11/04/2024 Council Work Session Meeting Minutes November 4, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
A
Meeting Minutes
Monday, November 4, 2024
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
Roll Call
Present 5 - Mayor Bruce Rector, Vice Mayor David Allbritton, Councilmember
Ryan Cotton, Councilmember Michael Mannino, and Councilmember
Lina Teixeira
Also Present: Jennifer Poirrier— City Manager, Michael Delk—Assistant City
Manager, Daniel Slaughter—Assistant City Manager, David Margolis
— City Attorney, Rosemarie Call — City Clerk and Nicole Sprague —
Deputy City Clerk.
To provide continuity for research, items are listed in agenda order although not
necessarily discussed in that order.
1. Call to Order— Mayor Rector
The meeting was called to order at 3:08 p.m.
2. Presentations — Given.
2.1 The Sound Quarterly Update - Sarah Prout, Ruth Eckerd Hall Chief Financial Officer
Ms. Prout provided a PowerPoint presentation.
In response to a comment, Ms. Prout said implementing more shade to the
facility is a priority. She said staff is looking at potential options that can be
incorporated into the space.
3. Fire Department
3.1 Confirm the Declarations of a State of Emergency due to conditions surrounding
Hurricane Helene and adopt Resolution 24-17.
The entire City of Clearwater was impacted by the wind, rain, and storm surge
of Hurricane Helene and the disruption of services.
The State of Emergency was extended by Mayor Bruce Rector on October 7,
2024, October 14, 2024, and October 21, 2024. Section 15.07(2) of the Code of
Ordinances requires the City Council to confirm the Declarations of a State of
Emergency at the next regularly scheduled meeting.
3.2 Confirm the Declarations of a State of Emergency due to conditions surrounding
Hurricane Milton and adopt Resolution 24-18.
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Council Work Session Meeting Minutes November 4, 2024
The entire City of Clearwater was impacted by the wind, rain, and storm surge
of Hurricane Milton and the disruption of services.
A State of Emergency was proclaimed by Mayor Bruce Rector on October 7,
2024, and extended on October 14, 2024, and October 21, 2024. Section
15.07(2) of the Code of Ordinances requires the City Council to confirm the
Declarations of a State of Emergency at the next regularly scheduled meeting.
4. Gas System
4.1 Approve an Encroachment Agreement between the City of Clearwater and Florida Gas
Transmission Company, LLC for a Clearwater Gas Department gas distribution pipeline
to cross over Florida Gas Transmission Company pipeline facilities and authorize the
appropriate officials to execute same. (consent)
This is a request to approve an Encroachment Agreement between Florida Gas
Transmission Company, LLC and the City of Clearwater, Florida. Clearwater
Gas Department seeks to install an eight inch gas distribution pipeline in the
area where Florida Gas Transmission Company operates a thirty inch pipeline
and a thirty-six inch pipeline. The location is near State Road 52 and North
Sunlake Boulevard in Pasco County. Clearwater Gas Department is seeking
permissions from Florida Gas Transmission Company to cross their facilities.
STRATEGIC PRIORITY:
Maintain public infrastructure through systematic management efforts.
5. Marine & Aviation
5.1 Approve an increase and proposal from Construction Manager at Risk (CMAR)
Kokolakis Contracting, Inc., of Tarpon Springs, FL., for repairs to the Clearwater Beach
Marina main dock in the amount of$115,603.00 bringing the total to $210,603.00,
pursuant to Request for Qualifications (RFQ) 51-24, and authorize the appropriate
officials to execute same. (consent)
Hurricanes Helene and Milton caused structural damage to the two docks in the
Clearwater Beach Marina, the main dock and the fuel dock. These docks are
critical infrastructure for the commercial operations at the Clearwater Beach
Marina during the renovation project; and the commercial operations are a
necessary revenue stream to cover the expenses of the Clearwater Beach
Marina.
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Council Work Session Meeting Minutes November 4, 2024
In order to keep the Clearwater Beach Marina renovation project on schedule
and on budget to avoid negative impact on market influences on the availability
and cost of labor and to maintain the revenue stream for the City, both the main
dock and the fuel dock will need to be repaired so the commercial tenants can
be relocated and remain operational during construction. The commercial fleet
generates approximately $46,500 each month in rent revenue.
On October 28, 2024, the City Manager approved a work order to Kokolakis
Contracting, Inc. in the amount of$95,000 so structure repairs could begin on
the main dock. Pursuant to the purchasing authority, the City Manager can
approve an expense up to $100,000. Council action is needed to approve the
additional amount of$115,603 for a new not to exceed total amount for the
structural repairs of$210,603. This does not include the costs necessary to
repair the fuel dock. The fuel dock is more substantially damaged. The design
and cost to repair the fuel dock is currently being determined and would be
presented to Council at a future meeting.
Staff has consulted with Tetra Tech, the City of Clearwater's monitoring
consultant for Federal Emergency Management Agency (FEMA)
reimbursement. Tetra Tech has advised there is high confidence FEMA will
reimburse the City for the costs to return the docks to pre-storm condition.
Kokolakis Contracting, Inc. was selected as the CMAR due to the fact they are
already mobilized as part of the Clearwater Beach Marina renovation project
and familiar with the entirety of the project and needs of the City and
commercial tenants.
APPROPRIATION CODE AND AMOUNT:
This purchase will be charged to the Beach Marina Capital Fund, cost code
3327332-530300-D2402, contractual services - Hurricane Helene.
Reimbursement from FEMA is anticipated.
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.
2.1 Strengthen public-private initiatives that attract, develop, and retain
diversified business sectors.
In response to questions, Marine &Aviation Director Michael MacDonald
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Council Work Session Meeting Minutes November 4, 2024
said the project is being paid via FEMA. Staff is collecting the documentation
needed to submit a FEMA reimbursement. The City Manager said there is
never a guarantee for FEMA reimbursement, but staff has done everything
possible to have the repairs be eligible for FEMA reimbursement. She said
since the marina was slated to be rebuilt, it may not be eligible for
reimbursement. Typically, insurance brings the facility prior to the incident,
which is not possible in this case. Finance Director Jay Ravins said the
Marina Capital Improvement Fund represents Marina Fund Reserves.
6. Parks and Recreation
6.1 Authorize an increase to purchase orders with Doodie Calls, LLC and United Site
Services of Florida, LLC for the rental of portable toilets, hand washing stations, and
other related items and associated services in the cumulative amount of$75,000.00
bringing the contract amount to $175,000.00 for term October 1, 2024, through
September 30, 2025, with two optional one-year renewals at an annual amount of
$175,000.00 pursuant to RFP 37-23 and authorize the appropriate officials to execute
same. (consent)
On April 14, 2023, the City issued RFP 37-23 to seek proposals from qualified
vendors for the rental of portable toilets, handwashing stations, and related
services. A team of city staff representing Marine and Aviation and Parks &
Recreation departments carefully reviewed each of the submittals received
from three companies. Each submittal was scored according to the RFP
evaluation criteria and overall responsiveness to the RFP. The evaluation
committee shortlisted the top two companies for further consideration. The City
conducted presentations on June 6, 2023, and it was determined, to ensure that
there was not a shortage for our events and to gain the best pricing based on
the type of rental, to make a primary award to Doodie Calls LLC and a
secondary award to United Site Services for a one-year term with three optional
one-year renewals. The providers were selected based on past reliability,
professionalism, and performance.
The initial term was approved by the City Manager.
Due to the increase in the scale, scope and number of athletic and special
events, projects, and the temporary closure of restrooms for maintenance, staff
is recommending an increase in the annual contract amount from $100,000.00
to $175,000.00 for the remaining three years.
APPROPRIATION CODE AND AMOUNT:
Funds are available in various department operating codes.
STRATEGIC PRIORITIES
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Council Work Session Meeting Minutes November 4, 2024
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.
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.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
6.2 Approve amendments to the 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 five parks to be closed between sunset to sunrise
(Bayshore Trail, North Betty Lane Neighborhood Park, Lake Chautauqua Equestrian
Park and Nature Preserve, McLennan Circle Park and Rainbow Drive Park); remove one
park (Holt Avenue); and pass Ordinance 9770-24 on first reading.
Proposed Ordinance No. 9770-24 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
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.
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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. All of these parks will be closed Sunset to Sunrise. Finally, the proposed
Ordinance will remove the Holt Avenue Property as that land area has been
incorporated into the Phillip Jones Park and used as overflow parking.
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,
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.
7. Public Works
7.1 Authorize a work order and purchase order to Geosyntec, Inc. to complete the Closure
Plan Implementation of the Harbor Drive Fill Area in an amount not to exceed
$954,100.00 pursuant to Request for Qualifications (RFQ) 34-23, Engineer of Record
Consulting Services (EOR), and authorize the appropriate officials to execute same.
(consent)
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In the 1940s and 1950s, the City used incinerator ash and various other debris
to fill and reclaim areas along Stevenson Creek. An incinerator was located at
the current Marshall Street plant and the areas reclaimed later became known
as the Harbor Drive Fill Area (site). In the late 1950s, the Phillip Jones Field was
built at a portion of the site and has operated as a sports field since.
In 2004, staff began site assessment that included soil and groundwater testing
and characterization and analyses of the ash material. The ash material
contained "clinkers" (melted metal pieces and broken glass) which are common
components of incinerator ash. By about 2009 it was being reported that
clinkers were making their way to the surface resulting in a dangerous playing
surface for tackle football.
The field was closed due to safety. Because of their experience with similar
projects in Jacksonville, Geosyntec was contracted to complete assessment
and cleanup of the site. The portion of the site that contained Phillip Jones Field
was put on a fast track so that it could be quickly returned to use by the
community. FDEP agreed to this if the remaining areas of the Harbor Drive Fill
Area were assessed and remediated later.
Cleanup of the Phillip Jones Field was completed in 2013. Ash delineation and
site assessment continued until 2020, and a closure design plan was approved
in 2021.
The work planned in this proposal will complete the final closure of the site by
constructing the approved plan. The scope includes excavating ash/debris
and/or soil in the area, installing a final 12-inch soil cover and geotextile barrier,
and installation of new fences and gates. The Work Order also includes
engineering services during construction including fieldwork preparation,
groundwater sampling, technical reporting, project management and the
inspection services of construction work for the purpose of determining in
general if the work is proceeding in compliance with the drawings and
specifications as approved by the FDEP. Duration is seven months with actual
construction expected to take two months for substantial completion.
Engineering staff, Geosyntec, and FDEP have all contributed to this plan and
FDEP has approved the design.
APPROPRIATION CODE AND AMOUNT:
ENGF180007-CONS-CNSTRC $954,100.00
A first quarter budget amendment will provide a transfer of$854,000.00 from
Solid Waste and Recycling Fund revenues to capital improvement project
ENGF180007, Phillip Jones Park Renovation, to provide the remaining funds
needed for this contract. There are sufficient revenues budgeted to provide for
this increase to budgeted expenditures (transfer to capital projects). The Solid
Waste and Recycling Fund is a utility enterprise fund of the City.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts. 3.2
Preserve community livability through responsible development standards,
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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.
7.2 Approve the final plat for Coachman Park, with physical address at 100 N Osceola
Avenue, 112 S. Osceola Avenue, and 300 Cleveland Street, located between Drew
Street and Pierce Street, west of Osceola Avenue and east of Clearwater Harbor.
(consent)
This plat relates to the sale of real property by the City to The DeNunzio Group.
In August 2022, the City Council approved the sale of a newly created parcel
located immediately east of Coachman Park, and south of the Clearwater Main
Library. The sale was later approved by strong margins of Clearwater voters in
the November 2022 referendum.
The development agreement between the City and The DeNunzio Group
requires the City to replat a large area that includes but is not limited to the
parcel being sold.
This plat creates four separate lots from an existing 26.54 acre +/- area.
Two lots will consist of the recently developed Coachman Park and the
Clearwater Main Library, with the remaining two lots included in the future
development of the Bluff.
This plat will also formally dedicate a small portion of the existing right-of-way
for Osceola Avenue and Pierce Street.
The replat also assists in clarifying the chain of title to this overall piece of land,
which the City has been assembling through various instruments for over
hundred years. The parcels created by this plat conform to the requirements of
City Charter Section 2.01(5)-(8).
This item was reviewed and approved by the Community Development Board
on August 8, 2024.
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. 2.1-
Strengthen public-private initiatives that attract, develop, and retain diversified
business sectors. 2.3 - Promote Clearwater as a premiere destination for
entertainment, cultural experiences, and tourism.
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7.3 Approve a one-year Lease with Christofi and Gimbel, Holdings, LLC., (Lessor) and the
City of Clearwater (Lessee) for office space located at 1255 Cleveland Street located in
Clearwater, FL in the not to exceed amount of$205,000.00 and authorize the appropriate
officials to execute same. (consent)
Considerable efforts have been expended over the last ten months planning for
the city staff relocation in support of the Municipal Services Building (MSB)
Renovation project (23-0035-EN). This proposed lease supports relocation of
60 city staff(out of 265 total) currently working out of the MSB. It was shared
previously with Council that allowing Ajax Builders to have the entire building
saves approximately $1 million dollars in construction costs and three months
of construction duration in addition to reduced negative impacts to employee
health, safety and productivity caused by working in a building partially under
construction. Impacts of working in a partially occupied building would include
considerable noise, dust and periodic power and equipment outages.
The proposed lease was the most economical of those found while meeting
operational and customer service needs. The space is full-service at around
$21 price per square foot (ppsf), includes furniture, valued at - $75,000 and
requires no buildout. Over ten other locations were considered and analyzed
with costs ranging from $16.50 to $27 ppsf with most requiring a wide range of
renovations and upgrades, higher total lease costs, and need for furniture
relocation or rental. County space required significant city reimbursement for air
condition upgrades or did not provide adequate space due to the County's
current occupation.
Lease space was minimized by leveraging city-owned facilities. The Public
Communications Department will relocate to available space the City is
currently leasing at 600 Cleveland Street. The remaining -195 MSB occupants,
will relocate to existing city-owned space including the Main Library, Main Police
Department building, Clearwater Gas Complex, Fire Station 48 training space,
Countryside (District 3) Police Substation, the Marshall Street WRF lab space
and the old Countryside Library. The project Owner's Representative, working
with a move company, was able to procure used office furniture for these
city-spaces, saving $75,000 versus purchasing and saving more when
compared to rental furniture costs. Some of the existing furniture from the MSB
will be relocated. The remainder MSB furniture will be auctioned/salvaged per
procurement guidelines.
Presented lease location:
1255 Cleveland Street rental costs and particulars.
This lease represents the entire 3rd floor of the building, totaling 7761 square
feet (SF) of pre-staged office space.
At no additional charge, this location represents tremendous cost savings from
already being pre-staged with the majority of needed office fixtures only to
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Council Work Session Meeting Minutes November 4, 2024
require the City to install its IT facilities. This is a turn-key, full-service Class A
office space building.
This full-service lease includes all necessary utilities at $20.93 per square foot
with extended Building access 7am - 8pm.
$13,535.00 - monthly lease rent or$162,420.00 unadjusted annual lease rent.
$700.00 - set aside for monthly excess fees or $8,400.00 annually (for additional
utilities or parking if applicable).
$13,535.00 - one time Security Deposit, refundable at lease competition.
$184,355.00 -total not to exceed lease cost.
$205,000.00 - requested lease approval amount not to exceed.
Upon Council approval, the first month's rent ($13,535.00) plus security deposit
($13,535.00) totaling ($27,070.00 total) will be due to the building owner (lessor).
The building owner (lessor) has already pre-scheduled the needed I/T
connections for a seamless City staff transition.
Lease was reviewed and approved by Public Works and the City Attorney
Departments.
APPROPRIATION CODE AND AMOUNT:
ENGF230001-MISC-LEASE
Funds are available in capital improvement project ENGF230001, MSB
Renovation, to fund this lease. This project is funded by the General Fund.
STRATEGIC PRIORITY:
Adopt responsive levels of service for public facilities and amenities, and identify
resources required to sustain that level of service. Inspire citizen participation
through civic engagement and volunteerism to build strong, inclusive, and
engaged communities.
7.4 Approve a purchase order to Econolite Control, Inc (Econolite) for traffic signal cabinets
and controller components in the amount of$168,399.00 pursuant to Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to
execute same. (consent)
During hurricane Helene a total of seven traffic signal cabinets and interior
components located within the City of Clearwater incurred irreversible saltwater
damage. Damaged cabinets and components have since been replaced with
recycled, salvaged and stocked parts and are temporarily back in operation.
However, due to the long lead times for new cabinets and specialized
components, there is an immediate need to replace the current ones. This will
address the ongoing deterioration caused by saltwater exposure and replenish
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Council Work Session Meeting Minutes November 4, 2024
the stock used for temporary repairs in case of future unforeseen issues.
Econolite is currently a State-approved vendor awarded under Florida
Department of Transportation, Solicitation No. DOT-ITB-24-9098-SJ, APL
Contract CR950 valid through June 5, 2026. Authorization is requested to
piggyback off of this contract for this purchase.
Econolite is offering an additional ten percent discount for items purchased
under the terms of the FDOT Contract CR950 for hurricane relief, resulting in a
total savings of$18,711.00.
APPROPRIATION CODE AND AMOUNT:
1817525-550800-D2402 $168,399.00
This purchase order will be coded to special program project 181-D2402,
Helene, with reimbursement anticipated from FEMA.
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.
[1.4] Foster safe and healthy communities in Clearwater through first-class
public safety and emergency response services.
In response to questions, Transportation Manager Amanda Hull said the
cabinets failed during Hurricane Helene due to the high level of water. She
said the cabinets were not removed then but were removed during Milton.
Assistant City Manager Dan Slaughter said removing the cabinets means the
traffic signals are taken offline in the midst of an evacuation. He said based
on the number of cabinets, staff was not able to remove them in the 12-hour
timeframe during this incident. The removal strategy will be implemented
when it makes sense. Ms. Hull said staff is in the process of hardening and
raising those cabinets in low-lying areas.
8. General Services
8.1 Approve purchase order to Communications International of Vero Beach, FL for the
maintenance and repair of the citywide two-way radio communication system and
equipment in the amount of$210,912.00 for term October 1, 2024 through September
30, 2025, pursuant to Clearwater Code of Ordinances Section 2.563(1)(a), Single
Source, and authorize the appropriate officials to execute same. (consent).
Communications International is the authorized L3Harris Channel Partner
assigned to the City. This is a renewal to the existing annual maintenance
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Council Work Session Meeting Minutes November 4, 2024
agreement and authorizes Communications International to provide preventive
maintenance, repair and/or replacement, demand, and emergency services on
all of the City's owned two-way radios and terminals used by Clearwater Police
Department, Solid Waste & Recycling, Clearwater Gas System, and other city
departments. Use of another company to perform these services and repairs
may void portions of coverage still under warranty.
There are only two providers that provide this type of equipment and service,
and they are L3Harris and Motorola. Cl is the sole provider for L3Harris, and we
utilize the L3Harris radio format as opposed to Motorola. There aren't any
immediate alternatives available. Staff is currently evaluating the costs and
benefits of migrating to the Motorola radio maintained by Pinellas County.
The term of this annual maintenance agreement is for one year, October 1,
2024 through September 30, 2025.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Garage Fund-Radio Maintenance cost code
5666620-530300, contractual services, to fund this contract. The Garage Fund
is an internal service fund of the City which supports city-wide fleet services and
radio communications.
9. Planning
9.1 Approve amendments to the Community Development Code clarifying definitions for
artwork and murals (applicable citywide) and modifying window signage standards in
Downtown; and pass Ordinance No. 9791-24 on first reading.
Proposed Ordinance No. 9791-24 addresses two items discussed by City
Council at its July 29, 2024, work session. Specifically, there was consensus by
City Council for consistent window signage allowances throughout the city;
therefore, the proposed amendment increases the amount of window signage
allowed for businesses in the Downtown District from 10% to 25%. Additionally,
during the work session discussion, City Council showed support for murals
and the vibrancy they can bring to the city. Proposed amendments modify the
definitions for artwork and mural, providing clearer guidance on what
components would constitute signage.
The Planning and Development Department has determined that the proposed
text amendments to the Community Development Code are consistent with and
further the goals, objectives and policies of the Comprehensive Plan and the
Community Development Code as outlined in the staff report.
The Community Development Board, in its capacity as the Local Planning
Agency (LPA), reviewed the proposed amendments to the Community
Development Code at its meeting on October 15, 2024 and unanimously
recommended approval.
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STRATEGIC PRIORITY:
These proposed amendments support the Economic & Housing Opportunity
goal of the city's Strategic Plan by providing amendments to the Community
Development Code that further support businesses.
9.2 Continue to 12/19/2024: 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 9775-24 on first reading.
(TA2024-07002)
Due to Hurricane Helene and ongoing recovery efforts, staff requested to
continue TA2024-07002 to the Community Development Board's November 19,
2024 meeting, requiring a continuance of the item before City Council.
City Council adoption of this ordinance will occur in 2025, which will require a
new ordinance number to be assigned to this item.
10. Information Technology
10.1Authorize purchase orders to multiple vendors for the purchase of computer parts,
product maintenance, servers, and network equipment in the cumulative not-to-exceed
amount of$2,400,000.00, for term December 1, 2024 through either the expiration of the
respective contract or September 30, 2025, pursuant to Clearwater Code of Ordinances
Section 2.563 (1)(c), Piggyback, and Section 2.561(5), small purchases, and authorize
the appropriate officials to execute same. (consent)
The Information Technology Department is requesting authorization to procure
computer and network supplies from various vendors to include parts, cabling,
servers, computers, power supplies, wireless and security technology for the
maintenance and upgrade of the city's computer network and equipment.
Purchases will be obtained through various piggyback contracts.
The list of vendors with their piggyback contracts are as follows:
Amazon:
• Omnia Contract No. MA3457 (State of Utah) valid through 05/05/2025
https://www.omniapartners.com/suppliers/amazon-business/public-sect
or/contract-documents#contract-390
<<https://www.omniapartners.com/suppliers/amazon-business/public-s
ector/contract-documents»
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CDW-GovernmentLUC:
* Omnia Contract No. yNA3458 (Gtah* ofUtah) valid through 05/05/2025
* Gouroavva|| Contract No. O71321-COVVvalid through OS/1O/2O25
<<https://www.sourcewell-mn.qgv/cooperative-purchasing/071321-CQ
* Omnia 2O24O50-01 - GC)V (City ofMesa, AZ) valid through 7/1/28
* Gouroavva|| 121S23-COVVGTech Catalog valid through 2/27/2O28
<<https://www.sourcewell-mn.gov/cooperative-purchasing/l 21923-CD
* State ofFlorida Contract No. 4323OOOO-23-NAGPC)-ACGvalid through
O4/24/2O27
ng/state contracts and agreements/ Iternate contract source/softwar
e value added reseller svar>>
Canmsofl' Inc:
*
State ofFlorida Contract No. 4323OOOO-NAGPC)-10-ACGvalid through
OS/3O/2O20
ng/state contracts and agreements/alternate contract source/cloud s
DGR:
* OMNIA PARTNERS CONTRACT 01-154(IT Security and Data
Protection Soiutiono) (Region 14ESC-TX)VaUdThrough 11/30/2025
-docurnents#contract-1 517
* SOURCEVVELLCONTRACT RFP#121S23VaUdThrough 02/27/2028
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* S\A\R43230000-23-NASPO-ACS(State ofFiorida)VaUdThrough
Page 15
City orClearwater
Council Work Session Meeting Minutes November 4, 2024
04/24/2027
CChttps://www.dms.myflorida.com/business operations/state=purchasi
ng/state contracts and agreements/a[tern ate contract source/softwar
e value added reseller sear»
DOF Creations:
• OMNIA PARTNERS CONTRACT 01-154(IT Security and Data
Protection Solutions) (Region 14 ESC-TX)Valid Through 11/30/2025
https://www.omniapartners.com/suppliers/fortinet/public-sector/contract
-documents#kcontract-1517
CChttps://www.omniapartners.com/suppliers/fortinet/public-sector/contr
act-documents»
GovConnection dba Connection Public Sector Solutions:
• Omnia Contract No. 01-144 (Region XIV Education Service Center) valid
through 11/30/2025
htts://www.om niapartners.com/suppliers/connection/public-sector/cont
ract-documents#contract-1476
<<https://www.omnia artners.com/suppliers/connection/public-sector/c
ontract-documents»
HP, Inc:
• FL - State of Florida (NVP PC5)43230000-23-NASPO-ACS Valid
Through 04/24/2027
<<https://www.dms.myflorida.com/business operations/state gurchasi
ng/state contracts and agreements/alternate contract source/softwar
e value added reseller svar»
• FL - State of Florida MFD 44100000-24-NASPO-ACS Valid Through
07/31/2026
<<https://www.dms.myflorida.com/business operations/state gurchasi
ng/state contracts and agreements/alternate contract source/multi-fu
nction devices copiers and related software and services»
InSight Public Sector Inc:
• State of Florida Contract No. 43230000-23-NASPO-ACS valid through
04/24/2027
CChttps://www.dms.myflorida.com/business operations/state gurchasi
ng/state contracts and agreements/alternate contract source/softwar
e value added reseller svar»
• State of Florida Contract No. 43230000-NASPO-16-ACS valid through
09/30/2026
CChttps://www.dms.myflorida.com/business operations/state gurchasi
ng/state contracts and agreements/alternate contract source/cloud s
olutions»
SHI International Corp:
Page 16
City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
• State of Florida Contract No. 43230000-23-NASPO-ACS valid through
04/24/2027
<<https://www.dms.myflorida.com/business operations/state -p,u�hasi
ng/state contracts and agreements/alternate contract source/softwar
e value added reseller svar>>
• State of Florida Contract No. 43230000-NASPO-16-ACS valid through
09/30/2026
<<https://www.dms.myflorida.com/business operations/state -p,u�hasi
ng/state contracts and agreements/alternate contract source/cloud s
olutions>>
• TIPS-Tech.Solutions, Products&Servies 230105 Valid Through
5/31/2028
<<https://www.tips-usa.com/vendorProfile.cfm?
Record I D=7D90DFBE5334489DF430FE8FF41599D3>>
• Omnia 2024056-02 (City of Mesa,AZ)Valid Through 7/1/2028
<<https://www.omniapartners.com/suppliers/shi/public-sector/contract-
docurnents>>
Authorization to add additional vendors as needed is also requested following
the proper procurement process with oversight from the Procurement Division
to include small dollar purchases subject to Clearwater Code of Ordinances
Section 2.561(5).
APPROPRIATION CODE AND AMOUNT:
Funds are available in various departmental cost centers in object codes
550100 (Office Supplies), 550400 (Operating Supplies), 550800 (Computer
Parts), 530100 (Professional Services), 530300 (Contractual Services), and
530500 (Maintenance) as well as various Capital Improvement Projects to fund
these purchases.
STRATEGIC PRIORITY:
These purchases help accomplish strategic objectives 1.2, 1.3, and 1.4. The
Information Technology Department maintains critical public infrastructure to
deliver sustain a high level of service to support a safe and healthy community.
11. Solid Waste
1 1.1Approve an increase to the existing purchase order with RDK Assets, Inc of Tampa, FL
for solid waste and recycling truck rentals in the amount of$160,000.00, bringing the total
not to exceed amount to $460,500.00, pursuant to Clearwater Code of Ordinances
Section 2.563 (1)(c), Piggyback, and authorize the appropriate officials to execute same.
(consent)
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City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
Due to the impacts from Hurricane Helene and in anticipation of Hurricane
Milton, the Solid Waste/Recycling (SWR) department contacted RDK on
October 7, 2024 to secure six additional rental trucks. These included three
rear-end loader trucks and three grapple/jaws trucks, which were picked up to
assist with storm debris removal after Hurricane Milton passed. The requested
additional funds will allow the department to use these six trucks through the
end of December 2024, supporting efforts to bring the city back to being bright
and beautiful from bay to beach.
The initial purchase order, approved by the City Manager in October 2023,
amounted to $96,500.00 for truck rentals through a piggyback agreement with
City of Boynton Beach ITB 011-2515-19/IT, valid through March 19, 2025. On
May 16, 2024, Council approved an additional $204,000.00 to accommodate
rentals due to significant operational challenges in SWR's fleet, including
mechanical failures and delayed deliveries of new trucks, bringing the purchase
order to $300,500.00. Authorization is now requested for an additional
$160,000.00 to cover more rental trucks for storm debris removal, bringing the
total purchase order amount to $460,500.00.
APPROPRIATION CODE AND AMOUNT:
This purchase order will be coded to Solid Waste Fund cost code
4242083-544100-D2501, Rentals-Equipment-Hurricane Milton, which is used to
track Hurricane Milton expenses. Reimbursement is anticipated from FEMA.
STRATEGIC PRIORITY:
This item falls under objective 1.3 (adopt responsive levels of service for public
facilities and amenities) within High Performing Government.
11.2Ratify and confirm a purchase order with CrowderGulf Joint Venture, Inc. of Mobile, AL for
Hurricane Helene debris removal in an amount of$4,146,250.00, pursuant to RFP 08-24.
(consent)
On February 9, 2024, Procurement issued Request for Proposal (RFP) 08-24,
Disaster Debris Removal and Disposal Services for debris removal and
disposal services in the event of a major disaster and received nine responses
on March 12, 2024. The evaluation committee consisting of representatives
from Clearwater Fire & Rescue, Finance, Parks and Recreation and Solid
Waste & Recycling carefully reviewed each submittal and recommended a
primary award to CrowderGulf Joint Venture, Inc. (CrowderGulf) with a
secondary award to Ceres Environmental Services (Ceres). CrowderGulf
(primary) and Ceres (secondary) have the experience, equipment, manpower,
permits and licenses to perform all related debris management services (DMS).
The contracts to CrowderGulf and Ceres were executed by the City with the
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City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
respective vendors on May 13, 2024.
In the aftermath of Hurricane Helene on September 26-27, 2024, CrowderGulf
was activated by the City to provide additional debris removal and management
services. On October 7, 2024, the City Manager approved this estimate of
$4,146,250.00 under an emergency declaration, per City Code of Ordinances
Section 2.563(1)(k). Assuming Council ratification and confirmation of this
purchase order, Solid Waste will return to Council for approval on a separate
purchase order with CrowderGulf for Hurricane Milton additional debris removal
and management services.
APPROPRIATION CODE AND AMOUNT:
This purchase order will be coded to Solid Waste Fund cost code
4242088-546300-D2402, Disaster Response-Hurricane Helene, which is used
to track Hurricane Helene expenses. Based on FEMA guidelines, 100%
reimbursement is anticipated from FEMA so long as debris is removed within
90 days. This cost is estimated to be $5,000,000 requiring a first quarter budget
amendment to this cost code and authorize the use of$3,010,640 of fund
reserves to cover this budget increase.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment
allocating Solid Waste and Recycling Fund reserves in the amount of
$3,010,640.00 to provide the balance of funding needed for this purchase order.
The remaining balance of Solid Waste and Recycling Fund reserves after 50%
working capital reserves is approximately $24.7 million, or 78% of the current
Solid Waste and Recycling Fund operating budget.
STRATEGIC PRIORITY:
This item falls under objective 1.3 (adopt responsive levels of service for public
facilities and amenities) and objective 1.4 (foster safe and healthy communities
in Clearwater through first-class public safety and emergency response
services) within High Performing Government.
12. City Clerk
12.1Approve the 2025 city council meeting schedule.
Per City Council Rule 1, Scheduling Council Meetings/Work Session Agendas,
city council meetings are at 6:00 p.m. on the first and third Thursday of each
month. The accompanying work sessions are at 1:30 p.m. on the preceding
Monday, unless the Monday is a holiday, in which case the work session is on
Tuesday. No meetings are held the first Thursday in January and July, or the
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City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
third Thursday in December.
Staff has identified the following conflicts:
1. To accommodate the observance of the following holidays, staff
recommends scheduling a council meeting only that week (no consent
agenda):
a. Presidents Day - Monday, February 17, 2025.
Council Meeting: Thursday, February 20, 2025
b. Juneteenth -Thursday, June 19, 2025.
Council Meeting: June 18, 2025.
c. Labor Day - Monday, September 1, 2025
Council Meeting - Thursday, September 4, 2025
d. Yom Kippur - Wednesday, October 1, 2025 through Thursday,
October 2, 2025.
Council Meeting: Monday, September 29, 2025
2. To accommodate Jazz Holiday (October 16-19, 2025), staff
recommends moving the Thursday, October 16 council meeting to
Wednesday, October 15.
In addition, staff is proposing a special work session on Thursday, January 30,
2025, from 9:00 am to 12:00 pm, for the annual strategic planning session.
13. City Attorney
13.1Approve a license agreement between the City of Clearwater and PLDD Harborview,
LLC (PLDD) to allow PLDD to use the Clearwater Main Library Parking Lot located at
100 N. Osceola Ave, Clearwater, FL 33755 for access, ingress, and egress privileges
and authorize the appropriate officials to execute the same. (consent)
On August 4, 2022, the City of Clearwater (City), the DeNunzio Group, LLC
(DeNunzio), and Gotham Property Acquisitions, LLC entered into a
development agreement in part for the construction of a new hotel at the site of
the former Harborview Center located at 50 N. Osceola Avenue, Clearwater,
Florida 33755 (Hotel Property). As a part of the development agreement, the
City and DeNunzio were required to enter into a license agreement allowing
access to the Hotel Property through the Clearwater Main Library parking lot
located at 100 N. Osceola Ave., Clearwater, FL 33755 and adjacent to the Hotel
Property (Parking Lot).
The license provides DeNunzio's special purpose entity, PLDD Harborview,
LLC (PLLD), access, ingress, and egress privileges to the Parking Lot for an
initial term of 30 years with perpetual automatic renewal terms of ten years
each for the life of the hotel project. Ownership of the Parking Lot will remain
with the City and no real property or leasehold interests are being conveyed to
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City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
PLDD.
13.2Approve updated legal services agreement between the City and Bush Graziano Rice
and Hearing, P.A. for the legal representation in the matter of Nathaniel Brooks v. City of
Clearwater and Joseph Roseto, Civil Action No. 8:21-CV-02967-SDM-TGW, and
authorize the appropriate officials to execute same. (consent)
The City of Clearwater was served with a lawsuit alleging that Mr. Brooks' civil
rights were violated by events that occurred between 2014 and 2018.
The Code of Ordinances requires the City to protect and defend both current
and former employees in any civil action or proceeding in any state or federal
court arising out of any alleged act or omission which occurred or is alleged in
the complaint to have occurred while the employee was acting within the scope
of his public employment or duties. Mr. Roseto was the former HR Director and
named as a co-defendant with the City. The claims against Mr. Roseto were
dismissed in December 2023.
In April 2023, the City Attorney initially assigned defense of this lawsuit to the law
firm of GrayRobinson, P.A., with Gregory Hearing, Esq. being the lead attorney.
In October 2023, Mr. Hearing moved to the law firm of Bush Graziano Rice &
Hearing, P.A., and the City continued to use the services of Mr. Hearing.
Due to the ongoing litigation, the case involving multiple defendants (City and
Mr. Roseto), and the unusually long eight-day jury trial, it is necessary to
increase the budget. This supplement is for$60,000.00, which includes
approximately $21,000.00 for trial related services and the remainder for
post-trial motions.
This purchase is exempt from bidding requirements pursuant to Section
2.563(1)(g), Clearwater Code of Ordinances.
APPROPRIATION CODE AND AMOUNT:
Funding for outside counsel is budgeted in the City Attorney's Office cost code
0109600-530100, Professional Services.
13.3Adopt Ordinance 9742-24 on second reading, to approve the Vacation request from the
City of Clearwater as the platted owner of an unnamed 10-foot wide alleyway portion that
abuts the west Lot line of Lot 7 in Block F of the corrected plat of Clearwater Improvement
Co., Plaza Park addition according to the map or plat thereof as recorded in Plat Book 5,
Page 53 of the Public Records of Hillsborough county, Florida, of which Pinellas county
was formerly a part.
Page 21
City of Clearwater
Council Work Session Meeting Minutes November 4, 2024
14. City Manager Verbal Reports
14.1Storm Debris Removal Update.
Solid Waste Director Kervin St. Aimie provided a PowerPoint presentation.
In response to questions, Mr. Aimie said staff is tracking every pick-up and dump and
contracted a third party to monitor staff's progress. The City Manager said the FEMA
guidelines change on a regular basis, but Solid Waste staff has been working with Public
Communications to ensure the messaging provided to the community is current. She said
communication efforts include creating information that targets specific constituent groups
(i.e., residents, businesses, and visitors). The City Attorney said staff is requesting that a
Florida Department of Emergency Management form (Notice of Entry) be signed when
picking up debris from condominiums. He said it is still not known if the form will be required
by FEMA, but the City is prepared in case it s. The form prevents duplication of benefits and
provides a stronger audit trail for the City. The City Manager said staff has focused on
maximizing the City's eligibility for FEMA reimbursement and implementing processes, such
as commercial debris pickup, when FEMA guidelines are issued.
The City Manager said staff has been focusing on maximizing potential FEMA
reimbursements and not Spring Training. She requested council direction to switch staff
focus on Bay Care Ballpark and being ready for Spring Training as it has a great economic
impact to the area.
Risk Manager Todd Morrone said the loss at the ballpark is approximately$4 million but the
deductible on the building is$2.1 million, which is the City's out-of-pocket expense after the
insurance claim. As mitigation is completed, consideration must be given to reconstruction.
The City Manager said reconstruction options available to the City may include FEMA
reimbursement eligibility if the normal procurement process is followed. She said she spoke
with The Phillies; they have agreed to identify areas of the facility that do not need to be
ready by Spring Training and items that can wait.
There was council consensus for staff to focus on being baseball ready.
15. City Attorney Verbal Reports — None.
16. 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.
17. Closing Comments by Mayor
18. Adjourn
The meeting adjourned at 4:27 p.m.
Page 22
City of Clearwater