Council Work Session Meeting Minutes September 5, City of Clearwater. City Hall 112 S. Osceola Avenue Clearwater, FL

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1 City Hall 112 S. Osceola Avenue Clearwater, FL Meeting Minutes Tuesday, September 5, :00 AM Council Chambers Council Work Session Page 1

2 Roll Call Present 5 - Mayor George N. Cretekos, Vice Mayor Hoyt Hamilton, Councilmember Doreen Caudell, Councilmember Bob Cundiff, and Councilmember Bill Jonson Also Present: William B. Horne II City Manager, Jill Silverboard Deputy City Manager, Micah Maxwell Assistant City Manager, Pamela K. Akin - City Attorney, Rosemarie Call - City Clerk and Nicole Sprague Official Records and Legislative Services Coordinator To provide continuity for research, items are listed in agenda order although not necessarily discussed in that order. 1. Call to Order Mayor Cretekos The meeting was called to order at 9:00 a.m. at City Hall. 2. Presentations Given. 2.1 September Service Awards Four service awards were presented to city employees. The September 2017 employee of the month award was presented to Officer James Frederick, Police. The Council recessed from 9:07 a.m. to 10:03 a.m. to meet as the Community Redevelopment Agency. 3. City Manager 3.1 Approve a Capital Funding Agreement with Clearwater Marine Aquarium for a sum not to exceed $5 million (one payment for $3 million and a one-time matching grant for $2 million) and authorize the appropriate officials to execute same. (consent) In September of 2016 the Clearwater Marine Aquarium (CMA) made a request to the City for grant funding in the amount of $3.0 million in immediate funding plus an additional $2.0 million in matching funding to be paid when CMA obtains private donations of an equal amount. After the request was made, the CMA made a change in architects and placed their request on hold, until the new design was developed and final costs had been estimated. That work has been completed and the CMA has asked that their grant request and its Page 2

3 accompanying agreement be brought forward for consideration by the Clearwater City Council. Staff recommends approval. A first quarter budget amendment in FY 2018 will provide a transfer of $5,000,000 from General Fund Reserves, to a capital improvement project number to be determined to fund this agreement USE OF RESERVE FUNDS: Funding for this agreement will be provided by a fiscal 2018 first quarter budget amendment allocating General Fund reserves in the amount of $5,000,000. A net total of $8,543,663 of General Fund reserves has been appropriated by Council to fund expenditures in the 2016/17 operating budget, and if approved, this total of $5 million of General Fund reserves from the 2017/18 operating budget. If this item is approved, the remaining balance in General Fund expenditures, after the 8.5% minimum reserve requirement, is approximately $8.2 million, including the BP legal settlement monies. Exclusive of the BP monies, the remaining balance is $1.75 million, or 1.3% of the fiscal 2018 General Fund operating budget. The City Attorney said the CMA has requested to continue the item. 4. Office of Management and Budget 4.1 Set final millage rate of mills for fiscal year 2017/18 against non-exempt real and personal property within the and pass Ordinance on first reading. In accordance with Chapter 200 of the Florida Statutes, which defines requirements for the Determination of Millage and the rules governing Truth in Millage (TRIM) compliance, the City Council must hold two public hearings to adopt a final millage rate for the new fiscal year. The adoption of this ordinance to establish the millage rate and the two related budget ordinances are an integral part of fulfilling these requirements. The City Council set a tentative millage rate of mills on July 20, 2017, which is the rate that appeared on the TRIM bill notices mailed to taxpayers in August. The millage rate of mills represents a 6.86% increase from the rolled back rate of mills. Ordinance is presented in order to adopt the millage rate of Page 3

4 mills to support the operating and capital improvement budgets for the 2017/18 fiscal year. 4.2 Approve the Annual Operating Budget for the 2017/18 fiscal year and pass Ordinance on first reading. In accordance with Chapter 200 of the Florida Statutes and the rules governing Truth in Millage (TRIM) compliance, the City Council must hold two public hearings to adopt the budget. The adoption of this ordinance and the related ordinances adopting the 2017/18 millage rate and the Capital Improvement Budget are an integral part of fulfilling these requirements. On June 30, 2017, the City Manager provided the City Council with a Preliminary Annual Operating and Capital Improvement Budget that outlined estimates of revenues and expenditures for the 2017/18 fiscal year. The City Manager presented the preliminary budget at the City Council meeting on July 20, 2017, and at the August 2, 2017 Special Budget Council meeting for Council discussion and citizen input. The following changes have been made to the Preliminary Operating Budget and are included in the ordinances for adoption of the operating budget: The expenditure budget for the Parks and Recreation Department is increased by $1,265,420 to include the operating budgets of the Pier 60 and Sailing Center programs which were previously a part of the Marine and Aviation Department. This is due to a management change which was made after release of the preliminary budget and has a net zero effect on the total General Fund operating budget. The expenditure budget for the Water and Sewer Fund is increased by $145,850 to reflect transfers to the Capital Improvement Fund which weren t included in preliminary figures. This represents impact fee funding in capital projects that are planned in the Capital Improvement budget for fiscal year 2017/2018. The expenditure budget for the Central Insurance Fund is decreased by $215,680 to reflect a reduction in workers compensation costs based upon updated estimates. This change reduces the use of Central Insurance Fund reserves which were budgeted to offset the increased cost of workers compensation insurance. In the Special Revenue funds, both revenues and expenditures are reduced by a total of $236,780 to reflect the adjusted total of CDBG, HOME and SHIP funds in the 2017/18 Annual Action Plan approved by the City Council on August 3, Page 4

5 In response to questions, Budget Manager Kayleen Kastel said Pier 60 and the Sailing Center were always general fund operations. Council will have the ability to amend the budget all year long; it may be difficult to identify specific budget codes now if project funds are reshuffled to address a new need. Deputy City Manager Jill Silverboard said it would be easier for staff if Council advised of specific budget amendments today; if specific budget amounts are not known, or there is no consensus to pursue the amendment, staff recommends to wait until a quarterly amendment. Ms. Kastel said the budget presented to Council is balanced; there are is not projected general fund reserve dollar amount being put in or used. Council policy requires a minimum of 8.5% of the expenditure budget to be set aside for the general fund reserve. Finance Director Jay Ravins said there is currently $26 million in general fund reserves; policy requires $11 million. The reserves includes $6 million of BP settlement monies. Mr. Ravins said there is approximately $8.5 million in reserves that have not been designated. Assistant City Manager Micah Maxwell said the reserve funding does not include CMA's $5 million request. 4.3 Adopt the Fiscal Year 2017/18 Annual Capital Improvement Budget and establish a six-year plan for the Capital Improvement Program (CIP) and pass Ordinance on first reading. In accordance with Chapter 200 of the Florida Statutes and the rules governing Truth in Millage (TRIM) compliance, the City Council must hold two public hearing to adopt the final budget. The adoption of this ordinance and the related ordinances adopting the 2017/18 millage rate and operating budget are an integral part of fulfilling these requirements. On June 30, 2017, the City Manager provided the City Council with a Preliminary Annual Operating and Capital Improvement Budget that outlined estimates of revenues and expenditures for the 2017/18 fiscal year. The City Manager presented the preliminary budget at the City Council meeting on July 20, 2017, and at the August 2, 2017 Special Budget Council meeting for Council discussion and citizen input. No changes have been made to the preliminary 2017/18 Capital Improvement Fund budget. In the preliminary Six Year Capital Improvement Plan, funding budgeted for fiscal year 2019 in the amount of $483,000 for Sports Turf Installation at the Jack Russell Stadium practice field has been eliminated. This project has been accelerated to fiscal year 2016/2017 as a third quarter budget amendment, Page 5

6 approved by the Council on August 16, Approve the recommended Penny for Pinellas project list, as revised for Fiscal Years 2017/18 through 2019/20. On March 6, 1997, the City Council adopted Ordinance The ordinance established the requirement for a special hearing prior to adoption of the capital improvement budget to discuss the use of Penny for Pinellas tax, and at any time in which there is any proposed change to the Penny for Pinellas project funding of $500,000 or more. Changes to Penny for Pinellas project list that meet this criteria in the proposed 2017/18 capital improvement budget and six-year plan include the following: Seminole Boat Launch Improvements - This project has been established in the amount of $5 million to be funded in fiscal year 2017/2018. The funding will provide for the improvements to the parking lot and launch area, dock expansion, lighting updates, and enhanced gateways from Seminole Street to Osceola Avenue. Aviation Operations Center - This project has been established in the amount of $760,000 to be funded in fiscal year 2019/2020. The total project budget is estimated at $3.8 million to construct a new operations center at the City s Airpark. Staff will seek an FDOT grant to provide the remaining funding needed. Bicycle Paths-Bridges - This project funding has been increased by $500,000 in Penny for Pinellas funding planned in fiscal year 2017/2018. The increase will provide additional funding for the City s portion of the pedestrian overpass at State Road 60. McMullen Tennis Complex - This project has been increased by $300,000 in Penny for Pinellas funding planned in fiscal year 2017/2018. This will provide additional funds needed for the construction of four lighted soft courts at the McMullen Tennis Complex. Fire Ladder Truck - The project funding has been increased by $144,180 to a new total of $1,300,000 to provide for the purchase and equipping of a replacement aerial unit for one of the three existing Pierce Aerial vehicles which has reached the end of its useful life as a front-line unit. In response to questions, Deputy City Manager Jill Silverboard said the Seminole Boat Launch Improvements includes intersection improvements at Seminole Street and Osceola Avenue. Page 6

7 Staff was directed to provide the replacement timelines for Fire vehicles. It was stated that if Penny is not renewed, the items on the list would be pursued with general fund dollars. 5. Economic Development and Housing 5.1 Approve the Amended and Restated Clearwater Business SPARK Memorandum of Understanding (MOU), and delegate to the City Manager or his designee, authority to administer, evaluate, market, seek funding for the program, and adapt objectives, services, partners and facilities by amendment to the MOU, as may be identified for success of the program from time to time, and authorize the appropriate officials to execute same. (consent) In May of 2015, the City Council and the Community Redevelopment Agency approved a non-binding MOU detailing the spirit and intent of the Clearwater Business SPARK Consortium to collaborate to provide a variety of programs, services, education and networking opportunities to support entrepreneurs and small business throughout Clearwater, as well as to define the roles and responsibilities of the Partners. The Consortium seeks to amend the MOU to add additional Partner performance metrics, roles and responsibilities, add/remove Partners, and going forward, allow amendments to the MOU without seeking Council/CRA approval. In addition, the MOU extends the date to achieve sustainability from three to five years from the original executed MOU (May 7, 2015). The amendment to the MOU will be presented at both the September 5th Community Redevelopment Agency meeting, as well as the September 7th City Council meeting. Funding requests shall be considered as part of the City s annual budget process. Requests for City and/or CRA financial support of Clearwater Business SPARK will continue to be considered as a part of the annual budget process. Requests for funds will be submitted annually according to the budget schedule, and is subject to City Council and/or CRA approval. 5.2 Approve State Housing Initiatives Partnership (SHIP) Program Annual Report and Local Page 7

8 Housing Incentive Certification for the closeout year and interim years and and authorize the appropriate officials to execute same. (consent) The Florida Legislature enacted the William E. Sadowski Affordable Housing Act (Act) in The Act created a dedicated revenue source for state and local housing trust funds including the State Housing Initiatives Partnership (SHIP) Program. Through the SHIP Program, Economic Development and Housing has provided funding for the following housing activities: Downpayment and closing costs assistance of existing structures; the construction of new dwellings; the rehabilitation of owner-occupied single-family dwellings; and the construction, acquisition, and rehabilitation of rental properties. All local governments receiving SHIP funds must submit their annual report to the Florida Housing Finance Corporation by September 15 of each year. The annual report provides details of expended, encumbered, and unencumbered funds and a proposal for use of any unused funds. The report also provide information on the strategies funded, the number of households served, and income category, age, family size, race and other data regarding special needs populations such as homeless persons, persons with disabilities and the elderly. The report is submitted electronically to the State of Florida. For closeout year , the City received $760, from the state annual distribution, receipt of program income, interest and carryover funds from previous year. The department assisted forty-one families utilizing its approved strategies. The department also used these SHIP funds and SHIP program income to match federal program funds to support other existing housing programs. For interim year , the expended, encumbered, and unencumbered amounts are $149,643.14, $535,763.81, and $0.00 respectively. Total Revenue (Actual and/or Anticipated), including +/- carryover funds is $ For interim year , the expended, encumbered, and unencumbered amounts are $53,198.08, $87,762.00, and $777,457.54, respectively. Total Revenue (Actual and/or Anticipated), including +/- carryover funds is $918, SHIP funding has a positive impact on the City s economy, as evidenced by activities in closeout year , where the City expended $760,765 in SHIP dollars to leverage over $3.8 million in other funds. Page 8

9 6. Finance Staff was directed to draft a letter supporting continued SHIP funding for the City s State Legislative Delegation. 6.1 Approve the purchase of excess liability, excess workers compensation, and numerous specialty insurance policies from October 1, 2017 through September 30, 2018 at an amount not to exceed $760,000, and authorize the appropriate officials to execute same. (consent) The Risk Management Division of the Finance Department purchases certain excess and specialty insurance policies through the efforts of the City s insurance broker, Arthur J. Gallagher and Company. These policies include an excess liability package through Lloyds s of London for coverages including General Liability, Automobile Liability, Employee Benefits Liability, Public Officials Liability, Law Enforcement Liability, Marine Operator s Liability, EMS Liability, and Compressed Natural Gas Liability; an excess workers compensation package through Safety National for coverages including Workers Compensation and Employer Liability; and additional excess policies for Third Party Storage Tank Liability, Hull Protection and Indemnity, Cyber Liability and numerous flood policies. Due to the City s favorable loss history, the premium increased only 0.16% to $271,500 on excess package policies. The premium for excess Workers Compensation coverage increased by 2.32% to $299,840 for fiscal The premium rate for this year was locked in, since the insurer for this policy offered a two-year program last year. The premium for fiscal 2018 was actually driven by an increase in salaries. Risk Management is also estimating an increase of 10% for the additional excess policies, and a 20% increase for the various flood policies. This year s total not-to-exceed renewal amount of $760,000 is the same as the fiscal 2017 approved not-to-exceed amount. This request allows us to factor in the estimated increases while maintaining a contingency of $13, $760, Authorize the negotiated sale of not to exceed $30,000,000 Water and Sewer Revenue Refunding Bond, Series 2017B and adopt Resolution Page 9

10 Currently there is outstanding $30,465,000 par value of Water and Sewer Revenue Bonds, Series 2011, with maturities in years and interest rates ranging from 4.25% to 5.00% that are callable on December 1, Current bond-market conditions present an opportunity to advance refund these bonds to achieve a present value savings of approximately $2,565,730 (8.42%). The City s debt management policy states, As a general rule, the present value savings of a particular refunding should exceed 5%. In anticipation of a possible refunding, the City issued RFP soliciting proposals from qualified investment companies who would be interested in providing a bank loan as an alternative financing source. The City received eight proposals in response to the RFP. This resolution authorizes the negotiated sale of not to exceed $30,000,000 par value at a fixed interest rate of 2.40% of Revenue Refunding Bonds, Series 2017B, to Raymond James Capital Funding, Inc., the firm submitting the most favorable response to the RFP. 7. Gas System In response to a question, Controller Clem Vericker said the proceeds from the bond sale will go into an escrow account and remain in the account through December 2021, when the outstanding bonds will be called. 7.1 Accept Ordinance , an Interlocal Agreement/Franchise with the City of Belleair Bluffs, in order for Clearwater Gas System to continue to provide natural gas service to the citizens of Belleair Bluffs and adopt Resolution On August 21, 2017, the City of Belleair Bluffs Commission approved an Interlocal Agreement with the, which provides a franchise for Clearwater Gas System to provide natural gas service in Belleair Bluffs. The Clearwater Gas System has provided service within the City of Belleair Bluffs for the past 35 years under prior franchise agreements. The effective date shall be the 1st day of the following month after the Interlocal Agreement is approved by the. The Agreement provides the a 15-year non-exclusive right to continue to construct, operate and maintain all facilities necessary to supply natural gas to the City of Belleair Bluffs. The agreement also provides for renewal options, which may be extended for an additional 15 years. The Interlocal Agreement provides for a 6% franchise fee to be paid by the consumers of natural gas within the City of Belleair Bluffs. The prior franchise fee was 6%. Page 10

11 8. Human Resources 8.1 Authorize the funding of city medical insurance and a contract between the City and Cigna Healthcare for administrative services under a self-insured funding arrangement for the period January 1, 2018 through December 31, 2018, at a total not-to-exceed $21.6 million, to be funded by city budgeted funds, payroll deductions of employee and retiree premiums, and Central Insurance Fund reserves; approve the use of not-to-exceed $660,000 of Central Insurance Fund reserves for fiscal (consent) Historically, the City s health care costs have escalated due to increased inflation in health care cost (8% to 10% annually) and less than favorable claims experience. The result was increased costs for the City, and the employees and retirees who participate in the City plan. In calendar year 2016, staff saw this trend change with actual costs being approximately $1.8 million less than budgeted. For fiscal year 2017, the City budgeted for an increase of $621,000 ($285,000 or 1.7% due to claims and $336,000 or 2.7% due to an increase in employees). As of June 2017, the actual costs for the plan calendar year-to-date are $1.3 million less than budgeted and projected to be $2 million less for entire year. This is the second consecutive year the City has seen cost trending downward which can be attributed to savings from the use of the Employee Health Center, the increased emphasis on wellness, and a greater focus on wellness by employees. As the City is self insured, there is a reserve requirement of two months of claims, estimated at 2.7 million. This recommendation will permit the city to attain that requirement. For plan year 2018, an actuarially supported renewal based on the City s claims trend projects a 2.09% ($378,148) increase in funding in order to maintain the current plan design and participation in Cigna s Open Access Plus Network. This renewal will include mental health, substance abuse, and EAP. When considering the mitigation of costs over the past 2 years, the City Benefits Committee and the City discussed several options that included providing funds to be placed in a health savings account or lowering out of pocket expenses in the health plan design. The Committee and City have agreed that lowering costs was the best option available. This recommendation would result in no additional premium costs for covered members with employee plus one or employee plus family coverage. It will also permit the City to modify the current health plan design by lowering the office visit co-pays, hospital admission fee, and prescription drug co-pays. The recommendation also includes the current funding strategy of paying 100% of employee Page 11

12 coverage, 78% of Employee plus one coverage, and 68% of employee plus family coverage. The budgeted increase would include the renewal of $378,148 and an additional $516,262 to account for the plan changes, for a total of $894, 410 for the calendar year. The increase for the Fiscal Year would be approximately $660,000.The budget already includes health costs for 39 new FTE s of $315,900. If the current trend continues, staff anticipates costs to stay within budget estimates. The City s fiscal 2018 budget includes $17.3 million across all operations for health plan costs. This proposal, plus estimated health clinic costs, is estimated to cost $17.9 million, an increase of approximately $660,000. The total calendar year 2018 cost to the City is estimated at $18.2 million. The City s fiscal 2018 budget includes $17.3 million across all operations for health plan costs. This proposal, plus estimated health clinic costs, is estimated to cost $17.9 million, an increase of approximately $660,000. The total calendar year 2018 cost to the City is estimated at $18.2 million. 9. Parks and Recreation Human Resources Manager Michelle Kutch provided a PowerPoint presentation. 9.1 Approve a one-year Agreement with Juvenile Welfare Board (JWB) and the City of Clearwater for funding of youth programs, approve a first quarter budget amendment of $372,645 in special program , Coordinated Child Care Ross Norton, and authorize the appropriate officials to execute same. (consent) Since 2000, the City has received annual funding from JWB Children s Services Council to provide after school and summer programming for youth in Clearwater. Once again, the City has been awarded funding for youth programming for Fiscal Year 2017/18 from JWB. The budget is based on serving 233 children in the program over the course of the year. In Fiscal Year 2016/17, the City was awarded $361,791 for this program. In June 2015, the City Resource Committee approved the original grant application that covered not only 2015 but additional years. This year, JWB did not require a request for proposal, thus providing a continuation of program services and gave a three percent increase for staff costs. Charting a Course for Youth is a program designed to incorporate exercise Page 12

13 and nutrition based activities in an after school and summer camp setting, to improve academic success, encourage healthy lifestyle choices, improve social skills, increase athletic abilities, and develop leadership skills of the participants. The program serves community youth ages 6-17 at the Ross Norton and North Greenwood Recreation Complexes. There is no requirement to continue the program when the grant ends. A first quarter budget amendment will provide an increase of $372,645 in other governmental revenue in special program , Coordinated Child Care Ross Norton, to account for both revenues and expenditures for this agreement. 9.2 Approve a proposal by Construction Manager at Risk, Keystone Excavators, Inc. of Oldsmar, Florida, in the amount of $1,585,500 for the renovation of the West Multipurpose fields and lighting at Joe DiMaggio Sports Complex and authorize the appropriate officials to execute same. (consent) A master development and improvement plan was designed for the Joe DiMaggio Sports Complex in The first phase of this plan was the removal of the field house and construction of a new field to support local teams ( ). The second phase was the addition of a multipurpose building including restrooms, concessions and office/meeting room ( ). A third phase included the addition of a press box and storage area to service the numerous programs and activities held at the Complex ( ). This contract is for the fourth phase of this plan which includes the construction of one full sized multipurpose field and one medium sized area for practices. The contract will include sitework, grading, additional soil, irrigation, drainage systems, retaining walls, sod and lighting. This contract also includes upgraded lighting of the existing two multipurpose fields which are being designed to be relocated in the future phases (5 and 6). This renovation is needed in order to upgrade and improve the existing subpar multipurpose field areas on the western portion of the property for the benefit of our local cosponsor groups as well as to provide fields that will be able to host top level soccer and lacrosse events. A fifth and sixth phase is planned for the future of the complex which will include the construction of parking, two renovated full sized multipurpose fields and restroom/pressbox to service the two major league baseball fields on the property. Funding for these phases are included in Penny for Pinellas IV and will be requested from the TDC Capital Funding Program. This item supports the City Strategic Vision by providing quality facilities that meet the needs of the citizens of Clearwater and provides for more Page 13

14 opportunities to promote sports tourism. Funds are available in capital improvement project , Joe DiMaggio Sports Complex. 10. Police Department 10.1 Approve Equestrian Patrol Equine User Agreement among the (City), Nancy Miller and Deborah Storey (owners) for the use of the two horses for a period of three years and authorize the appropriate officials to execute same. (consent) City and owners previously entered into Agreements for the use of horses owned by Nancy Miller and Deborah Storey for the purpose of forming a Clearwater Police Department (CPD) Equestrian Patrol. Examples of the Nancy Miller s costs in providing transportation of both horses to law-enforcement related activities connected with the CPD Equestrian Patrol are as follows: Heavy Duty Truck for towing a horse trailer - Approximate cost $25,000. Truck Maintenance - Approximately $1010 yearly (washing, vacuuming, oil changes, regular maintenance, tires, etc.). Horse Trailer - Approximate cost $12,000. Trailer Maintenance - Approximately $350 yearly (Replace mats, jack, wiring & light replacements, cleaning, shavings, etc.). Storage - Location where it will be accessible, safe and not in the way; and Both horses will be boarded on real property owned by Nancy Miller. Examples of the owners yearly costs to maintain two horses are as follows: Vaccinations annually - ($100 per horse X 2 times per horse X 2 horses) $400. Ferrier annually - (About 9 times a year at $35 a visit per horse) $630. Feed, hay, supplements annually - $4512. Grooming supplies, fly spray, hoof meds annually - $720. De-worming annually - $80 During the period that the CPD Equestrian Patrol has been in operation, the City has derived the following benefits from the below listed deployments: Uniformed patrol of areas that are not accessible by traditional methods due to inaccessibility to cruisers or officers on foot - narrow bridges, tall weeds, insects, snakes, etc. Page 14

15 Public Relations/Outreach - The officers on horses are literally chased down by people to see the horses and touch them, take photos of/with them, etc. Many people that would not otherwise talk to a uniformed officer will approach the mounted riders to talk to them. This aids in public relations and to open communication with the residents in patrolled neighborhoods. Special Events - National Night Out, Christmas time patrols of mall, children s events, etc. Field Search Capabilities - Missing Person/Child in wooded settings. Mutual Aid - Other agencies needing mounted units. This User Agreement will be for three years, beginning on August 18, 2017, and ending on August 18, Investigative Cost Recovery, , $ Approve an Interlocal Agreement between the Clearwater Community Redevelopment Agency (CRA) and the to provide CRA funding in Fiscal Year in the amount of $174, to underwrite the cost of additional Community Policing services by the Clearwater Police Department in the East Gateway District, Town Lake District, and Downtown Core District, encompassed by the CRA (Community Redevelopment Area) to address quality of life issues, drug dealing, prostitution, and homelessness, and authorize the appropriate officials to execute same. Quality of life issues, drug dealing, prostitution, and homelessness, all negatively impact re-development plans. Additional community policing resources are needed to effectively address these issues above and beyond the level provided by routine road patrol functions. An allowable funding source of this action item is the use of CRA Tax Increment Financing (TIF) funds. Florida Statutes allows for the use of TIF funds for community policing innovations in Community Redevelopment Areas. The CRA and Clearwater Police Department have reached an agreement on a proposed scope of services and terms as delineated in the Interlocal Agreement. Included in the scope is the delineation of specific, measurable crime reduction targets by which to monitor the success of the initiative as well as providing clear language required by statute assuring that the resources are applied to the CRA/East Gateway area. The term of this Interlocal Agreement will be October 1, 2017 through Page 15

16 September 30, Appropriation Code: , $174, In response to questions, Major Eric Gandy said the synthetic drugs include spice and synthetic stimulants; opioids have not been an issue in the CRA. Police Chief Daniel Slaughter said although opioids have not played a chronic problem in the city, opioid related deaths have doubled this year (13 to 26). Since Manatee County has a chronic opioid problem, the Department has been tracking the issue and preparing officers if the issue arises in Clearwater. Staff was directed to place the item on the Consent Agenda. 11. Engineering 11.1 Award a construction contract to Steve s Excavating and Paving of Dunedin, FL, in the amount of $551, for Corona Avenue Sanitary Sewer Improvements project ( UT), which is the lowest responsible bid received; approve Supplemental Work Order 2 from Engineer of Record (EOR) AECOM, in the amount of $23, and authorize the appropriate officials to execute same. (consent) Corona Avenue Sanitary Sewer Improvements includes procurement and installation of approximately 700 linear feet of 12 inch-polyvinyl chloride (PVC) pipe and associated manholes; jack and bore 110 linear feet of 12 inch-ductile iron pipe under SR-60; and replacement of 40 linear feet of existing vitrified clay pipe with 10-inch PVC pipe. These improvements will expand the existing sanitary system to reduce the potential for overflows in this area. Six bids were received and Steve s Excavating and Paving was the lowest in the amount of $555, After comparing and evaluating bids, the EOR Aecom has recommended awarding construction to Steve s Excavating and Paving. April 19, 2016, Engineering Director approved an initial Work Order to AECOM in the amount of $24, for an evaluation of the existing sanitary sewer collection system in Corona and Arcturas Avenue areas. The purpose of the evaluation was to identify potential improvements to the collection system in this area. October 24, 2016, City Manager approved Supplemental Work Order 1 to AECOM in the amount of $64, for the preparation of design plans & specifications, bidding documents, and assistance during bidding. Page 16

17 Supplemental Work Order 2 provides for limited engineering services during construction including: shop drawing reviews, responses to contractor Requests for Information, final inspection and Florida Department of Environmental Protection permit close-out for total work order value of $113,123 (initial, Supplemental 1 and Supplemental 2). It is anticipated that construction will be completed within 150 days from issuance of Notice to Proceed. The s Public Utilities Department is responsible for owning, operating, and maintaining the sanitary sewer system $555, $ 23, Resolution was passed on March 16, 2017, establishing the City s intent to reimburse certain project costs incurred with future tax-exempt financing. The projects identified with 2018 revenue bonds as a funding source were included in the project list associated with Resolution Sufficient budget for interim financing or funding with 2018 Water and Sewer Revenue bond proceeds when issued is available in bond project , Sanitary Sewer Upgrades or Improvements in the amount of $555,170 and $23,550 is available in Capital Improvement Project , Sanitary Sewer Upgrades or Improvements to fund the project. In response to questions, Engineering Manager Jeremy Brown said the existing 10-inch pipeline runs along the center of the western lane on Arcturas Avenue. A new 12-inch pipeline will be installed along the center of the eastern lane; the connection will take place north of State Road 60, where a new manhole will be installed Approve Amendment 1 to Clearwater Beach Route Funding Agreement between Pinellas Suncoast Transit Authority (PSTA) and the City in the amount of $217,263 and authorize the appropriate officials to execute same. (consent) August 17, 2016, City Council approved a Clearwater Beach Route Funding Agreement with PSTA to contribute towards PSTA s financial obligations under the Jolley Trolley Agreement for Clearwater Beach Routes as of October 1, 2016 through September 30, Amendment 1 is to renew the Clearwater Beach Route Funding Agreement from October 1, 2017 through September 30, 2018 allowing the City to Page 17

18 contribute towards PSTA s financial obligation to Jolley Trolley in an amount not to exceed $217,263 for the Clearwater Beach Route that Jolley Trolley provides service under Jolley Trolley Agreement with PSTA. City Staff has reviewed and recommends approval of the renewal of the agreement with the amendment $217,263 Funds are included in the proposed FY2018 Parking System Operating Budget for the contribution. In response to a question, Traffic Operations Manager Paul Bertels said the increase cost to the City is approximately $40, Approve the second amendment to Florida Department of Environmental Protection (DEP) Agreement LP52090 for the Kapok Terrace Sanitary Sewer Expansion Project increasing funding by $250,000 and extending the expiration date through June 30, 2019 and authorize the appropriate officials to execute same. (consent) September 2014, City Council approved DEP agreement LP52090 for Clearwater Sanitary Sewer Expansion Projects up to $250,000 which was used for CR193, Grove Circle Expansion during Fiscal Year 2014/15. March 3, 2016, City Council approved Amendment 1 of DEP agreement LP52090 increasing funding by $250,000 to be used for Kapok Terrace Sanitary Sewer Expansion during Fiscal Year 2015/16 and extended the agreement through October 31, Amendment 2 of DEP Agreement LP52090 allocates an additional $250,000 to Kapok Terrace Sanitary Sewer Expansion Project during Fiscal Year 2016/17 and extends the agreement through June 30, 2019 The goal of the Kapok Terrace Sanitary Sewer Improvements project is to expand the sanitary sewer system in the Kapok Terrace neighborhood. Expansion of the sanitary sewer system will remove up to approximately 135 dwellings from their septic system in the Alligator Creek Watershed which drains to Old Tampa Bay. The expanded sewer system will direct wastewater to East Water Reclamation Facility. Kapok Terrace Sanitary Sewer System Improvements is out to bid with the anticipated bid opening date of September 6, 2017 and an anticipated award date of October 5, Page 18

19 $250,000 A first quarter budget amendment in Fiscal Year 2018 will increase budget, only, by $250,000 of DEP grant funding in Capital Improvement Project , Sanitary Sewer Extension. The Council recessed from 10:54 a.m. to 11:00 a.m. 12. Fire Department 12.1 Award a contract (Purchase Order) in the amount of $ 1,284, to Pierce Manufacturing Inc. of Appleton, WI for one 2017 Heavy Duty Pierce Velocity Ascendant Tiller, per spec 626, in accordance with Sec (1)(b), Code of Ordinances - Sole Source; and authorize the appropriate officials to execute same. (consent) The Department has one Tiller which has exceeded its recommended service life. A Tiller type of aerial apparatus provides exceptional turning radius capability, enhanced storage capability, lower vehicle profile, and will up-grade the abilities of the unit it replaces. The aerial apparatus will meet the current NFPA 1901 recommendations and will maintain design and operational features consistent with the department s needs. CFR currently operates eleven front line vehicles (8 engines, 2 trucks, a heavy duty rescue squad), and five reserve vehicles (3 engines and 2 trucks) manufactured by Pierce Manufacturing. For standardization of equipment, repair parts, and ease of maintenance along with the complexity of the specialty unit, the department desires to purchase a new front-line tiller from the same manufacturer under the sole source exemption to purchasing requirements. Estimated annual operating costs of $ 40, in the department s operating budget include debt costs and garage charges for operating and maintaining the vehicle. Garage charges on the new vehicle are expected to be less than the vehicle being retired. The FY 2017/2018 Capital Improvement Project (CIP) project provides $1,300, in Penny III funding for the replacement of the tiller apparatus. The department desires to approve this purchase in order to receive placement on the Pierce Manufacturing production schedule before other fire Page 19

20 departments receiving funding in the new fiscal year. The Department has determined to purchase a Pierce Tiller Apparatus for the amount of $1,299, and take advantage of a partial pre-payment discount. By making a $387, prepayment the department can realize a $15, prepayment discount. The net cost of the apparatus is $1,284, after realizing a $15, partial prepayment discount Approve the Cloud Hosting Addendum and the Kronos Addendum to the licensing agreement for software applications, equipment and related services between Kronos Inc in Chelmsford, MA and the and the Fire and Rescue Department to utilize additional services as outlined in the agreements, and authorize the Fire Chief to execute same. (consent) Clearwater Fire & Rescue has a current agreement with Kronos, a software company providing staffing and scheduling software services. The Fire and Rescue Department uses this software daily and has been using it for more than 10 years. Under the Cloud Hosting Addendum, Clearwater Fire & Rescue desires to use those Kronos software applications in Kronos managed cloud environment (Kronos Private Cloud) in accordance with the License Agreement. The addendum shall run for two renewal terms upon execution of new agreements. The Kronos Addendum Workforce Telestaff IVR Service is an addendum that provides supplemental terms and agreements to the software application that allows Clearwater Fire & Rescue to initiate phone calls to staff members to fill vacancies or receive notifications of work opportunities for employees who are licensed to use the product. Kronos will provide phone support and software updates and shall commence upon the execution of the Order Form and shall run for 12 months; and will renew upon execution of new agreements. A purchase order has been issued for this year s renewal of user licenses, computer software maintenance and a one-time software upgrade due to the migration of software to Office 365 Enterprise Suites. The annual user license and software maintenance cost is $17, and the onetime cost for the software upgrade is $ 10, Because Kronos Inc. has included an Indemnification clause in the Cloud Hosting Addendum, the Fire Chief cannot sign the addendum without the City Council s approval for him to sign. However, the City s liability in the Indemnification clause has been limited as follows: Nothing herein is intended to nor shall it be construed as a waiver of any immunity from or limitation from liability to which Customer is entitled under the doctrine of sovereign immunity Page 20

21 (Section , Florida Statutes) Approve an agreement between Pinellas County and to provide Emergency Medical Services ALS First Responder services to the Clearwater Fire District, and authorize the appropriate officials to execute same. (consent) The Pinellas County Emergency Medical Services Authority (EMS Authority) is a special district created for the purpose of providing Emergency Medical Services (EMS) throughout Pinellas County, pursuant to Chapter , Laws of Florida, and Chapter 54, Article III, Pinellas County Code, as amended. Pinellas County has contracted with various municipalities and independent special fire districts in the County to provide first responder services and has also contracted with an ambulance contractor to provide emergency and non-emergency transport services. Through this contract, Clearwater Fire & Rescue will provide advanced life support services to the residents of the and to individuals within the unincorporated area of Pinellas County that is located within the Clearwater Fire Control District. Under the agreement, the EMS Authority reimburses Clearwater Fire & Rescue for operating six rescue units and two advanced life support engines (ALS). Clearwater Fire & Rescue operated an additional two ALS engines to provide upgraded service to the fire district. The initial term of this Agreement shall be for two years, commencing October 1, 2017 and ending at midnight September 30, 2019, unless this Agreement is earlier terminated as provided for herein in this Agreement. This Agreement may be extended for three additional one year periods following the initial term, provided that the Parties mutually agree in writing to such extension which is subject to Authority and Contractor approval prior to July 1st of each extension year. In response to questions, Fire Chief Scott Ehlers said the agreement includes additional funding for the Peak Medic Unit. Next year there will be potential funding for the second unit. Staff was directed to agenda an Irma Storm Update for the council meeting. 13. Library Page 21

22 13.1 Approve an Interlocal Agreement between the Clearwater Community Redevelopment Agency (CRA) and the to provide CRA funding in Fiscal Year in the amount of $97,890 to underwrite activities in the Clearwater Main Library that support community learning in the areas of Science, Technology, Engineering and Math, Entrepreneurship and small business growth and development pursuant to the recommendations of the Urban Land Institute report on economic enhancement of the downtown Clearwater area and authorize the appropriate officials to execute same. The Clearwater Main Library is a partner in the Clearwater Business SPARK ecosystem of organizations working to support the development of entrepreneurship and small businesses throughout Clearwater. This partnership was prompted by the ULI report recommending public/private partnerships to encourage business growth in this area. The Main Library has a prominent position in the CRA area, and will provide education and training in the Business and STEM areas through research opportunities, STEM maker space areas, classes and tutorials and meeting accommodation. The CRA funding will pay one staff member to oversee these functions, assist with additional library hours to make the facility available when needed by the business community and provide educational and training opportunities. Funding will be from Library Activation budget. 14. Public Utilities 14.1 Approve a Purchase Order (contract) with John Mader Enterprises, Inc. of North Fort Myers, FL, in the annual amount of $300, with the option for two, one-year term extensions for services to repair, replace or supply utility plant equipment intended for normal operating activities, and authorize the appropriate officials to execute same. (consent) John Mader Enterprises, Inc. provides services to repair, replace or supply equipment for the Public Utilities plants to include pumps, compressors, blowers, motors and gear boxes. John Mader Enterprises, Inc. is currently under contract with Lee County Southwest Florida, #B KC. The contract is in its second year and will expire June 06, The is eligible to piggyback on this contract per section 14 of the Formal Bid No. B and in accordance with City Code (1)(d), other government entities contracts. Public Utilities Department is responsible for facilities throughout the city, including water reclamation facilities, water plants, lift stations, wells, and reclaim booster pump stations. Timely maintenance of the equipment in these facilities is required by Florida Department of Environmental Protection permits Page 22

23 to maintain compliance to prevent the release of wastewater into the environment and maintain quality drinking water $ 75, FY2016/ $ 225, FY2017/2018 Sufficient funding are available in the Water & Sewer Utility Fund operating cost center , Maintenance Operations, in the amount of $75, for FY2016/2017. The funding for the remaining will be included in the Maintenance operating budget in FY2017/2018 from the Director. USE OF RESERVE FUNDS: N/A In response to questions, Public Utilities Director David Porter said the services are paid for as they are used. The company is used by other jurisdictions. Mr. Porter said city staff would take the equipment out and ship it to the contractor Approve a Purchase Order (contract) with United Rentals of Tampa, FL, in the annual amount of $150, with the option for two, one-year term extensions for rental equipment intended for normal operating activities and authorize the appropriate officials to execute same. (consent) United Rentals (North America) Inc. provides equipment rentals under contract with National Joint Powers Alliance (NJPA). Rental equipment acquired through United Rentals is in compliance with the NJPA Contract #091615, which expires October 20, The is a member of NJPA and is eligible to piggyback on this contract in accordance with City Code (1)(d), other government entities contracts. Public Utilities undertakes maintenance activities and responds to emergency conditions that periodically require bypass pumping of flows so repairs can be made. In addition, temporary generators, pumps and other maintenance equipments larger than the units owned by the Utility or in numbers greater than owned by the Utility are required. Timely maintenance of the facilities is required to properly maintain the equipment, meet FDEP Permit conditions and to prevent the release of wastewater into the environment. In addition to the annual purchase order authorization, an increase in the amount of $40, to BR is requested in order for United Rentals to continue to provide temporary generators, pumps and other maintenance equipment through October 30, $ 40, /2017 Page 23