04/28/2025 Council Work Session Meeting Minutes April 28, 2025
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
Meeting Minutes
Monday, April 28, 2025
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes April 28, 2025
Roll Call
Present 5 - Mayor Bruce Rector, Vice Mayor Lina Teixeira, Councilmember David
Allbritton, Councilmember Ryan Cotton and Councilmember Michael
Mannino
Also Present: Jennifer Poirrier— City Manager, Daniel Slaughter—Assistant City
Manager, David Margolis — City Attorney, Rosemarie Call — City Clerk
and Nicole Sprague — Deputy City Clerk.
To provide continuity for research, items are listed in agenda order although not
necessarily discussed in that order.
1. Call to Order— Mayor Rector
The meeting was called to order at 1:38 p.m.
2. Finance
2.1 Annual Comprehensive Financial Report for Fiscal Year 2024. (WSO)
Presentation of fiscal year 2024 Annual Comprehensive Financial Report by
external auditors.
STRATEGIC PRIORITY:
1.1 - Provide evidence-based measurement tools to continually guide municipal
performance and promote accountable governance.
Auditor John Brielmaier provided a PowerPoint presentation.
In response to a question, Mr. Brielmaier said the awarded grant funds
related to Coachman Park previously reported were never received. Staff
has been notified by HUD that the funds will not be distributed.
3. Parks and Recreation
3.1 Approve a Contract for the Purchase of 1.2 acres of real property located at 2998 Lake
Vista Drive Clearwater, FL 33759 as recorded in County O.R. Book 22911 Page 2161
therein the Public Records of Pinellas County, FL (Parcel Identification Number
08-29-16-00000-410-0100) by the City of Clearwater Parks and Recreation Department
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from Rachael Anne Brinson at the purchase price of$450,000.00 plus anticipated closing
costs of up to $3,500 yielding a total expenditure not to exceed $453,500.00 and
authorize the appropriate officials to execute same. (consent)
Said parcel as noted above is adjacent to Kapok Park consisting of
approximately 1.2 acres (52,272 square feet) is surrounded on three sides by
Kapok Park with over 706 feet of abutting property line along the north, south
and west sides of the subject parcel.
This lot is vegetated and constitutes an appropriate and complementary
expansion of the surrounding park. There are no existing plans to develop the
property as the main purpose for purchasing the property is to preserve the
property as an addition to Kapok Park. The purchase of this property will also
increase access to Alligator creek for stormwater maintenance purposes.
An initial appraisal of the lot was completed on January 16, 2025, yielding a
market value of$450,000.00 dollars.
Operating costs to maintain this property will be minimal ($3465 annually) as
existing staff assigned to Kapok Park will provide any needed maintenance.
Funding for this purchase is coming from the Open Space/Recreation Facility
Special Development Fund. It's important to note that these funds may only be
used for park land purchases. The purchase of this property will allow the city
to utilize funds in a timely manner to purchase park property according to the
Open Space Recreation Facility Land Ordinance under which these funds were
collected and to which the use of such funds are still bound.
The purchase of this land is supported by numerous provisions of the City's
Comprehensive Plan found in the "Conservation & Coastal Management" and
"Parks and Public Places" elements as well as the Community Development
Code.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Special Development Fund for this purchase. A second
quarter budget amendment will transfer$275,000 of Open Space Impact Fees
and $178,500 of Recreation Land Impact Fees from the Special Development
Fund into project 315-93133, Park Land Acquisition.
STRATEGIC PRIORITY:
Approval of this parkland purchase supports several Strategic Plan Objectives,
including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
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• 1.3: Adopt responsive levels of service for public facilities and amenities,
and identify resources required to sustain that level of service.
• 1.5: Embrace a culture of innovation that drives continuous improvement
and successfully serves all our customers.
• 2.3: Promote Clearwater as a premier destination for entertainment, cultural
experiences, tourism, and national sporting events.
• 3.1: Support neighborhood identity through services and programs that
empower community pride and belonging.
• 4.1: Support proactive climate resiliency strategies based in science to
protect natural and built environments from impacts associated with sea
level rise.
• 4.3: Protect the conservation of urban forests and public green spaces to
promote biodiversity and reduce our carbon footprint.
Staff was directed to confirm if the property owner intended selling the site
for development or for city purpose.
3.2 Authorize Parks and Recreation Department staff to request an amendment to the
approved Florida Recreation Development Assistance Program (FRDAP) project grant
agreement removing the dock from the project and requesting that the funds be used to
widen the sidewalk along the west side of Edgewater Drive as part of the renovations and
improvements of Edgewater Drive Park, 1923 Edgewater Drive and authorize the
appropriate officials to execute same. (consent)
On August 31, 2023, the City's Parks & Recreation Department submitted
Florida Recreation Development Assistance Program Grant Application
Package to the Florida Department of Environmental Protection for the
purposes of securing funding for the renovations and improvements of
Edgewater Drive Park. Edgewater Drive Park is currently a passive park with
limited functionality and use. The grant application included the construction of
a dock, reconfigured and expanded parking lot, improved stormwater
management, new sidewalks, new bike racks, trash receptacles, benches,
environmental educational signage, and an ADA accessible drinking fountain.
Prior to submitting the application package to the State, staff met with the
Edgewater Drive Homeowners Association to get their input and support for the
project.
On July 3, 2024, the City received formal notice of the granting of the award by
the State. On October 3, 2024, the State sent a Standard Grant Agreement for
the Edgewater Drive Renovation Project (FDEP Agreement Number P5077)
which awards $200,000 dollars and requires matching funds from the City of
$200,000. Additionally, on October 3rd the City Council authorized a purchase
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order to Pennoni Associates, Inc. for professional services to complete design
work for renovations of Edgewater Drive Park.
On November 21, 2024, Council approved the noted Florida Recreation
Development Assistance Program (FRDAP) project grant agreement.
At a recent meeting attended by city staff an overwhelming majority of residents
informed the City that rather than including the dock, they would prefer funds be
allocated to a widened sidewalk.
Due to a change in neighborhood support for the construction of the dock, staff
is now seeking approval to submit an amendment proposal to modify the scope
of FDEP Grant Agreement Number P5077 for the removal of the dock from the
project to be substituted with the increase in the overall length of widening the
sidewalk to 10 feet along the west side of Edgewater Drive for approximately
2,400 feet.
Upon council approval staff will submit an amendment proposal request to
FDEP. The primary expected responses include either an approval or denial of
the request by FDEP. A denial of the request does not void the agreement. A
denial of the request would mean that the City could decide to continue with the
provisions of the agreement including the construction of the dock or,
conversely, the City could opt to decline the grant award effectively nullifying the
agreement and proceed with the project with the proposed noted amendments
without any grant funding.
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives,
including:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3: Adopt responsive levels of service for public facilities and amenities,
and identify resources required to sustain that level of service.
2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
4.3: Protect the conservation of urban forests and public green spaces
to promote biodiversity and reduce our carbon footprint.
In response to questions, Parks and Recreation Director Art Kader said 8
parking spaces and one handicap parking space will be added to the site.
The revised plan eliminated the docks, all other project components will
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remain. He said the project includes bike racks and a water fountain, their
locations will be identified once the design has been finalized.
4. Public Works
4.1 Approve a proposal from Construction Manager at Risk (CMAR) J. Kokolakis of Tarpon
Springs, FI., for Harbor Marina - North and South Basins - Temporary Chaining
(23-0030-MA) in the amount of$133,253, pursuant to Request for Qualifications (RFQ)
51-24, and authorize the appropriate officials to execute same. (consent).
The Harbor Marina's dock infrastructure was significantly impacted by
Hurricanes Helene and Milton, which caused damage to the cable system that
holds together 41 main dock segments. While the current condition of the
cables is still safe for use, the assessment report indicates that they will not be
able to withstand the forces of the next large storm, creating a significant risk to
the stability of the docks and the Marina's commercial operations.
To mitigate damage before the permanent cable replacement is implemented, a
temporary chain attachment system is recommended. This will provide an
immediate means of securing the docks, ensuring they remain stable and safe
for use until a more permanent solution is completed in spring of 2026.
The installation of the temporary chain system will safeguard the Marina's
infrastructure, which is essential for ongoing commercial operations and
revenue generation. While the current dock conditions are safe, it is imperative
that the temporary chaining system is installed prior to the 2025 hurricane
season to minimize further risk.
Council support is requested for this temporary solution, which will provide the
necessary stability until the City proceeds with a more permanent cable
replacement project.
Kokolakis Contracting, Inc. was selected as the Construction Manager at Risk
(CMAR) because they are already mobilized for the Clearwater Beach Marina
renovation project and have extensive knowledge of the project's scope and the
needs of the City and its commercial tenants.
APPROPRIATION CODE AND AMOUNT:
3337333-546700-D2402 $133,253
This purchase order will be coded to project D2405, Hurricane Helene, funded
by revenues from the Clearwater Harbor Marina Enterprise Fund. FEMA
reimbursement will be pursued.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts. [1.3]
Adopt responsive levels of service for public facilities and amenities, and identify
resources required to sustain that level of service.
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4.2 Approve FDOT Construction Agreement (2024-C-799-00018) for construction of
sidewalk and Right-of-Way (ROW) improvements in FDOT ROW for the New City Hall
project (22-0019-EN) and authorize the appropriate officials to execute same. (consent)
The Construction Agreement is an FDOT required form requiring Council
approval due to the indemnification. FDOT requires this standard agreement for
work performed in their ROW. The proposed FDOT ROW improvements are in
the approved site plan for the new City Hall project, along Myrtle Avenue, from
Park to Pierce Steets. The work will be completed by Ajax Building and is
included in the GMPs council approved on February 15 and October 3, 2024,
therefore, no funding request needed for approval of this construction
agreement.
Related to this agreement, the City plans to grant an easement to FDOT to
support construction of a wide (varies between 8.35 to 30 feet wide) contiguous
sidewalk, constructed on both FDOT ROW and City property, along Myrtle
Avenue. This work is expected to take place spring 2026 with substantial
completion in July 2026 and move-in in August/early September 2026.
STRATEGIC PRIORITY:
The city hall project supports the five strategic priorities below. The new City
Hall facility, a 2-story 40,303 square foot building on a 1.68-acre site, creates a
streamlined government service center, adjacent to Clearwater Police
headquarters, Municipal Services Building (MSB) and city parking garage, to
provide improved customer service and efficient use of existing facility space
with the pending MSB renovations. The City Hall project is expected to achieve
LEED Silver certification with the US Green Building Council, the first built by the
City of Clearwater. Relocating City Hall to this site sparked development of the
bluff waterfront with proposed apartments, commercial space and hotel
expected to break ground in 2025. The project includes enhanced indoor air
quality strategies, energy reduction and metering, daylighting, photovoltaics, EV
charging stations, rainwater gardens, reduced heat island effect, outdoor water
use reductions, Florida native plants, walkability, and access to public transit.
In response to a question, City Engineer Tara Kivett said sidewalk width will
vary from eight feet to 30 feet, in combination to the entrance of the new
building.
4.3 Authorize Purchase Orders to BOS Tampa to provide furniture for the New City Hall
(22-0019-EN) and MSB Renovations (23-0035-EN) projects in the not to exceed amount
of$2,300,000.00 pursuant to Clearwater Code of Ordinances Section 2.563 (1)(c),
Piggyback. and 2.563(1)(d), Non-competitive purchase (impractical), and authorize the
appropriate officials to execute same. (consent)
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The City received four furniture package quotes from American Interiors, BOS,
Empire, and Workscapes. After shortlisting Workscapes and BOS, BOS was
selected based on lower pricing and superior quality. The proposed furniture
line, Haworth, is recognized as "Forever" furniture, offering long-term flexibility
with ability to expand and replace components for years to come. Comparable
to building blocks, the Haworth line is both versatile and durable, ideal for
long-term use and easy reconfiguration by the City as needed. BOS agreed to
hold their pricing for over two years, well beyond typical industry standards, to
support both the Fall 2025 MSB move-in and the August 2026 New City Hall
staff move-in.
City staff gained significant knowledge working in lower cubical configurations
over the past few months and identified opportunities to improve productivity
through minor adjustments to the original furniture. Based on this feedback, the
City is refining the quotes to include additional allowances for these
modifications. Staff is actively reassessing opportunities to incorporate
additional reusable furniture items, which may result in quantity adjustments.
Cost saving efforts include reuse of many existing desk chairs, Customer
Service lobby seating, and select office furniture at the MSB, as well as the city
purchasing furniture directly to avoid CMAR fees and benefit from tax savings.
The BOS proposal currently estimates $756,149.48 for City Hall and
$1,444,841.50 for the Municipal Services Building (MSB). While both proposals
include a "Finish Allowances and Adjustments for City Refinements" line item,
staff is requesting an additional 4.5% ($99,009.02) to cover any unforeseen
adjustments prior to staff occupancy. This brings the total proposed amount to
$2,300,000.00.
The BOS proposal is based on Florida State Contract#56120000-24-NY-ACS,
Furniture, All Types, valid through December 1, 2028. Additional discounts have
been provided by BOS on several line items. BOS is an authorized dealer for
Haworth, VIA Inc., JSI Inc., Affordable Interior Systems, OFS Brands, and
Humanscale Corp. While a small portion of the requested furniture
(approximately 11% for open market items, freight and installation) is not
covered under the State Contract, competitively bidding those items separately
is considered impractical due to their relatively low value, combined freight and
installation costs, volume pricing discounts, and the benefits of working with a
single supplier and project manager to ensure streamlined installation and
warranty support.
Furniture installation is anticipated to take approximately two months for each
location, with a phased move-in for MSB staff, prioritizing staff currently working
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in leased spaces.
An administrative change order with Ajax Builders will be processed to deduct
the furniture allowance from the City Hall GMP. The City Hall GMP included an
allowance of$750,000. Furniture was not included in the MSB GMP.
APPROPRIATION CODE AND AMOUNT:
ENGF220001-CONS-CNSTRC $790,161.08
ENGF230001-CONS-CNSTRC $1,509,838.92
Funding is available in Capital Improvement Projects, ENGF220001, New City
Hall and ENGF230001, MSB Renovations, to fund the purchase orders. These
are funded by General Fund Revenues.
STRATEGIC PRIORITY:
The City Hall and MSB Renovations project supports the five strategic priorities
below. The new City Hall facility, a 2-story 40,303 square foot building on a
1.68-acre site, creates a streamlined government service center, adjacent to
Clearwater Police headquarters, Municipal Services Building (MSB) and city
parking garage, to provide improved customer service and efficient use of
existing facility space with the pending MSB renovations. The City Hall project is
expected to achieve LEED Silver certification with the US Green Building
Council, the first built by the City of Clearwater. Relocating City Hall to this site
sparked development of the bluff waterfront with proposed apartments,
commercial space and hotel expected to break ground in 2025. The project
includes enhanced indoor air quality strategies, energy reduction and metering,
daylighting, photovoltaics, EV charging stations, rainwater gardens, reduced
heat island effect, outdoor water use reductions, Florida native plants,
walkability, and access to public transit.
4.4 Approve the Department of the Army Consent to Easement to Use Corps of Engineers
Right-Of-Way for the Beach Marina Replacement and authorize the appropriate officials
to execute same. (consent)
The Army Corps granted the City a similar easement in December of 2024 to
allow installation of the new floating docks as part of the Beach Marina
Replacement Project. This revised consent to easement includes a new
condition #1 that clarifies the effective date of the consent to easement will
correspond to the execution of the new consent and shall supersede the
previous consent dated December 17, 2024.
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5. General Services
5.1 Declare list of vehicles and equipment surplus and authorize disposal through auction
pursuant to Clearwater Code of Ordinances Section 2.623(6) and (8) and authorize the
appropriate officials to execute same. (consent)
On August 17, 2023, Council approved the Vehicle Replacement List for fiscal
year 2024. Additionally on June 20,2024 Council approved the Vehicle
Replacement List for fiscal year 2025 authorizing purchase of replacement
vehicles and equipment. This agenda item is requesting Council to declare
surplus the vehicles and equipment detailed to be replaced per the list and
authorize disposal via auction through Tampa Machinery Auction of Tampa, FL
and Royal Auction Group of Zephyrhills, FL pursuant to Section 2.623(6).
Tampa Machinery Auction was competitively solicited by Pinellas County under
Contract NO. 190-0534-R(JJ) valid through November 17, 2027. Royal Auction
Group was competitively solicited by Pinellas County under Contract NO.
190-537-R valid through November 16, 2027.These vehicles and equipment
have reached the end of their useful and economic life. Factors used to
determine the end of useful and economic life include, but are not limited to;
age, life to date, mileage/hours of operations, historical maintenance cost as
compared to like vehicles, operating cost per mile/hour, anticipated and ongoing
repairs, and physical condition. Additionally, Fleet will continue to bring forward
agenda items for vehicles and equipment from the 2023/24 and 2024/2025
Vehicle Replacement Lists as their replacements are deemed road ready.
STRATEGIC PRIORITY:
Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
5.2 Ratify and confirm an increase of$100,000 and an additional $225,000 to purchase
order with WEX Bank of Portland, ME for fleet fuel card services in a cumulative
not-to-exceed amount of$325,000.00 bringing the total amount to $1,059,800.00 for
initial term ending December 31, 2025, pursuant to Clearwater Code of Ordinance
Section 2.563(1)(c) Piggyback purchasing. (consent)
On August 5, 2021, Council approved a purchase order to Wex Bank in an
amount of$320,000.00 for fleet fuel card services through December 31, 2025,
with a two-year optional extension in the annual amount of$150,000.00,
piggyback from the State of Florida Contract#78181701-21-NASPO-ACS, Fuel
Card Services, valid through December 31, 2025, with renewals available.
Additionally, on June 6,2024, Council approved an increase of$348,000.00
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bringing the total for the initial term to $668,000.00. This increase was
necessary to cover the projected increase in fuel consumption while the City's
fuel site underwent renovations, originally estimated to take four to six weeks.
However, due to the extended delays in the fuel site repairs, General Services is
requesting additional funding under this contract. Completion of the fuel site is
currently anticipated by April 30, 2025.
To maintain continuous fueling services during the ongoing renovations, a 10%
increase (66,800.00) was approved by the City Manager on April 10, 2025,
bringing the total amount for the initial term to $734,800.00.
Staff has been informed that one of the fuel pumps has failed, rendering the fuel
site inoperable. To ensure continued fueling of city vehicles during this period,
the City Manager authorized an additional $100,000.00 as a ratification to cover
fuel expenses until the item can be brought forward for approval and the site is
restored to full operation.
General Services is now requesting authorization to further increase the current
purchase order by $325,000.00, bringing the total to $1,059,800.00 through
December 31, 2025. Since the shutdown of the fuel site on January 21, 2025,
the City has not utilized its existing contract with Jet Age, the awarded vendor
for fuel site deliveries, leaving sufficient funds available to support this increase.
The City receives a 1.7% quarterly rebate on fuel purchases which is applied
directly to our invoices.
APPROPRIATION CODE AND AMOUNT:
Funding for this purchase order will be coded to General Services-Fleet
Operations code 5666611-550500, Fuel. Fleet Operations is funded by the
Garage Fund, an internal service fund of the City which supports city-wide fleet
operations.
6. City Clerk
6.1 Schedule a special work session on Wednesday, August 6, 2025 at 10:00 a.m. and
special council meetings on Wednesday, September 3, 2025 at 6:00 p.m. and
Wednesday, September 17, 2025 at 6:00 p.m.
Staff is requesting a budget workshop be scheduled on Wednesday, August 6,
2025 to discuss the proposed budget.
Since both council meetings in September conflict with the County's budget
hearings, staff is requesting to hold the City's budget hearing on Wednesday,
September 3, 2025 and Wednesday, September 17, 2025.
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There was council consensus to schedule the meetings as listed. Staff was
directed to place the item on the Consent Agenda.
6.2 Reappoint Kevin Laughlin to the Marine Advisory Board with a term expiring March 31,
2029 and appoint an individual with a term expiring April 28, 2029.
APPOINTMENT WORKSHEET
BOARD: Marine Advisory Board
TERM: 4 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: None
MEMBERS: 7 + 1 Ex Officio
MEETING DATES: 2nd Wed., 8 am (Quarterly)
PLACE: Main Library
APPTS. NEEDED: 2
THE FOLLOWING ADVISORY BOARD MEMBERS' TERMS HAVE
EXPIRED AND WISH TO BE REAPPOINTED:
1. Philip Rugari - 4444 Boyer Terrace, Sarasota - Fishing Charter Owner
Appointed 4/18/23, completed unexpired term; wishes to be reappointed
Absences: 3/13/24, 6/12/24, 9/11/24
Note - Mr. Rugari moved outside of city limits since being appointed. Per
code, he could serve on the Board as an ex-officio member if board
membership lacks expertise. Currently, a Merchant Mariner serves on
the board.
2. Kevin Laughlin - 1237 Rose Road, 33759 - Retired Marine Advisor
Completed 2nd term; wishes to be reappointed
THE FOLLOWING INDIVIDUALS HAVE SUBMITTED AN APPLICATION:
1. John Renton -2958 Eagle Estates Circle W, 33761 - Retired Civil
Engineer
2. Eric Van Cleef-2262 Spring Lake Ct., 33773 - Sales Director
Zip codes of current members on board:
1 at 33755
1 at 33756
1 at 33759
3 at 33767
There was council consensus to appoint John Renton. Staff was directed to
place the item on the Consent Agenda.
7. City Manager Verbal Reports
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The City Manager thanked employees who assisted with planning and
executing all of the wonderful events held over the weekend and those who
responded to last night's tragic accident.
8. City Attorney Verbal Reports — None.
9. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2).
Vice Mayor Teixeira requested an update on the citizen recognition program.
The City Manager said staff is working with Council on how to implement the
Citizen of the Month recognition program. She said the Mayor has expressed
a desire to do the first one.
Discussion ensued with comments made that the opportunity to recognize a
citizen can be rotated among each councilmember by seat number, that
each councilmember can provide information on the individual chosen to the
rest of council, and that the program can recognize a citizen every other
month and increase if desired. It was stated that the selected individual
would not be subject to review.
There was council consensus to begin the program at this council meeting
during the Councilmember's closing comments.
Councilmember Allbritton said he believes the City can do a better job with
deliveries to businesses along Mandalay Avenue and requested
consideration adopt an ordinance mandating deliveries before 10:00 a.m.
Assistant City Manager Dan Slaughter said there is a code provision that
allows deliveries to park on-street if there is no designated area for loading
and unloading for a short amount of time. The delivery trucks may block one
lane for up to 30 minutes. Per the City Manager's direction, staff is working
with Forward Pinellas regarding addressing traffic concerns holistically, many
of which have come from Council. He said deliveries on Mandalay Avenue
can be included in the scope of work being discussed with Forward Pinellas.
Discussion ensued with consensus to allow staff to discuss potential options
to address the matter with Forward Pinellas and Amplify Clearwater and
have the City Manager circle back with Council.
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10. Closing Comments by Mayor
Mayor Rector reviewed recent events and offered prayers to those affected
by last night's tragic accident on behalf of Council and the community.
11. Adjourn
The meeting adjourned at 2:32 p.m.
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