HomeMy WebLinkAbout02-26-2024 City Council Packet
CITY OF FAIRHOPE
CITY COUNCIL REGULAR AGENDA
Monday, February 26, 2024 - 6:00 PM
City Council Chamber
Council Members
Jack Burrell
Corey Martin
Jimmy Conyers
Jay Robinson
Kevin G. Boone
Invocation and Pledge of Allegiance
1. Approve minutes of February 19, 2024 Regular City Council Meeting and minutes
of February 19, 2024 Work Session
2. Report of the Mayor
3. Public Participation – Agenda Items – (3 minutes maximum)
4. Council Comments
5. Ordinance – Annexation – JVN Holdings, LLC property located at 18060 Greeno
Road, Fairhope, Alabama. Tax Parcel 46-08-28-0-000-020.002 (PIN Number
348043); containing 2.20 acres, more or less.
6. Final Adoption - 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. (Introduced, City Council Meeting, February 19,
2024).
7. Final Adoption - Ordinance - An Ordinance to Establish Water and Wastewater
Rates for All Customers of the City of Fairhope Water and Wastewater Systems
and to Repeal and Replace Ordinance No. 1759. (Introduced, City Council
Meeting, February 19, 2024.)
8. Resolution - To award (Bid No. 24-020-2024-PWI-001) for Pine Street One-Way
Conversion and Parking Project to either James Brothers Excavation, Inc. for the
Base Bid amount not-to-exceed $212,627.00 or to R.H. Deas Building Co. for the
Base Bid plus Additive Alternate for a total bid amount not-to-exceed $251,398.00.
9. Resolution - That the City of Fairhope approves the procurement of the
replacement of 125' x 11' of soffit under pinning for the northwest corner of the
Civic Center. The cost will not-to-exceed $56,617.00.
10. Resolution - That the City of Fairhope approves the procurement of Media for the
Parkson Fuzzy Filter at the Wastewater Treatment Plant from Parkson as sole
source and manufacturer. The cost will not-to-exceed $52,938.00.
Page 1 of 139
City Council Regular Meeting
February 26, 2024
Page - 2 -
11. Resolution - To award (Bid No. 24-015) to Outdoor Aluminum, Inc. for Bleachers
for Founders Park Track Facility with a bid proposal not-to-exceed $142,069.00.
12. Resolution - That the City of Fairhope approves the procurement of Bleachers for
the New Baseball Fields at Volanta Park. The total cost not-to-exceed $27,015.28.
13. Resolution - To approve the procurement of Notify Annual SAAS Fees in addition
to the Munis SAAS Annual Fees from Tyler Technologies. The amount for the
Notify Annual SAAS Fees not-to-exceed $6,000.00.
14. Resolution - That the City Council approves and adopts the recommendations of
the Personnel Board for the reclassification of Gas Inspector from Grade 6 to
Grade 8.
15. Public Participation – (3 minutes maximum)
16. Adjourn
Next Regular Meeting – Wednesday, March 6, 2024 – Same Time Same Place
Page 2 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2023-503
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Council Minutes of February 19, 2024
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
Council to approve minutes of February 19, 2024, Regular City Council Meeting and
minutes of February 19, 2024, Work Session.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 3 of 139
STATE 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, 19 February 2024.
Present were Council President Corey Martin, Councilmembers: Jack Burrell,
Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E.
McDowell, and City Clerk Lisa A. Hanks. Councilmember Jay Robinson was absent.
There being a quorum present, Council President Martin called the meeting to
order. The invocation was given by Councilmember Kevin Boone and the Pledge of
Allegiance was recited. Councilmember Conyers moved to approve minutes of the 22
January 2024, regular meeting; and minutes of the 22 January 2024, work session.
Seconded by Councilmember Burrell, motion passed unanimously by voice vote.
Council President Martin announced Agenda Items Number 8 and Number 9
have been pulled from the Agenda.
Mayor Sullivan addressed the City Council and thanked City employees and
the organizations for making Mardi Gras a successful event. She thanked the Fairhope
Public Library for allowing the Alabama Public Power event to take place there.
Mayor Sullivan announced that Arbor Day would be held Saturday at 10:00 a.m. at
Coastal Alabama Community College. She mentioned the Founders Day Track
dedication to be held on Tuesday, February 20, 2024.
Councilmember Conyers commented the Library Board met today; and
mentioned Agenda Items Number 21 and Number 22 on the agenda tonight.
Councilmember Boone said Happy Birthday to his daughter Brittany.
Council President Martin also thanked City staff, the Mayor, and the
organizations for making Mardi Gras successful.
Councilmember Boone introduced in writing 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. Council President Martin
explained the ordinance; and Councilmember Burrell said we spoke at length several
weeks ago. Mayor Sullivan mentioned SB107 that took away our extraterritorial
jurisdiction to enforce our ordinances and to issue permits. Due to lack of a motion
for immediate consideration, this ordinance will layover until the February 26, 2024
City Council meeting.
Page 4 of 139
19 February 2024
Councilmember Conyers introduced in writing an ordinance to Establish
Water and Wastewater Rates for All Customers of the City of Fairhope Water and
Wastewater Systems and to Repeal and Replace Ordinance No. 1759. Councilmember
Burrell said in the spirit of transparency, he spoke about the new rates on television.
He briefly went over the proposed rates; and said the rates are to keep up with
inflation only. Due to lack of a motion for immediate consideration, this ordinance
will layover until the February 26, 2024 City Council meeting.
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-014) to Taylor
Corporation for Water Treatment Plant No. 1 Improvements - Phase 1 with a
bid proposal not-to-exceed $1,471,500.00. Seconded by Councilmember Boone,
motion passed unanimously by voice vote.
RESOLUTION NO. 4985-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-014) for the Water Treatment Plant No. 1 Improvements Project at
555 South Section Street in the City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Base Bid Alternate No. 1
Taylor Corporation $1,446,500.00 $25,000.00
Robert J. Baggett, Inc. $1,565,385.44 $ 7,500.00
[3] After evaluating bids with required specifications, Taylor Corporation is now
awarded (Bid No. 24-014) for the Water Treatment Plant No. 1 Improvements Project
for a not-to-exceed amount of $1,471,500.00.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 5 of 139
19 February 2024
Councilmember Burrell moved to amend the resolution to add the words "or a
single-family lot in a subdivision that already has availability certificates" after
corporate limits in the last paragraph. Seconded by Councilmember Boone, motion
passed unanimously by voice vote.
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution as amended, a resolution that the City Council hereby
amends Resolution No. 4950-23 to add the following words to the last paragraph: the
City Utility Department may issue availability certificates and it may provide sewer
service to a subdivision with 4 or fewer lots, a single-family home outside the
Corporate Limits, or a single-family lot in a subdivision that already has availability
certificates. Seconded by Councilmember Boone, motion passed unanimously by
voice vote.
RESOLUTION NO. 4986-24
WHEREAS, on December 11, 2023, the City Council adopted Resolution No. 4950-23
that suspended the issuance of availability certificates for sewer service to new applicants
outside the corporate limits of the City of Fairhope; and
WHEREAS, there is a need to revise the resolution to add the following: the City Utility
Department may issue availability certificates and it may provide sewer service to a
subdivision with four or fewer lots or a single-family home outside the corporate limits.
NOW, THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE
CITY OF FAIRHOPE, ALABAMA, That the City Council hereby amends Resolution
No. 4950-23 to add the following: the City Utility Department may issue availability
certificates and it may provide sewer service to a subdivision with 4 or fewer lots, a
single-family home outside the corporate limits, or a single-family lot in a subdivision
that already has availability certificates.
ADOPTED THIS 19TH DAY OF FEBRUARY 2024
__________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 6 of 139
19 February 2024
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves the selection by
Mayor Sherry Sullivan for Professional Engineering Services for (RFQ PS24014) for
the Design of a New 16-Inch Force Main and Two (2) Master Wastewater Pump
Stations Along the Highway 181 Corridor to Kimley-Horn and Associates, Inc.; and
hereby authorizes Mayor Sullivan to negotiate the not-to-exceed fee to be approved
by Council. Seconded by Councilmember Conyers, motion passed unanimously by
voice vote.
RESOLUTION NO. 4987-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City Council approves the selection of Kimley Horn and Associates, Inc.
for (RFQ PS24-014) to perform Professional Engineering Services for the Design of a
New 16-Inch Force Main and Two (2) Master Wastewater Pump Stations along the
Highway 181 Corridor; and hereby authorizes Mayor Sherry Sullivan to negotiate the
fee schedule.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-018-2024-PWI-013) to
John G. Walton Construction Co., Inc. for County Road 13 Resurfacing Project with a
bid proposal not-to-exceed $408,297.01. Seconded by Councilmember Conyers,
motion passed unanimously by voice vote.
Page 7 of 139
19 February 2024
RESOLUTION NO. 4988-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-018-2024-PWI-013) County Road 13 Resurfacing Project at 555
South Section Street, City of Fairhope Offices, Fairhope, Alabama.
[2] At the appointed time and place, five (5) bids were received and tabulated as
follows:
Vendor Base Bid Total Additive Alternative
Bid Total
John G. Walton $408,297.01 $252,222.10
Ammons & Blackmon Construction $495,954.00 $142,684.50
Arrington Curb & Excavation $487,335.25 $231,338.00
H.O. Weaver & Sons, Inc. $416,793.50 $159,705.72
Asphalt Services, Inc. $495,677.77 $ 98,180.60
[3] After evaluating the bids with required specifications, John G. Walton Co., Inc. is
now awarded (Bid No. 24-018-2024-PWI-013) for County Road 13 Resurfacing
Project with a bid proposal not-to-exceed $408,297.01.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope authorizes submission
of the RAISE Grant Program 2024 for a bridge system to replace a box culvert
system over Fly Creek on U. S. Highway 98, Fairhope, Alabama; and authorizes the
Mayor to sign all required grant application documents on behalf of the City.
Seconded by Councilmember Burrell, motion passed unanimously by voice vote.
Page 8 of 139
19 February 2024
RESOLUTION NO. 4989-24
AUTHORIZING SUBMISSION OF THE REBULDING AMERICAN
INFRASTRUCTURE WITH SUSTAINABILITY AND EQUITY PROGRAM (RAISE)
DISCRETIONARY GRANT PROGRAM 2024
WHEREAS, the United States Department of Transportation (U.S. DOT) released the Notice of
Funding Opportunity for Rebuilding American Infrastructure with Sustainability and Equity Program
(RAISE) Discretionary Grant Program for 2024. The minimum award is $5 million and maximum
award for capital projects is $25 million. Capital projects include highway, bridge or other road
projects eligible under Title 23, USC; and
WHEREAS, RAISE discretionary grants help project sponsors at state and local level, including
municipalities, Tribal governments, counties, and others complete critical freight and passenger
transportation infrastructure projects. The eligibility requirements of RAISE allow project sponsors to
obtain funding for projects that may be h arder to support through other U.S. DOT Grant Programs; and
WHEREAS, in conjunction with ALDOT, Baldwin County Commission, Eastern Shore MPO, Mobile
Bay NEP and other key stakeholders, the City of Fairhope has identified the U.S. Highway 98 crossing
of Fly Creek as an excellent Project to apply for a RAISE Grant. ALDOT’s alternative analysis of the
repair of failed box culverts, they identified the bridging of the Fly Creek to be the best solution from
an infrastructure and environmental standpoint. However, cost is the main barrier to the best solution
for a permanent fix. A bridge system would allow a full stream restoration that would facilitate
reconnection of channel from upstream to downstream of the current crossing. Mobile Bay NEP has
been awarded a $2.7M GOMESA Grant for Stream Restoration of Fly Creek; and
WHEREAS, the City of Fairhope is requesting approval to apply for up to $20 million funding to
convert a box culvert system to a bridge system over Fly Creek on U.S. Highway 98. The grant is
being supported by ALDOT who will also manage this project. The City of Fairhope will only serve as
a Grant Facilitator.
NOW THEREFORE, BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE IN REGULAR SESSION ASSEMBLED, that by this Resolution the City of Fairhope
authorizes submission of the RAISE Grant for a bridge system to replace a box culvert system over Fly
Creek, U.S. Highway 98, Fairhope, Alabama.
BE IT FURTHER RESOLVED, that the City Council authorizes the Mayor to sign all required grant
application documents on behalf of the City.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 9 of 139
19 February 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City Council approves and adopts the
recommendations of the Personnel Board for the reclassification of one (1) GIS
Technician (Grade 10) to Engineering Technician (Grade 8). Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
RESOLUTION NO. 4990-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City Council approves and adopts the
recommendations of the Personnel Board for the Public Works Engineering
Department to reclassify one GIS Technician (Grade 10) to Engineering Technician
(Grade 8).
ADOPTED THIS 19TH DAY OF FEBRUARY 2024
______________________________
Corey Martin, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Burrell introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
Procurement of New Replacement Cabinetry for Fire Station 1. The total cost not-to-
exceed $69,578.00. Seconded by Councilmember Conyers, motion passed
unanimously by voice vote.
RESOLUTION NO. 4991-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope approves the Procurement and Installation of the New
Replacement Cabinetry at Fire Station 1 to Thomas Construction for a not-to-exceed
cost of $69,578.00.
Page 10 of 139
19 February 2024
[2] Three (3) vendors were contacted for quotes for this procurement. One (1) quote
was obtained, one (1) vendor stated that they were unable to supply the type of
cabinetry needed, and One (1) vendor did not have the workforce to do the work at
this time. Thomas Construction provided a quote for Sixty-Nine Thousand Five
Hundred Seventy-Eight Dollars ($69,578.00). The quote included installing new
plastic laminate-faced cabinets, new quarts countertops on 120 square feet of
cabinets, removing 324 square feet of floor and replacing with 12 x 12 ceramic tile
flooring, and installing four (4) new sinks.
[3] Funds will be transferred within the Capital Improvements budget to cover the
majority of the cost. Current Budget for this line item is $36,100.00. Proposing the
transfer within the Capital Improvement Budget for a shortfall of $33,478.00. Cancel
redoing of the bay floors $17,000.00 and cancel the purchase of new lockers
$14,100.00. Also cancel the expense purchase of shop vacs for $1,600.00. Overall,
with transfers of the noted budget monies, this project will be $778.00 short.
ADOPTED ON THIS 19TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution that the City of Fairhope approves the
Procurement of Backup Internet Service from C Spire for Thirty-Six (36) months for
a not-to-exceed amount of $31,500.00. Seconded by Councilmember Boone, motion
passed unanimously by voice vote. Councilmember Burrell commented that one-third
needs to be added to both the 2025 and 2026 budgets.
*
*
Page 11 of 139
19 February 2024
RESOLUTION NO. 4992-24
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 backup internet from
C Spire for Thirty-Six (36) months for a not-to-exceed cost of $31,500.00.
[2] C Spire provided the lowest quote that met the procurement requirements for
$875.00 per month. Direct Internet Access, 1 Gbps Speed and Static IP are included
in the price. The total cost is $31,500.00 for three (3) years.
ADOPTED ON THIS 19TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Boone introduced in writing, and moved for the adoption of
the following resolution, a resolution that Mayor Sherry Sullivan is hereby authorized
to execute Change Order No. 1 for (RFQ PS004-22) Professional Engineering
Services for an Athletic Track and Additional Parking at Founder's Park with a cost of
$2,145.00 with GeoCon Engineering & Materials Testing Inc., subcontract of contract
with Sawgrass Consulting, LLC. The total project completion cost for this
subcontract will be $10,145.00. Seconded by Councilmember Conyers, motion
passed unanimously by voice vote.
*
*
*
Page 12 of 139
19 February 2024
RESOLUTION NO. 4993-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, that Mayor Sherry Sullivan is hereby authorized to execute Change Order No. 1 for
(RFQ No. PS004-22) Professional Engineering Services for an Athletic Track and Additional
Parking at Founder’s Park with a cost of $2,145.00 with GeoCon Engineering & Materials
Testing, Inc., subcontract of contract with Sawgrass Consulting, LLC. The total project
completion cost for this subcontract will be $10,145.00.
ADOPTED ON THIS 19TH DAY OF FEBRUARY 2024
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to authorize the negotiation of (Bid No. 24-017)
with Yamaha Golf Car Company for 70 New Electric Golf Carts for Quail Creek Golf
Course Purchase or Lease Options as the only responsive bidder. The direct purchase
cost is not-to- exceed $523,250.00. Seconded by Councilmember Burrell, motion
passed unanimously by voice vote.
RESOLUTION NO. 4994-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City of Fairhope did request, receive, and open bids to procure services for
(Bid No. 24-017) for Seventy (70) New Electric Golf Carts for Quail Creek Golf Course Purchase
or Lease Options at 555 South Section Street, City of Fairhope offices, Fairhope, Alabama; and
the City Council authorizes the negotiation of (Bid No. 24-017) with Yamaha Golf Car Company
for 70 New Electric Golf Carts for Quail Creek Golf Course Purchase or Lease Options with the
one responsive bidder. The direct purchase cost is not-to-exceed $523,250.00.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
________________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 13 of 139
19 February 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-016) to Image Solutions
USA for Flame Resistant (FR) Uniform Shirts Annual Contract for the not-to-
exceed amount of $45,000.00 annually. Seconded by Councilmember Boone, motion
passed unanimously by voice vote.
RESOLUTION NO. 4995-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-016) for Flame Resistant (FR) Uniform Shirts Annual Contract at 555
South Section Street at the City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, five (5) bids were received and tabulated as
follows:
Please see attached Bid Tabulation
Flame Resistant (FR) Uniform Shirts Annual Contract
[3] After evaluating the bids with required specifications, Image Solutions USA is
now awarded (Bid No. 24-016) for Flame Resistant (FR) Uniform Shirts Annual
Contract with a bid proposal not-to-exceed $45,000.00.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
*
*
Page 14 of 139
19 February 2024
Page 15 of 139
19 February 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution to award (Bid No. 24-019) to SP Designs +
Manufacturing, Inc. for Employee uniform Shirts Annual Contract for the not-
to-exceed amount of $40,000.00 annually. Seconded by Councilmember Boone,
motion passed unanimously by voice vote.
RESOLUTION NO. 4996-24
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-019) for Employee Uniform Shirts Annual Contract at 555 South
Section Street at the City of Fairhope offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
Employee Uniform Shirts Annual Contract
[3] After evaluating the bids with required specifications, SP Designs +
Manufacturing, Inc. is now awarded (Bid No. 24-019) for Employee Uniform Shirts
Annual Contract with a bid proposal not-to-exceed $40,000.00.
DULY ADOPTED THIS 19TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
*
*
Page 16 of 139
19 February 2024
Page 17 of 139
19 February 2024
Councilmember Conyers introduced in writing, and moved for the adoption of
the following resolution, a resolution To award (Bid No. 24-021) to Witherington
Construction Corp. for Fairhope Public Library Second Floor Renovation with a bid
proposal not-to-exceed $812,000.00. Seconded by Councilmember Burrell, motion
passed unanimously by voice vote.
Page 18 of 139
19 February 2024
Councilmember Conyers moved to reappoint Dan Stankoski to the Library
Board for a four-year term which will expire February 2028. Seconded by
Councilmember Boone, motion passed unanimously by voice vote.
City Council reviewed an application for a Beer/Wine Off Premises License
by Rajesh Arora, RHPP Trading, LLC d/b/a Deli Depot Food Mart located at 355
Greeno Road South, Fairhope, Alabama. Councilmember Conyers moved to approve
the issuance of the license. Seconded by Councilmember Burrell, motion passed
unanimously by voice vote.
Page 19 of 139
19 February 2024
The following individual spoke during Public Participation for Non-Agenda
Items:
1) Jimmy Adams, 9 Audubon Place, addressed the City Council and asked if
there was a difference in Corporate Limits and City Limits. The City
Council replied those are synonymous.
At the request of the City Attorney, Marcus E. McDowell, the City Council
will rise from the meeting to go into Executive Session on Alabama Code § 36-25A-
7(a)(3) to discuss the legal ramifications of and legal options for pending litigation,
controversies not yet being litigated but imminently likely to be litigated or
imminently likely to be litigated if the governmental body pursues a proposed course
of action. The approximate time to be in Executive Session is 50 minutes.
Councilmember Boone moved to go into Executive Session. Seconded by
Councilmember Conyers, motion passed unanimously by voice vote.
Exited the dais at 6:39 p.m. Returned at 7:29 p.m.
Councilmember Conyers moved to adjourn the meeting. Seconded by
Councilmember Burrell, motion passed unanimously by voice vote.
There being no further business to come before the City Council, the meeting
was duly adjourned at 7:30 p.m.
Corey Martin, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 20 of 139
STATE OF ALABAMA ) (
:
COUNTY OF BALDWIN ) (
The City Council met in a Work Session
at 4:30 p.m., Fairhope Municipal Complex Council Chamber,
161 North Section Street, Fairhope, Alabama 36532,
on Monday, 19 February 2024.
Present were Council President Corey Martin, Councilmembers: Jack Burrell,
Jimmy Conyers, and Kevin Boone, Mayor Sherry Sullivan, City Attorney Marcus E.
McDowell, and City Clerk Lisa A. Hanks. Councilmember Jay Robinson was absent.
Council President Martin called the meeting to order at 4:33 p.m.
The following topics were discussed:
• The first item on the Agenda was the Discussion of the False Alarm Ordinance by
Fire Chief Chris Ellis. He read and discussed the proposed ordinance; and answered
any questions if needed. Chief Ellis said there were 244 false alarms last year but
none were due to malicious acts. The City Council agreed that the third paragraph
needs tweaking.
• Councilmember Burrell said the Airport Authority will meet on February 27, 2024;
and the Recreation Board meets this week.
• Councilmember Boone gave an update on the Personnel Board meeting. He said they
are working on the Personnel Handbook revisions; and the Safety Program is doing
well.
• Water and Wastewater Superintendent Daryl Morefield and Caleb Leach addressed
the City Council regarding Agenda Item No. 7; and answered any questions if
needed. Councilmembers Burrell and Conyers said they did not like the language in
the proposal, “complete total system.” Mr. Morefield announced that Agenda Items
No. 8 and No. 9 were being pulled from the Agenda. City Attorney Marcus
McDowell commented that this is a Title 39 bid; and needed, used and consumed is
not in Title 41 as an exemption anymore. Councilmember Boone stated Agenda Item
No. 7 is to award the bid; and some of the materials are in Agenda Items No. 8 and
No. 9. Mayor Sullivan explained the cost effectiveness and trying to expedite the
project. Council President Martin said we just want to make the public aware of what
we are approving.
Mayor Sullivan and Mr. Morefield addressed Agenda Items No. 10 and No. 11; and
answered any questions if needed. Councilmember Burrell questioned not giving
service to one house in a subdivision. Planning Director Hunter Simmons explained
how availability certificates are given out.
• City Engineer Richard Johnson addressed the City Council regarding Agenda Items
No. 12 and No. 17; and answered any questions if needed. Mr. Johnson said he
supported Agenda Items No. 13, No. 14, and No. 15.
Page 21 of 139
Monday, 19 February 2024
Page -2-
• Public Works Director George Ladd addressed the City Council regarding Agenda
Item No. 15; and answered any questions if needed. Council President Martin asked
about the “Track Certification.” Mayor Sullivan responded to his question and said
she would reach out to the company directly.
• IT Director Jeff Montgomery addressed the City Council regarding Agenda Item No.
16; and answered any questions if needed.
• Golf Director Bobby Hall addressed the City Council regarding Agenda Item No. 18;
and answered any questions if needed.
• City Treasurer Kim Creech addressed the City Council and gave an update on the
Bank RFP for $25,000,000.00 that will open on March 4, 2024. She explained
Agenda Items No. 19 and No. 20; and answered any questions if needed.
• Councilmember Conyers addressed Agenda Items No. 21 and No. 22; and answered
any questions if needed.
There being no further business to come before the City Council, the meeting
was duly adjourned at 5:59 p.m.
_________________________________
Corey Martin, Council President
________________________________
Lisa A. Hanks, MMC
City Clerk
Page 22 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-229
FROM: Lisa Hanks, CITY CLERK
SUBJECT: Annexation of JVN Holdings, LLC property located at 18060 Greeno
Road, Fairhope, Alabama. Tax Parcel 46-08-28-0-000-020.002 (PIN
Number 348043); containing 2.20 acres, more or less.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
Adoption of an Ordinance annexing JVN Holdings, LLC property located at 18060
Greeno Road, Fairhope, Alabama. Tax Parcel 46-08-28-0-000-020.002 (PIN Number
348043); containing 2.20 acres, more or less.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 23 of 139
ORDINANCE 0.
WHEREAS, JVN HOLDI GS, LLC, the owner of the hereinafter described property, did , in
writing, petition the City of Fairhope, a municipal corporation , for annexation under Section 11-
42-21 of the Code of Alabama, 1975 , as amended; and
WHEREAS , a map of said property is attached to sa id Petition as an exhibit;
NOW, THEREFORE BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, that the fo ll owing described property, lying contiguous to the
corporate limits of the City of Fairhope, Alabama; and not within the corporate limits or the
police jurisdiction of any other municipality ; be and the same is hereby annexed to the City of
Fairhope, A labama, to-wit:
Property is located at 18060 Greeno Road , Fairhope, Alabama.
LEGAL DESCRIPTION:
PARCEL ID: 46-08-28-0-000-020.002
PPI # 348043
Lot 2 of the M.G . Nelson Estate Subdivision , as shown by map or plat thereof, recorded at
slide 2485-A in the Probate Records of Baldwin County, said parcel containing 2.20 acres,
more or less .
This property sha ll be zoned R-1, Low Density Single-Family Residential District.
BE IT FURTHER ORDAINED that a certified copy of this O rdin ance, with a copy of the
Petition and the exhibit, be recorded in the Office of the Probate Judge, Baldwin County,
Alabama.
This Ordinance hall take effect immediately upon its due adoption and publication as required
by law.
Adopted and approved th is 26th day of February, 2024
By: -------------Corey Martin, Council President
Attest:
By: ------------
Lis a A. Hanks. MMC
City C lerk
Adopted and approved this 26th day of February, 2024
By: __________ _
Sherry Sul li van , Mayor
Page 24 of 139
STATE OF ALABAMA
COUNTY OF BALDWIN
CITY OF FAIRHOPE
P .0. DRAWER 429
FAIRHOPE, AL 36533
251/928-2136
PETITION FOR ANNEXATION
)(
)(
We , the undersigned PETITIONER(S), owner(s) of the land s in fee simp le described in the
attached EXHIBIT A , such property being without the Corporate Limits of the City of Fairhope,
Alabama , but being contiguous to the said Corporate Limits; and suc h property not lying within
the corporate limits or police jurisdiction of any other municipality, do , by these presents, hereby
petition the City of Fairhope, a municipal corporation, that said property be annexed into the City
of Fairhope, Alabama . \
The subject land is delineated on the map attached hereto as EXHIBIT B that will be prepared by
the City of Fairhope to verify property is contiguous.
This petition is filed under authority of Section 11-4 2-21, Code of Alabama , 197 5, as amended.
~ This petition is for R-1 Zoning
D The condition of the Petition is that zoning be established as_. _______ _
Concurreo·t with Annexation. (Zoning Request)
Is this property colony property ___ Yes X No. If this property is colony
property, the Fairhope Single Tax Office must sign as a petitioner .
Joh n E Nelson
Print petitioner's name
Signature of Petitioner Print petitioner's name
Signature of Petitioner Print petitioner's name
Physical Address of property being annexed: 18060 Greeno Rd , Fairhope AL
Petitioner's Current Physical Address:
524 Marsh Lane
Oxford AL 36203
Petitioner 's Current Mailing Address:
Telephoµe Number(s ): __ 2_5_6 _.2_8 _3 ._2_17_2 _______________ _
Home Work
Page 25 of 139
Petition for Annexation
Page -2-
a Notary Public in and for said State and County, hereby
whose name(s) is/are signed to the forgoing
Petition and who is/are known to me , this day appeared before me and, being first duly sworn,
acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date.
, .-~ ,· _):.:.: .': :_. , _ _ Given under my Hand and Sealthis // _ day of~-20 ,;;if,
~~" .:.-.,.-\ __ o·i-.',lr ,t ~~~i) ~bi_~
' ·-t : u_, taryPubli~
• ·-; .._ -"u "'-,c, .-·/~' _·
: ·, ... -~" _ •• .-• My commission expires L /-cl -c:J.O.;l f
••✓ i · · ' I ••
I, ______________ a Notary Public in and for said State and County , hereby
certify that _____________ whose name(s) is/are signed to the forgoing
Petition and who is/are known to me , this day appeared before me and, being first duly sworn,
acknowledge that he/she/they have voluntarily executed this Petition on this day same bears date.
Given under my Hand and Seal this ___ day of ____ ~ 20 __ ,
(Seal)
Notary Public
My commission expires ________ _
I, ______________ a Notary Public in and for said State and County, hereby
certify that _____________ whose name(s) is /are signed to the forgoing
Petition and who is/are known to me, this day appeared before me and, being first duly sworn,
acknowledge that he /she/they have voluntarily executed this Petition on this day same bears date.
Given under my Hand and Seal this ___ day of ____ ~ 20 __ ,
(Seal)
Notary Public
My commission expires ________ _
Page 26 of 139
* .
W E .
s
G.
104 .
CONANP , Esri , TomTom ,
Garmin , SafeGraph, FAO,
METI/NASA , USGS , EPA,
NPS , USFWS
Exhibit A: JVN Holdings LLC
Annexation and Zoning to R-1
Parcel Number: 05-46-08-28-0-000-020.002
PIN:348043
Zoning District:
Page 27 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-242
FROM:Sherry Sullivan, Mayor
SUBJECT: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.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
Council adopt 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.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 28 of 139
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 of Fairhope’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.
Page 29 of 139
Ordinance No. _____
Page -2-
Section 2. 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.
Section 3. This ordinance shall take effect immediately upon its due adoption
and
publication as required by law.
ADOPTED THIS THE 26TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
ADOPTED THIS THE 26TH DAY OF FEBRUARY 2024
_______________________________
Sherry Sullivan, Mayor
Page 30 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-243
FROM:Sherry Sullivan, Mayor
SUBJECT:An Ordinance to Establish Water and Wastewater Rates for All
Customers of the City of Fairhope Water and Wastewater Systems
and to Repeal and Replace Ordinance No. 1759.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
Council adopt ordinance to establish Water and Wastewater Rates for all customers of
the City of Fairhope Water and Wastewater Systems and to repeal and replace
Ordinance No. 1759.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No.Account Title Current Budget Cost Available
Budget
$___$___($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 31 of 139
ORDINANCE NO. _____
AN ORDINANCE TO ESTABLISH WATER AND WASTEWATER RATES FOR
ALL CUSTOMERS OF THE CITY OF FAIRHOPE WATER AND WASTEWATER
SYSTEMS AND TO REPEAL AND REPLACE ORDINANCE NO. 1759.
BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, as follows:
ARTICLE III. WATER
AMEND - Sec. 21-38 RATE - SCHEDULE
(a) Water rates schedule:
•W1 Inside the City Limits:
•Minimum Charge $14.00
•Plus, each 1,000 gallons $2.60 (1,000 - 6,999)
•Usage 7,000 gallons and greater $3.60
•Plus LCA and Tax
•W2 & W3 Outside the City Limits
•Minimum Charge $17.50
•Plus, each 1,000 gallons $3.80 (1,000 - 6,999)
•Usage 7,000 gallons and greater $4.85
•Plus LCA and Tax
•IRR1 Inside the City Limits:
•Minimum Charge $14.00
•Plus, each 1,000 gallons $3.60
•Plus LCA and Tax
•IRR2 & IRR3 Outside the City Limits:
•Minimum Charge $17.50
•Plus, each 1,000 gallons $4.85
•Plus LCA and Tax
(b) Labor Cost Adjustment (LCA) Factor. The base rates set forth above may be adjusted
periodically to account for permanent changes in labor-related revenue requirements (e.g.,
salaries and wages, pensions, and benefits, etc.) that come about as a result of budget actions
taken by the City Council for a fiscal year. Such adjustment, when approved by the City Council,
shall be calculated as follows:
•LCA = 1 + ((TLCB - TLCPY) / BRRR)
•Where: TLCB = The total annual labor cost, in dollars, that is reflected in the
electric utility budget for the coming fiscal year, as approved by the Board.
•TLCPY = The total actual annual labor cost, in dollars, that was incurred by the
electric utility for the prior fiscal year.
•BRRR = The total estimated revenue requirement, in dollars, that is being
recovered in current base rates.
•The LCA factor so calculated shall be applied to each retail rate set forth above
such that it will result in new base wastewater (sewer) rates. Thus, when
applied, a new TLC PY and BRRR will be established for future LCA
calculations. The following accounts shall be used in the determination of total
labor costs as reflected in TLCB and TLCPY:
Page 32 of 139
Ordinance No. _____
Page -2-
•Salaries
•Payroll Taxes
•Retirement Expense
•Insurance: Employees Group
•Employee Retirees Medical Insurance
•Workers Compensation Insurance
•Note: the listing of accounts used to determine TLCB and TLCPY may be
modified from time to time as prescribed by the City's accounting and budget
procedures.
ARTICLE IV. WASTEWATER (SEWER)
AMEND - Sec. 21-54 RATE – SCHEDULE
(a) Wastewater (sewer) rates schedule:
▪S1 Inside the City Limits:
•Minimum Charge $22.00
•Plus, each 1,000 gallons $5.30
•Plus LCA
▪S2 & S3 Outside the City Limits
•Minimum Charge $24.50
•Plus, each 1,000 gallons $6.40
•Plus LCA
Any household that does not have City of Fairhope water service will be charged a flat rate:
▪Inside the City Limits $58.30
▪Outside the City Limits $74.20
(b) Labor Cost Adjustment (LCA) Factor. The base rates set forth above may be adjusted
periodically to account for permanent changes in labor-related revenue requirements (e.g.,
salaries and wages, pensions, and benefits, etc.) that come about as a result of budget actions
taken by the City Council for a fiscal year. Such adjustment, when approved by the City Council,
shall be calculated as follows:
•LCA = 1 + ((TLCB - TLCPY) / BRRR)
•Where: TLCB = The total annual labor cost, in dollars, that is reflected in the
electric utility budget for the coming fiscal year, as approved by the Board.
•TLCPY = The total actual annual labor cost, in dollars, that was incurred by the
electric utility for the prior fiscal year.
•BRRR = The total estimated revenue requirement, in dollars, that is being
recovered in current base rates.
•The LCA factor so calculated shall be applied to each retail rate set forth above
such that it will result in new base wastewater (sewer) rates. Thus, when
applied, a new TLC PY and BRRR will be established for future LCA
calculations. The following accounts shall be used in the determination of total
labor costs as reflected in TLCB and TLCPY:
▪Salaries
▪Payroll Taxes
▪Retirement Expense
▪Insurance: Employees Group
▪Employee Retirees Medical Insurance
▪Workers Compensation Insurance
Page 33 of 139
Ordinance No. _____
Page -3-
•Note: the listing of accounts used to determine TLCB and TLCPY may be
modified from time to time as prescribed by the City's accounting and budget
procedures.
Severability. The sections, paragraphs, sentences, clauses and phrases of this ordinance are
severable, and if any phrase, clause, sentence, paragraph or section of this ordinance shall be
declared unconstitutional by a court of competent jurisdiction, then such ruling shall not affect
any other paragraphs and sections, since the same would have been enacted by the municipality
council without the incorporation of any such unconstitutional phrase, clause, sentence,
paragraph or section.
Effective Date. This ordinance shall take effect on April 1, 2024, upon its due adoption and
publication as required by law.
ADOPTED THIS THE 26TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_________________________________
Lisa A. Hanks, MMC
City Clerk
ADOPTED THIS THE 26TH DAY OF FEBRUARY 2024
_________________________________
Sherry Sullivan, Mayor
Page 34 of 139
ORDINANCE NO. 1759
AN ORDINANCE TO ESTABLISH WATER AND WASTEWATER RATES FOR
ALL CUSTOMERS OF THE CITY OF FAIRHOPE WATER AND WASTEWATER
SYSTEMS AND TO REPEAL AND REPLACE ORDINANCE NO. 1684.
BE IT ORDAINED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA , as follows :
AMEND-Sec. 21-38
(a) Water rates schedule :
ARTICLE Ill.WATER
RATE-SCHEDULE
• WI In side the City Limits :
• Minimum Charge S 12.03
• Plu s. each 1.000 gallons S2.39 ( 1.000 -6.999)
• Usage grea ter than 7,000 gallons S3.39
• Plus LCA and Tax
• W2 & W3 Outside the City Limits
• Minimum Charge S 15.4 8
• Plu s, each 1,000 gallons S3.57 (1,000 -6,999)
• Usage greater than 7,000 gallons $4.57
• Plu s LCA and T ax
• IRR 1 In s ide the Ci ty Limits :
• Minimum C harge S 12 .03
• Plus , each 1,000 gallons 53 .39
• Plus LCA and Tax
• IRR2 & IRR3 Outside th e City Limits :
• Minimum Charge $15 .48
• Plu s , each 1,000 gallons S4 .57
• Plu s LCA and Ta x
(b) Labor Cost Adjustment (LCA) Factor. The base rates set forth above may be adjusted
periodically to account for pennanent changes in labor-related revenue requirements (e.g .. salaries
and wages, pensions and benefits , etc.) that come about as a result of budget actions taken hy the
C ity Council for a fiscal year. Such adjustment. when a pproved by the City Council , shall be
calculated as follows:
LCA = I + ((TLCB -TLCPY) / BRRR)
• Where: TLCB = The total annual labor cost, in dollars, that is reflected in the
electric utility budget for the coming fiscal year, as approved by the Board.
• T LC PY = The total actua l annual labor cost, in dollars, that was incurred by the
electric utility for the prior fiscal year.
• BRRR = The tota l estimated revenue requirement, in dollars, that is being
recovered in current base rates .
• The LCA factor so calcu lated shall be applied to each retail rate set forth above
such that it will result in new base wastewater (sewer) rates. Thus , when applied, a
new TLC PY and BRRR will be established for futute LCA calcul ations. The
following accounts shall be used in the detenn ination o f total labor cos ts as
reflected in TLCB and TLCPY :
Page 35 of 139
Ordinance No . 1759
Page -2-
• Salaries
• Payroll Taxes
• Reti rement Ex pense
• Insurance : Employees Group
• Empl oyee Retirees Medical Insurance
• Workers Com pensation Insurance
• l\"ote : th e listing of accounts used to dderm ine TLCB and TLCPY may be
modified from time to tim e as prescribed by the City's accounting and budget
procedures.
ARTICLE IV. WASTEWATER (SEWER)
A:vlEND-Sec. 21-54 RATE -SCHEDULE
(a) Wastewater (sewer) rat es schedule :
SI In side the C it y Limi ts :
• Minimum Charge S20 .00
• Plus . each 1.000 gall o ns S5 .00
Plus LCA
S2 & S3 Outside the C ity Limits
• Minimum Charge S22 .50
• Plu s, each 1.000 gallons 56.00
• Plus LCA
Any household that does not have Ci ty of Fairhope water service w ill be charged a flat rate:
Inside the City Limi ts S55 .00
Outside the City Lim its S70 .00
(b) Labor Cost Adjustmen t (LCA) Facto r. The base rates set forth above may be adjusted
periodically to account fo r permanent changes in labor-related revenue requirements (e .g ., salaries
a nd wages. pensions and benefits . etc.) that come about as a re sul t of budget actions taken by the
City Council for a fiscal year. Such adjus tm ent. when approved by the City Council. shall be
calculated as follows :
• LCA = I + ((TLCB -TLCPY) / 13RRR)
• Where: TLCB = The total annual labor cos t. in dollars . tha t is reflected in the
electric utility budget for the coming fiscal year , as app roved by th e Roard .
• TLCPY = The total actual annual labo r cost, in do ll ars. that was incurred by the
electric utility for the pri or fiscal year.
• BRR R = Th e tota l estimat ed revenue requirement , in doll ars. that is being
recove red in current base rates .
• The LCA factor so calc ul ated shall be app li ed to each re tai l rate set forth above
such that it will res ult in new base wastewater (sewer) rates. Thus. when ap p lied. a
new TLC PY and RRRR will be es tab li shed fo r futu re LCA calculations. The
fo ll owing accounts shall be used in the determination of tota l labor costs as
reflected in TLCB and TLCPY :
Sa laries
Payroll Taxes
Retirement Expe nse
Insurance : Employees Group
Employee Re tirees Medical Insurance
Workers Compensation Insurance
Page 36 of 139
Ordinance No . ~
Page -3-
• Note : the listing of accounts used to determine TLCB and TLCPY may be
modified from time to tim e as prescribed by the City's accounting and budget
procedures.
Severability. The sections, paragraphs , sentences. clauses and phrases of this ordinance are
severable. and if any phrase, clause, sentence. paragraph or section of this ordinance shall be
declared unconstitutional by a coun of competent jurisdiction, then s uch ruling s hall not affect any
other paragraphs and sections , since the same would have been enacted by the municipality council
without the incorporation of any such unconstitutional phrase, clause, sentence, paragraph or secti on.
Effective Date. This o rd inance shall take effect on November I . 2022 upon its due adoption and
publication as required by law.
ADOPTED THIS THE I 0TH DAY OF OCTOBER, 2022
Attest:
6\saAn ·1y Cler
ADOPTED THIS THE 10TH DA
Page 37 of 139
II
ORDI NANCE 0: 1684
AN ORDINANCE TO ES T A BLISH W ATE R AN D WASTE WATER (SEW ER)
RA TES FOR A LL CUSTOM ERS OF TH E CITY OF FAIRHOPE WATER ANO
W A STEW A TER SY STEMS A D TO REPEAL ORDI A NCE N O. 1383,
ORDINA CE 0. 1554, AN D ORDINANCE N O. 1555.
B E IT ORD AINED BY TII E GOVERN IN G BODY OF THE CITY OF FAIRHOPE,
A LA BAMA, as follows:
A RTI C L E Ill. WA T ER
AMEN D -Sec. 21 -3 8 RA T E -SC HE D ULE
(a) Wa ter rates schedule:
Beginning I 0/ 1/2020
• WI Inside the City Limits:
• First 1,000 Gallons (minimum charge) S 12.03
• Plus. all over 1,000 gallons per each 1,000 ga ll ons $2 . 74
Plus LCA and Tax
• W2 & W3 Outside the C ity Limits
• First 1,000 Gallons (minimum charge) SI 5.48
• Plus, all over 1,000 gallons per eac h 1,000 gallons S3.92
Plus LCA an d Tax
Beginning 10/1/2021 and until replaced by the City Counci l
• WI Inside the City Limits:
• Minimum Charge S 12.03
• Plus , each 1,000 gallons S2.39
• Plus LCA and Tax
• W2 & W3 Outside the City Limits
• Minimum Charge S 15.48
• Plus, each 1,000 gallons S3.57
• Plus LCA and Tax
(b) Labor Cost Adjustme nt (LCA) Fa ctor. The base rates se t forth above may be adjusted
periodically to account for pennanenl c ha nges in labor-related revenue req uirements (e.g., salaries
and wages , pensions and benefits , etc.) that come about as a result of budget ac tions taken by the
City Council for a fiscal year. Such adjustment , when app roved by the City Council , shall be
calculated as follows:
• LCA = I + ((TLCB -TLCPY) / BRRR)
• W here: TLCB = The total annual labor cos t, in dollars, that is reflected in the
electric utility budget for the coming fiscal year, as approved by the Board .
• TLCPY = The total actual annual labor cost , in dollars, that was incurred by the
electric utility for the prior fiscal year.
• BRRR = The tota l es timated revenue requirement , in dollars , that is being
recovered in current base rates.
Page 38 of 139
II
Ordinance o . 1684
Page -2-
• The LCA factor so ca lc ulated shall be applied to each retai l rate set fonh above
such that it wi ll result in new base wastewater (sewer) rates . Th us, when appl ied, a
new TLC PY and BRRR will be establis hed for future LCA ca lculations. The
following accounts shall be used in tbe determination of total labor costs as
reflected in TLCB and TLCPY :
• Salaries
• Payroll Taxes
• Retirement Expense
• Insurance : Empl oyees Group
• Employee Ret irement/ Medical Ins urance
• Casualty/ Workers Compensation In surance
• Note: th e li sting of accounts used to determ in e TLCB and TLCPY may be
modified from time to time as prescribed by the City's accoun ting and budget
proce dures .
ART ICLE rv. W ASTEWAT ER (SEWER)
A MEN D -Sec . 2 1-54 RATE-SCHEDU LE
(a) Wastewater (sewer) rates schedu le :
Beginning I O/l /2020
SI Inside the City Lim it s :
• First 1,000 Ga ll ons (minimum charge) $16.05
• Plus, a ll over 1,000 gallons per each 1,000 gallo ns $4.75
• Plus LCA
S2 & S3 Outside the City Limits
• First 1,000 Gallons (minimum charge) S 18.42
• Pl us , a ll over 1,000 gallons per eac h I ,000 gallo ns $5.22
• Plus LCA
Beginning 10/1/2021
SI Ins ide the City Limits:
• Mini m um Charge $18.50
• Pl us, each 1,000 gallons $4 .75
• Plus LCA
S2 & S3 Outside the City Limits
• Minimum Charge $20 .50
• Plus , each 1,00 0 gallons S5 .75
• P lus LCA
Beginning 10/1/2022 and until rep lace by the City Council
SI Inside the City Limits:
• Minimum Charge $20.00
• Pl us , each 1,000 ga llons $5 .00
• Plu s LCA
S2 & S3 Outside the City Limits
• Minimum Charge S22.50
• Plus, each 1,000 gallons $6.00
• Plus LCA
Page 39 of 139
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Ordinance No . 1684
Page -3-
(b) Labor Cost Adjustment (LCA) Factor. Th e base rates set fonh above may be adjusted
periodically to account for permanent changes in labor-related revenue requirements (e .g ., salaries
and wages , pensions and benefits , etc.) that come abo ut as a result of budget act ions taken by the
City Council for a fiscal year. Such adj ustment, when approved by the City Council, shall be
calculated as follows:
o LCA = I + ((TLCB -TLCPY) / BRRR)
o Where : TLCB = The total annual labor cost, in dollars , that is reflected in the
electric utility budget for the coming fiscal year, as approved by the Board .
o TLCPY = The total ac tu al annual labor cost, in dollars , that was incurred by the
electric utility for the pri or fiscal year.
o BRRR = The total estimated revenue requ irement, in do ll ars , that is being
recovered in curren t base rates.
o The LCA factor so calculated shall be applied to each retail rate set forth above
such tha t it will result in new base wastewater (sewer) rates . Th us , when applied , a
new TLC PY and BRRR will be established fo r future LCA calculations. The
following accounts sha ll be used in the determination of total labor costs as
reflected in TLCB and TLCPY :
Salaries
Payroll Taxes
Retiremen t Expe nse
Insura nce : Employees Group
Employee Retirement/ Medical Ins urance
Casualty/ Workers Compensation Insurance
o Note : the Ii ting of accounts used to determine TLCB and T LCPY may be
modified from time to time as prescribed by the City's acco unting and budget
p raced u res .
Severabilitv. The sectio ns , paragraphs, sentences, clauses and phrases of this ordinance are
severable, and if any phrase , clause, sentence, paragraph or section of th is ordinance shall be
declared unconstitutional by a coun of competent jurisdiction, then such rul in g shall not affect any
other paragraphs and sections . since the same would have been enacted by the municipality counci l
without the incorporation of any s uch unconstitutional phrase, clause , sentence, paragraph or section.
Effective Date. This ordinance shall talce effect upon its due adoption and publication as required by
law .
ADOPTED THIS THE 27TH DAY OF JULY, 2020
K,.i, Wil so,/Y,i-J}
Attest:
~~
City Clerk
Page 40 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-237
FROM: Richard Johnson, CITY ENGINEER
SUBJECT: City Engineer, Richard Johnson is seeking to procure a qualified
contractor to provide all material, equipment, labor, and incidentals to
conduct Resurfacing, Restoration and Rehabilitation (RRR),
retrofitting (road diet and conversion to one-way traffic flow), striping,
marking, in street public parking (using concrete paver system), ADA
sidewalk improvements, minimal drainage improvements and overall
streetscape improvements for the block of Pine Street between
Section Street and Bancroft Avenue in Fairhope's Central Business
District (CBD).
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To award Bid No. 24-020-2024-PWI-001 Pine Street One-Way Conversion and Parking
Project to either James Brothers Excavation, Inc. for the Base Bid amount not-to-
exceed $212,627.00 or to R.H.Deas Building Co. for the Base Bid plus Additive
Alternate for a total bid amount not-to-exceed $251,398.00.
BACKGROUND INFORMATION:
A service bid was issued on January 12, 2024, posted to the City of Fairhope’s website,
and advertised with Gulf Coast Media for three (3) weeks. Four (4) responsive bids
were received at the bid opening on February 8, 2024 at 10:00 a.m.
The City Engineer is requesting that Council consider and to act on one of two options:
Option One (Base Bid Only): Award the base bid to James Brothers Excavation, Inc.
and authorize the Mayor to execute a contract with a Not To Exceed amount of Two
Hundred and Twelve Thousand, Six Hundred and Twenty Seven Dollars ($212,627.00).
Option Two (Add. Alt.): Award the base bid in addition to the additive alternative bid to
R.H. Deas Building Co., Inc. and authorize the Mayor to execute a contract with a Not
To Exceed amount of Two Hundred and Fifty-One Thousand, Three Hundred and
Ninety Eight Dollars ($251,398.00).
The original budget amount for this project was $177,000.00. The City Engineer and
Treasurer have identified Capital Project Dollars that can cover the over budget amount.
Page 41 of 139
Funds from Budget Code 103-55887 ADA Compliance Project can be moved to this
project for the over budget amount.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55710
103-55887
Pine Street Imprv
ADA Compliance
Project
$177,000.00
$331,664.19
$212,627.00
or
$251,398.00
($35,627.00)
or ($74,938.30)
Move budget
shortage
amount from
103-55887
project savings
based on
contract
selection.
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 42 of 139
RESOLUTION NO. _______
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services
for (Bid No. 24-020-2024-PWI-001) for Pine Street One-Way Conversion and
Parking Project at 555 South Section Street at the City of Fairhope Offices, Fairhope,
Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
Pine Street One-Way Conversion and Parking Project
[3] After evaluating the bids with required specifications, James Brothers Excavation,
Inc. is now awarded (Bid No. 24-020-2024-PWI-001) for Pine Street One-Way
Conversion and Parking Project with a bid proposal not-to-exceed $212,627.00.
DULY ADOPTED THIS 26TH DAY OF FEBRUARY 2024
_______________________________
Corey Martin, Council President
Attest:
_____________________________
Lisa A. Hanks, MMC
City Clerk
Page 43 of 139
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Page 68 of 139
Suzanne Doughty (Jan 3, 2024 15:05 CST)
Suzanne Doughty
Page 69 of 139
PRF Pine Street 1 Way Conversion
Final Audit Report 2024-01-04
Created:2024-01-03
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAANpFQbj2zwuV-2ZkGugVhY2AAya3BYnrg
"PRF Pine Street 1 Way Conversion" History
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2024-01-03 - 8:00:17 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2024-01-03 - 8:01:33 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2024-01-03 - 9:03:54 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2024-01-03 - 9:05:02 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2024-01-03 - 9:05:03 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2024-01-03 - 11:41:34 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2024-01-03 - 11:41:36 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2024-01-04 - 5:02:19 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2024-01-04 - 5:03:16 PM GMT - Time Source: server
Agreement completed.
2024-01-04 - 5:03:16 PM GMT
Page 70 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-241
FROM: George Ladd , PUBLIC WORKS DIRECTOR
SUBJECT: The Director of Public Works, George Ladd, is seeking to hire a
qualified contractor for the replacement of soffit at the northwest
corner of the Civic Center, located at 161 North Section Street,
Fairhope, Alabama. This will be repairing damage from Hurricane
Sally on September 16, 2020.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To approve the procurement to hire a qualified contractor for the replacement of soffitt
at the northwest corner of the Civic Center.
BACKGROUND INFORMATION:
The soffitt at the Northwest corner of the Civic Center was damaged during Hurricane
Sally on September 16, 2020. The project will consist of removing all existing soffit
under pinning at the Northwest Corner of the Civic Center, approximately 125' x 11',
install new hat channel, and new white aluminum soffit.
A Request for Quote was issued to three vendors. One quote was received from RH
Deas Building Co., LLC for Fifty-Six Thousand Six Hundred Seventeen Dollars
($56,617.00).
Insurance funds have already been received for this repair.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001260-
50360
Civic Center -
General
Maintenance
$0.00 $56,617.00 $56,617.00
This procurement will be offset by insurance proceeds. Received $18,452.07 - July
2021 and $38,164.93 - February 2024.
Page 71 of 139
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 72 of 139
RESOLUTION NO. ________
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, That the City of Fairhope approves the procurement of
the replacement of 125' x 11' of soffit under pinning and hat channel for the northwest
corner of the Civic Center damaged during Hurricane Sally. The cost will not-to-
exceed $56,617.00; and will be paid from insurance proceeds.
ADOPTED ON THIS 26TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 73 of 139
Page 74 of 139
CITY IF FAIIHFE cm tW.L
PO IJWlR 429
FAIIHFE, AL 36532
(25 1) 928-2136
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MISCELLANEU
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Cffi~TION
Thank YOU fo r you r PIYIBlt
CUST(JCER COPY
Page 75 of 139
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Cam~ 054288 Cllmant: City dF~ Pa)IN:Clty dF11rhape
Check Nlfflblr: 89218 Toal Chick Amt $38 ,1 &4.93 E~ On: llf1812020 Depamlent FHP City of Fairhope
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P.O. Drawer 429
181 N. Section
Fathope, AL 38533
REMITTANCE STA'TEMENT-PLEASE DETACH BEFORE DEPOSITING
Page 76 of 139
ALABAIIAIIUNICIPALINSUAANCECORP. Montgomery,AL38104
PAY
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Mell To Addma : City of Fairhope
P.O. Drawer 429
181 N. Section
Faihope, AL 36533
REMITTANCE STATI:MENT-PLEASE DETACH BEFORE DEPOSfflNG
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a
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Page 77 of 139
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Page 78 of 139
ALABAMAMUNICIPALINSURANCECORP. Montgomery ,AL36104
Claim Number. 054288 Clainant City rA Falmope Payea:Clty rA Fairhope
Check NLmber: 72a75 Total Check Amt $18 ,452.07 Event Data: Q/1612020 Department FHP City of Fairhope
Adjuster Name:Marcl Williama Adjuster Phone #:(334) 386-3863 Ext4227 Control Number. 0150293
Payee Tax ID: 63-6001254
Mail To Address : City of Fairhope
P.O. Drawer 429
161 N. Section
Famope, AL 36533
REMITTANCESTAlEMENT-PLEASEDETACHBEFOREDEPOSITING
t: :ilti~~•Mu pafffilfiriitc:W~
11 0 North Ripley Street
Montgomery, AL 36104
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7/20/2021
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Eighteen Thousand Four Hundred Fifty-Two and 07/100 OoUars*** .. *****
City of Fairhope
P.O. Drawer429
161 N. Section
Fairhope, AL 36533
' .
$
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Page 79 of 139
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: George Ladd Date: 2/19/2024
Department: Public Works
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:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*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.
**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. RH Deas Building Co. $ 56,617.00
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Replacing 125’x11’ of sofit under pinning
2. What is the total cost of the item or service? $56,617.00
3. How many do you need? One
4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): RH Deas Building Co.
6. Vendor Number: 7923
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 ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: Click or tap here to enter text.
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 80 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-234
FROM: Daryl Morefield, WATER SUPERINTENDENT
SUBJECT: The Superintendent of Water/Wastewater, Daryl Morefield, and the
Wastewater Treatment Plant Manager, Dennis Scott, are requesting
approval for the procurement of 476 Media – Pink 20 D Aluminum
Clips for the Parkson Fuzzy Filter at the Wastewater Treatment
Plant.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To approve this procurement of Media for the Parkson Fuzzy Filter at the Wastewater
Treatment Plant for $52,938.00.
BACKGROUND INFORMATION:
Parkson Brand Fuzzy Filter Media is the only media that can be used with the Parkson
Fuzzy Filter Equipment. Parkson is the only authorized provider of the Fuzzy Filter
media.
The attached quotation from Parkson is for 476 Media – Pink 20 D Aluminum Clips at
$43.00 each for a total of Thirty-Seven Thousand Sixty-Six Dollars ($37,066.00) plus a
service call for Fifteen Thousand Eight Hundred Seventy-Two Dollars ($15,872.00). The
total budgeted cost is Fifty-Two Thousand Nine Hundred Thirty-Eight Dollars
($52,938.00).
The equipment is exempt from formal bidding per Code of Alabama 1975, Section 41-
16-57 (b)(1) which states:
"The governmental body can document that the sole source goods or services are of an
indispensable nature, all other viable alternatives have been explored, and it has been
determined that only these goods or services will fulfill the function for which the product
is needed."
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
004020-
59502
WasteWater-Utility
Sys Imprv
$52,938.00 $52,938.00 $0.00
Page 81 of 139
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 82 of 139
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 Media for the Parkson
Brand Fuzzy Filter at the Wastewater Treatment Plant from Parkson as Sole Source
for a not-to-exceed cost of $52,938.00.
[2] This equipment is exempt from formal bidding per Code of Alabama 1975,
Section 41-16-51(b)(7).
ADOPTED ON THIS 26TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 83 of 139
Quote Number 00036476
Dennis Scott
Fairhope, AL
Phone: 251-990-0139
Email: dennis.scott@fairhopeal.gov
Date Issued: 2024-02-16
Expiration Date: 2024-03-16
Thank you for your inquiry for Parkson Aftermarket parts. Below is the quote for the items requested. You may accept this quotation as
your order by completing the fields below and submitting. You may also download as a PDF for processing through your purchasing
team. If this Is your first order in a while, please provide the billing and shipping info below. Please consider this email plus the link
below to our Terms & conditions to be the complete quotation.
Project Number 1013
Please verify this project (serial) number is accurate for this order.
23002003 Media -Pink 20 D Aluminum Clip (4222) 564 $43.00 $24,252.00
Remaining balance of initial charge for (2) filters.
23002003 Media -Pink 20 D Aluminum Clip (4222) 298 $43.00 $12,814.00
12 Month adder tor (2) filters 14 9 lbs each.
0900001-x-Field Service 1 $15,872.00 $15,872;00
Service call to replace media in (2) filters. Fairhope
to furnish VAC truck.
Total $52,938.00
NOTE REGARDING CA PREVALING WAGES: Park.son, as the original equipment manufacturer, will be servicing/reconditioning its own
proprietary equipment, which service may contain our proprietary trade secrets and knowhow. No craft or trade would be appropriate
Page 84 of 139
February 15, 2024
Mr. Dennis Scott
City of Fairhope
300 North Church Street
Fairhope, AL 36532
Subject: Fairhope, AL - Sole Source Letter
Dear Dennis:
This is to inform you that Parkson is the sole source in the United States for parts for
Schreiber equipment.
Parkson/Schreiber designs, manufactures, and services the equipment. There are no
other dealers, distributors, or service organizations that offer the equipment.
Please let me know if you need any additional information or if you have any questions.
Sincerely,
Parkson Corporation
Brad Draper
Field Service Manager
BD/rg
Page 85 of 139
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Dennis.Scott Date: 2/16/2024
Department: Water & Sewer 004020
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:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*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.
**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. Parkson $ 52,938.00
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☒ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Replace filter media in fuzzy filters Click or tap here to enter text.
2. What is the total cost of the item or service? $52,938
3. How many do you need?1 Click or tap here to enter text.
4. Item or Service Is: ☐ New ☐ Used ☒ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): Parkson
6. Vendor Number: 6936
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 ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? $75,000
3. Budget code: 59502
Email completed form with quotes and other supporting documentation to
Page 86 of 139
PUR-004 - 082522
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 87 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-230
FROM: Pat White, PARKS & RECREATION DIRECTOR
SUBJECT: The Director of Parks and Recreation, Pat White, has requested to
procure bleacher seating with a press box for the Founders Park
Track Facility at 18795 Founders Drive, Fairhope, Alabama.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To award Bid No. 24-015 Bleachers for Founders Park Track Facility to Outdoor
Aluminum, Inc. for $142,069.00.
BACKGROUND INFORMATION:
A service bid was issued January 12, 2024, posted to the City of Fairhope's website,
and published in the Gulf Coast Media. One (1) responsive bid was received at the bid
opening on February 8, 2024 at 10:00 a.m.
The Director of Parks and Recreation recommends the award be made to Outdoor
Aluminum, Inc. Their bid response price for the entire project was One Hundred Forty-
Two Thousand Sixty-Nine Dollars ($142,069.00).
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
103-55940
(Line 10)
Founders Comp
Track
$135,000.00 $142,069.00 $7,069.00
This item is budgeted as a Capital Project (103-55940 Line 10) at $135,000.00.
However, there is an estimated savings under the budget line item for Shade Sail
Structures for Founders Park (001250-50475 Line 100) of approximately $40,808.81.
Authorize transfer from General Fund to Capital Projects to offset the budget overage of
$7,069.00.
Page 88 of 139
Treasury to make Budget adjustment journal entry as follows:
Account Number Description Debit Amount Credit Amount
CAPITAL PROJECTS FUND
103-55940 Capital Projects Fund 7,069.00
103-49810 Transfers from General Fund 7,069.00
GENERAL FUND
001900-50965 Transfers-Cap Proj Fund 7,069.00
001250-50475 Recreation - Capital Imprv 7,069.00
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 89 of 139
RESOLUTION NO.
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA, as follows:
[1] That the City of Fairhope did request, receive, and open bids to procure services for
(Bid No. 24-15) for Bleachers for Founders Park Track Facility at 555 South Section
Street at the City of Fairhope Offices, Fairhope, Alabama.
[2] At the appointed time and place, bids were received and tabulated as follows:
Please see attached Bid Tabulation
Bleachers for Founders Park Track Facility
[3] After evaluating the bids with required specifications, Outdoor Aluminum, Inc. is
now awarded (Bid No. 24-015) Bleachers for Founders Park Track Facility with a bid
proposal not-to-exceed $142,069.00.
DULY ADOPTED THIS 26TH DAY OF FEBRUARY 2024
Corey Martin, Council President
Attest:
Lisa A. Hanks, MMC
City Clerk
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Page 121 of 139
Suzanne Doughty (Dec 5, 2023 10:03 CST)
Suzanne Doughty
Page 122 of 139
Page 123 of 139
Project Request Form for Grandstand Seating at
Founders
Final Audit Report 2023-12-07
Created:2023-12-05
By:Erin Wolfe (erin.wolfe@fairhopeal.gov)
Status:Signed
Transaction ID:CBJCHBCAABAA0v_IPCzIEYOZhU6u1tyWxDlfEJ0kbYQ1
"Project Request Form for Grandstand Seating at Founders" His
tory
Document created by Erin Wolfe (erin.wolfe@fairhopeal.gov)
2023-12-05 - 3:03:28 PM GMT
Document emailed to Suzanne Doughty (suzanne.doughty@fairhopeal.gov) for signature
2023-12-05 - 3:04:07 PM GMT
Email viewed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
2023-12-05 - 3:04:32 PM GMT
Document e-signed by Suzanne Doughty (suzanne.doughty@fairhopeal.gov)
Signature Date: 2023-12-05 - 4:03:23 PM GMT - Time Source: server
Document emailed to Kimberly Creech (kimberly.creech@fairhopeal.gov) for signature
2023-12-05 - 4:03:25 PM GMT
Document e-signed by Kimberly Creech (kimberly.creech@fairhopeal.gov)
Signature Date: 2023-12-06 - 9:48:53 PM GMT - Time Source: server
Document emailed to Sherry Sullivan (sherry.sullivan@fairhopeal.gov) for signature
2023-12-06 - 9:48:55 PM GMT
Email viewed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
2023-12-06 - 9:49:54 PM GMT
Document e-signed by Sherry Sullivan (sherry.sullivan@fairhopeal.gov)
Signature Date: 2023-12-07 - 3:33:10 PM GMT - Time Source: server
Agreement completed.
2023-12-07 - 3:33:10 PM GMT
Page 124 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-235
FROM: Pat White, PARKS & RECREATION DIRECTOR
SUBJECT: The Director of Parks and Recreation, Pat White, is requesting the
procurement of bleachers for the new baseball fields at Volanta Park.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To approve the procurement of bleachers for the new baseball fields at Volanta Park for
the not-to-exceed cost of $27,015.28.
BACKGROUND INFORMATION:
This purchase quote from BSN Sports includes eight (8) 3-Row 21' Aluminum Bleachers
for Three Thousand One Hundred Fifteen Dollars and Ninety-Nine Cents ($3,115.99)
each, plus freight of Two Thousand Eighty-Seven Dollars and Thirty-Six Cents
($2,087.28) for a total cost of Twenty-Seven Thousand Fifteen Dollars and Twenty-Eight
Cents ($27,015.28).
The bleachers from BSN Sports are on the Omnia National Contract Number R201101
and therefore do not have to be let out to bid.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
001250-
50475
001250-
50475
Recreation -
Capital Imprv
Recreation -
Capital Imprv
$0.00
$27,015.28
$27,015.28
$0.00
$27,015.28
($27,015.28)
$0.00
Authorize transfer of savings from Shade Sail Structures (001250-50475 Line 110 -
$144,000.00 Budgeted) which are coming in under budget for an estimated cost of
$42,300.00 which can offset the cost of bleachers in the amount of $27,015.28.
GRANT:
Page 125 of 139
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 126 of 139
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 Bleachers for the New
Baseball Fields at Volanta Park to BSN Sports LLC for a not-to-exceed cost of
$27,015.28.
[2] BSN Sports LLC are on the Omnia National Contract Number R201101 and
therefore do not have to be let out to bid.
ADOPTED ON THIS 26TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 127 of 139
Quote
PO Box 841393
Dallas, TX 75284-1393
Phone: 800-527-7510 Fax: 800-899-0149
Visit us at www.bsnsports.com
Ship To
5143852
Fairhope Parks and Recreation
Becky Barnard
803 N Greeno Rd
FAIRHOPE AL 36532-0000
USA
Sold to
5143852
Fairhope Parks and Recreation
803 N Greeno Rd
FAIRHOPE AL 36532-0000
USA
Payer
5143852
Fairhope Parks and Recreation
803 N Greeno Rd
FAIRHOPE AL 36532-0000
USA
Cart #:11259516
Purchase Order #:Need
Cart Name:Bleachers 3 Row 21 Ft.
Quote Date:02/07/2024
Quote Valid-to:02/29/2024
Payment Terms:NT30
Ship Via:
Ordered By:Becky Barnard
Contact Your Rep
Cam Wineman Email:cwineman@bsnsports.com | Phone:334-740-8227
Item Description Qty Unit Price Total
Page: 1 of 1
3 Row 21' Alum Bleacher-Royal 8 EA $ 3,115.99 $ 24,927.92
Item # - NB0321CB
Subtotal:$24,927.92
Other:$0.00
OMNIA Contract #R201101 Freight:$2,087.36
Sales Tax:$0.00
Order Total:$27,015.28
Payment/Credit Applied:$0.00
Order Total:$27,015.28
______
___
Page 128 of 139
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Pat White Date: 02/14/2024
Department: Recreation
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:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$30,000
Utilities - $10,001 - $30,000
Operational Budgeted Three Treasurer N/A N/A
Over $30,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $30,000/$100,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*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.
**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. BSN Sports LLC (Omnia Contract #R201101) $ $27,015.28
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☒ Purchasing Group
☐ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Bleachers for New Baseball Fields @ Volanta Park
2. What is the total cost of the item or service? $27,015.28
3. How many do you need? 8
4. Item or Service Is: ☒ New ☐ Used ☐ Replacement ☐ Annual Request
5. Vendor Name (Lowest Quote): BSN Sports LLC
6. Vendor Number: 2165
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 ☒ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? Click or tap here to enter text.
3. Budget code: Click or tap here to enter text.
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 129 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-238
FROM: Jeff Montgomery
SUBJECT: The Director of Information Technology, Jeff Montgomery, is
requesting to procure Notify Annual SAAS Fees in addition to the
Munis SAAS Annual Fees from Tyler Technologies.
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
To approve the procurement of Notify Annual SAAS Fees from Tyler Technologies in
addition to the Munis SAAS Annual Fees.
BACKGROUND INFORMATION:
The recurring fees for the SAAS (Software as a Service) Munis Financial System has
been approved for One Hundred Four Thousand Six Hundred Forty Dollars
($104,640.00) a year for three (3) years. The addition of the Notify Annual SAAS Fees
is Six Thousand Dollars ($6,000.00) per year. The total cost of SAAS fees from Tyler
Technologies is One Hundred Ten Thousand Six Hundred Forty Dollars ($110,640.00).
Tyler Technologies is the Sole Source provider for the Munis Software.
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
XXXXXX-
50300
Computer Expense
- various depts
$141,600.00 $110,640.00 $30,960.00
GRANT:
N/A
LEGAL IMPACT:
N/A
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up: N/A
Page 130 of 139
Individual(s) responsible for follow up: N/A
Action required (list contact persons/addresses if documents are to be mailed or
emailed): N/A
Page 131 of 139
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 Notify Annual SAAS Fees
from Tyler Technologies for a not-to-exceed cost of $6,000.00.
[2] Tyler Technologies is the Sole Source provider for the Munis Software.
ADOPTED ON THIS 26TH DAY OF FEBRUARY 2024
_________________________________
Corey Martin, Council President
Attest:
_______________________________
Lisa A. Hanks, MMC
City Clerk
Page 132 of 139
•• ••••• •••• •
Remittan ce : Invoice
Bill To: CITY OF FAIRHOPE
ATT N: DEE DEE BRAND T
Tyler Techn ologies, Inc.
(FE IN 75-2303920 )
P.O . Box 203556
Da ll as , TX 75320-3556
Questions :
Invoice No
045-4557 86
Tyler Techno logies • ERP & Schools
Pho ne: 1-800-772-2260 Press 2, then 1
Email : ar@tylertech .com
Ship To : CITY OF FAIRH OP E
ATTN : DEE DEE BRANDT
Da te
02/01/2 024
Page
1 of 2
_ H.1111111 1.111
555 S SEC TI ON STREET · P.O . DRAWE R 429
FA IRH OPE, AL 36533
555 S SECTION STREET· P.O. DRAWER 429
FAI RHOPE , AL 36533
Cust No .-Bil/To-Ship To
47908 ·MAI N· MAIN
Description
Ord No
186959
SAAS ANNUAL FEES TERM 2/1 /2024-1/31/2025
MIiest one Details
Description:
Accounti ng/GUBG/AP -Subscription
Accoun ts Receivable -Subscription
Asset Maintenance -Site License -Subscription
Bid Ma nagemen t -Subs crip ti on
BMI Asset Track Interface -Subscripti on
Business Licenses -Subsc ri ption
Capital Assets -Subs cri ption
Cash Ma nagement -Subscription
Ca shiering -Subscription
Central Property File -Subscription
Citizen Se lf Service (Tyler Hosted)
Con current Users
Conten t Man ager Core -Subscription
Contract Management -Subscription
En terprise ERP Office -Subscription
eProcurement -Subscription
Tyler Forms Processing -Subscri ption
GASB 34 Report Writer -Sub scription
GIS -Subscri ption
PO Num ber
Human Resources & Talent Management -Subscription
In ventory -Subscription
Parks and Recreation -Subscription
Payroll w/ESS -Subscription
Perm its & Code Enforcement -Subscription
Project & Grant Accounting -Subscription
Purchase Orders -Subscription
Recru itin g -Subscription
Requ isitions -Subscription
Ro le Ta il ored Dashboard -Subscription
Tyler Reporting Serv ices ( Microsoft SOL Server) -Subscription
Util ity Bill ing CIS -Subscription
Currency
USO
Contract Amount :
16 ,533 .00
5,382 .00
7,689 .00
3,075 .00
3,075.00
5.214 .00
6,150.00
3,843 .00
8,388 .00
990 .00
5,382 .00
90 ,000 .00
12,579 .00
2,517 .00
3,843 .00
3,843 .00
11,148 .00
10 ,062 .00
3,369 .00
14 ,784 .00
6,150.00
10 ,575 .00
23 ,226 .00
10 ,710.00
4,614.00
6,150.00
3,369 .00
3,843 .00
3,843 .00
7,686 .00
15 ,888 .00
CITY OF FAIRHOPE
FEB 1 4 2024
A.CCTS PAYABLE
Term s
N ET30
Percent Invoi ced :
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
33 %
Due Date
03/02/202 4
Extended Price
104,64 0.00
Amo un t In voiced :
5,511.00
1,794 .00
2,563.00
1,025 .00
1,025 .00
1,7 38.00
2,050 .00
1,281 .00
2,796.00
330 .00
1,794 .00
30 ,000 .00
4,193.00
839.00
1,2 81 .00
1,281.00
3,716 .00
3,354 .00
1,123 .00
4,928 .00
2,050 .00
3,525 .00
7,742 .00
3,570.00
1,538 .00
2,050 .00
1,123.00
1,281 .00
1,281.00
2,562 .00
5,296 .00
Page 133 of 139
•• ••••• •••• •
Remittance: Invoice
Bill To : CITY OF FAIRHOPE
ATTN: DEE DEE BRANDT
Tyler Technologies , Inc .
(FEIN 75-2303920)
P .O. Box 203556
Dallas , TX 75320-3556
Questions:
Invoice No
045-455786
Tyler Technolog ies -ERP & Schools
Phone : 1-800-772-2260 Press 2, then 1
Email : ar@tylertech .com
Sh ip To : CITY OF FAIRHOPE
ATTN : DEE DEE BRANDT
Date
02/01/2024
Page
2 of 2
555 S SECTION STREET - P.O. DRAWER 429
FAIRHOPE , AL 36533
555 S SECTION STREET -P.O . DRAWER 429
FAIRHOPE , AL 36533
Cust No.-Bil/To-ShipTo
47908 -MAIN -MAIN
Description
Ord No
186959
PO Number Currency
USO
CITY OF FAIRHOPE
FEB 1 4 2024
ACCTS PAYABLE
**ATTENTION**
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
Terms
NET30
Subtotal
Sales Tax
Invoice Total
Due Date
03/02/2024
Extended Price
104 ,640 .00 •
104,640.00 •
Page 134 of 139
•• ••••• •••• •
Remittance: Invoice
Bill To : CITY OF FAIRHOPE
ATTN : DEE DEE BRANDT
Tyler Technologies, Inc.
(FEIN 75-2303920)
P.O. Box 203556
Dallas , TX 75320-3556
Questions:
Invoice No
045-455869
Tyler Technologies -ERP & Schools
Phone : 1-800-772-2260 Press 2, then 1
Email: ar@tylertech .com
Ship To : CITY OF FAIRHOPE
ATTN : DEE DEE BRANDT
Date
02/01/2024
Page
1 of 1
HJ Jllllllll
555 S SECTION STREET-P.O . DRAWER 429
FAIRHOPE , AL 36533
555 S SECTION STREET -P.O . DRAWER 429
FAIRHOPE , AL 36533
Cust No .-Bil/To-ShipTo
47908 -MAIN -MAIN
Ord No
198513
PO Number Currency
Description
NOTIFY ANNUAL SAAS FEES
MIiestone Details
Description :
Notify includes 30 ,000 Msgs and 1,000 Mins per year -
02/01 /2024-01 /31 /2025
USO
Contract Amount :
6 ,000.00
CITY OF FAIRHOPE
FEB 1 4 2024
ACCTS PAYABLE
**ATTENTION**
Order your checks and forms from
Tyler Business Forms at 877-749-2090 or
tylerbusinessforms.com to guarantee
100% compliance with your software.
Terms
NET30
Percent Invoiced:
Subtotal
Sales Tax
Invoice Total
100%
Due Date
03/02/2024
Extended Price
6 ,000 .00
Amount Invoiced :
6 ,000.00
6,000.00 .
6,000.00 .
Page 135 of 139
RESOLUTION NO. 4659-22
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF
FAIRHOPE, ALABAMA , as follows:
[1] That the City of Fairhope approves the procurement for the conversion of Munis
from on premises services to SaaS (Software as a Service) for the IT Department
from Tyler Technologies as Sole Source Provider in the State of Alabama; exempt
from formal bid pursuant to the Code of Alabama 1975 , Section 41-16-51(13).
Recurring fees for Saas will be $104,640.00 a year for three (3) years , plus one-time
fees of $4,000.00 , (FY2023-$108,640.00 , FY2024-$104 ,640.00 , and FY2025-
$104,640 .00) for a budgeted total cost not-to-exceed the amount of $317 ,920.00.
ADOPTED ON THIS 21 ST DAY OF DECEMBER, 2022
Attest:
Page 136 of 139
PUR-004 - 082522
CITY OF FAIRHOPE
PURCHASING DEPARTMENT
PURCHASING REQUEST FORM
Name: Jeff Montgomery Date: 02/14/24
Department: Munis Yearly Renewal
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:
Gen Govt - $5,001
Utilities - $10,001
Operational NON-Budgeted Three Council Required Required
Gen Govt - $5,001-$15,000
Utilities - $10,001 - $15,000
Operational Budgeted Three Treasurer N/A N/A
Over $15,000/$50,000 Operational Budget* State Bid List or
Buying Group
Treasurer/Mayor N/A N/A
Over $15,000/$50,000 Operational Budgeted Bids Council Required Required
Professional Service Over $5,000 Budgeted or Non-Budgeted Mayor Select Council Required Required
*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.
**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. Tyler Tech $ 110640
2. Click or tap here to enter text. $
3. Click or tap here to enter text. $
Check any applicable boxes: ☐ State Contract ☐ ALDOT ☐ Purchasing Group
☒ Sole Source (Attach Sole Source Justification)
ITEM OR SERVICE INFORMATION
1. What item or service do you need to purchase? Yearly Renewal
2. What is the total cost of the item or service? 110640
3. How many do you need? 1
4. Item or Service Is: ☐ New ☐ Used ☐ Replacement ☒ Annual Request
5. Vendor Name (Lowest Quote): Tyler Tech
6. Vendor Number: 28589
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 ☐ No ☐ Emergency Request
2. If budgeted, what is the budgeted amount? 110640.00
3. Budget code: all-50300
Email completed form with quotes and other supporting documentation to
Erin.Wolfe@FairhopeAL.gov and Rhonda.Cunningham@FairhopeAL.gov.
Page 137 of 139
CITY OF FAIRHOPE
AGENDA MEMORANDUM Item ID: 2024-232
FROM: Hannah Noonan, Human Resources Director
SUBJECT: Reclassification of Gas Inspector from Grade 6 to Grade 8
AGENDA
DATE:
February 26, 2024
RECOMMENDED ACTION:
City Council approves and adopts the recommendation of the Personnel Board for the
reclassification of Gas Inspector from Grade 6 to Grade 8.
BACKGROUND INFORMATION:
BUDGET IMPACT/FUNDING SOURCE:
Account No. Account Title Current Budget Cost Available
Budget
$___ $___ ($____)
GRANT:
LEGAL IMPACT:
FOLLOW UP IMPLEMENTATION:
For time-sensitive follow up, select deadline date for follow up:
Individual(s) responsible for follow up:
Action required (list contact persons/addresses if documents are to be mailed or
emailed):
Page 138 of 139
RESOLUTION NO. _____
BE IT RESOLVED BY THE GOVERNING BODY OF THE CITY OF FAIRHOPE,
ALABAMA, That the City Council approves and adopts the recommendation of the
Personnel Board for the Reclassification of Gas Inspector from (Grade 6) to (Grade 8).
ADOPTED THIS 26TH DAY OF FEBRUARY 2024
______________________________
Corey Martin, Council President
ATTEST:
______________________________
Lisa A. Hanks, MMC
City Clerk
Page 139 of 139