hazard Mitigation Grant
Program of$350,007,00, in Federal Funds; and
WHEREAS, the Division and the Sub-Recipient intend to modify the Agreement; and
WHEREAS, the Agreement expired on October 31, 2023; and
WHEREAS, the Division and the Sub-Recipient intend to reinstate and extend the terms of the
Agreement.
NOW, THEREFORE, in consideration of the mutual promises of the parties contained herein, the
parties agree as follows:
1. The Agreement is hereby reinstated and extended as though it had never expired,
Z Paragraph 8 of the Agreement is hereby arnended to read as follows:
(8) PERIOD OF AGREEMENT
This Agreement shall begin June 18, 2021 and shall end July 31, 2025, unless terminated
earlier in accordance with the provisions of Paragraph (17) of this Agreement.
3. The Budget and Scope of Work, Attachment A to the Agreement, are hereby modified as set forth
in 1 sl Revision Attachment A to this Modification, a copy of which is attached hereto and
incorporated herein by reference.
4. All provisions of the Agreement being modified and any attachments in conflict with this
Modification shall be and are hereby changed to conform with this Modification, effective on the
date of execution of this Modification by both parties.
5. All provisions not in conflict with this Modification remain in full force and effect, and are to be
performed at the level specified in the Agreement.
6, Quarterly Reports are due to the Division no later than 15 days after the end of each quarter of
the program year and shall be sent each quarter until submission of the administrative close-out
report. The ending dates for each quarter of the program year are March 31, June 30,
September 30 and December 31.
7. Attachment L _ Florida Accountability Contract Tracking System(FACTS) Requirements for Non-
profit Organizations Under Section 216.1366, Florida Statutes, Instructions and Worksheet is
hereby incorporated into the Agreement and is required to be completed by the subrecipient and
returned the Division.
IN WITNESS WHEREOF, the parties hereto have executed this Modification as,of the dates set
out be-low,
SUB-RECIPIENT: CITY OF E, TE
Name and Title: Jennifer Poirner, City Manager
Date'.
L�7
STATE OF FLORIDA,
DIVISION OF EMERGENCY MANAGEMENT
Digilal I y signed by Laura Dhuwe
BLaura DhuweDate:2025.05.22 16:15:18-04'00'
y
Name and Title: eyon Guthrie, Director
Date: 22-MAY-2025
Attachment A
(111 Revision)
Budget and Scope of Work
STATEMENT OF PURPOSE:
The purpose of this Scope of Work is to provide protection to twenty(20)lift stations in Clearwater, Pinellas
County, Florida, funded through the Hazard Mitigation Grant Program (HMGP) DR-4337-398-R, as
approved by the Florida Division of Emergency Management (Division) and the Federal Emergency
Management Agency (FEMA). The project is for the purchase and setup of an emergency generator
system to reduce and/or mitigate the damage that might otherwise occur from severe weather or other
hazards.
The Sub-Recipient, City of Clearwater, agrees to administer and complete the project per scope of work
as submitted by the Sub-Recipient and subsequently approved by the Division and FEMA, The Sub-
Recipient shall complete the work in accordance with all applicable Federal, State and Local Laws,
Regulations, and Codes,
PROJECT OVERVIEW:
As a Hazard Mitigation Grant Program (HMGP) project, the Sub-Recipient shall purchase portable
generator that shall be utilized at twenty (20) lift stations located in Clearwater, Florida 33755, 33756,
33759, 33761, 33763, 33765 and 33767.
The HMGP scope of work for the proposed project shall provide protection to twenty (20) lift stations by
purchasing seven (7) 85 kW portable generators to provide emergency power. The purpose of this project
is to maintain lift stations operational during a storm event.
The portable generator(s)shall be stored at a location protected against a 500-year flood event or located
outside the Special Flood Hazard Area (SFHA) and shall be protected against wind with a rated enclosure
based on their location requirements. Activities shall be completed in strict compliance with Federal, State
and Local Rules and Regulations,
Pro[ect Locations:
-1__............ ......
ID# Lift Station Coordinates
P1 (27990039, -82,T9 0
2) (87,986534, -82.790238) LL
3) LS 12 74553, -82.800021)
4) LS 20 (27,975785, -82,817373)
__�S 29 (27.944343 -82,799596
6) S55 (2&038031, -82.737739)
7) LS 64 _28 768, -82,729831)___
.v.....,....r �2&004392, -82.759691)_____
...........
9
L 6
LS 67 (27.997650._-_82,713092)
11) LS 68 X98037
5 , -82.7865 )'. .4
..........
LS 69 X28 P91933, -82,709 5
LS 72 (27.971887, -82.765109
LS 73 27 981763, -82.7601
15) LS 74 (27.971686, -82.76259Z)
1_6)___I LS 77 (27.968805, -82,717221,)"_,
17) LS 78 (27.969149 82711665,_.
.82,731L8D'__
LS 80 (27,938132,
20) LS 81 �.9768M�4 -82,824689),
Storage Location
Location Coordinates
3 9f SSQ Safet Flarbo , lorida 9 34 � 28.030391 8 703379)_
._ _ y _ rF
TASKS& DELIVERABLES:
A Tasks:
The Sub-Recipient shall procure the services of a qualified and licensed Florida contractor and execute
a contract with the selected bidder to complete the scope of work as approved by the Division and
FEMA. The Sub-Recipient shall select the qualified, licensed Florida contractor in accordance with the
Sub-Recipient's procurement policy as well as all Federal and State Laws and Regulations. All
procurement activities shall contain sufficient source documentation and be in accordance with all
applicable regulations.
The Sub-Recipient shall be responsible for furnishing or contracting all labor, materials, equipment,
tools„ transportation and supervision and for performing all work, design„ and construction plans
presented to the Division by the Sub-Recipient and subsequently approved by the Division and FEMA.
The Sub-Recipient and contractor shall be responsible for maintaining a safe and secure worksite for
the duration of the work. The contractor shall maintain all work staging areas in a neat and presentable
condition.
The Sub-Recipient shall ensure that no contractors or subcontractors are debarred or suspended from
participating in federally funded projects.
The selected contractor shall have a current and,valid occupational license/business tax receipt issued
for the type of services being performed.
The Sub-Recipient shall provide documentation demonstrating the results of the procurement process.
This shall include a rationale for the method of procurement and selection of contract type, contractor
selection and/or rejection and bid tabulation and listing, and the basis of contract price.
The Sub-Recipient shall provide an executed "Debarment, Suspension, Ineligibility, Voluntary
Exclusion Form"for each contractor and/or subcontractor performing services under this agreement.
Executed contracts with contractors and/or subcontractors shall be provided to the Division by the Sub-
Recipient.
The Sub-Recipient shall provide copies of professional licenses for contractors selected to perform
services. The Sub-Recipient shall provide a copy of a current and valid occupational license or
business tax receipt issued for the type of services to be performed by the selected contractor.
The Sub-Recipient shall monitor and manage the procurement and setup of all products in accordance
with the HMGP application and associated documentation as presented to the Division by the Sub-
Recipient and subsequently approved by the Division and FEMA The Sub-Recipient shall ensure that
all applicable State, Local and Federal Laws and Regulations are followed and documented, as
appropriate.
The Sub-Recipient shall fully perform the approved project, as described in the application, in
accordance with the approved scope of work indicated herein, the estimate of costs indicated herein,
the allocation of funds indicated herein, and all applicable terms and, conditions. The Sub-Recipient
shall not deviate from the approved project terms and conditions.
Upon completion of the work, the Sub-Recipient shall schedule and participate in a final inspection of
the completed project by the local municipal or county building department(official), or other approving
official, as applicable. The official shall inspect and certify that all installation was in accordance with
the manufacturer's specifications. Any deficiencies found during this final inspection shall be corrected
by the Sub-Recipient prior to Sub-Recipient's submittal of the final inspection request to the Division.
Upon completion of Task 2. the Sub-Recipient shall submit the following documents with sufficient
supporting documentation and provide a summary of all contract scope of work and scope of work
changes if any. Additional documentation shall include:
a) A letter affirming the purchase has been completed and requesting Final Inspection indicating the
exact storage location of the generators.
b) All Product Specifications i Data Sheet(s) technical standards) satisfying protection requirements
on all products utilized,
C) Verification letter or documentation showing that when deployed the equipment shall be
protected to the 500-year(0,2% annual chance)flood elevation.
d) Proof of compliance with Project Conditions and Requirements contained herein,
3) During the course of this agreement, the Sub-Recipient shall submit requests for reimbursement.
Adequate and complete source documentation shall be submitted to support all costs (federal share
and local share) related to the project. In some cases, all project activities may not be fully complete
prior to requesting reimbursement of costs incurred in completion of this scope of work however, a
partial reimbursement may be requested.
The Sub-Recipient shall submit an Affidavit signed by the Sub-Recipients project personnel with each
reimbursement request attesting to the completion of the work, that disbursements or payments were
made in accordance with all agreement and regulatory conditions, and that reimbursement is due and
has not been previously requested,
The Sub-Recipient shall maintain accurate time records. The Sub-Recipient shall ensure invoices are
accurate and any contracted services were rendered within the terms and timelines of this agreement.
All supporting documentation shall agree with the requested billing period. All costs submitted for
reimbursement shall contain adequate source documentation which may include but not be limited to
cancelled checks, bank statements, Electronic Funds Transfer, paid bills and invoices, payrolls, time
and attendance records, contract and subcontract award documents.
Construction Expense: The Sub-Recipient shall pre-audit bills, invoices, and/or charges submitted by
the contractors and subcontractors and pay the contractors and subcontractors for approved bills,
invoices, and/or charges. Sub-Recipient shall ensure that all contractor/subcontractor bills, invoices,
and/or charges are legitimate and clearly identify the activities being performed and associated costs.
Sub-Recipient Management Costs (SRMC) expenditure must adhere to FEMA Policy #104-11-1
HIVIGP Management Costs (Interim) signed November 14, 2018. FEMA defines management costs
as any: Indirect costs, Direct administrative costs, and other administrative expenses associated with
a specific project. Administrative costs are expenses incurred by a Sub-Recipient in managing and
administering the federal award to ensure that federal, state requirements are met including:
solicitation, development, review, and processing of sub-app[ications, delivery of technical assistance;
quarterly progress and fiscal reporting; project monitoring; technical monitoring; compliance activities
associated with federal procurement requirements® documentation of quality of work verification for
quarterly reports and closeout; payment of claims; closeout review and liquidation; and records
retention.
Any activities that are directly related to a project are not eligible under management costs, For
example. architectural, engineering, and design services are project costs and cannot be included
under management costs. Similarly, construction management activities that manage,coordinate, and
supervise the construction process from project scoping to project completion are project costs, These
activities cannot be included under management costss.
Due to Strategic Funds Management (SFM), SRMC Interim Policy requires management costs to be
obligated in Increments sufficient to cover Sub-Recipient needs, for no more than one year, unless
contractual agreements require additional funding. FEMA has established a threshold where annual
increments shall be applied to larger awards allowing smaller awards to be fully obligated. Obligations
shall be handled by the size of the total subaward.
The Sub-Recipient shall pre-audit all SRMC source documentation—personnel, fringe benefits, travel,
equipment, supplies, contractual, and indirect costs. A brief narrative is required to identify what the
funds shall be used for. Documentation shall be detailed and clearly describe each approved task
performed, hours devoted to each task, and the hourly rate charged Including enough information to
calculate the hourly rates based on payroll records. Employee benefits and tasks shall be clearly
shown on the Personnel Activity Form, and all Personnel or Contractual SRMC shall be invoiced
separate from all other project costs,
Project Management Expenses (only applies to disasters prior to August 1, 2017, all others adhere to
FEMA Policy 104-11-1 for SRI C)° The Sub-Recipient shall pre-audit source documentation such as
payroll records, project time sheets, attendance logs, etc. Documentation shall be detailed information
describing tasks performed, hours devoted to each task, and the hourly rate charged for each hour
including enough information to calculate the hourly rates based on payroll records. Employee benefits
shall be clearly shown.
The Division shall review all submitted requests for reimbursement for basic accuracy of information.
Further, the Division shall ensure that no unauthorized work was completed prior to the approved
project start date by verifying vendor and contractor invoices. The Division shall verify that reported
costs were incurred in the performance of eligible work, that the approved work was completed, and
that the mitigation measures are in compliance with the approved scope of work prior to processing
any requests for reimbursement.
Review and approval of any third-party in-kind services,if applicable, shall be conducted by the Division
in coordination with the Sub-Recipient. Quarterly Reports shall be submitted by the Sub-Recipient and
received by the Division at the times provided in this agreement prior to the processing of any
reimbursement,
The Sub-Recipient shall submit to the Division requests for reimbursement of actual construction and
managerial costs related to the project as identified in the project application, and plans. The requests
for reimbursement shall include:
a) Contractor, subcontractor, and/or vendor invoices which clearly display dates of services
performed, description of services performed, location of services performed, cost of services
performed, name of service provider and any other pertinent information-,
b) Proof of payment from the Sub-Recipient to the contractor, subcontractor, and/or vendor for
invoiced services:
c) Clear identification of amount of costs being requested for reimbursement as well as costs being
applied against the local match amount.
The Sub-Recipient's final request for reimbursement shall include the final construction project cost.
Supporting documentation shall show that all contractors and subcontractors have been paid,
B) Deliverables:
Mitigation Activities consist of the purchase of seven (7) 85 kW portable generators to provide
emergency power to twenty (20) lift stations located in Clearwater, Florida 33755, 33756, 33759,
33761, 33763, 33765 and 33767.
The portable generator(s) shall be stored at a location protected against a 500-year flood event or
located outside the Special Flood Hazard Area(SFHA)and shall be protected against wind with a rated
enclosure based on its location requirements. Activities shall be completed in strict compliance with
Federal, State and Local Rules and Regulations.
Provided the Sub-Recipient performs in accordance with the Scope of Work outlined in this Agreement,
the Division shall reimburse the Sub-Recipient based on the percentage of overall project completion,
PROJECT CONDITIONS AND REQUIREMENTS'
C) Encineenn_q:
1) The Sub-Recipient shall submit to the Division an official letter stating that the project is 100%complete
and ready for the Division's Final Inspection of the project.
2) The Sub-Recipient shall provide a letter and documentation affirming the purchase has been
completed and requesting Final Inspection indicating the exact storage location of the generator(s),
3) The Sub-Recipient shall submit all Product Specifications / Data Sheet(s) (technical standards)
satisfying protection requirements on all products utilized.
4) The Sub-Recipient shall follow all applicable State, Local and Federal Laws, Regulations and
requirements, and obtain (before starting project work) and comply with all required permits and
approvals. Failure to obtain all appropriate Federal, State, and Local permits and clearances may
jeopardize federal funding.
D) Environmental:
1) The Sub-Recipient shall follow all applicable state, local and federal laws, regulations and
requirements, and obtain (before starting project work) and comply with all required permits and
approvals. Failure to obtain all appropriate federal, state, and local environmental permits and
clearances may jeopardize federal funding. If project is delayed for a year or more after the date of
the categorical exclusion (CATER), then coordination with and project review by regulatory agencies
must be redone,
2) Any change, addition or supplement to the approved mitigation measure or scope of work that alters
the project (including other work not funded by FEMA, but done substantially at the same time) shall
require resubmission to the Division and FEMA for revaluation of compliance with the National
Environmental Protection Act (NEPA) and Section 106 of the National Historic Preservation Act
�NHPA) prior to initiation of any work. Non-compliance with these requirements may jeopardize
FEMA's ability to fund this project. A change in the scope of work shall be approved by the Division
and FEMA in advance regardless of the budget implications.
3) If any ground disturbance activities occur during construction, the Sub-Recipient shall monitor ground
disturbance during construction, and if any potential archeological resources are discovered, shall
immediately cease construction in that area and notify the Division and FEMA.
4) The generators are supporting a critical action and when deployed must be protected to the 500-year
(0,2% annual change)flood elevation. The Sub-Recipient must submit documentation upon closeout
documenting compliance with this condition,
5) Construction vehicles and equipment used for this project shall be maintained in good working order
to minimize pollutant emissions.
E) Programmatic:
1) The Sub-Recipient must notify the Division as soon as significant developments become known, such
as delays or adverse conditions that might raise costs or delay completion, or favorable conditions
allowing lower costs or earlier completion.
2) The Division and FEMA shall approve a change in the scope of work in advance, regardless of the
budget implementations.
3) The Sub-Recipient must"obtain prior written approval for any budget revision which Would result in a
need for additional funds" [44 CFR 13(c)], from the Division and FEMA.
4) Any extension of the Period of Performance shall be submitted to FEMA 60 days prior to the expiration
date. Therefore, any request for a Period of Performance Extension shall be In writing and submitted,
along with substantiation of new expiration date and a new schedule of work, to the Division a minimum
of seventy(70) days prior to the expiration date, for Division processing to FEMA.
5) The Sub-Recipientmust avoid duplication of benefits between the HMGP and any other form of
assistance, as required by Section 312 of the Stafford Act, and further clarification in 44 CFR 206.191,
6) A copy of the executed subcontract agreements) must be forwarded to the Division withi n 1 D days of
execution.
7) Project approval is with the condition that the tasks, deliverables, and conditions be accomplished and
submitted 30 days prior to the Period of Performance date, for review and approval by the Division,for
submittal to FEMA for Closeout.
8) Special Conditions required on implementation of project:
a) EO CONDITION: The generators are supporting a critical action and when deployed must be
protected to the 500-year{0,2% annual chance)flood elevation, The Sub-Recipient must submit
documentation to the State and FEMA documenting compliance with this condition. Source of
condition: Executive Order 11988 - Floodplains,Monitoring Require& No,
This is FEMA project number 4337-398-R. It is funded under HMGP, FEMA-4337-DR-FL and must adhere
to all program guidelines established for the HMGP in accordance with the PAS Operational Agreement
for Disaster 4337,
FEMA awarded this project on March 12, 2020" this Agreement was executed on June 18, 2021, and the
Period of Performance for this project shall end on July 31, 2025.
F) FINANCIAL CONSEQUENCES:
If the Sub-Recipient fails to comply with any term of the award, the Division shall take one or more of the
following actions, as appropriate in the circumstances:
I) Temporarily withhold cash payments pending correction of the deficiency by the Sub-Recipient;
2) Disallow all or part of the cost of the activity or action not in compliance;
3) Wholly or partly suspend or terminate the current award for the Sub-Recipient's program;
4) Withhold further awards for the program; or
5) Take other remedies that may be legally available.
SCHEDU'LE OF WORK
State Contracting: 5 Months
Construction Plan/Technical Specifications; 5 Months
Bidding/Local Procurement: 5 Months
Permitting: 5 Months
Construction/ Installation: 30 Months
Local Inspections/Compliance: 5 Months
State Final Inspection /Compliance: 5 Months
Closeout Compliance: 4 Months
Total Period of Performance: 64 Months
BUDGET
Line Item Budget*
Project Cost Federal Cost Non-Federal Cost
Materials-. $4910,000,00 $350,007.00 $139.993.00
Labor: $0.00 $0.00 $0-00
Fees: $0.00 MOO $0.00
Initial Agreement Amount: $490,000.00 $350,007.00 $139,993.00
"``*Contin enc Funds: $0.00 $0.00 $0,00
Project Total: $490,00 .00 $350,007.00 ��$139�993.0�0
*Any line item amount in this Budget may be increased or decreased 10% or less, with the Division's
approval,, without an amendment to this Agreement being required, so long as the overall amount of the
funds obligated under this Agreement is not increased.
'This project has an estimated$0.00 in contingency funds, Per FEMA Hazard Mitigation Assistance
Guidance Part V1, D.3.4—Contingency funds are not automatically available for use. Prior to their release,
contingency funds must be re-budgeted to another direct cost category and identified. Post-award changes
to the budget require prior written approval from the Division (FDEM). The written request should
demonstrate what unforeseen condition related to the project arose that required the use Of Contingency
funds.
Project Management costs are included for this project in the amount of$0.00,
Funding Summary Totals
Federal Share: $350,007.00 (71.00%)
Non-Federal Share: $139,99100 (29.00%)
Total Project Cost: $490,000.00
Attachment L
Florida Accountability Contract Tracking System (FACTS)
Requirements for Non-profit Organizations Under Section 216..1 366, Florida Statutes
Instructions and Worksheet
PURPOSE- Section 215.985, Florida Statutes(F,S,), amended in 2023, requires that each contract
for which a state entity makes a payment pursuant to a contract executed, amended, or extended on
or after July 1, 2023, the Division shall post any documents submitted pursuant to s. 216,1366, F,S.,
which indicates the use of state funds as remuneration under the contract or a specified payment
associated with the contract on the contract tracking system.
CONTRACT DOCUMENTATION REQUIREMENTS
Section 216-1366, F,S,, amended in 2023, establishes new documentation requirements for any
contract for services executed, amended, or extended on or after July 1, 2023,with non-profit
organizations as defined in s. 215.97 (2)(m). F.S.The contract must require the contractor to provide
documentation that indicates the amount of state funds€
Allocated to be used during the full term of the contract for remuneration to any member of
the board of directors or an officer of the contractor.
Allocated under each payment by the public agency to be used for remuneration of any
member of the board of directors or an officer of the contractor. The documentation must
indicate the amounts and recipients of the remuneration.
Such information Must be included in the contract tracking system maintained pursuant to s. 215.985
F.S. and must be posted on the contractor's website if the contractor maintains a website.
. As used In this subsection, the term:
o "Office(' means a Chief Executive Officer(CEO), Chief Financial Officer(CFO), Chief Operating
Officer(COO), or any other position performing an equivalent function,
o "Remuneration" means all compensation earned by or awarded to personnel,whether paid or
accrued, regardless of contingency, including bonuses, accrued paid firne off, severance payments,
incentive payments, contributions to a retirement plan, or in-kind payments, reimbursements, or
allowances for moving expenses, vehicles and other transportation, telephone services, medical
services, housing, and meals,
o "State funds" means funds paid from the General Revenue Fund or any state trust fund,funds
allocated by the Federal Government and distributed by the state, or funds appropriated by the state
for distribution through any grant program. The term does not include funds used for the state
Medicaid program.
Note: This"Instructions and Worksheet" is meant to explain the requirements of the Section
21S 1466 F.S., amended in 2023, and give clarity to the attached form distributed to recipients and
sub-recipients for completion. All pertinent information below should be filled out, signed, and
returned to the project manager,
NON-PROFIT ORGANIZATION REMUNERATION INFORMATION
1. Is'your business or organization a non-profit organization as defined in s. 215.97 (2)tm),. F.S.?
Yes [:] No
If the answer to Question 1 is "Yes," continue to Question 2. If the answer to Question 1 is
"No", move to the signature block below to complete the certification and submittal process.
2. Will state funds be used as remuneration to any member of the board of directors or an officer in
your business or organization?
Yes F-1 No El
If the answer to Question 2 is "Yes," provide the information required in the "Total
Compensation Paid to Non-Profit Personnel Using State Funds" form below.A separate form
should be completed for each member of the board of directors or officer being compensated
using state funds,. If the answer to Question 2 i "No", move to the signature block below t
complete the certification and submittal process.
Total Compensation Paid to Non-Profit Personnel Using State Funds
Name.
Title:
Agency reemen VC o ntraut
Total Contract Amount
Contract.Term.,
Lana liar udet Category "Total Amount Paid Amount Paid from State Funds,
Salaries
Fringe Benefits
Bonuses
� � t
Accrued Paid Time
V
Severance Payments �
bTe n nt Convib4tions
[n- nd Payments'
Inc,enfive Payments
Moving Expenses
1
Transportation Costs I i'
Telephone Services
I i decal rvic s Costs t
Housing Coats, i
Meals y
f t
I
CERTIFICATION. I certify that the amounts listed'above are tare and aocurate and In accordance with the
approved budget.
Bane.: Jennifer Po rri r I
Signature ` J
Title cis, ,ager
Bate': l
s
{
l;
f
{{y
t
PART I-CHARTER AND RELATED LAWS
Subpart A-CHARTER
ARTICLE 111.ADMINISTRATION
ARTICLE III. A DMINISTRA TION
Section 3.01. City manager.
The city manager shall serve as the chief administrative officer and chief executive officer of the city.The city
manager shall be appointed on the basis of administrative qualifications,experience,and training.The city
manager need not be a resident of the city or state at the time of appointment, but shall establish and maintain
residency within the city within one year after the appointment.The city manager shall be responsible to the
cound
il for all city administrative affairs.
Section 3.02.Appointment; removal; compensation.
(a) Appointment, The council shall appoint a city manager by an affirmative vote of four council members.The
city manager shall hold office at the pleasure of the council.
(b) Removal. The council may remove the city manager by an affirmative vote of four council members or a
majority of the council members at two separate meetings held at least two weeks apart,Upon request by
the city manager,a public hearing will be held prior to a vote to remove the city manager,
(c) Compensation,The compensation of the city manager shall be fixed by a majority of all the council members.
(d) Acting city manager. By letter filed with the council,the city manager shall designate one or more assistant
city managers to exercise the powers and perform the duties of city manager during the city manager's
temporary absence or disability.This designation shall be limited to a period of 60 days.At the expiration of
this period,the council shall appoint an interim or new city manager in accordance with the provisions of this
charter.
Section 3.03. Powers and duties of the city manager.
The city manager shall:
(a) Appoint, promote,and suspend,demote,or remove any city employees or appointive administrative
officers under the city manager's jurisdiction,except as may be otherwise provided by law.Such
appointment,promotion,suspension,demotion, or removal shall be in compliance with the civil
service law and other applicable rules and regulations,
(b) Establish or discontinue any city department,division or board in the administrative affairs of the city,
subject to council approval.
(c) Attend council meetings and have the right to take part in discussion,but not to vote.
(d) See to the faithful execution of all laws, provisions of this charter,and acts of the council subject to
enforcement by the city manager or officers subject to the city manager's supervision,
(e) Prepare and submit to the council in the form provided by ordinance,the annual budget,a capital
improvement budget, and a projected capital improvement program for a minimum five-year period.
(f) Submit to the council at the first regular meeting in November of each year and make available to the
public a comprehensive report on the financial condition and administrative activities of the city.
Clearwater,Florida,Code of Ordinances Clea7eg: 2023-97-14 16M:0r (6T]
(Supp,No,86,Update 1)
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(g) Make such other reports as the council may require concerning the operations of city departments,
offices and agencies subject to the city manager's supervision.
(h) Keep the council fully advised as to the financial condition and future needs of the city and make
recommendations to the council concerning the affairs of the city.
(1) Sign contracts on behalf of the city pursuant to the provisions of appropriations ordinances.
(j) Develop and keep current an administrative code which sets forth the organizational and operational
procedures of the city government,
(k) Provide administrative assistance to the council in connection with their official duties, and perform
such other duties as are specified in this,charter or may be required by the council.
(1) Act as purchasing agent for the city.
(Ord. No.6375-99, §2, 1-21-99/3-9-99,-Ord.No,9354-19, §3, 12-19-19/3-17-20)
Section 3.04 City clerk.
The city manager shall appoint a city clerk,which appointment must be confirmed by the council prior to
becoming effective.The city clerk or the designee of the city clerk shall:
(a) Be custodian of an records and the official seal of the city;
(b) Attest all documents requiring attestation and agreements to which the city is a party;
(c) Arrange for and supervise all city elections;
(d) Attend all meetings of the council and keep minutes of its proceedings;
(e) Give notice of council meetings to its members and the public;
(f) Perform such other duties as directed or required by law.
Section 3.05. Personnel system.
Appointments and promotions of city officials and employees,except those specifically exempted by
ordinance,shall be made solely on the basis of merit and fitness demonstrated by examination or other evidence
of competence as provided by law.
Creased: 2023-e7-14 16.11;07 [EST]
(Supp.No.86,Update 1)
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