Loading...
HomeMy WebLinkAbout08-29-2023 City Council Agenda PacketCITY OF FAIRHOPE CITY COUNCIL WORK SESSION AGENDA TUESDAY, 29 AUGUST 2023 – 4:30 P.M. – CITY COUNCIL CHAMBER 1. Discussion of Recruitment Bonus 2.Committee Updates 3.Department Head Updates City Council Agenda Meeting – 5:30 p.m. on Tuesday, August 29, 2023 – City Council Chamber Next Regular Meeting – Monday, September 11, 2023 – Same Time Same Place 001 CITY OF FAIRHOPE CITY COUNCIL AGENDA TUESDAY, 29 AUGUST 2023 - 6:00 P.M. – CITY COUNCIL CHAMBER Invocation and Pledge of Allegiance 1. Approve minutes of 14 August 2023 Regular City Council Meeting and minutes of 14 August 2023 Work Session. 2. Report of the Mayor 3. Public Participation – Agenda Items – (3 minutes maximum) 4. Council Comments 5. Ordinance – An Ordinance to require annexation for property outside the City Limits but contiguous to the City Limits for new connection to the City of Fairhope’s Water System. 6. Resolution – That the City Council hereby authorizes and extends the Park and Street Usage Fees Contract for the IAFL Semi-Pros’ Fairhope Storm semi-professional football team on a year to year basis (Current contract expires on December 31, 2023). 7. Resolution – That the City Council approves Amendment No. 1 to the Subaward Agreement for ADCNR Grant #S1P17-FACP; and authorizes the Mayor to execute Amendment No. 1 between the City of Fairhope and ADCNR. 8.Resolution – That the City Council approves Amendment No. 1 to RFP 006-20 - Program Administrative Services for Community-Based Comprehensive Land Use Plan to Grant Management, LLC for ADCNR Grant #S1P17-FACP; and authorizes the Mayor to execute Amendment No. 1 between the City of Fairhope and Grant Management, LLC. 9.Resolution – That the City Council approves Amendment No. 1 to RFP PS001-21 – Professional Planning Services for Community-Based Comprehensive Land Use Plan to Neel-Schaffer, Inc. for ADCNR Grant #S1P17-FACP; and authorizes the Mayor to execute Amendment No. 1 between the City of Fairhope and Neel-Schaffer. 10.Resolution – That the City Council approves Amendment No. 1 to RFQ PS007-20 – Geographic Information System (GIS) Services for Community-Based Comprehensive Land Use Plan to Goodwyn, Mills and Cawood, Inc. for ADCNR Grant #S1P17-FACP; and authorizes the Mayor to execute Amendment No. 1 between the City of Fairhope and Goodwyn, Mills and Cawood, Inc. 11. Resolution – That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Kimley-Horn and Associates for Professional Engineering Services for Dog House Pump Station Rehabilitation (RFQ PS23-023) with a not-to-exceed amount of $193,000.00. 002 City Council Meeting 29 August 2023 Page –2– 12. Resolution – That the City of Fairhope approves the procurement of Weathering Steel Power Poles for the Dyer Road Project from Myer Utility Structures, LLC in the amount of $88,683.00 with an added contingency amount of $8,868.30 for a not-to-exceed amount of $97,551.30. 13.Resolution – That the City of Fairhope approves the procurement of a New Replacement Roof for the Quail Creek Maintenance Barn from Roof Doctors with a not-to-exceed amount of $49,000.00. 14. Resolution – That the City of Fairhope approves the procurement of an Aruba Replacement Core Switch to replace failed hardware with a total not-to-exceed amount of $23,711.00. 15. Resolution – That the City of Fairhope approves the procurement of 21,000 feet of 2” Drisplex Gas Pipe from General Utility Pipe & Supply with a not-to-exceed amount of $23,100.00. 16. Resolution – That the City of Fairhope approves the procurement of Professional Services from Artist, Hannah Legg, for the Mural Display at Arts Alley for a not-to-exceed amount of $21,000.00; and authorizes Mayor Sherry Sullivan to execute Mural Project Agreement. 17. Resolution – That the City of Fairhope approves the selection of PFM Financial Advisors LLC for Professional Consulting Services as Financial Advisor with annual retainer for a not-to-exceed amount of $20,000.00; and hereby authorizes Mayor Sherry Sullivan to execute contract. 18.Resolution – That the City Council hereby approves and authorizes Mayor Sherry Sullivan to execute a Memorandum of Understanding between the Baldwin County Commission, Baldwin County Sheriff’s Office, and the City of Fairhope for the administration of the School Resource Officer Program at Baldwin County Public Schools. 19. Resolution – That the proposed City of Fairhope Purchasing Policy Guidelines procedure is hereby approved for expenditures which will streamline the process which will save time and money; and the City Treasury Department shall provide to the City Council a bi- monthly report of capital items budgeted and non-budgeted. 20.Resolution – That Mayor Sherry Sullivan is hereby authorized to write a letter on behalf of the City of Fairhope to support South Alabama Regional Planning Commission’s (SARPC) Grant Application to the NOAA Climate Resilience Regional Challenge on behalf of the communities across Southwest, mostly coastal, Alabama. 21. Resolution – That the City Council approves and adopts the recommendations of the Personnel Board and Department Heads to retitle positions; change pay grades; reclassify positions; and delete positions as presented in said resolution. 22.Resolution – That the City Council authorizes Mayor Sherry Sullivan to enter into a contract with Daphne Utilities for a Water Connection Project with an estimated cost of $35,873.20 to enhance water distribution reliability and increase community resilience. 003 City Council Meeting 29 August 2023 Page –3– 23. Resolution – That the City of Fairhope estimates that its anticipated allocation from the Rebuild Alabama Act fund for the Fiscal Year 2024 will be approximately $160,000.00 to be used for street maintenance, improvement, replacement and construction of roads within the City of Fairhope, with the increasing allocations for each fiscal year thereafter. 24. Request – Jon Cardwell (Principal of Fairhope High School), requesting permission to close streets to hold the Fairhope High School Homecoming Parade to be held at 5:30 p.m. on September 21, 2023, and the use of the Beach Pavilion immediately following the parade for the bonfire pep rally. Both events would be from 5:00 p.m. to 8:30 p.m. to include the set up and actual event. Also, requesting that the rental fee be waived for this school function. 25.Request – Leslie Edgemon (Baldwin County Humane Society), requesting permission to close streets in downtown Fairhope on Thursday, October 26, 2023, from 5:00 p.m. to 7:00 p.m. for the Fairhope Witches Ride 2023. The ride will begin and end at Coastal Alabama Community College Amphitheater. This whimsical bike ride benefits local animal rescue and helps animals throughout our area. 26.Charge off Uncollectible Utility Accounts for the fiscal year 2016-2017 in the amount of $226,888.90. 27.Charge off Insufficient Checks (“NSF”) for fiscal years 2017 through 2019 in the amount of $3,133.95. 28. Executive Session – To discuss imminent, potential, and pending litigation. 29. Public Participation – (3 minutes maximum) 30.Adjourn Next Regular Meeting – Monday, September 11, 2023 – Same Time Same Place 004 ST A TE OF ALABAMA )( COUNTY OF BALDWIN )( The City Council , City of Fairhope, met in regular session at 6:00 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope , Alabama 36532 , on Monday, 14 August 2023. Present were Council President Jay Robinson, Councilmembers: Jack Burrell , Corey Martin, Jimmy Conyers , and Kevin Boone, Mayor Sherry Sullivan , Attorney Marion E . Wynne, and City Clerk Lisa A. Hanks . City Attorney Marcus E. McDowell was absent. There being a quorum present, Council President Robinson called the meeting to order at 6:09 p.m . The invocation was given by Dr. Darren McClellan of Fairhope United Methodist Church and the Pledge of Allegiance was recited. Councilmember Burrell moved to approve minutes of the 24 July 2023 , regular meeting; minutes of the 24 July 2023 , work session ; and minutes of the 7 August 2023 , special called emergency City Council meeting. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Council President Robinson stated there was a need to add on an agenda item after Agenda Item umber 30: a Motion to move the regularly scheduled meetings on Monday, August 28 , 2023 to Tuesday , August 29 , 2029 at the same time and place. Councilmember Boone moved to add on the above-mentioned item not on the printed agenda. Seconded by Councilmember Martin, motion passed unanimously by voice vote. Mayor Sullivan addressed the City Council regarding the following items: 1) Thanked City Staff and Police Department for great start to the school year; 2) Attended Business Council of Alabama this past weekend ; and received great comments regarding Fairhope; 3) Announced Pickleball Courts opened at Quail Creek; 4) Reminded everyone about Coffee with the Mayor is on August 16, 2023; 5) Stated bids for Waterfront Project and will finally get this project started; 6) Mentioned Water Conservation and gave statistics on rainfall and days above 95 degrees. 005 14 August 2023 Items: The following individuals spoke during Public Participation for Agenda 1) Joe Rytlews ki , 14 Paddock Drive , addres sed the City Council reg arding Agenda Item Number 7 : an Ordinance amending Ordinance No. 1682 , an E mergency Water Conservation Plan for Us ers o f th e City of Fairhope Water Sys tem. Mr. Rytlewski said be was concerned about th e Emergency Water Conservation; and there is no way to know the status of water. He said Phase II was a needed ke y s tep ; and the impression wa s our tanks w e re empty which was a surprise. Mr. Rytlewski s tate d there is not enough information out there . Councilmember Burrell said he would give information regarding the Emergency Water Conservation Plan Ordinance when it is brought up . He said we are still at 85 % capacity ; and half of our usage is irrigation . He we were pegged at 100 % so we went from Phase I to Phase III. Councilmember Burrell commented SB 107 stopped the moratoriums and we have explosive growth just outside of our jurisdiction. He said we will increase capacity by 22 % with the new well. Councilmember Burrell stated in 2020 we put the Ordinance in place and we knew it would not be perfect. He said we are looking at other options besides the new well. Council President Robinson commented after the Special-Called meeting the capacity went down. He said we considered all of the ramifications going into Phase III would cause ; and it was the only choice we had under circumstances . Council President Robinson stated that Agenda Item Number 5 was pulled at the request of the applicant. Councilmember Conyers moved for final adoption of Ordinance No . 1780 , an ordinance to amend Ordinance No . 1510 known as the Personnel Rules , Policies and Procedures Ordinance, Section 7 Time Off From Work, 7.01 Paid Holidays and Birthday Paid Day Off. (Introduced at City Council Meeting on July 24, 2023) Seconded by Councilmember Boone, motion for final adoption pass ed by the following voice votes : A YE -Burrell , Martin, Conyers , Robinson, and Boone. NAY -None. Councilmember Burrell introduced in wntmg Ordinance No . 1781 , an ordinance to amend Ordinance No . 1682: An Emergency Water Conservation Plan for Users of the City of Fairhope Water System ; specifically Code Sections 10.5-54, 10 .5-55 , and 10.5-56 . He explained the revisions and the rationale for changes; i.e., 7 out of 10 days instead of 7 consecutive days. He mentioned new lawn or plantings were exempt and could be watered for 30 days . Council President Robinson commented he had trouble with pools versu s lawns. Councilmember Martin replied grass will come back but a pool pump will not come back. He said irrigation is done at the same time but not ev eryone tops off their pool at the same time. 006 14 August 2023 Counci lm ember Burrell said that modern pools have auto fillers and no way to monitor those. He said Phase III was tweaked as well as vio lations; and can be lifted by City Counci l in each Phase if needed. Council President Robinson said we hope to do these in Phases. He said if usage numbers are consistent through tomorrow ; odd and even number addresses would be able to water. Counci l President Robinson said Phase III will reduce usage, fill up tanks , get clean water, and give us higher pressure. Counci lm ember Martin said he does not feel the majority is gardens but is irrigation. He commented drinking water is more important than dead lawns. Councilmembers were in agreement if they lifted the water conservation Phase III , we would go back to ground zero again. Councilmember Conyers said Phase III is at 95 % instead of 100% which is too late to react. He commented we need to identify a new well or water supp ly . Mayor Sullivan explained the Ordinance now and the new Ordinance. She said employees are being challenged , people are chasing our water truck, and Thoms Hospital is calling due to lo w water pressure. Counci lm ember Martin said we are working and thinking to find a long-term solution. Mayor Sullivan stated we have identified another well site and looking into it. Counci l President Robinson said s ix years ago upgrading out infrastructure was our greatest need . He said we are playing catch up and trying to do so during one of the worse supp ly chain issue. Counci l President Robinson commented it just takes time and asked for everyone to be patient. In order to take immediate action , Councilmember Burrell moved for immediate consideration. Seconded by Councilmember Martin, motion for immediate consideration passed unanimously by the following voice votes: A YE -Burrell , Martin, Conyers , Robinson, and Boone. NAY -None. Counci lmember Burrell then moved for final adoption of Ordinance No. 1781. Seconded by Councilmember Martin, motion for final adoption passed by the following voice votes : A YE - Burrell , Martin, Conyers , Robinson, and Boone . A Y -None. Counci lmemb er Martin moved to continue Phase III per Ordinance that is in place until City Council makes a decision or until parameters of new Ordinance are in effect. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Councilmember Conyers stated h e wanted to add Robert "Rob" Stankoski to the list. Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution and to add Robert Stankoski to list , a resolution authorizing Mayor Sherry Sullivan to appoint Special Prosecutors. Seconded by Counci lm ember Boone, motion passed unanimously by voice vote . 007 14 August 2023 RES O LUTIO N NO. 48 02-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to appoint the following persons as special Prosecutors to be used when the City Attorney , Marcus E. McDowell , has a conflict with certain cases at a fee of $100 .00: James H. Sweet Patrick Prendergast Trey Canida W . Lee Webb William "Liam" Scully Robert Stankoski BE IT FURTHER RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE , ALABAMA, that Reso lution No. 3299-19 is hereby repealed and replaced. ADOPTED 14TH DAY OF AUGUST, 2023 ATTEST : Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President Councilmember Conyers introduced in writing, and moved for the adoption of the fo ll owing resolution, a reso lution that certain items are declared surplus and the Mayor and City Treasurer are hereby authorized and directed to dispose of personal property owned by the City of Fairhope by one of the four methods listed on the resolution. Seconded by Councilmember Martin, motion passed unanimously by voice vote . 008 14 August 2023 RESOLUTION NO. 4803-23 WHEREAS, the City of Fairhope , Alabama, has certain items of personal property which are no longer needed for public or municipal purposes; and WHEREAS, Section 11-43-56 of the Code of Alabama of 1975 authorizes the municipal governing body to dispose of unneeded personal property; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF FAIRHOPE, ALABAMA, AS FOLLOWS: SECTION 1. That the following personal property owned by the City of Fairhope , Alabama, is not needed for public or municipal purposes , and hereby declared surplus: [SEE ATTACHED LIST OF EQUIPMENT] SECTION 2. That the Mayor and City Treasurer are hereby authorized and directed to dispose of the personal property owned by the City of Fairhope , Alabama, described in Section 1, above, by one of the following methods: a. Receiving bids for such property ("via GovDeals"). All such property shall be sold to the highest bidder, provided, however, that the City Council shall grant the authority to the Mayor to reject all bids when, in her opinion, she deems the bids to be less than adequate consideration for the personal property . b. Sold for scrap or recycle at the highest offered value. c. Disposal via landfill. d . 7 -416.3 KV A 546 Amp Siemens Regulars will be sold to highe st bidder. ADOPTED AND APPROVED THIS 14TH DAY OF AUGUST , 2023 ATTEST : Lisa A . Hanks , MMC City Clerk Jay Robinson, Council President 009 14 August 2023 GOV DEALS RECOMMEN DED DESCRIPTION MILEAGE YEAR VIN NUMBER DISPOSITION GOV DEAL FORD F-5 50 DIESEL 71 ,078 2006 1FDAF56P76EA01920 GOV DEAL CHEVROLET COLORADO 129,409 2006 1GCCS148968206294 GOV DEAL CHEVROLET MALIBU 112,266 2010 1G1ZASE06AF190131 GOV DEAL FORD F SUPER DUTY DIESEL 180,000 1990 2FVlF47M2LCB06051 GOV DEAL INTERNATIONAL 1654 FLAT BED DIESEL 1,216 HRS . 1984 1 HTLAHEM1 FHA27003 GOV DEAL FORDF250 126,563 2003 1FDNF20L43ED58604 GOV DEAL TRAILER BLUE 90 X 40 GOV DEAL CHEVROLET SUBURBAN 2009 1GNGC48K19R198674 GOV DEAL BEAD BLASTER GOV DEAL CHEVROLET COLORADO 164 ,014 2006 1GCCS196268306261 GOV DEAL CATERPILLER GENERATOR W/FUEL TANK 3056 1ML01337 GOV DEAL ASSET 00000 (000) GOLF GROUNDS BENDPAK TURF MAINTENANCE LIFT KIT BlDS 7 · 416 .3 KVA 546 AMP SIEMENS REGULATORS (sold to highest bidder) GOV DEAL 2009 JOHN DEERE TRACTOR 7130 WITH SABER TOOTH TIGER SIDE ARM MOWER 6710 1543 Councilmember Burrell introduced in writin g, and mov ed for th e adoption of the following resolution, a resolution that the C ity of Fairhope awards (RFQ PS 23- 019) for Rehab Engineering Service s for Dog H ou se Lift Station Proj ect to Kiml ey- Horn and A ss ociates, Inc.; and hereby authori zes Mayor Sherry Sulli van to ne gotiate a fee s chedule , and es tablish a not-to-ex ce ed limit with thi s firm. Seconded by C ouncilmember Conyer s, motion pa ss ed unanimous ly by voic e vote . RESOLUTION NO . 4804-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follow s: [l] That th e City of Fa irhop e award s RFQ for Rehab Engin ee ring Services fo r (RFQ PS 23-019) Do g Hou se Li ft Station Proj ect to Ki ml ey -Hom and Ass ociates, Inc.; and hereb y authoriz es Mayo r Sh erry Sulli van to negotiate a fee sc hedule , and establi sh a not- to -exceed limit with thi s firm . DUL Y ADOPT ED THIS 14TH DAY OF AUGUST , 2023 Atte st: Lisa A. Hanks, MM C City Clerk Jay Robinson , Council Pres id ent 010 14 August 2023 Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. 1 of (Bid No . 023-22), Disaster Debris Removal Monitoring Services 2022 with True orth Emergency Management, LLC per the terms and conditions of the original contract. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. RESOLUTION NO. 4805-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension o. 1 of (Bid o . 023-22), Disaster Debris Removal Monitoring Services 2022 for the Public Works Department, with True North Emergency Management, LLC per the terms and conditions of the original contract. The cost of this contract will be determined if it is activated at the time of a disaster. Attest: Lisa A . Hanks , MMC City C lerk Adopted on this 14th day of August, 2023 Jay Robinson, Council President Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension o. 1 of (Bid o. 026-22), On Call Contractor for Gas Department, with Equix Energy Services, LLC as per the terms and conditions of the original contract. The annual cost not-to-exceed $200,000.00. Seconded by Counci lmember Boone, motion passed unanimously by voice vote . * * 011 14 August 2023 RESOLUTION NO. 4806-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to execute a contract for Extension No. l of (Bid o . 026-22), On Call Contractor for Gas Departme nt , with Equix Energy Services , LLC a p er the term and conditions of the original contract. The annual cost not-to-exceed $200 ,000 .00 . Attest: Lisa A. Hanks , MMC City C lerk Adopted on thi s 14th day of August, 2023 Jay Robinson, Counci l President Councilmember Burrell introduced in writing , and mo ve d for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authori zed to execute Change Order o. 2 for (Bi d No . 23-016-COF-2023-EDA0 0lA) As b estos Abatem ent Fairhop e K-1 Center w ith a cost of $1 ,245.8 0 and to award Change Order No . 1 to Hernandez Demolition and R emediation, LLC. Th e new contract total will be $71,274.20. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. RESOLUTION NO. 4807-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , T hat Mayor Sherry Sullivan is hereby authorized to execute Change Order No . 2 for (Bid No . 23-016-COF-2023-EDA00lA) A sbesto s Abatement Fairhope K-1 Ce nter with a cost of $1 ,245 .80 and to award Chan ge Order o. 2 to Hernandez D emolit ion and Remediation , LLC . The new co ntract total will be $71 ,274 .20. ADOPTED ON THIS 14TH DAY OF AUGUST , 2023 Attest: Lisa A. Hanks, MMC City C lerk Jay Robinson, Council President 012 14 August 2023 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution , a resolution to Award (Bid No. 23-032-2023-PWI-012) for City-Wide Road Repair, Resurfacing and Striping Project for the Public Works Department to Asphalt Services , Inc. with a total bid proposal not-to-exceed 900 ,792 .38. The motion was seconded by Councilmember Conyers. Councilmember Martin said this is something the community needs . Councilmember Burrell commented the bids came in over budget plus Civic Center and Pecan Building parking lot. He questioned if this bid is over 33 % of budget. Mayor Sullivan said the Rebuild Alabama list must be posted . Public Works Director Richard Johnson explained the bid and reason it was over budget. After further discussion, motion passed unanimously by voice vote. RESOLUTION NO. 4808-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [l] That the City of Fairhope did request, receive , and open bids for City-Wide Road Repair, Resurfacing and Striping Project for the Public Works Department (Bid No. 23- 032-2023-PWI-012) at 555 South Section Street in the City of Fairhope offices , Fairhope , Alabama. [2] At the appointed time and place , the following bids were opened and tabulated as follows: Please see attached Bid Tabulation for City-Wide Road Repair, Resurfacing and Striping Project for the Public Works Department [3] After evaluating the bid proposals with the required bid specifications , Asphalt Services , Inc., with the total bid proposal not-to-exceed the amount of $900 ,792.38 , is now awarded the bid for City-Wide Road Repair , Resurfacing and Striping Project for the Public Works Department. ADOPTED ON THIS 14TH DAY OF AUGUST , 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President 013 14 August 2023 Cltyot ,11,._IUII lll>ullllOft 8id NIii. JS,4J2.JCIZW'Wl,,0 12 C.,...... ~oad ...... ltwW1•Cfflt encl 1'"'""8 Projlcl P,oJilCt: JOZJ-P'WI 1111 Ck.,..,.. .__. -...,. 111•_,IC.MO and 9trlptng PNJKt <JwN,nN..., Kl, 20:U -e1 2;00 p.ffl. ' ' " I C 0 ' ' ' G It I , • l M Vfl1dCr: llid Oocum.c,18 Signed/Notarized: Bid Bond: V.nd« Ccmpllan~ (YIN): e,,,.,.,,o~ Aloy --Rot~ P•vq -......,..,,. 1'75 Lf H■,,.rune -~~P•..-.u-~-170 LF WiMmll Road-Fn>m Thompoc,nHol IOSRl81 - """'°"UM L F -• A-,ue -fn,m S . Ba)'Vlew 51. to 6 . Mobile S1.-Ajlpnal. 769 L F While A--Fnn S. 8-~ SI . IOS. _, St. -~--2.782 LI'. RNW-1 DIM-F""" Boothe Rd , IO ~ ,.,,._ -At>f>na.1,tt8 LF. a..-,. ... so~ 4>. a~°",. ... - -•-◄.549LF Sea Cltlt 0wM -.,._ BC Matn_,,c:e ID SoullMmTarminua-""""""-2.21TLF. Beyou a::i,i.., -Fn,m N. Sedlon SI 10 F- Blvd,-~ 1.&olOL .F . OUIIC>N1<°""9--SR18t •Nl4gl- E....,_ -~ 2.210 LF. P-e.-ne ~ -clnu a~- App<oK. ◄.3311 s. y Cdy Hd'CMo ~ P-1Cilla RMIClaang a Stnplng -....,....._ 3-IIBO $.Y . Pn,jlct·Wld• A■phalt LIWlll,g -Unit Priao In - --· -rtkMffl~~WWDD ~Bk!TOUII .... ...... &enlloN.lnc. y y y Pn,jac!Subl!Mal ,,,.~.8& 111 ,0611 .53 Ul.50045 138.1128.00 1100,03O .IK> S68 .e 2, .oo Stt0.9932S $98.492.50 STO.eas.eo 1, 1a_747 .80 S71 ~303 00 St1B ,9t2.SO Sll.SOO 00 SIIOO . 792 .38 :_J ~ J 0--' I ?:o),,:, J°"" G. W.lkln Construction Ccmpen,, y y y P.....,. S.,blaul $2•,3()$,38 $ I &.803.28 $90.al58,15 S.0.111!9.15 $1005!i!IIU3 -.857.00 s,ze.0114.55 1100,e:12 .o, S?G.040.10 1104.92512 '75 ee:i..ee $13Q.27i,TJ 116.833.00 S~.OS:l .87 Councilmember Conyers introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhop e approves the procurement of the Renewal of Cradlepoint etCloud Essentials Subscriptions and Yearly Support; and these are on the Alabama State Departm ent of Purchasing Bid List and therefore does not have to be let out for bid with a cost not-to-exceed $15 ,8 48.00 . Seconded by Councilmember Burrell , motion passed unanimously by voice vote. ' I I I l 014 14 August 2023 RESOLUTION NO. 4809-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , That the City of Fairhope approves the procurement of the Renewal of Cradlepoint NetCloud Es entials Sub criptions and Year ly Support for the IT Department ; and Subscriptions and Support are on Alabama State Department of Purchasing bid list and therefore does not have to be let out for bid . The cost not-to-exceed budgeted amount of $15,848.00. ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the procurement of the Renewal of 27 Annual Subscriptions of CitizenServe Software; and authorizes procurement allowed by the Code of Alabama 1975, Section 41-16- Sl(a)(l l) with a total amount not-to-exceed $40,500.00. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. RESOLUTION NO. 4810-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope has voted to approve the procurement of the renewal of 27 Annual Subscriptions of CitizenServe Software for the IT Department from Online Solutions , LLC; and authorizes procurement allowed by the Code of Alabama 1975 , Section 41-16-5 l(a)(l l). The total amount is $40,500.00. Attest: Lisa A . Hanks, MMC City Clerk Adopted on this 14th day of August , 2023 Jay Robinson, Council President 015 14 August 2023 Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a reso lution that the City of Fairhope approves the procurement of a John Meunier Rotopac Screw Compactor for the Wastewater Treatment Plant with a total cost not-to-exceed $29 ,765.31. Seconded by Councilmember Boone, motion passed unanimously by voice vote. RESOLUTION NO. 4811-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement of a John Meunier Rotopac Screw Compactor that includes the needed parts , plus freight from Templeton and Associates for the Wastewater Treatment Plant with a total quote budgeted not-to- exceed $29,765.31. [2] Templeton and Associates is sole source . The equipment is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51(b)(7). ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a reso lution that the City of Fairhope approves the procurement of 476 Media -Pink 20 D Aluminum Clips for the Wastewater Treatment Plant with a total cost not-to-exceed 19 ,992.00. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. 016 14 August 2023 RESOLUTION NO. 4812-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [l] That the City of Fairhope approves the procurement of 476 Media -Pink 20 D Aluminum Clips for the Parkson Fuzzy Filter from Parkson Corporation for the Wastewater Treatment Plant with a total quote budgeted not-to-exceed $19 ,992.00 . [2] Parkson Brand Fuzzy Filter Equipment is sole source and exempt from formal bidding per Code of Alabama 1975 , Section 41-16-5l(b)(7). ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President Councilmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the procurement of a Maintenance Support Plan for the Hewlett Packard Plotter with a three-year agreement with a not-to-exceed amount of $2 ,336.28 , annual cost $778.76; and authorizes Mayor Sherry Sullivan to execute the agreement. Seconded by Councilmember Burrell, motion passed unanimously by voice vote. * * * 017 14 August 2023 RESOLUTION NO. 4813-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [1] That the City of Fairhope approves the procurement of a Maintenance Support Plan for the Hewlett Packard Plotter with a three-year agreement to include parts , labor, consumables , plus 1,500 sq. ft. of lin e drawings color/black per quarter for a not-to-exceed amount of $2,336.28 , annual cost $778.76; and authorizes Mayor Sherry Sullivan to execute agreement. [2] The Maintenance Plan will be purchased via the Purchasing Cooperative NASPO Cooperative Contract (#140596-AL02) through HP , Inc. and DEX Imaging will facilitate support. ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President Councilmember Burrell introduced in writing , and moved for the adoption of the following resolution, a resolution that the City of Fairhope hereby amends the Budget for the FY2022-2023 as recommended and presented in said resolution; and authorizes the City Treasurer to make the necessary changes. Seconded by Councilmember Boone, motion passed unanimously by voice vote. * * 018 14 August 2023 RESOLUTION NO. 4814-23 WHEREAS, the City Council adopted on September 26, 2022 , a resolution approving and adopting the proposed Budget for the FY2022-2023 , Resolution No. 4570-22; and WHEREAS, the City of Fairhope is desirous to amend the Budget and that the following estimates of expenses, as related thereto, are hereby adopted and those expenses are appropriated as follows: Account Description Debit Credit 001350-50440 Small Equipment 49,889.00 001350-50470 Purchases Vehicles & Equipment 49,889.00 001150-50440 Equip & Vehicle Repair 13 ,341.00 001150-504 70 Purchases Vehicles & Equipment 17 ,267.00 001-49030 Insurance Claim 30,608.00 001150-50475 Capital Improvements 27 ,862.00 001150-50524 Property Rental/Lease 36,725.00 001-49895 Transfer from Impact Fees 64,587.00 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope hereby amends the Budget for the FY2022-2023 as recommended and presented above ; and authorizes the City Treasurer to make the necessary changes. ADOPTED ON THIS 14TH DAY OF AUGUST , 2023 Attest: Lisa Hanks, MMC City Clerk Jay Robinson , Council President Counci lmember Martin introduced in writing, and moved for the adoption of the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized to write a letter in support to endorse the South Alabama Regional Planning Commission 's application for the PROTECT Grant. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 019 14 August 2023 RESOLUTION NO. 4815-23 WHEREAS , US 90/98 Causeway project is an important planning project that will improve resiliency against severe weather events and to enable communities a safe evacuation route; and WHEREAS , US 90/98 is a heavily traveled route used by out-of-state drivers and that local commuters take daily between Baldwin and Mobile County ; and WHEREAS , During severe weather and post natural disasters the US 90 /98 Causeway route is severely impacted and can have profound effects on daily travel between Mobile and Baldwin County ; and WHEREAS , the Port of Mobile , the Mobile International Airport, and numerous multimodal hubs all are located on Mobile Bay and frequently utilize Interstate 10 helping to stimulate and drive the economy of Mobile and Baldwin Counties , the State of Alabama and the entire Gulf Coast region ; and WHEREAS , the U .S. Department of Transportation is committed to improving our nation's infra structure through the Promoting Resilient Operations for Transformative, Efficient, and Cost-Saving Transportation Program (PROTECT) Grant Opportunity PROTECT Grant program ; and THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to write a letter in support to endorse the South Alabama Regional Planning Commission's application for the PROTECT Grant. ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President Councilmember Burrell introduced in writing, and moved for the adoption of the following resolution, a resolution that the City Council hereby authorizes Mayor Sherry Sullivan to expend Impact Fees from the Impact Fee Account for the New Police Precinct located at 329 South Greeno Road for Renovations and Rent for the "Police" Benefit Areas ; not to exceed $64,587.00. Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 020 14 August 2023 RESOLUTION NO. 4816-23 WHEREAS, the City of Fairhope adopted Ordinance No. 1625 , An Ordinance repealing and replacing Ordinance o . 1331 to estab li sh Impact Fees on new developm ent in the City of Fairhope on October 13 , 2018 in accordance with Act No. 2006-300 e nacted by the Legislature of Alabama on April 4 , 2006; and WHEREAS, the City desires to use funds for "Police" which is a Benefit Area for (i) the cost recovery of the City 's cost and expense related to the construction, deve lopment and improvement of its justice center, (ii) the cost recovery of the City's cost and expense related to the construction, development and improvement of its animal shelter, (iii) the acquisition of police vehicles, and (iv) the acquisition of police-related apparatus and equipment, and (v) the police component of the "Impact Fee Study" prepared by TischlerBise ; and WHEREAS, the following project sha ll be paid from the Impact Fees Account and have met the criteria stated to be paid from sai d Account: • New Police Precinct located at 329 South Greeno Road -Renovations and Rent ; not to exceed $64 ,587.00. NOW BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council hereby authorizes Mayor Sherry Sullivan to expend Impact Fees for the above project as de signated from the Impact Fee Account for services for the "Police" Benefit Areas . DULY ADOPTED THIS 14TH DAY OF AUGUST, 2023 Attest Lisa A. Hanlcs , MMC City Clerk Ja y Robinson, Council Presid e nt Councilmember Boone introduced in writing, and moved for the adoption of the following resolution, a resolution that the City of Fairhope approves the Procurement of Two Police Car Engines with a total cost of $12,624.44; and awards RFQ to Terry Thomps on Chevrolet. Seconded by Councilmember Martin, motion passed unanimously by voice vote. 021 14 August 2023 RESOLUTION NO. 4817-23 BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [l] That the City of Fairhope did request and receive RFQs for Procurement Two Police Car Engines for the Police Department. [2] At the appointed time and place , RFQs were received and tabulated as follows: Terry Thompson Chevrolet $12 ,624.44 Sandy Sansing Chevrolet $11 ,528.32 (None available) McConnell Automotive $12,373.22 (Wo uld need to order) [3] After evaluating the quotes with required specifications , Terry Thompson Chevrolet is now awarded the RFQ for Two Police Car Engines with a total unbudgeted cost of $12 ,624.44. ADOPTED ON THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President Councilmember Burrell told the City Council that someone told him plaza was for Spanish places. Councilmember Martin introduced in writing, and moved for the adoption of the following resolution , a resolution that the City of Fairhope accepts and approves the recommendation by Mayor Sherry Sullivan to name the Clock Comer Property "Gaston Plaza." Seconded by Councilmember Conyers, motion passed unanimously by voice vote. 022 14 August 2023 RESOLUTION NO. 4818-23 WHEREAS , on July 24, 2023 , Mayor Sherry Sullivan discussed the naming of the Clock Corner Property and gave a history of same ; and WHEREAS , the Clock Corner Property has been named Gaston 's Auto Livery, Gaston 's Garage, and Gaston Motor Company ; and WHEREAS , Mayor Sullivan recommended that the Clock Corner Property be named "Gaston Plaza." WHEREAS , the City Council is desirous to name the Clock Corner Property "Gaston Plaza" as recommended. NOW BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City of Fairhope accepts and approves the recommendation by Mayor Sullivan to name the Clock Corner Property "Gaston Plaza." DULY ADOPTED THIS 14TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President Councilmember Martin moved to grant the recommendation from the Recreation Board to extend Fairhope Storm Football 's Contract on a year to year basis for use of W. C. Majors Field. Seconded by Councilmember Boone, motion passed unanimously by voice vote. Councilmember Martin moved to appoint Bryan Flowers as Second Alternate to the Board of Adjustments & Appeals for a three year term which will expire August 2026 . Seconded by Councilmember Boone, motion passed unanimously by voice vote . 023 14 August 2023 City Council reviewed an application for a Special Retail License -More than 30 Days by Jarrett Crum, Gulf Coast Pinball , LLC d/b /a Fairhope Pins and Pints located at 212B Fairhope Avenue, Fairhope , Alabama 36532 . Councilmember Conyers moved to approve the issuance of the license. Seconded by Councilmember Burrell , motion passed unanimously by voice vote . City Council reviewed an application for a Restaurant Liquor License by ancy Dupre , Rae 's Kitchen, LLC d/b /a Rae 's Kitchen, 76 South Section Street, Unit B , Fairhope, Alabama 36532. Councilmember Conyers moved to approve the issuance of the license. Seconded by Councilmember Burrell, motion passed unanimous ly by voice vote . City Council reviewed an application for a Restaurant Liquor License by Thomas Genin, TBT Fairhope , LLC , d/b/a The Blind Tiger located at 1 Beach Road , Fairhope, Alabama 36532. Councilmember Burrell moved to approve the issuance of the license. Seconded by Councilmember Conyers , motion passed unanimously by voice vote . City Council reviewed an application for a Restaurant Liquor License by John Matus, Sports Biz, LLC, d/b /a Tammy's Sports Bar and Grill , located at 210 Eastern Shore Shopping Center, Fairhope, Alabama 36532. Councilmember Boone moved to approve the issuance of the license . Seconded by Councilmember Martin, motion passed unanimously by voice vote. Councilmember Burrell moved to change the regularly scheduled meetings on Monday, August 28 , 2023 to Tuesday, August 29 , 2029 at the same time and place. Seconded by Councilmember Boone, motion passed unanimously by voice vote . The following individuals spoke during Public Participation for Non-Agenda Items: 1) Clay Godwin , 957 Charleston Loop , addressed the City Council regarding the budget and irrigation revenue based on the water moratorium. 2) IT Director Jeff Montgomery addressed the City Council regarding a core switch , a piece of network equipment, that is not budgeted and is malfunctioning. He said this item will be on the next agenda with an approximate cost of $24,000.00. * * 024 14 August 2023 Councilmember Boone moved to adjourn the meeting. Seconded by Councilmember Conyers , motion passed unanimously by voice vote. There being no further business to come before the City Council , the meeting was duly adjourned at 8:02 p.m . Lisa A . Hanks , MMC City Clerk Jay Robinson, Council President 025 STATE OF ALABAMA COUNTY OF BALDWIN ) ( ) ( The City Council met in a Work Session at 4:00 p.m., Fairhope Municipal Complex Council Chamber, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 14 August 2023. Present were Council President Jay Robinson, Councilmembers: Jack Burrell (arrived at 4:06 p.m.), Corey Martin, Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, Attorney Marion E. Wynne, and City Clerk Lisa A. Hanks. City Attorney Marcus E. McDowell was absent. Council President Jay Robinson called the meeting to order at 4:06 p.m. The following topics were discussed: • The first item on the agenda was the Presentation on the Scope of Work for the HUD/EDA Grant Project -the Building (K-1) Redevelopment to house HATCH by the K-1/HATCH Design Team. Public Works Director Richard Johnson introduced Design Team members Nicho las Gray from Thompson Watermark and Rebecca Bryant from Watershed. Mr. Johnson said Baldwin County Economic Development Alliance received a $750,000.00 HUD grant and the City of Fairhope received $2,500 ,000.00 Federal grant on behalf of BCEDA for HATCH with a match of $650 ,000 .00 from Congressman Jerry Carl. He said the City has paid for the asbestos abatement; Phase 1 is demo and brand new roof; and Phase II will be HATCH building. Mr. Johnson said we must keep historical streetscape and building. He said we will demo South wing to match North wing; the K-1 building would be 18,500 square feet; and the notice to proceed by July 6 , 2024 . Nicholas Gray reiterated we must retain the historic view from Church Street; and he explained roof and building. Rebecca Bryant commented the stormwater will be easier to handle ; and it ties together the buildings . She said there will be a landscape entry for HATCH and courtyard. Ms. Bryant stated they would use FEEF water conservation and low impact developments. They discussed a Performing Arts Center and multiple sizes and locations ; and said we are showing more than HATCH for future improvements and possibilities . Councilmember Burrell commented he likes the HATCH plan and it looks great. He said both symmetry and courtyard are good. He stated we need to debate size of Performing Arts Center. In principal, Councilmember Burrell said he likes the site plan and told the Team they get an A+; and commented they did great work on this . Councilmember Martin questioned the parking deck and size for Performing Arts Center. He said reclamation is good for kids. He said this is very exciting and thanked the Team for their work. Councilmember Conyers stated he was excited for moving forward ; and said he too liked the site plan. He said this is great for HATCH. 026 Monday, 14 August 2023 Page -2- Councilmember Boone said he was very pleased with site plan and it is very well done. Council President Robinson stated the Team has done a great job; and the historical fa9ade kept. Mr. Gray stated from 2019 up to now, significant damage has been done. Lee Lawson from Baldwin County Economic Development Alliance addressed the City Council and thanked the Design Team, Mayor, and Councilmember Boone for the work they have done. He said we will keep historical preservation while building HATCH. He also thanked the City Council for their help with HATCH. • The next item on the agenda was the Introduction to PFM Financial Advisors, LLC by City Treasurer Kim Creech. Joshua McCoy and Marcie Lewis introduced themselves to the City Council. Mr. McCoy commented since 1998 their company has been number one in the nation. He said they sat down with Ms. Creech and Mayor Sullivan to go over finances ; and see what your goals and objectives are along with your risk tolerance. They explained services with PFM; and commented a retainer would be comprehensive for the City of Fairhope. Councilmember Burrell questioned annual total; and use of local banks and markets . Mr. McCoy explained one-time transaction. Ms. Lewis said we have a broad list of banks for bidding. Councilmember Conyers asked if one-time or retainer best for the City . Ms. Creech replied that a retainer and gave examples why it is better. • Discussion of Gas Tax was next on the agenda and presented by Ms. Creech . She said these would be restricted funds for resurfacing roads. Councilmember Burrell commented just be cause everyone else taxes mean we should tax. Council President Robinson said just taxing does not agree; and we have $900 ,000 plus on the agenda tonight. Councilmember Burrell said citizens do not want a tax. Councilmember Martin said it is a good idea and gives back to the community three-fold. Mayor Sullivan read the new law regarding what the funds could be used for. • Council President Robinson announced that the Fairhope Junior Varsity play on Monday evenings and said he and Councilmember Martin have sons playing and Councilmember Conyer's daughter is a cheerleader. He asked the City Council to at least consider moving the next meeting from Monday, August 28, 2023 to Tuesday, August 29, 2023 . Council President Robinson asked the City Council to look at their schedules for the other dates. Councilmember Burrell suggested moving the meetings earlier in the day. City Clerk Lisa Hanks addressed the City Council and mentioned Public Hearings and date and time published for same. Councilmember Conyers said he did not mind moving earlier in the day. The consensus of the City Council was to possibly move earlier in the day. Planning Director Hunter Simmons asked for the City Council to vote on moving from Monday night to Tuesday night. • Mayor Sullivan and City Treasurer Kim Creech began the General Government Budget Discussion and Capital Improvements. Mayor Sullivan asked for help tweaking the budget; and she mentioned there are projects to tidy up and complete. Councilmember Conyers questioned recreation grant for fitness. Mayor Sullivan said the $80,000 .00 in grant funds ($40,000 .00 from Point Clear Rotary and $40,000 .00 from Fairhope Single Tax Corporation) is correct but total project is around $110 ,000 .00. Councilmember Burrell said that he has a concern with Golf Grounds and funding ; and commented he is not seeing a return on investment. 027 Monday, 14 August 2023 Page -3- Mayor Sullivan told the City Council that on the last page will be rollover and FY2024 budget requests. She said some of the projects will be completed this year so those will be removed. • Councilmember Martin gave an update on the Fairhope Environmental Advisory Board. He said they discussed osprey projects, Boy Scouts reef project, bull shark catch and release , educationa l signs for fish , and reclamation of water. • Council President Robinson mentioned the Historic Preservation Ordinance that will soon be brought before the City Council. Council President Robinson briefly went through the Agenda Items and who would explain if needed. • Public Works Director Richard Johnson addressed the City Council briefly explained Agenda Item No . 23 ; and answered any questions if needed. He explained in depth Agenda Item No. 14: the road paving bids ; and answered any questions if needed . Council President Robinson said all of these need to be done ; and we cannot cherry pick. Councilmember Burre ll agreed that we cannot cherry pick. There being no further business to come before the City Council, the meeting was duly adjourned at 5:56 p.m . Lisa A . Han1cs, MMC City Clerk Jay Robinson , Council President 028 r··-··· Un ivers ity of South Alabama Baldwi n County Performance Center • • St. James Avenue Surface Parking 55 spaces • r-· • ··-··-··-··J • • • • • • i .... . . ·--• • • • • •• • •••• Q) ~ ii5 -' ~ ' E • r • • • • • • •• ·._ .... ---< ----' . . . . .. . . . ' . . .... . ... Parking Deck 230+ spaces ..... , . . ------~ • • • • ......... • --~ • ,. .. ~ i '-··-··-··-··-·· -·· -·· -··-··-··-··-··-··-··-··-·· -··-··-··-··-··-··-··-··-··-··-··-··-·· Q) (I) u5 ~ :::, .c (.) FAIRHOPE CENTER FOR THE PERFORMING ARTS K1 CENTER MASTER PLAN Parking Deck 230+ spaces N 1 : 900 '1, 029 Main Level Demolish Portion of South Wing that is over a Basement 6,000 sf • • • • Collaborative Space 9,500 sf Demolish Existing Gym 9,500 sf Open Meeting/ Training Space Restrooms Covered Porch 5 ,500 sf I •• • • • • -- •••••• I •• Basement Demolish Basement 6,000 sf Hatch Roof Plan Future Hatch 3,500 sf Demolish Basement 3,000 sf Ex isting Crawlspace 030 EAS'i' f FRONTf EL.IEVATIO N Existing K-1 Elevation EAB'f fFRONTf EL EVATION • Demolished New Hip Roof to Replace O ld Flat Roof EAsf · [F RONT) ELEVATI~- ~!CALJ: t~•:~ 1•.::!• j Proposed Hatch Elevation 031 ~-&-- -~----'------"-: •• "--------=--, --:_ • _arff ;1:Jrf!~!!Ut]P~~ ~c.-"~~! ~ ·s011F1nIEFT SiliEl ·elevii.'floi( _!GAU:_~:_~ 1' -O"J Existing K-1 Elevation Demolish Portion of South Wing that is over a Basement -~~ ~-" ........ ~ ===~=~=· ---~·~ ~ ~~~~~~W_k-~~yei::i+--~-=-__.!..---__.J• ~SOtffirC[EFT SIDE) ElEVATi1>N Demolished :sOlil'H (LEFT SIDEi ELEVATION Proposed Hatch Elevation New Hip Roof to Replace Old Flat Roof t --~j!j .. :;:-,it; ~ -~ New Roof New Roof 032 ORDINANCE NO. AN ORDINANCE TO REQUIRE ANNEXATION FOR PROPERTY OUTSIDE THE CITY LIMITS BUT CONTIGUOUS TO THE CITY LIMITS FOR NEW CONNECTION TO THE CITY OF FAIRHOPE'S WATER SYSTEM WHEREAS , in recent years the explosive growth the City of Fairhope has put heavy demand on the resources of the City to meet the water needs of Fairhope residents and businesses; and WHEREAS , this demand on the City's resources , particularly the demand for water, has made it increasingly difficult for the City to meet the needs ofFairhope's customers while continuing with the City's prior policy of serving water customers outside Fairhope's corporate limits ; and WHEREAS , while the City is presently engaged in an extensive search for new water sources, the future availability of a clean and reliable water supply is far from certain and, in any event, the costs of securing significant new water sources is substantial; and WHEREAS , the Governing Body of the City of Fairhope finds and declares its primary purpose to be the provision of adequate and safe water service to customers located within the corporate limits of the City of Fairhope. BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows : Section 1. The Code of Ordinances , City of Fairhope, Alabama, Chapter 21, Article III. Water is hereby amended to reflect the following changes and additions: ARTICLE III. WATER In addition to other requirements set forth by the City and codified in the Fairhope Code of Ordinances , property located outside the Fairhope corporate limits , but contiguous to the corporate limits , must be annexed into the City of Fairhope prior to the establishment of any new connections to the Fairhope Water System. Notwithstanding this requirement, the City will continue to serve customers with existing water connections located outside the Fairhope corporate limits. Additionally, the City will honor existing commitments to provide water service to property located outside the corporate limits if it has an active building permit with the City, or received preliminary or final plat approval with prior written acknowledgment of the City's ability to provide water service to the property. 033 Ordinance No. Page -2- Section 2. Section 3. Severability. Should any section, paragraph , sentence, clause or phrase of this Ordinance, or its application to any person or circumstance, be declared unconstitutional or otherwise invalid for any reason, or should any portion of this ordinance be pre-empted by state or federal law or regulation, such decision or pre-emption shall not affect the validity of the remaining portions of this ordinance or its application to other persons or circumstances. This ordinance shall take effect immediately upon its due adoption and publication as required by law. ADOPTED THIS THE 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President ADOPTED THIS THE 29TH DAY OF AUGUST, 2023 Sherry Sullivan, Mayor 034 Water and Wastewater Board of the City of Madison v. Anderson , 850 So.2d 1230 (Ala.2002): In this case , the Alabama Supreme Court reversed the trial court's order directing a City Water Board to provide service to property owned by the plaintiff. The Water Board adopted a policy under which service would be available to property located outside the City limits only if the landowner filed a petition to have the property annexed into the City. The plaintiff, who owned a tract of land located outside the City, contended that it was improper for the Water Board to condition service on annexation . The trial court issued a writ of mandamus requiring the Water Board to serve the plaintiffs property . In reversing that order, the Supreme Court held that the Water Board had established a reasonable rationale for the annexation requirement. Brown v. City of Huntsville and Huntsville Utilities , (Ala.2004): The plaintiff Rex B . Brown ("Brown") appeals a judgment declaring that the defendants City of Huntsville and Huntsville Utilities (collective ly "the Utility") owed no obligation to provide water service to Brown's property outside the Huntsville city limits unless the property was annexed into the city. The dispositive issue is whether the trial court erred in holding that the Uti lity did not discriminate against Brown or act unreasonably in conditioning provision of water service to Brown's property on annexation of Brown's property into the city. Because we conclude that the trial court did not err, we affirm. Our resolution of this case is consistent with our resolution of Water & Wastewater Board of Madison v. Anderson, 850 So .2d 1230 (Ala.2002), addressing another landowner's attempt to obtain substantially the same relief against another utility in the same county. 035 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIR.HOPE, ALABAMA, That the City Coun cil hereby authorizes and extends the Park and Street Usage Fees Contract for the IAFL Semi-Pros' Fairhope Storm semi-professiona l football team on a year to year basis that expires on December 31, 2023. The set rental fee for W . C. Majors Field also known as the Fairhope Municipal Stadium shall be $500.00 per rental for five mutually agreed upon spring days (generally March to July). Additionally , the usage fees for the Barnwell football facilities hall be set at $25.00 per day for regular spring sea on practice up to three mutually agree d days per week, weather permitting, during the same time frame. The fees in question are current establish ed fees for rental of the facilities in question. The Fairhope Storm shall comply with all standard facility use agreement requirements including but not limited to suitable minimum insurance requirements. The Parks and Recreation D epartment sha ll retain all concession and parking rights to be assigned at its discretion. School activities , Special Olympics , and other events take precedent over the Fairhope Storm . This contract cannot be subleased nor transferred to any other entity. Attest: Lisa A. Hanks, MMC City Clerk Adopted on this 29th day of August, 2023 Jay Robinson , Council President 036 RESOLUTION NO. APPROVAL OF AMENDMENT NO. 1 FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #S1P17-FACP (RESTORE ACT-COMMUNITY-BASED COMPREHENSIVE LAND USE PLAN) WHEREAS, the City of Fairhope was awarded a RESTORE Act Direct Component Subrecipient Grant (#S 1 P 17-F ACP) from the Alabama Department of Conservation and Natural Resources (ADCNR) in the amount of $650 ,000.00 for the Fairhope Area Communjty-Based Comprehensive Land Use Plan; and WHEREAS , the project is currently underway and the Alabama Department of Conservation and Natural Resources (ADCNR) issued Amendment No. 1 to the Subaward Agreement whereby the grant period of performance ending date has been extended by 12 months , from 3/31/2024 to 3/31/2025 ; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves Amendment No. 1 to the Subaward Agreement for ADCNR Grant #SlPl 7-FACP , extending the contract period of performance through 3/31/2025 ; and authori zes the Mayor to execute Amendment o . 1 between the City o f Fairhope and ADCNR. Attest: Lisa A. Hanks , MMC City Clerk Adopted on this 29th day of August, 2023 Jay Robinson , Co unc il President 037 STATE OF AL AB AMA A D CNRGrant#: S1P17-FACP M O T GO ME RY COUNTY SU BA WARD GRANT AGRE EMENT -AMENDMENT N O . 1 THIS SUBA WARD GRANT AGREEMENT, ("Agreement") is made and entered into by and between the State of Alabama Department of Conservation an d Natural Resources (hereinafter "ADCNR") and City of Fairhope (hereinafter "Subrecipient"). Pursuant to this Agreement, ADCNR and Subrecipient (collectively hereinafter "Parties") agree as follows : I. PROJECT PURPOSE AND IDENTITY: The p urpose of this Agreement is to provide funding under the Resources and Ecosystem Sustainability, Touris t Opportunities, an d R evived Econom ies of the Gul f Coast States Act of2012 (hereinafter "RESTORE Act") to Subrecipient for implemen tation of the RESTORE Act Spill Impact project titled "State Expenditure Plan #17 : Fairhope Area Community-Based Comprehensive Land Use Plan" (hereinafter "Project"). The purpose of this project is to develop a community-ha ed comprehensive land use plan that recognize all community concerns and i ues and tran !ates this information into a clear framework, plan and course of actions supporting community growth in a responsible, sustainab le and resilient manner, further described in the Federa l Award GNSSP20AL000I-0l-0l. This Agreement between the Parties will be identified by the "ADCNR Grant Number" set forth above in the upper right corner of this Agreement. All invoices and other correspondence submitted to ADCNR in connection with this Agreement must be identified by said Grant Number. This Amendmen t No. 1 is for an existing grant for th e A labama Department of Conservation and Natural Resources (ADCNR), Grant No. GNSSP20AL0001-0 l-0l , State Expenditure Plan #17 : Fairhope Area Community-Based Comprehensive Land U e Plan. Thi amendment executes the following action: • Extends the performance period by 12 months to March 31 , 2025 . 2 . FEDERAL AW ARD INFORMATION: The Project's Financial Assistance Award (hereinafter "Federal Award") in its entirety is hereby incorporated into thi Agreement by reference. Information as to the Federal Award associated with the Project includes the following: a. Federa l Award Identification N umber (FAIN): GNSSP20AL000 1 b. Federal Award Period of Performance : 09 /0l/2019-03/3 1/2025 c . Total Amount of Federal Funds Obligated to Subrecipient: $650 ,000.00 d. Subrecipient UEI : MWRPCJENTWL4 e . Total Amount of Federal Award : $714 ,500.00 f. Name of Federal Awarding Agency : Gulf Coast Ecosystem Restoration Council (hereinafter "RESTORE") g. Pass-Through Entity & Awarding Official Contact Information: Alabama Department of Conservation and Natural Resources Commissioner Christopher M. Blankenship 64 N. Union Street; Sui te 468 Montgomery, AL 36 130 h . CFDA Number & Name: CFDA# 87 .052 "Spill Impact Component Project Grants" 1. Indirect Cost Rate o f Subrecipient: 0% 3 . AGREEMENT FUNDING AMOUNT: ADCNR's funding commitment under this Agreement shall be within the budgetary limits as described herein and pursuant to the Federal A ward and shall not exceed a tota l of six hundred fifty thousand and 00/100 dollar ($65 0,000 .00). 038 4 . PROJECT PERIOD : The period allowed for Proj ec t completion by the Subrecipient (hereinafter "Project Peri od") shall comm en ce on September 1, 20 19 and end on March 3 1, 2025 . 5. AG REEMENT TERM: The term of thi s Agreement shall co mmence when the Agreement is executed by both Parties on September 1, 2019 and end on March 3 1, 2025 (hereinafter "Agreement Term"). 6 . NOTICE: Contact information of Parties for purp o es of providing noti ce pursuant to the terms of thi s Agreement are set forth below . In th e event the des ignati on of n ew contact information is necessary, such shall not require a forma l amendment to thi s Agreement. ToADCNR: Alabama D epartment of Conservation and Natural Resources Attn : Christopher M . Blankenship , Commi ss ioner 64 N . Union St., Suite 468 Montgomery, AL 36130 With a co py to : Dr. Amy Hunter Deepwater Horizon Re storati on Coordinator A la bama D epartment of Conservation an d Natural Resources 31 115 Five Rivers Boulevard Spani sh Fort, AL 36527 Email : amy .hunter@dcnr.alabarna .gov To Subrecipient: Sherry Sulli van , Mayor City ofFairhope 16 1 N. Section Street Fairhope, Alabama 36532 7 . PARTIES REPRESENT THAT THIS AGREEMENT SUPERSEDES ALL PROPO SALS , ORAL AND WRITTEN, ALL PREVIOUS CONTRACTS , AGREEMENTS, NEGOTIATIONS AND ALL OTHER COMMUNICATIONS BETWEEN THE PAR TIES WITH RESPECT TO THE SUBJECT MATTER HEREOF. 8. DOCUMENTS : The doc ument whic h comprise this Agreement between ADCNR and the Subrecipient are : 1. This Sub award Agreement; 2. Th e Amendment for the ex isting grant for the Ala bama D epartm ent of Conservation and Natural Reso urces (ADCNR), Grant No . GNSSP20AL0001-0l-0l and any RESTORE Council-spec ifi c Special Award Conditions . IN WIT ESS WHEREOF , the parties hereto have ca u sed this Agreement to be executed by their respective officers thereunto dul y authorized as of the date entered below. 2 039 STATE OF ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURC ES Christopher M. Blankenship , Commissioner Date: ------------ CITY OF FAIRHOPE Sherry Su llivan, Mayor Date: ___________ _ 3 040 AL-04/25 /2023 Subrecipient Name : City o(Fairhope, UEJ: MWRPCJENTWL4 Title of Grant Project : Stat e Exp enditure Plan # I 7: Fairhop e Area Comm unity-B ased Comp re hensive Land Us e Plan Attac hment Federal Award Identification The enti ty identified in thi s agreement is a subrecipi ent of a sub award , in accordance w ith 2 CFR 200.332 . Be advised , th e following information describes the Federal award and subaward : (1 ) Fede ral Award Id e ntifi cation (i.) Subrecipient name City ·of Fairhope (ii.) Subrecipient's unique entity identifier UEI: MWRPCJENTWL4 (iii.) Federal Award Identification Number GNSSP20AL000 1 (FAIN); (iv.) Federal Award Date (see §200.39 Federal award date) of award to the recipient by AL-04/25 /2023 the Federal agency ; (v.) Subaward Period of Perfo rmanc e Start 09 /01 /20 19-03 /3 1/2025 and End Date; (vi.) Amount of Federal Funds Obligated by $650 ,000.00 thi s action by th e pass-through entity to th e subrec ipient; (vii.) Total Amount of Federal Funds Obliga ted $6 50 ,000 .00 to th e subrecipient b y the pass-through entity including the current obligation ; (viii.) Total Amount of the F ederal Award $650,000 .00 comm itted to th e subreci pi ent by th e pass -through entity; (ix.) Federal award proj ec t description, as The purpo se of this project is to develop a community- required to be re spo nsive to the Federa l ba sed comprehen s ive land u se plan that recognizes all Fundin g Accountability and community co ncerns and issues and translates thi s Transparency Act (FFATA); information into a cl ear framework , plan and course of actions supporting community growth in a responsibl e, su stainable and res ili ent manner (x.) Name of Federal awarding agenc y , Gulf Coast Ecosystem Restoration Council, Name of pass-through entity, and co nta ct Alabama Department of Co n servation and Natural information for awarding official of th e Reso urces , pa ss-through entity ; Christopher M. Blankenship Chri s.bl anken shin ra)dcnr.alabama .gov (xi.) CFDA Number and Name; the pass-CFDA # 2 1.015 Reso urces and Ecosystems throu gh entity mu st identify the dollar Su sta inab ili ty , Tourist Opportunities, and R ev ived am ount made available under each Economies of the Gulf Coast States -total Federal Award Federal award and the CFDA number at iss u ed to ADCNR, whi ch is reg istered in SAM w ith th e tin1 e of di sbursement; DUNS number 929933406 , UEI : WLNMNKHKF5Tl is $7 14 ,500 .00 (xii.) Identifi cati on of whether the award is This is not a R&D award . R&D ; and (xiii.) Indirect cost rate for the Federal award The indirect cost rate for the Federal award is 24 .09 %. (including if th e de minimis rate if ch arged p er &200.4 14 Indirect (F&A) costs). 4 041 RESOLUTIO NO. AMENDMENT NO. 1 TO RFP 006-20 PROGRAM ADMINISTRATION SERVICES CONTRACT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #S1P17-FACP (RESTORE ACT-COMMUNITY-BASED COMPREHENSIVE LAND USE PLAN) WHEREAS, the City of Fairhope did solicit Requests for Proposals (RFP 006-20 -Program Administrative Service for Community-Based Comprehensive Land Use Plan) in accordance with applicable federal, tate and local laws , codes, regulation s, ordinances , etc., including, but not limited to all executive orders (EO), Office of Management and Budget (0MB) requirements, and U .S . Treasury Regulations; and WHEREAS , on September 14 , 2020 the City Counci l awarded RFP 006-20 to Grant Management, LLC for ADCNR Grant #S 1 P 17-F ACP ; and WHEREAS , the Alabama Department of Conservation and Natural Resources (ADCNR) iss u ed Amendment No. 1 to the Subaward Agreement whereby the grant period of performance ending date bas been extended by 12 months, from 3/31/2024 to 3/31 /2025; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves Amendment No. 1 to RFP 006-20 -Program Administrative Services for Community-Based Comprehensive land Use Plan to Grant Management, LLC for ADCNR Grant #SlP17-FACP, extending the contract period of performance through 3/31/2025; and authorizes th e Mayor to execute Amendm ent No. 1 between the City of Fairhope and Grant Management, LLC. Attest: Lisa A . Hanks, MMC City Clerk Adopted on this 29th da y of August , 2023 Jay Robinson, Council Pre sident 042 City of Fairhope Contract Documents Amendment 1 RFP No . 006-20 Program Administrative Services for Fairhope Area Community-Based Comprehensive Land Use Plan Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S 1P17-FACP Sherry Sullivan , Mayor Fairhope City Council Jay Robinson , Council President Set -- 043 STATE OF ALABAMA} COUNTY OF BALDWIN} CONTRACT FOR PROFESSIONAL CONSUL TING SERVICES Amendment 1 This CONTRACT , made and entered into this __ day of ___________ , 2023, by and between the City of Fairhope, Alabama (hereinafter called "CITY") acting by and through its governing body , the Fairhope City Council , and Grant Management LLC of Fa irhope , Alabama (hereinafter called the "CONSULTANT") for RFP No. 006-20 Program Administrative Services for Fairhope Area Community-Based Comprehensive Land Use Plan for Alabama Department of Conservation and Natural Resources (ADCNR) Grant# S1P17-FACP, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) WITNESSETH: That in consideration of the mutual covenants and agreements herein contained , the parties hereto do mutually agree as follows: DEFINITIONS: The following terms shall have the following mean ings: COUNTY: Baldwin County , Alabama CITY: Fairhope Council, Mayor, and the officers, agents , and employees of the City of Fairhope, Alabama PROJECT: Professional Consulting service s for Program Administrat ion for Alabama department of Conservation and Natural Resources (ADCNR) Grant #S1 P17-FACP, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) 2 044 PART ONE GENERAL CONDITIONS 1.1 The CITY hereby has employed the CONSUL TANT and the CONSUL TANT has agreed to perform for the CITY those professional services as hereinafter set forth in connection with the following: Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP (RESTORE Act) 1.2 This professional services contract was executed by the CITY on November 20, 2020. The Alabama Department of Conservation and Natural Resources (ADCNR) and the Gulf Coast Ecosystem Restoration Council (GCERC) have provided the CITY with Amendment No. 1 to the Subgrant Agreement that extends the performance period by 12 months to March 31 , 2025 . 1.3 All provisions contained in the original contract apply, except as modified in Amendment 1. PART TWO PROJECT SCOPE 2.2 The Federal Award Period of Performance has been extended by 12 months to March 31, 2025. PART THREE PAYMENT 3 .1 The date of Project completion for the Subaward Grant Agreement #S 1P17-FACP as amended between the CITY and the Alabama Department of Conservation and Natural Resources (ADCNR) is 3/31/2025. Under 2 CFR 200.309 , no costs can be incurred after this date . Therefore, the CONSUL TANT will render all services prior to this date and no charges shall be incurred thereafter. Section 41-16-5, Code of Alabama 1975, requires that public contracts over $15,000 include the following language : By signing this Contract, The City of Fairhope represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade . 3 045 IN WITNESS WHEREOF, the parties hereto have executed this contract in duplicate on the day and year first above written. CITY OF FAIRHOPE BY : --------------Sherry Sullivan, Mayor NOTARY FOR THE TOWN : ST A TE OF ALABAMA} COUNTY OF BALDWIN} ATTEST: --------------Lisa A. Hanks, MMC City Clerk I, _________ , a Notary Public in and for said State and County , hereby certify that Sherry Sullivan, whose name as Mayor of Fairhope , is signed to the foregoing conveyance and who is known to me , acknowledged before me on this day, that being informed of the contents of the conveyance, she as such officer and with full authority, executed the same voluntarily on the day the same bears date. Given under my hand and Notary Seal on this the __ day of __________ , 2023. Notary Public _______________ _ My Commission Expires ___________ _ 4 046 PROFESSIONAL CONSULTANT SIGNATURES If Corporation or LLC Company Grant Management LLC State of Incorporation Alabama Company Representative Stacy McKean (Name of Representative Authorized to sign Bids and Contracts for the firm) Company Representative_· ________________________ _ (Signature of Representative Authorized to sign Bids and Contracts for the firm) (Address)PO Box 1512 (Address) Fairhope, AL 36532 Phone No: (251) 533-6930 E-Mail: stacylmckean@gmail.com NOTARY FOR CORPORATE PROFESSIONAL CONSULTANT STATE OF ---------~ County of __________ __, I, ______________ , a Notary Public in and for the said State and County, hereby certify that Stacy McKean whose name as Owner of Grant Management LLC is signed to the foregoing conveyance and who is known to me , acknowledged before me on this day, that being informed of the contents of the document they executed the same voluntarily on the day the same bears date . Given under my hand and Notary Seal on this __ day of _________ , 2023 . Notary Public ______________ _ My Commission Expires __________ _ 5 047 RESOLUTION NO. AMENDME T NO. 1 TO RFP PS00l-21 PLANNING SERVICES CONTRACT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #SlP17-FACP (RESTORE ACT-COMMUNITY-BASED COMPREHENSIVE LAND USE PLAN) WHEREAS , the City of Fairhope did solicit Requests for Proposals (RFP PS00 1-21 - Professional Planning Services for Community-Based Comprehensive Land Use Plan in accordance with applicable federal, state and local laws, codes, regulations, ordinances , etc., including, but not limited to all executive orders (EO), Office of Management and Budget (0MB) requirements , and U .S . Treasury R egu lation s; and WHEREAS , on D ecember 23, 2020 the City Council awarded RFP PS00l-21 to Neel-Schaffer for ADCNR Grant #S1Pl7-FACP; and WHEREAS , the Alabama Department of Conservation and Natural Resources (ADCNR) issued Amendment o . 1 to the Subaward Agreement whereby the grant period of performance ending date has been extended by 12 months, from 3/31/2024 to 3/31 /2025 ; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , that the City Council approves Amendment No. 1 to RFP PS00 1-21 -Professional Planning Services for Community-Based Comprehensive land Use Plan to Neel-Schaffer, Inc. for ADCNR Grant #S 1 P 17-F ACP, extending th e contract period of performance through 3/31/2025 ; and authorizes the Mayor to execut e Amendment o . 1 between the City of Fairhope and eel- Schaffer. Attest: Lisa A. Hanks , MMC City Clerk Adopted on thjs 29th day of August, 2023 Jay Robinson, Council President 048 City of Fairhope Contract Documents Amendment 1 RFP No . 001-21 Professional Planning Services for Fairhope Area Community-Based Comprehensive Land Use Plan Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP Sherry Sullivan , Mayor Fairhope City Council Jay Robinson , Council President Set -- 049 STA TE OF ALABAMA} COUNTY OF BALDWIN} CONTRACT FOR PROFESSIONAL CONSUL TING SERVICES Amendment 1 Th is CONTRACT , made and entered into this __ day of ___________ , 2023 , by and between the City of Fairhope , Alabama (hereinafter called "CITY") acting by and through its governing body , the Fairhope City Council , and Neel-Schaffer, Inc . of Mobile , Alabama (here inafter called the "CONSUL TANT ") for RFP No. 001-21 Professional Planning Services for Fairhope Area Community-Based Comprehensive Land Use Plan for Alabama Department of Conservation and Natural Resources (ADCNR) Grant# S1P17-FACP, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) WITNESS ETH: That in consideration of the mutual covenants and agreements here in contained , t he parties hereto do mutually agree as follows : DEFINITIONS: The following terms shall have the following meanings : COUNTY: Baldwin County , Alabama CITY: Fairhope Council , Mayor, and the officers, agents , and emp loyees of the City of Fairhope , Alabama PROJECT: Professional Planning Services for Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP , as amended Resources and Ecosystem Sustainability , Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) 2 050 PART ONE GENERAL CONDITIONS 1.1 The CITY hereby has employed the CONSUL TANT and the CONSUL TANT has agreed to perform for the CITY those professional services as hereinafter set forth in connection with the following : Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP (RESTORE Act) 1.2 This professional services contract was executed by the CITY on ______ _ 2021 . The Alabama Department of Conservation and Natural Resources (ADCNR) and the Gulf Coast Ecosystem Restoration Council (GCERC) have provided the CITY with Amendment No . 1 to the Subgrant Agreement that extends the performance period by 12 months to March 31 , 2025 . 1.3 All provisions contained in the original contract apply , except as modified in Amendment 1. PART TWO PROJECT SCOPE 2 .2 The Federal Award Period of Performance has been extended by 12 months through March 31 , 2025 . PART THREE PAYMENT 3.1 The date of Project completion for the Subaward Grant Agreement #S1P17-FACP as amended between the CITY and the Alabama Department of Conservation and Natural Resources (ADCNR) is 3/31/2025. No costs can be incurred after this date . Therefore , the CONSUL TANT will render all services prior to this date and no charges shall be incurred thereafter. Section 41-16-5, Code of Alabama 1975, requires that public contracts over $15,000 include the following language: By signing this Contract, The City of Fairhope represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade . 3 051 IN WITNESS WHEREOF, the parties hereto have executed this contract in duplicate on the day and year first above written. CITY OF FAIRHOPE BY : --------------Sherry Sullivan, Mayor NOTARY FOR THE TOWN : STA TE OF ALABAMA} COUNTY OF BALDWIN} ATTEST: ____________ _ Lisa A. Hanks, MMC City Clerk I, _________ , a Notary Public in and for said State and County , hereby certify that Sherry Sullivan, whose name as Mayor of Fairhope , is signed to the foregoing conveyance and who is known to me , acknowledged before me on this day , that being informed of the contents of the conveyance , she as such officer and with full authority, executed the same voluntarily on the day the same bears date . Given under my hand and Notary Seal on this the __ day of __________ , 2023. Notary Public _______________ _ My Commission Expires ___________ _ 4 052 PROFESSIONAL CONSULTANT SIGNATURES If Corporation or LLC Company Neel-Schaffer, Inc. State of Incorporation Alabama Company Representative ______ _ (Name of Representative Authorized to sign Bids and Contracts for the firm) Company Representative _________________________ _ (Signature of Representative Authorized to sign Bids and Contracts for the firm) (Address) _______ _ (Address) _______ _ Phone No : -------- E-Mail : ---------- NOTARY FOR CORPORATE PROFESSIONAL CONSULTANT STATE OF ---------~ County of __________ __, I, ______________ , a Notary Public in and for the said State and County, hereby certify that ______ whose name as _____ of Neel-Schaffer, Inc . is signed to the foregoing conveyance and who is known to me, acknowledged before me on this day , that being informed of the contents of the document they executed the same voluntarily on the day the same bears date . Given under my hand and Notary Seal on this __ day of _________ , 2023. Notary Public ______________ _ My Commission Expires __________ _ 5 053 RESOLUTION NO. AMENDMENT NO. 1 TO RFQ PS007-20 GEOGRAPIDC INFORMATION SYSTEM (GIS) SERVICES CONTRACT FOR THE ALABAMA DEPARTMENT OF CONSERVATION AND NATURAL RESOURCES GRANT #SlP17-FACP (RESTORE ACT-COMMUNITY-BASED COMPREHENSIVE LAND USE PLAN) WHEREAS , the City of Fairhope did so li cit Requests for Qualifications (RFQ PS007-20 - Geographic Information System (GIS) Services for Community-Based Comprehensive Land Use Plan in accordance with applicable federal, state and local laws , codes, regulations , ordinances , etc., including, but not limited to all execut ive orders (EO), Office of Management and Budget (0MB) requirements , and U.S. Treasury Regulations ; and WHEREAS , on December 23, 2020 the City Council awarded RFP PS007-20 to Goodwyn , Mills and Cawood, Inc . for ADCNR Grant #SlPl 7-FACP; and WHEREAS , the Alabama Department of Conservation and atural Resourc es (ADCNR) iss ued Amendment No. 1 to the Subaward Agreement whereby the grant period of perfo rmance ending date has been extended by 12 month , from 3/31/2024 to 3/31/2025; BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council approves Amendment No . 1 to RFQ PS007-20 -Geographic Information System (GIS) Services for Community-Based Comprehensive land Use Plan to Goodwyn , Mills and Cawood, Inc . for ADCNR Grant #SlPl 7-FACP, extendjng the contract period of performance through 3/31/2025 ; and authorizes the Mayor to execute Amendment No. 1 between the City of Fairhope and Goodwyn , Mills and Cawood , Inc . Attest: Lisa A. Hanks, MMC City Clerk Adopted on this 29th day of August, 2023 Jay Robinson, Council Pre sident 054 City of Fairhope Contract Documents Amendment 1 RFP No. 007-20 Geographic Information System (GIS) Services for Fairhope Area Community-Based Comprehensive Land Use Plan Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP Sherry Sullivan , Mayor Fairhope City Council Jay Robinson, Council President Set -- 055 STATE OF ALABAMA} COUNTY OF BALDWIN} CONTRACT FOR PROFESSIONAL CONSUL TING SERVICES Amendment 1 This CONTRACT , made and entered into this __ day of ___________ , 2023, by and between the City of Fairhope , Alabama (hereinafter called "CITY") acting by and through its governing body , the Fairhope City Council , and Goodwyn, Mills and Cawood, Inc . of Mobile , Alabama (hereinafter called the "CONSUL TANT") for RFP No. 007-20 Geographic Information System (GIS) Services for Fairhope Area Community-Based Comprehensive Land Use Plan for Alabama Department of Conservation and Natural Resources (ADCNR) Grant# S1P17-FACP, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) WITNESS ETH : That in consideration of the mutual covenants and agreements herein contained , the parties hereto do mutually agree as follows : DEFINITIONS: The following terms shall have the following meanings : COUNTY: Baldwin County , Alabama CITY: Fairhope Council , Mayor, and the officers, agents , and employees of the City of Fairhope , Alabama PROJECT: Profess ional Planning Services for Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP, as amended Resources and Ecosystem Sustainability, Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2012 (RESTORE ACT) 2 056 PART ONE GENERAL CONDITIONS 1.1 The CITY hereby has employed the CONSUL TANT and the CONSUL TANT has agreed to perform for the CITY those professional services as hereinafter set forth in connection with the following : Alabama Department of Conservation and Natural Resources (ADCNR) Grant #S1P17-FACP (RESTORE Act) 1.2 This professional services contract was executed by the CITY on ______ _ 2021 . The Alabama Department of Conservation and Natural Resources (ADCNR) and the Gulf Coast Ecosystem Restoration Council (GCERC) have provided the CITY with Amendment No . 1 to the Subgrant Agreement that extends the performance period by 12 months to March 31 , 2025 . 1.3 All provisions contained in the original contract apply , except as modified in Amendment 1. PART TWO PROJECT SCOPE 2 .2 The Federal Award Period of Performance has been extended by 12 months through March 31 , 2025 . PART THREE PAYMENT 3 .1 The date of Project completion for the Subaward Grant Agreement #S1P17-FACP as amended between the CITY and the Alabama Department of Conservation and Natural Resources (ADCNR) is 3/31/2025. No costs can be incurred after this date . Therefore , the CONSUL TANT will render all services prior to this date and no charges shall be incurred thereafter. Section 41-16-5, Code of Alabama 1975, requires that public contracts over $15,000 include the following language: By signing this Contract, The City of Fairhope represents and agrees that it is not currently engaged in, nor will it engage in, any boycott of a person or entity based in or doing business with a jurisdiction with which the State of Alabama can enjoy open trade. 3 057 IN WITNESS WHEREOF, the parties hereto have executed this contract in duplicate on the day and year first above written . CITY OF FAIRHOPE BY: --------------Sherry Sullivan, Mayor NOTARY FOR THE TOWN : STA TE OF ALABAMA} COUNTY OF BALDWIN} ATTEST: --------------Lis a A. Hanks, MMC City Clerk I, _________ , a Notary Public in and for said State and County , hereby certify that Sherry Sullivan, whose name as Mayor of Fairhope, is signed to the foregoing conveyance and who is known to me , acknowledged before me on this day , that being informed of the contents of the conveyance, she as such officer and with full authority, executed the same voluntarily on the day the same bears date . Given under my hand and Notary Seal on this the __ day of __________ , 2023 . Notary Public _______________ _ My Commission Expires ___________ _ 4 058 PROFESSIONAL CONSULTANT SIGNATURES If Corporation or LLC Company Goodwyn, Mills and Cawood, Inc. State of Incorporation Alabama Company Representative ______ _ (Name of Representative Authorized to sign Bids and Contracts for the firm) Company Representative _________________________ _ (Signature of Representative Authorized to sign Bids and Contracts for the firm) (Address) _______ _ (Address) _______ _ Phone No : -------- E-Mail: ---------- NOTARY FOR CORPORATE PROFESSIONAL CONSULTANT STATE OF ---------~ County of __________ ~ I, ______________ , a Notary Public in and for the said State and County , hereby certify that ______ whose name as _____ of Goodwyn, Mills and Cawood, Inc. is signed to the foregoing conveyance and who is known to me , acknowledged before me on this day, that being informed of the contents of the document they executed the same voluntarily on the day the same bears date . Given under my hand and Notary Seal on this __ day of _________ , 2023. Notary Public ______________ _ My Commission Expires __________ _ 5 059 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That Mayor Sherry Sullivan is hereby authorized to execute a Contract with Kimley-Hom and Associates for Professional Engineering Services for Dog House Pump Station Rehabilitation (RFQ PS23-023) with a not-to-ex ceed amount of $193 ,000.00. DULY ADOPTED THIS 29TH DAY OF AUGUST, 202 3 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President 060 Ci ty of Fa irhope Proje ct Fund ing Request COF Project No. 235 6 Issuing Da te · ·--~B/-'1~7/~2~0~2~3 __ Please return th is Routing Sheet to Tre asurer by; ---'A-'--"S'-A"-P __ _ Project Name : Aoorove the K i mlev-Horn & Associates Neaotiated Fee Schedule for Engineering Se rvices for Doa House Pumo Station Rehab ilitation P roject Project Location : 56 So ut h Greeno (Lift Station) Resolution # : Presented lo City Council · ---'8-'/2~8~/2~0~2~3 __ App ro ved _____ _ Funding Re quest Sponsor: Daryl Mo refie ld, Wa ter & Sewer Superintendent Changed _____ _ Nicole Love , T reas ury G rants Coordinator Re jected _____ _ Project Cash Requirement Requested : ,. Cost: $ 193 000 .00 Not-to -Exceed Amount Ve ndor: Kimley-Horn a nd Assoc iates (Vendor #7089 ) Project Eng ineer:-'n~/=-a ___________________________________________ _ Order Date; ____ n_/a ___ _ Lead Ti me: ---'n~/~a ________ _ Depa rtment Funding This Pro ject General 0 Gas 0 Electric C Wate Wastewater 0 Sanitalion □ Cap Project 0 Impact C Gas Tax C Fed Grant C Adm ,n-10 Fleet-46 Department of General Fund Pro viding t he Funding C B!dg-13 C iJ Gol f-SO L Poil ce-15 C Fire-20 0 Golf Groun ds-5 5 0 Museum -27 D I Proj ect wili be· Ex pe nsed Cap it alized lnventoned --------□ -----'-'x'--'x'-'-x ___ § ________ L Expense Code : 00402 0-59501 GIL Acct Na me: Sy stem Improve men ts • Lift Stations Project Budg eted : _$~ __ 1_9_3~0_0_0_.o_o_ Ba lance Sheet Item• Included in projected cash flow C -------- ECD -2 4 0 Rec-25 0 Civic-26 C Marin a-34 0 Street-35 C Meter-1 9 C Pl an/Zone -1 2 C Ad ul t Re c-30 0 NonD eptFac-7 5 0 Debt Serv ice -BS D Fund ing Source : Operating Expe nses C Budgeted Capital ___ X_X_X ____ E Unfunded ------- _______ Fe deral • not to exceed am ount State -------______ City ______ Loca l Bond : _____ _ -------Year Over (Under) budget amc unt: ~$ ______ _ Loan: ------- Tit le T itle _______ Yea r The Cit y Council a pprove d the award o f RFQ PS23--023 Professional Engineering Se rvices for Oog House Pump Sbtion Rehabilitation to Klmley-Horn ind Ass ocia tes on 08 /14/23 at Its regu la rty sche duled meeting. T his requ est Is for approval of the subse quent negotiate d fee schedu le ind to authorize th• Mayor to ex ecu te a contract In th• n ot-t o ◄xce,ad amount of $193,000.0~ City will be utllizi ng ARP A (Am e rican Res c ue Pla n Act ) m onies to fund the o/ Dog House Pump Station Rehabi litation project. Cap ital Lease : _____ _ Payment _______ Term Cijy Council Pri or Appr ov al/Date? 08/14/23 • Awa rd ed RFQ PS2 3-01 9 to Klmley-Horn & As soc . Sen i~_ Accountant City Treas urer Mayo r Pu rc ha sing Memo Date · ___ 8~/~1~7/~2~0=2~3 __ Purchas ing Mem o Date : --~8~/1~7~/2=0~2=3 __ _ De li vered To Da te: __ 8_/1_8_/2~0~2~3 __ Re q~oye d Date : 8/18/2 023 ~J.LJvl..., Kl reech IT-16 C 061 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech City Treasurer 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251-928 -2136 (p) 251-928 -6776 (f) www.fairhopeal.gov MEMO To: From : Suzanne Doughty, Senior Accountant Kimberly Creech, City Treasurer Erin Wolfe, Purchasing Manager Date : August 17, 2023 Re: Requesting Approval by City Council of Negotiated Fees for RFQ PS23-023 Professional Engineering Services for Dog House Pump Station Rehabilitation The Superintendent of Water and Wastewater Department, Daryl Morefield , has requested to hire an Engineering Firm for the rehabilitation of the Dog House Pump Station , which will be using funds provided through the American Rescue Plan Act (ARPA) of 2021 . The City Council approved the selection of Kimley-Horn and Associates as the result of Request for Qualifications RFQ PS23-023 Professional Engineering Services for Dog House Pump Station Rehabilitation and approved the Mayor to negotiate the contract fee schedule . Fixed Fees are listed in the attached Scope of Services/Method of Compensation . The Mayor and The Superintendent of Water and Wastewater Department would like to establish a not-to-exceed amount for Professional Engineering Services of One Hundred Ninety-Three Thousa nd Dollars ($193,000.00). Please prepare a Green Sheet and place on the next City Council Agenda this request for approval of the negotiated fee schedule and allow the Mayor to execute a contract for the not-to-exceed amount of $193,000.00. Enclosure Cc: Daryl Morefield, Nicole Love 062 Kimley>>> Horn August 16, 2023 City of Fairhope Daryl Morefield Water and Wastewater Superintendent 555 S. Section Street Fairhope , AL 36532 RE: /PO 002 -Fairhope Dog House Pump Station Rehabilitation Mr. Morefield : Kimley-Horn and Associates , Inc . ("Kimley-Horn " or "Consultant") is pleased to submit our proposed scope services for the project entitled "Fairhope Dog House Pump Station Rehabilitation " ("Project"). The proposed scope of services includes the design and construction phase services for the rehabilitation of the Dog House Pump Station. Attached is a scope and fee for your review and approval. We look forward to working with you on this vital project. Sincerely , KIMLEY-HORN AND ASSOCIATES, INC. ~--c:::::::::::::::~~~ Charles H. Starling 111 , P.E., SCEE Associate lkimley-ho m.co m •: 11 North Water Street, RSA Battle House Tower, Suite 9290, Mobile, AL, 36602 251 75 1-2527 063 Kim ey>>>Horn Scope of Services/Method of Compensation Fairhope Dog House PS Rehabilitation Project Identification of Project: Project: City of Fairhope Dog House PS Rehabilitat ion Project Client: City of Fairhope General Category of Services: Attachment A Page 2 The City of Fairhope (City) inte nds to rehabi litate the Dog House Pump Station . This project will generally consist of the design and oversight services for rehabilitation of existing pump station wet well, site improvements , and new electrical and controls . The proposed pump station location is provided for reference in Exhibit 1 attached . Project Understanding: The anticipated items to be included in the scope services are provided below: • Site survey of existing PS • Pump Station Improvements • Site improvement -crushed stone access road near pump station wet well. • Bypass pumping plan • Demolition plan • Replacement of existing valves • Replacement of existing suction lift pumps with submersible pumps • New pump guide rai ls • Replacement of existing ducti le iron discharge piping with stain less steel discharge piping • Replace existing ductile iron vent piping with stainless steel piping • Provide design services for wet well rehab ilitation ut ilizing a coating system . • Replace existing PS access hatch and include safety grating • Rep lace existing PS concrete cover • Design services for a new electrical (VFDs , junction boxes, and condu it), controls to be housed in a new electrical building • Design of a new inline flow meter • Provide site lighting • Provide for an alternate bid item for Odor Control. • Provide Bid Documents for PS Rehabilitation • Bid Administrat ion Services • Limited Construction Administration and Overs ight lkimley'.:hor,n:com1 11 North Water Street, RSA House Tower, Suite 9290 Mobile, AL 36602 251 751-2527 064 Kim ey>>>Horn Specific Scope of Basic Services: TASK 1 -DATA COLLECTION AND KICKOFF MEETING Attachment A Page 3 A. Kimley-Horn will prepare for and attend a project kick-off meeting with City of Fairhope staff. Project objectives , schedule , milestones , communication methods , and base information will all be discussed . Kimley-Horn will prepare meeting minutes after the meeting and c irculate the minutes to meeting participants . B. The City will provide available lift station data (i.e . run time data , etc), record drawings , development plans and flows , and an y additional relevant informat ion necessary for this project. Kimley-Horn will rev iew the data collected . TASK 2 -SURVEY A. Kimley-Horn will enter into an agreement wit h and coo rdinate with a surveyo r licensed in the State of Alabama to perform a topographic and boundary survey with in the project limits for use in the design of pump station rehabilitation . TASK 3 -DESIGN SERVICES A. Kimley-Horn w ill prepare construction plans , specifications , and an opinion of probable construction cost for the work described in the Project Understanding . B. Kimley-Horn w ill coordinate with ut ility owners identified by ut ility locates to determine potential utility conflicts. C. Kimley-Horn will submit a preliminary plan set for review of the des ign based on the field survey and coo rd ination with City staff. Kimle y-Horn will subm it 60%, 90% and 100% plans , specifications , and an opinion of probable cost for the City 's review . Because the Consultant does not control the cost of labor, materials , equipment or services furnished by others , methods of determining prices , or competitive bidding or market conditions , any opinions rendered as to costs , including but not limited to the costs of construction and materials , are made solely based on its judgment as a professional familiar with the industry . The Consu ltant cannot and does not guarantee that proposals , bids or actual costs will not vary from its opinions of cost. If the Client wishes greater assurance as to the amount of any cost , it shall employ an independent cost estimator. Consultant's services requ ired to bring costs within any limitation established by the Client will be paid for as Additional Services . D. Kimley-Horn will prepare a ADEM NPDES NOi application for the project. E. All permit application fees will be paid by the City . TASK 4 -BID ADMINISTRATION A. Kimley-Horn will prepare bid packages cons isting of plans and specificat ions (in EJCDC format). B. Kimley-Horn will prepare the Bid Notification for advertisement. Kimley-Horn will provide the technical informati on required for the not ification language . C. Kimley-Horn will conduct a pre-bid meeting at the project site with prospective bidders . D. Kimley-Horn will administer distribution of the bid packages and mainta in a log of the issued bid packages . Kimley-Horn will charge those requesting hard copy or electronic bid packages a fee for each set of issued documents . The fee is intended to cover the cost of reproduction , , kimleyJhom :com_j 11 North Water Street, RSA House Tow e r, Suite 9290 Mobile, AL 36602 251 751-2527 065 Kimley>>> Horn A tta chment A Page 4 shipping and handl ing of the bid packages. The City will be provided with two (2) hard copy bid package sets at no cost. E. Kimley-Horn will respond to Request for Information submittals (RFls) and prepare bid addenda as necessary during the bid process . F. Kimley-Horn will review the bid responses and tabulate the results . Kimley-Horn will provide the City with a written bid tabulation record along with an award recommendation . TASK 5 -LIMITED CONSTRUCTION ADMINISTRATION AND OBSERVATION SERVICES A. Kimley-Horn will provide construction admin istrat ion and observation services during the construction of the project. Construction Administration and Observation Serv ices will consist of: 1. Pre-Construction Conference . Kimley-Horn will conduct a Pre-Construct ion Conference prior to commencement of construction activity . 2 . Shop Drawings and Samples . Kimley-Horn will revi ew and approve or take other appropriate action in respect to Shop Drawings and Samples and other data which the Contractor is required to submit , but only for conformance with the information given in the Contract Documents . Such review and approvals or othe r act ion will not extend to means , methods , techniques , equ ipm ent choice and usage , schedules , or procedures of construction or to related safety programs. 3. Visits to Site and Observation of Construction. Kimley-Horn will make visits in order to observe the progress of the work . Such observations will not be exhaustive or extend to every aspect of Contractor's work . Observations will be limited to spot checking , selective measurement , and similar methods of general observat ion . Based on information obtained during site visits , Kimley-Horn will evaluate wh ether Contractor's work is generally proceeding in accordance with the Contract Documents , and Kimley- Horn will keep Client informed of the general progress of the work . It is assumed the construction time will be approximately 300 calendar days. It is estimated that approxim ately 280 hrs of oversight will be provided . 4. Monthly Progress Meetings . Attend Monthly Progress Meetings (Assumed one per month at 1 hour each). 5. Applicat ions for Payment. Based on observations and on review of applications for payment and supporting documentation , Kimley-Horn will dete rmine amounts that Kimley-Horn recommends Contractor be paid. Such recommendations will be based on Kimley-Horn 's knowledge, information and belief , and will state whether in Kimley- Horn 's op ini on Contractor's work has progr essed to the point indicated , subject to any qualifications stated in the recommendation. For unit price work , Kimley-Horn 's recommendations of payment will incl ude determinations of quantities and class ifi cat ions of Contractor's work , based on observations and measurements of quantities provided with pay requests. Kimley-Horn 's recommendations will not be a representation that its observations to check Contractor's work have been exhaustive , extended to every aspect of Contractor's work , or involved detail ed inspecti ons . lkimley-tiom.com ~ _,. r ~ ,._ ' ~ 11 North Water Street, RSA House Tower, Suite 9290 Mobile, AL 36602 251 751-2527 066 Kimley>>>Horn A ttachment A Pag e 5 6. Change Orders . Kimley-Horn may recommend Change Orders to the Client and will review and make recommendations related to Change Orders submitted or proposed by the Contractor. 7. Requests for Information. Kimley-Horn will assist with responding to Requests for Information from the Contractor. 8. Substantial Completion . Kimley-Horn w ill , after notice from Contractor that it cons iders the Work ready for its intended use , in company with Client and Contractor , conduct a site visit to determine if the Work is substantially complete . Work will be considered substantially complete following satisfactory completion of all items with the exception of those identified on a final punch list. 9. Final Notice of Acceptability of the Work. Kimley-Horn will conduct a final site visit to determine if the completed Work of Contractor is generally in accordance with the Contract Documents and the final punch list so that Kimley-Horn may recommend final payment to Contractor. Accompanying the recommendation for final payment, Kimley- Horn will provide a notice that the Work is generally in accordance with the Contract Documents to the best of Kimley-Horn 's knowledge , information , and belief based on the extent of its services and based upon information provided to Kimley-Horn . 10 . Record Documents . Kimley-Horn will provide the City of Fairhope with a final set of record documents recording identified changes by the Contractor. Kimley-Horn will rely on information obtained during the observation site visits and information provided by the Contractor. SCHEDULE Kimley-Horn will provide our services as expeditiously as practicable to meet the mutually agreed upon schedule . INFORMATION PROVIDED BY OTHERS Kimley-Horn shall be entitled to rely upon the accuracy of information provided by others in the performance of professional services . It is anticipated that the following items will need to be provided to Kimley-Horn by the City during the project: 1. Record drawings of existing utilities owned by the City of Fairhope for utilities within the project limits . Electronic copies of photographs taken by City of Fairhope staff documenting construction progress . Assumptions: 1. It is assumed that the existing wet well is in a condition to be rehabilitated utilizing a coating system . ,.)<iml~y-horn.comj 11 North Water Street, RSA House Tower, Suite 9290 Mobile , AL 36602 251 751-2527 067 Kimley >>> Horn Additional Services if required: Attachment A Pag e 6 Services requested that are not specifically included will be provided under a new and separate task order or can be performed on an hourly basis upon written authorization . Exclusions: 1. Permitting Fees . 2. Preparat io n of wetland permit. 3. Purchase of wetland mitigation credits . 4. Acquisition of easements . METHOD OF COMPENSATION: The Engineer will complete the above scope of services on a lump sum (not to exceed) fee basis for each respective task. Task 1 Data Collection Task 2 Survey Task 3 Design Serv ices Task 4 Bid Phase Services Task 5 Limited Construction Administration and Oversight Services Total Task 1-5 CLOSURE Rate Schedule Principal Engineer Project Manager Senior Professional Engineer Engineer II Engineer 1 Analyst Administrative Hourly Rate $250.00 $220 .00 $200 .00 $150.00 $125 .00 $105.00 $ 60 .00 $ 5 ,000 .00 $ 4 ,000 .00 $ 105 ,000.00 $ 5 ,000 .00 1 74,000 .00 $ 193,000.00 If you concur in the foregoing and wish to direct us to proceed with the aforementioned services , please have authorized persons execute both copies of this Agreement in the spaces provided below , retain one copy , and return the other to us . All provisions are in accordance with the terms and conditions of the consult ing agreement between the City of Fairhope and Kimley-Horn and shall govern this agreement as applicable . Payment will be due within 45 days of your receipt of the invoice . Fees and times stated in the agreement are val id for sixty (60) days after the date of this letter. ~~imley-h_orn :co~j 11 North Water Street , RSA House Tower, Suite 9290 Mobil e , AL 36602 251 751-2527 068 Kiml ey>>> Horn A ttachment A Pag e 7 We appreciate the opportunity to propose these services to you. Please contact us should you have any questions at (251) 751-2527 . ACCEPTED : CITY OF FAIRHOPE KIMLEY-HORN AND ASSOCIATES , INC . BY : __________ _ ~ ,....-~ BY : ____________ _ NAME: __________ _ NAME : Charles H. Starling , P.E., SCEE TITLE : _________ _ TITLE : __ A_s_s_o_c_ia_te ________ _ DATE : __________ _ DATE : August 16, 2023 11 North Water Street, RSA House Tower, Suite 9290 Mobile , AL 36602 251 751-2527 069 11 North Wate r Street RSA Battle House Towe r, Suite 9290 Mobile AL 36602 Phone : (251) 263-8350 www.kimley-horn.com Project No.: NIA CITY OF FAIRHOPE FAIRHOPE , ALABAMA MARCH 2023 EXHIBIT 1 LEGEND e MANHOLE LIFT STATION 070 DOG HOUSE PS REHAB ILITATION PROJ ECT CITY OF FAIRHOPE OPINION OF PROBABLE COST ITEM DESCRIPTION ESTIMATED MATERJALUNIT MATERIAL LABOR EQUIP 1ENT U IT PRICE QUANTITY PRICE TOTAL 1.0 SITE WORK AND DECOMMISSIONING 1.01 Mobilization I LS s 44 ,3 75.00 s 44.400.00 s I.OZ Demolition I LS s $ $ 50.000.00 1.03 Gravity Sewer Deco mmission 200 LF s 50.00 $ 10,000.00 $ 50.00 1.04 Bypass Pumping I LS $ 20,000.00 $ 20,000.00 $ 60,000.00 1.05 Erosio n Co ntrol I LS $ 15 ,000.00 $ 15,000.00 $ 5.000.00 1.06 Site Restoration I LS s 5,000.00 $ 5,000.00 $ 5,000.00 MA TERJAL SUBTOTAL: $ 94,400.00 LABOR/EQUIP SUBTOTAL: 2.0 P UMP STATION 2.0 1 Piping Improvements I LS $ 75.000.00 $ 75 ,000.00 $ 30.000.00 2.02 Pumps 2 EA $ 50.000.00 $ 100.000.00 $ 20,000.00 2.03 Wet Well Improvements (New Cover) 30 CY $ 200.00 $ 6,000.00 s 2,500.00 2.04 Wet Well Coating 1300 SF $ 30.00 s 39,000.00 $ 10.00 2.05 4' Diameter Manh ole (15' Depth) 2 EA $ 10,000.00 $ 20,000.00 $ 100.00 2.06 Acces s Hatch I LS s 5,000.00 $ 5,000.00 $ 2.500.00 2.07 12 -foot Double Swi ng Gate I EA $ 3.000.00 $ 3,000.00 $ 3.000.00 2.08 Wood Fence 200 LF s 100.00 s 20,000.00 s 10.00 2.09 M.isc Concrete 12 CY s 150.00 s 1,800.00 $ 1,500.00 2.10 Gravel 40 TN s 50.00 $ 2.000.00 s 50.00 211 Odor Control (Additive Alternative) I LS $ 110,000 00 $ 110.000.00 $ 25,000.00 2.12 Generator (Additive Alterna tive) I LS $ -$ $ 2.12 Electrical (PS Controls , VFDs, Co ntrol Panel , SCADA} I LS s 40,000.00 $ 40,000.00 $ 20,000.00 2.13 Co ntrol Buildin g I LS $ 40,000.00 s 40,000.00 $ 15,000.00 2.0 MATERIAL SUBTOTAL: $ 46 1.800.00 2.0 LABOR/EQUIP SUBTOTAL: SUBTOTAL (1.0-2 .0): $ 556.200.00 SUBTOTAL (1.0-2.0): CONTINGENCY (20 Ptrctnl): s 111 ,200.00 CONTINGE CY (20 Prr«nl): CONSTRUCTION TOTAL: $ 667.400.00 CONSTRUCTION TOTAL: Date Created: Date Revised: Date Printed : LABOR EQUIP~U:NT EXTENDED UNIT TOTAL COST $ s 44.400.00 $ 50.000.00 $ 50,000.00 $ 10,000.00 $ 100.00 $ 60,000.00 s 80,000.00 $ 5,000.00 $ 20,000.00 $ 5,000.00 $ 10,000.00 $ 130,000.00 $ 30,000.00 $ 105.000.00 $ 40,000.00 $ 70,000.00 $ 75,000.00 $ 2,700.00 $ 13,000.00 $ 40.00 $ 200.00 $ 10.100.00 $ 2,500.00 $ 7.500.00 $ 3.000.00 s 6,000.00 s 2,000.00 $ 110.00 $ 18 ,000.00 $ 1,650.00 $ 2,000.00 $ 100.00 $ 25 ,000.00 $ 135 ,000.00 $ -$ $ 20,000.00 $ 60 ,000.00 $ 15,000.00 $ 55 ,000.00 $ 245 .700.00 $ 375,700.00 $ 75 ,100.00 $ 450,800.00 $ $ $ $ $ $ $ s s s $ $ $ s $ $ $ s $ $ $ $ $ $ $ 2/22/2023 2/22/2023 3/29/2023 EXTENDED TOTAL 44,400.00 50,000.00 20,000.00 80,000.00 20,000.00 10,000.00 224.400.00 105,000 .00 140,00000 81 ,000.00 52,000.00 20.200.00 7.500.00 6,000.00 22,000.00 19,800.00 4,000.00 135,000 00 60,000.00 55,000.00 707,500.00 931 ,900.00 186,300.00 I , 118 ,200.00 The Engineer has no control over the cost of labor, materials, equipment, or over the Contractor's methods of determining prices or over competitive bidding or market conditions . Opinions of probable costs provided herein are based on the information known to Engineer at this time and represent only the Engineer's judgment as a design professional familiar with the construction industry. The Engineer cannot and does not guarantee that proposals, bids , or actual construction costs will not vary from its opinions of probable costs . 071 RESOLUTION NO. __ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [1] That the City of Fairhope approves the procurement of Weathering Steel Power Poles for the Dyer Road Project from Myer Utility Structures , LLC in the amount of $88,683.00 with an added contingency amount of $8,868.30 for a not-to-exceed amount of $97,551.30. [2] Contingency is due to a lead time of 34 weeks on th e poles with a 6-month price confinnation. [2] The Weathering Steel Power Poles are exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51(b)(7). ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council Pres ident 072 City of Fairhope Project Fund ing Request COF Project No. 2360 Issuing Date : ___ 8_/_17_/_2_02_3 __ _ Please return this Routing Sheet to Treasurer by: ---'A-'SCCA-'P'---- Project Name: Approve the Procurement of Weathering Steel Power Poles for Over Road Prolect Project Location : ..:Dc..>Yc:'ec:.r..:.R.:.co:..:a:..:d:.._ _________________________ _ Resolution # : Presented to City Council: ---=8'-'/2:..:Scc/2""0:..:2:..:3'---Ap proved _____ _ Funding Request Sponsor: Ben Patterson , Electric Superin tendent Changed _____ _ Rejected _____ _ Project Cash Requirement Requested : Cost: _$~ ___ 97~•~5_51_._30_ . ' Vendor: Meyer Utility Structures , LLC (Vendor #TBD) Proiect Engineer: _n_/a _________________________________________ _ Order Date: ____ ncc/..ca __ _ Lead Time: ___ n_/a ________ _ Department Funding This Project General [1 Gas [1 Electric Q WateO Wastewater D Sanitalion □ Cap Project C Impact Ci Gas Tax 0 Fed Grant C Department of General Fund Providing the Funding Admin-10 C Bldg-13 C Polrce-15 C Fire-20 0 ECD-24 C1 Rec-25 0 Civic-26 C Street-35 C Meter-19 C IT-16 ::: Fleet-46 ~ Golf-SO C Golf Grounds-55 D Museum-27 C NonDeptFac-75 D Debt Servrce -85 Ci Manna-34 0 Plan/Zone-12 C Ad ult Rec-30 0 ProJect will be · Funding Source : E~pensed C Operating Expenses 0 Capitalized XXX 0 Budgeted Capita l XXX E inventorred C Unfunded C Expense Code : 003-59500 Federal -not to exceed amount G/L Acct Name : Capital System Improvement Budget State City Local Project Budgeted: $ 97,551.30 Balance Sheet Item-0 Includ ed 1n projected cash fiow Bond : Title Year Over (Under) budget amount: $ . Loan : Title Year This request is to aps;rove the procurement of weathering steel power pol•• for the Dyer Road Project In the amount of $88,683.00 wilh an added contingency amount of $8 ,868.30 for a total of S97 ,551.30. The co ntingency Is due to a ktad time of 34 weeks on the poles with a &-month price confirmation. Capital Lease. . Payment Term City Council Prior Approval/Date? _N_/_A _____ _ Sen ior Accountant City Treasurer Mayor Purchasing Memo Date: --~B~/1~7~/=-20"'2"-'3"--Purchasing Memo Date: __ -=c8/'-'1-'7.,_,/2,.,0c.:2c:3 __ _ Delivered To Date : -~8~/1~8'-'/2"-'0'-=2~3 __ 073 O~ fAI!f!i. ~ t; "CT'i ~lAaA.:~~ Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasurer 161 North Section St. PO Drawer 429 Fairhope, AL 36533 251 -928-2136 (p) 251-928-6776 (f) www.fairhopeal.gov MEMO To: Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Date: Re : Erin Wolfe , Purchasing Manager August 17 , 2023 Green Sheet and City Council Approval of Procurement of Weathering Steel Poles The Superintendent of the Electric Department , Ben Patterson , is requesting procurement of weathering steel poles for the Dyer Road Project. The purchase would be for the following : • 75 foot , LD6 , Weathering Steel Pole Qty : 9 Cost: $8 ,759.00 each • 80 foot , LD6 , Weathering Steel Pole Qty : 1 Cost: $9 ,852 .00 each Total proposed cost for the poles from Meyer Utility Structures is Eighty-Eight Thousand Six Hundred Eighty-Three Dollars ($88 ,683.00). The lead time for the poles is 34 weeks and the price is only confirmed for 6 months , so in addition , we are asking for a 10% contingency of $8,868 .30 for a total of Ninety-Seven Thousand Five Hundred Fifty-One Dollars and Thirty Cents ($97,551 .30). The weathering steel power poles is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51(b)(7) which states : "The purchase of equipment, supplies, or materials needed, used and consumed in the normal and routine operation of any waterworks system, sanitary sewer system, gas system, or electric system, or any two or more thereof, that are owned by municipalities, counties, or public corporations, boards, or authorities that are agencies, departments, or instrumentalities of municipalities or counties and no part of the operating expenses of which system or systems have during the then current fiscal year, been paid from revenues derived from taxes or from appropriations of the state, a county, or a municipality." Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement of Weathering Steel Poles for $97,551.30. CC file , Ben Patterson , Clint Steadham 074 August 4, 2023 Ian Morrison City of Fa irhope (AL) ian@morrison@farihopeal.gov City of Fairhope Project Name: Dyer Road Meyer Utility Structures Proposal#: 44358 Rev 1 Dear Ian , E UTILI Y TRUCTURES We appreciate the opportunity to offer an updated steel structure proposal for the Dyer Road RFQ. The pricing in the proposal is subject to and conditioned upon acceptance of the darifications and suggested modifications detailed in this letter. Clarifications / Suggested Modifications ► Lead Time: After receipt of an order and final framing details, the shipment of structures will commence in 34 weeks . ► Approval Drawings: Quoted lead time allows for one week for approval drawings review. Delays in the receipt of drawing approval may impact scheduled shipments. ► Wood Pole Equivalent (WPE) Stipulations: ► Pole section properties and moment capacities are calculated in accordance with ASCE/SEI 48 and RUS Bulletin 1724E- 214 . Wood Pole equivalency is based on 0.65 to 1.00 ratio and NESC Grade B District Load ing . ► Since Meyer Engineering is not directly involved in design of the WPE/steel dass poles quoted in this proposal, PE sealing will not be provided. ► Shipment Notes: Delivery dates proposed are based on current plant loading as of the date of this letter. Schedules may vary based on prior sales, steel availability and when an order and final design information is received. All deliveries are to one location. Sequential loading, special packaging/shipping requirements and pole site delivery may impact the freight cost. All efforts will be made to fully optimize each truckload so pole tops and bottoms may ship on different trucks. Unloading of trucks is by others. ► Freight Terms: Price is based on delivery FOB Origin. Freight is Prepaid and Allowed. ► Payment Terms : Payment tenns are NET 30 days. Structures will be invoiced as shipped. ► Terms and Conditions of Sale: Meyer Utility Structures, LLC Standard Terms and Conditions of Sale applies to this proposal. ► Bid Validity: Our quote is valid 30 days from the date of this letter. ► Climbing: No dimbing application was induded in the proposal pricing. ► Taxes: Taxes have not been induded in the unit prices. ► Price: Pricing is finn for shipments within 6 months of the date of this letter. ► Inspection / Quality Assurance: Meyer Utility Structures' standard manufacturing and quality procedures apply. Meyer will perfonn visual inspection on partial penetration longitudinal and attachment welds with supplemental magnetic partide testing on questionable areas. All full penetration, longitudinal and cirrumferential welds will be inspected by shear wave ultrasonic testing. ► Structure Specifications: Offered pricing is based upon the fabrication of structures to Meyer's Standard Technical Specifications. A copy of the Meyer Standard Technical Specifications may be obtained by calling 901-566-6500 or at https ://meyerutilitystructures .com/wp-content/uploads/2021/04/Meyer Std Pole Spec-Rev-00.pdf ► Structure Fabrication: Pole sections are typically match marked by structure number and are not necessarily interchangeable. ► Below Grade Coating-MeyerClad PLUS: Where applicable, the new MeyerOad PLUS shall be used as the below grade protective coating on the exterior of the pole only. Please reference the attached MeyerClad PLUS Comparison Sheet for information concerning the even more superior perfonnance characteristics and product details of the improved MeyerOad below grade coating . Meyer Utility Structures, LLC. -6750 Lenox Center Court, Suite 400, Memphis, TN 38115 Page 1 of 2 075 We look forward to working _with you on this project. Should you have any questions or need further darific.ations , please do not hesitate to contact the following: Sincerely, Timothy M. Stephens, P.E. Project Manager Meyer Utility Structures, LLC Leland McCully of SouthCon: 251-979-2887 Attachments: Meyer Utility Structures -Weight/ Price Summary Meyer Utility Structures -Standard Tenns and Conditions of Sale Meyer Utility Structures -MeyerClad Plus Comparison Sheet & MeyerClad Technic.al Data Sheet CC: Leland Mccully of SouthCon Kristi Brown of Meyer Utility Structures Meyer Utility Structures, LLC. -6750 Lenox Center Court, Suite 400, Memphis, TN 38115 Page 2 of2 076 Customer: Project : Meyer Prop. #: Date : 1 2 Weight Price Summary City of Fairhope Dyer Road 44358 Rev 1 8/4/2023 75 Foot, LD6, Weathering Steel Pole 80 Foot, LD6 , Weathering Steel Pole 9 0675S2at 1 0680S2at UTILITY STRUC T URES 2 ,863 $8 ,759 25 ,767 $78 ,831 3 ,129 $9 ,852 3 ,129 $9 ,852 ~--------------------~---------------------'---"" Notes : 1. Shipment: Structures: 34 weeks after receipt of order and final design information. Schedules are subject to prior sales . 2. Truck Freight: F.O.B. Origin to a single location with unloading by others . 3 . Price Basis: Finish : Weathering Steel Climbing: None Below Grade Treatment: 20 mils MeyerClad Plus. Application is on outside of pole only. Ground Sleeve: None Taxes have not been included in the unit prices unless noted otherwise . 077 MEYER UTILITY STRUCTURES, LLC -Terms and Conditi ons of Sale Effective 10-15-2018 These Terms and Conditions shall govern all transactions between Meyer Utility Structures, LLC ("MEYER ") and any buyer or potential buyer (the "Buyer") placing orders for or otherwise purchasing products (the "Products"} from MEYER . Any terms or conditions proposed or referenced in any purchase o rder or other document presented by Buyer that add to, vary from, or conflict with the terms herein are hereby rejected . Notwithstanding any contrary language in Buyer's purchase order or any other document purporting to set forth any addit ional or different terms or conditions governing the purchase and sale of the Products, these Terms and Conditions set forth the full and final expression of the complete agreement and contract of sale of Products by MEYER to Buyer. No modific ation of these Terms and Cond itions shall be binding on MEYER unl ess specifically approved in writing in a written agreement sig ned by an authorized representative of MEYER . To th e extent that the submission of any bid or quotation, or the furnishing of any Products by MEYER could be considered to operate as an acceptance of any prior term s or conditions publ ished by Buyer, such bid, quotation or furnishing of such Products is expressly made on the condition that Buyer assents to these Terms and Conditions. Buyer specifically acknowledges that the pricing of the Products has been set based on the agreed allocation of risks contained in these Terms and Conditions . If, notwithstanding the provisions of these Terms and Conditions, a court of competent jurisdiction determines that diffe rent or additional terms and conditions apply to an order, then MEYER shall have the right to retroactively modify the prices to reflect the additional level of risk and responsibility that M EYER assumes under such additional or different terms . 1) Delivery, Title, Risk of Loss Un less otherwise state d in MEYER's proposa l or specifically ag reed by MEYER in writing, all Products are sold FOB Shipping Point, freight prepaid and allowed, using carriers selected by MEYER and with shipp ing and handling charges included in the price of the Products. Title to and risk of loss in the Products will pass to Buyer at the FOB point. 2) Payment Terms Payment terms for partial and compete shipments are net 30 days from date of invoice . Except as provided in paragraph 9 below, Products are invoiced upon shipment . Buyer agrees to pay a finance charge of one and one-ha lf percent per month (or at the highest rate allowed by law, whichever is less) on all past due balances . 3) Delivery Schedules/Delays All delivery commitments by MEYER are good faith estimates based upon current i nformation available from our suppliers at the time the dates for delivery are established . Delivery of the Products is conditioned upon prompt receipt of Buyer's order. Quoted delivery times are subjec t to prior sa le s and raw material availability. MEYER shall not be liable for any delay or failure to perform or deliver, in whole or in part, due to : (i} cond itions, circumstances, or events beyond MEYER's reasonable control, i nclud ing but not limited to legal orders, acts of war, acts of terrorism, em barg oes , boycotts, blockades , acts of God , unusual weather conditions, fi re, accident, explosio n, mi ll sh utd owns, unavailability of transportation, unavailability of raw materials, fuel shortages, default by suppliers, and the enactment or implementation of any law, regulation, order, or decree that is not in effect at the time the order is placed; or (ii} any act or failure t o act by Buyer or Buyer 's agents, contractors, or representatives . 4} Taxes Product prices do not include any taxes . Buyer shall be solel y respo nsi bl e for the payment of any and all sales taxes, ad valorem taxes, value added taxes, goods and services taxes, use taxes , excise taxes , tariffs, import duties, export duties, and other taxes, fees and charges imposed by any governmental authority, whether foreign or domestic, upon any Product purchased and sol d hereunder or upon the manufacture, sa le, transfer, transportation, use or delivery thereof. The amount of any such present, future or retroactive taxes, fees , and charges required to be collected by MEYER will be invoiced by MEYER, and Buyer agrees to pay the same, exce pt to the extent that Buyer has furnished MEYER with an exemption certificate acceptab le to the appropriate taxing authoriti es . S} Inspection and Acceptance Buyer may inspect the Products during business hours at MEYER's fac i lity on reasonable notice to MEYER , provided suc h inspection does not unreasonably interfere with MEYER's operations . Buyer agrees to inspect the Products promptly following receipt, and will report to MEYER any shortage, damage or vi sually detectable discrepancy within 30 days following receipt of delivery. All claims for shortages, damage and visually detectable discrepancies not reported to MEYER in writing within such 30 day period are waived by Buyer . 6} Compliance with Laws In connection with the transactions governed by these Terms and Conditions, Buyer and MEYER agree and cove nant that they will eac h comply with all applicable laws and regulations of the United States and all other foreign state and local jurisdictions regardi ng the manufacture, marketing, sale, resale, use , export and distribution of t he Produ cts , including, but not limited to, the U.S . export control laws and the U.S . Fore ign Corrupt Practices Act . 7) Wa rranty MEYER warrants th at Products are being sold to Buyer free and clear of any encumbrances arising through MEYER . In addition, MEYER warrants that all Products will conform to any mutually agreed specifications for the Products and w ill otherwise be free from defects in materials and workmanship for a period ending on the ear li er of 12 months from the date of insta ll at ion or 18 months from the date of shipment . MEYER will, at its option, repair or replace any Product that is not in conformance with the foregoing warranties . MEYER will arrange transportation for the return of warranted Products and any replacement Products, and will be responsible for payment for such transportatio n arranged by MEYER. MEYER will have no liability for any costs , losses , expenses or damages beyond the cost of repair or replacement, and transportat ion arranged by MEYER . Any repa ir o r replacement by MEYER shall not extend the original war ran ty period . MEYER's obligations unde r all warranties sha ll be waived if Buy er fai ls to (i} prov id e MEYER written notice of Buyer's specific warranty claim and the Product(s} affected within the warranty period, and (ii) provide MEYER with reasonable opportunity to inspect the Product(s} that are the subject of Buyer's warranty claim . If any technical advice is furnished by MEYER with resp ect to Buyer's speci ficati ons or use of the Products, MEY ER assumes no ob li gation or liability for the advice given, or results obtained, with all such advice being given and accepted at Buyer's risk. Other than the warranty of title, the warranties herei n do not apply under any circumstances to : (i} any type of cor r osion, irrespective of the cause; (ii} damage due to normal wear and tear, misuse, mishandling , or accident; (iii} any Product that has been modified or repaired by a party other than MEYER without MEYER's specific prior approval; (iv} any Product that has not been installed or maintained in accordance with MEYER's ere ct ion draw in gs or prude nt indu stry practices; or (v} any Product that has experienced loading in excess of the maxi mum factored design loads or fatigue damage due to dynamic or cyclic loading . THE WARRAN TIES AND REMEDIES STATED HEREI N ARE MEYER'S SOLE WARRANTIES GIVEN WITH RESPECT TO THE PRODUCTS AND BUYER'S SOLE REMEDIES FOR ANY FAILURE OF THE PRODUCTS TO CONFORM TO SUCH WARRANTIES. THESE WARRANTIES ARE IN LIEU OF AND EXCLUDE ALL OTHER WARRANTIES, GUARANTEES AND REMEDIES, WHETHER EXPRESS OR IMPLI ED, INCLUDING THE IM PLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE , WHICH ARE HEREBY SPECIFICALLY DISCLAIMED . 8} Indemnification MEYER and Buyer will defend and indemnify one another and their respective directors, officers and employees against any and all claims , losses , liability, damages, or expenses incurred on the account of any injury or death to persons and damage to property, to the extent such injury, death or damage is caused by or attributabl e to a party's negligence or willful misconduct in connection with the Products or the transactions to which these Terms and Conditions apply . Neither MEYER nor Buyer shall be obligated to indemnify one another in any manner whatsoever for the other party's own negligence or willful misconduct, or for the negligence or willful misconduct of others. Page 1 of 2 078 MEYER will defend any suit or proceeding brought against Buyer to the extent that such sui t or proceeding is based on a cla i m that any Product purchased by Buyer o r any part thereof const itutes an infringement of any United States patent issued as of t he date of MEYER 's quotation or proposal. MEYER shall have no obligation of defense or i ndemn ity to the exte nt that any all ege d infringement is attributable to any design or other special requirement specified by Buyer . In the event that a Product for which MEYER has an obligation to indemnify Buyer hereunder, or part thereof, is held to infringe a patent and the use thereof is enjoine d, MEYER shall, at its expense and option , either (a ) o btain for Buyer the right to continue using such Product or pa rt, (b) replace the Product or part with a Product or part that is non -i nfringing, (c) modify the Product or part so that it becomes non-infringing, or (d) accept the return of the Product and refund the purchase price, less applicable depreciation . 9) Mod if ica t io n; Cancellat ion ; Delay by Buye r No order accepted by MEYER may be modified or cancelled by Buyer except upon MEYER 's prior w r itten approval. In the case of any request for changes to an order, including, but not limited to changes in delivery dat es, increases in quantities, and modifications to Products, MEYER 's approval shall be conditi o ned upon Buyer's agreement to MEYER 's revised pricing and dates of delivery for the Products affected thereby, including charges for any work or materials rendered unnecessary by such changes, and an t ic ip ated inventory carrying costs to be incurred by MEYER as a result of such changes. In the case of any request for cancellation of all or any portion of an order by Buyer, MEYER shall be adequately compensated by Buyer for all work, materials and overhead expended in connection with the cancel led Products, which amount shall be based upon the degree of complet ion of the cancelled Prod ucts at the time of cancellation ; provided, however, that the minimum cancellation charge , regardless of degree of completion, shall be 15 % of the price of the cancelled Products. If MEYER is delayed in or prevented from performing any of its obligations due to the acts or omissions of Buyer or its agents or contractors (including but not limited to failure to provide prompt drawing approval s and/or such other info r mation as MEYER reasonably requi res to proceed expeditiously with its ob ligations under the order), delive ry dates and Product prices may be adjusted by MEYER to reflect then current delivery schedules and raw material costs . If, having been notified when the Products will be ready for shipment, Buyer fails to provide adeq uat e de li very in str uct ions , fails to take delivery, or requests that MEYER delay the delivery of the Products, MEYER shall be entitled to complete the fabrication of the Products and to place the Products into storage at Buyer's expense . Buyer agrees to compensate MEYER in the amount of 1.5% of the Product purchase price fo r eac h 15 day period that Produ cts remain in sto rage at MEYER's fac il ity beyond the originally schedu led delivery date . MEYER further reserves the right to deliver to Buyer at Buyer's principal place of business any Products that have remained in storage at MEYER's facility for more than 60 days . 10) Lim itation of Li ability THE REMEDIES OF BUYER SET FORTH IN THESE TERMS AND CONDITIONS ARE EXCLUSIVE AND ARE BUYER 'S SOLE REMEDIES FOR ANY FAIL URE OF MEYER TO COMPLY WITH ITS OBLIGATIO NS HERE UND ER OR UNDER THE TR ANSACT IONS TO WHICH THESE TERMS AND CONDITIONS APPLY . NOTWITHSTANDING ANY PROVISION IN THESE TERMS AND CONDITIONS TO THE CONTRARY, IN NO EVENT SHALL MEYER BE LIABLE TO BUYER IN CONTRACT, WARRANTY, TORT (INCLUDING STRICT LIA BI LI TY) OR OT HERWISE FOR LOSS OF PRO FITS OR REVENUE, BUSINESS INTERRUPT ION , LOSS OF USE OF PROD UCTS OR ANY ASSOCIATED EQUIPMENT, COST OF CAPITAL, DOWNTIME, COST OF SUBSTIT~TE EQUIPMENT, COST OF PURCHASED POWER, OR ANY OTHER INDIRECT, INC IDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES W HATSOEVER . THE TOTA L CUMULATIVE LIA BILITY OF MEYER IN CONNECTI ON W ITH ANY TRANSACTION GOVERNED BY THESE TERMS AND CONDITIONS, WHETHER THE CLAIMS ARE BASED IN CONTRACT, WARRANTY, TORT (INCLUDING STRICT LIABILITY) OR OTHERWISE , SHALL NOT EXCEED THE PRICE PAID BY BUYER FOR THE PRODUCT(S) UPO N WHI CH SUCH CLAIM OR LIABI LIT Y IS BASED . Th e forgoing exclusions and limitations of damages will apply even if any warranty stated herein fails of its essential purpose . 11) Default and Te rm ination for Cause Each of MEYER and Bu yer shall be entitled, without prejudice to any other rights they may have hereunder, to terminate and cancel any order or transaction governed by these Terms and Conditions upon notice in writing to the other party, if the other party is in default of any of its ob ligations under the transaction and has failed to remedy or cure such default within 30 days follow i ng the date it receives notification i n writing of the existence of the default. Further, MEYER may terminate or cancel any transaction governed by these Terms and Conditions immediately upon notice to Buyer if Buyer becomes insolve nt, ceases to pay it s debts as they co me due , makes a general assignment for the benefit of cr editors, suffers or permits the appointment of a rece iver for its business or assets, or ava i ls itself of or becomes subject to any proceeding under the Federal Bankruptcy Act or any other applicable law relating to inso lvency or the protection of rights of cre ditors . In the even t that MEYER term ina t es an orde r or transaction as provided in this pa ragraph 11 , MEYER shall be entitled to recover from Buyer or Buyer's representative the amounts that MEYER would be entitled to collect from Buyer upon a cancellation by Buyer under parag raph 9 above. 12) Ba ckc harges and Setoffs Buyer shall not withhold any backcharges, setoffs, deductions or credits aga inst amounts otherwise due MEYER unless such charges are authorized by MEYER in writing in advance . 13) Use of Intellectual Property The ownership of all copyrights and other intellectual property rights in all designs, dra wi ngs, technical re ports and technica l calc ulations deve loped or provided by M EYER wi ll remain with MEYER. MEYER grants to Buye r a royalty- free, non-exclusive license to use and reproduce any designs, drawings, technical reports and technical ca lculations developed by MEYER in connection with the Products . This license is limited to the right to use and reproduce such designs, drawin gs, reports an d ca lculations for Buyer's or Buyer's contractors' own use in the erection, instal lation, operation and maintenance of the specific Product for which the applicable des ign , drawi ng, report or calculation was developed . 14) In suranc e MEYER agrees to maintai n the following insurance : (i ) Commercial General Liability with policy limits of $5 million per occ urrence. (ii) Workers' Compensation in accordance with statutory requi rements of the state where Meyer's manufacturing facili t y is located and Employers' Liability with policy l imits of $1 million . (iii) Automobile Liability Insurance with policy limits of $5 million per oc currence coveri ng owned , non-owned and hired vehic les. A certificate of insurance evidencing the above coverage will be furnished upon request . 15) Miscellaneous All typograph ica l or clerica l errors made by MEYER in any quotation, acknowledgment or publication are subject to correction . The validity, construction and interpretation of these Terms and Conditions, all orde rs and transactions to which these Te r ms and Conditions app ly, the sale of the goods or materials by MEYER to Buyer, the rights and dut ies of the parties w ith respect to such sale , the relationship between MEYER and Buyer, and any disputes arising out of the foregoing shall be governed by and construed under the laws of the State of Tennessee , U.S.A . without regard to its conflicts of law rules and witho ut regard to th e Un it ed Nations Con vent ion on Contracts for the International Sale of Goods. An y dispute between MEYER and Buyer shall be heard exclusively in the state or federal courts located in Shelby County, Tennessee, and Buyer specifically consents to the jurisd iction and venue of such courts . MEYER A ND BUYER HER EBY IRREVOCABLY W AIV E THEIR RIGHT TO TRIAL BY JURY IN ANY ACT ION OR PROCEEDING RELATING TO THE PRODUCTS OR THE TRANSACTIONS GOVERNED BY THESE TERMS AND CONDITIONS . These terms and condit ions supe rsede all other com mu nications, negotiations and prior ora l o r written st atements regarding the subject matte r of these terms and conditions. No conditions, usage of t rade, course of dealing or performance, understanding or agreement purporting to modify, vary, explain, or supplement these terms and conditions shall be binding unless he reafter made in writi ng and signed by t he party to be boun d. An y f ai lure or de lay on the part of either MEYER or Buyer to exercise any right, power, privilege or remedy herein shall not constitute a waiver thereof. If any provision or portion of these terms shall be adjudged invalid or unenforceable for any reason by a court of competent juri sd iction or by operation of any applicab le law, that inva li dity or unenforceability shall not affect the other provisions of these terms, all of which shall rema in in full force and effect. Buyer shall not ass ign its rights or delegate its duties hereunder or any interest herein without the prior written consent of MEYER, and any such assignment, without such consent, shall be vo id. Page 2 of 2 079 MEYERCLAD PLUS MeyerClad Plus is an industrial high-performance coating that combines high flexibility with high surface hardness , excellent tensile strength , and resistance to extreme weather conditions. Th is unique two- component 100% solids, pure polyurea system has been formulated to provide excellent corrosion protection, waterproofing and chemical resistance of the finished coating. MeyerClad Plus offers excellent resistance to impact and abrasion and excellent adhesion to a variety of substrates over a wide range of temperatures . One of the principle advantages to MeyerClad Plus over Meyerclad is its relative insensitivity to moisture during processing/application. In the presence of moisture MeyerClad will react w ith the moisture and subsequentially exhibit foam i ng o r blistering which leads to lower density, porosity and poor cosmet ic performance. Meyerclad Plus has been formulated to make that interaction virtually impossible. MeyerClad Plus can be used in extreme conditions, even on substrates saturated with water without blistering or reacting to the moisture. MeyerClad Plus is excellent for long-lasting exterior barrier coatings due to its resistance to weathering and deterioration by oxygen, especially cracking and embrittlement . Meyerclad Plus is superior to Meyerclad in this appl ication due to the increased Urea linkages which makes the coating more resistant to hydrolysis wh ich increase s longevity of the coating for underground applications. Additionally Meyerclad Plus superior formu lation offers improved durab ility and resistance to cracking and wear and tear as seen by the 700 psi improvement in tensile strength as well as a 95% improvement in elongation. MeyerClad Plus in general exh i bits similar chemical resistance to that of Meyerclad but the increased urea content gives improved resistance to alkali and petroleum -based chemicals . MeyerClad Plus superior formulation allows application and fast cure even down to -20 °F (60 degrees lower than MeyerClad) as well as offering much improved thermal stability at service temperatures up to 350 °F. PROPERTY DESCRIPTION MeyerClad Plus Application Temperatures N/A -20°F to 150°F Curing Time Before Handling 10°F/2o·c 4 minutes Ultimate Cure 10°F/2o ·c 2-3 Days Solids Content 100% Coverage at 16 mils N/A 100 ft2/US gal Tensile 1 ASTM D638 > 4200 psi Elongat ion 1 ASTM D638 >550% Impact Resistance 2 ASTM D2794 >320inch lbs 1 Specime ns for physical properties testi ng were prepared by molding 2 1mpact tester had a maximum force of 320 inch-pounds lim it MeyerClad 40°F to 150°F 8 minutes 3-6 Days 100% 100 ft2/US gal >3500 psi >30 % >320inchlbs COMPARISON Equivalent Equivalent Equivalent 080 UTILITY STRUCTURES We Engineer Innovation Into Our Solutions Above and Below Grade 081 MEYERCLAD™ MeyerCladT"" is an industria l abrasion-resistant spray coat ing designed for use on cri tica l surfaces req uiring hard ness up to 70 Shore D. It a lso provides excel lent che mical a nd moisture resistance. It is a two-component 100% so l ids, no voes specialized polyurea hybrid formu la tion delivering excel lent adhesion and optima l c uring in very co ld or h o t c limates. It may be used direct ly on c lea n primed meta ls a n d other materials. So lvents in any protective coati ng can evaporate to the atmosphere leaving fisheyes and pinholes in the coating . These sma ll openings can potentia lly al low moisture and other contaminants to reach the substrate (i .e . the galvan ized surface). MeyerC lad™ has been tested re lative to previous polyurethane coatings and res u lts sh ow significantly less so lvents (Vo latile Organic Co mpounds or "VOCs"). In fact, the voe content is less than 0.01% w hi ch defines Meye rClad™ as 100% so l ids content. MeyerClad™ is a die lectric (non-conductive) product, so there is no potential reaction w ith the earth's e lements. Due to its die lectric propert ies, it perfor ms equally as we ll to resist all forms of corros ive e lements that may be present underground. MeyerClad™ is non-sacrific ia l and serves to i nsula te the t ubul ar steel pole from cor rosive elements includ in g sa lt wa t er and salt spray, and the 100% so lids character ist ic he l ps t o e nsure a comp lete barrier is fo rmed for protect ion. Coatings previo u s to MeyerC lad™ were entire ly made from polyurethane and the natura l chemica l properties of polyurethane make it an exce l lent barrier coat ing for underground use. Howeve r, polyuretha nes are aromatic compou nds and their natura l c hemi ca l properties have a more na rrow application w indow. Simply put, polyurethane coat i ng s can be d ifficult to app ly appropriat e ly in vary in g environme n ta l conditions. Meye rClad™ is a hybrid blend of 1/3 polyurethane and 2/3 polyurea. The introduction of the po ly urea as part of the MeyerC lad™ coating sys tem widens th is environmental app lication window signifi cant ly and al lows the application of a more cons istent coat ing . In addition, the polyurea component is an alip hatic compound that p ro v ides measurable UV resist an ce we ll beyond what previous polyuretha ne aromat ic coatings ha ve to offer. Accelerated UV aging tests over an exte n ded period o f time are ongo ing t o q uantify the significance of the im proveme nt i n UV resistance. Please contact us for specific substra te appl ication procedures, equipment, safety gear and c lean-up so lvents. Refer to MS D S for materia l and safety standard proced ures. MeyerClad™ is a lso avai lable as a touch-up kit . PROPERTY DESCRIPTION Application Temperatures N/A Initial Setting Time @70°F/20°C Curing nme Before Handling @70°F/20°C Ultimate Cure @70°F/20°C Recoat nme @70°F/20°C Solids Content ASTM D-12S9 Vo latile Organic Compounds ASTM D-2369 Theoretical Coverage N/A Adhesion t o Steel ASTM D-4541 Hardness ASTM D-2240 (Shore D) Flexibility ASTM D-522 (20 mils) Abrasion Resistance Taber CS18, ASTM D-4060 Impact Res istance ASTM D-2794 1Compored to previous coatings from Meyer 2Average lab testing strength was 30% higher pull-off strength Meye rClad™ 40°F to 150°F 4minutes 8 minutes 3-6 Days Up to 90 minutes 100% <0 .01% 1604 ft2/US gal/m il Greater than 2000 ps i 70 180° over l " mandrel (2Sm ils) 22 mg/1 k cycles >350 in. lbs Prev io u s Meyer Coatings 40°F to 150°F 5 min (Fast Set). 60-90 min (S low Set) 10-20 min (Fast Set). 2-3 hrs (S low Set) 5-7 days <4S min (Fast Set), 6-8 hrs (Slow Set) 95-99% (Fast Set), 80% (S low Set) < 10 -60 grams/litre 1S90 ft2/US ga l/mi l (Fast) 1280 ft2/US ga l/mi l (Slow) Greater than 1500 psi 70 180° over 3" mandrel (20 m ils ) 80 +/-10mg loss 40 -60 in. lbs The information provided herein is presented in good faith but is not intended to be used for con tract specicat ions. Please contact your Meyer representative for more information. E 'E UTILITY STRUCTURES Meyer Utility Structures, LLC 6750 Lenox Center Court, Suite 400 Memph is, TN 38115 CO M PAR ISON1 Equiva lent BETTER BETTER BETTER BETTER BETTER BETTER Equiva lent BETTER Equ ivalent BETTER BETTER BETTER ISO 9001:2015 877.282. ME YER www.arcosa.com 082 Name : Ben Patterson Department: Electric CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 8 -17-23 ------------------------ Expenditure Threshold•• Distinctions Quotes Required Approval Green Sheet Under $5 ,000 No restrictions Not Required N/A N/A Utilities $5 ,001-$10,000 Operational NON -Budgeted Three Treasurer/Mayor N/A Greate r than : Operational NON -Budgeted Three Council Regulred Gen Govt -$5,001 Util ities -$10,001 Gen Govt -$5,001-$15,000 Ope rational Budgeted Three Treasurer N/A Utilities -$10,001 -$15,000 Over $15 ,000/$50,000 Operational Budget • State Bid List or Treasurer/Mayor N/A Buying Group Over $15,000/$50,000 Operational Budgeted Bids Council Regulred Profess ion al Service Over $5,000 Budgeted or Non-Budgeted Mayor Se lect Council Regulred Resolution N/A N/A Regulred N/A N/A Reguired Regyired *Budgeted items that meet ar are under budget may be purchased with the Mayo r and/or Treasurer 's approval if they are on the State Bid list or from on approved buying group. Items that are over budget must go to Council for approva l and will require a green sheet and resol ution . **Expenditure Threshold is a combined total of labor and materials, Including materials provided by the City. If the total amount is within $10,000 of the fisted threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost Increases. QUOTES Vendor Name Vendor Quote 1. Meyer Utility Structures $ 88,683 2. Cli ck o r tap he r e t o e nter te xt . $ ____________ _ 3. Cli ck o r t ap he re to e nte r text . $ ___________ _ Check any applicable boxes: □ State Contract D ALDOT □ Purchasing Group D Sole Source (Attach Sole Source Justification} ITEM OR SERVICE INFORMATION 1. What Item or service do you need to purchase? Weathered Steel Poles 2. What Is the total cost of the item or service? 88,683 3 . How many do you need? 10 4. Item or Service Is: IZl New D Used D Replacement D Annual Request 5 . Vendor Name {Lowest Quote): Cli ck o r t ap h e r e to e nte r t ext . 6. Vendor Number: Cl ick o r ta p h e re t o e nt I t ext. If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov. Departments, Purchasing, Vendor Registration, and complete the required information . BUDGET INFORMATION 1. Is it budgeted? IZI Yes D No D Emergency Request 2. If budgeted, what is the budgeted amount? $200,000 3. Budgetcode:59500 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeALaov. PUR-004 -082522 083 Leland, I verified that our quote does include our patented MeyerClad product . It is far superior to Corrocote, which we used in the past . Corrocote has solvents , which create microscope pinholes in the coating and cause it to peel and flake from the inside out. MeyerClad has no solvents and is essentially a solid, but pliable, product. We have had no customer complaints about MeyerClad in the nearly 10 years we have used it. Attached is a brochure and/or I would be happy to get on a call with you to describe it's 2 part components of polyurethane and polyurea (UV agent). Please let me know how I can help. Kristi Brown Market Development Manager Meyer Utility Structu res, LLC 6750 Lenox Center Court, Suite 400 / Memphis , TN 38115 (713) 858-3022 / Krlst1,Brown@arcosa .com www.arcosa.com 084 RESOLUTION NO. __ _ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement of a New Replacement Roof for the Quail Creek Maintenance Barn from Roof Doctors with a not-to-exceed amount of $49 ,000 .00 . [2] Three (3) quotes were obtained for this procurement and Roof Doctors provided the lowest quote. ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A . Hanks, MMC City Clerk Jay Robinson , Council President 085 City of Fairhope Project Funding Request COF Project No . 2358 Issuing Date : ___ B/_17_/_20_2_3 __ Please return this Routing Sheet to Treasurer by ; ---'A-"S°'A""P'--- Proiect Name : Approve the Procurement of New Replacement Roof for Quall Creek Maintenance Barn Proiect LocatiM' Quail Creek Golf Course Presented to City Cou nc il : ---=8-"/2°'8"'/2=-0'-'2"'3'-- Funding Request Sponsor: George Ladd, Assistant Public Works Director Richard Johnson, Public Works Director Pro ject Cash Requirement Requested : Cost: $ 49 000 ,00 Not-to-Excee d Amount Vendor: Roof Doctor of Alabama (Vendor #2481 Resolution # : Ap proved _____ _ Changed _____ _ Rejected _____ _ ProJect Engineer:.:.n::;/a=-------------------------------------------- Order Date. ____ n""/"'a'---Lead Time : n/a ------------ Department Funding This Project General 0 Gas [i Electric 0 Wale Wastewater 0 Sanitation 0 Cap Project D Impact 0 Department of General Fund Providing the Funding Admin-10 C Bldg-13 [' Police-15 C Fire-20 C ECD-24 D Rec-25 C Civic-26 D Street-35 C Fleel-46 C Golf-SO [L Golf Grounds-55 0 Museum-27 D NonDeplFac-75 D Deb i Serv,ce-85 C Manna-34 0 Plan/Zone -12 0 Pro ject will be Funding Source : Expensed XXX 0 Operating Expenses XXX [L Capitalized [j Budgeted Capital C Inventoried C Unfu nded C Gas Tax 0 Meter-19 Ad ult Rec-30 Expense Code : 001500-50360 Federal -not to exceed amount Gil Acct Name : General Maintenance Stale City Local Project Budgeted : $ - Balance Sheet Item-G Included 1n projected cash llow Bond : Title Over (Und er) budget amount: $ 49 000.00 Loan: Trtle This request Is to approve the procurement of new replacement rooffor the Quail Creek Mai ntenance Bun in the not-to◄xceed amount of $49 ,000.00. Capital Lease : -Payment City Council Prior Approval/Date? _N_/A ______ _ Senior Accountant City Treasurer Mayor Purchasing Memo Date . ___ 8_/1_7_/2~0_2_3 __ Pu rchasing Memo Date : __ ..=8/'-'1-'-7,.,i2,.,0c=2c=3 __ _ Req~proved Date : 8/18/2023 ~\,~h Fed Grant 0 l: IT-16 C 0 Ye ar Year 'Term 086 of fA1no. ,<i CJ 'Cl'i dt.,ABA'm~ Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasurer 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251-928 -2136 (p) 251-928-6776 (f) www.fairhopeal.gov MEMO To: From : Date : Re : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer Erin Wolfe , Purchasing Manager August 17 , 2023 Green Sheet and City Council Approval of Procurement of New Replacement Roof for the Quail Creek Maintenance Barn The Ass istant Director of Public Works , George Ladd , is requesting procurement of a new replacement roof for the Quail Creek Maintenance Barn . Three (3) quotes were obtained for this procurement and Roof Doctors provided the lowest quote of Forty-Nine Thousand Dollars ($49 ,000 .00). NOTES : See Attached Vendor Proposal for Details . Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement for a new replacement roof for the Quail Creek Maintenance Barn for $49,000.00. CC file , George Ladd , Richard Johnson , Clint Steadham 087 ROOF 00(1018 805 River Route • Magnolia Springs, Alabama 36555 • (251) 233-8682 • (251) 943-8682 • Residential & Commercial Roofing PROPOSAL SUBMITTED TO PHONE b;~~ '":itv of FairhnnP 1/202~ STREET JOB NAME r,nlf ~A~intPn~n~P R, •ilrlina CITY, STATE ANO ZJP COOE JOB Loc.a.TION - ARCHITECT I DATE OF Pl.ANS I JOB PHONE We hereby submit specifications and estimates for: Remove existing metal & skylights Repair damaged insulation Install 26 gauge R-panel (Galvalume) Install continuous ridge vent on entire building Clean & haul away all job related materials Includes 25 year material warranty Includes 2 year workmanship warranty <:: -· • - Be tropose hereby to furnish material and labor, complete in accordance with above specifications, for MAK£ CHECKS PIO.YABI.E TO ROOF OOCTOR OF ALABAMA, INC , . the sum ot dollars($ 49 QQQ QQ ). Payment to be made as follows : Upon Completion All payments are expected to be made no later than 1 O days after invoice. Palment options are check or credit cards . .... All material is guaranteed to be as specified . All wot1c Is to be completed In a woncmanlike manner acoording tp 61anderd practices . Any l!lteratlon or dew.lion from above speclflcatlons lnvolvlrtg extra costs will be executed ON'/ upon written Authorized (?_ orders, and will become an extra charge over end above the estimate . All Signature J IYY'& A1,b~ agreements contingent upon strikes, accidents or dela~ beyond our control . OY.ner to carry fire , tornado and Olher necessary Insurance. Our workers ere fully Note: This proposal may be withdrawn by us covered by Worl<man's Compensation Insurance . If not accepted within days . !:cceptance of ~roposal -The above prices , specifications and conditions,are aall,;faclory and are hereby 11<:0tplod. You are authorized Signature to do the won< as specified . Payment "411 be med• as outllned aboVo. Oate of Acceptance Signature DUJX PF\INTING, PENSACOLA , Fl 088 Name: George Ladd CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 8/17 /23 Department: Public Works ---'---"--'----'-------'-------------------- Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A Greater than : Operational NON-Budgeted Three Council ~eguir~ Gen Govt -$5,001 Utilities -$10,001 Gen Govt -$5,001-$15,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$15,000 Over $15,000/$50,000 Operational Budget* State Bid List or Treasurer/Mayor N/A Buving Group Over $15,000/$50,000 Operational Budgeted Bids Council Regulred Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Bm&Ylrt~ Resolution N/A N/A Reg~tred N/A N/A lleaulred Btgulrt!d *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer's approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval and will require a green sheet and resolution. . ~.-...-·= .. -c:=="'==·=""'-::.~,,. ·.1t,t,e . wit In '. lJ!,.OOOof th ' --. . Vendor Name 1. Roof Doctor 2. Finishing Solutions 3. F&H General Contracti ng QUOTES $ 49,000.00 $ 61,000.00 $ 53,000:-00 Check any applicable boxes: D State Contract □ ALDOT □ Purchasing Group D Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION Vendor Quote 1. What item or service do you need to purchase? New Replacement roof for the Quail Creek Maintenance Barn 2. What is the total cost of the item or service? $49,000.00 3. How many do you need? One 4. Item or Service Is: □ New □ Used IZI Replacement □ Annual Request S. Vendor Name (Lowest Quote): Roof Doctor 6. Vendor Number: 248 If you do not have a Vendor Number, please go to the City of Fairhope page: www.FairhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information. -· -- BUDGET INFORMATION 1. Is it budgeted? □ Yes IZI No □ Emergency Request 2. If budgeted, what is the budgeted amount? Clic k or tap here to enter text . 3. Budget code: 001550-50360 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR-D04 • 0825 12 089 ~/ Finishing Solutions, LLc. August 17, 2023 City of Fairhope Golf Maintenance Buildings CCMMEIIICtA'L & h 4 D ,UBT AIAL RDDIF"INW oran.gebeachroofs.oom roofbama. com Commercial Roofing GC license # 48603 Master Elite DURO-LAST Installers 1001 Morgan Park Drive Pelham, Al 13555 Sandy Key Drive Pensacola, Fl (205)733 -1702 The following price ls to prepare for and repair your roof . Our quote consists of the following: A. Scope of Work for metal 1. Pull permits from City of Fa irhope 2. Contractor shall prepare the existing roofing system fo r t he 26 ga ~'ge R panel .Color to~ galva lume 3. Remove ex isting metal and underlayment and dispose offsite 4. Inspect and repair Insulation where needed . 5. Rena ii decking to bring to current code . 6. Install 26 Gauge R •Pane l 7. Install drip edge around perimeter of build i ng 8. Clean up all debris . Issuance of 30 year Clea r Acrylic Gava lume Plus with 2 year labor warranty Our total price, Includi ng all Labor, Equipment, Material, and Supervision, is: Golf Cart 81,1llding Total Cost = $32,000.00 Golf ~alntenance Bolldingl"otal Cost c-$61;000.00 This price is based on'the following: • Any HVAC work will be owners responsibility • Damaged wood nallers will be replaced at $6.00 per ft of 2x6 • • 090 ~ fjff GENEBAL -CONmtliG ______ .. __ ~-. ----~ 146251.0ntVklw Or ~Qllley Al 8655.1 · (251) 7Sl-Otl67 • (-25)1 97~3091 dleldential & CommettlJI )l~ --·-l'«Ol'OSAtSOtM1mo l(I I l),f,!E . COIQGt C!tyol-~ C.or9el.JIOd 1/.Ull<>U Jl!bHlmt : Phan~: Golf~•IC~ l\uilliiM-in,,~·IOOJ Jol>Addms: . El'n•lf : ~AL3'532 g~.latkl@{efrhbpealg,ov We hnby Aibmft sp•clncatloni and 1stlmates fem ·B:&111&1 .z-aa A1~1ham1..H" c:mrao, Reff!OW iurlstl"I Root. Affl'iCWI. tditlr'C. ilcvQJh($. -~•nd-t~llc:t di'~ lt)S:l,llllllp~ l,u-\al 2rc, 111)Jn(II wlth J6• cove,..ge Install ~dp-ytnt ~ all·JotHei.ted dtorlS . l•Vl!lr ·wor1cmonshlp w1mintv 2j Year ~Ml!Ume Mi!.W!Olll w,rr,nty W~ Pto90$e fforebv to lurnlsh materlai nnd labor, conil)lr:re In accordance with above ~llicatlons, for IMltE CiiEGKS,illVA!tt ro f& IH:iEtifML->rofi'fMC'tlHGtlC Thesumot. Fiftf tt)!H !DQUSl[l~ 2~14rt ~-~i.~ l Pavl'fif,ntlo b~ made u follow,:~ _ .. . --. . d~ bf,,_ '"'"' ,iiM .. JIIKl<•·ts -lllU. . . ,,.,1,., .. . . All Miltl1alilf_plflll1etd10bnup.-itd, ~-~tlltM~bu~m4. ln • worii• !lllfliler-~1dllllndri.ltr"ecl!Gf. M-f • • llterltlonl ordelltMiOn hrn tt,a...,_-,~'"rwoM/\i·flitrulll(1,1!ri'II 11o tMWil'll911!-(,Up011 wi1tM!l.oiwr., l!!d 'if'/1!1 becio11iu11 utra dl.ip-9nCf abow th• lli~II•-Ahp-MD ~lfflt "Pon strtl<•,~ls, onieuys It~ OUl"CIIJ'lrcl . O..•nw 10 arty ltt, tl:>rnado, or other nMe'°ry lnltKaftCOI , ~tz.ed S.IIIW"" -· Natr. 11,l$ jltopoUI INYHWIUl*liiiln byu11f not • ..........i wl.lhln ci.lYS Acceptance of Proponf • lt!e-l!b~ llltce!,HotlllcatlOfll 1nd i:ondllkw 1r11nfu101y•lld ~-hnbw ~ Yow •t •11thorlltd1odotllfwetk.s,eclfltd, ~l'l'ffltntWllflJt·a,,d1 N outlll'ltd---. OMt: $1&111tvre : ~: ~!!ff~ !t2Ml CERTiF _'6ll ~~q_g~n.~·,m.r fORT1fl£D Roof ~lj, JOP.TlfttD lkOlllt) be.lps liolMS 'Ilene, wltfuillnc/ .. ~,. 'the cost dlfftlltw:K fot ·«Oft_fled w,-eldle, bylittplnc ·tt,e roofori llld ~Wlitff out ~ud Oill'ffl$of~•#I. ttilmites ,..~n$700 and fQ(lllflED.llaafprot.effl aa,alnst IWld "'d ~ Nin by1 «~:i:M ~:~ ~~h,it • llliPl'OVinl, oof thM&hi,,t etud11nen1 • ~~•iueihDOl d«\_ ~dif)l~lultot,!-.Q_UfT.<f Oil eath • ~dtld~ ,~ of ~nmij1119n t:YRim I.awe (rllOf ~ n ,.._ pr*tt,whldl typl~rtlllm f'!IC'wll,elf) ~ $SbO and$til00. l'tlnllld Cettlllatl!! fiaq-.wd~ c11nom.er•..-./~ llyt!~wMl-.lt•!!dud Cus4oml.l'illll)fl(itr1'l ~ ~ ~ 091 RESOLUTION NO. __ _ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [1] That the City of Fairhope approves the procurement of an Aruba Replacement Core Switch to replace failed hardware with a not-to-exceed amount of $23,711.00 . [2] Failed switch located in Dispatch and all traffic from the City goes through this switch. [3] Purchase is through National Cooperative Purchasing Alliance (NCPA) Contract #01-145 and does not have to be let out for bid . ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President 092 Issuing Date : ---'8"-/1-"7'-'/=c20"'2"'3'---- Ci ty of Fai rhop e Project Funding Request Project Name. Approv e the Procurement of an Aruba Reo lac em ent Core Switch Project Location : _,D:.,l:oSDc::·a:.:t:::c:..:h __________________________ _ Pre sented to Ci ty Council. --~8/-'2~8_/2~0_2_3 __ Funding Request Sponsor: Jeff Montgomery, Director of Information Technology Project Cash Requirement Requ ested : Cost: $ 23 711 .00 Not to Ex.ceed Amount Vendor: Howard Technology Solutions (Vendor #23358 ) COF Project No. Please return this Routing Sheet to Treasurer by Re so lution # : Ap proved _____ _ Changed _____ _ Rejected ______ _ Pro1ect Engineer:..:n.:c/.:ca ___________________________________________ _ Order Dat e. ____ n_/_a __ _ Lead Time : ---"n-'/a'--------- Department Funding Th is Project 2355 ASAP General (; Gas C' Electric D Wale Wastewater D Sanitation [J Cap Project [j Impact C Gas Tax C Fed Grant C Adm in-10 Fleet-46 Departm ent of General Fund Providing the Fund i n g C Bldg -13 C C Golf-50 r Police-15 C Fire-20 C Golf Grounds -55 D Museum-27 0 ProJect will be : XXX 1:2) Expe nsed Capitalized lr,ventoneo -------c ________ c Expense Cod e: 001160 -50300 Gil Acct Na me: Computer Expense Project Budgeted:~$ ___ 23~71_1_._oo_ Balance Sheet Ite m- Included in pro1 ected L cash fl ow -------- ECD-24 0 Rec-25 0 Civic-26 C Manrrn -34 D Street-35 C Meter-19 C Plan/Zone-12 0 Adu lt Rec-30 0 NonDeptFac-7 5 D Debt Serv,ce -85 C Fund ing Source : Operating Expenses XXX ~ Budgeted Capital --~--C Unfunded C _______ Federa l -not tc exceed amount State -------______ City _______ Loca l Bond . _____ _ -------Year Over (Under) budget amount.~$ ______ _ Loan: Title Title _____________ Year Approve the Proc urement of an Aru~.1 Rep lacen.ent Core Swlt~h In t he a mount of $23,71 1.00. T he failed switc h ls located in Di r.patch and all traffic from the Cl ty go •• through this swi tch. Purchas.e will be through NCPA (Natio nal C oope rative Purc hasi ng All iance} C nn ttaC't t 01•1 45 and does not have t o be let out ror bid. City Council Prior Approval/Date? _N~l~A~------ Se nlor Accountant C it Trvasurer Capital Le ase : _____ _ Purchasing Memo Date: --~8~/~16=/=2~0=2=3 __ Purchasing Memo Date: --~8_/1~6~/2=0~2~3~-- Payment _______ Terrr. IT-16 CZ 093 of FA1no. ;.,o c., ti\ {flAaA~~ Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell , ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasurer 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251-928 -213 6 (p) 251-928-6776 (f) www.fairhopeal.gov MEMO To : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Date : Re : Erin Wolfe , Purchasing Manager August 16, 2023 City Council Approval for Procurement of an Aruba Replacement Core Switch The I.T. Director, Jeff Montgomery , requests approval for the procurement of an Aruba replacement core switch to replace failed hardware . The core switch is located in Dispatch and all traffic from the City goes through this switch . The cost for this purchase from Howard Technology Solutions is Twenty-Three Thousand Seven Hundred Eleven Dollars ($23,711 .00) and includes : • Aruba Networking CX 6200F 48G Class4 PoE 45FP+ 740W Switch $4 ,556 .00) • Aruba 6300M 24p SFP+ LRM Support and 2p 50G and 2p 25G MACsec Switch $9 ,079 .00 • Aruba X371 Power Supply (Qty 2) $278 .00 each • Aruba Central Foundation -Subscription License (3 Years) 1 switch (24 ports) $398.00 • Aruba Central Foundation -Subscription License (3 Years) 1 switch (48 ports) $630 .00 • Aruba SFP (mini-GB IC) transceiver module -GigE - 1 000BaseLX -LC (Qty 4) $285.00 each • Aruba SFP+ transceiver module -10 GigE -1 0GBase-LR -SFP+ (Qty 4) $1 ,553 .00 each Aruba SFP+ transceiver module -10 GigE -1 0GBase-SR -SFP+ (Qty 2) $570.00 each This will be purchased through the purchas in g cooperative NCPA (National Cooperative Purchasing Alliance) Contract #01-145 and therefore does not have to be let out for bid . Please compose a Green Sheet and place on the next available City Council Agenda this request to this procurement of an Aruba Replacement Core Switch for $23,711.00. CC : Jeff Montgomery, Clint Steadham 094 Phone : Fax : Online : 1.888.912 .3151 1.601 .399 .5077 www.howardco mp uters .com TE C H NOLOGY S OL U TIO NS Online Quo t at ion Quote No : Customer Name : Company Name : Quote Name : PL3 13193 15.00 Jeff Montgomery Fairhope , A L -City Aruba Switches Quote Date: Phone Number: Fax Number: Howa rd C om puters P .O . Box 1588 La urel , MS 39 44 1 Aug ust 09, 2023 2519900135 251990 0125 Item 1 _ i Category System Ty pe : 1 : 2 : 3 : 4 : 6 : 6 : 7 : 8: Description Accessories HPE Aru ba Networking CX 6200F 48G Class4 PoE 4SFP+ 740W Switch -Switch -Max. Stacking Dis tance 1 O kms -L3 -mana ged -48 x 10/1 00 /1000 (PoE+} + 4 x 1 Gigabit/ 1 O Gigabit SFP+ (uplink) -front and side to back -rack-mountable -PoE+ (740 W)-BTO MPN : JL728B#ABA Contract(s}: NCPA 01-145 HPE Aruba 6300M 24p SFP+ LRM support and 2p 50G and 2p 25G MACsec Switch - Switch -L3 -managed -24 x 1 Gi gabit / 10 Gigablt S FP + + 2 x 1 Gigabit / 10 Gigabit / 25 Giga bit / 50 Gigabit SFP56 (upli nk/ stack in g} + 2 x 1 Gigablt / 10 Giga bit / 25 Gigabit SFP -front an d side to back -rack-mou ntable MPN : RBS92A Contract(s): NC PA 01-145 HPE Aruba X371 -Power supply -hot-plug / redun dant -AC 100-240 V -250 Watt - United States -for HPE Aruba 2930M 24 , 2930M 48 , 381'0 , 3810M 16 , 3810M 24 , 3810M 48 , 6200F 12 , 6300M 24 MPN : JL085A#ABA Co ntract(s}: NC PA 01-145 HPE Aru ba Central Found ation - Subscription license (3 years} - 1 switch (24 ports} - hosted -ESD -for HPE Aruba 2930F 12, 2930F 48 , 2930F BG , 293 0M 24 , 2930M 40, 2930M 48 , 6200F 24 , 6200F 48 MPN : Q9Y74AAE Contract(s): NCPA 01-145 HPE A ruba Central Fou ndatio n -Subscription li ce nse (3 yea rs} - 1 switch (4 8 ports} - hosted -ESD -fo r HPE Aruba 3810M 16SFP+, 38 10M 24G , 3810M 24SF P+, 3810M 40G , 3810M 4 8G, 6300F , 6300M MPN : Q9Y79AAE Contract(s}: NCPA 01-145 HPE Aru ba -SFP (mini-GBIC) tra nsceiver module - GigE -1000Base-LX-LC si ngle-mod e -up to 6 .2 miles -for HP E A ruba 62 00F 12, 6200M 24 ; CX 836 0 ; In sta nt On 1430 16, 143 0 26 , 1430 5G , 1430 BG MPN : J4859D Con tract(s}: NCPA 01-145 HPE Aruba -SFP+ transceiver modu le -10 GigE -10GBase-LR -SFP+ / LC single-mode -up to 6.2 mi les-for HPE Aru ba 2930M 40 , 6200F 12 , 6200M 24 , 6300 , 6405 96 , 64XX; CX 8360 ; Instant On 1930 4 8 MPN : J9151E Contract(s}: NCPA 01-145 HPE Aru ba - SFP + transceiver modul e -10 Gi gE - 10GBase-SR -SFP+ / LC mu lti -mode - up to 984 ft -for HPE Aruba 293 0 M 40 , 6200F 12 , 62 00M 24 , 6300 , 6405 96 , 64 XX; CX 8360 ; Instant On 1930 48 MPN : J9 150D Contract(s): NCPA 01-145 Q t y . Unit Price 1 $4,556.00 1 $9 ,07 9.00 2 $278 .00 1 $398.00 1 $6 30.00 4 $285.00 4 $1,553.00 2 $570.00 Sub -Total: Shi p ping & Hand li ng : T axes: Tota l for Item 1: Ext. Price $4 ,556 .00 $9 ,079 .00 $556.00 $398 .00 $630.00 $1,140 .00 $6,212.00 $1 ,140.00 $23 ,711 .00 Included Tax Exempt $23 ,711.00 095 This quote will expire September 08 , 2023 . To expedite your order, please include your quote number with your Purchase Order. Sub-Total: Shipping & Handling : Taxes: Total: Notes : $23,711.00 Included Tax Exempt $23,711.00 Pricing and availability subject to change without notice . Packaging , Shipping , and Handling fees are not included unless specifically stated . Prices and lease payments do not include applicable ta xes . Ship dates are approx imations and are not guarantees . Quick ship items not available in Alaska , Hawaii , or outs ide the United States . Specific state laws may affect shipment of products . Any order for kiosks must be canceled prior to 21 days from the scheduled date of shipment to avoid incurring a 50 % cancellation fee. Any cancel lation made within that 21-day window will automatically incur a charge equivalent to 50 % of the total kiosk order being canceled . Howard reserves the right to charge a 25 % restocking fee for cancellation of a purchase order after Howard has commenced fulfillment of the order. Howard may , with notice , cancel any purchase order at any time withou t any liability to the Purchaser . Howard reserves the right to charge the Purchaser full purchase price for delay ing shipment of a purchase order for an extended period of time which then resu lt s in the cancellation of said order . Given the current uncertainties related to interna tional trade , Howard hereby reserves the right to unilaterally revise the prices quoted herein in the event its manufacturing or procurement costs for such goods increase due to the imposition by the United States or any other country of new or higher tariff(s) or of any other similar tax , fee or charge . If Purchaser fails to pay any invoice in full within the time quoted herein , Howard may , without notice , accelerate the due date of all outstanding invoices and require that all outs tan ding invoices , including any interest thereon , be immediately due and payable in full. Howard's product warranties and return policies and re la ted information , which are avai lable at https ://www.howardcomputers .com/support/warranties . cfm and https ://www .how a rdcomputers . com/support/retu rnpol icy . cfm , a re fully adopted and incorporated herein by reference . These may a lso be obtaine d by calling 1-888-912-3151 or emailing w ebmaste r@howardcomputers .com . THIS QUOTATION IS EX PRESSLY LIMITED TO, AND EXPRESSLY MADE CO NDITIONAL ON , PURCHASER'S ACCEPTANCE OF THE T ERMS SET FORTH OR INCORPORATED HEREIN ; HOWARD OBJ ECTS TO ANY DIFFERE NT OR ADD IT IONAL TERMS. 096 CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Name: Jeff Montgomery Date: 8/14/23 Department: _IT'------------------------- Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5,000 No restrictions Not Required N/A N/A Utilities $5,001 -$10,000 Operational NON -Budgeted Three Treasurer/Mayor N/A Greate r than : Operational NON -Budgeted Three Council Reguired Gen Govt -$5,001 Utilities -$10,001 Gen Govt -$5,001-$15,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$15,000 Over $15,000/$50,000 Operational Budget * State Bid List or Treasurer/Mayor N/A Buy ing Group Over $15,000/$5 0,000 Operational Budgeted Bids Council Reguired Profess ional Service Over $5,000 Budge ted or Non-Budgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet or ore under budget may be purchased with the Mayor and/or Treasurer's approval if they are on the State Bid list or from an approved buying group . Item s that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City . If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. QUOTES Vendor Name Vendor Quote 1. Howard Techno logie s $ 23,711.00 2. Click or tap here to enter text. $ ___________ _ 3. Click or tap here to enter te xt . $ ------------- Check any applicable boxes: D State Contract D ALDOT 1:8] Purchasing Group NCPA 01-45 D Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Replacement core switch 2. What is the total cost of the item or service? 23 ,711.00 3. How many do you need? Click or tap here to enter text . 4. Item or Service Is: D New D Used C8l Replacement D Annual Request 5. Vendor Name (Lowest Quote): Howard Technologies 6. Vendor Number: 23358 If you do not have a Vendor Number, please go to the City of Fairhope page : www.FairhopeAL.g o v, Departments, Purchasing, Vendor Registration, and complete the required information. BUDGET INFORMATION 1. Is it budgeted? D Yes D No C8l Emergency Request 2. If budgeted, what is the budgeted amount? Break/Fix Budget in 001160-50300 3. Budget code: 001160-5 0300 Email completed form with quotes and other supporting documentation to Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov. PUR-004 • 082522 097 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows: [ 1] That the City of Fairhope approves the procurement of 21 ,000 feet of 2" Drisplex SDRl 1 PE2708 6500 Gas Pipe from General Utility Pipe & Supply with a not-to- exceed amount of $23 ,100.00. [2] Three (3) quotes received and lowest quote from General Utility Pipe & Supply. [3] Pipe is exempt from fonnal bidding per Code of Alabama 1975 , Section 41-16- 51 (b )(7). ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson, Council President 098 City of Fa irhope Project Funding Request COF Project No. 2354 Issuing Date : ___ 8_/1_7_/_20_2_3 __ _ Please return this Routing Sheet to Treasurer by · __ ...:A..cS:cA...:P;__ __ Project Name: Approve the Procurement of (21 000 feet} of 2" Drisplex Gas Pipe Project Location : Gas Dept (City-wide) Resolution # : Presented to City Counci l: ___ 8_/2_8_/2_0_2_3 __ Approved_•_-_,..:_• __ _ Funding Request Spons or: Wes Boyett, Interim Gas Superintendent Changed _____ _ Rejected _____ _ Prc.iect Cash Requirement Requested : Cost: $ 23 ,100.00 tplu s fre ight TBD) Vendor: General Utilities Pipe & Supply (Vendor#22481) Project Engineer .. ~1-'I/...:a _________________________________________ _ Order Date : ___ ...cn..c/.c.a __ _ Le ad Time : --~n-'/a ________ _ Departmen t Funding This Projec t General 0 Gas iZ Electric D WateD Wastewater C Sanitati on 0 Cap Project C Impact C Gas Tax C: Fed Grant Department of Gene ral Fund Providing the Fund ing Adm•n -10 C Bldg-13 C Fleet-46 C: Golf-50 C Police-15 Ci Fire-20 0 Go~ Grounds-55 D Museum-27 0 Project wi ll be . Expensed Capitali2ec; lnvemoned _______ c c: -----'-x""x""x ___ G Expense Code 002-14015 GIL Acct Mame . Gas -Inventory Project Budgeted :-'-$ __ -"-23"''-'-10""0"'."-00"- Balance St,eet Item- Included in projected 17 cash flo w _______ _ ECD-24 0 Rec-25 C Civic-26 C Manna-34 l: Streel -35 C Meter-19 C Plan/Zone-12 C Adult Rec-30 0 NonDeptFac-75 !J Debt Serv,ce-85 C Funding Source : Operating Expenses XXX ~ Budgeted Capit al -----□ Unfunded r ______ Federa l • not to exceed amount ______ State ______ City Local ------ Bond : ------------Year Over (Under) budget amount:~$ ______ _ Loan : ------ Title Title ______ Year Appro·,e th~ Procurement of 21,000 feet of :?" Orlsple)( Gas Pipe in the amount of S23, 100.00 plus co st of fre ig ht for Gas Dept. Inve ntory. tT-16 C Capital Lease.______ Payment ______ Term L___~ __________________ _.__ ____________________ _J City Council Pr ior Approval/Date? _N_'/_A _____ _ Sen ior Accountant City Treasurer Ma or Purchasing Memo Date : ---=8'-/1"'6""/2""0,.,2,.,3'--Purchasing Merr,o Dale : ___ 8~/_16~/~20~2~3~-- 099 of fAIH.0. ;.(i u tn dt.ABA~~ Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell , ACMO Jimmy Conyers Corey Marti n Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasurer 161 North Section St . PO Drawer 429 Fairhope, AL 36533 251-928-2136 (p) 251-928 -6776 (f) www.fairhopeal.gov MEMO To : From : Date : Re : Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer Erin Wolfe, Purchasing Manager August 17 , 2023 Green Sheet and City Council Approval of Procurement of 2" Drisplex Gas Pipe The Interim Superintendent for the Gas Department , Wes Boyett , is requesting procurement of 21 ,000 feet of 2" Drisplex SDR11 PE2708 6500 Gas Pipe . Three quotes were received and the lowest quote was from General Utility Pipe & Supply for One Dollar and Ten Cents ($1 .10) per foot , or Twenty-Three Thousand One Hundred Dollars ($23 ,100.00). The pipe is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51(b)(7) which states : "The purchase of equipment, supplies, or materials needed, used and consumed in the nonnal and routine operation of any waterworks system, sanitary sewer system, gas system, or electric system, or any two or more thereof, that are owned by municipalities, counties, or public corporations, boards, or authorities that are agencies, departments, or instrumentalities of municipalities or counties and no part of the operating expenses of which system or systems have during the then current fiscal year, been paid from revenues derived from taxes or from appropriations of the state, a county, or a municipality." Please compose a Green Sheet and place on the next available City Council Agenda this request to approve this procurement for 2" Drisplex Gas Pipe for $23,100 plus the cost of freight. CC file , Wes Boyett, Clint Steadham 100 ity (Jf ai hope HS S, Section Strttt F ~. AL 365!2 P .0 , &-l tC2S V[NOOR R qui lton # Department : __ {; __ a. __ j _______ _ I ETA QTY EACH i C5) TOTA! ' 2 " Dr/)~ .S l>IU I P( l7t"i -;, /{) :;, I w· 2/eoA -.)l>fJ. t-~ P, J. ! FREIGHT 0 O Price Good Untfl: Quote furn1 hed by: 101 Name: Wes Boyett CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: August 17, 2023 Department: _G_a_s _____________________ _ Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5 ,000 No restrictions Not Required N/A N/A Utilities $5 ,001-$10,000 Operational NON-Budgeted Three Treasurer/Mayor N/A Greater than : Operational NON-Budgeted Three Council Regu ired Gen Govt -$5,001 Utilities -$10,001 Gen Govt -$5 ,001-$15,000 Operational Budgeted Three Treasurer N/A Uti lities -$10,001 -$15,000 Over $15 ,000/$50,000 Operational Budget * State Bid List or Treasurer/Mayor N/A Buying Group Over $15,000/$50,000 Operational Budgeted Bids Council Reguired Professional Service Over $5,000 Budgeted or Non -Budgeted Mayor Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer 's approval if they are on the State Bid fist or from an approved bu ying group . Items that are over budget must go to Council for approval and will require a green sheet and resolution. **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City . If the total amount is w ithin $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases. Vendor Name 1. General utility pipe and supply 2. Port city pipe 3. Consolidated pipe and supply QUOTES $ 23,100 $ 23,520 $ 24,570 Check any applicable boxes: D State Contract D ALDOT D Purchasing Group □ Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION Vendor Quote 1. What item or service do you need to purchase? 2" Drisplex SDRll PE2708 6500 Gas Pipe 2. What is the total cost of the item or service? $23,100 plus Feight 3 . How many do you need? 21,000 feet 4. Item or Service Is: C8:I New D Used D Replacement D Annual Request 5. Vendor Name (Lowest Quote): General Utility pipe and supply 6. Vendor Number: 22481 If you do not have a Vendor Number, please go to the City of Fairhope page : www.FairhopeAL.gov, Departments, Purchasing, Vendor Registration, and complete the required information. BUDGET INFORMATION 1. Is it budgeted? cgj Yes D No D Emergency Request 2. If budgeted, what is the budgeted amount? Click or tap he r e to enter text . 3. Budget code: Clic k or tap here to enter text . Email completed form with quotes and other supporting documentation to Erin. Wolfe@FairhopeAL.gov and Rhonda .Cunninqham@FairhopeAL.gov. PUR-004 -082522 102 PORT CITY PIPE, INC. P.O . BOX 850356 36685 921 DYKES ROAD SOUTH 36608 MOBILE, AL 36608 us Voice : 251-633-6921 Fax: 251-607-0358 Quoted To: FAIRHOPE GAS DEPT, CITY OF P .O . BOX429 FAIRHOPE , AL 36532 Quote Number: 08082023-DCS-5 Quote Date: Aug 8, 2023 Page : 1 Customer ID Good Thru Payment Terms Sales Rep FAIRHOPE GAS DEPT 8/15/23 Net30 Days CORY Quantity Item Description Unit Price Amount 21 ,000.00 GP-2-2406-500 2 IPS GAS TUBE PE 2708 X 500 FT ROLL 1.12 23,520.00 1.00 FR-FOB-DELIVERED FOB DELNERED; DELIVERED PRICES BASED ON THESE QUANTITIES 1.00 .....,.INSTOCK AS OF TODAY....,. Subtotal 23 ,520.00 Sales Ta x TOTAL 23,520.00 103 C O N S O L I D A T E D P I P E A N D S U P P L Y QUOTE CO . , I N C . C U S T O M E R 4180 Hall Mill Road Quote Nbr : 361114 000 PO Box 191057 Quote Date : 8/08/2023 Mobile AL 36693 0029 -MICHA LAMBERT Job: 2" GAS PIPE Office 251 -666-6691 WATS 800-699-6691 Engineer: FAIRHOPE Fax 251-666-5311 Bid Date: 8/08/2023 350133 -FAIRHOPE CITY OF WATER & SEWER Good Until : 9/08/2023 PO BOX 429 To: MICHA FAIRHOPE AL 36533 Email: MICHA .LAMBERT@CPSPIPE.COM Qty 21000.0 Size/Wall/Description 2 DRISPLX SDRll PE2708 6500 GAS PIPE 500 Total: Price 1.17 FT Page 1 Extended Price 24,570 .00 24,570 .00 104 RESOLUTION NO. --- BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, as follows : [1] That the City of Fairhope approves the procurement of Professional Services from Artist, Hannah Legg, for the Mural Display at Arts Alley for a not-to-exceed amount of $21,000.00; and authorizes Mayor Sherry Sullivan to execute Mural Project Agreement. [2] AMEA funds of$10,000.00 will be used towards this project. ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council Presi dent 105 ~ "'~~ ~ tJ t1'i d1,ABA'm~ Sherry Sullivan Mayor Council Members: Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 161 North Section St. PO Drawer 429 Fairhope , AL 36533 251-928-2136 (p) 251-928-6776 (f) www.fairhopeal.gov MEMO To: Suzanne Doughty, Senior Accountant Kimberly Creech, Treasurer From : Date : Re : Erin Wolfe, Purchasing Manager August 16 , 2023 Green Sheet and City Council Approval of Procurement of Professional Services from Artist, Hannah Legg, for the Mural Display at Arts Alley . The Director of Community Affairs , Paige Crawford, is requesting approval for the procurement of professional services from Artist , Hannah Legg , for the mural display at Arts Alley. Attached is the Updated Price Estimate of Twenty-One Thousand Dollars ($21,000 .00), which includes a design for The Tower and a Fairhope Photo Op design . This professional service is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51 (a)(3) Contracts for which competitive bidding not required , which states : "Contracts for securing seNices of attorneys, physicians, architects, teachers, superintendents of construction, artists, appraisers, engineers, consultants, certified public accountants, public accountants, or other individuals possessing a high degree of professional skill where the personality of the individual plays a decisive part." AMEA funds ofTen Thousand Dollars ($10,000.00) will be used towards this project and the remaining funds would come from the Economic and Community Development budget. Please compose a Green Sheet and place on the next available City Council Agenda this request to approve the procurement of professional services from Artist, Hannah Legg, for the Mural Display at Arts Alley for a not-to-exceed cost of $21,000.00. CC file , Paige Crawford , Clint Steadham 106 Issuing Date: --~8-'-11'-'7-'-/2::.0cc2cc3c........_ Ci ty of Fairhope Project Funding Request Project Name: Approve the Procu rement of Professio n al Services for Mural Display at Arts Alley COF Project No . Please return this Routing Sheet to Treasurer by : Project Location : -'A-"rts-=-'-'A-"11-'-"ev._ _________________________ _ Resolution # : Presented to City Council : ---"8'-'/2'-'8-'-/2::.0'-'2'-'3'-_ Approved _____ _ Funding Reouest Sponsor: Pa ig e Crawfo rd , Director of Community Affa irs Changed _____ _ Rejected _____ _ Proiect Cash Requirement Req uested : Co st: $ 21,000 .00 Not-to-Exceed Am ount Vendor: Ha n n ah Legg (Vendor #TBD) Project Engineer: ..:n~/::.a ___________________________________________ _ Order Date : ----'-'n'"'/a'----Lead Time . -------------n/a Depa rtment Fu nding This Projec t 2353 ASA P General fZ Gas C Electric C Wa~e Wastewater C Sanitation D Cap Project C Impact C Gas Tax C Fed Grant Adnun-10 Fleet-46 Department of Gen eral Fund Providing the Funding L Bldg-13 [. C Golf-50 L Police-15 G Fire,-20 C Golf Grounds -55 D Museum-27 Q Pro,ect will be : Expensed Capnalized Inventoried ____ x_x_x ___ rz ________ c ______ r:. Expense Code : 001240-50 290 GIL Acct Name: Pro fess ional Serv ices Project Budgeted :_$~------ Ba lance Sheet Item- Included in µrejected cash f,c,w -------- ECD-24 lZ Rec-25 C Civic-26 L.: Street-35 C Meter-19 ·:, Plan/Zone-12 C Adult Rec-30 '."J NonDeptFac-75 D Debt Serv•ca-65 C Manna-~4 C: Funding Source: Operating Expenses XXX ~ Budgeted Capital C Unfunded ====~--_ -_ -_ -_ -_-C _______ Federal -not to exceed amount ______ State _______ City _______ Local 10,000 .00 AMEA Funds Bond . ______ _ Over (Under) budget amour,t: ~$ __ ~2~1,,00cc0cc0..c.0c.c0~ Loan : _______ _ Title Title _______ Year Ye ar Approve tne Proct.,1erne11t of Prof~ssional S01 rviceS from 1 .. rti:H, Hann1;h Legg , for the Mural Display at Arts Alley for the not -10-e>.ceed amount of $21 ,000. AME A funds of $10 ,000 will be used toward!i this projec t. Authorize Mayor' to execute Mu ral f ruj~ct AgreEme nt. City Council Pr ior Approval/Date? -'-N'-'1'--A'------- ~S_e_n_io_r_A_c_c_o_u_n_t_a_n_t __________________ ~C_ity Treasurer Capital Lease : ______ _ Purchas ing Memo Date : --~8~/1~6~/2~0~2~3~_ Purchasing M~mo Date: --~8'-'/1~6~/2~0~2~3 __ _ Requ~ov ed Date : 8/18/20 23 V\V\ I c; Q/'b imtieech ------- Payment Tenn --------- Mayor i -I 107 LEGG illustration • murals • design FAIRHOPE ARTS ALLEY: THE TOWER MURAL -fairhope, alabama - UPDATED PRICE ESTIMATE -august, 2023 - 108 PROJECT PRICE ESTIMATE FOR THE ARTS ALLEY PROJECT IN FAIRHOPE, MAY 2023 THE PROJECT I put togethe r th e cos t s fo r each spo t and ca lculated a total cost es t imate for the w hole project, as we ll as a cost per spot (see page two). Th e price(s) below include the design time, th e project supp li es, and paying additio nal help. The prices do not include the cost of ren t in g a lift/ scaffo lding (as th at wi ll be depende nt o n which order we do the project) sealing the murals w ith anti-graffiti sealant, or art licensing for merchandis e/further use of desi gns (co uld make for some fun t-shirt and stickers !) I also hav e a co ntract that o utlines payment sched ules an d other obligations which I wi ll update send your way after we have a ball park figu re figured out. THE DEVELOPMENT PROCESS (FOR EACH SPOT) · Rough dig ital sketches of the Mural · Pi ck 1 sketch and bring it to a more finali zed composition · Finalize Mu ral Design · Prep and prime wa ll · Project and sketch Mural · Pa int and finalize Mural COST INCLUDES (FOR EACH SPOT) • 1-2 Rough sketches of Mural · 1 final colo red sketch of Mural · Finished Mural · Primer · Mural painting supplies PRICE ESTIMATE Tot al: $21,000 (Estimate for defined delive ra bles: any additional work that falls o utside of scop e of deliverables will incur additional fees : price is based on cost per square foot as well as leve l of detail) Not included in estimate: scissor lift, sealant, design lisencing (can be discussed for merch, etc) 109 PROJECT PROPOSAL FOR MASTER JOE'S WALL The wall is 80+ feet long, so I feel like we could divide it up into four or five sect ions : I could do the front section that says the "Welcome to Fairhope Arts Alley" and 'Parking Available" to make sure we get all the necessary information and and set it all in motion, and we could bri ng on 314 other artists to do the other sections. We could take care of cleaning/priming it, come up with a budget for each section and an overall theme or idea for the who le thing or for each section , and run through a few rounds of revision to make sure it's all cohesive over t he next month. We can write up a prompt, give them a w indow to work, and cou ld add "hide a seahorse " or whatever we decide to hunt to the prompt. The only issue I see would be having multiple scissor lifts or scaffolding down the alley, but we'd have to deal with that regardless of how we do this section . As I sa id, I have several loca l artists that I'd like to approach with the idea if you like the sound of it. and I can organize that part of the project. I still need to check their ava ilability, but I wanted to have a more concrete plan before asking anyone to ed it their schedules. I have added a few examples of other mural spots like th is that re flect what I am thinking (not for subject matter, just for ideas!) If th is whole thing seems too complicated , I can come up with some other ideas , but I like that this approach would bring in other artists . Examples from the web: Some themes/ideas: -We could do a Mardi Gras 'parade ' down the wall that would bot h highlight a very fun time in Fairhope , as well as direct people down towards the parking garage! We could do a continuous parade and each artist could do their part in their own style. -Fairhope is definitely known for its florals, so we cou ld do something bright, colorful, and eye-catching that would make a great spot for peop le to pose in front of! I think this would be an easy prompt, and each artist could do their own take on 'Fairhope. Florals'. -We could do some large, flowing jellyfish or a large octopus down the side; that would turn some heads for sure! I could also do th is one myself, and I th ink it would go with Master Joe's well! Cou ld wrap its tentacles around the Fairhope clock, some paint brushes, a parking sign , etc ... -Reflecting on a trip I took to the Wynwood Walls in Miami during college, we could also do something large/colorful and geometri c; it would defin itely st and out downtown, and we could still include some classic Fairhope/artsy elements. -We could do something agricultural; b ig ol' veggies , pecans ... could be fun! ex. octopus (from the web) ex. geometric (from the web) ex. florals (from the web) 110 E illustration · murals • design £ g £ -fairhope, alabama - MURAL PROJECT AGREEMENT -august, 2023 - 111 MURAL CONTRACT BETWEEN HANNAH LEGG, ARTIST AND -----------------, CLIENT (CONT IN U ED) DESIGNER: HANNAH LEGG (hereinafter referred to as "Designer") Address : 22187 9th St. Silverhill. AL Phone: 251-533-5618 Email: Hannsnleggsillu@gmail.com Website: han nahleggart ist.com 1 . DESCRIPTION OF THE WORK: CLIENT: CITY OF FAIRHOPE (hereinafter referred to as "Client") Contact Name: XXX Email address: XXX Address: XXX Phone Number: XXX Designer agrees to paint 1 exterior mura l for CLIEN T for XXX Des ign process includes rough skecthes , one rou nd of revisions , and application of the final design. Additional revisions are an added fee at the Designers rate of $75 /hr. Mural installat ion wi ll take approx im ate ly ____ days. 2. OBLIGATIONS OF THE DESIGNER AND CLIENT: a) Designer sha ll purc hase materials necessary for the creation of t he artwork. Client is responsib le for cleaning the wall before Designer com mences priming . b) Designer shall create the artwork, or in certa in c ircumstances oversee t he work of a hired sub-contractor/ assistant. c) Client shall hire and compensate any additional labor services necessary for preparation of the wall. d) Client shall secure any building permi t s necessa ry for the lawful c rea tion and execution of the work e) Any major changes that client requests of Designer, after the third rendition, will result in paying the Designe r an additional $75.00 per hour to create the change or changes. f) Any cha nges Designer deems necessary to enhance the compos iti on or color in the artwork , w ill be deemed for the good of the painting and at no additional charge to the client. 3. START AND COMPLETION DATES: The Designer shall undertake the creation of the artwork on or before _______ and complete the artwork on or by ______ 2023, 4. ADDITIONAL ARTWORK COMPENSATION: Any additiona l a rt wo rk done by the Designer shall be negotiated and compensated separat e ly from thi s agreement. 5. FEES AND SCHEDULE OF PAYMENT: Price of artwork: Total of XXX sq ft for a total of $XXX This will include the paint brushes , paint and other materials. Upon executio n of this agree ment, client shall pay to the Des igner: a) 25 % deposit due upon verbal and or signed agreement (Nonrefund able) b) 25 % due when project begins c) 50 % due on day of completion 112 MURAL CONTRACT BETWEEN HANNAH LEGG, ARTIST AND -----------------, CLIENT (CONT IN U ED) DESIGNER ALTERATION Colors may appear differently in paint than on screen renderings. Designer is not responsib le for such differences. Des ig ns m ay be altered based on th e following factors: wa ll t exture, sig nage or e lectrical outlets on the wa ll, etc. Changes, if necessary, will be made by the Designers' expertise. All paint. fabr ic, w ood , and oth er materials are subject to change based on market availability and designers are not respo nsible for differe nces based on those fac tors . Differences in on screen render to final mural may be up to 25 % differen t as an approximation . 6. USAGE: Notwithstandi ng the assignment of any advertising /promotion rights to the C li ent. the Designer sha ll retain all copy righ t s of th e artwork, including al l rep rod uction, dis play, d ist r ibution , and derivati ve works rights. Client shall not use digital sket ches in any capacity. Designer are entitled to use any unselected des igns for other projects. Designer is entitled to sign the mura l in a discreet area of the wa ll. Designe r is entitled to identify as the crea tors of the artwork and sha re on t he ir portfolio, inc ludi ng w ebsite and o n social media platforms. Cli ent shall not alter, modify, edit. or change the artwo rk w ithout Designer's prior w ritten consent. No work may be reproduced by Cli en t without the prior w ritte n approva l of Designer. 7. MAtNTENANCE OF THE WORK: Cli ent shall notify t he Designer promptly in the eve nt of the need for any ma intenance or restoration services so that the Designer may have a reasonab le opportunity to perform su ch work themselves or to supervise or co nsu lt in its performance. De sign e r shall be co mpe nsa ted at $75 /hour by th e Client. fo r future ma intenance and /or res toratio n services rendered w ith prior written authorization . In absence of any need for re storation or maintenance, the work shall rema in free of alteration by the Client. w ho sha ll take rea so na ble preca utions to protect it against damage or destruction by ex t ernal forces. If the Cli e nt chooses to remove or cover t he mural from the wall. Designer is not responsible for removal. movement. and /or disposa l of the mural. Designer is no t li ab le for any injury or damage resulting from moving , or tampering with th e mural. 8. WARRANTY: The Designer warrants that the completed artwo rk wi ll be fit and su ita b le for use and exp loitati on in th e manner (and to the extent/a nd for the duration) for which it is to be creat ed, but this warra nty is cond ition ed upon the client's complia nce wi th the prov ision s hereof relating to the insta llation , maintenance and ex ploitation . 9. TITLE OF OWNERSHIP: Title of ownership in the artwork shall pass from the Designe r t o the client upon the completion of the artwork. 113 MURAL CONTRACT BETWEEN HANNAH LEGG, ARTIST AND -----------------, CLIENT (CONT IN U ED) 10. DEATH AND DISABILITY: In the event of an incapacit ation , illness, or injury of the Des igner and a delay arising there from in the execution of the work, th e Des igner sha ll notify the client of such delay. In the event of the Designer death , her estate sha ll retain any payments made t here in . 11. OTHER DELAY: If the execution of the work is delayed by an act or neglect of the Client, by labor disputes, re, unusual transportation dela ys , or by other external forces or natural ca lam iti es outside of Designers' control, the De sign er shall be entitled to ext end th e completion date v ia ve rbal, or written noti fi cation to t he Client. by the time equivalent to the period of such delay. Project t imeline may be c hanged with written co nsent between both pa rti es and a new tim e lin e must be created before any additional wo rk is continued on the project. If the Client fails to comply with th e agreed upon timeline, the project will be pushed back based on t he Designer's schedule and Designer ha s the option to terminate the project. 12. TERMINATION Designer may terminate this Agreement on three (3) days written noti ce via e-mail to the Cli en t in the event that Cli ent is in breach with any provision of this Agreement, provided that, during the t hree day period, the Clie nt fa ils to cure such breach. WAIVERS No waiver of a ny term or provision of this Agreeme nt w ill be va lid unless suc h waiver is in w rit in g signed by the party against whom enforcement of the waiver is so ught. The waiver of any term or provision of this Agreement will not app ly to any subsequent breach of this Agreement. GOVERNING DOCUMENT This Agreement constitutes the entire agreement and understandi ng of Designer and Clie nt with respect to the terms and conditions of the project and supersedes all prior and contempora neous written or verbal agreements and understa ndings bet ween Des ign er and Client relating to such subject matter. This Ag reeme nt may only be ame nd ed by w ritten instru ment signed by Designer and Client. SUCCESSORS AND ASSIGNS The provisions of thi s Agreement will in ure to the benefit of, and will be binding upon the Cli ent and its successors and assigns. COUNTERPARTS Th is Agreement may be executed in more than one counterpart, each of wh ic h will be deemed an original, but all of whic h together will constitute but one and the same in stru m e nt. An electro nic signature , elect ro ni c copy thereof, or a photocopy of th is Agreement sha ll have the same force and effect as the o ri ginal. 114 MURAL CONTRACT BETWEEN HANNAH LEGG, ARTIST AND -----------------, CLIENT (CONT IN U ED) IN W ITNESS WHEREOF, the parties hereto have executed this Agreement on _____________________ , DES I G NE R -------------------------------- Hannah Legg , Hannah Legg , Artist CLIENT ------------------------------------ CLI ENT NAME HERE (Phone: 123-456-7890 , Email: emailgoeshere.com) Date ______________________ _ Date ______________________ _ 115 Name: Paige Crawford CITY OF FAIRHOPE PURCHASING DEPARTMENT PURCHASING REQUEST FORM Date: 8/16/23 Department: Economic Development Expenditure Threshold** Distinctions Quotes Required Approval Green Sheet Under $5 ,000 No restrictions Not Requ ire d N/A N/A Utilities $5 ,001 -$10 ,000 Operational NON -Budgeted Three Treasurer/Mayor N/A Greater than: Operat ional NON -Budget ed Th ree Council Reguired Gen Go vt -$5,00 1 Utilities -$10,001 Gen Govt -$5,001-$15,000 Operational Budgeted Three Treasurer N/A Utilities -$10,001 -$15,000 Over $15,000/$50 ,000 Opera tional Budget * State Bid List or Treasurer/Mayor N/A Buying Group Over $15,000/$50,000 Operat iona l Budget ed Bids Council Reguired Profess ional Service Over $5 ,000 Budgeted or Non -Budgeted Mayo r Select Council Reguired Resolution N/A N/A Reguired N/A N/A Reguired Reguired *Budgeted items that meet ar are under budget may be purcha sed with the Mayor and/or Treasurer's approval if they are an the State Bid list ar /ram an approved buying group. Item s that are over budget must go ta Council for approval and will require a green sheet and resolution . **Expenditure Threshold is a combined total of labor and materials, including materials provided by the City. If the total amount is within $10,000 of the listed threshold, Purchasing/Treasurer may require a formal bid due to potential materials cost increases . Vendor Name 1. Hannah Legg 2 . Click or tap here to enter text. QUOTES $ $21,000.00 $ Vendor Quote 3. Click or tap here to enter text. $------------- Check any applicable boxes: D State Contract D ALDOT D Purchasing Group 0 Sole Source (Attach Sole Source Justification) ITEM OR SERVICE INFORMATION 1. What item or service do you need to purchase? Professional Service -Mural Artist 2 . What is the total cost of the item or service? $21,000 .00 3. How many do you need? 1 4. Item or Service Is: ~ New D Used D Replacement D Annual Request 5. Vendor Name (Lowest Quote): Hannah Legg 6. Vendor Number: Click or tap here to en ter text. If you do not have a Vendor Number, p lease go to the City of Fairhope page : www.FairhopeAL.gov, Departmen t s, Purchasing, Vendor Registration, and complete the required information . BUDGET INFORMATION 1. Is it budgeted? D Yes D No D Emergency Request 2 . If budgeted, what is the budgeted amount? Click or tap here to enter text. 3 . Budget code : 001240-50575 Email completed form with quotes and other supporting documentation to Erin .Wolfe@FairhopeAL.gov and Rhonda.Cunninqham@FairhopeAL.gov. PUR -004 -082522 116 RESOLUTION NO. __ _ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA , as follows: [ 1] That the City of Fairhope approves the selection of PFM Financial Advisors LLC for Professional Consulting Services as Financial Advisor with annual retainer for a not-to-exceed amount of $2 0 ,000 .00 ; and hereb y authorizes Mayor Sherry Sullivan to execute contract. [2] City Council determined at the Council Work Session on August 14 , 2023 PFM Financial Advisors LLC would be placed on retainer for annual fee of $20,00 0 .00 and billed quarterly , ($5 ,000.00 recorded FY2023 , funded b y the General Administration Professional Services Budget, and remaining $15 ,000.00 will be budgeted in FY2024). [3] This professional service is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51 (a)(3) Contracts for which competitive bidding not required . DULY ADOPTED THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President 117 City of Fairhope Project Funding Request COF Project No. 2357 Is suing Date: --~8-'--/1~7-'/2~0~2-'3 __ Please retu rn this Routing Sheet to Treasurer by : ---'A-"S"-'A-'P'--- Project Name: Aoorove the Selection for Professional ConsultinQ Services for Financial Advisor Project Location: ..:Tc:re=as::.u::.1rv:L.. ____________________________ _ Resolution # : Presented to City Council· ___ 8_/2_8_/2_0_2_3 __ Approved _____ _ Funding Request Sponsor: ...c.K..ci~m~C-'--re~e~c~h~T~r-'e-'a-'s-'u-'--re~r'------------------------Changed _____ _ Rejected _____ _ ProIect Cash Requirement Requested; Cost: $ 20 1000 .00 Not-to-Exceed Amount (Annual) Vendor: PFM Financial Advisors LLC (Vendor #TBD) Project Engineer:-'n-"l-"a ___________________________________________ _ Order Date. ____ n_/a ___ _ Lead Time: __ __cn.c./cca ________ _ Department Funding This Project Genera/ 0 Gas D Electric 0 Wale Wastewater D Sanitation 0 Department of General Fund Providing the Funding Admin-10 0 Bldg-13 C Fleet-46 CJ Golf-SO C Pohce-15 D Fire-20 0 ECD -24 0 Rec-25 0 Gott Grounds-55 D Museum-27 0 NonDeptFac-75 D Debt Service-85 D ProJect will be · Funding Source: Expensed XXX [Z Operating Expenses Capitalized C Budgeted Capital Inventoried C Unfunded Expense Code: 001100-50290 GIL Acct Name Professional Services ProJect Budgeted: $ 201000.00 (In cluded In DRAFT FY2024 Budget) Balance Sheet Item-C Included in projected cash flow Bond : Over (Under) budget amount· $ Loan: This request is to approve the selection of PF M Financial Advisors LLC for Professiona l Consulting Services for Treasury in the not-to-exceed amount of $20,000 annually. The vendor presented options for financial consulting services to the City Council during the August 14, 2023, Council Work Ses sion and it was determined th at th e best option was to put vendor on retainer for an annual fee of $20,000.00 to be billed qua rterty ($5 ,000.00 will be recorded during FY2O23 which is funded by General Administration Profes siona l Services budget an d the Capital Lease: remaining $15,000 will be budgeted in FY2O2•). Authorize Mayor to execute contract . City Council Prior Approval/Date? _N_/_A ______ _ Senior Accountant City Treasurer Purchasing Memo Date: ___ 8_/_17_/_2_0~2~3 __ Purchasing Memo Date: ___ 8/~1~7~/2~0~2~3 __ _ ~aGd/202 3 Cap Project 0 Civic-26 C Marina•34 0 XXX . Impact C Gas Tax C Street-35 C Meter-19 C Plan/Zone-12 C Ad ult Rec-30 0 0 C C Federal -not to exceed amount State City Local Title Tttle Payment Fed Grant C IT-16 C Year Ye ar Term 118 O~ fAI!fli. ,<i u {1\ dt.AaPt.'mb Sherry Sullivan Mayor Council Members : Kevin G. Boone Jack Burrell, ACMO Jimmy Conyers Corey Martin Jay Robinson Lisa A. Hanks , MMC City Clerk Kimberly Creech Treasurer 61 North Section St . PO Box 429 Fairhope, AL 36533 251 -928-2136 (p) MEMO To: Lisa Hanks, City Clerk Kim Creech, Treasurer ~~ From: Erin Wolfe, Purchasing Manager Date: August 17, 2023 Re: RFQ PS23-028 Professional Consulting Services for Financial Advisor The City Treasurer, Kim Creech , requests approval to procure consulting services for a financial advisor for the City . PFM Financial Advisors LLC was chosen to perform this professional service. The Scope of Work as listed in the attached Letter of Engagement shall include: • Services related to the Plan of Finance recommendation for the City 's upcoming water projects . • Services related to Debt Transactions (Includes short term financings , notes , loans , letters of credit , line of credit and bonds); provided that if the transaction is competitive , the services of the financial advisor shall be modified to reflect that process. The related fees shall be an annual retainer of Twenty Thousand Dollars ($20 ,000 .00). This professional service is exempt from formal bidding per Code of Alabama 1975 , Section 41-16-51 (a)(3) Contracts for which competitive bidding not required , which states : "Contracts for securing services of attorneys, physicians, architects, teachers, superintendents of construction, artists, appraisers, engineers, consultants, certified public accountants, public accountants, or other individuals possessing a high degree of professional skill where the personality of the individual plays a decisive part." Please compose a Green Sheet and place on the next available City Council Agenda request to approve the selection for Professional Consulting Services for Financial Advisor and to authorize the Mayor to execute a contract with a not-to- exceed amount of $20,000.00. Cc: file , Kim Creech 119 PFM FINANCIAL ADVISORS LLC AGREEMENT FOR FINANCIAL ADVISORY SERVICES This agreement ("Agreement"), made and entered into this_ day of August, 2023 , by and between The City of Fairhope, AL ("Client") and PFM Financial Advisors LLC (hereinafter called "PFM "), sets forth the tenns and conditions under which PFM shall prov ide services. WHEREAS , Client desires to obtain the services of a financial advisor t o develop and assist in implementing Client 's strategies to meet its current and long-term operations , financial o bligations , capital financing needs and render assistance in respect to debt transactions ; and WHEREAS , PFM is capable of providing the necessary financial advisory services. NOW, THEREFORE, in consideration of the above-mentioned premises and intending to be legally bound hereby , Client and PFM agree as follows : I. SCOPE OF SERVICES PFM shall provide , upon request of the Client, services related to financial planning , budget and strategic advice and planning , policy development and services related to debt issuance , as applicable and set forth in Exhibit A to this Agreement. Client acknowledges and agrees that most tasks requested by Client will not require all services provided for in Exhibit A and as such the specific scope of services for such task shall be limited to just those services required to complete the task . Any material changes in or addition s to the scope of services described in Exhibit A shall be promptly reflected in a written s upplement or amendment to this Agreement. Services provided by PFM which are not specifically referenced in the scope of services set forth in Exhibit A of this Agreement shall be completed as agreed in writing in advance between the Client and PFM. Upon the request of Client, an affiliate of PFM or a third party referred or otherwise introduced by PFM and/or designated by the Client may agree to additional services to be provided under a separate writing , including separate scope and compensation , between Client and such affiliate or third party. II. WORK SCHEDULE The services of PFM are to commence as soon as practicable after the ex ecution of this Agreement and a request by the Client for such service . III. REGISTERED MUNICIPAL ADVISOR; REQUIRED DISCLOSURES 1. PFM is a registered municipal advisor with the Securities and Exchange Commission (the "SEC ") and the Municipal Securities Rulemaking Board (the "MSRB "), pursuant to the Securities Exchange Act of 1934 Rule 15Bal-2. If Client has designated PFM as its independent registered municipal advisor ("IRMA ") for purposes of SEC Rule 15Bal- 1 (d)(3)(vi) (the "IRMA exemption"), then services provided pursuant to such designation shall be the services described in Exhibit A hereto , subject to any agreed upon limitation s. Verification of independence (as is required under the IRMA exemption) shall be the Rev. 07.3 1.2023 120 responsibility of such third party seeking to rely on such IRMA exemption. PFM shall have the right to review and approve in advance any representation of PFM 's role as IRMA to Client. 2. MSRB Rules require that municipal advisors make wri tten disclosures to their clients of all material conflicts of interest, ce1tain legal or disciplinary events and certain regulatory requirements . Such disc losures are provided in PFM 's Disclosure Statement delivered to Client prior to or together with this Agreement. IV. FINANCIAL ADVISORY COMPENSATION; REIMBURSEMENT OF EXPENSES For the services provided under this Agreement, PFM 's professional fees shall be paid as provided in Exhibit B to this Agreement and C l ient shall pay expenses and fees for other services not set forth in Exhibit A as provided below. All fees shall be du e to PFM within thirty (30) days of the date of invoice. 1. Reimbursable Expenses In addition to fees for services , PFM will be reimbursed for necessary, reasonable, and out-of-pocket expenses incurred , including, but not limited to , travel, meals, lodging, telephone , mail , and other ordinary or extraordinary costs such as for graphics , printing, document production (including as required by a subpoena or other legal document or order), data processing and computer time which are incmTed by PFM. Upon request of Client, documentation of such expenses will be provided, 2. Other Services Any services which are not included in the scope of services set forth in Exhibit A of this Agreement will be subject to separate, mutually acceptable fee structures. ' C V. TERMS AND TERMINATION This Agreement shall be effective from August 15, 2023 until July 31, 2024 (the "Initial Term") and shall automatically renew for additional 1 year periods ( each a "Renewal Term" and together with the Initial Tenn, the "Tenn", unless terminated in writing by either party upon thirty (30) days written notice to the other party . Upon any sucR termination, PFM will be paid for all services perfonned and costs and expenses incurred up to the termination date . VI. ASSIGNMENT PFM shall not assign or transfer any interest in this Agreement or subcontract any of the work performed under the Agreement without the prior written consent of the Client; provided that PFM retains the right to enter into a sale, merger, acquisition , internal reorganization, or similar transaction involvin g PFM's business without any such consent. Rev. 07.31 . 2023 -2 - 121 VII. INFORMATION TO BE FURNISHED TO PFM All information , data, reports , and records in the possession of the Client or any third party necessary for carrying out any services to be perfom1ed under this Agreement ("Data") shall be furnished to PFM. PFM may rely on the Data in connection with its provision of the services under this Agreement and the provider thereof shall remain solely responsible for the adequacy , accuracy and completeness of such Data. VIII. NOTICES All notices and other communication required under this Agreement shall be in writing and may be sent by certified mail, return receipt requested , by nationally recognized courier, with written verification ofreceipt, or by electronic mail. Notices shall be sent to the parties at the following addresses , or to such other address as a party may furnish to the other party: CITY OF FAIRHOPE, AL 161 North Section Street Fairhope , AL 36532 Attention: Kim Creech PFM FINANCIAL ADVISORS LLC 116 Jefferson Street South, Suite 301 Huntsville, AL 35801 Attention: Managing Director IX. TITLE TRANSFER All materials , except functioning or dynamic financial models , prepared by PFM pursuant exclusively to this Agreement shall be the property of the Client. Subject to the exception described above, upon termination of this Agreement, at Client's reasonable request no later than three (3) years after the termination of this Agreement, PFM shall deliver to the Client copies of any deliverables pertaining to this Agreement. X. PFM'S REBRESEN'fATIVES 1. Advisory Team The employees of PFM set forth below will provide the services set forth in this Agreement; provided that PFM may , from time to time , supplement or otherwise amend the advisory team members set forth below. A. Professional Staff • Marcie Lewis • Joshua McCoy • Brooke Baldwin • Ricardo Callender R ev. 07 .3 1. 2023 -3 - 122 B. Administrative and Support Staff • Greta Englert 2. Changes in Advisory Team Requested by the Client The Client has the right to request, for any reason , that PFM replace any member of the advisory team. Should the Client make such a request, PFM shall promptly suggest a substitute for approval by the Client. XI. INSURANCE PFM shall maintain insurance coverage with policy limits not less than as stated in Exhibit C. XII. LIMITATION OF LIABILITY Except to the extent caused by its willful misconduct, bad faith , gross negligence or reckless disregard of its obligations or duties , PFM shall have no liability to an y party under this Agreement. XIII. INDEPENDENT CONTRACTOR; NO THIRD-PARTY BENEFICIARY PFM , its employees , officers and representatives at all times shall be independent contractors and shall not be deemed to be employees , agents, partners , servants and/or joint venturers of Client by virtue of this Agreement' or any actions or services rendered under this Agreement. Nothing in this Agreement is intended or shall be construed to give any person , other than the parties hereto , their successors and permitted assigns , any legal or equitable rights, remedy or claim under or in respect of this Agreement or any provisions contained herein. In no event will PFM be liable for any act-0r omission of any third party or for any circumstances beyond PFM's reasonable control including , -but not limited to , fire, flood, or other natural disaster, war, riot, stri e, act of terrorism , act of civil or military authority , software and /or equipment failure, computer virus , or failure or interruption of electrical, telecommunications or other utility services. XIV. APPLICABL;E LAW This Agreement shall be construed, enforced , and administered according to the laws of the State of Alabama. PFM and the Client agree that, should a disagreement arise as to the terms or enforcement of any-provision of this Agreement, each party will in good faith attempt to resolve said disagreement prior to pursuing other action . XV. ENTIRE AGREEMENT; SEVERABILITY This Agreement represents the entire agreement between Client and PFM and may not be amended or modified except in writing signed by both parties. For the sake of clarity , any separate agreement between Client and an affiliate of PFM or an y third party referred or introduced by PFM and/or designated by Client shall not in any w ay be deemed an amendment ReY . 07.3 1. 2023 -4 - 123 or modification of this Agreement. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision. XVI. EXECUTION; COUNTERPARTS Each party to this Agreement represents and warrants that the person or persons signing this Agreement on behalf of such party is authorized and empowered to sign and deliver this Agreement for such party. This Agreement may be signed in any number of counterparts, each of which shall be an original and all of which when taken together shall constitute one and the same document. Rev . 07 .31. 2023 -5 - 124 IN WITNESS WHEREOF, Client and PFM have executed this Agreement as of the da y and year herein above written. CITY OF FAIRHOPE, AL By: ------------ Name: ____________ _ Title : ____________ _ PFM FINANCIAL ADVISORS LLC By : ------------ Name: ____________ _ Title : Managing Director Re,·. 07 .31. 2023 -6 - 125 EXHIBIT A SCOPE OF SERVICES 1. Services related to the Financial Planning and Policy Development upon request of Client: • Assist the Client in the formulation of Financial and Debt Policies and Adm ini strative Procedures. • • • • • • • • Rev . 07 .31.2023 Review current debt structure, identi fying strengths and weaknesses of structure so that future debt issues can be designed to maximize ability to finance future capital needs. This will include, but not be limited to , reviewing existing debt for the possibility ofrefunding that debt to provide the Client with savings. Analyze future debt capacity to determine the Client's ability to raise future debt capital. Assist the Client in the development of the Client's Capital Improvement Program by identifying sources of capital funding. Assist the Client with the development of the Client's financial planning efforts and process by assessing capital needs , identifying potential revenue sources, analyze financing alternatives such as pay-as-you-go, lease/purchasing, short-term vs. long-tem1 financings , assessments , user fees, impact fees, developer contributions , public/private projects , and grants and provide analysis of each alternative as requ·red as to the bud getary and financial impact. Review the reports of accountants, independent engineers and other project feasibi li ty consultants lo ensure that such studies adequately address technical , economic, and financial risk factors affecting the marketability of any proposed revenue debt issues; provide bond market ass umption s necessary for financial projections included i these studies ; attend all relevant working sessions regarding the preparations , review and completion of such independent studies; and provide written comments and recommendations regarding assumptions, analytic methqds , and conclusions contained therein. Develop, manage and maintain computer models for long-term capital planning which provide for inputs regarding levels of ad valorem and non-ad valorem taxation , growth rates by operating revenue and expenditure item , timing, magnitude and cost of debt issuance, and project operating and capital balances , selected operating and debt ratios and other financial performance measures as may be determined by the Client. Conduct strategic modeling and planning and related consulting . Attend meetings with Client's staff, consultants and other profe ssio nals and the Client. -7 - 126 • Undertake financial plannin g and policy development assignments made by the Client regarding financings, and financial policy including budget, tax, cash management issues and re lated fiscal po licy and programs . • Assist the Client in preparing financial presentations for public hearings and/ or referendum s. • Provide special financia l services as requested by the C lient. 2. Services Related to Debt Transactions (Incl ude s short term financings , note s, loans , letters of credit, line of credit and bonds); provided that if the transaction is co mpetiti ve, the services of the financial advisor wi ll be modified in advance in writing to reflect that proces s. Upon the request of the Client: • Analyze financial and economic factors to detem1ine if the issuance of bond s is appropriate . • Develop a financing plan in conce1i w ith Client's staff which wou ld include recommendations as to the timing and number of series of bond s to be issued. • Assist the Client by recommending the best method of sale , either as a negotiated sa le, private p lacement or a p u b lic sale. In a public sa le, make re com mendation as to the determination of the best bid . In the event of a negotiated sa le , assist in the solicitation, review and evaluation of any investment bankin g proposals, and provide advice and information necessary to aid in such selection . • Advise as to the various financing alternatives available to the Client. • Develop alternatives related to debt transaction including evaluation of revenues available, maturity schedule and cash flow requirements. • • • • Rev. 07 .31. 2023 Evalu ate benefits of bond insurance and/or security insurance for debt reserve fund . If appropriate, deve lop credi~ rating prese ntation and coordinate with the Client the overall presentation to rating agencies . Rev iew underwriter 's propo sa ls and s ubmit a written analysis of sa me to the Client. Assist the Client in the proOcurement of other services re lating to debt is s uance such as printin g, pay ing agent, registrar, etc. Identify key bond covenant features and advise as to the financial co nsequences of provision s to be included in bond indentures , resolutions or other gov erning documents regarding security , creation of reserve funds , flow of funds , -8 - 127 • • • • • • Rev. 07 .31.2023 redemption provisions , additional parity debt tests , etc.; review and comment on successive drafts of bond governing documents. Review the requirements and submit analysis to bond insurers , rating agencies and other professionals as they pertain to the Client 's obligation. Review the tenns, conditions and structure of any proposed debt offering undertaken by the Client and provide suggestions, modifications and enhancements where appropriate and necessary to reflect the constraints or current financial policy and fiscal capability. Coordinate with Client's staff and other advisors as respects the furnishing of data for offering documents , it being specifically understood that PFM is not responsible for the inclusion or omission of any material in published offering documents . As applicable, advise the Client on the condition of the bond market at the time of sale , including volume, timing considerations, competing offerings , and general economic considerations. Assist and advise the Client in negotiations with investment banking groups regarding fees , pricing of the bonds and final terms of any security offering, and make recommendations regarding a proposed offering to obtain the most favorable financial tenns based on ex-isting market conditions. Arrange for the closing of the transaction including, but not limited , to bond printing, signing and final delive of the bonds. -9 - 128 EXHIBITB COMPENSATION FOR SERVICES 1. Retainer For services listed in the Scope of Services #1, PFM shall receive an annual fee in the amount of $20 ,000 ("Retainer"), payable in quarterly installments. The Retainer shall be reviewed and revised upon mutual agreement. 2. Transaction Fees The compensation schedule for competitive and negotiated sales of financings will be billed at closing at the following rates : Bank Loans/LOC : Public Markets $0.75 per $1 ,000 of issu ance* $0 .85 per $1 ,000 of issuance* *Base d upon Bond Proceeds and is subject to a minimum fee of $20 ,000 per transaction and a not to exceed amount of $75 ,000 per transaction. 3. Hourly Fees In the event a financing is started , but cancelled or the retainer contract is cancelled prior to the end of the contract period at the Client's request, accrued time will be billed as fo ll ows: Re,·. 07 .3 1.2023 Experience Level Managing Director Director Senior Managing Consultant :Analyst/Senior Analyst Administrative Support Hourly Rate $375.00 $350.00 $325 .00 $275 .00 $225.00 129 Re,·. 07 .31. 2023 EXHIBIT C INSURANCE -1 1 - 130 0 pfm 1rhop , labama Intro du ction to PFM Financial Advisors LLC August14 ,2023 PFM Financial Advisors LLC 116 Jefferson Street South 256.419 .2911 Suite 301 pfm.com Huntsville , AL 35801 131 0 PFM Financial Advisors Alabama Team ©PFM Joshua McCoy Managing Director Huntsville , AL Series 50 Licensed 15+ years of capital markets experience Graduate ALI (Class 2) mccoyj@pfm .com Ricardo Callender Director Memphis , TN Series 50 Licensed 9 years of capital markets experience callenderr@pfm .com Marcie Lewis Senior Managing Consultant Huntsville , AL Series 50 Licensed 20+ years of capital markets experience lewism@pfm .com Brooke Baldwin Analyst Huntsville , AL Series 50 Licensed baldwinb@pfm .com 2 132 0 PFM Financial Advisors LLC Overview PFM's #1 Rankin s for 2022:i: ~ overa11 "" Ta:x.;eX:empt :a taxable ·~ Negotiated -Revenue t e --General Obligation .; Bank dUalified -_ ;! New Money _ ---~ Private Placement . ! Reiunciing . · : '° vafiab1e Rate · .. , ~-L~: · .. ~ _ .. : Sector .; Primaty/ Secondary Education -transportation ~ Public Power .; Water, Sewer & Gas -State Appropriation .'" industrial Deveiopment Re ion -Midwest -Southeast -West ©PFM Nation' #1 ranked Independent Financial Advisor+ • Leading financial advisor to state and local governments in the nation and advised on over $59 billion of bond issuance in 2022. + 2022 Full Year Overall Long Term Municipal New Issues M.Jnicipal Financial Mvisory Ranking -Full Credit to Each Financial Mvisor So urc e: lpreo # issues $ in millions PFM 652 Public Resources 145 46 ,856 Hilltop Securities 614 26 ,350 Frasca & Associates 46 20 ,803 Acacia Fin Group 108 13,970 Estrada Hinojosa 53 11 ,679 Piper Sandler 186 8 ,672 Backstrom Mccarley 22 7 ,402 Montague DeRose 27 7,036 Sycamore Advisors 13 6 ,259 :j:Source : lpre o as of December 31 , 2022 59 ,813 PFM's First Place Ranking Overall Long Term 1998 -2022 Year Par Amount Nurrber of (rTillions ) Transactions 2022 59,813 652 2021 71 ,889 951 2020 76,160 924 2019 76 ,313 1 ,005 2018 63,557 796 2017 84,286 928 2016 94,660 1 ,193 2015 81 ,973 1 ,042 2014 70,048 855 2013 68,045 824 2012 79,032 957 2011 56,072 804 2010 90,501 1 ,067 2009 87,986 984 2008 69,794 842 2007 65,301 779 2006 53,572 803 2005 51 ,123 979 2004 43,693 892 2003 46,013 961 2002 37,904 902 2001 35,111 905 2000 21 ,003 585 1999 12,265 410 1998 13,963 424 Source: lpreo 3 133 0 Client Focused Backed by Broad Resources Client focus of a boutique Alabama financial advisory firm with the broad array of services and expertise of a large national firm Our presence includes 31 locations across the U.S., with a local office in Huntsville to serve our Alabama clients This proximity gives us a better understanding of the local issues and problems affecting our clients , as well as providing the day-to-day contacts needed to properly meet their needs. Our national reach allows us to access new ideas and best practices. 350+ EMPLOYEES ©PFM 4 134 0 PFM's Alabama Practice Operated an Alabama financial advisory practice since 2001 , providing an intimate understanding of the public finance and debt issuance process for Alabama issuers Have advised on 60+ ransactions totaling over 111ion of bonds issued in Alabama, since 2017 Maintains vigilance over state legislative issues affecting local public finance issuers Awarded Innovative 20 ea o the ea by the Bond Buyer for serving as financial advisor to the Alabama Federal Aid Highway Financing Authority Services provided to AL clients include: debt affordability analysis • capital improvement planning • credit rating management • budget consulting • transaction management • pricing advisory ©PFM PFM is a major participant in the Alabama public finance industry Select Alabama Issuers that have chosen PFM* State of Alabama Huntsville , City of Huntsville Utilities Auburn, City of -Auburn Water Works Board Auburn University Tuscaloosa City Schools US Space and Rocket Center Mobile County Gulf Shores Utilities Huntsville Solid Waste Disposal Authority --- City of Opelika -Opelika Power Board Huntsville Madison County Airport Authority University of North Alabama Lee County Board of Education University of South Alabama University of Alabama in Huntsville Tuscaloosa County Road Improvement Commission Mobile, City of Muscle Shoals Electric Board Madison County Communications District * Note _· Representative list of PFM's past and current financial advisory clients 5 135 0 Premier Water and Wastewater Practice Unmatched water and sewer expertise with a national breadth of experience • Our financial advisory team has served as financial advisor to water, wastewater, and infrastructure revolving funds in over 20 states and territories • PFM employs personnel for water and sewer clients that includes prior CFOs of utilities , rating analysts , investment bankers , and federal employees PFM has been the top-ranked financial advisor for Water, Sewer, & Gas Long-Term Municipal New Issues for 21 of the last 22 years PFM expertise extends to all aspects of utility finance • Debt structuring and optimization • Credit expertise and rating matters • Innovative funding options -SRF, public-private fu nding , federal initiatives • Regulatory and Environmental Compliance -financing of Consent Decrees • Financial Modeling (Synario) ©PFM 2022 Full Year Water & Sewer Long Tenn Municipal New Issues Munic ipal Filan cie l Adv is ory Rank in g -Fuff Cred l to Each Finan cial Adv is or Source: ~reo # iss ues $ in milions PFM 63 Hilltop Securities 65 Public Resources 11 2,3 15 Frasca & Associates 6 1,963 Baird 86 1,266 Lamont Financial 2 1,192 Montague DeRose 5 901 Masterson Advisors 67 738 Hobbs , Ong 4 648 Spe ci ali :md Pub Fi n 5 1 596 3 ,176 5,78 6 6 136 0 PFM's Approach to Addressing the Requested Scope of Work PFM would work with the City and its bond counsel to draft a recommended Plan of Finance based on several factors, including: Criteria d __..-, -- Financing Goals & Objectives & Existing Bond Covenants Risk Exposure Efficiency Market Conditions ©PFM • What are the City's financing goals and objectives? • What are the existing borrowing covenants contained in existing bod documents and potential legal constraints (i.e. Additional Bond Tests requirements) • General Obligation vs. Revenue secured obligations • Days cash and liquidity policy considerations • What are the potential budgetary risks of the financing structure that may impact cash flow, ability to service new debt and customer rates and charges, etc.? • What are the potential liquidity risks of the financing structure? • Fixed vs. variable rate considerations • Based on expectations for future rates, is it better to pre-fund projects or finance them as expenditures are incurred via short-term financing, internal reserves or other sources? • Is it better to fund all at once for synergies on total cost of issuance? Or are multi- tranche financings or phased financings more appropriate? • Bank loans vs. public market vs. federal funding (i.e. SRF) considerations • Are we in a high or low interest rate environment and where are we in the interest rate cycle? • How does the current inverted yield curve impact financing considerations? 7 137 0 Why PFM? Proven performance delivered by a local team that is committed to our clients and offers a state- of-the-art approach to partnering with clients to transform their world. ©PFM 8 138 0 PFM's Proposed Engagement Options and Pricing The City would be a valued client for PFM and the firm would be fully committed to providing a senior level team , including team members from our national utility practice PFM 's goals is to be considered an extension of staff, serving as a strategic partner in evaluating and assisting the City in its short-and long-term capital planning , management of debt portfolio and other initiatives . We are agnostic as to how we are engaged but offer the following engagement options: Option 1 -One-Time Engagement a ~="u/1 -,.. -<:a.-. .......... -----_.__ -- Phase I: Plan of Finance Recommendation 1 x proposed fee of $15 ,000 Phase 2: Transaction Execution Bank Loan : $0.85 per $1 ,000 of bond proceeds Public Market: $1 .00 per $1 ,000 of bond proceeds Transaction fee minimum of $30 ,000 and maximum of $75 ,000 Phase 1 fees would be credited towards transaction fee ©PFM Option 2 -Ongoing Relationship Annual Retainer • Annual retainer of $20 ,000 billed quarterly* • Includes Plan of Finance Recommendation Transaction Execution • Bank Loan : $0.75 pe r $1 ,000 of bond proceeds • Public Markets: $0 .85 per $1 ,000 of bond proceeds • Fee minimum of $20 ,000 and maximum of $75 ,000 *See Appendix and proposed contract for additional Scope of Services provided under a retainer 9 139 0 Sample Fees The table below illustrates the fees the City would incur with either engagement option and at various borrowing types and amounts Option 2 includes a full year of services that include the Plan of Finance assignment and assumes a single transactio n in the first year Transaction Sale 1 x Engagement Retainer Engagement Size Type ~ -~-_._........._ Phase I: Transaction Fee (less Annual Annual Transaction Plan of Annual Total Finance Phase I fee credit) Total Retainer Fee $25 Million Bank $15 ,000 $30 ,000-$15,000 $30,000 $20 ,000 $20 ,000 $40,000 Loan $25 Million Public $15 ,000 $30,000-$15 ,000 $30,000 $20,000 $21 ,250 $41 ,250 Markets $45 Million Bank $15 ,000 $38 ,250-$15 ,000 $38 ,250 $20 ,000 $33 ,750 $53 ,750 Loan $45 Million Public $15 ,000 $45 ,000-$15 ,000 $45 ,000 $20 ,000 $38 ,250 $58 ,250 Markets ©PFM 10 140 0 Appendix -Additional ervice and Material 141 142 0 PFM's Overall Partnership Approach* PFM considers ourselves an extension of our clients' staff, taking a client centric approach. We work alongside the team to advise, assist, and educate Ongoing Policy Development • Develop and review policies based on current practices along with the best practices within the industry. • Examples: Debt Management , Pay-Go Funding , Cash Management , Credit/ Rating , etc. Capital Budgeting & Debt Capacity/Affordability • Multi-year capital planning with functionality to project revenues , expenditures and the impact of capital projects and operational changes. • Debt Capacity analysis that factors in affordability and credit/rating metrics and ratios. Debt Portfolio and Rating Management • PFM prepares a detailed debt profile for each of its clients and uses it to monitor for refinancing opportunities and track early redemptions. • PFM uses rating scorecards developed in house and modeled in line with rating agency criteria and use them to understand the credit strengths and weaknesses in order to help clients better understand the rating and the impact of proposed changes on the rating Other Services as Requested* Debt Portfolio/Rating Management Policy Development ©PFM *See proposed contract for full scope of services included under retainer engagement Capital Budgeting Debt Capacity/ Affordability 13 143 0 PFM's Transaction Advisory Services During any financing transaction, PFM serves as the City's fiduciary to ensure best execution New Issuance Analysis & Execution/Transaction Management • Be an active member for the development of the financing plan and provide recommendations on most efficient type of financing • Review bond/loan documents , including the Preliminary Official Statement , Term Sheets , Loan Agreement, etc. (if necessary) • Coordinate the credit rating agency presentations and discuss ions • Negotiate appropriate compensation for the Underwriter/conduct competitive sale • Provide a final report to the City detailing all the final interest rates , associated costs and net savings amount realized from any refunding • Coordinate with Bond Counsel to assist in facilitating a smooth closing • Continue to monitor the City's outstanding debt for any refunding opportunities • Bond Pricing Analysis • Negotiate the Underwriter's proposed interest rates on the bonds at pricing • Use current and h istorical market rates to ensure fair pricing is received • Dedicated Pricing Group provides market expertise on par with any Wall Street investment bank . On average , PFM 's Pricing Group is in the market 3 times a day . ©PFM Transaction Management Pricing Analysis/ Benchmarking New Issuance Analysis/ Execution 14 144 0 PFM's Dedicated Pricing Group PFM's Pricing Group: • Provides centralized access to market information and trends • Leverages our firm-wide knowledge for our clients ' benefit • Cultivates professional peer-to-peer relationships with underwriting desks PFM utilizes an in-house proprietary pricing database that contains detailed pricing information of every single bond issue that has priced in Alabama year to date. • This includes both PFM advised , and non-PFM advised bond transactions ©PFM I I 1 5 145 0 Treasury Consulting Services* Choosing a banking provider and treasury services often requires significant staff time and experience. How do you know you 're using the appropriate services and getting the most value for cost? PFM 's treasury consulting services can improve treasury operations and simplify the process of rebidding banking services. ECONOMIC Reduced banking fees Higher earnings credit rates and cash rebates on commercial cards Reduced deposit float Improved liquidity management OPERATIONAL Identification of inefficiencies , costly processes , and possible control problems • Implementation of best practices • Evaluation of new banking technologies Over the last 5 years, our clients have achieved average fee savings of 43% through competitive procurements for general banking services . *Subject to separate fee agreement ©PFM We work with our clients to develop a customized scope of work based on needs, objectives, and budget. • Organizational treasury review with report on findings • Banking serv ices RFP creation and assistance • Service transition and implementation support • Ad hoc engagements including bank negotiat ion assistance and fee analysis 16 146 147 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the City Council hereby approves and authorizes Mayor Sherry Sullivan to execute a Memorandum of Understanding ("MOU") between the Baldwin County Commission, Baldwin County Sheriffs Office, and the City of Fairhope , which outlines the purpo se, goals, objectives, and procedures for the administration of the School Resource Officer ("SRO") Program at Baldwin County Public Schools . ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson , Council President 148 Memorandum of Understanding between Baldwin County Commission Baldwin County Sheriff's Office and City of Fairhope 149 THIS MEMORANDUM OF UNDERSTANDING ("MOU") is executed between the Baldwin County Commission (the "Commission"), the Baldwin County Sheriff's Office (the "BCSO"), and the City of Fairhope (the "Municipality"), The agencies enter this MOU for the purpose of operating an unified School Resource Officer Program within Baldwin County, which is intended to facilitate a cooperative effort by the participating agencies to effectively satisfy the requirements of the various roles as a School Resource Officer as defined by the National Association of School Resource Officers and to comply with the School Resource Program MOU between the Baldwin County Sheriff's Office and the Baldwin County Public Schools (See Exhibit "A" for details). I. Purpose A. Effective schooling requires a safe and orderly environment where teachers feel safe to teach and students feel safe to learn. It also requires that parents feel safe in sending their children to our schools. Consequently, law enforcement will provide school administrators and staff with law enforcement resources and the expertise they need to maintain safety , order, and discipline in the school environment. B. The SRO performs various roles while operating inside public schools as defined by National Association of School Resource Officers (NASRO). Their first duty is to protect the campus, the students , staff, and facilities. They also perform the duties of an APOST certified law enforcement officer, an informal counselor, and an instructor of law related and safety classes (hereinafter "SRO services"). C . The School Resource Officer Program involves the assignment of a police officer from their respective law enforcement agencies to a public school as an SRO. In accordance with staffing availability and the demonstrated needs of the school , each law enforcement agency will select and assign an SRO to campuses within Baldwin County . SROs will maintain a presence at all public schools within the BCPSS. D. The SRO Program is intended to help ensure that no student's right to receive a safe and appropriate education is abridged by violence or disruption. This is achieved , in part, by the assignment of SROs to work within the public schools to be present on every campus every day when regular school is in session. Additionally , it is important to establish , maintain , and update specific guidelines and procedures to be followed by the SRO and individual school administrators. This MOU clarifies the roles of the SROs and School Administrators , their scope of their authority , and the responsibilities of the Parties in this collaboration. The success of the program relies on effective communication between the SRO, the principal , and other key staff members of each organization. II. Goals The primary goals of the School Resource Officer Program are to: • Promote positive and supportive school climates, and 2 150 • Create and maintain safe and secure school environments . • Additionally , the Parties intend to foster the perception that schools are safe places in which students can learn , and teachers and ancillary personnel can teach and work. These primary goals are further broken down to include: A . Maintaining the presence of highly trained , armed , and sworn Baldwin County Sheriffs Deputies and Municipal Law Enforcement Officers (collectively "SROs") who can immediatel y engage and mitigate an y outside threat or internal threat to our schools. SROs will also be able to immediatel y engage and contain a threat until additional law enforcement resources arrive and deploy to mitigate a threat. The SRO will take law enforcement action as required against intruders and unwanted g uest(s) who may appear at the school , to the extent that the SRO may do so under the law. B. Decreasing the number of major disciplinary incidents on campus. This includes but is not limited to threats of harm to students and faculty /terroristic threats, drug possession/distribution, gang membership, alcohol and tobacco possession and use , theft, vandalism , weapons possession , fighting , harassment, truancy , and sexua l offenses. The reduction of these incidents will , in part, be the result of the SROs promoting self-discipline and respect for the law. Also , these incidents will be decreased in part through direct intervention and enforcement activities. C. Providing a deterrent to unacceptable behavior through the SRO's presence , vi s ibility , and accessibility. D . Aiding in reviewing and maintaining the school's Emergency Operation Plans and/or Safety Plans and implementing them into situations requiring their use . E. Aiding in his/her capacity as a sworn law enforcement officer to assist school personnel in any law enforcement matter. F . Providing educational in struction in the areas of crime prevention , safety , conflict, resolution , and/or crime awareness. This information would encourage students to become more self- disciplined , voluntarily obey the laws of the State of Alabama, and the rules of the Baldwin County Public Schools. G. Reducing or preventing juvenile delinquency events. H . Mentoring students and encouraging students to show greater respect for one another with the additional goal of reducing serious disciplinary incidents , violent incidents , threats , and intimidation of other students. I. Fostering an environment that allows students to develop positive attitudes toward law enforcement officers , teachers, parents , and all authority figures. J. Encouraging students to be more proficient in setting appropriate internal and external boundaries in interpersonal and group relationships . K. Improving trust, communication, collaboration and mutual understanding between s chool officials, staff, students, parents, the SRO, and other Baldwin County Sheriffs Office Deputies and municipal law enforcement agencies hereafter referred to as law enforcement agencies to create an atmosphere in which: 1. Students, parents , and schoo l officials will feel free to utilize the services of the SRO and the law enforcement agencies . 2 . Students, school officials, parents, and other famil y members wi ll contact the SRO or law 3 151 enforcement agencies when there are situations that require crime intervention or prevent ion . 3. Understanding and a cooperative spirit toward law enforcement wi ll be increased and wil l filter outward into the community . 4. The School Resource Officer Unit wi ll be able to re ly on the increased assistance and cooperation of citizens in preventing or intervening in criminal activity in the community. 5. The SRO may contribute with input towards further development of school policies that address crime and recommendations to possible procedural changes to enhance school safety. 6. The SRO Unit working wi t h other SRO/Community Outreach Units to help network and keep a ll of our schools as safe as poss ib le. 7. The SRO Unit Supervisors will work in partnership w ith the Baldwin County Pub lic Schoo ls Assistant Superintendent over Safety and Student Services to help maintain and foster a cooperative effort by all parties and promote a uniform approach for safety. L. Responding to school misconduct in a way that is reasonable, consistent, and fair, with appropriate consideration of mitigating facto rs and of the nature and severity of the incident. III. Baldwin Coun ty S herifr s Office Re sponsibilities 1. The BCSO will as the primary age ncy and authority responsible for overseeing and coordinating the administration and salar reimbursement of the SRO for the BCPSS. 2. The BCSO will oversee and address any SRO Program operational and administrative issues within the BCPSS and will serve as a consultant to the BCPSS regarding school safety and security issues including but not limited to overseeing safety assessments, SRO training(s), and critical incident response p lanning and train ing events in partnership with the municipal law enforcement agencies for those schoo ls within t he corporate limits of a c ity or town. 3. T he BCSO will provide primary S RO services to the schoo ls which fall within the unincorporated areas of Baldwin County and the BCPSS' CTE and the alternative school. 4. For a ll other BCPSS schools located within a municipal jurisdiction , BCSO will engage the respective municipality to provide SRO services to schools which fall within the municipa lity 's incorporated area. The BCSO wi ll provide oversight and guidance regarding the provision of SRO services with all outside municipal law enforcement agencies. 5. In the event that a municipality is not s ubcontracted by BCSO to provide SRO serv ices, the BCSO w ill provide SRO serv ices to those schools. 6. T he BCSO will provide oversight and as a central point of contact and response to a ll events that require an emergency law enforcement response as it relates to t he BCPSS. 7. The BCSO will provide SRO services for any Board meetings or other public meetings as requested by the Superintendent or his or her designee. 8. The BCSO will serve as a point of contact and representative for t he BC PSS with regards to all responses or threats to school safety while working within the Incident Command System for school responses within city/town limits . 9. The BCSO will provide payment and accounting of all salary contribution payments to the respective municipalities who enter into an agreement with BCSO and that incorporates all 4 152 terms and conditions outlined within this MOU. 10. T he BCSO will provide coordination and oversight of any necessary and offered SRO specific training, that should include annual active shooter and tactical response training for all SROs. 11. The BCSO will respond to all events that require an emergency law enforcement response for the BC PSS. 12. The BCSO will identify a direct point of contact(s) between the BCPSS , the BCSO, and the other municipal law enforcement agencies (BCSO POCs). The BCSO POCs will maintain a working knowledge of school rules , regulations, and laws regarding student safety and conduct. The BCSO POCs will establish and maintain effective relationships with schoo l personnel and t he other municipal law enforcement agencies . 13. The BCSO will employ the BCSO SROs under this Memorandum . The BCSO will pay the remaining percentage of the BCSO SRO salaries. The BCSO SROs shall be the employees of the BCSO and shall be subject to the administration , supervision , and control of the BCSO, except as such supervision and control is subject to the terms and conditions of this Memorandum , including but not limited to those terms regarding the employ ment ofSROs. 14. The BCSO agrees to provide pay and employment benefits to each assigned BCSO SRO in accordance with the app licab le salary schedules and employment practices of the BCSO, including but not necessarily limited to sick leave, annual leave, retirement compensation, and a l l other app licable emp loyment benefits. The BCSO SROs shall be subject to all other personne l policies and practices of t he BCSO except as such po licies or practices may have to be modified to comply with the terms of this Memorandum. 15. The BCSO, in its sole discretion , shal l have the power and authority to hire, di scharge and discipline BCSO SROs. 16 . The BCSO is responsible for assigning and s upervising the BCSO SROs hours and schedule in compliance with all applicable state and federal laws. Specific SRO duty hours at a particular school shou ld be set by mutual agreement between the BCPSS, at the direction of the principal of the school to which the officer is assigned , and the BCSO, by the POC for the SRO program. Generally , the SRO's duty schedule will be arranged to provide coverage throughout the schoo l day including peak arrival and departure times before and after school , to include whenever possible , being visible patrolling the exterior and interior grounds during the opening and closing of school and during lunch periods. 17 . Selection of the BCSO SRO and municipal SRO (collectively SROs): The selection of the SRO is the most critical aspect of the program. Supervisors should select officers who have demonstrated the ab il ity , interest, and skills necessary to work with youth, school staff, and the public. The fo ll owing criteria shou ld be considered by commanders when selecting officers for the program and can be used as a guideline for municipal law enforcement agencies: a. Ability to work wit h d iverse groups ; b . Ability to work cooperatively in a non-law enforcement environment with limited direct supervision. c. Knowledge of BCSO's policies that pertain to juveniles and schools; d . Knowledge and fami liarity with available BCSO resources ; e. Creative problem solver; 5 153 f. Conflict resolution skills; g. Knowledge of the Juvenile Code and Juvenile Court procedures; h. Ability to effectively provide instruction to youths; i . Ability to communicate professionally and deliver presentations effectively to various groups including parents , educators, and community members; J. Organization and communication skills ; k. Completion of Instructor Development Training before or after selection, and ; I. Supervisory recommendation IV. Municipal Law Enforcement Agency's Responsibilities See EXHIBIT "A" for details under the following sections: Part IV-SRO & School Adm in Specific duties/ Responsibilities; Part V-Operational Procedures; Part YI-Release of Law Enforcement Information; and Part VII-Miscellaneous. V. Supervision The responsibility for the assignment, activity, and conduct of personnel participating in the School Resource Officers Program remains with the respective agency heads or their command staff. 6 154 Charles F. Gruber, Chainnan Baldwin County Commission Sheriff Huey Hoss Mack Baldwin County Sheriffs Office Mayor Sherry Sullivan City of Fairhope Chief Stephanie Hollinghead City of Fairhope Date Date Date Date 7 155 EXHIBIT "A" 8 156 MEMORANDUM OF UNDERSTANDING BALDWIN COUNTY SHERIFF'S OFFICE BALDWIN COUNTY PUBLIC SCHOOLS BALDWIN COUNTY COMMISSION 9 157 WHEREAS, the Baldwin County Sheriff's Office (BCSO), the Baldwin County Commission (the "Commission "), and the Baldwin County Board of Education (the "Board " or "BCPSS "), (collectively referred to as "the Parties "), entered into a Memorandum of Understanding ("MOU") in 2017 in order to establish a mutually beneficial partnership known as the School Resource Officer Program; WHEREAS , the Parties agree that students are generally less mature and responsible than adults; they often lack the maturity, experience, perspective , and judgment to recognize and avoid choices that could be detri mental to them; and they are more susceptible to outside pressures than adults; WHEREAS, the Parties agree the vast majority of student misconduct can be best addressed through classroom and in -school strategies . WHEREAS, the Parties, share a mutual desire of ensuring a learning environment that is free from the fear of crime , violence , and victimization. WHEREAS, the Parties recognize the potential public safety benefits that the School Resource Officer Program has provided the students, teachers, and staff of the BCPSS and all the citizens of Baldwin County; WHEREAS, the Parties desire to continue building and maintaining a positive relationship between law enforcement and the youth of Baldwin County; WHEREAS, recent nationwide school safety and SRO issues and responses have necessitated a need to reassess the structure and understandings between the Parties; WHEREAS, the Parties have determined that it is in the best interest of students, teachers, and personnel for the Parties to streamline an organizational structure within the School Resource Officer Program so that safety measures and crisis response are consistent and designed to minimize loss of life in the event of a crisis or emergency situation ; WHEREAS, the Parties find that cooperation by all law enforcement in the matters contained in this Agreement will increase the efficiency and effectiveness of providing the governmental function of law enforcement protection on the BCPSS campuses to the benefit of all the taxpaying citizens of Baldwin County. WHEREAS, the Parties hereby enter into this newly proposed MOU setting forth the respective roles and responsibilities of the Parties regarding the use of SROs in the BCPSS . The purpose of this MOU is to continue the mutually beneficial partnership and task force known as the "Partnership" or the "School Resource Officer Program " in which that both the Board and law enforcement can continue to work 158 together and within to achieve shared goals. The purpose of this Partnership is to foster relations of mutual respect and understanding in order to build a positive and safe school environment and to facilitate effective and timely communication and coordination of efforts between and among all Parties; WHEREAS , this MOU is intended only to outline expectations between the Parties , and it is not intended to create contractual or equitable obligations on the part of the Parties toward particular municipalities, students, parents , third parties, and/or any ofthe Parties ' employees. NOW THEREFORE , the Parties hereby deem it expedient to the accomplishment of the mission of the School Resource Officer Program to adopt this Memorandum of Understanding on the __ day of ---~ 2023 and identify the following as their purpose, goals, objectives, and procedures: THE PARTIES AGREE AS FOLLOWS: PART I, PURPOSE E. Effective schoo lin g requires a safe and orderly environme nt where teachers feel safe to teach and st udents feel safe to learn. It also requires that parents feel safe in sendin g their children to our sc hools. Consequently, law enforcement will provide sc hool administrators and staff with law enforcement resources and the expertise they need to maintain safety , order, and discipline in the school environment. F. The SRO performs various roles while operating inside public schoo ls as defined by National Association of School Resource Officers (NASRO). Their first duty is to protect the campus, the stu dents, staff, and facilities. They also perform the duties of an APOST certified law enforcement officer, an informal counselor, and an instructor of law related and safety c lasses (hereinafter "SRO services"). G. The School Re so ur ce Officer Program involves the assignment of a police officer from their respective law enforcement agencies to a public school as an SRO. In accordance with staffing availability and the demon strated needs of the sc hool , eac h law enforcement agency , in coordination with and und er the mutual approval of the BCSO and the BCPSS , will se lect and assign an SRO to campuses within Baldwin County. SROs will maintain a presence at all public schools within the BCPSS . H . The SRO Pro gram is intended to help ensure that no student's right to receive a safe and appropriate education is abridged by violence or disruption. This is achieved, in part, by the assignment of SROs to work within the public schoo ls to be present on every campus on every day when regular school is in session. Additionally, it is important to establish , maintain, and update specific guidelines and procedures to be followed by the SRO and individual schoo l administrators. This MOU clarifies the roles of the SROs and School Administrators , their scope of their authority , and the responsibilities of the Parties in thi s collaboration. The success of the program relies on effective communication between the SRO, the principal , and other key staff members of each organization . PART II. GOALS The primary goals of the School Resource Officer Program are to: • Promote positive and supportive schoo l climates, and 11 159 • Create and maintain safe and secure school environments. • Additionally, the Parties intend to foster the perception that schools are safe places in which students can learn , and teachers and ancillary personnel can teach and work. These primary goals are further broken down to include: A . Maintaining the presence of highly trained, armed , and sworn Baldwin County Sheriffs Deputies and Municipal Law Enforcement Officers (collectively "SROs ") who can immediatel y engage and mitigate any outside threat or internal threat to our schools. SROs will also be able to immediately engage and contain a threat until additional law enforcement resources arrive and deploy to mitigate a threat. The SRO will take law enforcement action as required against intruders and unwanted guest(s) who may appear at the school , to the extent that the SRO may do so under the law. B. Decreasing the number of major disciplinary incidents on campus. This includes but is not limited to: threats of harm to students and faculty /terroristic threats , drug possession/distribution, gang membership, a lcohol and tobacco possession and use , theft, vandalism, weapons possession, fighting , harassment, truancy, and sexual offenses. The reduction of these incidents will , in part, be the result of the SROs promoting self-discipline and respect for the law . Also, these incidents will be decreased in part through direct intervention and enforcement activities. C. Providing a deterrent to unacceptable behavior through the SRO's presence, visibility , and accessibility. D . Aiding in reviewing and maintaining the schoo l's Emergency Operation Plans and/or Safety Plans , and implementing them into situations requiring their use. E. Aiding in his/her capacity as a sworn law enforcement officer to ass ist school personnel in Any law enforcement matter. F. Providing educational instruction in the areas of crime prevention , safety, conflict, resolution , restorative justice, and/or crime awareness. This information would encourage students to become more self-disciplined, vo lun tarily obey the laws of the State of Alabama, and the rules of the Baldwin County Public Schools. G. Reducing or preventing juvenile delinquency events . H . Mentoring students and encouraging students to show greater respect for one another with the additional goal of reducing serious disciplinary incidents , violent incidents , threats , and intimidation of other students. I. Fostering an environment that allows students to develop positive attitudes toward law enforcement officers , teachers , parents , and all authority figures. J. Encouraging students to be more proficient in setting appropriate internal and external boundaries in interpersonal and group relationships. K . Improving trust, communication, collaboration and mutual understanding between school officials , staff, students , parents , the SRO, and other Baldwin County Sheriff's Office Deputies and municipal law enforcement agencies to create an atmosphere in which : I. Students , parents , and school officials wi ll feel free to utilize the services of the SRO and the BCSO. 2. Students, school officials, parents , and other family members will contact the SRO or other Baldwin County Sheriffs Deputies when there are situations that require crime intervention or prevention. 3. Understanding and a cooperative spirit toward law enforcement will be increased and will filter outward into the community as a whole. 12 160 4. The School Resource Officer Unit will be able to rely on the increased assistance and cooperation of citizens in preventing or intervening in criminal activity in the community. 5. The SRO may contribute with input towards further development of school policies that address crime and recommendations to possible procedural changes to enhance school safety. 6. The SRO Unit working with other SRO/Community Outreach Units to help network and keep all of our schools as safe as possible. 7. The SRO Unit Supervisors working in partnership with the Baldwin County Public Schools Assistant Superintendent over Safety and Student Services to help maintain and foster a cooperative effort by all parties and promote a uniform approach for safety . L. Responding to school misconduct in a way that is reasonable, consistent, and fair , with appropriate consideration of mitigating factors and of the nature and severity of the incident. PART III. PARTIES' REPRESENTATIONS, WARRANTIES, AND RESPONSIBILITIES A . BCPSS RESPO SIBILITIES l. BCPSS has designated the Assistant Superintendent of Safety and Student Services as a primary point of contact (BCPSS POC) to implement the SRO Program at the school system level. The BCPSS POC will be responsible for maintaining ongoing communications with law enforcement personnel, including but not limited to the Sheriff, BCSO SRO commanders and supervisors, and each municipal SRO supervisor when necessary . 2. The BCPSS will pay $60,000 for the salary of each SRO assigned to a school within the BCPSS , including three BCSO SRO supervisors who serve as substitute SROs (hereinafter "salary contribution funds"). These salary contribution funds will be allocated and transferred to the BCSO after receiving a list of all assigned SROs, BCSO SRO supervisors, and those SROs employed by municipal law enforcement agencies. BCPSS will pay these funds in advance of each fiscal quarter to the Commission who will then transfer the funds to the BCSO and/or the respective municipality upon approval by the Sheriff. In addition, BCPSS shall pay the BCSO $80,000 to cover costs for the administration of this agreement. 3. The BCPSS will ensure that each assigned SRO will be provided a designated work area to allow the SRO to access technologies and to have any locked storage space for securing evidence and safety equipment and technology. 4. The BCPSS will be primarily responsible for handling student discipline within the confines of the school disciplinary process and Student Code of Conduct. 5. The BCPSS is responsible for ensuring that administrators are aware and receive training regarding the disciplinary process and law enforcement involvement in school discipline. 6. The BC PSS is responsible for communicating the role and responsibilities of the SRO to all school administration and staff. 7. The BCPSS shall provide and/or contribute up to $5,000 dollars each year for in-service training and/or professional development attendance in order for the SROs to receive training in relevant topical areas in order to increase the effectiveness of the officers and their ability carry out their duties and responsibilities within the public school system. B . BCSO RESPO SIBILITIES 13 161 18. The BCSO will as the primary agency and authority responsible for overseeing and coordinating the SRO program for the BCPSS. 19. The BCSO will oversee and address any SRO Program operational and administrative issues within the BCPSS and will serve as a consultant to the BCPSS regardin g schoo l safety and security issues including but not limited to overseeing safety assessments, SRO training(s), and critical incident response planning and training events. 20. The BCSO will provide primary SRO services to the schools which fall within the unincorporated areas of Baldwin County and the BCPSS' CTE and the alternative school. 21. For all other BCPSS schools located within a municipal jurisdiction, BCSO will engage the respective municipality to provide SRO services to schoo ls which fall within the municipality 's incorporated area. The BCSO will provide oversight and guidance regarding the provision of SRO serv ic es with all outside municipal law enforcement agencies. 22. In the event that a municipality is not s ubcontracted by BCSO to provid e SRO se rvice s, the BCSO will provide SRO services to those schoo ls. 23. The BCSO will provide oversight and as a central point of contact and response to a ll events that require a law enforceme nt response as it relates to the BCPSS. 24. The BCSO will provide SRO services for any Board meetings or other public meetings as requested by the Superintendent or his or her designee. 25. The BCSO will serve as a point of contact and representative for the BCPSS with regards to all responses or threats to school safety. 26. The BCSO w ill provide payment and accounting of all sa lary contributi on payments to the respective muni cipalities who e nter into an agreeme nt with BCSO and that incorporates a ll terms and conditions outlined within thi s MOU. 27. The BCSO will provide coordination and oversight of any necessary SRO specific trainings, that sho uld include annual active s hoote r and tactical response training for all SROs. 28. The BCSO wi ll respond to all events that require a law enforcement response for the BCPSS. 29 . The BCSO will identify a direct point of contact(s) between the BCPSS , the BCSO, and the other municipal law enforcement agencies (BCSO POCs). The BCSO POCs will maintain a working knowledge of schoo l rules, regulations , and laws regarding student safety and conduct. The BCSO POCs will estab li sh and maintain effective relationships with school personnel and the other municipal law enforcement agencies. 30. The BCSO will employ the BCSO SROs under this Memorandum. The BCSO will pay the remainin g percentage of the BCSO SRO salari es. The BCSO SROs s hall be the e mployees of the BCSO a nd shall be s ubject to the administration, s upervi s ion , and control of the BC SO, except as such supervision and control is subject to the terms and conditions of this Memorandum, including but not limited to those terms regarding the employment of SROs. 3 1. The BCSO agrees to provide pay and employment benefits to each assigned BCSO SRO in accordance with the app licabl e salary schedules and employment practices of the BCSO, including but not necessarily limited to sick leave, ann ual leave, retirement compensation, and all other app li cable emp lo y ment benefits. The BCSO SROs shall be subject to all other personnel polici es and practices of the BCSO except as such polici es or practices may have to be modifi ed to comply with th e terms of thi s Memorandum. 32. The BCSO, in its sole discretion , s ha ll have the power and aut hori ty to hire, discharge and discipline BCSO SROs. The BC SO shall hold the BCPSS free , harmless , and indemnified from and against any and all claims, suits or causes of action arising out of allegations of unfair or unlawful employment practices brought by SROs. 33. The BCSO is responsible for assigning and supervisi ng the BCSO SROs hours and schedule in compli ance with all app licabl e state and federal laws. Specific SRO duty hours at a particular 14 162 school shou ld be set by mutual agreement between the BCPSS, at the direction of the principal of the schoo l to which the officer is assigned, and the BCSO, by the POC for the SRO program . Generally , the SRO's duty schedul e w ill be arranged to provide coverage throughout the school day including peak arrival and departure times before and after sc hool , to include whenever possible, being visible patrolling the exterior and interior gro und s during the opening and closing of school and during lunch periods. 34. Selection of the BCSO SRO and municipal SRO (collectively SROs): T he se lection of the SRO is the most criti cal aspect of the program. Supervisors should select officers who have demonstrated the ability , interest, and skills necessary to work with youth , school staff, and the public . The fo ll owing criteria should be considered by commanders when selecting officers for the program: m. Ability to work with diverse groups ; n . Ability to work cooperatively in a non-law enforcement environment with limited direct supervis ion o . Knowledge of BCSO's policies that pertain to juveniles and schools; p. Knowledge and familiarity with available BCSO resources ; q. Creative problem so lver; r. Conflict resolution skil ls; s. Knowledge of the Juvenile Code and Juvenile Court procedures; t. Ability to effectiv e ly provide instruction to yo uth s; u. Ability to communicate professionally and deliver presentations effectively to various groups including parents , educators, and community members; v. Organization and communication s kills; w. Completion of Instructor Development Training before or after selection, and ; x . Supervisory recommendation 35. Initial Training of SRO: A ll officers selected for the SRO program shall , within the first 6 months after receiving their assignments, and at least once every two years thereafter, receive the following training after being selected for the program: a. Mental Health Specific Training and Crisis Intervention Training in accordance with establ ished and certified state standards. b. Disability awareness training. c. Trauma-Engaged and Restorative Justice techniques. d . Cultural Competency Training that is provided to BCSO staff. PART IY, SRO AND SCHOOL ADMINISTRATION SPECIFIC DUTIES AND RESPONSIBILITIES A. SRO I. The SRO is a sworn BCSO officer or sworn municipal law enforcement officer assigned to provide the law enforcement expertise and resources to assist school staff(s) in maintaining 15 163 safety , order, and discipline within their assigned school(s). To be an SRO, an officer must first meet all the following basic qualifications: a. Shall be a commissioned officer, certified by the Alabama Peace Officers , Standards and Training Commissions as a law enforcement officer whose certification is in good standing and who has successfully completed active shooter training approved by the Alabama State Law Enforcement Agency; b. Should possess a sufficient knowledge of the applicable Federal and State laws , City and County ordinances , and Board of Education policies and regulations ; c. Should be capable of conducting in depth criminal investigations ; d . Should possess even temperament and set a good example for students; and e . Should possess communication skills which would enable the officer to function effectively within the school environment; 2. The SRO should not become involved in routine school matters such as administrative actions or actions not directly related to the safety of the students and staff. The SRO should refrain from functioning as a school disciplinarian and should not intervene in school discipline matters. The discipline of students will remain the responsibility of the school faculty and administrators. At any time, the SRO may become involved when a school administrator has a safety concern that cannot be addressed by the school's safety and security staff. 3. As a general practice, unless there is a clear and imminent threat to safety , requests from school staff for SRO or other law enforcement assistance are to be channeled through a school administrator. 4. The SRO will maintain office space as space becomes available at each school, will stay highly visible throughout the campus of each school, and will respond to law enforcement needs of each school as needed. The SRO should not spend all day in the SRO's office space. 5. The SRO's assigned school buildings, grounds , and surroundings will be the equivalent of the SRO's patrol area, and he or she assumes primary responsibility for handling all calls for service and coordinating the response of other police resources to the s chool. All criminal activity that comes to the attention of the principal or school staff should be reported immediately to the Police Department. In an emergency situation , the school should call 911 and also notify the SRO. In a non-emergency situation, the school should notify the SRO or call the non-emergency BCSO number if the SRO is not available. Information that is not of an emergency nature may be held for action by the SRO upon his or her return to duty . 6. The SRO will provide educational instruction and serve as mentor and role model in matters pertaining to behavioral issues and the criminal justice system. 7 . SROs' duty schedules should be organized to provide coverage throughout the school day , which may vary by· school. SROs provide a visible deterrent to crime and should be visible patrolling the exterior and interior grounds . 8. The SRO should wear the regulation uniform and operate a marked police vehicle while on duty unless otherwise authorized by the SRO's supervisor for a specific purpose. 9. SROs should be present and available to respond on campus every day that school is in session. In the event an SRO is absent or needs to be absent from work, the SRO shall notify both his or her SRO Supervisor and the principal of the school to which the SRO is assigned . The BCSO (or the applicable municipal law enforcement agency) agrees to assign another SRO for the SRO who is absent. In the event an SRO is absent due to illness or disability for a period of ten (10) consecutive workdays, the BCSO (or the applicable municipal law enforcement agency) agrees to employ and/or assign a substitute SRO to assume and perform the duties of the SRO who is absent from work. In the event that a local municipal law enforcement agency is unable to supply a substitute SRO to be on campus in the assigned SRO 's absence, the SRO supervisor should inform the BCSO POC so that the BCSO can supply a substitute SRO during the absence. 10. The SROs should assist school administrators in developing school crisis, emergency 16 164 management, and response plans. These plans should be shared with the BCPSS POC and the BCSO POC . 11. The SROs will work with administrators in problem-solving to prevent crime and promote safety in the school env ironment. SROs are expected to collaborate with school administrators and other school personnel to s upport positive schoo l climates that focus on re so lvin g conflicts , reducing student engagement with the juvenile and criminal justice systems , and diverting youth from courts when possible. 12. SROs will be responsible for lesson plans to be presented to the immediate supervisor. The plans will be approved by the chain of command and in the school before implementation. Topics of instruction will include crime prevention and safety , conflict resolution , restorative justice, and crime awareness as well as others decided upon. Any brochures or other material s that wi ll go out for dissemination to the public about the SRO program should be approved by the SRO supervisor and the BCSO POC and the BCPSS POC. 13. A Patrol Deputy or Deputies will respond to school related law enforcement calls when the SRO is unavailable due to teaching a class or any other unavailability . Investigators shou ld attempt to coordinate with the SRO before contact is made with suspect students. 14. The SRO will work close ly with the administrative staff on the enforcement of criminal laws broken by students. This will be pursued in a fair and consistent manner. The teamwork approach between the schoo ls and the SRO will be used , but the final decision to arrest is that of the SRO. 15. Communication and cooperation will occur between the schoo ls, school system, and the BCSO or municipal law enforcement agency . However, the SRO's chain of command and ultimate supervision is always within the BCSO or the respective law enforcement agency. 16. Eac h SRO is re sponsib le for maintaining his or her law enforce ment officer certification in goo d standin g and annually completing and passing the firearm requalification required of all law enforcement officers by the Alabama Peace Officers' Standards a nd Training Commission. The BCSO or the respective municipal law enforcement agency is responsible for overseeing and ensuring compliance with the above 17 . Each SRO must carry a non-lethal weapon and must be trained in the appropriate use of that non-lethal weapon. The BCSO is responsible for overseeing and ensuring compliance w ith such training. 18. The BCSO will administer, supervise, and evaluate the SRO position with input from the Superintendent and the Administration of prescribed schoo ls. 19 . As previously described, SROs serve multiple roles in schoo ls. The roles are interre lated, but all are carried out with the aim to contribute to school safety and security and to promote positive and supportive schoo l climates . The SRO is expected to serve in the following roles: a. Law Enforcement Officer: SROs' primary role in schools is to protect the students and staff and to serve as a law enforcement officer. SROs assume primary responsibility for responding to requests for assistance from administrators and coordinating the response of other law enforcement resources to the school. SROs should work with schoo l administrators in problem so lvin g to prevent crime and promote safety in the school environment. SROs shou ld a lso collaborate wi th schoo l personnel to reduce student engagement with the juvenile justice systems and divert students from the courts when possible. Although SRO's coordinate day-to-day with BCPSS staff, SROs are not school administrators. The BCSO should ensure through policies and training, that an arrest of a student is the last resort and that all reasonable efforts are made to divert the student from entry into the justice system. However, it is recognized that victims of crimes committed by students have legal rights to pursue justice. Additionally , certain crimes (i .e., assaults with serious bodil y injury) are not 17 165 appropriate for restorati ve justice alternatives. • As a law enforcement officer, the SROs should: 1. Adhere to federal , state and department gu idelines to protect the sc hool against vio lence. ii . Provide a course of training for schoo l personnel in handling crisis situations, which may arise at the school. 111. Apply alternative means to resolving conflict in lieu of arrest, when appropriate. Develop positive relationships with students to reduce the risk of criminal behavior. Document any activity ofa criminal nature. b. Law-Related Educator: • As re sources permit, SROs s hould strive to assist with presentations for sc hool personnel on law-related topics such as law enforcement practices , changes in relevant laws, crime trends, crime prevention, schoo l safety strategies, and crisis response procedures. SROs may also deliver law-related education with students using lessons/curricula approved in advance by the SRO Supervisor. In all cases , responding to incidents or conducting investigations will take precedence over delivery of presentations. • As coordinated through the BCSO POC , the BCPSS POC , and approved by the principal , SROs may become involved in the sc hool 's curriculum as a guest lecturer through an elective course of instruction that may enhance the students' understan ding of legal concepts and information about law enforcement. However, responding to incidents or conducting investigations will always take precedence over instructing in the classroom. Lesson plans for all formal organized presentations should be forwarded to the BCSO POC and the BCPSS POC for review and approval prior to presentation. • SROs should make formal presentations to , or participate in , school and community- based organization meetings such as Parent Teacher Association meetings or School Community Coalitions on an as-needed basis. All such participation must be approved by the SRO's Supervisor. Similar requests to participate in focus groups, panel discussions, camps, mentorin g programs, must be approved by the SRO's Supervisor. The BCSO POC , the BCPSS POC , and the SRO's superv isor should be kept informed of any suc h approved addit ional activities. • Programs conducted in schools by other sections of the BCSO or law enforcement agencies should be coordinated with the BCPSS POC to avoid redundant services and ensure equitable distribution of such programs. The SRO should be notified in advance of any BCSO or other law enforcement activities scheduled for his or her assigned school. c. Informal Mentor and Role Model Students ofte n seek approval , direction, and guidance from adu lt s in the schoo l setting about various problems . Through formal and informal interaction with students, SROs serve as inform al mentors and role models. SROs are expected to communicate clearly to students about acceptable and unacceptable behavior, to set a positive example in handling stressful situations and resolving conflicts, to show respect and consideration of others, and to express high expectations for student behavior. Students who may need additional assistance should be referred to a school-based resource. 18 166 B. SRO SUPERVISORS SRO Supe rv is ors prov ide first line leaders hip and are tasked with speci fi c d uties, w hich include, but are not limited to: 1. Provide timely notifications to the BCSO POC and the BCPSS POC regarding matters related to BCPSS building safety and student safety. 2. At the request of a schoo l principal , SRO supervisors should attend Parent Teacher Association meetings , on a case-by-case basis to discuss significant is sues affecting the school community. 3. Provide supervision and assistance with problem solving and development opportunities for SROs. 4. Provide planning, budget, management, and agency leadership for the SRO Program . 5. Meet with their SROs on a continual basis at their schools to observe their performance of duty . 6. Meet with school principals before the start of, and throughout the school year. 7. Mitigate conflicts and/or clarify expectations in situations where there are ambiguous or overlapping policies or practices. 8. Ensure that their assigned SROs receive initial and relevant recurrent training. 9. Act as a resource to the BCSO and the BCPSS consistent with the BCPSS District-Wide Emergency Response P lan. I 0. Ensure staffing for each sc hoo l is provided in the event that the assigned SRO is absent. 11. Undergo training in trauma-engagement, restorative justice, cultural competence, mental health , and disability awareness . This training will be provided by BCSO staff. 12. Coordinate and collaborate with the BCSO POC and the BCPSS POC regarding all aspects of the SRO program . C. ASSISTANT SUPERINTENDENT OF SAFETY AND STUDENT SERVlCES (BCPSS POC) AND SCHOOL PRINCIPALS ' UNDERSTANDINGS AND DUTIES I. The School Principal in conjunction with the BCPSS POC will serve as a POC for their individual campus. The BCPSS POC , as previously mentioned , will serve as the District point of contact. Both the school principal and the BCPSS POC will ensure the coordination of resou rces , re s ponses, and effective information sharing/notification between all entities. 2. The School Principal and BCPSS POC will establish and maintain a working knowledge of, and adhere to, all laws , ordinances, and regulations of all appropriate government agencies , general orders, report writing manual, applicable personnel regulations , written policies, and procedural directives , as well as possess knowledge of school rules, regulations, and laws regarding student safety and conduct. 3 . The School Principal and BCPSS POC will establish and maintain effective relationships with school personnel and appropriate agencies to ensure a continued commitment to keep schools safe for all students to reach their learning potential. 4. The School Principal and BCPSS POC will assist in developing policies , procedures, and training programs to enhance the professional development of the SROs and other school personnel . 5. It is the responsibility of the Principal to facilitate effective communication between the SRO and the school staff. 6 . The Principal of the school should meet regularl y with the assigned SRO. This meeting shall 19 167 not be delegated to other administrative staff on a regular basis. 7 . The School Principal and BCPSS POC should compile real-time data on all SRO actions to include but not be limited to arrests , field contacts, and a ll use of force events. 8. Schoo l principals should review the SRO Program MOU ann ually and make sure that all staff are aware of school-specific operational and communication procedures that support the goals of the SRO program . 9 . The School Principal and BCPSS POC should understand that the SRO's assigned school buildings, grounds , and surrou ndin gs will be the eq ui valent of the police officer's patrol area, and he or she assumes primary responsibility for handling all calls for service and coordi nating the response of other police resources to the school. All criminal activity , inc luding but not limited to terroristic threats of vio lence or harm to the school or individual s at the school and firearm possession , that comes to the attention of the principal or school staff sho uld be reported immediately to the SRO and t he corresponding law enforcement agency. I 0. In an emergency situation , the sc ho ol should call 911 and also notify the SRO. In a non- emergency situation , the school should notify the SRO or call the non-emergency law enforcement agency number if the SRO is not avai lable. Information that is not of an emergency nature may be held for action by the SRO upon his or her return to duty. 11 . Any criminal enforcement action taken by the SRO which resu lts in the charging of a student with a crime should be supported by the principal and/or school employees by their appearance in court, w hen necessary , to provide testimony essential to the case. Cons istent with the Release of Student In formation provisions of this MOU, a subpoena or legal equivalent may be required and should be prov ided to the principal and/or school employee for any testimony req uirin g the disclosure of student records of the information contained therein . 12 . T he school principal should provide a work area for the SRO that is equipped with a telephone. It is recommended that the area have a locked storage area for securing contraband and/or safety equipment. The SRO will be responsible for arranging for the destruction of any illegal substances that wi ll not be used for prosecution . 13. Any computer provided and/or ass igned to the SRO should be capable of running software applicab le to the SRO's duties. Scho ol principals, or their school administrator designees, should furnish student record in formation to SROs on ly to the extent that sc hool record information is: ( 1) Directly relevant to a criminal investigation in a matter that cannot be resolved through school disciplinary procedures, or (2) the SRO requires the information to protect the health or safety of a st ud ent or other person in an emergency situation, as described in the MOU under Health and Safety Emergency, or its equi v alent replacement app li cation ; (3) any other appli cab le reason outlined and allowed under federal or state law . The BCPSS POC 's sho uld understand that the SRO may have access to other student record information onl y when needed in accordance with FERPA and in order to carry out their duties in the school environment and only a s approved by t he school principal. PART Y, OPERATIONAL PROCEDURES A. DIFFERENTIATING DIClPLINARY MISCONDUCT FROM CRIMINAL OFFENSES I. Schoo l administrators and personnel are responsible for school discipline . Although SROs are expected to be familiar with the sc hool code of student conduct, the r ul es of individual schools, and their application in day -to-day practice, SROs s hould generall y not be involved with the enforcement of school rules or disciplinary infractions that are not violations of law. The consequences of student misconduct sho uld be effective, developmentall y appropriate, and fair. 20 168 Interventions and school sanctions should help students learn from their mistakes and address root causes of misconduct. School administrators should consider alternatives to suspensions and expulsions, and law enforcement officials should consider alternatives to involvement with the juvenile and criminal justice systems for student violations of law . 2. The principal or principal 's designee and the SRO should use their reasoned professional judgment and discretion to determine whether SRO involvement is appropriate for addressing student conduct. In such instances the guiding principle is whether conduct rises to the level of criminal and delinquent conduct that (I) poses substantial harm to the physical well-being of another person or (2) is willful and malicious and causes substantial harm to the property of the school or (3) constitutes the taking of property of substantial value belonging to another with intent to permanently deprive the property owner of the property. The Parties acknowledge that it may be appropriate for school administrators, rather than the SRO, to deal with low-level offenses including but not limited to misdemeanor allegations of threats, assault and battery, larceny , receiving stolen property, and willful , malicious , or wanton destruction or injury to personal property. School staff should not ask an SRO to serve as a school disciplinarian or enforcer of school regulations. B . POLICE INVESTIGATION AND QUESTIONING 1. The SRO, like any other law enforcement officer, has the authority to stop, question, interview, and take law enforcement action with students who may have information about criminal activity. However, the investigation and questioning of students, in a law enforcement capacity, during school hours or at school events regarding criminal activity in the community should be avoided unless immediate action is required to prevent an act of violence. 2. The interviewing of students, whether as suspects, victims, or witnesses, should be conducted privately in an office setting. SROs should take steps to ensure minimal intrusion into the educational experience of students being questioned in the school setting. SROs are responsible for leading the investigation and questioning of students related to suspected violations of criminal law. SROs should generally not be included in the investigation and questioning of students about student code of conduct violations that do not involve any criminal activity or risk of harm to self or others. School administrators are responsible for the investigation and questioning of students about violations of the code of conduct. 3. The SRO should comply with all applicable laws and regulations in regard to investigations involving criminal activity and the questioning of students. 4 . In addition, the Parties acknowledge that BCPSS staff have the right to be present during any questioning of students, and each SRO should inform school administration before any such questioning takes place. 5. The principal or his designee should be notified as soon as practical of any significant enforcement events. SROs should coordinate activities so that action between the agencies is cooperative and in the best interest of the school and public safety. 6 . The SRO should inform the SRO Supervisor and the building Principal of any crime(s) or leads that come to the attention of the SRO. Likewise, the SRO should be kept advised of all investigations that involve students from his/her assigned schools. C . ARREST PROCEDURES SROs are expected to be familiar with the school rules and their application with school. Routinely, rule infractions will not be handled as violations of law, but instead referred to the principal for action. Any questions related to the enforcement of rules versus law violations within the school should be discussed with the principal, the SRO Supervisor, the BCSO POC, and the BCPSS POC. This specifically 21 169 applies to general standards of conduct. The following procedures will be adhered to where arrest of students or staff becomes necessary: 1. Whenever practical , arrests of a student or staff member should be accomplished outside of school hours in order to not disrupt the educational process or school setting. Arrests that must occur during school hours or on school grounds should be compliant with all applicable laws and should be coordinated through the school administrator to minimize potential disruption . When circumstances do not allow for prior coordination through the school administrator, arrests will be reported to the school administrator as soon as possible. 2 . Persons whose presence on school grounds has been restricted or forbidden , or whose presence is in violation of the law , should be arrested for trespassing. 3 . The arrest of a student or member of the staff during school hours or on school grounds should be reported to the school principal as soon as practical if the principal is not present for the arrest. 4 . After an arrest, the SRO will be responsible in the handling of arrest paperwork and transporting the arrestee (juvenile or adult). 5. Notification to Parents: the SRO, in conjunction with the principal , should take immediate steps to notify the juvenile's parent, guardian, or a responsible adult that the juvenile is in custody. SROs are expected to be familiar with school rules and their application within the school system. 6. Routine rules that can be handled administratively through the disciplinary process should not be handled as violations of law, but rather be referred to the principal for administrative action . Any questions related to the enforcement of rules versus laws within schools should be discussed with the principal , the SRO Supervisor, the BCSO POC and the BCPSS POC. D. SEARCH AND SEIZURE I. All searches should be conducted in accordance with the United States Constitution , state laws , and applicable BCPSS and BCSO policies and guidelines. 2. School officials may conduct searches of student's property and person under their jurisdiction when reasonable suspicion exists that the search will reveal evidence that the student has violated or is violating either the law or the rules of the school. The standard for the search is reasonable suspicion , which is less than probable cause. (New J ers ey v. TL.O., 469 U.S. 325 (1985)). 3. The SRO should not become involved in administrative (school related) searches unless specifically requested by the school to provide security , protection , or for handling of contraband. These searches should be at the direction and control of the school official. 4. All searches should occur outside the presence of students and school staff, with the exception of school administrators present, unless there is a clear and immediate threat to physical safety. 5. Prior to entering the alternative school, all students and parents are required to complete an orientation session which includes an overview of the school rules and policies. Students are required to sign a contract which includes an agreement to be searched at the school with or without notice. Notice of the routine search requirement reduces the alternative school student's expectation of privacy and is an exception to the administrative search policy. E. PHYSICAL INTERVENTION BY SRO I. An SRO should not be involved in the physical restraint or seclusion of a student initiated by school staff unless there is imminent danger of serious physical harm to self or others as defined by Baldwin County School Board Policy and Procedures on the Use of Physical Restraint and Seclusion. 2 . SROs may intervene to deescalate situations to prevent an act of violence . 3. Any physical restraint of a student by an SRO or school security officer should also be administered 22 170 in accordance with that SRO's departm ent polici es and sho uld be documented appropriate ly. 4. Phys ical intervention by SROs should be und e rtaken in accordance w ith poli cies and operational procedures of the BCSO and state law re gardin g physical intervention a nd use of force by a law enforcement officer. 5. If an SRO is involved in the use of re straint or ph ysical intervention , the action s ho uld be reported to the schoo l a dmini strator and the SRO's s upervi sor and the rationale for the action s hould be fully documented. 6. SROs s hould be aware of the ALSDE's polici es and guide lines on seclu sio n and restraint and related local schoo l board policies and may atte nd training offered by th e loc a l school system on their use of seclu sion and restraint by sc hool perso nn e l. However, SROs should continue to operat e by the policies an d operational procedures of the BCSO, their respecti ve law e nforcement agencies, and state law regarding physical intervention and use of force by a law e nforce m ent officer. 7. Additionally, if the SRO ph ys icall y intervenes with a student, BCPSS and th e BCSO or the respecti ve law enforcement agency s hould coordinate to e ns ure that reasonable effort is made to inform th e parents or le gal guardian s of such student on th e same day as th e occurre nce of the ph ys ical intervention . F. ADMINlSTRA TIVE H EARINGS I. The SRO should attend suspens ion and/or ex pul sion hearings upon the request of the schoo l principal. The officer s hould be prepared to pro vide testimony on a ny act ion s that were taken by the SRO and any perso nall y observed conduct witnessed by th e S RO . The SRO s hould make availab le any ph ys ica l evidence that is available. Un less otherwi se arranged, it will be the res pon sibi li ty of the SRO to tran s port and safeguard any physical evidence, s uch as weapons that are nee ded at the disciplinary hearing. 2. The SRO s hould not provide any official law enforcement document or juvenile record to the schoo l or expulsion officer. As a general rule , re lease of such information is prohibited by law unless s uch documents are s ubp oenaed by the school through the appro priate court. 3. When a s ubpo e na for official records, reports , or documents, for an ad mini strative schoo l hearing are received from a pa rent o r outs ide third party by th e BCSO or any other law enforcement agency that prov ides an SRO to the BC PSS , any action s hould be coordinated w ith th e SRO superviso r, who w ill be prepared to bri ef the c ha in of command and Sheriff of the related case. G. INFORMATION SHARING AND RELEAS E OF STUDENT INFORMATION I . A critical e lement of the S RO program is an open relationship and stro ng communication between the school principal and the SRO. Each SRO should meet re gu larl y with the assigned school principal (s) for the purpose of exchanging information abo ut c urren t cri m e trends, problem areas, cultural conflicts , or other areas of concern that may cause di sruption at the school(s), or within the community. SROs s hould share reports of ce rt a in acts to school authorities when allowed and when it may impact the sc hool day and schoo l safety. 2. The release and s harin g of student record s is gove rn e d by Family Education a l Ri ghts and Privacy Act ("FERPA"), 20 U.S.C. § 1232g, and it s implementing re g ulation s, 34 C.F.R. Part 99. Specifically, this is to include the followin g: a. SROs wi ll be provided access to records co nce rnin g any pupil enrolled in a school in accordance with all applicable State and Federal laws and regulations including, but not limited to FERPA. "School officials" may access and disclose student records on ly as authorized by FERP A. b. Consent access. A n SRO or other law enforcement officer may have access to a st ud e nt 's educatio n records w ith written consent of the stud ent's parent or legal 23 171 guardian or of the student if the student is 18 years or age or older. c. SRO access. For purposes of access to student records , SROs may be considered "school officials with a legitimate educational interest" in reviewing information from student education records covered by FERP A, and may be provided student information as needed to carry out their duties related to the school environment, provided such SROs perform a function or service for which the school would otherwise use employees (e.g., maintaining the physical safety and security of the school) and comply with the use and re-disclosure requirements set forth in 34 C.F.R. § 99.33. 1. SROs may have access to (i) information on students in their assigned schools that include directory information and additional items needed to carry out their duties, such as class schedules , as approved by the school administrator, and (ii) directory information for all students in the school division. 11. While, as noted above, SROs are always under the control of the BCSO or their respective municipal law enforcement agency, in carrying out their law enforcement duties, SROs will respect the confidentiality of student education records as other school officials would. 111. BCSO understands that unless a FERPA exception applies that would permit disclosure to law enforcement by any school official ( e.g., in the context of a health or safety emergency or in response to a subpoena), SROs will not share protected student record information with their respective law enforcement agency. d. Health or Safety Emergency Exception. Pursuant to 34 C.F.R. § 99.36, in the event of an articulable and significant threat to the health or safety of a student or other individuals , school officials may disclose any information from student records to appropriate parties, including law enforcement officials , whose knowledge of the information is necessary to protect the health or safety of the student or other individuals . Law enforcement officials seeking access to records under the health and safety emergency exception should contact the student's school principal and must present sufficient information for the principal or their designee to make the determination that a health and safety emergency exists , within the requirements of FERPA. If the request is made outside of school hours when the school principal is not available, the request may be directed to BCPSS POCs, to coordinate a response. lf student information is disclosed under this exception, the student's file should contain a description of the articulable and significant threat that formed the basis for the disclosure and the parties to whom the information was disclosed. e. SRO disclosure of law enforcement records. For purposes of access to student records , SROs may be provided student information as needed to carry out their duties related to the school environment. SROs may disclose law enforcement records created and maintained by the SRO for the purpose of maintaining the physical security and safety of the school or the enforcement of laws. Because law enforcement records are not student records, they are not subject to the disclosure requirements ofFERPA. 3. Baldwin County Sheriffs Office access to BCPSS Information. BCSO officials who are not part of the SRO Program may have access to student record information without parent permission and consent only if the following conditions are met, and the BC PSS has reviewed and approved the request(s) for information: 1. BCPSS has designated the information as "directory information", and the parent or eligible student has not opted out of the disclosure; or 11. The knowledge of student record information is needed to protect the health and safety of a student or other person in an emergency situation; or 111. The BCPSS is presented with a search warrant or subpoena; 1v. Other valid court order requiring the release of student records; and/or 24 172 v. Any other legally valid and applicable reason. 4. Directory Information items designated as "directory information" are determined by the BCPSS and are published in its Annual Notification each year. The information of students whose parents have opted out of the disclosure of such student information will be withheld. Directory information that may be disclosed to an SRO may include: • The student's name, including nickname(s) • Participation in officially recognized activities and sports • Height and weight if a member of an athletic team • Birth date • Attendance record , defined as beginning and end dates of enrollment, not daily record of attendance • Degrees , awards , and honors received • School and grade • Photographs and other images • Name of parent/guardian/individual with whom student lives 5 . When appropriate , and to the extent allowable by law, BCPSS should notify SROs of any special needs of a student involved in a school-based infraction that is not routine discipline in order to assist the SRO in recognizing and accommodating behaviors that may be manifestations of the student 's disability. PART YI, RELEASE OF LAW ENFO RCEMENT INFORMATION Consistent with the basic tenants of re lationship between the school principal and the SRO, open communication is essential to effectiveness . SROs should exchange information with the school principal regarding students' involvement in criminal activity in and around the school. This should be limited to that which directly re lates to and contributes to the safety of the school environment. SROs should not make any official documents, reports , or records available to the school or its staff unless in compliance with app licable law . PART VII. MISCELLANEOU S A. This policy represents mutually agreed goals and objectives of the Baldwin County Sherri ff s Office and the Baldwin County Public School System for the School Resource Officer Program . This endeavor is a partnership between education and law enforcement to support a collaborative, problem solving approach to the epidemic growth of violence in schools . Regular meetings should be conducted between the BCSO, the BCPSS POC , the Legal Counsel 's Office, and the Communications Department to support this partnership. B. This Memorandum of Understanding remains in force until such time as either party withdraws from the agreement by delivering a written notification of such rescission to the other party. It should be reviewed annually and amended at least once every two years , or at any time upon the request of any party and as necessary to meet the needs of the signatory agencies . This Memorandum of Understanding shall not be construed to create or substantiate any right or claim on the part of any person or entity which is not party hereto. C. Nothing in this Agreement shall be construed as a limitation on the powers , rights , authority , duty , and responsibilities conferred upon either Party under Alabama law . D . Liability . Each party is solel y responsible for the act(s) and omission(s) of its own officers, employees, officials, agents, and representatives and each party maintains all defenses and affirmative defenses afforded under State and Federal law concerning immunity . 25 173 E . In the event any prov1s1on of this Agreement is held by a court to be ill egal , void , or otherwise unenforceable, all other provisions of this Agreement shall continue in full force and effect to the maxim um extent permitted by law. F. The fa ilure of either party to enforce one or more provisions of this Agreement with respect to any particular breach shall not be deemed or constr ued to constitute a waiver of any other breach of this Agreement. G . This Agreement constitutes the entire understanding and agreement of the parties with respect to the subject matter contained herein and supersedes a ll prior agreements concerning the same subject matter, whether written or oral. This Agreement may be modified only by a writing signed by both parties. H . The parties may execute this Agreement in counterparts. The parties represent and warrant that each respective signatory is fully authorized to enter into and to execute this Agreement on behalf of the named party. [The reminder of th is page is intentionally left blank.] 26 174 IN WITNESS WHEREOF, the parties have caused this agreement to be executed as of the day and year first stated hereinabove. Huey Hoss Mack, Sherriff Baldwin County Sherriffs Office Charles F. Gruber, Chairman Baldwin County Commission Eddie Tyler, Superintendent Baldwin County Board of Education 175 RESOLUTION NO. __ WHEREAS, the Governing Body of the City of Fairhope adopts an annual budget that approves line item expenses for the City of Fairhope General Fund and Utilities ; and WHEREAS , the City Council is desirous to make the expenditure process more efficient for City Staff, for the City Council, and for the City ; and WHEREAS, the City Treasury Department shall provide to the City Council a bi-monthly report of capital items budgeted and non-budgeted; and WHEREAS, the City Counci l by adopting the attached proposed City of Fairhope Purchasing Policy Guidelines wi ll stream line the process which will save time and money . BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that the attached proposed City of Fairhope Purchasing Policy Guide lin es procedure is hereby approved for expenditures which will streamline the process which will save time and money; and the City Treasury Department shall provide to the City Council a bi-monthly report of capital items budgeted and non-budgeted. ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City C lerk Jay Robinson, Council President 176 CITY OF FAIRHOPE PURCHASING POLICY GUIDELINES EXPENDITURES UNDER $30,000 & $100,000 (FOR PUBLIC WORKS PROJECTS) Expenditures under $30,000 ; $100,000 for Public Works projects are governed by the City of Fairhope 's internal purchasing police s. Purchase of goods and services for the COF require the issuance of a Purchase Order (PO) to the vendor. A PO CANNOT be issued until the vendor has been established in the Purchasing Department's Vendor Registry Database . No work is to be conducted by a Vendor prior to the issuance of a PO to the Vendor. Please contact Purcha si ng Department if you would li ke a Vendor to be added to the COF Vendor Database . In order to have a PO number assigned , a PO Requisition must be entered in MUNIS by the requesting department . Quotes, pu rchasing cooperative contracts (where applicable), green sheets (where applicable), and resolutions (where applicable) must be denoted and / or attached to the requisit ion. All Requisitions over $5,000 will be approved by the Trea surer. Once the Requisition is approved a PO can be issued . Approval requirements vary for different expenditure thresholds . Requirements are as follows : Expenditure Threshold Distinctions Quotes Required Approval Green Sheet Resolution Under $5 ,000 No restrictions Not Required N/A N/A N/A Utilities $5 ,001 -$10,000 Operational NON -Budgeted Three Treasurer /Mayor N/A N/A Greater than : Operational NON -Budgeted Three Council Reguired Reguired Gen Govt -$5 ,001 Utilities -$10,001 Gen Govt -$5 ,001 -$30,000 Operational Budgeted Three Treasurer N/A N/A Utilities -$10,001 -$30,000 Over $30,000 Operational Budget* State Bid List or Treasurer /Mayor N/A N/A Buying Group Over $30,000/$100,000 Operational Budgeted Bids Council Reguired Reguired Professional Services Over Budgeted or Non -Budgeted Mayor Select Council Reguired Reguired $5,000 *Budgeted items that meet or are under budget may be purchased with the Mayor and/or Treasurer's approval if they are on the State Bid list or from an approved buying group. Items that are over budget must go to Council for approval. and will reguire a green sheet and resolution. Certain utility purchases may not require bid or approval if they meet criteria below per Alabama Code Title 41. State Government 41-16-51 Competitive b ids for entities subject to this article shall not be required for utility services, the rates for which are fixed by law , regulation , o r o r dinance, and the competit ive bidding requirements of this article shall not apply to : (7) The purchase of equipment, supplies , or materials needed, used, and consumed in the normal and routine operation of any waterworks system, sanitary sewer system , gas system, or electric system , or any two or more thereof, that are owned by municipalities, counties, or public corporations, boards, or authorities that are agencies , departments, or instrumentalities of municipalities or counties and no part of the operating expenses of wh ich system or systems have , during the then current fiscal yea r, been paid from revenues derived from taxe s or from appropriations of the state, a county , or a municipality. If an expenditure reguest needs to go to City Council for approval. a memo must be issued to the City Treasurer through the Purchasing Manager for the issuance of a green sheet. Memos must be issued to the Treasurer the Wednesday after the last Council meeting to get on the upcoming Council agenda. A purchase. contract, etc. CANNOT be broken into several purchases to circumvent the law (Reference Resolution No . 3873 -20). Purchases of "li ke " items totaling over $30,000 in a fiscal year must be bid and can only be approved by City Council. PO value and i nvoice value must match. Invoices must reference PO number, contract number, project number, bid number, etc . A bi -monthly report of capital items budgeted and non-budgeted will be provided to the Council by Treasu ry . Effective 08/28/23 Resolution # 177 RESOLUTION NO. ---- WHEREAS , the South Alabama Regional Planning Commission (SARPC) plans to participate in the potential development of a Regional Resilience Plan for Mobile, Baldwin, and Escambia counties of Alabama ; WHEREAS , the National Oceanic and Atmospheric Administration (NOAA) announced a funding opportunity made possible by the Inflation Reduction Act titled, NOAA Climate Resilience Regional Challenge; WHEREAS, this Grant Program focuses on collaborative approaches to achieving resilience in coastal regions and advancing NOAA 's efforts to build Climate-Ready Coasts; WHEREAS , SARPC plans to apply for these grant funds as the lead applicant on behalf of the counties and communities we serve throughout our Region with the supp011 of our Region 's primary coastal organizations and resource managers; WHEREAS , the Vision of this group effort is to engage Mobile, Baldwin, and Escambia counties and their municipalities in the development of a Regional Resilience Plan; WHEREAS , the Resilience Plan will address six themes which will be led by area experts : (1) Emergency Preparation; (2) Natural Environment Protection; (3) Renewable Energy and Energy Efficiency Changes; (4) Improved Health Outcomes; (5) Strengthening the Built Environment; and ( 6) Economic and Workforce Development; THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, that Mayor Sherry Sullivan is hereby authorized to write a letter on behalf of the City of Fairhope to support the South Alabama Regional Planning Commission 's (SARPC) Grant Application to the NOAA Climate Resilience Regional Challenge on behalf of the communities across Southwest, mostly coastal , Alabama. ADOPTED ON THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks , MMC City Clerk Jay Robinson, Council President 178 Sherry Sullivan Mayor Council Members: Kevin G. Boone Jay Robinson Jack Burrell, ACMO Jimmy Conyers Corey Martin Lisa A. Hanks, MMC City Clerk Kimberly Creech Treasurer 161 North Section St. PO Drawer 429 Fairhope, AL 36533 251-928-2136 (p) 251-928-6776 (f) www.fairhopeal.gov August 21 , 2023 Mr. John F . Rhodes Executive Director South Alabama Regional Planning Commission 110 Beauregard St # 207 Mobile, AL 36602 Re: NOAA Climate Resilience Regional Challenge Dear Mr. Rhodes: On behalf of the City of Fairhope, I am writing to express support for the South Alabama Regional Planning Commission's (SARPC) application to the NOAA Climate Resilience Regional Challenge on behalf of the communities across Southwest, mostly coastal , Alabama. This grant provides an opportunity to work collaboratively across SARPC's Region of three counties and 29 municipalities who have more in common than not - especially as it relates to a changing climate and resilient infrastructure needs. The City of Fairhope will greatly benefit from shared and collective decision-making on the following themes: emergency preparation; natural environment protection; renewable energy and energy efficiency changes ; improved health outcomes ; strengthening the built environment; and economic and workforce development. This grant opportunity supports the areas where our communities share similarities while allowing for improved problem solving across the areas where we are different from our neighbors, building better opportunities to work together. Fairhope will benefit from strengthening communication lines with neighboring municipalities , developing agreements around expected changes to climate, economy, environment, and community, and then developing common goals to address those changes. Having an implementable plan to address resilience for the future also provides the most important tool in any municipality's arsenal - shovel ready projects based on a healthy and community engaged plan. .. Mayor City of Fairhope 179 RESOLUTION NO. BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That th e City Council approves and adopts the recommendations o f the Personnel Bo a rd and Department H e ad s to re title positions, change pay grades ; re classify positions; and d e le te p os itions as follow s: Positions Department Current Change Pay Pay Grade Grade Title Cham?;es, Pay Grade Chan2es, Reclassify Lead E le ctrician E lec tric 8 10 E lec trician E le ctric 7 8 Chi e f Building Inspector Building 10 C hi ef E lectrical Ins p e ctor Building 9 10 F ire/Safe ty Inspector Building 7 9 Pe rmi t T echnician/CRS C oordinator Building 6 7 Station C ontrol T e chnician Poli ce 9 8 Support S ervice T e chnici an Poli ce 6 Parks Maintenance Worke r R ecre ation 7 Deleted Positions and Title Chan2ed Above CFM E le ctrician E le ctric 10 Ass istant Building Official Building 13 B each P a trol Office r Poli ce 6 S tation Control Technician/Di g ital Forensic Police 9 Equipment Operator 1 -R e cre ation R e cre ation 4 ADOPTE D THIS 29TH DAY OF AUGUST, 2 023 ATTE ST: Lisa A. Hanks , MMC C ity C lerk J ay Robinson, Council Pres id e nt 180 Lisa A. Hanks, MMC From: Sent: To: Cc: Subject: Attachments: Sherry Sullivan Friday, August 18, 2023 3:24 PM Lisa A. Hanks, MMC Jay Robinson ; Kimberly Creech FW : August Minutes Personne l Board Meeting Minutes August 2023 .docx Please add the following recommendations from the Personnel Board to the next agenda. All other approvals in the minutes will be added to the budget for consideration . Building Department Assistant Building Official, Retitle & change pay grade Increase pay grades of Chief Inspectors Police Department Station Control Technician, Retitle & Classification, budget neutral Support Service Technician, Retitle, budget neutral Electric Change Pay Grade of Electrician to 8, Budget Neutral Title Change from CMF Electrician to Electrician, Budget neutral Lead Electrician change pay grade to 10 from 8, budget neutral Create a Line Crew Chief Position, will include position in upcoming budget Recreation Change Equipment Opertor l{Grade 4) to Parks Maintenance Worker 1 {Grade 7) -Budget Neutral Thanks, Sherry Sulliva n Mayor City of Fairhope 251-990-0100 ~~ ~~ dlll~A.~b 1 181 High Priority-these 3 items need to be add r e ssed ASAP at Ci ty Councif 1. Change title of Assistant Building Official to Chief Building Inspector 2. Increase pay grades of Chief Inspectors I would like to retitle the position of Assistant Building Official to Chief Building Inspector and change the pay grade from a Grade 13 to a Grade 10. We currently have a Chief Electrical Inspector that is classified as a Grade 9, however that is the same grade as an entry Building Inspector even though it is a Senior position. Based on the job responsibilities it should be classified at least 1 pay Grade higher than the entry Building Inspector. Retitling the position from Assistant Building Official to Chief Building Inspector is consistent with how other Departments in the County are organized. Neither Gulf Shores or Orange Beach have an Assistant Building Official, they call their positions either Senior or Chief Inspectors. As a comparison, I contacted several other jurisdictions in Baldwin County and received information on their pay scales in descending order from highest to lowest, the information from their respective Comp Studies are attached : City Title Low Mid Point High Gulf Shores Senior Building Inspector $61,660.58 $77,075.00 $92,490.88 Baldwin County Building Inspector Ill $50,980 .80 $67,267 .00 $83,532.80 Orange Beach Chief Building Inspector $58,700 .00 70,170.00 $81,640 .00 Fairhope (Current) Chief ln~pector (Grade 9) $41,910 .00 $57,089 .76 $77,772.24 Fairhope (Request) Chief Inspector (Grade 10) $46,934.16 $53,947.5'2 $87,097 .92 3. Create job description for Building and Fire Plans Examiner In reviewing current workload and the areas in which we are lacking, I would like to create the position of Building and Fire Plans Examiner at a Grade 11. Due to the current workload and staffing we are struggling very hard to keep up and perform our duties in a timely manner. Wea re currently running several weeks to review and approve building plan for issuance because other than me we do not have anyone that has the time or proper qualifications to handle this duty. 182 These 2 items can be addressed in FY 2024 budget approval 1. Increase pay grade of Fire Safety Inspector from Grade 7 to Grade g I would like to request that the pay grade for the Fire Safety Inspector be changed from a Grade 7 to a Grade 9. I not iced the Grade given to the Fire Inspector position was 2 Grades lower than the entry Building Inspectors when the Compensation Study was originally published . However, at the time I decided to wait until I had additional items to present to the Personnel Board before I brought the request for a change . Fairhope is unique i n that we have a volunteer Fire Department, so the Fire Safety Inspecto r is assigned to the Bu i ld i ng Department and not the Fire Department . As such , we are missing most of the Fi re Service positio ns that most other cities have in the i r Comp Studies, as Fairhope just have a Fire Maintenance Tech and Fire Maintenance Coordinator. The Fire Safety Inspector has as much, or more, authority and responsibility as the Building Inspector position and should rightfully be classified at minimum in the same pay Grade as the Building Inspectors . As a comparison , I contacted several other jurisdictions i n Baldw in County and received information on thei r pay scales in descending order from highest to lowest, the information from their respective Comp Studies are attached : City Title Low Mid Point High Gu lf Shores Fire Inspector $62,618 .97 $78,273 .71 $93,928.45 Orange Beach Fire Inspector $58 ,760 .00 $70,020.00 $85,280 .00 Baldw in County No equivalent position Fairhope (Current) Fire Inspecto r (Grade 7) $33,415 .20 _$45 ,514 .56 $62 ,003 .76 Fa irhope (Request) Fite Inspecto r (Grade 9) $41,910 .00 $57 ;089 .76 $77,772 .24 2. lncreas~ pay grade of CRS Coordinator/ Permit Technician from Grade 6 to Grade 7 In reviewing the current compensation study, the pay grades of both the Permit Technician (entry level) and CRS Coo r dinator/ Permit Technician (more Senor level with gr eater responsibilities ) are both at a Grade 6 . I would lik e t or revise the CRS Coord i nator/ Permit Techni cia n to a Grade 7 to take into the account the increased responsibility that come with the pos ition . 183 City of Fairho pe Compensation Stud y -Pay Grades GR40[ JOB TITLE ~ll:'\'l~IDI Gnd, 6 I ~9 ,8.)3.44 Accoewts P11v1blc S1l«fali.!.I Beo cb Patrol Offie.r -Cnru,1.11..-n Cus toru<r Scni« Rep Il Directirual Drill Oo<rator Eu2UJ«riu~ Teclmidao [auimneul 0.-1,.-Il frour Dnt Cootdiuator Gu Inmeclor Grfl\w.dm:1n Lloc Locnlor Mrcbauic,Cl<,-t ~Jr,..-Rtod.,,· n Muscwu A.uis1:rn1 Pniuttr ~ Pmuit T tthnici an ~ Pmuit TrdmiciA11'CRS Coordinntor Polic-c Reem ds Clert Prf'Vtnrivt l'-laiutfflJtlct Jt<,Jm ician Trm ll i c~,er A~.,idAD I Vohwten· Oun·c.icb Coordin•t or Wm•botut Slq~>J,· Clert ·--W111er Stn·icr TeduiiciAn Grade 7 s 3.l.4 15.~0 Administr:1ti,Y Auistant Aniu,.,J Cootrol Office,• Aui~taJ U .Mariua 1'l1UJ&lll"l Code EuforctlllOUI Offktr CoUWllDJif\' Outrracb and Comm Sn••ri:,lii l Corm:tiom Oftic...- Dit1>11tckr ·-El<ctric iau Facililie& ~-IA.inlti l..'1K't' T eclwiclnn Fitld And.it Jt<,buiciao -Firr'Sa frt,· bm>tC101 Fi rt Station Maintena1K't-TKb Erik Cortinas, CBO , CFM , LEED AP ~ Building Official $ /; rl--- City of Fairhope, Alabama {( ~ -r erikc@fairhopeal.gov 251-990-0141 251-378-1821 (personal cell) MIDPOL'-T ~lAXHIDI s 40.64 4.~4 s ~5 ,.'6U0 i 4~5 14 56 s 62 .00 ~.76 BOl.RL\· lil.S llOl .RL Y J.11D HO URLY MAX s 14 .~ s 19.~ s 26 .62 -. s 16.07 I 11.88 -s 29.11 1 . - 184 Job Title : Department: FLSA: CITY OF FAIRHOPE JOB DESCRIPTION Chief Building Inspector Building Department Grade: 1 O Safety Sensitive: Yes Security Sensitive: No Job Description Prepared: May 2021 Note: Statements included in this description are inten~ed to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive . The employee may be assigned other duties that are not specifically included. Reports to : Subordinate Staff: Internal Contacts : External Contacts : Relationships Building Official None All Departments: All Employees General Public; Builders; Architects; Engineers; Vendors; Electric Contractors; Alabama Building Commission · International Code Council (ICC}; National Fire Protectio~ Association (NFPA) Job Summary Under the general supervi~ion of the Building O_fficial, t~e empl_oyee primarily inspects building, plumbing, mechanical, and energy code rnstallat1?ns during all phases and types of construction for conformity with City codes, the lntematronal Code series, National Fire Protection Association (NFPA), and other associated codes and standards . The employee approves or disapproves installations and certifies approved installations· reviews plans, drawings , and specifications for proposed construction to ensur~ compliance with adopted codes and standards . '.he _employee communicates with architects, engineers , and contractors to correct defictencres and ensure compliance . The employee also investigates complaints involving hazardous or dilapidated electrical systems or Installations and works with parties involved to resolve the problems. The 1 185 ESSENTIAL FUNCTION: Building Department Operations. Employee performs plan review, administrative, and other functions to support the efficient operation of the department. 1. Prepares reports on each inspection, noting type of inspection, approvals and corrections required . 2. Leaves copy of inspection report with owner/contractor and provides a copy to the Building Department to be filed . 3. Follows up on required corrections to ensure compliance . 4. Rev iews electrical drawings and specifications with Building Department. 5. Acts as a liaison to electric utility companies, Public Works department and the public . 6. Approves or requires revised drawings prior to issuance of permit. 7 . Represents the Department at public hearings , meetings , or court proceedings . 8. Performs field inspections to eva luate dangerous or condemned buildings and coordinates with City Departments and outside contractors for the repair or removal of these structures . 9 . Performs departmental administrative duties and referred tasks as required. 10. Responds to emergency calls during hurricanes, inclemen t weather, or other emergency situations . NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned . Knowledge, Skills and Abilities (* Can be acquired on the job} 1. *Knowledge of City rules, regulations, policies, and procedures . 2. Thorough knowledge of the International Code Series and related standards . 3. Knowledge of the building, mechanical , plumbing, electrical and energy codes, and ordinances . 4. Knowledge of building inspection processes and procedures . 5. Knowledge of current building construction methods, materials, tools, and equipment. 6 . Knowledge of state contractor licensing laws, federal and state envlronmental laws , and applicable state or federal laws governing the construction industry. 7. Communication skills to effectively communicate Internally and externally , both orally and in writing . 8. Reading skills to comprehend work orders plans, blueprints , specifications , wiring diagrams, technical manuals , and related material. · 3 186 Work Environment The work environment involves high risks ~ith exp~sure to potentially dangerous situations or unusual environmental stress which require a range of safety and other precautions, e.g., working at great heights under extreme weather conditions, or simlla i:. situations where conditions cannot be controlled . · 5 187 Gayle Fogarty From: Sent: To: Subject: Attachments: Good Afternoon Gayle Stephanie Hollinghead Monday, August 7, 2023 2:3 4 PM Gayle Fogarty job description for August 17th meeting . Station Control_Fairhope_August2023 .docx; Support Service Technician_Fairhope_August2023 .docx Can you forward these to the Personnel Board for review? The attached job description for Station Control is being submitted to be added to the list of Job Descriptions. we currently have a job description for Station Control Technician/Digital Forensic. The person who currently has this position does not possess the Digital Forensic background that the last person in the position did. Essential the job description is the same minus the digital forensic duties. The Support Service Technician job description is to essentially rename the current job description for Beach Patrol Officer. ~s~~~ Fairhope Police Department 251-928-2385 Stephanie.hollinghead@fairhopeal.gov The information transmitted is intended only for the person or entity to which it is addressed and may contain confidential and/or pr ivileged material. Any review , retransmission, dissemination or other use of, or taking of any action in reliance upon this information by persons or entities other than the intended recipient is prohibited . If you received this message in error, please contact the sender and delete the material from all computers . 1 188 Job Title : Department: FLSA: CITY OF FAIRHOPE JOB DESCRIPTION Station Control Technician Police Department Grade : Safety Sensitive Job: Security Sensitive Job : 8 Yes Yes Job Description Prepared : August 2023 Note: Statements included in this description are intended to reflect in general the duties and responsibilities of this job and are not to be interpreted as being all-inclusive. The employee may be assigned other duties that are not specifically included . Reports to : Subordinate Staff: Internal Contacts : External Contacts: Relationships Lieutenant -Investigations None Magistrate; Fleet Maintenance ; City Accounting; City Clerk General Public; Attorneys ; District Attorney; Other Law Enforcement Agencies; Alabama Law Enforcement Agency (ALEA); Alabama Department of Forensics; Court Clerk; Courts; National Crime Information Center (NCIC) Job Summary Under the general supervision of the Lieutenant -Investigations , the employee is responsible for the identification , collection , analysis , and retention of digital evidence for criminal investigations . The employee provides technical guidance and assistance to investigators to prevent data and equipment damage and loss of evidence . The employee is also responsible for maintaining the inventory of all Department equipment. The employee coordinates for the maintenance and repair of Department vehicles and equipment. The employee maintains the City video surveillance equipment and copies videos of evidentiary value to various formats . The employee is responsible for maintaining the integrity of the evidence/property vault; receiving evidence, seized vehicles , and recovered and abandoned property into custody . Employee provides 1 189 testimony in courts of law . The work requires a high level of accuracy and requires a high degree of responsibility and judgement in working with the public. The employee refers unusual situations and problems to the supervisor. This job is considered safety-sensitive and is subject to pre-employment background check and random drug screens. Essential Functions ESSENTIAL FUNCTIONS: The following list was developed through a job analysis ; however, it is not exhaust ive and other duties may be required and assigned . A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation . ESSENTIAL FUNCTION: Property and Equipment Control and Management. Employee maintains an accurate inventory of all equipment owned and/or used by the Police Department. 1. Keeps accurate records of issuance and return of equipment. 2. Receives service requests from Department personnel concerning damaged or inoperative equipment ; troubleshoots the issue and replaces or repairs equipment as appropriate . 3. Performs routine maintenance on Department equipment w ith in individual abilities and schedules service techn icians to conduct serv ices beyond individual capabilities . 4 . Schedules maintenance of vehicle equipment, including graphics, radios , and emergency signaling devices . 5. Obtains quotes for repairing Department vehicles after accidents . 6. Maintains video equipment mounted in patrol vehicle and schedules maintenance . 7 . Maintains computers used for storing/downloading video data . 8. Receives request for copies of videos and makes copies as needed. 9. Assists in programming patrol vehicle emergency light packages . 10 . Trains personnel in the use of in-car video equipment. 11 . Remains aware of emerging technologies for the Department. 12 . Maintains the keys to offices in the building . 13 . Maintains the City 's video surveillance systems and access control. 14 . Assists the Police Chief with budge t inputs for vehicles and equipment. ESSENTIAL FUNCTION: Evidence Management a nd Control. Processes, maintains, and safeguards evidence obtained during investigations and lost property. 1. Maintains the integrity of the evi dence vault by ensuring only primary custodian , al ternate custodian, and Police Chief are allowed access . 2. Receives evidence and lost property from officers or vault drop ; maintains storage for safekeeping . 3. Packages ev idence fo r p roper sto ra ge . 2 190 4. Conducts periodic inventories and audits of evidence vault. 5 . Maintains evidence logbook and computer tracking of items . 6 . Maintains proper chain of custody on all evidence . 7 . Ensures chain of custody is not broken or incomplete . 8. Accounts for evidence signed in and out for examination and use in court proceedings . 9. Transports evidence to/from forensics laboratory as needed . 10 . Delivers evidence to officers when appropriate for processing or court . 11 . Inventories and documents destruction of evidence that is due for disposal. 12 . Destroys expired evidence in accordance with Department and state procedures . 13 . Processes return of evidence to rightful owners after investigation/case is closed. 14. Handles found property according to established procedures . 15 . Ensures all property releases comply with guidelines provided by state law, court decisions, and opinions of the Alabama Attorney General. 16 . Prepares donations of unused , unclaimed evidence. 17. Conducts research on ownership of property and return s or disposes in accordance with regulations , statues , and court procedures 18 . Makes computer entries and prepares reports . 19 . Copies videos to various formats as needed for court or internally . 20 . Travels to crime scenes to retrieve evidence from investigat ors. NON-ESSENTIAL FUNCTION: Performs other job-related duties as required or assigned . Knowledge, Skills and Abilities (* Can be acquired on the job) 1. *Knowledge of City rules , regulat ions , policies , and procedures . 2 . *Knowledge of the standard operating procedures (SOPs ) utilized by the Police department. 3. *Knowledge of major roadways and location of various governmental offices located within the City . 4 . *Knowledge of federal and state laws and local ordinances pertinent to civil and criminal law enforcement pract ices . 5. Knowledge of proper evidence handling procedures and techniques. 6 . Knowledge of evidence accounting and storage procedures . 7. Knowledge of general criminal justice system . 8. Knowledge of specialized law enforcement computer applications and systems including NCIC and AlaCOP . 9 . Knowledge and understanding of administrative processes and the workings of a police station. 3 191 10. Knowledge of safety rules including accident causation and prevention. 11. Communication skills to effectively communicate internally and externally, both orally and in writing. 12. Verbal skills to effectively communicate with supervisor, colleagues, elected officials and the general public. 13 . Reading skills to understand and interpret laws and ordinances, manuals, directives, procedures, and instructions. 14. Writing skills to develop professional letters, reports, and other materials using correct English, grammar, punctuation, and spelling. 15. Math skills to perform basic calculations (add, subtract, multiply, divide) to maintain and reconcile accounts and balances. 16. Computer skills to effectively create documents and enter account information . 17. Ability to use computers and office productivity software. 18 . Ability to use standard office equipment and multi-line telephones . 19. Ability to accurately handle and account for monies and other evidence in ongoing cases . 20. Ability to organize and prioritize work. 21. Ability to multi-task, with regular interruptions. 22. Ability to work independently or as part of a group . 23 . Ability to maintain accurate and concise records and files. 24. Ability to work in sensitive environments, under very close public scrutiny, and still maintain professional demeanor and promote positive department image. 25. Ability to talk calmly, effectively and without emotion with belligerent, upset and incoherent citizens. 26 . Ability to use a multiline telephone and two-way radio. 27. Ability to handle upset or irate individuals . 28 . Ability to handle dynamic situations in a calm and courteous manner and make appropriate decisions in response to unusual and/or difficult situations. 29. Ability to analyze situations, make sound decisions quickly and effectively. 30 . Ability to pay attention to details. 31 . Ability to drive. Minimum Qualifications 1. Minimum of 3 year (preferred) of work experience dealing with property and support management; experience in criminal justice system is desired; or any combination of education, training and experience that demonstrates the above listed knowledge, skills, and abilities commensurate with the requirements of this job. 2. Possess a current and valid driver's license; must be insurable . 3. Ability to obtain and maintain National Crime Information Center (NCIC) and Alabama Communications and Operations Portal (AlaCOP) certifications . 4 192 4. Ability to complete Evidence Collection/Processing training . 5. Ability to work non-standard hours . 6. Ability to travel for training . 7. Ability to pass a pre-employment background check and an initial drug screen . Physical Demands The work requires some physical exertion such as long periods of stand ing ; walking over rough, uneven , or rocky surfaces; recurring bending , crouching , stoop ing, stretching , reaching, or similar activities ; recurring lifting moderately heavy items such as record boxes . The work may require specific, but common , physical characteristics and abilities such as above-average agility and dexterity . Work Environment The work environmen t involves high risks w ith exposure to poten ti ally dangerous si tu ations or unusual environmental stress which require a range of safety and othe r precautions , e .g., working under extreme weather conditions, subject to physical attack , or similar situations where conditions cannot be controlled . 5 193 RESOLUTION NO. __ BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City Council finds that improved water distribution systems in and around the City of Fairhope serve a valuable public purpose; and the City Council desires a water connection project between Daphne Utilities and Fairhope Utilities. The water connection project aims to establish a seamless linkage between Daphne Utilities and Fairhope Utilities, enhancing the overall water distribution network and ensuring a reliable supply for both communities. BE IT FURTHER RESOLVED BY THE GOVERNING BODY OF TH ECITY OF FAIRHOPE, ALABAMA , That the City Council authorizes Mayor Sherry Sullivan to enter into a contract with Daphne Utilities for a Water Connection Project with an estimated cost of $35,873.20 to enhance water distribution reliability and increase community resilience . Attest: Lisa A. Hanks, MMC City Clerk Adopted on this 29th day of August, 2023 Jay Robinson, Council President 194 Memo To: Scott Polk General Manager Daphne Utilities From: Bobby Purvis Operations Manager Daphne Utilities Date: August 17 , 2023 Subject: Water Connection Proposal between Daphne Utilities and Fairhope Utilities I am proposing a water connection project between Daphne Utilities and Fairhope Utilities . The purpose of this memo is to outline the pricing structure for the project , broken down into parts, pipes , and contractor pricing . Project Overview: The water connection project aims to establish a seamless linkage between Daphne Utilities and Fairhope Utilities, enhancing the overall water distribution network and ensuring a reliable supply for both communities. Pricing Breakdown: 1. Parts ITEM QUANITY UNIT PRICE TOTAL PRICE 6" DUCTILE PIPE 40 FEET $32.89 $ 1,315 .60 Bunker Assembly 1 $15 ,712 .00 $15 ,712.00 6" turbo meter 1 $5 ,000 .00 $ 5 ,000.00 Hot taps Assembly 2 $3 ,422 .80 $ 6 ,845.60 2. Contractor Labor Installation 2 - 8 hour da s $ 7 ,000 .00 Total Project cost $35,873.20 Please note that the above prices are estimates and subject to change based on final project requirements and market conditions. Additionally, the project timeline, including start and completion dates, will be discussed, and finalized upon approval of this proposal. Based on the urgency of this project, restoration of the street would be the responsibility of Fairhope Utilities. 195 LOCATION: Seacliff Dr at Main St. This water connection project will significantly benefit Daphne Utilities and Fairhope Utilities by enhancing water distribution reliability and increasing community resilience. I look forward to discussing this proposal further and addressing any questions or concerns you may have. Don't hesitate to contact me to discuss this proposal in detail. Thank you for considering this vital project. Sincerely, Bobby Purvis Daphne Utilities 196 RESOLUTION NO. RESOLUTION ADOPTING TRANSPORTATION PLAN PURSUANT TO THE REBUILD ALABAMA ACT WHEREAS, the 2019 Alabama legislature in Act. No. 2019-2 adopted the Rebuild Alabama Act; and WHEREAS, the Rebuild Alabama Act provides for an allocation among the municipalities of the state on the basis of the ratio of population of each municipality to the total population of all municipalities of the state a portion of the additional taxes levied under the Act to be used for transportation infrastructure , improvement , preservation, and maintenance; and WHEREAS, the Act provides that the municipal governing body of the City of Fairhope shall adopt an annual Transportation Plan no later than August 31st which shall provide a detailed list of projects for which expenditures are intended to be made in the next fiscal year and shall be based upon an estimate of the revenues anticipated from the fund in which the additional re v enue is deposited during the next fiscal year; and WHEREAS, the Act further provides that any such funds shall be used only for the maintenance , improvement, replacement, and construction of roads maintained by the City of Fairhope and such other uses as are defined in the Act. NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE, ALABAMA, That the City of Fairhope estimates that its anticipated allocation from the Rebuild Alabama Act fund for the Fiscal Year 2024 will be approximately $160 ,000 .00 to be used for street maintenance , improvement, replacement and construction of roads within the City of Fairhope , with the increasing allocations for each discal year thereafter. DULY ADOPTED THIS 29TH DAY OF AUGUST, 2023 Attest: Lisa A. Hanks, MMC City Clerk Jay Robinson , Council President 197 Rank 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 Rebuild Alabama Act -COF Tran sportation Plan -Prioritized Road Paving and Improve me nt List Street Segment F rom Nam e County Rd 13 S City Limits Lib e rty Street Laurel Ave Section St Fels Ave Pine (One Way Conv ) Bancroft Equality (One Way Cc Bancroft ldlewild Blvd Fairhope Nichols Ave Greeno Bay Meadows Ave SR181 Club House Dr Honours Bayview (3) Fairhope St. James S Church St Founders Dr Manley Rd Bayview (4 ) Magnolia Blue Island Fairho pe Summit (4 ) Morphy Beaver Dam Clubhouse Dr Bayview (1) Nichols North Cree k C ir Club House Cedar Pt Club House Boise Ln Magnolia 'ADA) Hospital Res Access (ADA) Coleman Res Access Royal Ln ldlewild North Dr Be aver Dam Chestnut RidQe Club House Oa k Bend Ct South Hiqh Pine Ridqe Pinecrest Ln S Church St Audubon PL N Ingleside Falls Cree k St Gayfe r Ext Clubh o use Dr Intersection Oswalt St Nic hols Ave Anderson Ln YounQ (ADA) Pleasant Res Access (ADA) Mich iqan Res Access Cl iff Dr GeorQe St Old Mill Club House North Cir N Dr City of Fairhop e De partment of Public Works Mas ter Road Resurfacing Li s t -Augu s t 2023 To Length Width Class St riped Morphy 10 ,680 22 CST Yes George St 4162 20 RTS No Gavter 5,000 Vari es CST Yes Section 250 Varies CST Yes Section 250 Varies CST Yes To new 1350 Blvd RTS No S Summit 6365 20 RTS Yes Thompson H, 2600 20 RTS Yes Club House C 350 20 RTS No MaQnolia 500 20 RTS No S Bayview St 1100 20 RT S Yes CR44 2660 20 RT S No North E nd 2400 20 RTS No Gavfer 2840 20 RTS No Fe ls 320 20 RTS No N . Dr 1680 20 RTS No Fels 1060 20 RTS No Cul-de-Sac 300 20 RAS No End 790 20 RAS No At ki nson 310 12 RAS No All 1300 20 RAS No All 1100 20 RAS No Windmill 4000 20 RTS No North Cir 2200 20 RTS No E nd 1000 20 RAS No Cul -de-Sac 940 20 RAS No South 1300 20 RAS No Pomelo St 1400 20 RAS No N Ingleside 1300 20 RAS No Gavfe r Ext 2500 20 RAS No Cedar Point 100 Va ri es RAS No Fels Ave 1000 20 RAS No West End 275 12 RAS No All 1300 20 RAS No All 1100 20 RAS No S Mobile St 1530 20 RAS No South 2980 20 RAS No N Dr 1430 20 RAS No LEGEND: Road Segm en ts Resurfaced During -FY2019 Budget Year Road SeQments Resurfaced DurinQ -FY2020 BudQet Year Road Segm e nts Resurfaced During -FY20122 Bu dget Year Road SeQments TarQeted for ResurfacinQ -FY2023 BudQet Year Curb/ Gutter Reqd. Estim ated Total Paving Cracking Utility & MillinQ Cost Pe r L.F. C ost Patching No Select $32.50 $347 ,100 .00 Yes Yes Yes /No Select $35 .00 $145 ,670 .00 Yes Yes Yes /No Yes $150 .00 $750 ,000 .00 Yes Yes Yes Yes $1,000.00 $250 ,000 .00 Yes Yes Yes Yes $250 .00 $62 ,500 .00 Yes Yes Yes ? $42.50 $57 ,375 .00 Apron Yes Yes /No Yes $3 5.00 $222 ,775 .00 Yes Yes No Select $32 .50 $84 ,500 .00 Yes Yes Yes ? $35 .00 $12 ,250.00 Alligato r Yes No No $35 .00 $17 ,500 .00 Yes Yes No Yes $35 .00 $38 ,500 .00 Yes Yes Yes Yes $35 .00 $93 ,100 .00 Yes Yes No Yes 1" $35 .00 $84 ,000 .00 Yes Yes Yes Yes $3 5.00 $99,400 .00 Yes Yes No No $27 .50 $8 ,800 .00 Allig ator Yes Yes ? $35.00 $58 ,800.00 Y-Some Select @2 C $35 .00 $37 ,100.00 Trans Yes Yes Yes $35 .00 $10 ,500 .00 Cul-de-sac Yes ? $35 .00 $27,650 .00 No Select $27 .50 $8 ,525.00 Some Yes No No $55 .00 $7 1,500 .00 Yes Yes No No $55 .00 $60 ,500 .00 Yes Yes (lots ) Yes ? $35 .00 $140 ,000 .00 Yes ? $30 .00 $66 ,000 .00 Yes ? $30 .00 $30 ,000 .00 Yes Yes ? $30 .00 $28 ,200 .00 Trans Long Yes Yes ? $30 .00 $39 ,000 .00 Yes Yes $35.00 $49 ,000 .00 Yes Yes Yes Yes $35.00 $45 ,500 .00 Yes Yes Yes Select $3 5.00 $87 ,500 .00 Yes Yes Yes Select $120 .00 $1 2 ,000.00 Yes Yes No No $35 .00 $3 5 ,000 .00 Yes Yes No LevelinQ $30.00 $8 ,250 .00 No No $55 .00 $71 ,500 .00 Yes Yes No No $55 .00 $60 ,500.00 Yes Some No No $35 .00 $53 ,550.00 Yes Yes Yes ? $3 0 .00 $89 ,400 .00 Yes ? $30 .00 $42 ,900 .00 Aspha lt Mult Overall Status Score Score 4 .25 0 .60 2.55 Current 3 .75 0 .80 3.00 Current 5.00 0 .60 3 .00 Current 5.50 0.60 3 .30 Current 5.50 0.60 3.30 Current 5.20 0.80 4.16 Current 5.50 0.80 4.40 Current 5.50 0 .80 4.40 Current 6 .00 0.80 4 .80 Current 6 .20 0 .80 4.96 Current 6.20 0.80 4 .96 Current 6 .20 0 .80 4 .96 Current 6 .25 0.80 5.00 Current 6 .25 0.80 5 .00 Current 6.40 0 .80 5.12 Current 6 .50 0.80 5.20 Current 6 .50 0 .80 5.20 Current 4 .50 1.20 5.40 Current 4 .50 1.20 5.40 Cu rrent 4 .50 1.20 5.40 Current 4 .50 1.20 5.40 Current 4.50 1.20 5.40 Current 7 .00 0 .80 5.60 Current 7 .00 0 .80 5 .60 Cu rrent 5.00 1.20 6 .00 Current 5.50 1.20 6.60 Current 5.50 1.20 6 .60 Current 5.50 1.20 6 .60 Current 5.50 1.20 6 .60 Cu rr ent 5.50 1.20 6 .60 Curren t 5 .50 1.20 6.60 Cu rr ent 5.50 1.20 6 .60 Current 6 .00 1.20 7.20 Current 6 .00 1.20 7 .20 Current 6 .00 1.20 7 .20 Current 6 .20 1.20 7 .44 Current 6.50 1.20 7 .80 Current 7 .00 1.20 8.40 Current 198 Rank 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 Rebuild Alabama Act -COF Transportation Plan -Prioritized Road Paving and Improve ment List -2019 -Current Street Segment From Name County Rd 13 S City Limits Liberty Street Laurel Ave Section St Fe ls Ave Pine (One Way Conv Bancroft Eauality (One Way Cc Bancroft ldlewild Blvd Fairhope Nichols Ave Greeno Bay Meadows Ave SR181 Club House Dr Honours Bavview (3 ) Fairhope St. James S Church St Founders Dr Manley Rd Bayview (4 ) Magnolia Blue Isl and Fairhope Summit (4) Morphy Beaver Dam Clubhouse Dr Bayview (1) Nichols North Creek Cir Club House Cedar Pt Club House Boise Ln Magnolia l(ADA) Hosp ital Res Access (ADA) Coleman Res Access Royal Ln ldlewild North Dr Beaver Dam Chestnut Ridqe Club House Oak Bend Ct South Hiah Pine Ridae Pinecrest Ln S Church St Audubon PL N lnal eside Falls Creek St Gavfer Ext Clubhouse Dr I nte rsectio n Oswalt St Nichols Ave Anderson Ln Young (ADA) Pleasant Res Access 1ADA) Michiaan Res Access Cliff Dr George St Old Mill Club House North Cir N Dr Ba you Dr Fairwood Honey Baked Alley Bancroft Windmill Rd SR181 City of Fairhope Department of Public Works Master Road Resurfacing List -August 2023 To Length Width Cl ass Striped Morphy 10 ,680 22 CST Yes George St 4162 20 RTS No Gavfer 5,000 Varies CST Ye s Section 250 Varies CST Yes Section 250 Varies C ST Yes To new 1350 Blvd RTS No S Summit 6365 20 RTS Yes Thompson H, 2600 20 RTS Yes Club House C 350 20 RTS No Maanolia 500 20 RTS No S Bayview St 1100 20 RTS Yes CR44 2660 20 RT S No North End 2400 20 RT S No Gavfer 2840 20 RTS No Fels 320 20 RTS No N. Dr 1680 20 RTS No Fels 1060 20 RTS No Cul-de-Sac 300 20 RAS No End 790 20 RAS No Atk inson 310 12 RAS No All 1300 20 RAS No All 1100 20 RAS No Windmill 4000 20 RTS No North Cir 2200 20 RTS No End 1000 20 RA S No Cul -de-Sac 940 20 RAS No South 1300 20 RAS No Pomelo St 1400 20 RAS No N Ingleside 1300 20 RAS No Gavfer Ext 2500 20 RAS No Cedar Po int 100 Varies RAS No Fels Ave 1000 20 RAS No West End 275 12 RAS No All 1300 20 RAS No All 1100 20 RAS No S Mobile St 1530 20 RAS No South 2980 20 RAS No N Dr 1430 20 RAS No Se ction 1540 25 CST Yes West End 175 20 RTS No Thompson Hi 256 5 18 .5 RTS Yes I J Curb/ Gutter No Yes/No Yes/No Yes Yes Yes Yes /No No Yes No No Yes No Yes No Yes Y-Some Yes Yes No No No Yes Yes Yes Yes Yes Yes Yes Yes Yes No No No No No Yes Yes Yes No No L EGEND: Roa d Seg me nts Res urfaced During -FY2 0 19 Bud get Yea r Road Se aments Resurfaced Durina -FY2020 Bud aet Year Road Segments Resurfaced During -FY20122 Budget Year Road Seaments Taraeted for Resurfac ina -FY2023 Budaet Year Reqd. Estimated Total Paving Cracking Utility & Millin<1 Cost Per L.F. Cost Patchinq Select $32 .50 $347 ,100 .00 Yes Yes Select $35 .00 $145 ,670 .00 Yes Yes Yes $150 .00 $750 ,000 .00 Yes Yes Yes $1 ,000 .00 $250 ,000 .00 Yes Yes Yes $250.00 $62 ,500.00 Ye s Ye s ? $42 .50 $57 ,375 .00 Apron Yes Yes $35.00 $222 ,775 .00 Yes Yes Select $32 .50 $84 ,500 .00 Yes Yes ? $35.00 $12 ,250.00 Alligator Yes No $35 .00 $17 ,500.00 Yes Yes Yes $35 .00 $38 ,500 .00 Yes Yes Yes $35 .00 $93 ,100.00 Yes Yes Yes 1" $35 .00 $84 ,000.00 Yes Yes Yes $35 .00 $99,400.00 Yes Yes No $27 .50 $8,800 .00 Alliqator Yes ? $35 .00 $58 ,800.00 Select@C $35 .00 $37 ,100 .00 Trans Yes Yes $35 .00 $10 ,500.00 Cul-de-sac ? $35.00 $27 ,650 .00 Select $27 .50 $8 ,525 .00 Some Yes No $55 .00 $71 ,500 .00 Yes Yes No $55 .00 $60 ,500.00 Yes Yes (lots) ? $35 .00 $140 ,000.00 ? $30 .00 $66 ,000.00 ? $30 .00 $30 ,000 .00 Yes ? $30 .00 $28 ,200 .00 Trans Long Yes ? $30 .00 $39 ,000 .00 Yes $35.00 $49 ,000 .00 Yes Yes Yes $35.00 $45 ,500 .00 Yes Yes Select $35.00 $87 ,500 .00 Yes Yes Select $120 .00 $12 ,000 .00 Yes Yes No $35 .00 $35 ,000.00 Yes Yes Levelinq $30.00 $8 ,250 .00 No $55 .00 $71 ,500 .00 Yes Yes No $55 .00 $60 ,500 .00 Yes Some No $35.00 $53 ,550 .00 Yes Yes ? $30.00 $89 ,400.00 ? $30 .00 $42 ,900 .00 Yes $46.03 $70 ,886 .20 Yes Ye s No $68 .12 $11 ,921 .00 Yes Ye s No $32.55 $83 ,490.75 Yes Yes Aspha lt Mult Overall Status Score Sc ore 4 .25 0.60 2 .55 Current 3 .75 0 .80 3.00 Current 5.00 0.60 3.00 Current 5.50 0.60 3.30 Current 5.50 0.60 3.30 Current 5.20 0 .80 4 .16 Current 5.50 0 .80 4.40 Current 5.50 0 .80 4.40 Current 6 .00 0 .80 4 .80 Current 6 .20 0 .80 4 .96 Current 6.20 0.80 4 .96 Current 6 .20 0 .80 4 .96 Current 6.25 0 .80 5 .00 Current 6 .25 0 .80 5 .00 Current 6.40 0.80 5 .12 Current 6.50 0.80 5.20 Current 6 .50 0.80 5.20 Current 4.50 1.20 5.40 Current 4 .50 1.20 5.40 Current 4 .50 1.20 5.40 Current 4.50 1.20 5.40 Current 4 .50 1.20 5.40 Current 7 .00 0 .80 5 .60 Current 7 .00 0.80 5.60 Current 5.00 1.20 6 .00 Current 5.50 1.20 6 .60 Current 5.50 1.20 6 .60 Current 5.50 1.20 6 .60 Current 5.50 1.20 6 .60 Current 5 .50 1.20 6 .60 Current 5.50 1.20 6 .60 Current 5.50 1.20 6.60 Current 6.00 1.20 7.20 Current 6.00 1.20 7 .20 Current 6.00 1.20 7.20 Current 6 .20 1.20 7.44 Current 6 .50 1.20 7.80 Current 7.00 1.20 8.40 Cur rent 3 0.60 1.80 FY2023 2.5 0.80 2.0 0 FY2023 3 0.80 2.40 FY2023 199 42 White Ave S BawiewSt S Mobile St 770 20 RTS No Yes Yes $51.85 $39,924.50 Yes Yes 3 0.80 2.40 FY2023 43 White Ave Section St S Bawiew St 2782 20 RTS No Yes Yes $35.96 $100,040.72 Yes Yes 3 0.80 2.40 FY2023 44 Quail Creek Dr Neighborhood SR181 2210 24 RTS Yes Yes Yes $51.47 $113,748.70 Yes Yes 3 0.80 2.40 FY2023 45 Haver Ln Pecan Ave Cul-De-Sac 170 20 RAS No Yes No $65.05 $11,058.50 Yes Yes 2.5 1.20 3.00 FY2023 46 Pecan Bldg Parking Parking Pecan Ave 205 205 COF Yes No No $347.82 $71,303.10 Yes Yes 3 1.05 3.15 FY2023 47 City Hall/CC Parkinci Parkinci N Section St 287 287 COF Yes Yes No $414.33 $118,912.71 Yes Yes 3 1.05 3.15 FY2023 48 Riveroaks Dr Boothe Rod Destrehan 1200 20 RAS No Yes Select $47.35 $56,820.00 Yes Modest 3.50 1.20 4.20 FY2023 49 SaQebrush Loop Oakwood Ave Oakwood AvE 780 20 RAS No Yes Select $24.34 $18,985.20 Yes Modest 3.80 1.20 4.56 FY2023 50 Oakwood Ave Riveroaks Dr Riveroaks Dr 2900 20 RAS No Yes Select $24.34 $70,586.00 Yes Modest 3.80 1.20 4.56 FY2023 51 Driftwood Ave Oakwood Ave Riveroaks Dr 1050 20 RAS No Yes Select $24.34 $25,557.00 Yes Modest 3.80 1.20 4.56 FY2023 52 Sea Cliff County main! To end 2220 20 RTS Yes Yes Yes $39.57 $87,845.40 Some utili\l 6.50 0.80 5.20 FY2023 53 Intersection Repair Bishop Morphv 30 30 CST No No Yes $105.00 $3,150.00 NewFY19 NewFY19 8.5 0.60 5.10 Paved 19 54 Intersection Repair Edwards Ave Simon St 30 30 RTS No No Yes $105.00 $3,150.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 55 South Church Fig Nichols 2620 20 RTS Dbl Yellow Partial Yes $44.30 $116,066.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 56 Comm. Park Alley Middle St Nichols Ave 906 16 CTS No No No $29.61 $26,826.66 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 57 Jan Patlynn Fairwood 1400 20 RTS No Yes Yes $38.63 $54,082.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 58 Summit (3) Fairhope Morphy 1640 20 RTS Dbl Yellow-Prk-wht Yes Yes $60.00 $98,400.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 59 Summit (2) Magnolia Fairhope 500 20 RTS Dbl Yellow Prk-Wht Yes St up Yes $80.00 $40,000.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 60 Bayview (2) Fels Fairhope 2100 20 RTS No No Select $38.63 $81,123.00 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 61 Summit(1) North End Magnolia 2340 20 RTS Dbl Yellow No Yes 1" $39.57 $92,593.80 NewFY19 NewFY19 8.5 0.80 6.80 Paved 19 62 South Church Ext. Fiq S. Terminus 430 12 RAS No No Leveling $23.40 $10,062.00 NewFY19 NewFY19 8.5 1.20 10.20 Paved 19 63 Liberty Street Pier Ave Pecan Ave 400 20 RTS No Yes No $30.31 $12,124.00 NewFY19 NewFY19 8.5 1.20 10.20 Paved 19 64 Kirkman Section Church 1400 20 RTS No Yes ·-Yes $38.63 $54,082.00 NewFY20 NewFY20 9.00 0.80 7.20 Paved 20 65 Pier Street Church St Mobile St 2750 20 RTS No Yes Yes $38.63 $106,232.50 NewFY20 NewFY20 9.00 0.80 7.20 Paved 20 66 Patlynn Gayfer Fairwood 1280 20 RTS Dbl Yellow Yes Yes $39.57 $50,649.60 NewFY20 NewFY20 9.00 0.80 7.20 Paved 20 67 Mershon (1) Morphy Fairhope 1100 20 RTS No No Yes $38.63 $42,493.00 NewFY20 NewFY20 9.00 0.80 7.20 Paved 20 68 Johnson Mershon Berglin 1640 20 RTS No ' . Yes Yes $38.63 $63,353.20 NewFY20 NewFY20 9.00 0.80 7.20 Paved 20 69 Jubilee Hwv98 .. Rock Creek [ 730 20 RAS No Yes No? $29.61 $21,615.30 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 70 Marsim Jan Patlynn 900 20 RAS No Yes Yes $38.63 $34,767.00 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 71 Alley(W) Nichols Fairlane 1320 10 RAS No No No $19.81 $26,149.20 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 72 Alley (E) Nichols Dociwood 660 10 RAS No 1 block No No $19.81 $13,074.60 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 73 Equality School East End 760 20 RAS No No No $38.63 $29,358.80 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 74 Kirkman Alley Church Liberty 750 12 RAS No No Select $23.40 $17,550.00 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 75 Brown Street Morphy Fairhope 1125 20 RTS No No LevelinQ $29.61 $33,311.25 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 76 Wood Grove Cir Blue Island Cul-de-Sac 320 20 RAS No Yes No $29.61 $9,475.20 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 77 Ridgewood Cir Cul-De-Sac Kirkman 233 20 RAS No Yes Yes $30.31 $7,062.23 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 78 Pt. Clear Court Cul-De-Sac Cul-de-Sac 110 20 RAS No Yes Edge Millin\ $30.31 $3,334.10 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 79 Ivy Cir Cul-De-Sac Kirkman 247 20 RAS No .. Yes Yes $30.31 $7,486.57 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 80 Francilla Cir Cul-De-Sac Kirkman 233 20 RAS No Yes Yes $30.31 $7,062.23 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 81 Boone (South) Terminus Kirkman 320 20 RAS No No No $29.61 $9,475.20 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 82 Young Bellangee Johnson 360 20 RAS No Yes Yes $38.63 $13,906.80 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 83 Call Fairhope Johnson 340 20 RAS No Yes Yes $38.63 $13,134.20 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 84 BellanQee Mershon End 990 20 RAS No . -Yes .. Yes-2" $38.63 $38,243.70 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 85 Rock Creek Dr. Hwy98 Jubilee 670 20 RAS No Yes Yes $38.63 $25,882.10 NewFY20 NewFY20 9.00 1.20 10.80 Paved 20 86 Volanta Ave N Section St US Hwv 98 3200 20 CST Yes No No $25.75 $82,400.00 New New 10.00 0.60 6.00 Paved22 87 Orange Ave S Church St S Mobile 2750 20 RTS No Yes Yes $38.63 $106,232.50 New New 10.00 0.80 8.00 Paved22 88 Mershon (2) Nichols Morphy 1300 20 RTS No Yes-Part Yes $38.63 $50,219.00 New New 10.00 0.80 8.00 Paved22 89 ADA) Prospect Res Access All 1300 20 RTS To Greeno Blk to Greeno No $59.88 $77,844.00 New New 10.00 0.80 8.00 Paved22 200 90 Pecan Ave S Church St S Mobile 2750 20 RTS No Yes Yes $38 .63 $106 ,232 .50 New New 10.00 0 .80 8.00 Paved22 91 J .P. Nix Center Parking Bayou Dr 194 194 COF Yes Yes Select $198.42 $38,493.48 New New 10.00 1.05 10.50 Paved22 92 Porch Pl Way Loop Loop 660 14 RAS No Yes Yes $55 .60 $36 ,696 .00 New New 10.00 1.20 12 .00 Paved22 93 Grants Way Majors Way Majors Way 960 20 RAS No Yes Edge Millin< $29 .61 $28,425 .60 New New 10.00 1.20 12 .00 Paved22 94 Majors Way CR13 Gavter Rd Ex 2200 20 RAS No Yes Edae Millin< $29 .61 $65 ,142 .00 New New 10.00 1.20 12 .00 Paved22 95 Liberty Street Fig Ave Pecan Ave 990 20 RAS No Yes Yes $30.31 $30 ,006 .90 New New 10.00 1.20 12 .00 Paved22 96 Johnson Ave Mershon St Brown St 772 20 RAS No No No $24 .88 $19 ,207 .36 New New 10.00 1.20 12.00 Paved22 97 Patrician St Edwards Diehl 695 22 RAS No Yes Edge Millini $30.31 $21 ,065.45 New New 10 .00 1.2 0 12.00 Paved22 98 Lee St Edwards Diehl 695 22 RAS No Yes Edge Millin! $30.31 $21 ,065.45 New New 10.00 1.20 12 .00 Paved22 99 Jeff Davis St Edwards North Termini 840 22 RAS No Yes Edge Millin! $30.31 $25 ,460.40 New New 10.00 1.20 12.00 Paved22 100 Diehl St Jeff Davis Patrician 650 22 RAS No Yes Edge Millin! $30.31 $19 ,701 .50 New New 10.00 1.20 12.00 Paved22 Street Classification Multiplier FY2019 (EST) $537 ,577.46 Collector Street or Hiaher CST 0 .6 FY2020 (EST) $627 ,698 .78 Residential Through Street RTS 0 .8 FY2022 (EST) $728 ,192.14 City Facility COF 1.05 FY2022 (ESTI $881 ,079 .78 Residential Access Street (Low Vol.) RAS 1.2 Current (EST) $3,406 ,345 .00 201 , ~--n '}:·: :•.,,\ i: -:. ·--~ - FAIRHOPE HIGH SCHOOL PR I NC IPAL JON CAROWCL L August 10, 2023 Mayor Sherry Sullivan City of Fairhope P.O. Drawer 429 Fairhope, AL 36533 Dear Mayor: O N E P I R ATE D R IVE FA I RHOPE , ALABAMA 36532 TELEPHONE !25 1 l 92 8 -8 309 F'AX (251 ) 990-2053 I am requesting a parade route for the Fairhope High School homecoming parade to be held at 5:30pm September 21, 2023, as well as the use of the Fairhope Beach Pavilion (W & E) immediately following the parade for the bonfire pep rally . The hours needed for both events would be 5:00pm to 8:30pm on the day to include the set up and actual event. We are requesting that the rental fee be waived for this school function. Please feel free to call for any additional information that may be needed. I look forward to hearing your response and thank you in advance for your consideration . Principal 202 City of Fairhope Approval Special Event Request I 08 I 08 I 23 Date complete application submitted to Rental Facilities Department Event: Witches Ride 2023 Person Requesting : Leslie Edgemon (Baldwin County Humane Society) Date of Event : OCTOBER 26 , 2023 Location : CBD -map attached _J Approval/Disapproval supporting documentation attached . Approval: Stephanie Hollinghead Date : 8/16/23 Approx . security cost Pol ice Chief/Designee $ $2,025.00 G...,lt>111:! .... !""'f!WW&-"G=l6J.1.L202=309iw·P=~c-on"--------D.ate : 8-16-23 Director of Public Works/Designee Approx . cost city services $ 2,500.00 """"Pa i~ ....... ~""""¼..__vf9__...._ ........ fa.,__.co-'-'--n ____ Date : 8-16-23 Director of Community Events Disapproval: _____________ Date : ____ _ Police Chief _____________ Date : ____ _ Director of Public Works/Des ignee _____________ Date : ____ _ Director of Community Events □ Route back to rental facilities department for application package finalization NOTES: ____________________________ _ Rev . 01/20 MS/CM 203 APPLICATION FOR USE OF THE CITY OF FAIRHOPE SIDEWALKS AND/OR STREETS We the undersigned hereby apply for the use of certain sidewalks and/or streets ~thin the C31 of Fairhope ~ in con~:ti:,;with said application, furnish the follo"ing : L..,A_4.r ~/? ~ /C.f~~ ~~c. -/ ~ 1. Which street and/or sidewalk do you wis~ lo use'! ~~'?· ;t: ,;::r, ~ //4 r?r < ,,.g....., 2. Date Requested: ,/~/z._ zL_« 3' Hours requested ~m: ..t:~ ,/W to 7 . './J,,,:>,~ ,. ""'"''' N..,., ~/2¼vo 4-.&,"-'fi,~ ~-ff-,,,:;: Address : ,?e' 4< Z,w:::;. City :,~ State : ./L Phone Numben: _ __..,.Z,=-....p ______ 9~?~8~-~0~:S::"-"""c?_. ~2 ____________ _ 4.PurposeofUsc: ~&~2 ,-t;.? ~-4(,,-z µ 5. Number of persons expected to attend (adults and minors): _ ... z ..... ~-•~------------------ 6. Will there be alcohol on the premises during the event? ~~~~~ Cily Council may allow alcoholic beverages, If alcohol is allowed, the user must adhere to rules of the Alabama Beverage Control Board and its permitting process. All pcnnits required must be submitted to the City of Fairhope Police Chicfat least 12 weeks prior to the event . 7 . Describe any decorations, tents . sound equipment, ataging, port-o-lcts, etc.: -~~ · 4e ii?d --~ ~ ;, ~41; ~~ /2?1aa;~,#taJ Company : ____ _ 8. Willyouneedelectricity? ..L_Ycs _No For. ~L~r;d/4.7;6;,c: Will you need water? Yes 'lo For. _________________ _ INDEMNITY AND HOLD HARMLESS AGREEMENT In considCT11tion of the permission crantod to me by the City of Fairhope to use the sidcwalb and/or streets . I hereby indemnify and hold harmless the City of Fairhope, its agents, servanu and employees from any and all claims and causes of action that may arise from injury to me or third parties using the sidewalks and/or streets who are injured or suffer property damuge that is in a.ny way caused by my U1C of the sidewalks and/or 1treets. Thi, indemnity and bold harmless 11grccmcnt is given to the City ofFairhopc to protect the City and its agents, servants and employees from cost of defense and claims for injuries and danl8g«:s that may be caused either directly or indirectly by my use of the sidewalks and/or streets. CLEANING AND CANCELLATION POLICIES a.) At the conclusion of the ocnt. the area will be inspected by a representative of the City. If the user has not cleaned up the park and restored.ii to its original condition, the City will clean up the park and charge the user for the services . b.) All cancellations and/or date changes must be in writing and signed by the same penon who signed the application and paid the rental fees, and muat be gi vcn to the Site Manager not lw than 30 days prior to the event. No fee refunds will be made for cancellations made less lhan 30 days prior to the event. Fee refunds will be made by check, and delivered by mail. less the cost of City services, as assessed by the appropriate City staff for cleaning, or a 20% handling charge for canccllatiOllll. We the undersigned have read and understand the lndemalty Asnement. as well as all rules and regulations contained in City Ordinance No. llli. as set fonh by the governing body of the City of Fairhope, and will abide by these rules and regulations, which include but are not limited to the CanC'Cllatio11 and Cleaalae policies. We also understand that if. at any time, the City-appointed Law Enforcement Personnel feel that said rules and regulation, are not being followed, the function will be terminated . a-·· s;.,....,. ~ ~· ~«, ~ ,r7g y;ro_;;;;.,. ~a:e City Personnel ~~ -~ccs Paid : ") Date: lJ/ J · LS. Ck . #: :SJ,(~ / -0.f}lce Ust On/;• / Aµplkatl<NI Siped/DattJ--U__ Prnrtlt/Drposit Ft'e. _.L_ E111t~d In Ca/endur 204 August 8,2023 Fairhope W itches Ride is a whimsical bicycle ride through the streets of downtown Fairhope which takes place on the Thursday before Halloween. The event is put together by Baldwin Humane Society and is one of their main fundraisers . This year the date is October 26 , 2023 . We are requesting st reet closure in downtown for the ride route . Attached is the route for th is year 's ride . Thank you, I • ,I. (. ( . ✓L eslie Edgemon Cha i r ,., J / 205 ~ Pi e S1 Pl le S 1 ~. , . ·, · r ., ;:i o · to ii n ::r C: ... n ::r SQ • ' -.1 1 Hampton Inn Fairhope-Mobile Bay Fa ir ope Ave P -11 i r >P te <.,r r r l·o r I\ r k Fairhoper Comn,u n ity Park 3Ii4 9 >> a 3 k Coastal A l abam a Community College : ... Equality Ave Ba nk United Sta Po st a l Ser vi F (/J w =r g ~ t:4orpRy l,¥e I Finish 11 • '• 11 ;· .,, ~ l 1 1 • ~ (j •~ ·-., '-. t 'J • ~ l '; • t I • ,• •·• 206 DATE : ____ _ SIGNATURES of BUSINESSES & RESIDENCES Date of Street Closln,: L¼f-'? , TypeofE,.nt: 4:,/~,,L, Street(s)to be closed : ________________________ _ 0 INSIDE CBD: Signatures of approval from 75% of biz/res whose store fronts are directly affected by street to be closed (12 weeks prior) AND Notification to 100% of bus/res within 300 ft . of the event (30 days prior)• 0 OUTSIDE CBD : Signatures of 75% of businesses and residences within 300 ft . of street to be closed (12 weeks prior), AND notification to 100% of bus/res along the street to be closed (30 days prior)• •NOTIFICATIONS MUST BE GIVEN VIA U.S. MAIL, E-MAIL, OR DOOR -TO-DOOR, 4 WEEKS BEOFRE TO YOUR EVENT. ALL SIGNATURES ARE DUE NO LATER THAN 12 WEEKS PRIOR TO EVENT DATE. NAME ADDRESS PHONE SIGNATURE Person(s) responsible for collecting and authenticating above signatures: Name ______ _ Phone _____ _ 207 f DATE : _____ _ SIGNATURES of BUSINESSES & RESIDENCES Date of Street Closing:. ____ 1=-, .... L;.;:;,2 .... c""'~"'/....;,,1"-"_3_._ ____ _ Times :----=----7 "7 Type of Event:.___.L ... u _____ ; i __ J _._ _____ 2 ____ ..... ;_~_e.,. ______________________ _ Street(s) to be closed: ____________________________ _ 0 INSIDE CBD: Signatures of approval from 75% of biz/res whose store fronts are directly affected by street to be closed (12 weeks prior) AND Notification to 100% of bus/res within 300 ft. of the event (30 days prior)• 0 OUTSIDE CB0 : Signatures of 75% of businesses and residences within 300 ft. of street to be closed (12 weeks prior), ANO notification to 100% of bus/res along the street to be closed {30 days prior)* *NOTIFICATIONS MUST BE GIVEN VIA U.S. MAIL. E-MAIL, OR DOOR-TO-DOOR, 4 WEEKS BEOFRE TO YOUR EVENT. AU SIGNATURES ARE DUE NO LATER THAN 12 WEEKS PRIOR TO EVENT DATE. Person(s) responsible for collecting and authenticating above signatures: Name _______ _ Phone ______ _ 208 DATE : _____ _ SIGNATURES of BUSINESSES & RESIDENCES Times :--=--7 Street(s) to be closed :. ____________________________ _ D INSIDE CBD: Signatures of approval from 75% of biz/res whose store fronts are directly affected by street to be closed (12 weeks prior) AND Notification to 100% of bus/res within 300 ft . of the event (30 days prior)• D OUTSIDE CBD: Signatures of 75% of businesses and residences within 300 ft. of street to be closed (12 weeks prior), AND notification to 100% of bus/res along the street to be closed (30 days prior)• *NOTIFICATIONS MUST BE GIVEN VIA U.S. MAIL, E-MAIL, OR DOOR-TO-DOOR, 4 WEEKS BEOFRE TO YOUR EVENT. ALL SIGNATURES ARE DUE NO LATER THAN 12 WEEKS PRIOR TO EVENT DATE. NAME ADDRESS PHONE SIGNATURE nsible for collecting and authenticating above signatures: Name-------=~ Phone ______ _ 209 DATE : ____ _ SIGNATURES of BUSINESSES & RESIDENCES Date of Street Closing: /")CJ · 2 l, I 2,() 3 IN.tr$~ Times : 5 UD -7 . () U Type of Event: UJ J + e,h 'S 12 / e. Street(s) to be closed : ,f~ l]Cf oil I f9 qa../, ¼ ~e d-,~)'\ ~-I . -pl r1 M0?'\ y 0 INSIDE CBD : Signatures of approval from 75% of biz/res whose store fronts are directly affected by street to be closed (12 weeks prior) AND Notification to 100% of bus/res within 300 ft. of the event (30 days prior)• 0 OUTSIDE CBD : Signatures of 75% of businesses and residences within 300 ft . of street to be closed (12 weeks prior), AND notification to 100% of bus/res along the street to be closed (30 days prior)• •NOTIFICATIONS MUST BE GIVEN VIA U.S. MAIL, E-MAIL, OR DOOR-TO-DOOR, 4 WEEKS BEOFRE TO YOUR EVENT. AU SIGNATURES ARE DUE NO LATER THAN 12 WEEKS PRIOR TO EVENT DATE. NAME ADDRESS PHONE Person(s) responsible for collecting and authenticating above signatures : Name ______ _ Phone _____ _ 210 DATE· NAME ADDRESS PHONE SIGNATUR E ~JI\(_ TI c"\i\ ~ \ [p jJ Jc c/-uJv...._ z. /-91 . f{!,Gf --/ ~'/ __,;-. v~~ 111~ ~ 'h ~ n;~ --Y/ I .... Person(s) r es ponsible for co ll ecti ng and authe nticating above signatures : Name ______ _ Ph o ne ______ _ 211 DATE· NAME ADDRESS PHONE A SIGNATURE I ' ( d "ob ;\t_ 1So.,... « Q.oJt Io N. S~, o<\ 1-r I . ~ )° l. S1 s 'B / ~L C)ct,\\ ~s Vrll~~ ~ • l~{'J S~Of\ ~S l-S-17 -177( IW~1~ V V \ ,. Person(s) responsible for collecting and authenticating above signatures: Name ______ _ Phone _____ _ 212 ACORD8 CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/0 0/YYYYJ L___..,.-07/26/2023 .,.._....., THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND , EXTEND OR A LTER T HE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED prov is ions or be endorsed. If SUBROGATION IS WAIVED , subject to the terms and conditions of the policy, certa in policies may requ ire an endorsement A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODU CER ~~~it"' Ashley Dru ssell PointeNorth Insu rance Group , LLC r:igNJ0 Extl : (770) 858-7540 I rt~. No): (770) 858-7545 PO Box 724728 !o'oR~ss, ashley.druss ell @pnins urance .com INSU RER(SJ AFF ORDI NG COVERAGE NAI C# Atl anta GA 31139 INSURER A : Unite d States Li ab ility Ins urance Group INSURED INSU RER B : Fa irhope Witches Ride and Ball/Ba ldwin Humane Society IN SURER C : Po Box 206 INSURE RD : IN SURER E : Fa irhope A l 36533 INSURE R F : COVERAGES CERTIFICATE NUMBER : 2023 Master REVISION NUMBER: TH IS IS TO CERTIFY THAT THE POLICI ES OF INS URANC E LISTED BELOW HAVE BEE N IS SUED TO THE IN SURED NAM ED ABOVE FO R THE PO LI CY PERIO D IND ICATED . NOTWI THS TANDI NG ANY RE QUIREMENT TERM OR COND ITION OF ANY CONTRACT OR OTHER DOCUMENT VVITH RESPECT TO WH ICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTA IN, THE INSURANCE AFFORDED BY THE POLICIES DESCR IB ED HE REI N IS SU BJECT TO ALL THE TE RMS . EXCLUSIONS AND CONDI TIO NS OF SUC H POLI CIES . LI MITS SH OWN MAY HAVE BE EN RED UCED BY PAID CLA IM S. ''i:-m TYPE OF IN SURA NCE INSO wvo PO LICY NUMBER IM~:Oo rmv, IM~hl'oNml LIM ITS X COMME RCIAL GENERA L LIABIL ITY EAC H OCCUR RE NCE s 1,000,000 -:] CLAIMS-MA DE [8] OCCUR AA~~~E S /E;~~~~ncel s 100,000 --MED EXP (An v on e pe rs on) s 1,000 A y SE 2018483 10 /25/2023 10/28/2023 PERSONAL & ADV INJURY s 1,000,000 -GE N°LAGG REGATE LI MIT APPLI ES PER GE NER AL AGGREGATE s 2 ,000,000 ~POLICY O f:& □LOC PR OOUCTS-COM P/OP AGG s OTH ER· s AU TOMOBILE LIA BILITY fE':'!~~!~,i5'N <>Lc LI MIT s -ANY AU TO BODI LY INJURY (Per person) s -O'MlED -SCH EDU LED BOD ILY INJU RY (Per accident) s -AUTOS ON LY -AUTOS HI RE D NON-0\Ml ED PR OP ER TY DAMAGE s AUTOS ONLY AUTOSO LY (Per a cddeno --s UM BRELLA LIA B HOCCUR EAC H OCCURRENCE s --EXCESS LIAB CLAI M5-MA DE AGGRE GATE s OED I I RETENTION s s WORKERS COMPENSATION I ~f!\-uTE I I OTH- AN O EMPlOYERS' LIABILITY ER Y/N ANY PR OPRI ETOR/PA RT NER/EX ECUTIV E □ N I A E.L. EAC H ACC IDE NT s OFFICER/M EMBER EXCLUD ED? (Mandatory In NH) E.L DI SEASE -EA EMPLOY EE s If yes . describe under DE SC RI PTION OF OP ER ATION S below E.L. DIS EASE -POL ICY LI MIT s DESCRI PTION OF OPERATI ONS / LOC ATIONS I VEHICL ES (ACORD 101 , Add ition al Rem ar1<a Sched ul e, may be attach ed If more apace Is re quire d) Speci al Event -Fai rh op e Wi tches Ride -Baldwin Humane Society 10/25/2023 -01/28/2023 CERTIFICATE HOLDER CANCELLATION SHOUL D ANY OF THE ABOVE DESCRIBED PO LI CIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WI LL BE DELIVERED IN The City of Fa irhope ACCORDANCE WI TH THE PO LI CY PROVISIONS . PO Box Drawe r 429 AUTHORIZED REPRESE NTATIVE Fa irhope AL 36532 W~I/ )\ l. I - © 1988-2015 ACORD CORPORATION. All rights reserve d. ACORD 25 (2016/03 ) The ACORD name and logo are registered marks of ACORD 213 / .. ' lntem1I Revenue Service District Director 0acc MAY 2 81115 1> '1'he lalctvia County laana Sodaty · P. o. Box 206 Fairhope, AL 36.533 Department o1 the Treuury 011, l.etlar OatN: December lL, 1979 ,... .. Cofttadl A. Foater/cdt c.ntact Telepllone HumNn (404) 121-4516 lllployu Idantificat~~.MWlber: 63-0777477 rue Folder Number: • ... 580026530 Dear raxpa7er1 . · · ~-... ·~., _: . • i :• • • • w . l . .,._ • . ~ ,•.. . ' . ., ~ •• '-lr •• •. r tn ti ~• ..• ., .. , tt ,. I .~• , T~ , .,_....,._,.~• • • • • . ••• '•. • • •. • ••••• ii1l,I, ... . Thia aodlth■. oq,~ >,,tt_ter ot tJI• abff.,_~t• ill whioh •• at&tecf. that ·~· · ~~:._ ; J'Oll would b•"t.na'W 'ia'u "Pp°nsW~11da'ni:oll 1a ~o\ a prifft.• .t~d&tiocl :::~ .. :.: .,;0,11:,tCf unt.U ~• •~l~U.oR ot nu ldflnae n.U.q pen.~. . · .·. · ~-· lute! Oil tilt btonaaUOG '°" nbalt.ted, fl ~T. dat.end.Decl that JOU are 11ot ~ prbate fcnmd&Uoa wUJaia iM ·•121t1c ot aeotic S09(a) of t.b• Intimal ReftAUt Coda. bea&Ut JOll ·&N &ll orpoiaUOD of tilt tjpt dMon.W ,; / : . .s.n ucuoo •· .-• Tour neapt atatu cur ·••otion 150ltc)(3) of tu ; i : cod• 1• aUll ill ett•ot.:·· . . . :· .. ), . : \ • -..i ... Grantora an4 ontn.biit.ore -, rel)-cm thia dttel'lliatlon ut.U ·tllt • · ! \-~ Internal bTtnue S.moe pdallabH DOUoe t.o ~-COIIU&r,', How•T•r. a ,."" •·:,. crutor or a oont.rilNt.or -, not ~•1' ou thia 4tt.tra1U.UOG it ht or abt ~a.,.;;~- in part reapouiblt tor, or• aware ot, tu &ot. or tailure \o M:t ·that. • • .:: " nnlted 1A "'1l' 1oN ot a,otiOll ._ ......... _..._ ____ ■tatu. or aoqvJ.Nd lmo•ledc• tut. th• IDtemal leftlNt lt"1oe had ~.,e notloe ibat rov. would ., be raoHd troa cluait1oat1on u a HotiOll * orsuia.t1on. · l 1 Becaua• this letter cOlll.d b•lp N ■ol•• &117 quNt.iou about your prhat.• touncl&UOA ■tatu, pleut k••P u 1n ,ov.r ptl'll&Unt ·reoorda. It JOU baTI any qutltiODS, pltut cont.act th• perlOU whoH DUll and t1ltpbon1 ~rare abown &bo••· *170(b)(1)(A)(vi) & 50t(a)(l) See Attacbaei\t •, 279 Puchtrn It.. N.L, Ast••• GI. 30043 Letter 1050 (00) (7-171 214 City of Fairhope Park & Street Usage Charges (per city ordi11(lnce (Nos. 15 75, 1576, & 1486) Fairhope C ivic Cen ter. P.O . Dm1er 429. Fairhope Al. 3653 3 -(251) 929-1 479 /990-0 130 (251) 9 29-1467[Fa.x] Name: Baldwin County Humane Society Add ress: PO Box 206, Fairhope, AL 36533 Date of funct io n : 1 0/26I23 Ph o ne: 251 928 4585 o. in attendance: 700 FEE SCHE D ULE Park Rental Fee: $150. per diem Street Re ntal Fee: $150. per diem Additional Hours -past allotted four hour: @ $75 per hour Subtotal : ( ) Non-profit organization ; exempt from 50% rental fees. *Proof of 501 non-profit must be on file. Electric/Water Fee: (one time charge of $50.) Refundabl e Clean-up Deposit: Balance Due: Refund Due: 50 % Non -Profit Rate: $0 $150 $0 $150 $75 $50 .00 $1000 $1125 $ *Refunds for clean-up deposil lo be mailed 10 addres given on renlal applical ion, lhree weeks after event.* Notes: Paid: s Check# /Cas h/CC Date : 215 City of Fairhope Park & Street Usage Charges (per city ordinance (Nos. 1575, 1576, & 1486) Fairhope Civic Center, P .O . Drawer 429, Fairhope Al. 36533 -(251) 929-1479 / 990-0130 (25 I) 929-1467(Fax] Name : Baldwin County Humane Society Address : PO Box 206, Fairhope, AL 36533 Date of function: 10/26/23 Phone: 251 928 45 85 No. in attendance: ?00 FEE SCHEDULE Park Rental Fee: $150. per diem Street Rental Fee: $150. per diem Additional Hours -past allotted four hour: @ $75 per hour Subtotal: ( ) Non-profit organization; exempt from 50% rental fees. *Proof of 501 non-profit must be on file. Electric/Water Fee: (one time charge of $50.) Refundable Clean-up Deposit: Balance Due: Refund Due: 50% Non-Profit Rate: $0 $150 $0 $150 $75 $50.00 $1000 $1125 $ *Refunds for clean-up deposit to be mailed to address given on rental application , three weeks after event.* Notes: Paid: $ i I 2.,.5 lJ. Check# /Cash/CC 3 I Date: ~/ 175/ z 216 Account Fund Amount 002-12100 Gas $ 17,865.58 003-12100 Electric $ 125,949.64 004-12100 Water/Sewer $ 74,373.05 005-12100 Sanitation $ 10,878.10 001100-50420 General Fund $ 956.48 $ 230,022.85 217 CITY OF FAIRHOPE, AL BATCH 00048888:OVER-SHORT ADJUSTMENT PROCESS REASON COOE : 99 l◄:f#iihi#•Ji-i◄illMIHi# i@Zil•l•AiMWil ■IC•li#·!3i1 1000 GAS -222 .00 -222.00 2000 ELECTRIC .00 .00 3000 WATER .00 .00 4000 SEWER .00 .00 5000 GARBAGE .00 .00 6000 SECURITY LIGHTS .00 .00 7000 STATE UTILITY TAX .00 .00 114111 ttM•II 1000 GAS 14 ,061.53 14 ,061.53 1100 GAS JOINT SALES AT 10 PERCENT 3 ,699.87 3 ,699.87 1110 GA S JOINT SALES AT 12 .15 PERCENT 326 .18 326.18 2000 ELECTRIC 103,277.60 103 ,277.60 2100 ELECTRIC READ ONLY DEMAND 6,133.25 6,133.25 2101 ELECTRIC BILLED DEMAND .00 .00 3000 WATER 47,791.80 47,791.80 3001 WATER FLAT CHARGE 542.52 542.52 3100 WATER -WB .00 .00 3200 WATER WC 91.14 91.14 4000 SEWER 23,459.46 23,459.46 4001 S EWER FIXED Sl-S4 323. 72 323. 72 5000 GARBAGE 10 ,878.10 10 ,878.10 5515 RECONNECT FEE 28. 50 28. 50 6000 SECURITY LIGHTS 11.29 11.29 7000 STATE UTILITY TAX 7,828.28 7,828.28 9000 LATE FEE (5%) 8,657.66 8,65 7 .66 Hlt·!W4fll· i'HIIIIWII ;;,1e111wm: 24M:tH:fNl• 2.JMa:J:fll!) RECORD S SELECTED: 2,804 ** END OF REPORT -Generated by Jennifer Olmstead •• Repo rt gene rat ed : 08/16/20 23 15:42 user : j enni fero Program IO : a rw rtoff Page 56 218 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY or~ code: ObJect code: 003 10040 Electric Fund Returned checks Type: B A Status: Project code: Budgetary: A N Fund 003 Department 000 Future 000 Electric Fund Non Departmental Future *UNKWN *UNKWN *UNKWN '~UNKWN Full description: Returned checks short desc: Retchecks PER 00 01 02 03 04 05 06 07 08 09 10 11 12 13 Tot: Actual (Memo) Encumbrances Requisitions ACTUAL 2,177.47 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 2 ,177.47 Total Available Budget Percent used Inceptn to SOY Encumb-Last Yr Actual -Last Yr Estim-Actual Report generated: 08/16/2023 15 : 47 user: jenni fero Program ID: glactinq CURRENT YEAR MONTHLY AMOUNTS---------- ENCUMBRANCE BUD TRANSFER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 CURRENT YEAR TOTAL AMOUNTS----------- 2,177.47 original Budget .00 Budget Tranfr In .00 Budget Tranfr out 2,177.47 carry Fwd Budget .00 Carry Fwd Bud Tfr .00 Revised Budget .00 Inceptn orig Bud Inceptn Revsd Bud .00 SUPERVISOR .00 DIRECTOR .00 MAYOR COUNCIL ADOPTED BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 1 219 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY PER 00 01 02 03 04 05 06 07 08 09 10 11 12 13 Tot: 2022 Actual ACTUAL 2,177.47 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 2,177.47 2022 Closed@ YE 2022 Encumbrance 2022 Memo Bal 2021 Actual 2020 Actual 2019 Actual 2018 Actual 2017 Actual 2016 Actual 2015 Actual 2014 Actual 2013 Actual LAST YEAR MONTHLY AMOUNTS ENCUMBRANCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 PRIOR YEARS 2,177.47 2,177.47 TOTAL AMOUNTS----------- 2022 Orig Budget .00 2,177.47 2,177.47 2,177.47 2,177.47 2,177.47 2,177.47 3,379.11 63,646.40 60,812.64 66,128.07 2022 Bud Tfr In 2022 Bud Tfr Out 2022 C Fwd Budget 2022 Revsd Budget 2021 orig Budget 2021 Revsd Budget 2020 orig Budget 2020 Revsd Budget --------------FUTURE YEAR AMOUNTS -------------- PER 2024 BUDGET BUDGET 00 .00 2024 SUPERVISOR .00 01 .00 2024 DIRECTOR .00 02 .00 2024 MAYOR .00 03 .00 2024 COUNCIL .00 04 .00 2024 ADOPTED .00 05 .00 2024 Revised .00 06 .00 2025 Estimate .00 07 .00 2026 Estimate .00 08 .00 2027 Estimate .00 09 .00 2028 Estimate .00 10 .00 11 .00 2024 Memo Bal .00 12 .00 2024 Encumbrance .00 13 .00 2024 Requisition .00 Tot: .00 -----------------ACCOUNT NOTES ----------------- ** END OF REPORT -Generated y Jenni er olmstea ** Report generated : 08/16/2023 15:47 use r: jennifero Program ID: glactinq .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 2 220 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY Or~ code: ObJect code: 001 10040 General Fund Returned checks Type: Status: Project code: Budgetary: B A A N Fund 001 Department 000 Future 000 General Fund Non Departmental Future *UNKWN *UNKWN *UNKWN *UNKWN Full description: Returned checks short desc: Retchecks PER 00 01 02 03 04 05 06 07 08 09 10 11 12 13 Tot: Actual (Memo) Encumbrances Requ i s i tions ACTUAL 501. 48 .00 .00 .00 .00 .00 .00 .00 .00 .00 455.00 .00 .00 .00 956.48 Total Available Budget Percent Used Inceptn to SOY Encumb -Last Yr Actual-Last Yr Estim-Actual Report generated: 08/16/2023 15:47 user: jennifero Program IO: glacti nq CURRENT YEAR MONTHLY ENCUMBRANCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 AMOUNTS---------- BUD TRANSFER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 CURRENT YEAR TOTAL AMOUNTS----------- 956.48 original Budget .00 Budget Tranfr In .00 Budget Tranfr out 956.48 carry Fwd Budget .00 carry Fwd Bud Tfr .00 Revised Budget .00 Inceptn orig Bud Inceptn Revsd Bud .00 SUPERVISOR .00 DIRECTOR .00 MAYOR COUNCIL ADOPTED BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 1 221 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY PER ACTUAL 00 501. 48 01 .00 02 .00 03 .00 04 .00 05 .00 06 .00 07 .00 08 .00 09 .00 10 .00 11 .00 12 .00 13 .00 Tot: 501. 48 2022 Actual 2022 Closed@ YE 2022 Encumbrance 2022 Memo Bal 2021 Actual 2020 Actual 2019 Actual 2018 Actual 2017 Actual 2016 Actual 2015 Actual 2014 Actual 2013 Actual LAST YEAR MONTHLY AMOUNTS ENCUMBRANCE BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 PRIOR YEARS 501.48 501. 48 TOTAL AMOUNTS----------- 2022 Orig Budget 2022 Bud Tfr In .00 501. 48 501. 48 501. 48 501. 48 541. 65 541. 65 2,289.65 4,878.81 3,878.16 3,772.56 2022 Bud Tfr Out 2022 C Fwd Budget 2022 Revsd Budget 2021 orig Budget 2021 Revsd Budget 2020 orig Budget 2020 Revsd Budget --------------FUTURE YEAR AMOUNTS -------------- PER 2024 BUDGET BUDGET 00 .00 2024 SUPERVISOR .00 01 .00 2024 DIRECTOR .00 02 .00 2024 MAYOR .00 03 .00 2024 COUNCIL .00 04 .00 2024 ADOPTED .00 05 .00 2024 Revised .00 06 .00 2025 Estimate .00 07 .00 2026 Estimate .00 08 .00 2027 Estimate .00 09 .00 2028 Estimate .00 10 .00 11 .00 2024 Memo Bal .00 12 .00 2024 Encumbrance .00 13 .00 2024 Requisition .00 Tot: .00 -----------------ACCOUNT NOTES ----------------- ** END OF REPORT -Generate by Jenni er o mstea ** Report generated: 08 /16/2023 1 5 :47 user: jennifero Program ID: glactinq .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 2 222 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY or~ code: ObJect code: 105 10040 Impact Fees Fund Returned checks Type: Status: Project code: Budgetary: B A A N Fund 105 Department 000 Future 000 Impact Fee Fund Non Departmental Future *UNKWN *UNKWN *UNKWN *UNKWN Full description: Returned checks short desc: Retchecks PER 00 01 02 03 04 05 06 07 08 09 10 11 12 13 Tot: Actual (Memo) Encumbrances Requisitions ACTUAL 455.00 .00 .00 .00 .00 .00 .00 .00 .00 .00 -455.00 .00 .00 .00 .00 Total Available Budget Percent used Inceptn to SOY Encumb-Last Yr Actual-Last Yr Estim-Actual Report generated: 08 /16/2023 15: 48 User: jennifero Program ID: glactinq CURRENT YEAR MONTHLY ENCUMBRANCE .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 AMOUNTS---------- BUD TRANSFER .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 CURRENT YEAR TOTAL AMOUNTS----------- .00 original Budget .00 Budget Tranfr In .00 Budget Tranfr Out .00 carry Fwd Budget .00 carry Fwd Bud Tfr .00 Revised Budget .00 Inceptn orig Bud Inceptn Revsd Bud .00 SUPERVISOR .00 DIRECTOR .00 MAYOR COUNCIL ADOPTED BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 1 223 CITY OF FAIRHOPE, AL G/L ACCOUNT -MASTER INQUIRY PER ACTUAL 00 455.00 01 .00 02 .00 03 .00 04 .00 OS .00 06 .00 07 .00 08 .00 09 .00 10 .00 11 .00 12 .00 13 .00 Tot: 455.00 2022 Actual 2022 closed@ YE 2022 Encumbrance 2022 Memo Bal 2021 Actual 2020 Actual 2019 Actual 2018 Actual 2017 Actual 2016 Actual 2015 Actual 2014 Actual 2013 Actual LAST YEAR MONTHLY AMOUNTS ENCUMBRANCE BUDGET .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 PRIOR YEARS TOTAL AMOUNTS----------- 455.00 2022 orig Budget 455.00 2022 Bud Tfr In .00 2022 Bud Tfr Out 455.00 2022 C Fwd Budget 455.00 2022 Revsd Budget 455.00 955.00 2021 orig Budget 455.00 2021 Revsd Budget 455.00 2020 orig Budget 235.00 2020 Revsd Budget .00 .00 .00 --------------FUTURE YEAR AMOUNTS -------------- PER 2024 BUDGET BUDGET 00 .00 2024 SUPERVISOR .00 01 .00 2024 DIRECTOR .00 02 .00 2024 MAYOR .00 03 .00 2024 COUNCIL .00 04 .00 2024 ADOPTED .00 OS .00 2024 Revised .00 06 .00 2025 Estimate .00 07 .00 2026 Estimate .00 08 .00 2027 Estimate .00 09 .00 2028 Estimate .00 10 .00 11 .00 2024 Memo Bal .00 12 .00 2024 Encumbrance .00 13 .00 2024 Requisition .00 Tot: .00 -----------------ACCOUNT NOTES ----------------- ** END OF REPORT -Generate by Jenni er o mstea ** Report generated: 08 /16/2023 15 :48 User: jenni fero Program IO: glacti nq .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 .00 Page 2 224