Workshop Meeting

BOARD OF COMMISSIONERS TOWN OF REDINGTON SHORES WORKSHOP MEETING WEDNESDAY, JUNE 25, 2025 immediately following the Budget Workshop AGENDA A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPEARANCES AND PRESENTATIONS E. OLD BUSINESS 1. Utility Undergrounding Project Update – Mark Porter F. NEW BUSINESS 1. Building Department Services 2. Town Administrator Position G. MISCELLANEOUS H. ADJOURNMENT Pursuant to Florida Statutes § 286.0105, if any person or entity decides to appeal any decision made on any matter considered at any meeting or hearing of any Redington Shores Board or Commission, he, she or it will need a record of the proceedings and, for such purpose, he, she or it may need to ensure that a verbatim record of the proceedings is made, which record includes the legal arguments, testimony, and evidence upon which the appeal is to be based. ITEM E.1. Date: June 25, 2025 To: Board of Commissioners From: Margaret Carey, Interim Town Administrator / Town Clerk Re: Utility Undergrounding Update Mark Porter, Utility Consultants, will present an update on the Utility Underground Project. Project Scope: Underground existing Duke and Spectrum facilities on the west side of Gulf Blvd. within the town limits from 174th Avenue E to 183rd Terrace Drive. Duke Energy to perform all their construction; similarly, Spectrum will also perform their construction. Cost: • Duke: $3.8M • Spectrum: $243,412.16 • Consultant: $19,000 approximately Grant/Reimbursement: $2,394,223.00 from Penny for Pinellas Budget: This project was budgeted in the 24/25 FY budget in the amount of $2.5M Funding - Additional Information: Penny for Pinellas, HMGP grant, Investment Account Next Steps: • Submit an annual status report to Penny for Pinellas ASAP (this is required by our agreement and has never been done) • Pay BCE to Duke: $3.8M • Pay BCE to Spectrum: $243,412.16 • Submit grant request to Penny • Submit grant request to HMGP (this grant was applied for and is pending approval) • Collect easements for affected properties Important Deadline: The final cutoff date for grant reimbursement is September 30, 2026. If we miss this deadline the Town will forfeit the $2.3M of Penny money. Recommendation: Staff recommends paying the Duke and Spectrum BCEs as soon as possible to secure the cost and get in the queue. The process is quite lengthy. ITEM F.1. Date: June 25, 2025 To: Board of Commissioners From: Margaret Carey, Interim Town Administrator/Town Clerk Re: Building Department Services At the May 14, 2025 Regular meeting, the Commission directed me to explore options for building department services. CURRENT SITUATION The Town is contracted with SAFEbuilt through an (emergency) consultant contract with M.T. Causley, LLC for Building Department Services. That contract was signed on 11-20-2024 by Mayor Hendrickson in response to Hurricanes Helene and Milton and our own internal staffing situation. FEE STRUCTURE: Paid hourly. TERM: The Term of this agreement is 12 months (11-20-2025) and it automatically renews if not terminated. TERMINATION: 90-day written notice. Regarding our Permit Technicians, SAFEbuilt is currently providing 1 Permit Technician. The other 2 Permit Technicians are contracted through Tidal Basin. That contract was just renewed for an additional 90 days – expiring 10-6-2025. We have an option to renew and a 30-day termination provision. Redington Shores and Redington Beach have an interlocal agreement for Building Department Services. All future considerations will include building services for Redington Beach as well (as long as the interlocal agreement is in place.) That interlocal agreement continues until either party terminates with a 90-day notice. PROPOSED SAFEBUIILT CONTRACT Updated: June 18, 2025 SAFEBuilt has submitted a contract for permanent Building Department Services. Highlights of the contract:  COST – SAFEBuilt retains 95% of permit fees as payment for their services.  PLUS – SAFEBuilt returns 5% of the fees to the Town to be used for the newly developed Contingency Fund (to be used for waiving permit fees in the event of a future major disaster).   FEE SCHEDULE – SAFEBuilt will follow the Town’s fee schedule (not the County).  COMMUNITY CORE SOFTWARE – SAFEBuilt would use their own software at no additional cost to the Town.  TRANSITION PERIOD – A detailed plan for seamless transition is provided.  TERM – 12 months  TERMINATION – 90 days written notice OTHER OPTIONS Options for Building Department Services. • Remain with SAFEBuilt – under a permanent contract. • Issue an RFP for competitive bidding. Attorney Eschenfelder can prepare the RFP. • Return to In-house Building Department Services - would need to hire a Building Official and 1-2 full-time Permit Technicians. • Interlocal Agreement with Indian Shores for Building Department Services* *This option was explored but the Town Administrator for Indian Shores said this is not an option they are prepared to offer at this time. CONSIDERATIONS Switching Building Department Services during the hurricane season requires careful planning and risk assessment due to the potential heightened urgency of permitting, inspections, etc., during this time. • TIMING - Is it absolutely necessary to change anything before the end of hurricane season (November 30th)? • TRANSITION - A transition plan will need to be developed (service overlap, staff training, records transfer). • PUBLIC CONFIDENCE – Avoid disruptions and keep the public notified of changes. DISCUSSION By the end of this Workshop, we will aim to decide the following: 1. What is the plan between now and November 30, 2025? a. Stay with SAFEBuilt b. Switch to the preferred option as soon as possible. 2. What is the preferred option? 3. Does the Town wish to continue its interlocal agreement with Redington Beach? 4. What are immediate next steps? Redington Shores Building Department Services (Workshop) June 25, 2025. Who is M.T. Causley?  M.T. Causley, LLC Local Leader for Building Department Services • Over 27 years of plan review and inspection services in Florida • Industry provider with the most qualified individuals • Employs more than 130 staff members: Building Officials, Chief Plan Examiners and Inspectors as well as Permit Technicians and support staff • Staff possess extensive knowledge of the Florida Building Code, National Electric Code, Florida Fire Protection Code and Floodplain Management. • Provides similar services to neighboring municipalities such as Town of North Reddington Beach, Cities of Treasure Island and Largo as well as the Town of Belleview. 3 Key Personnel  Wide range of experience includes: Your Project Team Residential developments Multi-family dwellings Single-family homes Retirement communities • Primary & Alternate Teams LEED Buildings Colleges & Universities Hospitals & Medical Schools: Elementary, K-8 • Each team consists of 5 multi-certified facilities and High Schools Inspectors High-rise buildings Medical Examiner’s office • Over 200 combined years of experience Parking garages – above Theatres and below grade • 6 of them are licensed Building Code Floodplain Retail centers Administrators Historical buildings Airport Hangars • 7 of them are licensed multi-certified Refrigerated buildings Low-income housing Plans Examiners Restaurants Hotels • No Subconsultants 5 Questions & Concerns of the Commission Items to be addressed: • Adopting the County Fee Schedule – • Transition Period – • Additional Services – • Housing and Meals for Relocated Staff – 7 Fee Schedule Compliance: Concern: Town does not wish to adopt the County Fee Schedule due to State Statute limitations Transition Period • SAFEbuilt agrees to operate under the Town’s current adopted fee schedule. • We do not require or request any changes to the existing schedule. • We agree to a 95/5 split of collected permit fees. 8 Transition Period: Concern: A clear transition period is needed for logistics and to coordinate with Tidal Basin. • Building Department Services Continuity & Transition Plan To ensure a seamless and uninterrupted experience for the Town, M.T. Causley will continue providing full Building Department services for 60 days following contract approval. During this time, we will implement a structured and collaborative transition plan as outlined below: 9 Transition Period: • Coordination with Town Leadership • Partner closely with the Town Manager to establish a mutually agreed-upon start date for full operational handoff, ensuring alignment and transparency throughout the process. • Day 1–20: Website & Public-Facing Updates • Begin updating the Town’s website with direct links to all permit forms and relevant documentation, helping residents and contractors easily access key information during the transition. 10 Transition Period: • Day 30: System Integration & Permit Migration • Initiate the migration of active and pending permits into the CommunityCore platform, enabling digital tracking, processing, and reporting with enhanced efficiency and visibility. • Tidal Basin Collaboration • Integrate Tidal Basin’s continuity timeline and priorities into our transition efforts, ensuring smooth coordination and zero service disruption across all active scopes 11 Notification of Additional Services: Concern: The Town wants advance notice and clarity on any additional services. • SAFEbuilt will notify and obtain approval from the Town before performing any additional services. • As of contract signing, no additional services are anticipated. • Any additional services would include: • Damage Assessments services • After business hours meeting 12 Relocated Staff Costs: Concern: The Town does not wish to pay for housing and meals of relocated staff. • In case of hurricane and if we need to add additional boots on the ground to help during any damage assessments after hurricane • In some cases, we need to bring staff from other states to help with damage assessments 13 Summary & Next Steps: • All concerns will be addressed via updated contract language. • SAFEbuilt remains committed to: • Using the Town’s Existing Fee Schedule • Working with Town Manager for Clearly Defined Transition Period • Advance Notification for Additional Services • Partnership and Transparency 14 CommunityCore Solutions • CommunityCore Solutions is SAFEbuilt's proprietary, on-line community development software tool for managing permitting, plan reviews and approvals, and code enforcement and inspection activities. If the Town of Redington Shores chooses SAFEbuilt as its service provider. CommunityCore Solutions— typically valued at $150,000.00— at no extra charge. 16 Relevant Experience Relevant Experience • Assisted over eighty (80) cities and counties • Services include: • Establishing Building Department Services • Complete Building Department Services • Supplemental Building Department Services • Plan Review and Inspections for Special Projects • Emergency Services • Remote Services • Disaster Assessment Services • Code Enforcement Services 18 Town of North Redington Polk County Beach Since 2018, Polk County released a Bid for Since 2015, we have been assisting the Towns of Temporary Positions: Building Inspectors and North Redington Beach with building department Plans Examiners. We were amongst the four firms services. The Towns are supplied with a Building selected to assist the County with as needed Official, Floodplain and supplemental staff to perform plan review and inspection services. plan review, inspection services and permit tech service. All services are from out hub office in Redington Shores 19 City of Tallahassee City of Treasure Island Since 2016, we have assisted the City with remote plan We have been assisting the City since 2012 with a review services. Our staff, visited the City and received building official responsible for performing plan review comprehensive training on their system, Permit Docs. and inspections. We’ve become familiar with the City’s Plans submitted at the City, are uploaded to the system allowing the reviewers to review the plans online. The processes and procedures as well as City staff, residents City receives a monthly report including permit number, and contractors. Additionally, our building official assists address and type of review along with the time spent with flood plain management and ISO services. on each review. 20  M.T. Causley has or is currently assisting: − Bal Harbour Village − City of Marathon − Miami-Dade County − Village of Tequesta − City of Belleview − City of Miami Beach − Monroe County − Village of Wellington − City of Chiefland − City of Miami Gardens − Osceola County − Volusia County − City of Clearwater − City of North Bay Village − Orange County School − City of Coleman − City of North Miami Board − City of Coral Gables − City of North Miami Beach − Palm Beach County − City of Delray Beach − City of Pahokee − Pasco County − City of Eustis − City of Palm Beach Gardens − Polk County − City of Florida City − City of St. Cloud − Seminole Tribe − City of Greenacres − City of Stuart − Town of Bronson − City of Gretna − City of Tallahassee − Town of Haverhill − City of Gulfport − City of Treasure Island − Town of Juno Beach − City of Hallandale Beach − City of Venice − Town of Jupiter − City of Hialeah − City of West Palm Beach − Town of Medley − City of Homestead − City of Winter Haven − Town of Miami Lakes − City of Inverness − College of Central Florida − Town of Palm Beach − City of Key West − Gilchrist County − Village of Islamorada − City of Largo − Hernando County − Village of North Palm Beach − City of Lake Wales − Indian River County − Village of Palmetto Bay − City of Lake Worth − Lake County − Village of Pinecrest − City of Lakeland − Marion County − Village of Royal Palm Beach 21 THANK YOU! We are truly honored to have been selected for today’s workshop. M.T. Causley brings a longstanding track record of reliable, high-quality service across the state of Florida, and we are excited about the opportunity to extend that commitment to the Town of Redington Shores. Thank you again for your time, engagement, and consideration. We look forward to the potential of working together and delivering exceptional support to the Town and its residents RATE & FEE SCHED WILL BE UPDATED ITEM F.2. Date: June 25, 2025 To: Board of Commissioners From: Margaret Carey, Interim Town Administrator/Town Clerk Re: Town Administrator Position At the June 11 Regular Meeting, Commissioners directed staff to immediately begin advertising the updated job description for the Town Administrator position. Candidates are required to submit a cover letter, resume, references, and a minimum salary requirement. The position was advertised on the Town’s website, Florida City Jobs (Florida League of Cities), and GovernmentJobs.com. Resumes were emailed to Commissioners as they were received. This evening Commissioners will discuss the resumes that were received.  TOWN OF REDINGTON SHORES POSITION DESCRIPTION POSITION TITLE: Town Administrator DEPARTMENT: Administration REPORTS TO: Board of Commissioners SUPERVISES: All Town employees as provided for in Town Code § 1-20 EMPLOYMENT CLASSIFICATION: Full Time – FLSA Exempt (Executive) GENERAL DESCRIPTION: The Town Administrator is entrusted with numerous and diverse duties. The position is one of high responsibility requiring advanced leadership, management, and administrative work as the Town’s chief administrative executive. The purpose of this position is to ensure the policy directions of the Board of Commissioners are carried out, to administer the Town’s adopted budget, and to direct and coordinate all phases of the Town’s delivery of municipal services while ensuring the efficient and effective operation of all Town departments. Work involves the leadership, management, supervision, and coordination of activities related to the Town in accordance with the Town Charter, Town Code, state and federal law, and the policies, resolutions and budgets adopted by the Board of Commissioners. The Administrator is appointed by and serves at the pleasure of the Board of Commissioners and, under the Commission’s general oversight and direction, plans, directs, organizes, and controls the daily operations of the Town, including the Town’s human, financial, and physical resources to efficiently and effectively accomplish the Town’s policies, objectives and master plans. ESSENTIAL FUNCTIONS (KNOWLEDGE, SKILLS, AND OTHER CHARACTERISTICS): Essential functions, as defined under the Americans with Disability Act, may include the following tasks, knowledge, skill, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions, tasks, management, and leadership functions performed in this position. • Be responsible for the efficient and proper administration of all Town business as defined by the Board of Commissioners. • With assistance of the Town Attorney and Town staff, acquire and maintain a thorough working knowledge and interpretation of the Town Code, Town policies and procedures, and the state and federal laws applicable to Florida local government, including but not limited to the Public Records Act, Sunshine Law, Code of Ethics, Florida Statutes Chapter 166, and the statutes governing the Town’s budgeting and financial operations. • Subject to the limitations set forth in Town Code § 1-20, interviews, hires, evaluates, promotes, disciplines, discharges and makes all other related personnel decisions for subordinate employees. • Reviews, approves, and coordinates scheduled absences of employees to ensure continuity of Town services. • Studies, analyzes, and makes recommendations to the Board of Commissioners related to salaries, job duties, responsibilities, safety, training, morale, efficiency, and various other personnel policies for Town employees. • Deals with the Town’s residents, businesses, Town officials and contractors, and Town employees in a professional, tactful, diplomatic, and honest manner. • Maintains discretion and confidentiality in the management of sensitive documents or communications including exempt employee health records, civil or criminal investigations, and attorney-client communications. 1 • Directs, supervises, coordinates, and delegates the activities of the administration of all Town departments, offices, agencies, and contracts of the Town in accordance with the Town Charter and Code and applicable law. • Negotiates, approves and executes contracts on behalf of the Town as the Town’s budget, procurement rules, and the Town Code and state law allow. • Establishes and maintains effective working relationships with Town Commissioners, Town Charter officials, and other Pinellas County elected and appointed officials. • In conjunction with the Town Clerk and other relevant staff, develops agendas for meetings of the Town’s various subordinate boards and commissions including the planning and zoning board. • In conjunction with the Town’s code enforcement deputy and building official, develops case materials for presentation to the Town’s special magistrate. • Attends all meetings of the special magistrate and the Town’s subordinate boards and commissions. • Authorizes purchases or other expenditures in accordance with the Town’s procurement rules and adopted Town budgets. • Maintains a sound working knowledge of public procurement methods and laws and oversees the Town’s procurement process to include recommending to the Commission proper procurement rules, preparing solicitation documents, and supervising the evaluation of solicitation responses, contract negotiations, and contract administration. • Oversees the administration of all vendor contracts, interlocal agreements, grant agreements and development agreements to ensure the Town’s rights are protected, that renewals or cancellation notices occur in a timely manner, and all Town obligations are complied with. • Serves as the property manager of all Town facilities, including but not limited to Town Hall, the Town maintenance facility, all Town parks, mini-parks, and all other real estate and personal property owned by the Town. • Oversees the continual supervision of, and implementation of the Town’s Emergency Disaster and Hurricane Response Plans. • The Administrator will oversee the risk management of the Town, shall maintain a master list of all Town real and personal property, and shall, as part of the budgeting process, recommend to the Board of Commissioners the types and amounts of insurance coverages that will ensure the Town is properly insured with respect to property loss and litigation claims. • Works before, during, and after a declared and/or undeclared emergency to ensure the Town’s emergency plans are carried out, that the Town properly coordinates with county and state emergency management officials, and to ensure the Town’s staff and emergency contractors perform their required duties. • Responsible for collaborating with the Town Clerk to ensure agendas are established for Town Commission meetings; briefs individual Commissioners in advance of meetings to ensure they are aware of all necessary background for the agenda items. • Attends Commission meetings and participates as the chief administrative executive of the Town. • Collaborates and gathers input from the Commission and the Town’s Financial Advisory Committee regarding budget development, appropriations, and budget administration. • Prepares and submits an annual itemized budget, budget message, and capital program to the Board of Commissioners, in a form and within the time frame established by Town Code and state law. • Prepares and submits to the Board of Commissioners, and makes available to the public, a complete report on the finances and administrative activities of the Town at the end of each fiscal year. • Makes such other reports as the Board of Commissioners may require concerning the operations of Town advisory boards, contractors, departments, offices, or agencies of the Town. • Keeps the Board of Commissioners fully advised as to the Town’s financial and operational condition, and makes such financial or policy recommendations to the Commission as the Administrator determines is appropriate. 2  • Regularly researches opportunities for the Town to apply for and receive grant funds to assist the Town in building, maintaining or replacing Town infrastructure and assets, or to assist the Town in maintaining, adding or improving Town programs and services to improve the quality of life for Town residents, visitors and businesses. • Uses, and ensures Town staff use up to date technology, internet, cloud and software tools to ensure the Town’s internal and external communications, and its business operations are ADA compliant, user friendly, reduce inefficiency, and are secure from hacking, ransom wear and similar cyber threats. • Maintains community respect in the Town of Redington Shores through good public relations and by keeping residents and business owners informed of Town progress and policies as required. • Works alongside the members of the Commission to resolve or assist in the resolution of complaints concerning Town operations with citizens and others and/or refers to the appropriate Town, county or state official for the appropriate actions. • Visualizes, documents, and communicates both current and future goals and objectives of the Town. • Establishes and maintains good working relationships with other government entities within Pinellas County, as well as with State agencies. • Performs such other duties as may be assigned by the Board of Commissioners, not inconsistent with the position, Town resolutions, Charter and Code, and existing laws. ESSENTIAL PHYSICAL AND MENTAL REQUIREMENTS AND ABILITIES: • Work is performed sitting at a desk and standing at locations in the Town. • Must be able to use a desk and smartphone on a frequent basis. • Must be able to physically report to work at Town Hall and various other meeting locations within Pinellas County on a daily basis, and including during emergency conditions. • Must be able to deal calmly and professionally with occasionally angry citizens. • Must be able to attend, pay attention to, and retain information from Town Commission, advisory board, community group or other meetings attended. • Must be organized and able to take notes, track scheduled obligations, and effectively balance and prioritize often complex and heavy workloads and priorities. • Must be able to read and understand the Town’s financial records and to work with Town auditors and the Financial Advisory Committee on such records. • Must be able to read documents on paper or computer screens. • Must be proficient in the use of current common business software applications including Word, Excel and PowerPoint, as well as any specialty software the Town uses for email communications, project management or financial management activities. • Must be able to speak in public to large groups of people, and to make detailed presentations to the Commission or other groups or bodies, using technology aids where appropriate. • Must be able to train, explain and mentor employees in the performance of their Town duties. • Must be able to operate a passenger vehicle. • The employee must occasionally lift objects up to 20 pounds. ENVIRONMENTAL CONDITIONS: A considerable amount of time is spent in an office environment. Will frequently be required to work in outdoor environments with visits to work sites and other related Town or county activities and events. MINIMUM QUALIFICATIONS, LICENSES, CERTIFICATIONS, OR REGISTRATIONS: 3  • Graduation from an accredited four-year college or university with a Bachelor’s degree in Public Administration, Business, Management, or other closely related field. Master’s degree in a related field preferred. • Knowledge of laws and administrative policies governing municipal activities and of operations of municipal government. ICMA Credentialed Manager preferred. • Knowledge of municipal government relationships to State and Federal government organizations. • Knowledge of modern management and leadership techniques and applications. • Progressive experience in local government management settings desirable. • Must be, or become, an active member with the International City Managers Association (ICMA), the Florida League of Cities (FLC), and Florida City County Managers Association (FCCMA), and must adhere to the codes of ethics of the ICMA and FCCMA. • Must complete required courses for National Incident Management System (NIMS). • Must possess and maintain a valid Florida Driver License. NOTE: Reasonable accommodation considerations will be made for otherwise qualified individuals with a disability. The job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by the Board of Commissioners. 4